August 13, 2009MUNICIPALITY OF WEST ELGIN
AGENDA
COUNCIL MEETING
AUGUST 13 2009
COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING
DISCLOSURE OF PECUNIARY INTEREST
ADOPTION OF AGENDA
MINUTES (Al A23)
June 25, 2009 Public Meeting - Community Improvement Plan
July 9, 2009 Council
July 9, 2009 Closed Session (under separate cover)
July 23, 2009 Council
July 23, 2009 Court of Revision - Branch 'A' and 'B' of the
Wismer Drain No. 2
BUSINESS ARISING FROM MINUTES
DELEGATIONS
1:30 p.m. Howard Culligan re: Seaside Developments
1:45 p.m. Ted Halwa re: Community Improvement Plan
REPORTS (C1 -C8)
1. ROADS
a) Monthly Report
2. RECREATION
a) Monthly Report
August 13, 2009............ Page 2
3. BUILDING
a)'4Monthly Report for June 2009
4. WATER
a) *Monthly Report
5. RURAL DEVELOPMENT OFFICER
a) *Monthly Report
6. BY-LAW ENFORCEMENT
a) *Monthly Report
7. DRAINS
a) Tenders for Graham and Wismer Drains
8. WEST ELGIN PRIMARY SYSTEM
9. ADMINISTRATION
a) *Quotation for Clarifier for West Lorne Sewage Treatment Plant
b) *Report re: Sunday Hunting
c) *Report re: West Lorne Heritage Homes
d) Quotation for Financial Statement under OR453/07 for the water
distribution system.
ACCOUNTS
CORRESPONDENCE (D1-D27)
COUNCIL CONSIDERATION RECOMMENDED:
1.* Steve Peters, MPP - copy of letter to Minister of Tourism & Minster of
Transportation;
2.* Tony Clement & George Smitherman re; funding for extension of West
Elgin Recreation Trail;
3.* Doug Reycraft, Chair, Community Schools Alliance - request for support
of a resolution regarding community schools alliance;
August 13, 2009............ Page 3
4.* Township of Woolwich - request for support of a resolution for a review of
Chapter 27, Sec.5 (2) of the Development Charges Act, 1997;
5.* Haldimand County Disaster Relief Committee - request for financial
support;
6.* Betty & Skip Patterson - request to waive fees for Vacation Bible School;
7.* Township of Huron-Kinloss - request for support of a resolution for an
addition to the Weed Control Act;
8.* Ministry of Children & Youth Services re: Ontario Early Years Centre;
9.* City of Greater Sudbury - request for support of a resolution regarding
Proposed Workplace Fatalities Family Bill of Rights.
10.* City of Greater Sudbury - request for support of a resolution regarding
Employment Insurance Reform;
11.* Tax Recovery Group - copy of letter from The Premier of Ontario re:
harmonized sales tax;
12.* Canada-Ontario Infrastructure - funding for West Elgin Arena
Rehabilitation;
13.* Service Ontario re; Driver & Vehicle Licence Office - integrating services;
14.* Stone Town Construction re; West Elgin Water Treatment Plant;
15.* Rodney Minor Soccer - request to waive fees;
16.* Melanie (Knapp) McLeod re: International Suicide Awareness Day -
request for road closure ;
RECOMMENDED TO ACCEPT & FILE:
17. AMO
OMERS Sponsors Corporation - Disposition of Contribution and
Benefit Proposals;
- Notice of Annual General Meeting & Notice of Proposal to Amend the
Association's By-Law;
- Government Releases Draft Built Environment Standard Under the
AODA for Public Review;
Call of Applications for the Ontario Transportation Demand
Management (TDM) Municipal Grant Program;
$7 Million for Drinking Water Stewardship Available;
New OMKN Developments
AMO Encourages Municipalities to Join the Count me In! Community
Challenge;
18. Federation of Canadian Municipalities
- Increasing women's participation in government;
19. Ministry of Community and Social Services - Ontario Seeks Input on Draft
Accessibility Standard;
20. Service Canada Centre for Youth in St. Thomas - thank-you letter for
participation in Odd Job Squad Week;
21. Greenbelt Foundation - poll results and article publications;
August 13, 2009............ Page 4
22. Spectrum, Information Technologies & Telecommunications letter
regarding broadband services;
23. South West LHIN - Minutes of June, 2009;
24. South West LHIN - Minutes of July, 2009;
25. South West LHIN - next meeting September 9, 2009;
26. County of Elgin, Land Division Committee - Notice of Decision (Fleuren);
27. Communities in Bloom - Winter Festival - Registration Form;
BY-LAWS
By-law No. 2009-46 Branch `A' & 'B', Wismer Drain No. 2 (third reading)
By-law No. 2009-56 Community Improvement Plan
MINUTES (E1-E3)
• *West Elgin Arena Board - May 12, 2009
• *West Elgin Recreation Committee - June 17, 2009
• *West Elgin Arena Board - June 23, 2009
OTHER BUSINESS (F1-F3)
1. Council announcements
2. Closed session - legal
* Information enclosed
CONFIRMING BY-LAW
ADJOURNMENT
NEXT MEETINGS:
• August 26, 2009 10:00 a.m. - Official Opening for new Water
Treatment Plant
• September 10, 2009 Council
• September 17, 2009 7:00 p.m.- Public Meeting -
Class EA for Marina Improvements, Rodney Legion
0 September 24, 2009 Council
A- i
MINUTES
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
PUBLIC MEETING
WEST ELGIN COMMUNITY COMPLEX
JUNE 25, 2009
MEMBERS PRESENT: Mayor Graham Warwick, Deputy Mayor Bernie Wiehle
Councillors: Trudy Balint, Mary Bodnar, Jonathan Wolf
STAFF PRESENT: Norma Bryant Clerk
ALSO IN ATTENDANCE: Ted Halwa Planning Consultant
SUBJECT: COMMUNITY IMPROVEMENT PLAN
Also in attendance: Irene Puddester, Ed Markham, Frances Nash, Tina Nash, Wendi
Dupuis, Caren Emery, Iris & Keith Fretter, Dianne & Shawn Dowling, Heather Bell,
Jennifer Dupuis, Randall Reiss
The Mayor called the meeting to order at 7:00 p.m. The Clerk informed those present
that notice of this meeting had been given under Section 17(15) of the Planning Act by
notice in the local paper - The Chronicle on June 4, 2009.
This meeting represents the statutory meeting required under the Planning Act
prior to adoption by Council. A public meeting was held on April 30, 2009 at the
Elgin International Club.
The purpose of the meeting is to present the proposed Community Improvement
Plan for the revitalization of the town centres of Rodney and West Lorne. The
Planner presented a powerpoint presentation outlining an analysis of current
conditions and characteristics, a vision statement, goals and objectives,
identification of partners and programs and a series of recommendations aimed at
revitalizing the town centres.
Changes to the draft plan as a result of previous public meeting:
• Addition of bike rack and bike lanes to list of potential improvement to public
realm
• Add reference to recreation corridor along abandon railway
• Delete names of property owners, if necessary, due to a potential conflict
with the Freedom of Information and Privacy Act
• Update list of businesses
• Make reference to promoting healthy communities as outlined in the PPS
• Include references from the Community Needs Assessment, 1995
The Planner presented a chart of fourteen implementation initiatives. It is proposed
that task forces be established. The tasks for the municipality include:
P,
June 25109... Page 2 of 4
development of terms of reference, identify needs and resources, solicit interest
and appoint members (3 to 5), establish time lines and output for the task forces.
The Planner reviewed the next steps:
1. Finalize changes to Plan
2. Adopt plan by Council
3. Notice of Adoption - appeal period
4. Prepare terms of reference for task forces
5. Appoint members to task forces
6. Initiate Task Forces
7. Initiate Heritage Conservation District and streetscape plan
8. Develop program details/application forms
9. Prepare applications for funding
10. Review sidewalk maintenance program
The Mayor asked for questions from the floor.
Ed Markham
• Why is heritage ranked higher than streetscape? Shouldn't a streetscape plan be
first?
Planner
• Could be completed parallel. Sooner the plans are in place and programs
established, help will be available for those properties that are deteriorating.
Ed Markham
• First Impressions see streetscape first when driving into town
Keith Fretter
• Agree with Ed's comments. Streetscape is most important; heritage and
streetscape should be linked together.
• Where is BIA on priority list?
Planner
• High priority has been given to establishment of BIA.
Keith Fretter
• Need to get businesses engaged through BIA, need to get in place and get their
input.
• Do the lines on the maps coincide with commercial zoning?
Planner
• Yes, designed to capture commercial properties in the downtown cores. BIA is
restricted to commercial assessed properties, not residential or industrial.
Heather Bell
• Where is funding coming from? Businesses don't have money, how do we get
their buy-in?
Planner
• It will be up to the BIA to establish the amount of funding to be raised.
Ed Markham
• How many businesses are outside the designated areas?
Planner
• If the boundary extends to the limits of the villages, the BIA would cover a large
area. Haven't seen a BIA cover that large of an area.
Shawn Dowling
0 How much would grant cover for facade improvement?
A-3
June 25109... Page 3 of 4
Planner
• Funding levels will have to be established in formulation of programs, Council will
decide total amount available and the maximum grant portion.
Wendi Dupuis
• Any thought given to allowing debentures to be used?
Mayor
• Get plan in place first, may be a possibility.
Shawn Dowling
• If I do work this summer, will the funding be retroactive?
Planner
• Not likely.
Heather Bell
• What can be done with intersection in West Lorne?
Mayor
• County policy due to liability issue. Lines only not allowed. Need to have
regulation sign, buttons, flashing lights like in Dutton.
Ed Markham
• Streetscape and heritage should work together.
Keith Fretter
• When starting?
Planner
• Plan approved by Council is next step. Then develop terms of reference and
guidelines for Task Forces, which could take 2 months, could start Task Forces in
September.
Ed Markham
• First Impressions program completed by members from Dundalk on May 13th.
Report to be presented to Council. When would Council be available?
Planner
• Should meet with them before finalizing the CIP on July 16"'?
Heather Bell
• Can we do something about property standards now?
Mayor
• Can't force someone to make improvements, tax incentives may help.
Randall Reiss
• Thank you to Council for removing the trucks on Monroe Street.
The meeting adjourned at 8:37 p.m
A~
June 25109... Page 4 of 4
SUBJECT: ADJOURNMENT
RES. NO. 1 Moved by Wolf
Seconded by Bodnar
RESOLVED that the Public Meeting concerning a proposed Community
Improvement Plan be hereby adjourned.
DISPOSITION: Carried
These minutes were adopted on the 13th day of August, 2009.
MAYOR
CLERK
A-5
MINUTES
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
WEST ELGIN COUNCIL CHAMBERS
JULY 9, 2009
MEMBERS PRESENT:
STAFF PRESENT:
Mayor Graham Warwick, Deputy Mayor Bernie Wiehle
Councillors Trudy Balint, Mary Bodnar, Jonathan Wolf
Joanne Groch
Norma Bryant
Paul VanVaerenbergh
Lloyd Jarvis
Jeff Slater
Monica Pelcz
Administrator-Treasurer
Clerk
Road Superintendent
Water Superintendent
Recreation Superintendent
Rural Development Officer
The Mayor called the meeting to order. He called for a minute of silence to honour the OPP
Constable Alan Hack who had lost his life in the line of duty in West Elgin.
DECLARATION OF PECUNIARY INTEREST:
None
SUBJECT: ADOPTION OF AGENDA
RES. NO. 1 Moved by Bodnar
Seconded by Wolf
RESOLVED that the Council of the Municipality of West Elgin approves
the agenda for July 9, 2009 as printed and circulated with the following
additions:
• Pork Producers yard
DISPOSITION: Carried
SUBJECT: MINUTES
RES. NO. 2 Moved by Balint
Seconded by Wiehle
RESOLVED that the minutes of the meeting held on the following dates be
adopted as printed and circulated.
June 11, 2009 Council
June 11, 2009 Closed Session
June 11, 2009 Court of Revision - Graham Branch Drain
June 25, 2009 Council
June 25, 2009 Closed Session
June 25, 2009 Public Meeting - Zoning Amendment (Conway)
DISPOSITION: Carried
SUBJECT: ROAD DEPARTMENT REPORT
The Road Superintendent presented his monthly report. He reported that the No
Parking Signs have been installed on Munro Street in West Lorne. The Deputy Mayor
A- to
July 9/09...Pg 2 of 9
questioned if a guardrail would be re-installed on Kintyre Line. The Roads
Superintendent reported that since there are 7 metres of flat surface and a ditch now,
the guardrail would not be re-installed.
SUBJECT: RECREATION DEPARTMENT REPORT
The Recreation Superintendent presented his monthly report. The Mayor congratulated
the Canada Day Committee for a great job. The Deputy Mayor enquired as to when the
engineering drawings for the grandstand would be available. He has reported that kids
are going under the grandstand. The Recreation Superintendent noted that a regular
garage door is being considered and he has spoken to the police. The Recreation
Superintendent reported on the damage at the Miller Park washrooms. Council directed
to proceed with video surveillance of these buildings.
SUBJECT: QUOTATIONS FOR SIDING FOR WEST ELGIN ARENA
Council received the following quotations for siding for the West Elgin Arena:
QUOTE (plus taxes)
Timm Comm $76,112.00
Stuart Renovations $47,290.00
Joe Machado $48,951.25
RES. NO. 3 Moved by Bodnar
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of Stuart Renovations in the amount of $47,290.00 plus taxes for
siding for West Elgin Arena.
DISPOSITION: Carried
SUBJECT: RECREATION DEPARTMENT STAFFING
The Administrator reported that the vacancy has been posted internally for 10 days and
no application was received. The vacancy will now be advertised in the Chronicle.
SUBJECT: BUILDING DEPARTMENT REPORT
The Chief Building Official was not in attendance. Council reviewed the monthly reports
for April and May 2009. In April eight permits were issued totalling $422,166.00 worth of
construction. In May eleven permits were issued totalling $470,225.00 worth of
construction.
SUBJECT: WATER DEPARTMENT REPORT
The Water Superintendent presented his monthly report. The Mayor asked about the
construction on Queen Street west of Furnival Road, which is a county road. It was
reported that the County didn't coordinate with West Elgin to replace the storm sewers.
The only replacement was watermains on the south side of that portion of Queen Street.
SUBJECT: DRIVER TRAINING
The Water Superintendent reported that Malahide Township Fire Department staff are
trained to provide training for AZ and DZ licensing for firefighters. He presented a
sample by-law and noted that this by-law refers to "employees". The Fire Chief is in the
process of discussing with MTO whether he has permission to train employees other
than firefighters. Further, he advised to proceed with passing the by-law. Staff were
directed to confirm the costs involved and extent of training/licensing provided.
July 9/09...Pg 3 of 9
SUBJECT: RURAL DEVELOPMENT OFFICER
The Rural Development Officer presented her monthly report to the Foundation of Rural
Living. A letter will be going out to the service clubs and non-profit organizations
regarding the community calendar. She is working on an event with the County
Economic Development Department. It is proposed as a one day event in September, a
meeting will be held later today.
SUBJECT: POLICY RE: USE OF CELL PHONES
The Administrator presented a draft policy for the use of cellular phones. Council
directed that the appropriate by-law be brought forward.
The Roads Superintendent, Water Superintendent and Rural Development Officer left
the meeting.
SUBJECT: TENDERING
The Mayor enquired what tendering process staff followed. The Administrator explained
the policy when a quotation or a tender were called for. In the case of the siding
quotations, the Recreation Superintendent had previously received estimates for budget
purposes. When the quotations were opened, he noted an error in one of the
quotations. He contacted the contractor, who withdrew his quotation, as it did not
include the front wall and submitted a revised quotation. The Administrator explained
that this has only happened once before when a Superintendent knew there was a
gross error in a tender submitted and contacted the contractor. She agreed to accept
the revised quotation, as it was not the lowest amount. After discussion, the Mayor
directed staff to follow the policy and bring any issues with the quotations submitted to
Council and Council would make the decision.
Councillor Wolf left the meeting during the above noted discussion. The Recreation
Superintendent left the meeting after discussion was finished.
SUBJECT: BY-LAW ENFORCEMENT
Council reviewed the monthly report. Council directed that the grass at #266 be cut.
SUBJECT: DRAINAGE APPORTIONMENT - HAUSER DRAIN (CONWAY)
RES. NO. 4 Moved by Balint
Seconded by Bodnar
RESOLVED that the Council approves the agreement on share of
drainage assessment on the Hauser Drain as requested by John & Elaine
Conway under Section 65 (6) of the Drainage Act.
1985 Report
Original Assessment
Concession 12 W1/2 W 1/2 Lot 13
23.4HA.
Benefit - $0
Outlet - $585.00
1970 Report
Original Assessment
Concession 12 NW1/4 Lot 13
58AC
Benefit - $1275.00
Outlet - $416.00
DISPOSITION: Carried
New Assessment
22.64HA.
Benefit - $0
Outlet - $566.00
New As
56.11 AC
Benefit - $1075.00
Outlet - $403.00
0.76HA.
Benefit -$0
Outlet - $19.00
sessment
1, 89AC
Benefit -$200.00
Outlet - $13.00
Al
July 9/09...Pg 4 of 9
SUBJECT: POLICY RE: ACCESSIBILITY STANDARDS - CUSTOMER SERVICE
The Clerk presented a draft policy regarding the Accessibility Standards for Customer
Service. Council had no objections to the policy as presented. The Clerk advised that
the required training sessions have been scheduled, as requested.
SUBJECT: MANULIFE BENEFITS
The Administrator reported that the probationary period was changed a number of years
ago from three months to six months. However, the benefits are still effective after three
months. It is being proposed that the benefits take effect when the probationary period
is over, after six months.
RES. NO. 5 Moved by Balint
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin authorizes
the extension of the waiting period for Manulife benefits be extended from
three months to six months to be consistent with the municipality's
probationary period.
DISPOSITION: Carried
SUBJECT: CORRESPONDENCE
1.* Township of Bonnechere Valley - request support of a resolution to increase
grants for libraries
Instruction:
RES. NO. 6 Moved by Wiehle
Seconded by Balint
RESOLVED that Council of the Municipality of West Elgin is in support of a
resolution put forth by the Township of Bonnechere Valley to petition the
Province for an increase in library grants.
DISPOSITION: Carried
2.* Municipality of Hastings Highlands - request support of a resolution for Hydro
One to remit payment for emergency services provided by fire department
Instruction:
RES, NO. 7 Moved by Balint
Seconded by Wiehle
RESOLVED that Council of the Municipality of West Elgin is in support of a
resolution put forth by the Municipality of Hastings Highlands regarding
Hydro One remitting fair payment for services.
DISPOSITION: Carried
3.* Ontario Federation of Agriculture - 911 signs being repaired by land owners
Instruction: The Deputy Mayor will speak to the Rodney Fire Chief to do a story
on the importance of 911 signs.
4. Ministry of Agriculture & Food - details of Tile Loan Program
Instruction: File
5.* Township of Stirling-Rawdon - request support of a resolution re: Municipal
Drinking Water Licensing Plan
Instruction: File
A-9
July 9/09...Pg 5 of 9
6.'° Town of Innisfil - request support of a resolution to exempt electricity sales
Instruction:
RES. NO. 8 Moved by Bodnar
Seconded by Balint
RESOLVED that Council of the Municipality of West Elgin is in support of a
resolution put forth by the Town of Innisfil requesting the Province of
Ontario to exempt electricity sales from the provincial portion of the
harmonized sales tax.
DISPOSITION: Carried
7." St. Ilijah Serbian Orthodox Church - request support for a liquor licence
Instruction:
RES. NO. 9 Moved by Wiehle
Seconded by Balint
RESOLVED that Council has no objections to the St. Ilijah Serbian
Orthodox Church holding a celebration picnic including the serving of
alcohol on August 2, 2009 at their church in Eagle.
DISPOSITION: Carried
8." City of Welland - request support of a resolution re: medical and health services
Instruction:
RES. NO. 10 Moved by Balint
Seconded by Bodnar
RESOLVED that Council of the Municipality of West Elgin is in support of a
resolution put forth by the City of Welland regarding funding for medical
and health services.
DISPOSITION: Carried
Councillor Wolf returned to the meeting.
SUBJECT: CLOSED SESSION
RES. NO. 11 Moved by Bodnar
Seconded by Wolf
RESOLVED that Council of the Municipality of West Elgin adjourn to a
closed session to discuss a proposed or pending acquisition or disposition
of land.
DISPOSITION: Carried
RES. NO. 12 Moved by Balint
Seconded by Wiehle
RESOLVED that the Council of the Municipality of West Elgin do now rise.
DISPOSITION: Carried
SUBJECT: SUNDAY HUNTING
Councillor Wolf presented a letter from Branika Savic regarding Sunday hunting. Ms.
Savic is not in support. Councillor Wolf outlined the misconceptions related to Sunday
hunting: hunting with bows is allowed on Sundays; discharge of a firearm is allowed on
Sundays i.e. target shooting; hunters do not target shoot, less shots are fired. To be
consistent, shouldn't Sunday hunting be allowed?
A-)[)
July 9/09...Pg 6 of 9
A number of questions arose: should a public meeting or question on the ballot be used
to solicit public opinion; if allow hunting on Sunday, does that mean every Sunday; can
we limit what kind of animals.
Staff were directed to contact MNR to gather information on what restrictions could be
imposed and review the legislation regarding putting a question on the ballot.
SUBJECT: CORRESPONDENCE cont'd
9.* Petition - re: gun hunting in West Elgin on Sundays
Instruction: See discussion above
10.* Project WE - Rodney Marketing Proposal
Instruction: Invite to next meeting
11.* CUPW - re: deregulation of postal service
Instruction:
RES. NO. 13 Moved by Balint
Seconded by Wiehle
RESOLVED that Council of the Municipality of West Elgin supports
CUPW's position to save post office and rural delivery.
DISPOSITION: Carried
12.* City of London - request support of a resolution of a Regional Material Recovery
Facility
Instruction:
RES. NO. 14 Moved by Balint
Seconded by Wiehle
RESOLVED that the Council of the Municipality of West Elgin endorses
the Southwestern Ontario Regional Material Recovery Facility project, as
this project will reduce overall recycling costs in Southwestern Ontario and
has many environmental benefits.
DISPOSITION: Carried
13.* The Arts & Cookery Bank - thank-you letter
Instruction: File
14.* Elgin County - Boundary Signage
Instruction: A letter to be sent to the County.
15. AMO
Feed-in Tariff Contract Posted for Comment;
Community Challenge Now Underway
Ministry of Municipal Affairs & Housing signs 1.2 billion Housing Agreement
with Federal Government
- Green Energy Act Planning Approval Regulation Consultations
- Notice to AMO 2009 Conference Delegates
- AMO Annual Conference
Important Report on Early Learning Signals Direction Ontario Must Take for
Future Prosperity
Municipalities will save 35% through Electricity Program Purchase
Report of Secretary-Treasurer on Nominations - 2009-2010 Board
Creating Jobs: Delivering Results
AMO Conference Agenda
Report of June, 2009 Board Meeting
A-11
July 9/09...Pg 7 of 9
AMO cont'd
- Economic Development Task Force - Update
- WDO Used Tire Plan Comes into Effect September 1, 2009
- Recreational Infrastructure Funding Announcements Now Underway
Instruction: File
16. South West LHIN Board of Directors - Highlights-May 2009 meeting
Instruction: File
17. Hydro One Networks - Summer Safety Tips Brochure
Instruction: File
18. Canada - Infrastructure Stimulus Fund and Communities Component at Work in
Ontario - Notice to Heads of Council - June 16, 2009
Instruction: File
19. Ministry of Natural Resources - Annual wildlife rabies control operations
Instruction: File
20. West Elgin Chamber of Commerce - June, 2009 newsletter
Instruction: File
21. Elgin Group Police Services Board - Minutes - June 17, 2009
Instruction: File
22. Ministry of Culture - Draft Standards and Guidelines for Consultant
Archaeologists (2009)
Instruction: File
23. St. Thomas & Elgin County Community Profile 2006 Demographic Report
Instruction: File
RES. NO. 15 Moved by Wolf
Seconded by Bodnar
RESOLVED that the correspondence be dealt with as per the instructions
of Council as noted.
DISPOSITION: Carried
SUBJECT: ACCOUNTS
RES. NO. 16 Moved by Wolf
Seconded by Bodnar
RESOLVED that the Mayor and Administrator/Treasurer be and they are
hereby authorized to sign Payment Voucher #7 amounting to
$2,203,709.43 in settlement of General, Road, Water and Arena Accounts
(including cheques: 3175-3420).
DISPOSITION: Carried
SUBJECT: BY-LAW NO. 2009-34 - GRAHAM BRANCH DRAIN
RES. NO. 17 Moved by Wiehle
Seconded by Balint
RESOLVED that a By-law to provide for a drainage works in the
Municipality of West Elgin, in the County of Elgin, to be called and known
as the Graham Branch Drain be now read a third time and finally passed,
signed, sealed and numbered By-law Number 2009-34 - Graham Branch
Drain.
July 9109...Pg 8 of 9
SUBJECT: BY-LAW NO. 2009-48 - REPEAL BY-LAW NO. 2009-41
The Administrator reported that the County of Elgin had forwarded the incorrect
education rate for one of the classes.
RES. NO. 18 Moved by Wolf
Seconded by Bodnar
RESOLVED that the mover be granted leave to introduce a By-Law to
repeal By-law No. 2009-41, being a by-law to set the 2009 transition ratios,
to levy taxes for the year 2009 and to establish special area charges for
garbage collection and this shall be the first and second reading and
provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 19 Moved by Bodnar
Seconded by Wolf
RESOLVED that a By-law to repeal By-law No. 2009-41, being a by-law to
set the 2009 transition ratios, to levy taxes for the year 2009 and to
establish special area charges for garbage collection be now read a third
time and finally passed, signed, sealed and numbered By-law Number
2009-48 - Repeal By-law No. 2009-41
DISPOSITION: Carried
SUBJECT: BY-LAW NO. 2009-49 - 2009 BUDGET
RES. NO. 20 Moved by Balint
Seconded by Wiehle
RESOLVED that the mover be granted leave to introduce a By-Law to set
the 2009 transition ratios, to levy taxes for the year 2009 and to establish
special area charges for garbage collection and this shall be the first and
second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 21 Moved by Wiehle
Seconded by Balint
RESOLVED that a By-law to set the 2009 transition ratios, to levy taxes for
the year 2009 and to establish special area charges for garbage collection
be now read a third time and finally passed, signed, sealed and numbered
By-law Number 2009-49 - 2009 Budget By-law
DISPOSITION: Carried
SUBJECT: BY-LAW NO. 2009-50 - TILE DRAINAGE DEBENTURE (BAKKER)
RES. NO. 22 Moved by Bodnar
Seconded by Wolf
RESOLVED that the mover be granted leave to introduce a By-Law
imposing special annual drainage rates upon land in respect of which
money is borrowed under the Tile Drainage Act and this shall be the first
and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 23 Moved by Wolf
Seconded by Bodnar
RESOLVED that a By-law imposing special annual drainage rates upon
land in respect of which money is borrowed under the Tile Drainage Act
be now read a third time and finally passed, signed, sealed and numbered
By-law Number 2009-50 - Tile Drainage Debenture (Bakker)
DISPOSITION: Carried
A-13
July 9/09...Pg 9 of 9
SUBJECT: DELEGATIONS -AMOCONFERENCE
Discussion tools place regarding Minister delegations at the upcoming AMO conference
in August. A meeting with the Minister of Child & Youth Services was suggested due to
the issue with OEYC. The Mayor read a draft letter to the Minister for Council review.
Councillor Balint will request a delegation meeting.
SUBJECT: RODNEY PORK YARD
The Mayor introduced a letter from the Rodney Pork Yard regarding the assessment on
the property on Furnival Road, north of Highway 401. The assessment is partially
commercial and partially agriculture. The letter requested Council's support in
requesting MPAC to change the assessment to agricultural, as this is simply a "pooling
depot" not a commercial activity. No profit is gained from the operation. Council agreed
that a letter of support be issued.
SUBJECT: CONFIRMATION BY-LAW
RES. NO. 24 Moved by Wiehle
Seconded by Balint
RESOLVED that the mover be granted leave to introduce a By-Law to
confirm the proceedings of the meeting held on July 9th, 2009 this shall be
the first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 25 Moved by Balint
Seconded by Wiehle
RESOLVED that a By-law to confirm the proceedings of the meeting held
on July go, 2009 be now read a third time and finally passed, signed,
sealed and numbered By-law !Number 2009-451- Confirming By-law July 9
2009
DISPOSITION: Carried
SUBJECT: ADJOURNMENT
RES. NO. 26 Moved by Bodnar
Seconded by Wolf
RESOLVED that this Regular Meeting of Council shall adjourn at 3:40 p.m.
to meet again July 23, 2009.
DISPOSITION: Carried
These minutes were adopted on the 13th day of August, 2009.
Mayor
Clerk
A-1~
MINUTES
JULY 23, 2009
MEMBERS PRESENT
STAFF PRESENT:
ALSO PRESENT:
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
WEST ELGIN COUNCIL CHAMBERS
Deputy Mayor Bernie Wiehle
Councillors Trudy Balint, Jonathan Wolf, Mary Bodnar
Joanne Groch
Norma Bryant
Paul VanVaerenbergh
Lloyd Jarvis
Jeff Slater
Administrator/Treasurer
Clerk
Road Superintendent
Water Superintendent
Recreation Superintendent
Ted Halwa
DECLARATION OF PECUNIARY INTEREST:
None
SUBJECT: ADOPTION OF AGENDA
RES. NO. 1 Moved by Bodnar
Planning Consultant
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin approves
the agenda for July 23, 2009 as printed and circulated with the following
additions:
• Quotation for flowmeter for Rodney STP
• Drainage apportionment - Zoller Drain
• West Lorne Minor Soccer - waive fees
DISPOSITION: Carried
DELEGATION: JIM MURAKI RE: WE PROJECT
Also in attendance: Karen Murdock
Mr. Muraki appeared before Council to respond to their request for funding for the WE
Project. Phase I is the storefront ($100,000) and Phase 2 ($150,000) is the value added
kitchen. Their focus is to create a convenient local shopping experience. They are also
proposing the hosting of community events at the location. They have been taking
products to the Oakville and St. Thomas farmers' markets. He further noted that local
farmers are unable to man booths other than one day, need their help.
Councillor Balint enquired who is the owner of the project? Mr. Muraki noted this has
not been determined - could be a cooperative, through a committee or through the
municipality.
Fl-1s
July 23109...Pg 2 of 9
The Planner noted that preference for a farmers' market is in the centre of Rodney. He
has spoken with the new owner of the former co-op building and he is receptive to
renting the front part and outside of building. Careful consideration should be given to
where money allocated to the CIP is spent, what has the best impact.
The Deputy Mayor noted that before proceeding a legal entity needs to be established
with rules for reporting, business plan, no funds are available this year as our budget
has been set.
SUBJECT: PROPOSED SEVERANCE - PART LOT B & C, CONCESSION 10
(DEWILD)
Also in attendance: Alana Van Raes
The Planner presented two proposals for a severance of a surplus residence. The first
proposal is 1.7 acres and the second one is for 2.9 acres. The second request includes
the tobacco kiln as requested by the purchaser of the lot. The Planner noted that they
are not taking any more land out of production with the larger lot and is satisfied with the
increase in size. Council agreed with the larger lot subject to the usual conditions.
SUBJECT: PROPOSED SEVERANCE - PART LOT 6, CONCESSION 14 (MILLER)
Also in attendance: Robert Miller, Norm Miller
The Planner presented a report providing a list of conditions for the proposed severance
by Robert Miller. He noted that correspondence has been received from the Lower
Thames Valley Conservation Authority indicating that they are not supportive of the
proposed severance. However, their interests are protected in the conditions. Council
agreed with the report as presented.
SUBJECT: CLASS EA FOR MARINA IMPROVEMENTS
Discussion was held regarding the funding for the construction. Once the Class EA is
complete, grant applications can be made. The Administrator noted that grant
applications specify construction ready and favour partnership funding. The Deputy
Mayor noted that the Yacht Club should be thinking about funding. The Planner noted
that engineering design is complete for the tender process.
Dates for the second public meeting for the Class EA were discussed. The location will
be the Rodney Legion.
Robert and Norm Miller left the meeting.
SUBJECT: COMMUNITY IMPROVEMENT PLAN
The Planner noted that changes as discussed at the public meeting would be added to
the document. Further, he will add a reference to First Impressions process in the plan
as its focus is on town centres, need for streetscape. It is proposed that the final report
will be presented to Council for adoption on August 131h.
SUBJECT: COMMUNITY IMPROVEMENT PLAN - TASK FORCES
The Planner presented a report outlining the initiation and Terms of Reference for the
Task Forces. He noted the need for a meeting space, administrative support, costs for
site visits. He suggested 3 to 6 months as a time line.
A-*
July 23/09...Pg 3 of 9
The Planner noted the need for a coordinator that would attend meetings at start-up,
part way through the process and at the end when finalizing the report to Council. It
was agreed that the Planner would assume this role. He would consult with the Chairs
throughout the process.
An advertisement for membership would be placed in the Chronicle with start-up in
September.
Regarding the formation of a Business Improvement Area, Council agreed on one BIA
for both villages and for the village centres only.
Discussion took place regarding a streetscape plan. Council directed the Planner to
provide a quote for completion of this task.
SUBJECT: WEST LORNE HERITAGE TERRACE
Correspondence from Malcolm Ross regarding the second phase of Heritage Homes
was reviewed. Council agreed that Munro Street should be open to Isabella; the
proposed site plan needs to be revised. The Administrator noted that the tasks relating
to road, services, removal of contaminated soil, survey and legal need to be completed.
Staff were directed to review the survey plans regarding encroachments and the
Atkinson Davies reports regarding the soils.
The Planner left the meeting.
Council recessed to hold a Court of Revision on the Branch "A" and "B" of the Wismer
Drain No. 2 and resumed their meeting thereafter.
SUBJECT: CORRESPONDENCE
1.* Lower Thames Valley Conservation Authority re: proposed severance (Miller)
Instruction: File
2.* Port Glasgow Yacht Club re: pier project
Instruction: File
3.* West Lorne Heritage Terrace
Instruction: See discussion above
4. Elgin County Land Division Committee re: application for consent - Part Lot 3,
Concession 6 (Fleuren)
Instruction:
RES. NO. 2 Moved by Bodnar
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin have the
following comments regarding Severance Application E41109 applied for
by Peter Fleuren.
In accordance with Section 2.1.15 (disposing of a dwelling considered
surplus to the needs of the farm) of the Township of Aldborough Official
Plan, Council supports application E41109 subject to the following
conditions:
Conditions:
1. Subject to rezoning
2. Subject to apportionment of Municipal Drainage assessments
3. Subject to drainage outlet & drainage agreement if required
A- 11
July 23/09...Pg 4 of 9
4. Subject to requirements of the Municipal Road Department
regarding access and/or drainage.
5. Subject to no further residential development on the retained
agricultural portion.
6. Subject to water and/or sewer connection fees, if applicable
7. That the owner has the necessary review and assessment
conducted on the existing sewage disposal system to confirm its
adequacy and/or necessary replacement.
8. Two copies of the registered reference plan, together with a copy of
the said plan showing the locations and dimensions of all buildings
and structures, are submitted to the satisfaction of the municipality
9. Taxes to be paid in full
DISPOSITION: Carried
5.* Optimist Club of West Lorne re: splash pad
Instruction: File
6. West Lorne Minor Soccer - request to waive fees
Instruction:
RES. NO. 3 Moved by Wolf
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin authorize
the waiving of rental fees for the use of the West Elgin Recreation Centre
on August 9, 2009 from 10:00 a.m. to 6:00 p.m. for the West Lorne Minor
Soccer banquet.
DISPOSITION: Carried
RES. NO. 4 Moved by Balint
Seconded by Bodnar
RESOLVED that the correspondence be dealt with as per the instructions
of Council as noted.
DISPOSITION: Carried
SUBJECT: TENDER FOR TANDEM AXLE TRUCK
Also in attendance: Roads Superintendent
Council received the following tenders for a tandem axle truck
TENDER
P.S.T.
TOTAL TENDER
(plus GST)
Carrier Truck Centre $115,000.00
$ 9,200.00
$124,200.00
Team Truck Centre $116,400.00
$ 9,312.00
$125,712.00
Peterbilt Ontario Truck $129,582.10
$10,336.56
$139,948.66
RES. NO. 5 Moved by Balint
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin accepts the
tender of Carrier Truck Centre in the amount of $115,000.00 plus taxes for
a tandem axle truck.
DISPOSITION: Carried
a.~
July 23109...Pg 5 of 9
SUBJECT: QUOTATION FOR EQUIPMENT FOR NEW TANDEM AXLE TRUCK
The Road Superintendent presented a quotation from Viking Cives for equipment for the
new tandem axle truck. To be consistent with other municipal trucks, Viking Cives
equipment is considered a sole source.
RES. NO. 6 Moved by Bodnar
Seconded by Wolf
RESOLVED that Council of the Municipality of West Elgin accepts the
quotation from Viking Cives in the amount of $87,157 plus taxes for box,
wing assembly and hydraulics for the new tandem axle truck.
DISPOSITION: Carried
SUBJECT: SECURITY CAMERAS
Also in attendance: Recreation Superintendent, Water Superintendent
The Recreation Superintendent is requesting Council direction on how the security
cameras should be monitored. Three options are available: by a third party, record
only, or monitored in Recreation Superintendent office plus recorded. The first option
requires higher quality equipment and would be monitored 10 minutes in each hour.
Cost is $28.00 per hour.
The Recreation Superintendent prefers the third option. Questions raised: is a second
phone line into arena required, motion sensitive recording only, where is recording
device, what about wireless. Does the licensing office need this type of camera as well?
The Recreation Superintendent to proceed to get quotes and information.
SUBJECT: DRIVER TRAINING
The Water Superintendent reported that he had spoken with the two Fire Chiefs
regarding driver training. The fire departments need D and Z endorsement.
He presented course costs from Malahide Township. For driver abstracts, the initial set
up is $25.00, annual or semi-annual reports are $25.00. Air brake instruction is $650.00
per group with a maximum of 15. He reported that there are 27 interested in this
training. "D" training, which includes a road test, is $175.00 per person. He noted that
the Fire Departments budget for first time training and renewals are the volunteer's own
expense.
Discussion took place whether the municipality should pay for this training. Renewal is
required every five year. The Road Superintendent noted that the requirements are
changing and becoming more stringent; training is a good idea for renewals. The
Deputy Mayor noted that this training would happen only once every five years. 'A policy
to be developed for Council authorization.
SUBJECT: BY-LAW NO. 2009-54 - DRIVER TRAINING
RES. NO. 7 Moved by Balint
Seconded by Bodnar
RESOLVED that the mover be granted leave to introduce a By-Law to
designate responsibility of the driver training program and this shall be the
first and second reading and provisional adoption thereof.
DISPOSITION: Carried
A- iq
July 23/09...Pg 6 of 9
RES. NO. 8 Moved by Wolf
Seconded by Balint
RESOLVED that a By-law to designate responsibility of the driver training
program be now read a third time and finally passed, signed, sealed and
numbered By-law Number 2009-54 - Driver Training
DISPOSITION: Carried
The Recreation and Road Superintendents left the meeting.
SUBJECT: QUOTATION FOR FLOW TESTING OF FIRE HYDRANTS
Council received the following quotations for flow testing of fire hydrants:
190 HYDRANTS 120 HYDRANTS PER HYDRANT
(plus taxes) (plus taxes) (plus taxes)
Flowmetrix $7,326.00 $38.56
OCWA $9,094.80 $78.79
RES. NO. 9 Moved by Balint
Seconded by Wolf
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of Flowmetrix in the amount of $7,326.00 plus taxes for flow
testing of 190 fire hydrants.
DISPOSITION: Carried
SUBJECT: QUOTATION FOR RODNEY WATER TOWER INSPECTION
Council received the following quotations for inspection of the Rodney Water Tower:
QUOTATION (plus taxes)
Landmark Municipal Services $3,500.00
Watech Services Inc. $2,400.00
RES. NO. 10 Moved by Bodnar
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of Watech Services Inc. in the amount of $2,400.00 plus taxes
for Rodney Water Tower inspection.
DISPOSITION: Carried
SUBJECT: QUOTATION FOR CONCRETE SIDEWALK
Council received the following quotations for a concrete sidewalk around the new
laundry room at Port Glasgow Trailer Park:
QUOTATION (plus taxes)
Precision Concrete $2,610.00
Matt Hind Concrete $2,050.00
RES. NO. 11 Moved by Wolf
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of Matt Hind Concrete in the amount of $2,050.00 plus taxes for
a concrete sidewalk around the new laundry room at the Port Glasgow
Trailer,
DISPOSITION: Carried
A -~,u
July 23/09...Pg 7 of 9
SUBJECT: QUOTATION FOR DWQMS SUPPORT SERVICES
The Clerk presented a quotation for OCWA for continued support services for DWQMS
process. OCWA assisted the municipality in developing the Operational Plan for the
Water Distribution System. The program is a three year process and staff are
suggesting that OCWA assist at least for the first three years.
RES. NO. 12 Moved by Wolf
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of OCWA. in the amount of $10,000.00 annually for three years
plus taxes for DWQMS support services.
DISPOSITION: Carried
SUBJECT: QUOTATION FOR FLOWMETER FOR RODNEY SEWAGE TREATMENT
PLANT
Council received the following quotations for a flowmeter for the Rodney Sewage
Treatment Plant:
QUOTATION (plus taxes)
R & R Instrumentation Services $4,161.80
ACI Instrumentation $5,196.25
RES. NO. 13 Moved by Bodnar
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of R & R Instrumentation Services in the amount of $4,161.80
plus taxes for flowmeter for the Rodney Sewage Treatment Plant.
DISPOSITION: Carried
The Water Superintendent left the meeting.
SUBJECT: DRAINAGE APPORTIONMENT - ZOLLER DRAIN
The Clerk reported that an error had been made in the resolution for drainage
apportionment on the Zoller Drain for the 637815 Ontario Inc. severance.
RES. NO. 14 Moved by Balint
Seconded by Bodnar
RESOLVED that the Council approves the agreement on share of
drainage assessment on the Zoller Drain & Zoller Drain Extension as
requested by 637815 Ontario Inc. under Section 65 (6) of the Drainage
Act.
Original Assessment
Concession 9 Pt. Lot 20
Zoller Drain Extension
99.52 AC.
Benefit - $0
Outlet - $175.00
New Assessment
98.12AC. 1.4AC
Benefit - $0 Benefit -$0
Outlet - $170.00 Outlet - $5.00
Zoller Drain West of Graham
99.52 AC.
Benefit - $0
Outlet - $50.00
98.12AC. 1.4AC
Benefit - $0 Benefit -$0
Outlet - $47.00 Outlet - $3.00
A-d,i
July 23109...Pg 8 of 9
Zoller Drain East of Graham
99.52 AC.
Benefit - $0
Outlet - $1211.00
$17.00
98.12AC. 1.4AC
Benefit - $0 Benefit -$0
Outlet - $1194.00 Outlet -
AND FURTHER that Resolution No. 2 passed on November 22, 2007 be
hereby repealed.
DISPOSITION: Carried
SUBJECT: QUOTATION FOR PLAQUE FOR NEW WATER TREATMENT PLANT
Council received the following quotations for a plaque for the new water treatment plant:
QUOTATION (plus taxes)
Joliffe Signs $1,606.40
Bennett Signs $1,508.40
Bolt Signs $1,116.46
Excellent Signs $ 559.48
The Administrator reported that Bolt and Excellent plaques are not of the same quality
as Joliffe and Bennett. Bolt uses a digital image with vinyl laminate overlay. Excellent
uses vinyl letters over aluminium. Joliffe and Bennett are comparable quotations.
RES. NO. 15 Moved by Balint
Seconded by Wolf
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of Bennett Signs in the amount of $1,508.40 plus taxes for a
plaque for the new water treatment plant.
DISPOSITION: Carried
SUBJECT: OFFICIAL OPENING FOR NEW WATER TREATMENT PLANT
The Administrator reported that Steve Peters' office has not confirmed a date.
September 8th of 11th has been suggested. Councillor Balint reported that ratepayers
have been asking if there will be an Open House for the public on a Saturday. This will
be looked into for a later date.
SUBJECT: BY-LAW NO. 2009-52 - POLICY: ACCESSIBILITY STANDARDS FOR
CUSTOMER SERVICES
RES. NO. 16 Moved by Balint
Seconded by Bodnar
RESOLVED that the mover be granted leave to introduce a By-Law to
adopt a policy for Accessibility Standards for Customer Service and this
shall be the first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 17 Moved by Bodnar
Seconded by Balint
RESOLVED that a By-law to adopt a policy for Accessibility Standards for
Customer Service be now read a third time and finally passed, signed,
sealed and numbered By-law Number 2009-52 - Policy: Accessibility
Standards for Customer Service
DISPOSITION: Carried
A'p-
July 23109...Pg 9 of 9
SUBJECT: BY-LAW NO. 2009-53 - POLICY: USE OF CELLULAR PHONES
RES. NO. 18 Moved by Balint
Seconded by Wolf
RESOLVED that the mover be granted leave to introduce a By-Law to
adopt a policy for use of cellular phones and this shall be the first and
second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 19 Moved by Balint
Seconded by Wolf
RESOLVED that a By-law to adopt a policy for use of cellular phones be
now read a third time and finally passed, signed, sealed and numbered
By-law Number 2009-53 - Policy: Use of Cellular Phones
DISPOSITION: Carried
SUBJECT: CONFIRMATION BY-LAW
RES. NO. 20 Moved by Wolf
Seconded by Balint
RESOLVED that the mover be granted leave to introduce a By-Law to
confirm the proceedings of the meeting of Council held on July 23rd, 2009
and this shall be the first and second reading and provisional adoption
thereof.
DISPOSITION: Carried
RES. NO. 21 Moved by Balint
Seconded by Wolf
RESOLVED that a By-law to confirm the proceedings of the meeting of
Council held on July 23`d, 2009 be now read a third time and finally
passed, signed, sealed and numbered By-law Number 2009-55-
Confirming By-law July 23 2009
DISPOSITION: Carried
SUBJECT: ADJOURNMENT
RES. NO. 22 Moved by Balint
Seconded by Bodnar
RESOLVED that this Regular Meeting of Council shall adjourn at 3:55 p.m.
to meet again on August 13, 2009.
DISPOSITION: Carried
These minutes were adopted on 13'h day of August, 2009.
MAYOR
CLERK
A-)3
MINUTES
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
COURT OF REVISION
WEST ELGIN COUNCIL CHAMBERS
JULY 23, 2009
MEMBERS PRESENT: Chairman: Bernie Wiehle
Members: Jonathan Wolf, Trudy Balint, Mary
Bodnar
STAFF PRESENT: Norma Bryant Clerk
SUBJECT: COURT OF REVISION - BRANCH `A' AND 11131 OF THE WISMER
DRAIN NO, 2
No one in attendance.
RES. NO. 1 Moved by Wolf
Seconded by Bodnar
RESOLVED that the Court of Revision for the Branch "A" and "B" of
the Wismer Drain No. 2 be convened.
DISPOSITION: Carried
The Clerk informed those present that no written appeals had been received.
RES. NO. 2 Moved by Balint
Seconded by Bodnar
RESOLVED that the assessment on Branch "A" and "B" of the
Wismer Drain No. 2 be confirmed as per the Engineer's report.
DISPOSITION: Carried
RES. NO. 3 Moved by Wolf
Seconded by Bodnar
RESOLVED that there being no further business, the Court of
Revision on Branch "A" and "B" of the Wismer Drain No. 2 be
adjourned.
DISPOSITION: Carried
These minutes were adopted on the 13"' day of August, 2009.
MAYOR
CLERK
MUNICIPALITY OF WEST ELGIN
MONTHLY REPORT
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL
DATE: August 13, 2009
RE: BUILDING REPORT FOR MONTH OF June, 2009
No. of Permits Issued for Month of June
2009
2008
SFD
New/Additions
1
1
Units
Demolitions
1
Storage
New/Additions
Buildings
Demolitions
Garages/
New
Car Ports
Demolitions
Farm
New/Additions
1
2
Buildings
Demolitions
I
Other
New
1
2
Demolitions
Septic Permits
1
1
Estimated Value for Month of June
$496,000.00
$386,500.00
Permit Revenue for Month of June
$ 3,687.19
$3,276.66
No. of Permits Issued for year to date
SFD
New/Additions
15
8
Units
Demolitions
I
Storage
New/Additions
2
1
Buildings
Demolitions
Garages/
New
1
Car Ports
Demolitions
Farm
New/Additions
5
10
Buildings
Demolitions
3
Other
New
3
10
Demolitions
Septic Permits
5
10
Estimated Value for Year
$1,534,590.00
$2,589,944.00
Permit Revenue for Year
$12,107.52
$21,311.52
~ 3a
Q:lreportslbldg.report. monthly..doc
C 4c.
MUNICIPALITY OF WEST ELGIN
WATER WORK REPORT -July, 2009
Attention: Council
1. Queen Street water line construction in Rodney is physically completed. A few cosmetic
features with property owners are being resolved.
2. The West Lorne "Splash Pad" has had a new 150 mm water line installed as a loop from
Chestnut Street through Miller Park. This additional volume of water will assist the
existing connection to the Park attraction with lots more water for the children to play in.
3. A new 150 mm waterline extension of 380 meters has been installed west of Graham
Road on Gray Line. The road department will be installing "tar and chip" a new road
surface on Gray Line and this additional water line construction is completed before the
road work begins sometime later this summer.
4. In the year 2000 a 100 mm water line was installed on Thompson Line west of Furnival
Road for a distance of 1500 meters. At that time all capital costs were paid for by four
property owners. No water was ever flowed through that new line because nobody
connected to it in year 2000. Now 9 years later water is being flowed through waterline
to the two new customers.
5. Port Glasgow Trailer Park has had a new concrete walk way installed on three sides of
the new laundry room on the south side of the park. This will be the final new
construction with a new privacy fence associated with the new laundry room this year
2009. The new laundry room is working well and appreciated by the campers.
6. Several other maintenance issues in the water distribution system were completed on a
timely basis.
7. Any new or unfinished business for discussion.
Lloyd Jarvis
Appendix C
Rural Development Officer Monthly Report For the month: 06/24 to 07/28
Submitted by: Monica Pelcz Host Organization Municipality of West Elgin
Work Experience
Measurement: (Tell us about
Status Update: (Tell us how you are doing in working
the projects and activities which
toward the details of your work plan)
you are involved in as a RDO .
WL Chamber initiatives:
Canadian Subsidy Directory CD has been received.
profit & Not for Profit Data
Researching other Chamber of Commerce web sites,
Base - Merging several Excel
for information & ideas for member content for
data bases of name/address
upgrading of WE Chamber web site, attended
& phone numbers. Attend
several meetings, decision made on Co. to upgrade
Monthly meetings. On
website. Initiated meeting with Elgin Business
committee for upgrade of WL
Resource Centre (CFDC) & Economic Development &
Chamber Web site.
Tourism Elgin. Held (2) meetings will be finding out
Facilitator/organizer of
shortly of the financial commitment from each. Info
Western Elgin Community
to date "Western Elgin Community Expo" come out
Expo for business's, non-
& experience what service clubs, organizations &
profit & service clubs for the
businesses have to offer in "your" community.
Municipality of West Elgin &
Nov 7/09 -1pm to 8pm at Elgin International Hall.
Dutton Dunwich
Ad will be placed in paper first week of August,
Exhibit applications will be sent out, with floor map
of facility, along with letter of intro to community
calendar to provide info. To update events,
meetings etc. Will be developing date base at the
same time. ( accomplishing three things at once
with this initiative )
Municipality of West Elgin
Continue to research several sites & meet and greet
Initiatives: Meet & Greet of
organizations, information being organized in
several organizations
working binder. Was invited and attended Let's Talk
/individuals collecting
Solutions in St Thomas June 23rd. Panel members:
information and organizing
Cliff Barwick Mayor of St Thomas, Dennis Broome
in binder
Pres. Of St Thomas EDC, Bob Hammersley Pres. St
Thomas Chamber, David Kerr Pres. St Thomas
Labour Council, Steve Peters MPP, Joe Preston MP,
Graham Warwick Warden Elgin County
Researching Web sites, for
To start a resource data base for grants,
grants, available resources,
applications & proposals
bringing info back to
decision makers.
Other Municipality of West Attend Tiny Tots Board meetings. Completed and
Elgin initiatives submitted for technical assistance funding to ON
Co-op for the restructure and marketing plan for
Tiny Tots Nursery school, should know in (4) wks.
Continue to advocate for the continuation of the
RDO position: Assisting FRL in securing funding for
a pilot model in regards to the RDO program.
Municipality of West Elgin and the present RDO
position has been chosen to be part of this new
initiative.
Ad will be placed in the chronicle first week of
August educating public of the new community
calendar hosted on the Municipality of West Elgin
Web site.
Attended and facilitated events on Canada Day
Assisting Karen,from Tourism Elgin to develop a few
tours in the West end, these to be posted on the
tourism web site of Trips Made Easy page along
with promoting them to tour operators.
Centre Ice Youth Centre - Manager/Supervisor
Foundation of Rural Living Participate in monthly coaching and mentoring,
monthly WebEx training. Continue to advocate for
FRL and RDO program to local, municipal, county
and regional organizations. Along with MPP & MP
government officials.
Arts & Cookery Bank Completed gathering information on several Data
Collection sheets of Annual Events, for CAR in the
Municipality of West Elgin, Dutton Dunwich,
Southwest Middlesex & Newbury. Waiting on some
to still send information, will need to call and or e-
mail follow ups, if organizations would like to
participate.
Working with MPoWER Attend monthly meetings, attended and facilitated
BBQ for CIYC at CCC event July. 18th. Relish Elgin
has completed & distributed 2009 Western Elgin
brochure. Keying information onto Tourism Elgin
Website as requested.
Centre Ice Youth Centre
Organize/facilitate and attend monthly meeting.
Work with volunteers at the youth centre, organize
and oversee the operation of the centre. Dare to
Dream cheque received. Will be begin working with
youth in August to have this project completed by
October. YWCA youth placement worker in place, I
am acting supervisor/ mentor for this position.
Letter has been sent to Elgin St Thomas Youth
Employment Counseling Centre asking their Board
of Directors to consider becoming the governing
body of Centre Ice and taking over the day to day
operations. Letter has been reviewed and both
sides are moving forward as requested. More info
will be available first of August. July 10th"s Music
and Art in The Park the second day of two day event
for this year was held, good turn out with Hog Wild
being the main local band. Graham W. presented
Heritage cheque to CIYC in Joe Preston's absence.
Cheque now received for this event. Worked in
conjunction with the YWCA rec. staff to host games
and face painting for Canada Day, along with the
skate board demonstration hosted by CIYC. Hosted
bbq at the cattle and cactus cowboy event on July
18t". Wrote and sent several letters of support for
youth centre funding initiatives for other
organizations.
Opportunities - Challenges/Learning's: (What were the highlights of your placement
this month? Include newspaper articles, pictures or material you would like to share. What
were some of the challenges you faced this month? How did you overcome them?
Continuing to Organize and facilitate a community expo in the West, to initiate
networking between business owners, non-profit and service clubs, along with
bringing awareness to all. Assisting the marketing department of Tourism Elgin to
develop tours in the West End. Developing a larger data base as a resource to both
municipalities. Some of the challenges this month were lack of community
support to CIYC in the events that were organized and held for the communities
benefit. But we continue to persevere.
Learning & Skill Enhancement
Tell us about the learning activities that you engaged in that enhanced your skills and
knowled a Both through FRL's Learning Centre & independent opportunities)
Attended several WebEx training sessions, hosted by FRL, and furthered my knowledge on
grant writing.
Learning's/Challenges: (How did you use what you learned this month in your
placement?)
Wrote a grant this month,
Job Search
Tell us about activities you engaged in to seek full time employment. (job applications,
interviews networking)
Through networking with Municipal / Government Agencies & Provincial and
Federal leaders, looking for future full time employment, with FRL or County
initiatives for Community Development.
Opportunities/Challenges: (What networks, resources, etc. were helpful to you in your
job search this month?
Please see above
Additional Comments:
Very much enjoying this placement, thank you
I have FRL Expenses to claim this month and have sent original documentation to
meet the deadline.
X I have incurred no FRL expenses this month.
RDO Signature
Supervisor's Signature
Return the completed form to the Foundation of Rural Living by the last Wednesday of every
month by email to gracegruber(&frl.on.ca, with signed copies to follow by mail. Thank
you for your assistance.
Appendix A
Foundation for Rural Living
Rural Development Officer Program
RDO Work Plan
Name: Monica Pelcz
Time Period: June 24, 2009 to July 28, 2009
Date of Review: (Review of the Work plan should occur on a monthly basis)
Objective
Activities
Measurements
Timeline/
Status Update
Target
Date
Write objectives that
What are you
what Will
When are
What has been
are based on the
actually going
success look
you going
the progress at
main
to do to
like?
to do it or
the time of the
responsibilities/duties
accomplish the
have it
review?
in your job description
objective?
done by?
Create & maintain an
Gather and
A current, user
Working on
Several Data
up to date data base
merge existing
friendly
at present,
Bases have been
of nonprofit and profit
data bases,
resource
to be
collected
names/ address and
establish
complete
phone Vs
validity of
no later
information,
than end of
maintain and
September
keep current
Liaison between
Meet & inform.
A current, user
This will be
Attend several
regional, municipal &
Individuals &
friendly
on going
meetings, &
community groups, in
organizations of
resource
through out
presentations.
the profit & nonprofit
the role and
the
Met & spoke to
sectors. Acting as
capacity of this
duration of
many
coordinator, feeding
position. Attend
this
Individuals, at
info. & resources to
numerous
position
the community,
and from these
meetings and
county, regional,
groups & sectors.
seminars.
provincial &
Gather &
federal levels.
document
Information.
Assist in projects with
Meet with
A start to finish
WL
Several data
the Municipality of
decision maker
project, a
Chamber
bases collected,
West Elgin, Mpower,
of each organ.,
completed
Data Base
researching
WL Chamber of
access what is
summary for
info to be
several sites,
Commerce, The Arts
priority, along
the next group
current ,
& Cookery Bank, &
with the
to follow.
research
several other
objective and
member
organizations in the
time line to
info for
community
complete the
newer web
project
site -
Foundation for Rural Living
April 2005
Updated Dec. 9, 2008
initial
RDO Participants Agreement
Page I of 3
2'd "90S8L6LS:oi )22$Z5846TS 5101 ~,Nii:woO jj SB:St 600 -82--inf
Objective
Activities
Measurements
Timeline/
Status Update
Target
Date
Mpower
brochure
done
The Bank
Contacting
Data sheets
groups to
for annual
complete sheets,
events,
many done,
waiting for
info from
others
Youth
Dare to Dream
Centre-
working with
To be
youth
completed
by October
TTC take
Working with
over
Employment
Service Elgin
Tiny Tots
Application
restructure
submitted for
/marketing
funding
plan to
know by
end of
Au ust
Determine the use of
Have met, and
Based on pre
Updating,
Decision has
"local" community
decision has
existing sites
changing
been made to
calendars, web sites
been made to
etc, best use of
information
house
etc. for various organ.
go forward
finances, for
on a weekly
community
Business's etc. verses
each organ.
basis, letter
calendar on
pre existing county
Gathering and
to be
Municipality of
wide resources.
feeding info to
drafted to
West Elgin
keep pre
send to all
website for now
existing sites
org, ser
current
clubs for
info
Foundation for Rural Living
April 2006
Updated Dec. 9, 2008
initial
ROO Participants Agreement
Page 2 of 3
S'd b790S8Z6IS:01 )2Z8IS8Z6IS S101 Mil:w0di 98:SI 6008-88-Inn
Objective
Activities
Measurements
Timeiine/
Target
Date
Status Update
Research, Develop &
Search Web
Information
This will be
Working with
organize Community
Sites, Web Ex
documented in
on going
FRL & members
Development growth
FRL training,
binders and on
through out
of parliament to
through, tourism
meetings,
computer. User
the
move RDO
initiatives,& or
seminars & or
friendly up to
duration of
program into a
promoting/marketing
articles. Act as
date resource
this
long term
events, along with
go to resource,
position
sustainable
meetings with
provide initial
position for this
government officials
assistance.
municipality
Organizing &
facilitating a
Community Expo
in the West, for
networking
opportunities for
Business's, non-
profit and
service clubs
Assisting
Tourism Elgin to
develop a few
tours through
out the West end
of EI in
Foundation for Rural Living
April 2006
Updated Dec. 4, 2008
initial
ROO Participants Agreement
Date
Date
Page 3 of 3
17 'd bb90S8..6is:oi )22BT981L6TS S101 ANI1:WONJ 92;ST 61302-82-inn
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/OmN Ontario Clean Water Agency
A aR(0 a 6an.,taD,D*inRa T a~ 3 E
Elgin-Middlesex Hub
TEL: 519 768 9925
9-2io Graham Road FAX: 519 786 99z9
West Lorne, ON Canada NOL zro WWW.OCWa.COM
July 24, 2009
Ms. Joanne Groch, Clerk-Treasurer
Municipality of West Elgin
22413 Hoskins Line, R. R. #1
Rodney, Ontario
NOL 2C0
Re: West Lorne WWTP Clarifier Parts Quote
Dear Joanne:
Please find enclosed the quotes for the clarifier parts needed to replace the worn out and
broken parts as per my e-mail (attached). I estimate about $2,500.00 in labour to replace
the parts. OCWA recommends the quote from CBS Equipment Limited at a cost of
$3,490.00 plus taxes. The clarifier is currently out of service and should be repaired as
soon as possible.
OCWA would also suggest putting the same amount in the 2010 capital budget to replace
clarifier #2 as those parts are also wearing out and should be replaced.
Should you require any further information please contact me at 519-768-9925.
Regards,
Dale LeBritton
Operations Manager
Elgin-Middlesex Hub
519-768-9925
Encl. ^+uNfClpp~f ry OF W,,,.
~zCFIYEp e
282009
J0.20. 2009 12:40PM CBS EQUIPMENT lDN
FAX COVER. SHEET
0 S EQUIPMENT LIMITED ► i
C B CANADIAN OWNED
"BEARING & POWER TRANSMISSION SPECIALISTS SINCE 1959"
Offices
throughout
Southwestern
Ontario
HEAD OFFICE:
14,5 Adelaide 3t. South
London, Ontario N5Z 3K7
Prone: (519) 686-2650
Fax: (519) 686-3682
BRANCH OFFICES:
ST. THOMAS
43738 Talbol St. Easl
N5P 3T9
Phone' (519) 631-0880
Fax: (519) 631-09 10
CHATHAM
930 Richmond, Street
Unit 1
N7M 5J5
Phone-. (519) 354-8444
Fax: (519) 354-2155
BRANTFORD
36 Empey Street
N3T SV8
Phone: (519)770.0239
Fax: (519) 770-0243
STRATFORD
219 Griffith Road
NSA 6T3
Phone: (5t9)271.3130
Fax: (519) 271-9972
TORONTO
7776 The Queensway
MBZ 1 N4
Phone:(416)262.2555
Fax: (416)262.5389
WEBSITE:
www.cbsequip.com
DATE: PAGES I (Including cover)
ATTN.- IeSAto
FAX: 4w- Z6g - *w-
r pAt-''dqW M !L Ov 'c lAsr Ora
/0
egiuew Yo4r 11o -7Z, eAL-
e Gl#Nk) IA)e,-Ae 'ta ~wAtl-rgr)
No. 9525 P. 1
~ 9a
~7 r L 7 3 . ~-a
a#7.-S7V
3;z!. 6 o
3~a
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1
V
From the desk of Bob Wood
CBS Equipment Ltd - London
Ph 1-519-686-2650
Fax 1-519-686-3682
loft EQUIPMENT LIMITED 1*1 r
B CANADIAN OWNED
"BEARING & POWER TRANSMISSION SPECIALISTS SINCE 1959"
Offices
throughout
Southwestern
Ontario
HEAL] OFFICE:
145 Adelaide St. South
London, Ontario N5Z 3K7
Phone: (519) 686-2650
Fax: (519) 686-3682
BRANCH OFFICES:
ST THOMAS
43738 Talbot St. East
N5P 3T9
Phone: (519) 631-0880
Fax: (519) 631-0910
CHATHAM
930 Richmond Street
Unit 1
N7M 5J5
Phone: (519) 354-8444
Fax: (519) 354-2155
BRANTFORD
36 Empey Street
N3T 5V6
Phone: (519) 770-0239
Fax: (519) 770-0243
STRATFORD
219 Griffith Road
N5A 6T3
Phone: (519) 271-3130
Fax: (519) 271-9972
TORONTO
777B The Queensway
M8Z 1 N4
Phone: (416) 252-2555
Fax: (416) 252-5389
WEBSITE:
www.cbsequip.com
FAX COTTER SHEET
DATE: PAGES (Including cover)
ATTN:
FAX:
~r4 ~Wxe/
f~
Zaa~'
/,7
94 1` f
From the desk of Bob Wood
CBS Equipment Ltd - London
Ph 1-519-686-2650
Fax 1-519-686-3682
,I;;
Environmental Technologies Inc.
274 Burton Ave., Suite 3206
Barrie, ON 1-4N 5W4 Canada
Tel: 705-725-9377
Tall Free: 1-800-570-8779
Wednesday, July 08, 2009
SENT VIA TELEFAX: 619:Z68-2752
PO. Sox 122
Midhurst, ON LOL 1X0
1=ax: 705-725-8279
www,emeti.com
Number of Pages: One (1)
Attention' Les Knott
Tel: 519-768-1998
Ontario Clean Water Agency
West Lorne WWTF
25030 Thompson Line
West Lorne, ON
Reference: C & M Proposal #09-4478-07
Polychem Chain and Flight Sludge Collection Components
Les,
As per our conversation, C & M is pleased to quote the following Polychem chain and flight sludge collection
components. The pricing is as follows:
Item Description City UIM PricelUnlt Total Price
A
Flight, FRP, 3" x 64 x 12' 9"
15
EA
136.50
2047,60
8
Return Wearshoes
34
EA
9.85
295.50
C
0
Ca in Wearshoes
Wearstrip, 318" x 2-6/8" x 10'. UHMW
30
21
EA
EA
9.85
53.17
295.50
1,116.57
E
Hardware, Fri ht, 10 hole
15
SET
53.73
805.95
F
Hardware. Wearstrip
21
51+T
14.07
295.47
Subtotal.
$4,856.49
Freight (Estimated):
450.00
Total (Excluding Taxes):
5,306.49
All prices quoted in Canadian dollars, proposal valid for 30 days from latest date shown above.
Subject to approved credit. Net 30 days, FOB factory, freight and all taxes extra. Delivery would be approximately
four - six weeks from the date your purchase order is received. C & M Environmental has a minimum $200.00
order.
If you have any questions or concerns, please do not hesitate to contact me directly.
Yours truly.
C & M ENVIRONMENTAL TECHNOLOGIES INC.
Tonia Van Dyk
Tel: 703-7254377 x 225
Fax: 705-725.8278
Email: tvandykearna i.eom
fl F
ti ,NnurrE tc
alit-V of Pvst ~!~in
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: NORMA BRYANT, CLERK
DATE: AUGUST 13, 2009
RE: SUNDAY HUNTING
INTRODUCTION:
A petition supporting Sunday hunting was presented to Council at their meeting
held on July 9, 2009.
DISCUSSION:
Council requested information on two items:
1. Legislative limits
2. questions on ballots
1. LEGISLATIVE LIMITS
To allow Sunday hunting the provincial hunting regulations must be amended.
This is undertaken every six months through the Ministry of Natural Resources.
A change in Sunday hunting is all encomposing; that is, all Sundays and all
animals.
3. QUESTIONS ON BALLOTS
A question may be submitted to the electors of the municipality if this question is
within council's jurisdiction subject to:
a) a by-law to submit the question must be passed at least 180 days
before voting day;
b) cannot be amended after the last date referred to in clause (a);
c) despite clause (b), can be repealed on or before nomination day
and, if the election does not include an election for an office, on or
before the 31St day before voting day.
Requirements:
1. wording of question shall be clear, concise and neutral;
2. questions shall be capable of being answered by "yes" or "no";
3. at least one public meeting to consider the matter;
4. notice intention to pass by-law - at least 10 days;
5. notice of passage of by-law within 15 days;
6. notice shall provide the wording of the question;
C, qb
22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2CO Tel: (519) 785-0560 Fax: (519) 785-0644
7. notice shall provide a clear, concise and neutral description of the
consequence of the question if it is approved and the consequences if
it is rejected, including an estimate of the costs, if any, that the
municipality may incur in implementing the results of the question;
8. notice shall include a description of the right to appeal and last day to
file appeal;
9. the question is agreed to if a majority of the votes cast in the
municipality are in favour ;
10. results of the question are binding if at least 50% of the eligible electors
in the municipality vote on the question and more than 50% of the
votes on the question are in favour of those results;
11. waiting period of 14 days after result before council can consider
proposed by-law.
12. timing of implementation - 14 to 180 days
RECOMMENDATIONS:
For Council direction.
Norma I. Bryant, HonBA, AMCT
Clerk
,yauh F
Q 0 c e
s apainij of
~issa'
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: NORMA BRYANT, CLERK
DATE: AUGUST 13, 2009
RE: WEST ELGIN HERITAGE HOMES PHASE TWO
INTRODUCTION:
At the Council meeting held on July 23, 2009 correspondence was received from
Malcolm Ross regarding Phase 2 for the West Lorne Heritage Homes. It is
proposed that this building be named "Heritage Terrace".
DISCUSSION:
Council requested staff to investigate two matters not identified in the steps
outlined in Mr. Ross's correspondence.
Encroachments
Attached is an extract from the reference plan prepared by our surveyor.
Parts 15 to 19 is the area for the proposed second phase. You will note
encroachments on Parts 16 and 17 that will need to be resolved.
2. Environmental Clean-up
Atkinson Davis completed a site assessment report on the lands
purchased from the railway, including the subject property. I contacted the
company and was informed that no additional test pits or boreholes are
required for the environmental clean-up. Boreholes will be required for a
geotechnical investigation required for foundation design. A survey and
location of building is required before the location of the boreholes can be
determined.
The estimated cost for geotechnical investigation is $3,000.00.
The estimated cost for environmental clean-up is $55,000.00
Rob Helwig of Atkinson Davis enquired if a record of site condition would
be required for the transfer of ownership. As the transfer from lands
zoned OS to residential, this may not be required. He brings this to our
attention as MOE is getting involved in issuance of records of site
condition, the process is being slowed down considerably. I spoke with
Malcolm Ross about this issue and he is going to investigate further.
C_~. It
22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2CO Tel: (519) 785-0560 Fax: (519) 785-0644
RECOMMENDATIONS:
Discuss with owners of adjacent property the removal of the structures
encroaching on the subject property.
Norma I. Bryant, HO A, AMCT
Clerk
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Sharratt Water Management Ltd.
A-#-A- Sustainable Water Management Specialists
August 7, 2009
Ms. Joanne Groch
AdministratorlTreasurer
The Municipality of West Elgin
22412 Hoskins Line
Rodney, Ontario
NOL 2CO
Dear Ms. Groch:
Re: Financial Plan Preparation - West. Elgin Primary and Secondary Water Systems
Following your July 20 request for a quote to prepare a financial plan, as required under
legislation, for your two water systems, I have met with OCWA and we have prepared a
joint quotation.
Our proposal will update the work done in 2004 and extend the time horizon for needed
capital works to 2040. This extended horizon is more consistent with the August 2007
guidelines to the preparation of financial plans.
We propose to prepare a financial plan for the West Elgin Primary Water System and a
plan for the West Elgin Secondary System. These plans will conform to the provisions
of the MOE guidelines and Reg. 453107. OCWA's financial staff will assist in preparing
the necessary summary financial statements needed to meet the MOE requirements.
We look forward to working with the Municipality on this interesting project. We
recommend that work proceed on this project very soon. If you have any questions,
please do not hesitate to contact me.
Yours truly,
Ken Sh a rra t t
Ken Sharratt
2100 Bloor Street West, Suite 6171
Toronto, Ontario M6S 5A5
Tall Free 1 877 284 9515
Fax 416 534 5463
Email: ksharratt@bell.net
Web: www.sharrattwater.ca
Municipality of West Elgin August 7, 2009
Proposal for Water Systems Financial Plan Preparation Page 1 of 5
Municipality of West Elgin
Proposal for Preparation of
Water Systems Financial Plans
1.0 Introduction
The Municipality of West Elgin has requested a quotation of the cost to prepare the
financial plans required under O. Reg. 453/07. West Elgin has one license which
includes the WTP and the West Elgin distribution system. However, it has 2 rates and
different users for each system. Accordingly we propose to prepare a financial plan that
will meet the requirements of the above mentioned regulation for each of the following:
• the West Elgin primary water system (including the water treatment plant)
• the West Elgin secondary water system
2.0 Background
The West Elgin primary water system consists of a new water treatment plant located
south of Eagle, a trunk water main extending from the WTP to West Lorne, a water tower
in West Lorne and an interconnection valve chamber in Iona. While this system is
owned by the Municipality of West Elgin, it provides water service to several area
municipalities (Dutton-Dunwich, Southwest Middlesex, Newbury and a small portion of
Chatham-Kent). The Tri-County Management Committee is comprised of elected
representatives of these municipalities and has the responsibility of overseeing and
managing this water system.
The West Elgin secondary system is the distribution system within the municipality,
which includes two urban centers of Rodney and West Lorne and an extensive rural
distribution system. The Municipality is continually expanding its secondary water system
to service a greater and greater portion of its rural residents.
Regulation 453107 section 1 (2) states that a person who makes an application under
subsection 32 (4) of the Act for the renewal of a municipal drinking water license shall,
before making the application, prepare and approve financial plans for the system that
satisfy the requirements prescribed under section 3. Section 1 (3) states that as a
condition in a municipal drinking water license- that is issued in response to an
application made under section 33 of the Act for a municipal drinking water license, the
Director shall include a requirement that the owner of the drinking water system, by the
later of July 1, 2010 and the date that is six months after the date the first license for the
system is issued, prepare and approve financial plans for the system that satisfy the
requirements prescribed under section 3. Section 3 specifies the requirements for a
financial plan:
It must be approved by Council
It must apply to a period of at least six years
It must contain the following summary financial details for the drinking water
system as set out in Section 3 (4):
o the projected financial position of the system
o the projected operations
o the projected gross cash receipts and gross cash payments
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