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May 13, 2010DELEGATIONS 9:30 a.m. 11:30 a.m. 1:30 p.m. 2:00 p.m. 2:30 p.m. MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING MAY 13, 2010 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al —A23) April 8, 2010 Council April 8, 2010 Closed Session (under separate cover) April 22, 2010 Council April 22, 2010 Closed Session (under separate cover) April 22, 2010 Public Meeting Zoning Amendment (Dewild) April 22, 2010 Public Meeting Zoning Amendment (Santos) April 22, 2010 Court of Revision Lunn Drain BUSINESS ARISING FROM MINUTES REPORTS (C1 -C8) 1. ROADS a) *Monthly Report Drainage Superintendent re: Endangered Species Act (C7a) Closed Session legal Court of Revision McKenzie Drain Closed Session property matter Glenn DeGraw, Bettie Haven Retirement Home (B1) (under separate cover) May 13, 2010 Page 2 2. RECREATION a) `Monthly Report b) Security improvements to Rodney and West Lorne libraries 3. BUILDING a) *Monthly Report for February, 2010 b) *Monthly Report for March, 2010 c) *Monthly Report for April, 2010 4. WATER 5. Rural Development Officer a) *Monthly Report 6. BY -LAW ENFORCEMENT a) *Monthly Report 7. DRAINS a) Agreement for Endangered Species Act exemption 8. WEST ELGIN PRIMARY SYSTEM a) Quote from OCWA re: Dutton /Dunwich system 9. ADMINISTRATION a) Report re: Update on Municipal Election b) Dutton /Dunwich request to install sewer on easement (401) ACCOUNTS May 13, 2010 Page 3 CORRESPONDENCE (DI D28) COUNCIL CONSIDERATION RECOMMENDED: 1.* Town of Tecumseh request for support of a resolution to consult with municipalities regarding Private Members Bill 13; 2.* Tiny Tots Co- operative Nursery School request for road closure, use municipal parking lot (in case of rain) Rodney Recreation Centre for Trike -a -Thon; 3.* MPoWER request for road closure for Cactus, Cattle Cowboys; 4.* Rodney Aldborough Agriculture Society request for beer garden; 5.* Rodney Aldborough Agriculture Society request for road closure; 6.* City of Ottawa request for support of a resolution regarding property tax; 7.* Association of Ontario Road Supervisors AORS 2010 Trade Show; 8.* Rodney Aldborough Agricultural Society entrance signs; 9.* Municipality of Dutton /Dunwich copy of letter to County of Elgin re: scales; RECOMMENDED TO ACCEPT FILE: 10. AMO Bills Introduced Since April 20, 2010; Report to Members on March 2010 Board Meeting; Bill 16 Proposed Transfer of OHIP and Related Costs to Municipalities; Government withdraws OHIP costs transfer proposal; 11. South West LHIN Board of Directors Highlights -March 2010; 12. Elgin Group Police Services Board Minutes of January, 2010; 13. Ministry of Agriculture Food 2010/2011 Tile Loan Program; 14. Elgin County County Council approves $54 million budget; 15. Lower Thames Valley Conservation Authority Annual Meeting February, 2010; 16. Ontario Infrastructure Ontario Finalizes Plans for Highway Service Centres; 17. Lower Thames Valley Conservation Authority 2009 Annual Report; 18. Multiple Sclerosis Society of Canada carnation campaign; 19. Make -A -Wish Foundation request for donation; 20. Ontario Good Roads Association Application for Funding for Bridge Infrastructure Data; 21. Ontario Recreation Parks June is parks recreation month; 22. Ministry of Municipal Affairs Housing Guide to Municipal Service Delivery Reviews; 23. MPAC Tentative Settlement with Ontario Public Service Employees Union; May 13, 2010 Page 4 24. MPAC 2009 Annual Report Financial Statements; 25. VON Canada invitation to Mayor for the Elgin's Volunteer Appreciation Event; 26. Middlesex Hospital Alliance approves Strategic Plan for both hospitals 27. Thames Talbot Land Trust the Tattler 28. Ontario Family Fishing Weekend July 3 rd to July 11 2010 BY -LAWS: By -law No. 2010 -23 Lunn Drain (third reading) By -law No. 2010 -38 Amending Remuneration By -law 2010 -09 MINUTES (E1 -E3) *West Elgin Arena Board March 2, 2010 `West Elgin Recreation Committee March 17, 2010 *West Elgin Chamber of Commerce April 6, 2010 OTHER BUSINESS (F1 -F3) 1. Support for grant application Cactus, Cattle Cowboys 2. Council announcements 3. Closed session information enclosed CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: May 27, 2010 May 31, 2010 Council Tri County Management Committee, 7:00 p.m. MEMBERS PRESENT: STAFF PRESENT: SUBJECT: MINUTES March 11, 2010 March 11, 2010 March 25, 2010 March 25, 2010 March 25, 2010 March 29, 2010 March 29, 2010 DISPOSITION: Carried MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS APRIL 8, 2010 Mayor Graham Warwick, Deputy Mayor Bernie Wiehle Councillors Trudy Balint, Mary Bodnar, Jonathan Wolf Joanne Groch Norma Bryant Paul VanVaerenbergh Jeff Slater Karen Kendrick- Diamond John Ungar Administrator/Treasurer Clerk Roads Superintendent Recreation Superintendent Rural Development Officer Drainage Superintendent DECLARATION OF PECUNIARY INTEREST: Councillor Balint declared a conflict of interest with correspondence item #6. SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Wiehle Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin approves the agenda for April 8, 2010 as printed and circulated with the following additions: Roads Report re: Temporary summer operator By -law 2010 -32 McKenzie Drain (first second reading) DISPOSITION: Carried RES. NO. 2 Moved by Bodnar Seconded by Wolf RESOLVED that the minutes of the meeting held on the following dates be adopted as printed and circulated. Council Closed Session Council Court of Revision MacDairmid Drain Closed Session Emergency Meeting Closed Session SUBJECT: COUNTY OF ELGIN PROPOSED TOURISM SIGN POLICY The Clerk reported that she had attended the pubic meeting in Shedden on March 25 as requested by Council. She reported that the Elgin tourism signs (white one) and the TODS signs would be replaced by the new signs. The policy does not affect the 7- April 8 /10...Pg 2 of 10 "gateway" signs entering the villages in the county. It is being proposed that non profit organizations be granted an exemption for one sign. The Mayor reported that a discussion was held at the recent Chamber of Commerce meeting that a sign should not be taken down until a new one is erected. Council agreed with this. The Deputy Mayor noted that the municipality should inventory existing signs and where new ones are needed in the municipality such as the marina, Old Jail, Fall Fair. Councillor Bodnar added the Cowboy, Cattle and Cactus events. SUBJECT: ROAD DEPARTMENT REPORT The Road Superintendent presented his monthly report. He further reported that broken tile on Ridout Street was repaired by staff, as the contractor has made no effort to do so. He advised that our engineer would invoice the contractor for this work. SUBJECT: TEMPORARY SUMMER OPERATOR The Road Superintendent presented a report regarding temporary summer operator. The Mayor asked about need for help for this year's construction. The Road Superintendent noted that they will be busy this year and thus the need for help. RES. NO. 3 Moved by Wiehle Seconded by Bodnar RESOLVED that Council approve the extension of employment for temporary road employee for the summer construction season ending October 31, 2010. DISPOSITION: Carried SUBJECT: RECREATION DEPARTMENT REPORT The Recreation Superintendent presented his monthly report. Discussion was held on the vandalism that is occurring in Miller Park. The Recreation Superintendent recommended that a fence be erected between WESES and Miller Park. He reported that the students have breaks between 10:00 a.m. and 2:00 p.m. and he feels a fence will deter students from entering the park. The Mayor felt that video cameras like those in Rodney should be the first step. The Deputy Mayor feels that even with a fence vandalism will occur. Council agreed cameras should be first and directed that the Recreation Superintendent get quotes, SUBJECT: ARENA OPERATING CAPTIAL BUDGET The Recreation Superintendent presented the 2010 Operating Budget, which has been approved by the Arena Board. His report outlined the difficulties with the Capital Budget. We have received a grant in the amount of $400,000 based on a total project cost of $600,000 for improvements to the arena Tenders for the construction related to dressing rooms and resurfacer room came in over budget. The lowest tender was $586,890.00 whereas the budget was $416,500.00. The approved project included other items and if we want to defer these to 2011 and 2012 this would change the scope of the project. Approval would be required from the ISF committee. The grant completion deadline is March 30, 2011 but we need to have the construction completed by September 1 when the skating season starts. It was noted that it would be more cost effective to do all the construction now when the building is torn apart. The tender must be accepted by April 25` A meeting has been scheduled with Dutton /Dunwich to discuss this project and how to proceed. This matter will be discussed again at the April 22n council meeting. April 8 /10...Pg 3 of 10 SUBJECT: RURAL DEVELOPMENT OFFICER REPORT The Rural Development Officer presented her monthly report Councillor Balint enquired about participation in the Youth Centre. The Administrator noted that this is not part of the job description. The Deputy Mayor noted that we as a municipality should have an inventory of signs on county roads and determine what we want advertised. Staff were directed to perform this inventory and investigate the requirements of the policy with the County. SUBJECT: 2009 AMENDED ANNUAL REPORT WATER TREATMENT PLANT DISTRIBUTION SYSTEM RES. NO. 4 Moved by Bodnar Seconded by Wolf RESOLVED that Council of the Corporation of the Municipality of West Elgin accepts the Amended Report under Regulation 170/03 for 2009 for the new water treatment plant #260091117) as prepared by the Ontario Clean Water Agency and to be presented to the Tri County Management Committee. DISPOSITION: Carried SUBJECT: 2009 ANNUAL SUMMARY REPORT WEST ELGIN WATER SYSTEM RES. NO. 5 Moved by Balint Seconded by Wiehle RESOLVED that Council of the Corporation of the Municipality of West Elgin accepts the Summary Report for 2009 for the West Elgin Water System and to be presented to the Tri County Management Committee. DISPOSITION: Carried SUBJECT: BY -LAW ENFORCEMENT REPORT The Clerk reported on the progress on an outstanding order. SUBJECT: QUOTATIONS FOR REMOVAL OF CONTAMINATED SOIL Council received the following quotations for the removal of contaminated soil for the West Lorne Heritage Homes Phase II project: Streib Trucking Sam Kirschner QUOTE TOTAL QUOTE Per tonne (plus taxes) $6.52 $42,408.00 $7.53 $49,000.00 RES. NO. 6 Moved by Wiehle Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Streib Trucking in the amount of $6.52 per tonne plus taxes for removal of contaminated soil and trucking to landfill site. DISPOSITION: Carried SUBJECT: QUOTATIONS FOR ROOF REPLACEMENT PORT GLASGOW TRAILER PARK Council received the following quotations for the replacement of roof of the north washroom at the Port Glasgow Trailer Park: n 3 A'4 April 8 /10...Pg 4 of 10 Joe Machado S. Mitchell Son Roofing Martin Vandenberg Contracting Lorne Van Breda Construction RES. NO. 7 Moved by Bodnar Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Van Breda Construction in the amount of $3,936.20 plus taxes for replacement of roof of north washroom at PGTP. DISPOSITION: Carried SUBJECT: CORRESPONDENCE TOTAL QUOTE (plus taxes) $4,100.00 $4,100.00 $4,856.00 $3,936.20 1.* Longwoods Conservation Area request for support to advertise for the Re- Enactment of Logwoods Instruction: File 2.* Southwest Economic Alliance Assembly 2010 June 3 June 4 Instruction: The Deputy Mayor will attend 3.* Elgin County Warden's Charity Golf Tournament sponsorship request Instruction: File 4.* Elgin County Warden's Charity Golf Tournament invitation Instruction: The Municipality will sponsor a team 5.* West Elgin Skating Club request for donation for skating carnival Instruction: Refer to budget Councillor Balint declared a conflict of interest with the next item and did not participate in any discussion thereof. 6.* #2884 West Elgin Army Cadet Corps request to waive fees for use of West Elgin Recreation Centre Instruction: RES. NO. 8 Moved by Wolf Seconded by Bodnar 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 June 12, 2010 from 8:30 a.m. to 1:00 p.m. for the #2844 West Elgin Army Cadet Corps Annual Inspection. DISPOSITION: Carried 7* Elgin County Public Focus Group Participants volunteers for the Elgin County Official Plan Program Instruction: The Mayor will discuss with potential candidates. 8.* Township of Muskoka request for support of a resolution requesting for funding and increased education for Accessibility Standards Instruction: April 8110...Pg 5 of 10 RES, NO. 9 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 Township of Muskoka Lakes requesting the Province to provide financial support to both public and private sectors to reduce the impact of the requirements of the mandatory Accessibility Standards. DISPOSITION: Carried 9.* Tiny Tots Co- operative Nursery School request to waive fees for main area of West Elgin Recreation Centre Instruction: RES. NO. 10 Moved by Balint Seconded by Bodnar 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 April 17, 2010 from 8:00 a.m. to 1:00 p.m. for Tiny Tots Co- operative Nursery School fundraising event. DISPOSITION: Carried 10.* Elgin County Security Improvements to Rodney West Lorne Libraries Instruction: Staff to investigate 11.* Central Elgin Narrow Band Fire Communication System Instruction: Fire Chief will report as part of budget presentation 12. AMO Annual Conference Registration form for August 15 -18; Ontario Throne Speech Commits Government to Jobs in the New Economy; Honouring Infrastructure Spending; Generating Green in Hamilton 2010 Urban Symposium; Ontario Finance Minister Encourages Municipalities to Freeze Compensation; Advice to Members on Ontario's 2010 Budget Instruction: File 13. OPSEU Service quality issues at the Municipal Property Assessment Corporation Instruction: File 14. Ontario Good Roads Association support for the Municipal Data Works project Instruction: File 15. Minister without Portfolio Responsible for Seniors Senior of the Year Award nomination Instruction: File 16. MPAC Negotiations with the Ontario Public Service Employees Union Instruction: File 17. Canada Post Literacy Awards nomination form Instruction: File 18. Canada Ontario Agreement on the Great Lakes Extended to March 2011 Instruction: File April 8 /10...Pg 6 of 10 19. Backus -Page House Museum Invitation season opening for May 1 2010 Instruction: File 20. Ontario Association of Fire Chiefs Municipal Politicians Seminar Instruction: File RES. NO. 11 Moved by Wolf Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried DELEGATION: GLENN DEGRAW, JACK MORRISON, ROB STINSON RE: BEATTIE HAVEN RETIREMENT COMMUNITY Mr. DeGraw presented an outline of what services are offered at Beattie Haven. He reported that they do not have an elevator so the basement is not accessible. There are 5 rooms, washroom and recreation room in the basement that they would like to use. He reported that there is no government funding available for them. Their services and equipment are in decline. Further, new regulations are coming that will require them to upgrade. They don't have any money to do any upgrades. A Wish List was presented The Mayor noted that the municipality needs to see a specific proposal before support can be discussed. Is there a possibility of a matching grant with another level of government? If a letter of support is needed, present letter for signature. SUBJECT: CONSIDERATION MEETING McKENZIE DRAIN Also in attendance: John M. Spriet, Eng., Drainage Superintendent, Road Superintendent, Ron Downie, S W Babin, Dave Pam Page, Andy Smith, Dennis Paine, Kevin Alderton, Tim McFadden, Bryan Pinder, Frank Janice Doyle RES. NO. 12 Moved by Wolf Seconded by Bodnar RESOLVED that Council consider the Engineer's Report on the McKenzie Drain. DISPOSITION: Carried The Clerk reported that no correspondence has been received. The Engineer reported that a drainage report was prepared under Section 78 of the Drainage Act at the request of 11 ratepayers. He gave an outline of the work to be done. Mr. Page enquired how they will be able to hook up to the new drain. The Engineer reported that there will be stubs at the property lines on Branches A B. Mr. Payne noted that the line is not being replaced in front of his house, why assessed? The Engineer reported that the drain is not being replaced, as there is curb and gutter on Furnival Road. The assessment is for a benefit. Mr. McFadden enquired about the reduction for woodlot? Mr. Downie asked if the Head Drain was being replaced? The Engineer reported not the west branch, as this was not requested. April 8/10...Pg 7 of 10 Mr. Smith noted that there is a low spot on his property. The Engineer rioted that they would look at this at the construction meeting. The Drainage Superintendent reported that the results of the tender for the drain should be known at the Court of Revision date. RES. NO. 13 Moved by Wiehle Seconded by Balint RESOLVED that the Engineer's Report for the McKenzie Drain, be accepted and the Clerk is instructed to draw up the necessary by -law. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -32 MCKENZIE DRAIN RES. NO. 14 Moved by Wolf Seconded by Bodnar RESOLVED that the mover be granted leave to introduce 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 McKenzie Drain and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried SUBJECT: ACCOUNTS RES. NO. 15 Moved by Wiehle Seconded by Bodnar RESOLVED that the Mayor and Administrator /Treasurer are hereby authorized to sign Payment Voucher #4 amounting to $1,726,840.48 in settlement of General, Road, Water and Arena Accounts (including cheques: 5311- 5505). DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -25 AMEND MCGILL DRAIN RES. NO. 16 Moved by Wiehle Seconded by Balint RESOLVED that the mover be granted leave to introduce a By -law to amend By -law No. 2008 -44 providing for the construction of the McGill Drain and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 17 Moved by BALINT Seconded by Wiehle RESOLVED that a by -law to amend By -law No. 2008 -44 providing for the construction of the McGill Drain be now read a third time and finally passed, signed, sealed and numbered By -Law Number 2010 -25 Amend McGiII Drain. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010-27 AMENDING AGREEMENT WITH ASSOCIATION OF MUNICIPALITIES OF ONTARIO RES. NO. 18 Moved by Wolf Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to authorize the execution of an amending agreement between the /-1 April 8 /10...Pg 8 of 10 RES. NO. 18 cont'd Corporation of the Municipality of West Elgin and the Association of Municipalities of Ontario regarding Gas Tax Fund allocation 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 authorize the execution of an agreement between the Corporation of the Municipality of West Elgin and he Association of Municipalities of Ontario regarding Gas Tax Fund allocation and be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -27 Amending Agreement AMO, DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -28 SETTLEMENT OF CLASS ACTION SUIT RES. NO, 20 Moved by Balint Seconded by Wiehle RESOLVED that the mover be granted to introduce a By -law to authorize the signing of the settlement of a class action 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 authorize the signing of the settlement of a class action be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -21 Settlement of Class Act Suit (Hydro). DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -29 AGREEMENT PUBLIC WORKS AND GOVERNMENT SERVICES RES. NO. 22 Moved by Bodnar Seconded by Wolf RESOLVED that the mover be granted leave to introduce a By -Law to authorize the execution of an agreement between the Corporation of the Municipality of West Elgin and Her Majesty the Queen in Right of Canada, as represented by the Minister of Public Works and Government Services acting through the Canadian General Standards Board for the Accreditation program for Operating Authorities of Municipal Drinking Water Systems 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 to authorize the execution of an agreement between the Corporation of the Municipality of West Elgin and Her Majesty the Queen in Right of Canada, as represented by the Minister of Public Works and Government Services acting through the Canadian General Standards Board for the Accreditation program for Operating Authorities of Municipal Drinking Water Systems and be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -29 Agreement Public Works and Government Services (CGSB). DISPOSITION: Carried April 8/10...Pg 9 of 10 SUBJECT: BY -LAW NO. 2010 -30 AGREEMENT WITH ONTARIO CLEAN WATER AGENCY RES. NO. 24 Moved by Balint Seconded by Wiehle RESOLVED that the mover be granted leave to introduce a By -Law to authorize the execution of an agreement between the Corporation of the Municipality of West Elgin and the Ontario Clean Water Agency and this shall be the first and second reading and provisional adoption thereof. RES. NO. 25 Moved by Wiehle Seconded by Balint RESOLVED that a By -law to authorize the execution of an agreement between the Corporation of the Municipality of West Elgin and the Ontario Clean Water Agency for an Overall Responsible Operator Services Agreement be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -30 Agreement OCWA (ORO). DISPOSITION: Carried SUBJECT: EMPLOYEE BENEFIT PLAN The Administrator presented the Employee Benefits Renewal Report prepared by Stevenson Hunt. The increase is 4.3 RES. NO. 26 Moved by Wiehle Seconded by Balint RESOLVED that the employee benefit plan be renewed with Manulife Financial as of May 1, 2010 with the additional increase for glasses to $250.00. DISPOSITION: Carried SUBJECT: MINUTES 'West Elgin Arena Board February 2, 2010 Tri County Management Committee February 8, 2010 *West Elgin Recreation Committee February 17, 2010 *West Elgin Chamber of Commerce March 2, 2010 SUBJECT: COUNCIL ANNOUNCEMENTS Councillor Bodnar reported that the OPP seat belt campaign is April 14 to 24 The Mayor reported that a ratepayer had approached him about vandalism in downtown West Lorne. He suggested that the ratepayer be invited to the next Community Policing Committee meeting. Councillor Balint reported that the recent Centre Ice dance was well attended. SUBJECT: CLOSED SESSION RES. NO. 27 Moved by Balint Seconded by Wiehle RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss personal matters about an identifiable individual and litigation or potential litigation. DISPOSITION: Carried April 8110..,Pg 10 of 10 RES. NO. 28 Moved by Bodnar Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried SUBJECT: ROMA CONFERENCE EXPENSES RES. NO. 29 Moved by Wiehle Seconded by Balint RESOLVED that the expenses of Councillor Wolf with regard to the AMO /ROMA conference in February 2010 in Toronto be paid by the municipality. DISPOSITION: Carried SUBJECT: WATER SUPERINTENDENT POSITION RES. NO. 30 Moved by Wolf Seconded by Balint RESOLVED that Council authorize the posting of the Water Superintendent position internally. DISPOSITION: Carried SUBJECT: CONFIRMATION BY -LAW RES. NO. 31 Moved by Balint Seconded by Wiehle RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting held on April 8 2010 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 32 Moved by Wiehle Seconded by Balint RESOLVED that a By -law to confirm the proceedings of the meeting held on April 8 2010 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -33— Confirming By -law April 8 2010 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 33 Moved by Wolf Seconded by Bodnar RESOLVED that this Regular Meeting of Council shall adjourn at 4:40 p.m. to meet again April 22, 2010. DISPOSITION: Carried These minutes were adopted on the 13 day of May, 2010. Mayor Clerk MEMBERS PRESENT: STAFF PRESENT: ALSO PRESENT: Ted Halwa MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS APRIL 22, 2010 DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA Mayor Graham Warwick, Deputy Mayor Bernie Wiehle Councillors Trudy Balint, Jonathan Wolf, Mary Bodnar Joanne Groch Norma Bryant Jeff Slater Andy Kieraszewicz Allan Beer James Blackmore Administrator/Treasurer Clerk Recreation Superintendent Rodney Fire Chief West Lorne Fire Chief Accounting Clerk Planning Consultant RES. NO. 1 Moved by Wolf Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin approves the agenda for April 22, 2010 as printed and circulated with the following additions: County of Elgin County Roads Maintenance Agreement DISPOSITION: Carried Council recessed to hold two public meeting on rezoning applications (Dewild, West Lorne Holdings) and resumed their meeting thereafter. SUBJECT: APPLICATIONS FOR CONSENT E76109, E77109, E79109 WEST LORNE HOLDINGS (RIDGE STREET) RES. NO. 2 Moved by Balint Seconded by Wiehle RESOLVED that the Council of the Municipality of West Elgin advises the Ministry of Municipal Affairs and Housing that Council has no objection to the withdrawal of draft approval for the plan of condominium on part of Lot 64, Registered Plan No. 199. DISPOSITION: Carried April 22/10...Pg 2 of 8 SUBJECT: PROPOSED SEVERANCE MEHRING STREET, WEST LORNE Also in attendance: Larry Witzel, Rosemary Doherty, Bob Doherty The Planner presented a report on the proposed severance of two lots at the end of Mehring Street in West Lorne. He reported that this would be piecemeal development of the 40 acre parcel. The development of the lands including roads need to laid out properly. A draft layout was prepared in 1969, however development principles have changed since then including the requirement for storm water management. Mr. Witzel asked if the lots were extended to the south limit of the property would that help? The Deputy Mayor asked if it could be severed as one parcel including the lands for the road extension. The Planner noted that the road needs to be extended to have frontage on a public road. There are costs involved to extend services. It is better for future owners to know what development is proposed for the lands. The Administrator reported that lots couldn't be created without proper access. Further, a development agreement with deposits would be required. Council determined that this proposal is premature until the road issue is resolved. SUBJECT: PROPOSED SEVERANCE PART LOT B 1, CONCESSION V (MCINTYRE) Also in attendance: Don McIntyre The Planner presented a report on the proposed severance on Part Lot B and part Lot 1, Concession 5. The lands are designated aggregate in the Official Plan and therefore creation of new lots is not permitted. The policy does not make a distinction where there is a house or a building lot. The proposed lot is large and suggests the width be decreased at front and also along the laneway. Discussion took place regarding the amount of aggregate on the property. Council thought it was better to have the lot considered as surplus and not being rented; the balance of the farm would be zoned in such a way that residential development could not be permitted. Mr. McIntyre will reconfigure the lot and report back to Council. DELEGATION: SEASIDE DEVELOPMENTS UPDATE In attendance: Howard Culligan, Laverne Kirkness, Ron Koudys, Richard Pellerin A powerpoint presentation was made giving an update on their proposed development. Mr. Pellerin outlined the proposal for wastewater and stormwater management. A sewage treatment plant would be located in the southwest corner and served by a gravity system. Ministry of Environment has agreed that this is a viable location. All treatment would occur inside a building, no outside tanks. Stormwater would flow by gravity through the internal roads into the valleylands. Mr. Kirkness reported that public roads, green space, parks, islands in roadways, community centre etc. would become part of a condominium and the owners in the subdivision would look after these common elements. Mr. Koudys spoke to the road closure application. Mr. Pellerin and Spriets are reviewing the engineering issues. Mr. Kirkness presented a proposal for a commercial development block at the bottom of Havens Lake Road. Until the septic system issue is resolved, the plans can't be finalized. April 22/10...Pg 3 of 8 Councillor Bodnar asked why they would sever this commercial block? Mr. Culligan reported that if separate ownership outside of the condominum were required, then it would be severed. The Deputy Mayor noted that there are changes to the proposal, does this affect the pre consultation that has occurred. The Planner noted that the process is flexible and there are often changes made. There is no requirement to go back to the Ministry. The Deputy Mayor asked about the designation of hazard land and the proposed commercial block. The Planner reported that in the current Official Plan the lands are designated as lakeshore recreation. The hazard lands must be taken into consideration when developing the lands. The Official Plan does not specify where tourist commercial should be. This location is a good location for commercial. The Planner outlined the public review process that will occur as the development goes forward. He feels the road closure /surplus lands and the on site sewage needs to be resolved. Mr. Kirkness noted that with regard to road closure, there is only a sliver of land affected in this area and this shouldn't change the commercial proposal. DELEGATION: TERRY FOUL'S, PORT GLASGOW YACHT CLUB Mr. Foulis presented a letter from the Port Glasgow Yacht Club regarding the road closure application by Seaside Developments. He reported that they do not object to the proposed commercial block, as long as Seaside builds on their own land. A meeting has been proposed with Seaside, the Yacht Club and the municipality to discuss future plans for Havens Lake Road, which he feels, is a great idea. SUBJECT: SPECIAL COUNCIL MEETING Due to the delegations at this portion of the Council meeting, there were items that were deferred. A date for a special council meeting was decided for May 12 with planning items in the morning and budget consideration in the afternoon. The Planner left the meeting. SUBJECT: COURT OF REVISION LUNN DRAIN RES. NO. 3 Moved by Wiehle Seconded by Balint RESOLVED that the members of the Court of Revision on the MacDairmid Drain be as follows: Chairman: Jonathan Wolf Members: Bernie Wiehle, Trudy Balint, Mary Bodnar, Graham Warwick Council recessed to hold a Court of Revision on the Lunn Drain and resumed their meeting thereafter. SUBJECT: SEVERANCE ON TALBOT LINE STADDON ESTATE RES. NO. 4 Moved by Balint Seconded by Wiehle WHEREAS an application to sever a piece of property on Lot 19, Concession 12 has been approved by the County of Elgin Land Division Committee; AND WHEREAS connection to the water system for the new lot is required; April 22/10...Pg 4 of 8 RES. NO. 4 cont'd AND WHEREAS municipal policy requires a contribution to the capital cost for new connections; NOW THEREFORE BE IT RESOLVED that the Council of the Municipality of West Elgin approves the capital cost contribution of $2,000 (equivalent to the amount charged by the Municipality of Dutton /Dunwich for the connection to their Talbot Road waterline) DISPOSITION: Carried SUBJECT: TENDER FOR ARENA RENOVATIONS Also in attendance: Recreation Superintendent Council received the following tenders for addition and dressing rooms at the West Elgin Arena: Aveiro Constructors Westhoek Construction Agri -Urban Buildings Mycon Construction Elgin Contracting and Restoration Henderson Builders TENDER (plus GST) $586,890.00 $622,415.00 $633,500.00 $638,990.00 $680,000.00 $702,963.50 The lowest tender bid was greater than the budgeted amount in the grant application. A resolution from the Municipality of Dutton /Dunwich was presented. It was noted that if Dutton /Dunwich does not agree to the remaining items, it would be West Elgin's responsibility. RES. NO. 5 Moved by Bodnar Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin accepts the tender of Aveiro Constructors Ltd. In the amount of $586,890.00 plus taxes for West Elgin Arena Addition and dressing rooms and the Mayor and Clerk be authorized to sign the necessary documents. DISPOSITION: Carried Councillor Balint will report this decision to the Arena Board. The Recreation Superintendent was directed to get quotes for the remaining items. SUBJECT: FEES FOR REMOVAL OF CONTAMINATED SOIL HERITAGE TERRACE PROJECT RES. NO. 6 Moved by Wolf Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Atkinson Davies in the upset limit of $11,000.00 for consulting services and $3,000.00 for geotechnical report in regards to the removal of contaminated soil for the lands for the Heritage Terrace project. DISPOSITION: Carried RES. NO. 7 Moved by Balint Seconded by Wiehle RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Sam Kirschner in the upset amount of $9,500.00 for the work related to the contaminated soil from West Lorne being brought to the landfill. DISPOSITION: Carried April 22/10...Pg 5 of 8 SUBJECT: BY -LAW NO. 2010.12 MACDAIRMID DRAIN RES. NO. 8 Moved by Balint Seconded by Wiehle 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 MacDairmid Drain be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -12 MacDairmid Drain. DISPOSITON: Carried SUBJECT: BY -LAW NO. 2010 -31 AGREEMENT LOCAL AUTHORITY SERVICES RES. NO. 9 Moved by Bodnar Seconded by Wolf RESOLVED that the mover be granted leave to introduce a By -Law to authorize the execution of an agreement between the Municipality of West Elgin and Local Authority Services Limited and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 10 Moved by Wolf Seconded by Bodnar RESOLVED that a By -law to authorize the execution of an agreement between the Municipality of West Elgin and Local Authority Services Limited be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -31 Agreement Local Authority Services. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010-34 AMENDING AGREEMENT ARTS COOKERY BANK AND OMAFRA RES. NO. 11 Moved by Wolf Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to authorize the execution of an amending agreement between the Municipality of West Elgin and the Arts and Cookery Bank Incorporated and Her Majesty The Queen in right of Ontario, as represented by the Minister of Agriculture, Food and Rural Affairs; and this shall be the first and second reading and provisional adoption thereof. DISPOSITON: Carried RES. NO. 12 Moved by Bodnar Seconded by Wolf RESOLVED that a By -law to authorize the execution of an amending agreement between the Municipality of West Elgin and Arts and Cookery Bank Incorporated and Her Majesty The Queen in right of Ontario, as represented by the Minister of Agriculture, Food and Rural Affairs be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -34 Amending Agreement Arts and Cookery Bank and OMAFRA. DISPOSITION: Carried /1- 15 April 22/10...Pg 6 of 8 SUBJECT: BY -LAW NO. 2010 -35 ZONING AMENDMENT (DEWILD) RES. NO. 13 Moved by Wiehle Seconded by Balint RESOLVED that the mover be granted leave to introduce a by -law to change the zoning of lands in Lots B C, Concession 10 from the Agricultural (A1) Zone to the "site- specific" Agricultural (A1 -71 Zone and the "site- specific" Special Agricultural (A2 -22) Zone and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 14 Moved by Balint Seconded by Wiehle RESOLVED that the mover be granted leave to introduce a by -law to amend By -law to change the zoning of lands in Lots B C, Concession 10 from the Agricultural (A1) Zone to the "site- specific" Agricultural (A1 -71 Zone and the "site- specific" Special Agricultural (A2 -22) Zone and this by- law shall now be read a third time and finally passed, signed, sealed and numbered, By -Law No. 2010 -35 Zone Amendment Dewild. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -36 ZONING AMENDMENT (WEST LORNE HOLDINGS) RES. NO. 15 Moved by Wiehle Seconded by Balint RESOLVED that the mover be granted leave to introduce a by -law to change the zoning of lands on part of Lot 64, Registered Plan No. 199 from the Residential Third Density Holding (R3 -H0 Zone to the "site specific" Residential First Density Holding (R1 -5 -1-1) Zone and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 16 Moved by Balint Seconded by Wiehle RESOLVED that the mover be granted leave to introduce a by -law to amend By -law to change the zoning of lands on part of Lot 64, Registered Plan No. 199 from the Residential Third Density Holding (R3 -H0 Zone to the "site- specific" Residential First Density Holding (R1 -5 -H) Zone and this by -law shall now be read a third time and finally passed, signed, sealed and numbered, By -Law No. 2010 -36 Zone Amendment West Lorne Holdings. DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1.* County of Elgin re: Public Focus Group Participants (Official Plan) Instruction: Forward the names of Wendi Dupuis and Tere Lebedz as West Elgin's representatives. 2.* Rockland Flooring re: backflow prevention devices Instruction: Staff to send a letter indicating no financial assistance from the municipality. 3.* Waste Diversion Ontario re: Waste Recycling Strategy Development Workshops Instruction: File April 22/10...Pg 7 of 8 4.* Devin Pearson, TBT request to waive fees Instruction: RES. NO. 17 Moved by Wiehle 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 March 20 April 10 and May 15 2010 from 7:00 to 10:00 p.m. for the fundraising dances being by the TBT Centre. DISPOSITION: Carried 5.* Tiny Tots Co- operative Nursery School request permission to hang banner over Furnival Road. Instruction: Advise for reasons of safety hang on side of building. 6.* Tiny Tots Co- operative Nursery School signage Instruction: Advise agreeable and contact the Road Superintendent. 7,* County of Elgin County Roads Maintenance Agreement Instruction: Forward Road Superintendent's name for sub committee. RES. NO. 18 Moved by Wolf Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: INTERNATIONAL PLOWING MATCH (!PM) The Deputy Mayor reported that budgets were being established for displays for the IPM. The County will re- imburse municipalities for the amounts in the approved budgets. He asked for Council approval for staff assistance on the day before opening and the day after closing. Council agreed. SUBJECT: CLOSED SESSION RES. NO. 19 Moved by Wolf Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss litigation or potential litigation and receiving of advice that is subject to solicitor client privilege. DISPOSITOIN: Carried RES. NO. 20 Moved by Wiehle Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried SUBJECT: TRI- COUNTY PRIMARY WATER SYSTEM RES. NO. 21 Moved by Balint Seconded by Wiehle RESOLVED that Council authorize the investigation of the ramifications of Dutton /Dunwich withdrawing from the Tri- County Primary water system. DISPOSITON: Carried April 22/10...Pg 8 of 8 SUBJECT: 2010 FIRE BUDGETS Also in attendance: Rodney Fire Chief, West Lorne Fire Chief, Accounting Clerk 1. Rodney Fire Department The Treasurer presented the 2009 Budget, 2009 Actual and 2010 Budget for the Rodney Fire Department. 2. West Lorne Fire Department The Treasurer presented the 2009 Budget, 2009 Actual and 2010 Budget for the West Lorne Fire Department. 3. Communications System The Rodney Fire Chief reported that Transport Canada has legislated that the communication system be changed from narrow band to broad band (digital). Meetings have been held with all the County Fire Chiefs. The cost to change the system is $1.5 million and is proposed to be upgraded to digital in 5 years. West Elgin's share is $250,000.00. There will be expenses for infrastructure in our towers and fire halls as well. Costs to maintain system has been proposed to be shared equally. He reported that this should be changed to a per capita system not equal shares. If this is accomplished, the balance of the funds set aside could be used to equip the fire trucks. After discussion Council asked that a 5 -year capital budget be submitted for the fire departments. Based on the discussions held, Council has no objection to the budgets as submitted and forwarded to final budget deliberations. SUBJECT: CONFIRMATION BY -LAW RES. NO. 22 Moved by Wolf Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting of Council held on April 22 "d 2010 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 23 Moved by Bodnar Seconded by Wolf RESOLVED that a By -law to confirm the proceedings of the meeting of Council held on April 22 2010 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010-37 Confirming By -law April 22 2010 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 24 Moved by Balint Seconded by Wiehle RESOLVED that this Regular Meeting of Council shall adjourn at 3:45 p.m. to meet again on May 13, 2010 DISPOSITION: Carried These minutes were adopted on 13 day of May, 2010. MAYOR CLERK MEMBERS PRESENT: STAFF PRESENT: ALSO IN ATTENDANCE: MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS APRIL 22, 2010 Mayor Graham Warwick, Deputy Mayor Bernie Wiehle Councillors: Trudy Balint, Mary Bodnar, Jonathan Wolf Joanne Groch Norma Bryant Administrator /Treasurer Clerk Ted Halwa Planning Consultant SUBJECT: REZONING PART OF LOTS B C, CONCESSION 10 DEWILD The Mayor called the meeting to order at 9:30 a.m. The Clerk informed those present that notice of this meeting had been given under Section 34(12) of the Planning Act first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received from the Lower Thames Valley Conservation Authority indicating no objections. The proposed amendment would change the zoning of the lands lying on the south side of Marsh Line between Blacks Road and McPherson Road, comprising part of Lot B and part of Lot C, Concession X, from the Agricultural (A1) Zone to a 'site- specific' Agricultural (A1 Zone and a 'site specific' Special Agricultural (A2 Zone. The rezoning is necessary to maintain compliance with the Zoning By -law and fulfill a condition of consent imposed by the County of Elgin Land Division Committee in granting permission to create a lot for the purpose of disposing of a surplus farm dwelling (Application for Consent E89 /09), The lands proposed to be rezoned 'site- specific' Special Agricultural (A2 comprise a frontage of 97.5 metres (320 ft), a depth of 123.7 metres (406 ft) and an area of 1.2 hectares (3.0 acres). The parcel is occupied by an older single unit dwelling, two barns and a building formerly used as a tobacco kiln. No change in use is proposed with the exception of accommodating a limited number of horses in the former tobacco kiln. The parcel satisfies the minimum lot area and minimum lot frontage requirements (4,000 sq m and 50 m respectively) of the A2 zone but would exceed the maximum lot area requirement of 1.0 hectares (2.5 acres). A 'site- specific' (i.e. A2 zoning would permit this deficiency. The lands proposed to be rezoned 'site- specific' Agricultural (A1 comprise a frontage of approximately 400 metres (1,312 ft) and an area of 29.2 hectares (72 acres). The parcel is devoid of buildings and structures and has been cleared extensively for Fl �9 April 22110 ...Pg 2 of 2 agricultural purposes. No change in use is proposed. The 'site- specific' (i.e. A1-#) zoning would prohibit a dwelling being erected on the lands as stipulated by the PPS and the Township of Aldborough Official Plan. The subject lands are designated `Agricultural' in the Township of Aldborough Official Plan. The proposed amendment is considered to be in conformity with the Plan. SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Wiehle Seconded by Balint RESOLVED that the public meeting concerning a proposed Zoning By -law Amendment for land located in part of Lots B C, Concession 10 be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 13 day of May, 2010. MAYOR CLERK MEMBERS PRESENT: STAFF PRESENT: ALSO IN ATTENDANCE: MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS APRIL 22, 2010 Mayor Graham Warwick, Deputy Mayor Bernie Wiehle Councillors: Trudy Balint, Mary Bodnar, Jonathan Wolf Joanne Groch Norma Bryant Ted Halwa Planning Consultant SUBJECT: REZONING RIDGE STREET, WEST LORNE WEST LORNE HOLDINGS Administrator /Treasurer Clerk The Mayor called the meeting to order at 9:45 a.m. The Clerk informed those present that notice of this meeting had been given under Section 34(12) of the Planning Act first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received from the Lower Thames Valley Conservation Authority indicating no objections. Correspondence was also received from the Ministry of Municipal Affairs and Housing which was read in its entirety to the audience. MMAH brought forward issues relating to a draft approved plan of condominium on the lands, potential contamination, suggest deferral of rezoning. The proposed amendment would change the zoning of lands situated on the west side of Ridge Street south of Elm Street in the Village of West Lorne, from the Residential Third Density Holding (R3 -H) Zone to the `site- specific' Residential First Density Holding (R1 -H) Zone. The re- zoning would permit the use of the lands for residential purposes. The lands to be re -zoned are legally described as part of Lot 64, Registered Plan No. 199 and are currently devoid of buildings and structures. The rezoning is necessary to maintain compliance with the Zoning By -law and fulfill conditions of consents imposed by the County of Elgin Land Division Committee in creating a total of six residential building lots for the purposes of erecting single unit dwellings (Applications for Consent E76/09, E77/09 E78/09). The lands to be re -zoned from R3 -H to R1 -H comprise an area of 6,787 square metres (1.7 acres) and a frontage of 54.4 metres (179 ft) on Ridge Street. The six proposed residential lots would range in area from 1,329 square metres (14,306 sq ft) to 681 square metres (7,330 sq ft), Services would be provided by means of connection to the municipal water supply and municipal sanitary sewer system. An extension of Chestnut Street west of Ridge Street is proposed to provide access to the lots and its assumption and opening as a public road. A as April 22/10 ...Pg 2 of 2 Permitted uses of the R1 zone include a single unit dwelling, a home occupation and an accessory use. The proposed lots would satisfy the minimum lot area and lot frontage requirements (580 sq m and 15 m respectively) of the R1 Zone, but several lots would have slightly less than the minimum lot depth requirements of 38 metres. 'Site- specific' (R1 zoning is required to permit this deficiency. The holding (H) symbol would apply to prevent premature development until such time as an agreement is entered into between the owner and the Municipality. The subject lands are designated 'Residential' in the Village of West Lorne Official Plan. Lot creation for the purposes of single unit dwellings is permitted provided certain criteria are satisfied including access, servicing, land use compatibility and zoning. The Planner reported that the proposed rezoning is to a holding zone. A requirement to the remediation of any on -site soil contamination and issuance of a record of site conditions (if required) be added to the list of items to be resolved prior to the lifting of the holding zoning. The Clerk to advise the applicant of this requirement as well as the need to withdraw the draft plan of condominium. SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Bodnar Seconded by Wolf RESOLVED that the public meeting concerning a proposed Zoning By -law Amendment for land located part of Lot 64, Plan 199, Ridge Street (West Lorne Holdings) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 13 day of May, 2010. MAYOR CLERK MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN COURT OF REVISION WEST ELGIN COUNCIL CHAMBERS APRIL 22, 2010 MEMBERS PRESENT: Chairman: Jonathan Wolf Members: Bernie Wiehle, Trudy Balint, Mary Bodnar, Graham Warwick STAFF PRESENT: Joanne Groch Norma Bryant SUBJECT: COURT OF REVISION LUNN DRAIN No one in attendance. RES. NO. 1 Moved by Bodnar Seconded by Balint RESOLVED that the Court of Revision for the Lunn Drain be convened. DISPOSITION: Carried The Clerk informed the Court that no written appeals had been received. RES. NO. 2 Moved by Balint Seconded by Wiehle RESOLVED that the assessment on the Lunn Drain be confirmed as per the Engineer's Report. DISPOSITION: Carried RES. NO. 3 Moved by Wiehle Seconded by Bodnar RESOLVED that there being no further business, the Court of Revision on the Lunn Drain be adjourned. DISPOSITION: Carried These minutes were adopted on the 13 day of Mail, 2010. MAYOR CLERK Administrator/Treasurer Clerk 1 Gravelling of roads with "B" as well as "A" gravel was begun and is ongoing. Roads scheduled for this year are: Marsh east, Thompson west, Downie west, Kintyre west all of McLean as well as "the Horseshoe" (Gibb, Linden and Beattie) 2. Ditching and culvert replacements as well as tile drain repairs have started on the aforementioned roads and elsewhere. 3. Striping of topsoil is completed at the Kearns Pit and screening and hauling operations have begun. 4. Tree stump holes from grinding were cleaned up filled with topsoil and reseeded. 5. Brining of roads was started and so far dust complaints have been nil. Due to the early spring dust control will be finished earlier then usual. Paul Van Vaerenbergh C.R.S.I. Roads Superintendent APRIL 2010 ROADS REPORT b 1 ot West Elgin Recreation Report May 2010 The arena renovations are scheduled to begin on May 17`" 2010, providing that we have the building permit in hand. The substantial completion date is August 27 2010 with the completion date of September 10 2010. The first day for ice use is scheduled for the 13 of September, feeling optimistic All of the soccer teams are scheduled to begin playing this week. The Recreation Superintendent attended an Aquatic Facility Operations course at the University of Guelph, ORFA, on May 5,6,7, 2010. This course outlined the operation and programming challenges as well as legislative responsibilities that the municipality has to deal with. Training such as this also provides an excellent opportunity for recreation staff to network with other recreation staff in related disciplines. On Wednesday evening there is a trade show that has vendors from every aspect of recreation represented there from air quality to Zamboni's. All of the outdoor washrooms are prepared to open this week. Most of the summer staff have been hired, although not all have been notified as of yet. Preparations are under way to have the pool open the second week of June. The estimates are coming in for the camera system as well as the fence at WESES, not all are in yet however the fence is coming in approximately 3,000.00 cheaper. There is Health and safety training scheduled for Wednesday morning May 12 2010. Topics to be covered include WHIVIIS as well as Smoking in the Workplace Act. The Clerk and I attended a seminar on Bill 168, Harassment and Violence in the Workplace, May 7 in London. We will have to add a policy and procedure to our health and safety policy. Harassment and Violence is now covered under the Occupation Heath and Safety Act, and as such there are responsibilities for both the employers and employees. No. of Permits Issued for Month of February 2010 2009 SFD Units New /Additions 2 Demolitions Storage Buildings New /Additions Storage Buildings New /Additions Demolitions Demolitions Garages/ Car Ports New Garages/ Car Ports New Demolitions Demolitions Farm Buildings New /Additions Farm Buildings New /Additions Demolitions 1 Demolitions Other New Other New Demolitions Demolitions Septic Permits 2 Septic Permits Estimated Value for Year Permit Revenue for Year $424,500.00 Estimated Value for Month of February Permit Revenue for Month of February $101,500.00 $20,000.00 573.56 200.00 No. of Permits Issued for year to date SFD Units New /Additions 4 Demolitions Storage Buildings New /Additions Demolitions Garages/ Car Ports New Demolitions Farm Buildings New /Additions 2 Demolitions Other New 3 1 Demolitions Septic Permits 2 1 Estimated Value for Year Permit Revenue for Year $424,500.00 $140,000.00 2,926.96 $1,452.16 MUNICIPALITY OF WEST ELGIN MONTHLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL DATE: May 13, 2010 RE: BUILDING REPORT FOR MONTH OF February, 2010 O:l reportslbldg .report.monthly..doc 30 No. of Permits Issued for Month of March 2010 2009 SFD Units New /Additions 3 2 Demolitions Storage Buildings New /Additions Storage Buildings New /Additions 1 1 Demolitions Garages/ Car Ports New Garages/ Car Ports New Demolitions Demolitions Farm Buildings New /Additions Farm Buildings New /Additions 1 Demolitions Other New Other New 1 Demolitions 1 Demolitions 1 Septic Permits 3 Septic Permits 1 Estimated Value for Year Permit Revenue for Year $4,156,047.00 Estimated Value for Month of March Permit Revenue for Month of March $3,731,547.00 $6,199.00 23,901.51 341.20 No. of Permits Issued for year to date SFD Units New /Additions 7 2 Demolitions Storage Buildings New /Additions 1 1 Demolitions Garages/ Car Ports New Demolitions Farm Buildings New /Additions 1 2 Demolitions Other New 4 1 Demolitions 1 Septic Permits 3 1 Estimated Value for Year Permit Revenue for Year $4,156,047.00 $146,199.00 26,828.47 1,793.36 TO: FROM: DATE: RE: MUNICIPALITY OF WEST ELGIN MONTHLY REPORT COUNCIL OF THE MUNICIPALITY OF WEST ELGIN LORNE McLEOD, CHIEF BUILDING OFFICIAL May 13, 2010 BUILDING REPORT FOR MONTH OF March, 2010 O: \reports\bldg.report.monthly..doc C:6b No. of Permits Issued for Month of April 2010 2009 SFD Units New /Additions 3 5 Demolitions Storage Buildings New /Additions 1 Demolitions Garages/ Car Ports New Demolitions Farm Buildings New /Additions 1 1 Demolitions Other New 1 Demolitions 1 Septic Permits 2 1 Estimated Value for Month of April Permit Revenue for Month of April $337,225.00 $422,166.00 4,269.02 $3,033.49 No. of Permits Issued for year to date SFD Units New /Additions 10 7 Demolitions Storage Buildings New /Additions 1 2 Demolitions Garages/ Car Ports New Demolitions Farm Buildings New /Additions 2 3 Demolitions Other New 5 1 Demolitions 2 Septic Permits 5 2 Estimated Value for Year Permit Revenue for Year $4,493,272.00 $568,365.00 31,097.49 4,826.65 MUNICIPALITY OF WEST ELGIN MONTHLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL DATE: May 13, 2010 RE: BUILDING REPORT FOR MONTH OF April, 2010 O:\ reports \bldg.report.monthly..doc Work Experience Measurement: (Tell us about the projects and activities which you are involved in as an RDO). Status Update: (In point form and briefly, tell us how you are doing in working toward the details of your work plan) General to RDO position Contacted RDO in Norfolk (Simcoe) via e -mail Contacted various West Elgin organizational contacts by phone by way of introducing myself to them Cactus, Cattle Cowboys committee Community EXPO 2010 MPoWER local IPM committees Rodney Horticultural Society Contacted Pioneer Hi -bred via phone e -mail requesting possible corporate sponsorship of the Cactus, Cattle Cowboys event Contacted Purina Agribrands via phone e -mail requesting possible corporate sponsorship after receiving contact info from Dixon Feeds, West Lorne Contacted Equine Guelph requesting written proposal (re: cost) for EquiManiat Education Centre Display to possibly be at CCC event Created list of Community EXPO businesses from EXPO returned mis- addressed envelopes (due to erroneous addresses in County database); contacted County about errors offered to have sent corrections as they are currently updating their records; contacted Bill Denning re: address update Elgin International Club square footage Attended meetings for each of MPoWER, local IPM committees Rodney Horticultural Society Contacted Trillium Foundation for clarification for an organization considering applying for a grant Tourism Signage task Read draft County policy, listed existing WE tourist signs, contacted suggested municipal contacts for assistance with list; visited Ont Heritage Trust site; contacted WESS re: in- school murals Chamber of Commerce Attended meeting in order to be introduced to the Chamber of Commerce Opportunities Challenges /Learnings: (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 Received information about a possible opportunity to participate in FRL /RBC Mentorship Program (pilot project) Interviewed by Jesse from The Chronicle re: RDO position Mentoring /coaching session with Grace Gruber, FRL Program Manager Learning Skill Enhancement In point form and briefly, tell us about learning activities that you engaged enhanced your skills and knowledge the in that (Both Skills Used /Increased /Learned List skills used in the completion of activities in your work plan this month through FRL's Learning Program independent opportunities) FRL webinar Reading retention of information Seeking possible funding sources via the Internet Internet /computer skills PR skills Editing Rural Development Officer Monthly Report For the month: April 2010 Submitted by: Karen J. Kendrick- Diamond Community Partner: Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA BRYANT, CLERK DATE: MAY 13, 2010 RE: UPDATE ON MUNICIPAL ELECTION INTRODUCTION: DISCUSSION: .est Pgin Council has authorized an alternate voting system of telephone and Internet for the 2010 municipal election. Through preparation for this election, a number of items have come to my attention. 1. Beattie Haven Discussions have been held with the administration for Beattie Haven. It has been agreed that only paper ballots will be offered. A polling station will be set up for Beattie Haven residents only on Election Day from 10:00 a.m. to 12:00 p.m. (noon). All information letters will be forwarded to Administration office. A list of residents will be provided to the Clerk by August 30 A laptop will be required to record that the votes have been cast. 2. Paper Ballots In my report of November 12, 2009 it was suggested that paper balloting be available during the week prior to the election. To encourage alternate voting and provide a normal advance voting day on the weekend, I am now suggesting that Advance Vote for paper ballots be held on Saturday October 23 from 10:00 a.m. to 4:00 p.m. only. From October 18' to October 22 during regular business hours, a laptop and telephone will be set up in the Council Chambers for electors to use. On Election Day, October 25 a poll will be held at the municipal office and West Elgin Community Complex in West Lorne. Laptops will be available for electors to use as well. Polls will be open from 10:00 a.m. to 8:00 p.m. Four election staff will be needed to man these polls as well as four laptops. At each location there will be a laptop for the election official and one for the voters. These election officials will conduct the "count" for the paper ballots. 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2C0 Tel: (519) 785 -0560 Fax: (519) 785 -0644 3. Revision Centre The Revision Centre will be the Municipal Clerk's Office during normal business hours. The Revision Centre is responsible for additions, deletions, and corrections to the Preliminary List of Electors. Further, the Revision Centre will add eligible voters to the Voters' List upon completion of the required form and providing required identification. Their names will be added to the Voters' List and they will be assigned a PIN. Where a person on the Voters' List did not receive an Information Letter containing their PIN, they will need to attend the Revision Centre to receive a PIN. 4. Help Centre The Help Centre is responsible for providing information regarding election procedures and answering questions from electors. The Help Centre is also the Clerk's office. The Help Centre will be open as follows: Monday, October 18 to Friday, October 22 8:30 a.m. to 4:30 p.m. Saturday, October 23 Sunday, October 24 10:00 a.m. to 4:00 p.m. October 25 (Election Day) 8:30 a.m. to 8:00 p.m. 5. Procedures Section 42(3) of the Municipal Elections Act requires the Clerk to establish procedures and forms for the use of any alternative voting method by June 1St Each candidate will be provided with a copy of the procedures and forms. 6. Auditor The municipality must engage a qualified third party or an individual to conduct audit processes that will allow them to render an official opinion as to the validity of the voting process. This can be done off site. The Clerk has held discussions with City of Strafford to share an "auditor" which should save some money. 7. By -laws By -laws are required to authorize the use of alternate voting methods, reduced opening hours for Beattie Haven on Election Day, advance voting including paper ballots. 8. Outreach to Voters It is imperative that the Voters' List contains accurate information for mailing out the information letters in the fall. As a first step the Clerk has contacted the seasonal trailer parks and requested an opportunity to make a presentation to promote the alternate voting system and ask these folks complete a MPAC Municipal Enumeration Form. Three presentations have been scheduled to date. Due to the date of the AGM for Bethel Park, an insert has been provided for their May newsletter. RECOMMENDATION: For information only. Norma I. Bryant To All Municipalities in Ontario Date March 25, 2010 Subject Private Members Bill 13 Sustainable Water and Waste Water Systems Improvement and Maintenance Act, 2010 Resolution: RCM -88110 The Council of The Corporation of the Town of Tecumseh, at its regular meeting of March 9, 2010 passed the following resolution asking the Province for consultation and input from municipalities and AMO regarding changes to municipal water and waste water services. Tecumseh Council requests your support of the motion: Whereas Private Members Sill 13 Sustainable Water and Waste Water Systems Improvement and Maintenance Act, 2010 (Bill 13) presents significant changes to municipal water and waste water systems and their governance; And whereas Bill 13 would require municipalities to devolve their water and waste water assets to municipal service corporations for management, requiring water and waste water services serving fewer than 10,000 customers to amalgamate with other water and waste water services; And whereas the proposed changes would prevent a majority of Municipal Councillors from sitting on the board of directors for the corporations, resulting in diminished public accountability and control over water and waste water services; And whereas the board put forward under Bill 13 would have authority over municipal water services including the power to force amalgamations, set timelines, approve and modify municipal business plans, charge penalties to municipalities and to oversee municipal contracts; And whereas Bill 13 would absolve the provincial government of its responsibility to address Ontario's water and waste water infrastructure deficit and to transfer this deficit back to Ontarians through full cost recovery, resulting in significant water and waste water rate increases; The Corporation of the Town of Tecumseh Director Staff Services/Clerk 917 Lesperance Road Tecumseh, ON NBN 1W9 Phone (519) 735 -2184 Facsimile (519} 735 -6712 Email Imov @tecu mseh.ca And whereas the changes being proposed under Bill 13 would establish an economic regulator to ensure full cost recovery pricing, including metering, resulting in increased incentives for private sector involvement in water and waste water services; And whereas water and waste water services are core municipal responsibilities; And whereas consultation with municipalities and the Association of Municipalities of Ontario is required to ensure an appropriate solution for all municipal sectors, and to solve the problems encountered by municipal water systems that were previously transferred by the Province to municipalities; And whereas the Ontario Throne Speech delivered March 8f", 2010 referenced the government's commitment to bring forward a Water Opportunities Act to facilitate the continued development of Ontario's clean water industry, strengthen protections for water in Ontario and implement further water conservation; Now therefore be it resolved; That the Council of The Corporation of the Town of Tecumseh petitions the Province of Ontario to engage in a consultative manner with municipalities and the Association of Municipalities of Ontario to discuss, amend and have input into any changes the government is contemplating that could impact municipal water and waste water service provision; And that this resolution be delivered to the Premier of Ontario, Minister of Environment, Minister of Energy and Infrastructure, Minister of Municipal Affairs and Housing, Minister of Finance, local MPP's, AMO and Ontario municipalities. Thank you for communicating your support on the need to consult with municipalities on water and waste water servicing changes that are being contemplated by the Province. Laura Moy, Clerk DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers, directors or agents. APR -15 -2010 14:46 FROM: TINY TOTS 5197851833( TO:5197850644 April 14, 2010 Municipality of West Elgin Rodney, Ontario Dear Council Members: Again this year, Tiny Tots will be holding our annual Trike -a -thon and Silent Auction on Saturday, May 29th, 2010. We are requesting the closure of Furnival Road from the comer of Gigi's Variety to the former Miller Motors from 7:00 a.m. until 1:00 p.m. We would also request the use of the Municipal Parking Lot during the same hours. We have been in contact with Stedmans and they are in agreement to the use of the parking lot. In the event of rain, we request the use of the Recreation Centre for the same time frame. Thank you for your time and consideration in this matter. Your continued support is greatly appreciated. Shelley Smith Tiny Tots Co-operative Nursery School 217 Furnival Road Box 539 Rodney, Ontario NOL 2C0 (519) 785 -2164 APR P.1 Municipality of West Elgin 22413 Hoskins Line Rodney, On NOL 2C0 April 26 2010 Attention: Mayor and Council Members On behalf of MPoWER, for Cactus, Cattle and Cowboys Event on Saturday, July 17, 2010 for the Horse Parade that will be held in West Lorne, we are asking for the road closure. The Parade will start at 12:00 and should last until 1:30pm. The Horse Parade will be starting at the corner of Queen's Line and Graham Rd. (open field lot) The route is: Queen's Line south on Graham Rd. to Main St.: west to Ridge St.; South to Chestnut St; east to Graham Rd.: north down Graham back to Queen's Line. (map enclosed). I spoke to Mr. Clayton Watters on April 26, and am sending him the above information, and he stated that there should be no problems. I am also contacting the Road Dept; Fire Dept.; Parks and Recreation and the OPP. Your assistance is greatly appreciated. Thank you. Respectfully, SAZIe/L-- Mary Bodnar On behalf of MPoWER MUNICIPALITY 01 T 11.01N RECEIV1eD APR 2 6 2610 April 26, 2010 Municipality of West Elgin Council Representatives P.O. Box 490 Rodney, ON NOL 2C0 Dear Council Members The Board of Directors of the Rodney Aldborough Agricultural Society is in the process of planning and organizing the annual fair to be held on September 17, 18,and 19, 2010. We are having a tractor pull on the Friday night and subsequently plan to have a `Beer Garden' on that evening, from 7 to 12 p.m. As in 2009, the fenced off garden will be located at the north end of the grandstand during the tractor pull. The fair board members with Smart Serve Training will be providing the bar service. The Ontario Provincial Police will be contracted for security. We trust you will give this request due consideration and will send us written approval and a Municipal Liquor application form at your earliest convenience. Please contact me at 519- 768 -1858 if you have any questions and!or concerns. Thank you. Yours truly, A (,3°4/ ne McLarty ecretary Rodney Aldborough Agricultural Society P.O. Box 130 Rodney, ON NOL 2C0 April 26, 2010 Municipality of West Elgin P.O. Box 490 Rodney, ON NOL 2C0 Dear Council Members The Board of Directors of the Rodney Aldborough Agricultural Society is in the process of planning and organizing the annual fair to be held on September 17, 18, and 19 2010. As in the past there will be a "Fair Parade" held on the Saturday of the fair. This letter is a request for the parade to proceed on Furnival Road from Victoria St. (parade forms up at the Rodney Legion) to Queen St. and east on Queen St. to the fairgrounds from 12 noon to 1 p.m. on Saturday, September 19. If you have any questions and/or concerns please discuss with Bernie Wiehle, parade superintendent. Thank you. Yours truly, I C M une McLarty Secretary RODNEY ALDBOROUGH AGRICULTURAL SOCIETY P.O. Box 130 Rodney, Ontario, NOL 2C0 muNICIPat:tntOPWIM not RECEIVED 1 APR 2 9 2010 O ttawa The Council of the City of Ottawa, at its meeting of 14 April 2010, adopted the following resolution: WHEREAS the Province controls the assessment system through the Assessment Act and the Municipal Act; and WHEREAS the Ontario Government established tax ratios and "ranges of fairness" for tax classes with the property tax reform that took effect in 1998; and WHEREAS the allowable range for the tax ratio for the multi residential tax class was set at 1.0 to 1.1; and WHEREAS the different valuation approaches applied to owner- occupied properties and rental properties in the current assessment system make it difficult to determine a fair rate of property tax for rental property; and WHEREAS a thorough analysis has not yet been conducted to conclusively determine an appropriate allowable range for the tax ratio for the multi residential tax class relative to other tax classes, including owner occupied properties; and THEREFORE BE IT RESOLVED that the City of Ottawa ask the Province to establish a Task Force that will examine and provide recommendations with respect to the following matters: 1. The question of the fair ratio of municipal property tax on rental property to property tax on owner occupied property, and whether this should differ based on the different circumstances of each municipality; and 2. How that fair ratio of municipal property tax should be achieved. BE IT FURTHER RESOLVED that the Province direct this Task Force to provide its report prior to the determination of tax rates for 2011 and that the City forward this resolution to the Association of Municipalities of Ontario for distribution to its members. City of Ottawa 110 Laurier Avenue Ottawa, ON K1P 1J1 Attention: Dawn Whelan, Council Coordinator Telephone: 613 -580 -2424, Ext. 21 837 E -mail: dawn.whelan a ottawa.ca DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMC), its subsidiary companies, officers, directors or agents. Spring 2010 Dear Municipal Council and Employees: Re: AORS 2010 Annual Trade Show The Association of Ontario Road Supervisors (AORS) and the Northumberland Road Builders Association are hosting a Municipal Trade Show on June 2 and 3` 2010 in Baltimore, Ontario at the Baltimore Recreation Centre, 23 Community Centre Road, Baltimore, ON KOK 1CO. This annual public works equipment and services exposition typically draws more than 2,000 participants and 200 exhibitors. You and your staff will be energized and educated by public works industry professionals from all over the province. Large indoor /outdoor booths and networking events will provide ample opportunities to learn the latest innovations, exchange ideas and develop new business relationships. Enclosed is a FREE advance registration form (make additional copies as required). Please complete and return by mail or fax to AORS office (519- 461 -1343) by May 28, 2010 (deadline has been extended). Your badge(s) can be picked up at the Advance Registration Booth when you arrive. You may also register on -line at www.aors.on.ca. Without pre registration, admission is $10 at the gate. Hope to see you in Baltimore! Yours truly, ,�pp Bryan Clarke CRS -S Executive Director Encl. ASSOCIATION OF ONTARIO ROAD SUPERVISORS PROMOTING KNOWLEDGE. PURSUING EXCELLENCE. R+lc p A l 57 P.O. BOX 129, THORNDALE, ON NOM 2P0 TEL: (519)461 -1271 FAX: (519)461 -1343 www.aors.on.ca Complete application below and fax to (519) 461 -1343 OR register on -line at www.aors.on.ca. Advance Registrations will be entered in the Daily Door Prize Draw. Register in advance to avoid the line -ups and qualify for a special advance registration draw. Each advance registration picked up will be entered into a Surprise Package Draw. One draw each day. Advance Registration is free. Registration at gate is $10.00. NAMES ORGANIZATION TITLE Contact Name: Address: Postal Code: Telephone: Fax: County, District or Region Association: Please copy this form as required to accommodate your group or organization. Advance Registration must be received bye$ May 28, 2010 For more information: Association of Ontario Road Supervisors P.O. Box 129, Thorndale, ON NOM 2P0 Telephone (519) 461 -1271 Fax (519) 461 -1343 Email: admin @aors.on.ca Pick up advance badges at Advance Registration Booth only May 3, 2010 Municipality of West Elgin P.O. Box 490 Rodney, ON NOL 2C0 Dear Council Members It has been brought to the our attention that the entrance signs located on Furnival Road are to be replaced. The fair board was hoping you will consider including us on these signs as we use them to advertise our fair dates each year. We trust you will give this request due consideration. Please contact me at 519 -768 -1858 if you have any questions or concerns. Yours truly, June McLarty Secretary RODNEY ALDBOROUGH AGRICULTURAL SOCIETY P.O. Box 130 Rodney, Ontario, NOL 2C0 www.rodneyfair.ca ktv�ra 2010 r` MAYOR Bonnie Vowel 259 Mary Street Dutton, NoL 1Jo DEPUTY MAYOR Cameron McWilliam 28740 Celtic Line R. R. 1 Dutton, NoL iJo May 7,-2010 County of Elgin 450 Sunset Drive ST. THOMAS, ON N5R 5V1 Attention: Clayton Watters Director of Engineering Services Dear Clayton: fMu c ipa (i ty of 1Dutton /Dunes c Yours truly, Ken Loveland Clerk Administrator Box 329, 199 Currie Road, DUTTON, Ontario NoL iJo Telephone: (519) 762 -2204 Fax No. (519) 762 -2278 Clerk Treasurer Administrator Ken Loveland cc: Mark MacDonald, Chief Administrative Office All Lower Tier Elgin Municipalities DonaldH. iPA4 0 7, C R oad R. R, i fV l cetown, NOL 2Mo NAY 0 am r COUNCILLORS Ian Fleck 272 Miller Road Box 542 Dutton, NoL iJo John Yokom 3 Pioneer Line, R.R. Iona Station, NoL 1Po Re: Weigh Scales The Council of the Municipality of Dutton/Dunwich discussed the costs associated with the purchase of weigh scales for recording the amount of salt billed to the County of Elgin. Council feels that if each municipality has to pay nearly $70,000.00, this is far too expensive for the benefits that would be generated. It is our opinion that a scale attached to the loader, which would cost approximately $4,000.00, would be sufficient for this purpose. We understand that this type of scale may be out as much as 5 however, it would take a lot of salt to pay the difference, We feel that this more reasonable approach would be a far better use of our scarce financial resources. West Elgin Are B and Regular Session March 2 2010 This session of the West Elgin Arena Board was called to order at 7:00 pm with the following members present: Ian Fleck, Mary Bodnar, Trudy Balint, Alphonse Willie, Teri Knott, and Recreation Superintendent Jeff Slater. Item 1 Disclosure of Pecuniary Interest: None noted. Item 2 Delegations: There were no delegations present at this session. Item 3 Adoption of the Minutes: Moved By: Mary Bodnar Seconded By: Alphonse Willie The West Elgin Arena Board resolve that the minutes of February 2 2010 be approved as presented. CARRIED Item 4 Accounts and Financial Report: Moved By: Ian Fleck Seconded By: Mary Bodnar The West Elgin Arena Board resole that the accounts in the amount of 24,185.43 be approved for payment. CARRIED Item 5 Business arising from the Minutes: Concession Operators Agreement: The Recreation Superintendent presented the Board members with the copy of the Concession Operators Agreement, and the package that was sent out with the tender or proposal information. The information was reviewed by the Board members. 2010 Budget: The Parks and Recreation Superintendent presented the Board with Draft 1 of the 2010 Operating and Capital Budget. The document was discussed and filled. No resolution was passed at this time. 2010 User Percentages: The Recreation Superintendent presented the new calculations for the 2010 user percentages. The Recreation Superintendent explained that the numbers used in the calculations were supplied by the individual user groups, West Elgin Skating Club and West Lorne Minor hockey respectively. Moved By: Alphonse Willie Seconded By: Teri Knott The West Elgin Arena Board resolve that they accept the new user percentages as attached. West Elgin: 52.3 Dutton Dunwich: 47.7 CARRIED ETV -2- 0 2010 2011 Ice agates: The Recreation Superintendent presented the Board with proposed Ice Rates for the 2010 2011 Ice Season. The new HST will have a definite impact on the end result of the new rates. The Recreation Superintendent is also trying to determine whether or not the HST will apply to our minor sports associations. Kern 6 Correspondence: There was no new correspondence presented at this session. Item 7 New Business: There was no new business discussed at this session, Item 8 Adjournment: Moved By: Alphonse Willie Seconded By: Ian Fleck The West Elgin Arena Board resolve that this session of the West Elgin Arena Board hereby adjourn at this hour of 8:30 pm and reconvene March 15 2010 for a Special Budget Meeting at 7 pm at the Arena. CARRIED. Jest Elgin �ecrention Co Regular Session March 17 2010 This regular session of the West Elgin Recreation Committee was called to order at 7 pm with the following members present: Trudy Balint, Gerry Scafe, Teri Knott, Johnathan Wolf and Parks and Recreation Superintendent Jeff Slater. Items 1 Disclosure of Pecuniary Merest: None noted. Ite ;,i 2 Delegations: There were no delegations present at this session. Item 3 Adoption of the Minutes: Moved By: Johnathan Wolf Seconded By: Teri Knott The West Elgin Recreation Committee resolve that the minutes of February 17 2010 be approved as presented. CARRIED Item 4 ».nosiness Arising from the Mi antes: O 2010 Movie Night: The 2010 Movie night in the park will be held August 14 2010 at the Oid Boys Park, the movie to be determined. YWCA: The Recreation Superintendent reported that there is a meeting scheduled with the YWCA, and that Lindsay will be attending the Recreation Meeting in April. Possible programs of interest include such things as broomball, and ball hockey. Consideration should also be given to adjusting the start times to after dinner, around 6:30 to 7 pm. Spring Recreation Guide: The Recreation Superintendent reported that the Spring Rec guide is currently in the works and should be ready in early April. Center Ice Youth Center: West Elgin Council as well as the current governing body for the CIYC have agreed that the Recreation Committee will now be the governing body for the operation for the Youth Center. Item 5 Correspondence: Letter from the County of Elgin concerning the development and implementation of anew sign policy. This letter was read and filed. Items 6 New Business: According to my notes there was no new business discussed. fill nmittee Item 7 Adjournment: Moved By: Gerry Scafe Seconded By: Teri Knott The West Elgin Recreation Committee resolves that this session of the West Elgin Recreation Committee hereby adjourn at this hour of 8:15pm and shall reconvene at 7 pm on April 21 2010 or at the call of the chair. CARRIED Welcome from Chair West Elgin Chamber of Commerce Agenda Minutes for 6 Apr 2010 Rodney Old Town Hall Attendees Jonathan Wolf, Serge Lebedz, Katherine Tomecek, Keith Iris Fretter, Karen Kendrick Diamond, Linda Perry, Louis Arvai, John Slaats, Wendie Dupuis, Jesper Andersen, Robert White, Irene Puddester, Tom Hurley, Terry Eckersley. Regrets from Gord Hall, Jim Hathaway and Heather Bell. Approval of Minutes Moved by Serge Lebedz, seconded by Jonathan Wolf, that the minutes be approved as presented. Carried. Business arising from previous meeting Keith brought up the motion made by Bernie and confirmed that the municipality has two reps. Since this is the case, the motion was made correctly, and stands. REPORTS Director's Report: Libby Barrett Futcher has resigned as Director of the Chamber, as her job responsibilities have changed, and she no longer directly interacts with West Elgin. We have accepted with regret. A letter to that effect is to be sent. A replacement is required. Linda Perry is willing to stand as a director. Nominated by Robert White, seconded by Irene Puddester, Linda has been elected for the duration of Libby's term. Correspondence: Business Beat, Chamber Group Insurance Plan, EBRC "Elgin Advantage Ontario Business Awards invitation, Statcan mailer, Canada Post Literacy Awards info, "Evening with the Deputy Ministers" invitation, Signage presentation, MS director nominations, Industry Canada "Small Business Quarterly Question from Robert to Mayor Warwick regarding the signage program undertaken by County. Businesses with signs on County property will lose their signage in August. The Engineer may be using the Economic Development department for the purpose of cleaning up the signage, and ensuring consistency across the County. Chamber members are welcome to attend Thursday's meeting, and offered to send the info from the Clerk's report to the Secretary of the Chamber. The gateway sign at the West end sign on the 401 is in the planning stages, Jesper attended, and indicated that Todds signs have significant restrictions, and written confirmation from Elgin for local directional signage. There is also only one size of sign from Todds, with minimum quantities and durations. Another session is planned for late April. Gord Hall wanted a reminder to be made regarding the imminent jobs program deadline. Committee Reports: No report Treasurer: We still have money. Membership: No report Welcoming Committee: Not doing a great job with this function recommend we suspend this function until the next AGM. Several ideas and questions brought forward, and highlighted the lack of coordination of effort and information. There is an individual who is performing this function in the West Lorne Area, and we may try to hire this person to undertake the task. One of the Service Clubs may be willing to take it on. Another approach is to set up a depot to pick up welcome packages. Obtaining the information to perform the task, and still conform with privacy legislation is a tremendous obstacle. We need the time to overcome that problem. Robert moved that we table the committee until the AGM. Seconded by Wendie Dupuis, discussed and carried. Tourism Economic Development: Still working on the task force job for the Community Improvement Plan. A rough report is in preparation. The blue brochure is in draft. Cactus Cattle Cowboys is also making good progress. The RDO, Karen Kendrick Diamond was reminded by Keith of his earlier request for a copy of the database of local businesses generated as a result of last year's Business Expo. Business After 5: We've lost our organizer. We need a new chair for this committee. Volunteers? Linda Perry offered and is acclaimed. Wendie Dupuis has volunteered a location. Any other members? Dutton intends to hold an event, possibly at Lavender Sense, in early June. Community Improvement: Ed Markham is the sole member of this committee, and has been coordinating with the two local Horticultural clubs, outside of the BIA boundaries of the two postal villages. Website Committee: Ed had to postpone the website due to personal issues. Apparently a projector is available from the WECHC. Another source is the Municipality, or the Kebbels. Other Business 1) Community Events Business events listing in Chronicle Read Heather Bell's e- mail and put forward the concept of using the current ad to publicize events by local businesses. Need to discuss the concept with the Chronicle. Wendie moved that the Directors contact the Chronicle to consult regarding the inclusion of businesses in the current monthly ad. Seconded by Jesper Andersen, Carried. 2) Jesper asked about the critical issues facing the community. Keith responded that we have reached "critical mass" We are concerned that the loss of population has left us unable to sustain our business communities, and the services that serve them. We want the future to be healthy and prosperous. We have a developer who wants to develop Port Glasgow. There has been both support and opposition. The project has the potential to reverse the trend, and set the community on a forward path. The Chamber is committed to this moving forward. The next biggest problem is the condition of the downtown areas of the two postal villages. We need to have people feel comfortable about coming to our towns and doing business. We are hoping that a BIA will be established, and make a strong contribution to the business environment. Robert indicated that some positive signs exist the purchase of West 76, the funding of the addition to the Heritage homes, the imminent opening of the 401 service centers, and other factors that show promise. Wendie indicated that she attracts people to West Elgin, but she cannot make people stay here and shop if the villages look like "shit 10 years ago, she was mostly empty, and now she is full, with a waiting list. The villages need to attract the people coming through en route. This can be done with Esthetics, and a welcoming attitude. There are training programs that a BIA can mandate to ensure that these programs occur, through the Elgin Business Resource Center Elgin Community Futures Development Corporation. Training for special needs has now been legislated, and need to be done in the next two years. Jesper expressed the opinion that the Port Glasgow development represents a tremendous opportunity for tourism, and other potential long standing employment. Is there a consensus around the table, is the question. Keith responded that the Chamber is on record as supporting the project. Bernie has been discussing the project with various interested parties, and no one is opposed, but several have reservations concerns. The developer intends to put forward a proposal later in April, and needs to pass muster with the various ministries. Graham contributed that the developer is financially stable, and has meet all his financial obligations to the community. The developer has also conducted several studies, and has considered several variations in configuration to help bring the project to fruition. Graham also credited Seaside with working with cooperating with all the local participants. Serge made the point that the campers are coming into town to shop, and the local grocery has noticed the improvement. Jesper indicated that there have been several losses from the heyday of Rodney West Lorne, but that the development needs to be supported with appropriate discussion, to make a huge difference in short order. Graham responded that there are new source of employment, and that he sees opportunity and the potential for growth of the communities. Jesper agreed, and that he is optimistic about the potential for all of Western Elgin. Keith indicated that the Chamber sees the potential, and supports the process being followed to make improvements to the community. Graham responded that, in order to ensure a uniform branding, there needs to be a CIP to allow for the subsidies etc to make it possible. 3) Louis Arvai Sought information regarding the history of the associations, and ensure that the communities are cooperating. A discussion ensued including a description of the history of the Chamber, and the linkage with planned BIA's. The positive impact of the BIA on future development was stressed. 4) Suggestion from Terry Eckersley that we advertise the Business After 5 events at the Community Event ad. 5) Discussion of smart meters and the potential cost impact. 6) The new service centers will contain a convenience store, Tim Horton's, A &W, and other familiar names. The fuel service apparently is going to be Canadian Tire. The two centers will employ up to 250 persons. 7) OMAFRA grant deadline is mid -month don't forget to apply. 8) Lakewood campground has free space in the park store for advertising local attractions. 9) Robert moves to adjourn. Please Note: See you at the next meeting 4 May 2010! Website address www.westelginchamber.ca