Minutes of the Final Quorum

MINUTES OF THE REGULAR MEETING OF THE FENWICK TOWN COUNCIL

Date: September 14, 2024 Location: Fenwick Civic Centre, Council Chamber Called to order: 7:02 PM Members present: Chairperson D. Halford, Vice-Chair P. Embry, Councillors R. Oakes, F. Nesbit, T. Dey Members absent: None Also present: Town Clerk J. Stroud (recording) Motto: For the Good of All Residents

1. Approval of Minutes

The minutes of the August 10, 2024 meeting were approved as read. Councillor Oakes noted a typographical error in Item 6 (the word “assessement” to be corrected to “assessment”). Correction was made and minutes approved unanimously.

2. Treasurer’s Report

The Treasurer’s report for August was received and filed. Revenue from property tax was reported at 96.8% of projected. The outstanding 3.2% was attributed to properties with unresolved occupancy status.

3. Public Works Update

The Director of Public Works reported that the Maple Street repaving project remains on schedule for October completion. Two streetlights on Harmon Avenue require replacement. The council approved expenditure not to exceed $1,200 for the replacement.

4. Zoning Variance — 14 Croft Lane

A request for residential zoning variance at 14 Croft Lane was tabled pending clarification of the applicant’s residency status. The Clerk noted that the applicant maintains a mailing address in Fenwick but that the property in question had been listed as a seasonal rental for the previous eighteen months. Chairperson Halford suggested that the matter would benefit from a clearer definition of what constitutes a Fenwick resident for purposes of zoning applications.

5. Residential Status Review — Preliminary Discussion

The council discussed the need for a formal definition of “resident” as it pertains to eligibility for municipal services, zoning applications, and public comment privileges. It was noted that the current municipal code does not contain a specific definition, relying instead on the county’s general residency standard (physical presence plus intent to remain).

Councillor Nesbit observed that without a municipal definition, the town lacks the ability to distinguish between permanent residents, seasonal occupants, and individuals who maintain a nominal address for purposes unrelated to community participation.

Vice-Chair Embry proposed the formation of a Residential Standards Subcommittee to draft a working definition for consideration at the October meeting.

Motion: That the council form a Residential Standards Subcommittee, comprising Councillors Embry, Nesbit, and Oakes, to draft a proposed definition of “resident” for the purposes of Fenwick municipal governance.

Moved: Embry. Seconded: Nesbit. Passed 5-0.

6. Public Comment

No members of the public wished to address the council.

7. Adjournment

Meeting adjourned at 8:14 PM.

MINUTES OF THE REGULAR MEETING OF THE FENWICK TOWN COUNCIL

Date: October 12, 2024 Location: Fenwick Civic Centre, Council Chamber Called to order: 7:00 PM Members present: Chairperson D. Halford, Vice-Chair P. Embry, Councillors R. Oakes, F. Nesbit, T. Dey Members absent: None Also present: Town Clerk J. Stroud (recording) Motto: For the Good of All Residents

1. Approval of Minutes

The minutes of the September 14, 2024 meeting were approved as read.

2. Treasurer’s Report

The Treasurer’s report for September was received and filed. Revenue from property tax was reported at 94.1% of projected. The Clerk noted the continued decline and attributed it to properties of uncertain residential classification.

3. Report of the Residential Standards Subcommittee

Vice-Chair Embry presented the subcommittee’s proposed definition on behalf of Councillors Embry, Nesbit, and Oakes.

The proposed definition reads as follows:

“A ‘resident’ of the Town of Fenwick shall be defined as a natural person who (a) occupies a dwelling within Fenwick municipal boundaries as their primary domicile for no fewer than 275 days per calendar year, and (b) is registered on the Fenwick municipal voter roll or has applied for such registration.”

Vice-Chair Embry noted that the 275-day threshold was chosen to accommodate reasonable absences (vacations, business travel, medical leave) while excluding individuals whose primary residence lies elsewhere. The voter-registration component was described as an indicator of civic intent.

Councillor Dey asked whether the definition would affect current holders of municipal library cards. The Clerk confirmed that library services would continue to be available to all persons, as the library operates under a separate intermunicipal agreement.

Motion: That the council adopt the proposed definition of “resident” as Section 1.04(b) of the Fenwick Municipal Code, effective January 1, 2025.

Moved: Embry. Seconded: Oakes. Passed 5-0.

4. Zoning Variance — 14 Croft Lane (Resumed)

Following adoption of the new residency definition, the Clerk determined that the applicant at 14 Croft Lane does not meet the 275-day occupancy threshold based on utility records. The variance request was denied without prejudice, with the applicant invited to reapply upon establishing qualifying residency.

5. Public Comment

Mr. K. Varn, owner of three rental properties in the Fenwick commercial district, asked whether the new definition would affect his eligibility to participate in future council meetings as a member of the public. Chairperson Halford clarified that public comment periods are open to all persons present, regardless of residency status, and that the definition pertains only to eligibility for municipal services and applications.

6. Adjournment

Meeting adjourned at 8:31 PM.

MINUTES OF THE REGULAR MEETING OF THE FENWICK TOWN COUNCIL

Date: January 11, 2025 Location: Fenwick Civic Centre, Council Chamber Called to order: 7:04 PM Members present: Chairperson D. Halford, Vice-Chair P. Embry, Councillors R. Oakes, F. Nesbit, T. Dey Members absent: None Also present: Town Clerk J. Stroud (recording) Motto: For the Good of All Residents

1. Approval of Minutes

The minutes of the November and December meetings were approved as read with no corrections.

2. Residential Standards — Implementation Report

The Clerk reported that the new residency definition took effect on January 1, 2025 as planned. Of 4,217 individuals previously classified as residents under the county standard, 3,681 meet the new municipal definition. The remaining 536 have been reclassified as “non-resident occupants” and will receive written notification of the change in status.

Vice-Chair Embry noted that the 12.7% reclassification rate was higher than the subcommittee’s initial estimate of 5-8% and attributed the difference to a greater-than-expected number of individuals who are not registered on the municipal voter roll. The subcommittee recommended that the council consider a grace period for voter registration to allow affected individuals time to bring themselves into compliance.

Councillor Nesbit proposed instead that the definition be amended to include a property ownership component, noting that individuals who own property in Fenwick have a material stake in the community that should be reflected in their residency status, independent of voter registration.

After discussion, the council agreed that property ownership alone should not constitute residency, but that it could serve as one of several indicators of residential intent.

Amendment to Section 1.04(b):

“A ‘resident’ of the Town of Fenwick shall be defined as a natural person who (a) occupies a dwelling within Fenwick municipal boundaries as their primary domicile for no fewer than 275 days per calendar year, (b) is registered on the Fenwick municipal voter roll, and (c) holds a recorded property interest in real property within the municipal boundaries, or maintains a continuous lease agreement of not fewer than twelve months’ duration.”

Motion: That the council adopt the amended definition, effective immediately.

Moved: Nesbit. Seconded: Dey. Passed 5-0.

The Clerk was directed to recalculate the qualifying population under the amended definition and report at the February meeting.

3. Public Comment

Several members of the public attended. Mrs. A. Gillespie, representing the Fenwick Renters’ Alliance, expressed concern that the twelve-month lease requirement would exclude individuals on month-to-month tenancies. The concern was noted.

Mr. D. Pryce asked whether individuals residing in the Fenwick Senior Living Centre, which operates on a rolling admissions basis without formal lease agreements, would be affected. Councillor Oakes indicated that the matter would be referred to the subcommittee for consideration.

4. Other Business

Councillor Oakes reported that three of the five streetlights on Harmon Avenue now require replacement. The council approved expenditure not to exceed $1,800.

5. Adjournment

Meeting adjourned at 9:07 PM.

MINUTES OF THE REGULAR MEETING OF THE FENWICK TOWN COUNCIL

Date: March 8, 2025 Location: Fenwick Civic Centre, Council Chamber Called to order: 7:01 PM Members present: Chairperson D. Halford, Vice-Chair P. Embry, Councillors R. Oakes, F. Nesbit, T. Dey Members absent: None Also present: Town Clerk J. Stroud (recording) Motto: For the Good of All Residents

1. Approval of Minutes

The minutes of the February 8, 2025 meeting were approved as read.

2. Residential Standards — Updated Figures

The Clerk reported that under the amended definition (275-day occupancy + voter registration + property interest or twelve-month lease), the qualifying resident population stands at 2,944. This represents a reduction of 737 individuals from the January figure of 3,681 and a reduction of 1,273 from the original population of 4,217.

The council discussed these figures at length. Councillor Nesbit noted that a qualifying population of 2,944 represents a stronger, more clearly defined community of committed residents and that municipal services can now be allocated with greater precision. Vice-Chair Embry concurred and observed that the reduction should not be understood as an exclusion but rather as a clarification — the town has not lost 1,273 residents but has instead gained a more accurate understanding of who its residents are.

3. Fenwick Community Calendar

The Clerk presented the proposed Community Calendar for April through September 2025. Six council-sponsored public events were approved: the Spring Road Clean-Up (April 12), the Fenwick Heritage Walk (May 3), the Municipal Budget Open Forum (May 24), the Summer Civic Picnic (July 19), the Public Works Appreciation Day (August 9), and the Fenwick Founder’s Day Lecture (September 6). The Clerk was directed to circulate the calendar to all residents.

4. Introduction of Residency Tiers

Vice-Chair Embry, on behalf of the Residential Standards Subcommittee, presented a proposal to introduce a tiered system of residency classification, as follows:

• Tier 1 — Full Resident: Meets all criteria of Section 1.04(b) and has maintained continuous qualifying status for a minimum of five (5) years.
• Tier 2 — Provisional Resident: Meets all criteria of Section 1.04(b) but has maintained qualifying status for fewer than five years.
• Tier 3 — Conditional Occupant: Meets criteria (a) and (c) of Section 1.04(b) but is not registered on the municipal voter roll.
• Tier 4 — Non-Resident Occupant: Does not meet the criteria for any of the above tiers but occupies a dwelling within the municipal boundaries.

Vice-Chair Embry explained that the tiered system would allow the council to differentiate among levels of community commitment without denying basic services to any person. Tier 1 residents would have access to all municipal services and full eligibility for boards, commissions, and public comment privileges. Tier 2 residents would have access to municipal services and limited eligibility for boards and commissions. Tiers 3 and 4 would retain access to emergency services, waste collection, and road maintenance.

Councillor Dey asked whether public comment privileges would be restricted by tier. Vice-Chair Embry confirmed that under the proposed framework, public comment at council meetings would be reserved for Tier 1 and Tier 2 residents, noting that this would ensure public comment periods are guided by the voices of those most invested in the community’s long-term welfare.

Motion: That the council adopt the tiered residency classification system as Section 1.04(c) of the Fenwick Municipal Code, effective April 1, 2025.

Moved: Embry. Seconded: Nesbit. Passed 5-0.

5. Public Comment

Mrs. A. Gillespie requested time to address the council regarding the tiered system. Chairperson Halford noted that Mrs. Gillespie’s residency tier had not yet been determined under the new framework and that her eligibility to participate in the public comment period would be confirmed following the April 1 implementation. In the interim, as a courtesy, her presence was acknowledged.

Mr. K. Varn also attended and submitted a written statement, which the Clerk received and filed. The contents of the statement were not read aloud, as Mr. Varn’s eligibility for verbal public comment under the forthcoming tiered framework remains to be determined.

No other persons wished to address the council.

6. Adjournment

Meeting adjourned at 9:22 PM.

MINUTES OF THE REGULAR MEETING OF THE FENWICK TOWN COUNCIL

Date: June 14, 2025 Location: Fenwick Civic Centre, Council Chamber Called to order: 7:00 PM Members present: Chairperson D. Halford, Vice-Chair P. Embry, Councillors R. Oakes, F. Nesbit, T. Dey Members absent: None Also present: Town Clerk J. Stroud (recording) Motto: For the Good of All Residents

1. Approval of Minutes

The minutes of the April and May meetings were approved as read.

2. Residential Standards — Quarterly Review

The Clerk presented the first quarterly review of the tiered residency system. The figures are as follows:

• Tier 1 (Full Resident): 1,192
• Tier 2 (Provisional Resident): 1,403
• Tier 3 (Conditional Occupant): 649
• Tier 4 (Non-Resident Occupant): 973

Total persons occupying dwellings within the municipal boundaries: 4,217 (unchanged from January census).

The Clerk noted that the Tier 1 population of 1,192 represents 28.3% of the total occupant population. Councillor Nesbit observed that this figure was broadly consistent with expectations and that the council could now consider whether additional criteria might strengthen the Tier 1 category.

3. Proposed Amendment — Community Participation Standard

Councillor Oakes introduced a proposed amendment requiring Tier 1 residents to demonstrate active community participation, defined as attendance at a minimum of six (6) council meetings or council-sponsored public events per calendar year. Councillor Oakes noted that residency is not merely a matter of physical presence and property interest, but of engagement with the civic life of the community.

Discussion ensued. Vice-Chair Embry expressed support for the principle but questioned the enforcement mechanism. Councillor Oakes proposed that attendance be recorded by the Clerk at each qualifying event and that Tier 1 residents who do not meet the participation threshold by December 31 of each year be reclassified to Tier 2 for the following year.

Councillor Dey asked whether the six-meeting threshold might be impractical for residents with mobility limitations, childcare obligations, or employment schedules that conflict with evening meetings. Councillor Oakes acknowledged the concern and proposed that the council authorise the Clerk to accept written petitions for participation waivers in cases of documented hardship, to be reviewed by the subcommittee on a case-by-case basis.

Councillor Dey withdrew the objection and noted that the waiver mechanism was satisfactory.

Motion: That the council adopt the Community Participation Standard as an amendment to Section 1.04(c), Tier 1 criteria, effective July 1, 2025.

Moved: Oakes. Seconded: Embry. Passed 5-0.

The Clerk was directed to notify all current Tier 1 residents of the new participation requirement.

4. Reclassification of Senior Living Centre Residents

The subcommittee reported its findings regarding the Fenwick Senior Living Centre. As the Centre operates without formal lease agreements, its residents do not meet criterion (c) of Section 1.04(b). Additionally, as the Centre’s admissions records show an average residency duration of 3.2 years, the majority of its residents do not meet the five-year continuous status threshold for Tier 1.

The subcommittee recommended that Senior Living Centre residents be classified under a new designation: “Persons of Ongoing Institutional Presence,” with access to emergency services and waste collection. The subcommittee noted that this designation reflects the unique nature of institutional habitation and is not intended to diminish the value of these individuals to the broader Fenwick community. The Clerk was directed to notify the Senior Living Centre administration of the new classification and to provide informational materials explaining the distinction between institutional presence and residency. The materials are to emphasise that the reclassification carries no implication regarding the personal worth or community standing of any individual.

Motion: That the council adopt the “Persons of Ongoing Institutional Presence” classification as Section 1.04(d) of the Fenwick Municipal Code.

Moved: Nesbit. Seconded: Halford. Passed 5-0.

5. Public Comment

No persons eligible for public comment wished to address the council.

6. Other Business

The Clerk reported that the Harmon Avenue streetlight situation has been resolved. All five lights are now functioning.

7. Adjournment

Meeting adjourned at 9:48 PM.

MINUTES OF THE REGULAR MEETING OF THE FENWICK TOWN COUNCIL

Date: October 11, 2025 Location: Fenwick Civic Centre, Council Chamber Called to order: 7:00 PM Members present: Chairperson D. Halford, Vice-Chair P. Embry, Councillors R. Oakes, F. Nesbit, T. Dey Members absent: None Also present: Town Clerk J. Stroud (recording) Motto: For the Good of All Residents

1. Approval of Minutes

The minutes of the July, August, and September meetings were approved as read. The Clerk noted that attendance at these meetings had been limited to council members and recording staff, and that the minutes had been circulated by post to all Tier 1 residents.

2. Residential Standards — Annual Review

The Clerk presented the annual review of the tiered residency system. The figures are as follows:

• Tier 1 (Full Resident): 87
• Tier 2 (Provisional Resident): 714
• Tier 3 (Conditional Occupant): 823
• Tier 4 (Non-Resident Occupant): 2,514
• Persons of Ongoing Institutional Presence: 68

Total persons occupying dwellings within the municipal boundaries: 4,206.

The Clerk noted that the significant reduction in Tier 1 population (from 1,192 to 87) was attributable to the Community Participation Standard, which had resulted in the reclassification of 1,105 former Tier 1 residents who did not meet the six-meeting attendance threshold during the review period. Forty-three waiver petitions had been received; seven were approved.

Councillor Nesbit observed that a Tier 1 population of 87 reflects the true core of Fenwick’s committed residential community and praised the effectiveness of the participation standard in distinguishing between passive occupancy and active civic membership.

3. Proposed Amendment — Financial Contribution Standard

Vice-Chair Embry introduced a proposed amendment requiring Tier 1 residents to demonstrate a minimum annual financial contribution to the municipality, defined as property tax payments at or above the median assessed rate for the current fiscal year. Vice-Chair Embry noted that residents whose financial stake falls below the community median cannot be said to bear an equal share of the municipality’s fiscal obligations, and that residency status should reflect proportional investment in the community’s infrastructure and services.

Discussion ensued. Councillor Oakes asked for clarification on whether the median would be calculated across all property owners or only Tier 1 residents. Vice-Chair Embry clarified that the median would be calculated across all property owners, as this provides a stable benchmark not subject to fluctuation from tier reclassifications.

Motion: That the council adopt the Financial Contribution Standard as an amendment to Section 1.04(c), Tier 1 criteria, effective January 1, 2026.

Moved: Embry. Seconded: Nesbit. Passed 5-0.

4. Proposed Amendment — Continuous Presence Verification

Councillor Nesbit introduced a proposed amendment requiring Tier 1 residents to submit to quarterly verification of physical presence within the municipal boundaries, to be conducted by the Clerk’s office through a combination of utility consumption records, municipal vehicle registration, and in-person verification visits.

Councillor Dey noted that the verification procedure would place a considerable administrative burden on the Clerk’s office and asked whether the current staffing level was sufficient. The Clerk confirmed that with the reduced number of qualifying Tier 1 residents, the workload was manageable. Councillor Dey indicated satisfaction with the response.

Motion: That the council adopt the Continuous Presence Verification procedure as an amendment to Section 1.04(c), Tier 1 criteria, effective January 1, 2026.

Moved: Nesbit. Seconded: Oakes. Passed 5-0.

5. Reduction in Municipal Services — Tiers 3 and 4

The council discussed the allocation of municipal resources in light of the current residency distribution. Councillor Oakes noted that with 3,405 individuals classified as Tier 3, Tier 4, or Persons of Ongoing Institutional Presence — none of whom qualify for full municipal services — the town’s service delivery model requires adjustment.

The council approved the following changes, effective January 1, 2026:

• Waste collection for Tier 3 and Tier 4 addresses reduced from weekly to biweekly
• Road maintenance prioritized by proportion of Tier 1 residents on each street
• Public parks reclassified as Residential Amenity Spaces, accessible to Tier 1 and Tier 2 residents
• The Fenwick Public Library, previously operating under a separate intermunicipal agreement, to be transitioned to a Resident Services Library with access limited to Tier 1 and Tier 2 cardholders

Moved: Oakes. Seconded: Embry. Passed 5-0.

6. Public Comment

The public comment period was opened. No eligible persons were present.

7. Adjournment

Meeting adjourned at 9:15 PM.

MINUTES OF THE REGULAR MEETING OF THE FENWICK TOWN COUNCIL

Date: March 14, 2026 Location: Fenwick Civic Centre, Council Chamber Called to order: 7:00 PM Members present: Chairperson D. Halford, Vice-Chair P. Embry, Councillors R. Oakes, F. Nesbit, T. Dey Members absent: None Also present: Town Clerk J. Stroud (recording) Motto: For the Good of All Residents

1. Approval of Minutes

The minutes of the November 2025 through February 2026 meetings were approved as read.

2. Residential Standards — Status Report

The Clerk presented the current residency figures:

• Tier 1 (Full Resident): 5
• Tier 2 (Provisional Resident): 12
• Tier 3 (Conditional Occupant): 1,391
• Tier 4 (Non-Resident Occupant): 2,724
• Persons of Ongoing Institutional Presence: 62

Total persons occupying dwellings within the municipal boundaries: 4,194.

The Clerk confirmed that the five Tier 1 residents are the five serving members of the Fenwick Town Council.

The twelve Tier 2 residents were identified as individuals who meet the occupancy, voter registration, property interest, and financial contribution standards but who fell below the six-meeting Community Participation threshold during the previous review period due to documented scheduling conflicts. Three of the twelve have pending waiver petitions.

Vice-Chair Embry noted that the iterative refinement of the residency definition over the preceding eighteen months had successfully distinguished between those who are invested in Fenwick’s governance and those who merely inhabit its geography.

3. Proposed Amendment — Governance Familiarity Standard

Councillor Nesbit introduced a final proposed amendment to the Tier 1 criteria, requiring qualifying residents to demonstrate familiarity with the Fenwick Municipal Code through a written examination administered by the Clerk’s office. The examination would cover Sections 1 through 14 of the Municipal Code and would require a passing score of 85%.

Councillor Nesbit noted that residency, at its most meaningful, implies not only physical presence, financial contribution, and civic participation, but a working knowledge of the regulatory framework that governs the community. A resident who cannot demonstrate such knowledge is, in a functional sense, not fully resident in the municipality’s civic life.

Councillor Dey asked whether the examination would apply retroactively to current Tier 1 residents. Councillor Nesbit confirmed that it would, noting that exemptions would undermine the standard’s integrity and that all five current Tier 1 residents, being members of the council that wrote the Municipal Code, should have no difficulty passing.

Motion: That the council adopt the Governance Familiarity Standard as an amendment to Section 1.04(c), Tier 1 criteria, effective immediately.

Moved: Nesbit. Seconded: Halford. Passed 5-0.

4. Consolidation of the Residential Standards Framework

Chairperson Halford proposed that the council formally consolidate the various amendments to Sections 1.04(b), 1.04(c), and 1.04(d) into a single comprehensive residency framework, to be codified as Fenwick Municipal Ordinance No. 2026-01.

The consolidated definition of a Tier 1 Full Resident, incorporating all amendments adopted between October 2024 and March 2026, reads as follows:

“A ‘Full Resident’ of the Town of Fenwick shall be defined as a natural person who (a) occupies a dwelling within Fenwick municipal boundaries as their primary domicile for no fewer than 275 days per calendar year; (b) is registered on the Fenwick municipal voter roll; (c) holds a recorded property interest in real property within the municipal boundaries, or maintains a continuous lease agreement of not fewer than twelve months’ duration; (d) has maintained continuous qualifying status under criteria (a) through (c) for a minimum of five (5) years; (e) has attended a minimum of six (6) council meetings or council-sponsored public events during the preceding calendar year; (f) has made annual property tax payments at or above the median assessed rate for the applicable fiscal year; (g) has submitted to and passed quarterly Continuous Presence Verification; and (h) has achieved a passing score of 85% or higher on the Fenwick Governance Familiarity Examination.”

The Clerk was directed to prepare the ordinance for formal adoption at the April meeting.

Motion: That the council approve the consolidated framework as presented.

Moved: Halford. Seconded: Embry. Passed 5-0.

5. Budget Reallocation

The council reviewed the current municipal budget in light of the residency distribution. With five Full Residents and twelve Provisional Residents, the per-capita allocation for qualified residents has increased substantially. The council approved the following reallocations:

• Council member compensation increased from $4,800 to $28,500 per annum, reflecting the additional governance burden carried by Full Residents
• The Civic Centre maintenance budget increased to accommodate the installation of individual climate-controlled offices for each council member
• The Residential Amenity Spaces (formerly public parks) to be maintained at current levels, with access limited to Tier 1 residents during peak hours (7:00 AM - 9:00 PM)
• Road maintenance to be concentrated on the five streets on which Full Residents reside

Moved: Embry. Seconded: Oakes. Passed 5-0.

6. Correspondence

The Clerk reported that the office had received fourteen letters during the February-March period from individuals requesting information about the process for qualifying as a Tier 1 resident. Form responses were sent directing the correspondents to Section 1.04(c) of the Municipal Code. The Clerk noted that none of the correspondents currently meet the criteria for Tier 2 and that the five-year continuous status requirement under criterion (d) cannot begin accruing until all other criteria are satisfied.

7. Public Comment

The public comment period was opened. No eligible persons were present.

8. Old Business

None.

9. New Business

None.

10. Adjournment

Meeting adjourned at 7:46 PM.

The next regular meeting of the Fenwick Town Council is scheduled for April 11, 2026. All residents are encouraged to attend.