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December 16, 2010DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (A1 A15) *November 10, 2010 *November 10, 2010 *November 25, 2010 *November 25, 2010 *November 25, 2010 BUSINESS ARISING FROM MINUTES DELEGATIONS 1:30 p.m. 2:00 p.m. 2:30 p.m. MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING DECEMBER 16, 2010 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING Bryce Sibbick insurance renewal Public Meeting Zoning Amendment (Parezanovic) Consideration Meeting Newtens Drain REPORTS (C1 -C9) 1. ROADS a) *Monthly Report 2. RECREATION a) *Monthly Report b) *Report re: Photo Identification Tags Council Court of Revision Danby Drain Council Public Meeting Zoning Amendment (Neil) Public Meeting Zoning Amendment (Nirta) December 16, 2010 Page 2 3. BUILDING a) *Monthly Report for October, 2010 b) *Monthly Report for November, 2010 4. WATER a) *Monthly Report b) *Report re: Disposal of Surplus Equipment 5. BY -LAW ENFORCEMENT a) `Monthly Report 6. DRAINS a) Drainage Apportionment Parezanovic 7. WEST ELGIN PRIMARY SYSTEM 8. ADMINISTRATION a) *Report re: Unemployment Insurance Premium Rate b) *Report re: Policy Disposal of Obsolete, Damage or Surplus Equipment c) `Report re: OCWA Services Agreement d) *Report re: Ontario Disabilities Act 9. PLANNING a) *Report re: Proposed Closure of West Lorne Postal Outlet ACCOUNTS CORRESPONDENCE (D1 D10) COUNCIL CONSIDERATION RECOMMENDED: 1.* Rodney Area Shuffleboarders and Carpet Bowlers rental fee; December 16, 2010 Page 3 2.* County of Elgin appointment to Land Division Committee RECOMMENDED TO ACCEPT FILE: 3. AMO Watch File November 18, 2010 Election to AMO Board Government Announces Provincial Long Term Affordable Housing Strategy Government will make changes to welfare but Special Diet allowance stays for now Bills Introduced since November 24, 2010 Auditor General of Ontario Releases 2010 Annual Report AMO Report to Members November 20 Board Meeting Watch File December 9, 2010 Infrastructure Stimulus Deadline Extension Additional Details 4. Ministry of Citizenship and Immigration Volunteer Service Award program; 5. MPAC update on MPAC activities; 6. Elgin Federation of Agriculture EFA Fall News 2010; 7. Thames Sydenham and Region Source Water Protection Committee assessment report posted for comment; 8. Ministry of Citizenship and Immigration Ontario Medal for Young Volunteers 9. Elgin County Matters, Vol 4 No. 2 10. Thames Talbot Land Trust December 2010 newsletter BY -LAWS: By -law No. 2010 -68 By -law No. 2010 -86 By -law No. 2010 -90 By -law No. 2010 -91 By -law No. 2010 -92 By -law No. 2010 -93 By -law No. 2010 -94 By -law No. 2010 -95 By -law No. 2010 -96 By -law No. 2010 -97 By -law No. 2010 -98 Danby Drain and abandon a portion of Danby Drain (third reading) Authorize agreement with Bell Mobility Borrowing By -law Amend 2010 tax Rate By -law 2010- 51 re Primary Water System Zoning Amendment Parezanovic Farms Appoint Fire Chief Deputy Fire Chief Rodney Dunborough Road Waterline Debenture By -law Appoint Water Superintendent ORO Council Tax Free Allowance Appoint Livestock Valuers, Fenceviewers Tile Drain Inspector December 16, 2010 Page 4 MINUTES (E1 -E6) Tri County Management Committee August 30, 2010 *West Elgin Arena Board September 13, 2010 *West Elgin Recreation Committee September 15, 2010 *West Elgin Arena Board October 13, 2010 *West Elgin Chamber of Commerce November 2, 2010 *West Elgin Arena Board November 16, 2010 OTHER BUSINESS (F1 -F5) 1. Proposed closure of West Lorne postal outlet 2. Committee appointments 3. AMO Councillor Training 4. Council announcements 5. Closed session personnel, legal Information enclosed CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: January 6, 2011 Special Meeting Closed employee negotiations January 13, 2011 Council January 27, 2011 Council MEMBERS PRESENT: STAFF PRESENT: SUBJECT; MINUTES October 28, 2010 DISPOSITION: Carried MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS NOVEMBER 10, 2010 Mayor Graham Warwick, Deputy Mayor Bernie Wiehle Councillors Trudy Balint, Mary Bodnar, Jonathan Wolf Joanne Groch Norma Bryant Paul VanVaerenbergh Jeff Slater Mike Kalita DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA Administrator /Treasurer Clerk Roads Superintendent Recreation Superintendent Acting Water Superintendent RES. NO. 1 Moved by Wiehle Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin approves the agenda for November 10, 2010 as printed and circulated. 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. October 14, 2010 Council October 14, 2010 October 14, 2010 SUBJECT: BUSINESS ARISING FROM MINUTES Court of Revision Danby Drain Public Meeting Zoning Amendment (Minnema) Council Councillor Bodnar reported that she has been informed that a sidewalk along Furnival Road to the public school will not affect bussing to that school. The Mayor reported that according to the County, a paved shoulder on Furnival would not be used as a bike lane. A bike lane would be the municipality's responsibility. November 10110...Pg 2 of 5 SUBJECT: ROAD DEPARTMENT REPORT At this time of the meeting the Road Superintendent was not in attendance. Council reviewed his monthly report. SUBJECT: RECREATION DEPARTMENT REPORT The Recreation Superintendent presented his monthly report. He reported that he has met with the Fair Board and discussed their proposed changes /renovations. Their proposal includes the installation of a track for the tractor pull, removal of the stage (pavilion will remain). The Fair Board is planning on submitting an application for Trillium funding. He recommends that Council authorize the engineer to begin drawings for improvements to the grandstand, there are monies in the budget for this work. RES. NO. 3 Moved by Wiehle Seconded by Bodnar RESOLVED that Council authorize Spriet Associates to commence engineered drawings on the grandstand. DISPOSITION: Carried SUBJECT: WATER DEPARTMENT REPORT The Acting Water Superintendent presented his monthly report. The Administrator reported that she has received a draft agreement from Southwest Middlesex. The Acting Water Superintendent reported that the amount of water used by the auto flushers in the summer was 13028 cubic metres per week and now is 148 cubic metres per week. SUBJECT: BY -LAW ENFORCEMENT REPORT Council reviewed the monthly report. The Clerk reported that no action has been taken on file #287. SUBJECT: CORRESPONDENCE 1. Township of West Lincoln request for support of a resolution regarding industrial wind turbines Instruction: RES. NO. 4 Moved by Wiehle Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the Township of West Lincoln regarding industrial wind turbine development. DISPOSITION: Carried 2. Elgin Group Police Services Board Appointments for board members Instruction: Bring back at November 25 meeting 3. Municipal Taxpayer Advocacy Group request for support of a resolution regarding the removal of the PST portion of hydro bills Instruction: File 4. Bob Habkirk, County of Elgin contribution to assist hospital Instruction: Refer to 2011 budget discussions 5. Santa Claus Parade Committee- request for support for Dec. 4 2010 Instruction: November 10 /10...Pg 3 of 5 RES. NO, 5 Moved by Bodnar Seconded by Balint RESOLVED that Council of the Municipality of West Elgin supports the request of the Rodney Santa Claus Parade Committee to close Furnival Road from Queen Street to Victoria Street on Saturday December 4 2010 from 5:30 p.m. to 6:30 p.m. DISPOSITION: Carried 6. Stormont, Dundas Glengarry request for support of a resolution for reimbursement for farm tax rebate and managed forest tax incentive programs Instruction: RES. NO. 6 Moved by Wolf Seconded by Balint RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the United Counties of Stormont, Dundas Glengarry regarding the "Farmland Tax Program" and the "Managed Forest Tax Incentive Program DISPOSITION: Carried 7. Municipality of Lucan /Biddulph request for letter of support for creating a Multi Use Centre for services and programs Instruction: The Deputy Mayor will contact and report back with more information 8. AMO Watch File October 14, 2010 Watch File October 28, 2010 Instruction: File 9. Ministry of Citizenship and Immigration nominations for Achievement Award for Volunteerism in Ontario Instruction: File 10. Middlesex Hospital Alliance Auditor's Report Instruction: File 11. TD Green Streets grants for forestry projects Instruction: File 12. Kettlecreek Conservation hosting St. Thomas -Elgin Children's Water Festival Instruction: File 13. West Lorne Kiwanis Club thank you letter for bench. Instruction: File RES. NO. 7 Moved by Wolf Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: ROAD DEPARTMENT The Road Superintendent joined the meeting. In response to a question from Councillor Balint, he reported that McColl Road is not on the schedule for tar chip, Mistele Road is in worse shape. He further reported that regarding county tourism signage, if we h.3 4 November 10 /10...Pg 4 of 5 need to hire a contractor, we would invoice the county. However, the County advised that in most cases we will be adding tabs to the existing signs which will not required outside equipment. SUBJECT: ACCOUNTS RES. NO. 8 Moved by Bodnar Seconded by Balint RESOLVED that the Mayor and Administrator /Treasurer are hereby authorized to sign Payment Voucher #11 amounting to $974.984.79 in settlement of General, Road, Water and Arena Accounts (including cheques: #7026- 7230). DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010-83 AUTHORIZE AGREEMENT WITH ALL SEASON EXCAVATING RES. NO. 9 Moved by Wolf Seconded by Bodnar 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 All Season Excavating for the construction of wastewater treatment system replacement at the Port Glasgow Trailer Park and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 10 Moved by Bodnar Seconded by Wolf RESOLVED that a By -law to authorize the execution of an agreement between the Municipality of West Elgin and All Season Excavating for the construction of wastewater treatment system replacement at the Port Glasgow Trailer Park be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -83 Agreement All Season Excavating DISPOSITION: Carried SUBJECT: COUNCIL ANNOUNCEMENTS Councillor Bodnar reported that she and the Mayor had attended a Supportive Housing Forum. Doug Staddon received a certificate for the West Lorne Heritage Homes Not for Profit. She reminded Council about the November 22 Neighbourhood Watch meeting and the Home for Christmas shopping campaign on November 25 to 27` Councillor Wolf reported he has spoken with Mr. Bill Prieksaitis about a vacant farm parcel. The Weed Inspector had issued an order and the land has been disced. Mr. Prieksaitis has suggested that the land be mowed and other vegetation be allowed to grow and thereby eliminate the noxious weeds. The Auministrator noted that this should be discussed with the Weed Inspector and that there are tax implications if the land is considered to be taken out of agricultural production. The Deputy Mayor reported that he and other mayors of Elgin County and St. Thomas met with MP Joe Preston and MPP Steve Peters. Discussion took place on the St. Thomas hospital and closure of Ford plant as well as what is considered important in each community. November 10110...Pg 5 of 5 Council recessed to hold a Court of Revision on the Denby Drain and resumed their meeting thereafter. SUBJECT: MINUTES West Elgin Chamber of Commerce September 7, 2010 SUBJECT: CLOSED SESSION RES. NO. 11 Moved by Wiehle Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss litigation or potential litigation. DISPOSITION: Carried RES. NO. 12 Moved by Bodnar Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin do now rise. DISPOSITION: Carried SUBJECT: CONFIRMATION BY -LAW RES. NO. 13 Moved by Balint Seconded by Wiehle RESOLVED that the mover be granted leave to introduce a Br -Law to confirm the proceedings of the meeting held on November 10 2010 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 14 Moved by Wiehle Seconded by Balint RESOLVED that a By -law to confirm the proceedings of the meeting held on November 10' 2010 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -84— Confirming By- law November 10 2010 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO.15 Moved by Bodnar Seconded by Wolf RESOLVED that this Regular Meeting of Council shall adjourn at 2:30 p.m. to meet again November 25, 2010. DISPOSITION: Carried These minutes were adopted on the 16 day of December, 2010. Mayor Clerk q5 MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN COURT OF REVISION WEST ELGIN COUNCIL CHAMBERS NOVEMBER 10, 2010 MEMBERS PRESENT: Chairman: Trudy Ba lint Members: Mary Bodnar, Graham Warwick, Jonathan Wolf, Bernie Wiehle STAFF PRESENT: Joanne Groch Administrator/Treasurer Norma Bryant Clerk John Ungar Drainage Superintendent SUBJECT: COURT OF REVISION DANBY DRAIN Also in attendance: John M. Spriet, Engineer, Drainage Superintendent, Danuta Kekys, Henk Dieker, John Wilson RES. NO. 1 Moved by Warwick Seconded by Wolf RESOLVED that the Second sitting of Court of Revision for the Danby Drain be convened. DISPOSITION: Carried The Engineer reported that the assessment for Mrs. Kekys property has been adjusted due to the east side of the property being drained by the Garlick Drain. This has reduced the area by 4.5 ha. for the Danby Drain and the assessment has been reduced by $234.37 for outlet. Mrs. Kekys suggested that she should be compensated for the land west of the ditch that cannot be farmed. RES. NO. 2 Moved by Wiehle Seconded by Wolf RESOVLED that the assessment on the Danby Drain be changed as follows: Outlet on roll #070 -050 be reduced by $234.37 (acreage now 35.4 ha.) and add $234.37 to Colley Line assessment. DISPOSITION: Carried RES. NO. 3 Moved by Wolf Seconded by Bodnar RESOLVED that there being no further business, the Court of Revision on the Danby Drain be adjourned. DISPOSITION: Carried These minutes were adopted on the 16 day of December, 2010. MAYOR CLERK MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS NOVEMBER 25, 2010 MEMBERS PRESENT: Mayor Graham Warwick, Deputy Mayor Bernie Wiehle Councillors Jonathan Wolf, Mary Bodnar STAFF PRESENT: Joanne Groch Administrator /Treasurer Norma Bryant Clerk ALSO PRESENT: Dan Smith Planning Consultant Mike Kalita Acting Water Superintendent Dugald Aldred Councillor Elect Richard Leatham Councillor Elect DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Wolf Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin approves the agenda for November 25, 2010 as printed and circulated with the following additions: 2:00 p.m. Acting Water Superintendent verbal report Fire services at 401 service centres DISPOSITION: Carried Council recessed the meeting to hold two public meetings on applications for zoning amendment (Niel, Nirta). SUBJECT: APPLICATION FOR ZONING AMENDMENT LOT 16, CONCESSION 7 (NEIL) As the public meeting notice referred to a temporary use for 2011 and the applicants have requested a three year period, another public meeting will be scheduled and by- law drafted. ici7 it) g November 25110...Pg 2 of 5 SUBJECT: APPLICATION FOR ZONING AMENDMENT LOT 4, CONCESSION 14 (NIRTA) RES. NO. 2 Moved by Wiehle Seconded by Bodnar RESOLVED that the application for an amendment to the Zoning By -law by Lou Nirta to change the zoning of part of Lot 4, Concession XIV in the former Township of Aldborough, from Agricultural (A1) Zone to a 'site- specific' Lakeshore Residential (LR Zone to permit a 'seasonal dwelling' be refused. REASONS: 1. The necessary approval from the Lower Thames Valley Conservation Authority would not have been given had the dwelling not been erected prior to making application for the necessary approvals. 2. Proposals to erect similarly sized and constructed 'seasonal dwellings' along the Lake Erie shoreline below the LTVCA's 'critically regulated area' plus stable slope allowance in the Municipality would not be approved by the LTVCA. 3. Accepting the Application and adopting the necessary by -law would constitute, in effect, an unwarranted precedent for others who would otherwise be refused unless they built first and applied for compliance with the Zoning By -law after. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE LOT 18, CONCESSION 13 (WOJCIK) Also in attendance: Taiwo Emovon, Ron Cole The Planner referred to the report dated November 22, 2010. However, new information has come forward that the severance of a surplus dwelling is for the house built in 1995. The Official Plan requires the house to be built prior to the adoption of the plan, which is 1989. Therefore, the application does not conform and should not be supported. SUBJECT: PROPOSED SEVERANCE LOT 18, CONCESSION 8 (ALMEIDA) Also in attendance: Gary Merritt, Mr. Mrs. Almeida The Planner presented a report dated November 24 Mr. Merritt asked what happened to the proposed change in the new Official Plan for this property. It was reported that MMAH would not support this and it has been removed from the new Official Plan. The proposed severance cannot be supported. The Planner left the meeting. SUBJECT: CORRESPONDENCE 1. Canton East Ferris Township request for support of a resolution re: AZ licensing restrictions Instruction: RES. NO. 3 Moved by Wiehle Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the Canton East Ferris Township to petition the Minister of Transportation to reconsider the strict wording for the AZ licenses and look at providing municipalities the ability to operate under the AZ with restrictions license. DISPOSITION: Carried November 25/10...Pg 3 of 5 2. County of Lambton request for support of a resolution re: HST on hydro bills instruction: File 3. Ontario Specialized Transit Services 2009 operating data for Four Counties Transit Instruction: File 4. Ontario Aggregate Resources Corporation 2009 Annual Report Instruction: File 5. Ontario Clean Water Agency appointment of new President CAO Instruction: File 6. Dillon Consulting Notice of Class EA for Graham Road Bridge Instruction: File RES. NO. 4 Moved by Wolf Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -85 DOWNIE LINE WATERLINE RES. NO. 5 Moved by Balint Seconded by Wiehle RESOLVED that the mover be granted leave to introduce a By -Law, with respect to a waterworks rate under Section 90 and Section 326 of the Municipal Act 2001, as amended, for the Downie Road Waterline and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 6 Moved by Wiehle Seconded by Balint RESOLVED that a by -law with respect to a waterworks rate for the Colley Road Waterline be now read a third time and finally passed, signed, sealed and numbered. By -law Number 2010 -85 Downie Road Waterline. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -87 FOREST LINE WATERLINE RES. NO. 7 Moved by Bodnar Seconded by Wolf RESOLVED that the mover be granted leave to introduce a By -Law, with respect to a waterworks rate under Section 90 and Section 326 of the Municipal Act 2001, as amended, for the Forest Line Waterline and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 8 Moved by Wolf Seconded by Bodnar RESOLVED that a by -law with respect to a waterworks rate for the Forest Line Waterline be now read a third time and finally passed, signed, sealed and numbered. By -law Number 2010 -87 Forest Line Waterline. DISPOSITION: Carried A 9 l0 November 25/10...Pg 4 of 5 SUBJECT: APPOINTMENT TO ELGIN POLICE SERVICES BOARD RES. NO. 9 Moved by Wolf Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin supports the recommendation of Township of Southwold and Municipality of Dutton /Dunwich for a community representative for Elgin Group Police Services Board. DISPOSITION: Carried SUBJECT: AUSABLE COMMUNITY CENTRE Council feels that the proposal for an Ausable Community Centre in the Municipality of Lucan /Biddulph duplicates the services provided at the West Elgin Community Complex. DELEGATION: CHRISTENE SCRIMGEOUR RE: 2009 AUDIT Ms. Scrimgeour reported that she is independent from the municipality and conducted the audit as such. She presented the Draft 2009 Consolidated Financial Report and Trust Funds report. She reviewed what is new for 2009 Schedule of Tangible Capital Assets and Consolidated Schedule of Segmented Information. Capital assets are not on the Balance Sheet anymore and should be reviewed at budget. The amount of amortization of capital assets is shown on Statement 4. RES. NO. 10 Moved by Wiehle Seconded by Balint RESOLVED that Council of the Municipality of West Elgin approve the Financial Statements for 2009 as presented. DISPOSITION: Carried SUBJECT: FIRE SERVICE AT 401 SERVICE CENTRES In attendance: Acting Water Superintendent The Acting Water Superintendent presented a sketch showing a proposal to provide water supply for fire purposes. Council directed that an agreement be prepared and ownerships be finalized. SUBJECT: ADDED ITEM LEGIONS RES. NO. 11 Moved by Wolf Seconded by Balint RESOLVED that Council authorize the following to be added to the agenda: Legion taxes. DISPOSITION: Carried SUBJECT: LEGION TAXES The Administrator reported that section 325 of the Municipal Act has been rescinded. This was the section that gave authority to provide tax exemptions to Legions. Now we are dealing with Section 6.1 of the Assessment Act and our by -law needs to be changed. The County has authorized an exemption for the county portion of taxes. The exemption can only apply to municipal and county taxes, not education. In order to provide a total exemption, the municipality would need to provide a grant to the Legions to cover the education portion of the taxes; this would be approximately $1000 per year. November 25110...Pg 5 of 5 RES. NO. 12 Moved by Balint Seconded by Wiehle RESOLVED that a refund of taxes be made to the Royal Canadian Legions Rodney and West Lorne branches for 2010 including local charges for garbage collections as per Section 6.1 of the Assessment Act, and that the County of Elgin be requested to refund the county portion of the 2010 taxes, and the education portion of the 2010 taxes be refunded, and a municipal grant be given for the education taxes. DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 12 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 and the receiving of advice that is subject to solicitor client privilege. DISPOSITION: Carried RES. NO. 13 Moved by Wolf Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise. DISPOSITION: Carried SUBJECT: CONFIRMATION BY -LAW RES. NO. 14 Moved by Wiehle 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 November 25 2010 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 15 Moved by Bodnar Seconded by Wiehle RESOLVED that a By -law to confirm the proceedings of the meeting of Council held on November 25 2010 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010-89 Confirming By -law November 25 2010 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 16 Moved by Balint Seconded by Wolf RESOLVED that this Regular Meeting of Council shall adjourn at 4:25 p.m. sine die. DISPOSITION: Carried These minutes were adopted on 16 day of December, 2010. MAYOR CLERK MEMBERS PRESENT: STAFF PRESENT: MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS NOVEMBER 25, 2010 Mayor Graham Warwick, Deputy Mayor Bernie Wiehle Councillors: Trudy Balint, Mary Bodnar, Jonathan Wolf Joanne Groch Norma Bryant ALSO IN ATTENDANCE: Dan Smith Planning Consultant SUBJECT: REZONING 24735 DOWNIE LINE (NEIL) No one in attendance. Administrator /Treasurer Clerk 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 by prepaid 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 permit the staging of an event described as the The West Elgin Dodge Rodeo' on lands situated on the south side of Downie Line west of Graham Road, being part of Lot 16, Concession VII. The event is proposed to take place over a three -day period, being July 22 to July 24 2011. A similar event was hosted at the same location in 2010. The subject parcel, owned by Kenneth Catherine Neil, comprises an area of 19 hectares (47 acres) and a frontage of 299 metres (980 ft) on Downie Line adjacent to Highway No. 401. The parcel is occupied by a single unit dwelling (being the residence of the owners) and various farm buildings and structures. It has been cleared for agricultural purposes with the exception of a woodiot occupying the southerly portion of the farm. The rodeo would be held on the northwesterly portion of the parcel to the west of the existing dwelling and occupy an area of approximately 4 hectares (10 acres). Events include open -air rodeo performances, vendors, beer gardens, and dance events. No permanent buildings or structures are proposed. The lands are zoned Agricultural (A1). Permitted uses include an agricultural use, riding school, forestry use, home occupation, single unit dwelling, bed and breakfast establishment and an accessory use. Commercial uses, unless they otherwise qualify as a `home occupation' or as a 'bed and breakfast establishment', are not permitted. November 25/10 ...Pg 2 of 2 The proposed temporary use by -law would permit the event subject to it being confined to the above -noted dates notwithstanding the Agricultural (A1) zoning of the lands, which would otherwise remain in effect. The subject lands are designated 'Agricultural' in the Township of Aldborough Official Plan. it was noted that the application requested a three year period. As dates for 2011 and 2012 were not specified it was not advertised as such. This will be reviewed with the applicant and another public meeting scheduled. 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 at Lot 16, Concession 7 (Neil) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 16 day of December, 2010. MAYOR CLERK A 13 MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS NOVEMBER 25, 2010 MEMBERS PRESENT: Mayor Graham Warwick, Deputy Mayor Bernie Wiehle Councillors: Trudy Balint, Mary Bodnar, Jonathan Wolf STAFF PRESENT: Joanne Groch Administrator /Treasurer Norma Bryant Clerk ALSO IN ATTENDANCE: Dan Smith Planning Consultant SUBJECT: REZONING LOT 4, CONCESSION 14 (NIRTA) Also in attendance: Allan Murray, Paul Reynen, Rob Rock, Scott Gallagher, Ric Knutson, Patricia Ryan, Jan Larsson, Cynthia Johnson, Al Johnson, Maggie Nirta, Lou Nirta The Mayor called the meeting to order at 9:40 a.m. The Clerk informed those present that notice of this meeting had been given under Section 34(12) of the Planning Act by prepaid 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. The Clerk read correspondence from the Ministry of Municipal Affairs Housing. The proposed amendment would change the zoning of the lands lying on the shore of Lake Erie south of Gray Line and west of Port Glasgow, comprising part of Lot 4, Concession XIV, from the Agricultural (A1) Zone to a 'site- specific' Lakeshore Residential (LR Zone. The lands proposed to be rezoned 'site- specific' Lakeshore Residential (LR comprise a long narrow parcel abutting the Lake Erie shoreline and without frontage on a public road. The parcel is occupied by a recently constructed two storey single unit dwelling overlooking the lake. The dwelling has been placed on a foundation; however, the owner has satisfied the Lower Thames Conservation Authority that it is readily capable of being moved should it be threatened by erosion of the shoreline bluff. Access to the parcel is gained through the abutting trailer park, Hickory Grove, to the west. A right -of- way providing legal access to the parcel from Gray Line along the westerly limit of Lot 4 is overgrown and is unusable as an access in its current condition. A number of provisions contained in the Zoning By -law and the LR zone in particular need to be addressed to achieve compliance with the By -law. No buildings or structures are permitted on hazard lands (Section 4.12) and no buildings or structures are permitted closer than 100 metres from the 1:100 year erosion limit of Lake Erie (Section 4.14). A building may only be erected on a lot if it abuts or fronts on an improved street public road (Section 4.5 and Section 4.10). Existing lots must have a minimum frontage November 25110 ...Pg 2 of 2 of 15 metres on a public road where a dwelling is erected and must satisfy all other requirements (e.g. setbacks) of the By -law (Section 4.7). The standards of the LR zone pertaining to front yard depth (10 m); rear yard depth (10 m) and minimum floor area (100 sq m) are not capable of being satisfied. The proposed `site- specific' LR zoning would address these and any other deficiencies to allow the dwelling to remain and continue to be used on a seasonal basis. The subject lands are designated 'Lakeshore Recreation' in the Township of Aldborough Official Plan. The Planner referred to their report dated November 22, 2010. Mr. Knutson, acting on behalf of Nirta, presented a document to Council. A survey has now been completed for the property. The building is on skids and can be moved. The Conservation Authority has addressed the location of the septic; it may have to be moved in the future. He noted that technically they do have legal access and referred to frontage on a navigable waterway. He suggested site plan approval be used in this instance and did agree that our Official Plan does not authorize site plan approval for single family residential dwellings, An Official Plan Amendment (OPA) would be required. An OPA could include the management of the hazard land situation. There is a need for fully functional right -of -way without encroachments. Mr. Knutson referred to his report, noting that the right -of -way is capable of being improved and that there is an exemption under the Municipal Act for removal of trees for a right -of -way. The Conservation Authority has been involved and therefore there is compliance with the Provincial Policy Statement An alternative may be to use a temporary use by -law thereby allowing time to deal with right -of -way, discussion with new neighbours to the north and OPA for development control. The Planner deferred the notion of a temporary use by -law to Council and at this point would not support. The Mayor noted that this application would set a precedent by fitting by -laws to fix a problem. This would be poor planning. We need to speak to planning merits. Mr. Murray, owner of land to north, noted that if these lands are rezoned he would want to build also. Mr. Knutson, regarding issue of precedent, noted that this is a moveable seasonal structure on a historical lot. SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Balint Seconded by Wiehle RESOLVED that the Public Meeting concerning a proposed Zoning By -law Amendment for land located at Lot 4, Concessionl4 (Nirta) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 16 day of December, 2010. MAYOR CLERK 1!5 NOVEMBER 2010 ROADS REPORT Mild temperatures and sunny weather for the month of November allowed some asphalt patching to be done on County roads in preparation for the plowing season. Roadside brushing was begun on Municipal roads with the tractor mounted arm mower as well as chainsaw removal. Some ditching and culvert replacements scheduled for next year was undertaken due to good weather. Trucks were oiled and fitted with plow and salting equipment. Problems with an old drain on Marsh Line that requires replacement will require a meeting with the adjacent landowner before any signing of a petition can take place. The Arts and Cookery Bank has requested that the sidewalk along Munroe Street leading to the entrance of the building be included in the Municipal sidewalk plowing schedule at this time it is unknown whether it can be plowed by machine or if it would require shovelling. Paul Van Vaerenbergh C.R.S.I. Roads Superintendent West Elgin Recreation Report December 2010 The Arena Board members as well as Recreation Committee members have been contacted regarding their respective meetings, Arena Board January 11 2011 at the Arena 7 pm, and the Recreation Committee on January 18 at 7 pm at the Recreation Center. Both meeting dates are flexible as per member availability however we needed to start somewhere. The Arena is functioning well with very few mechanical problems. For the most our facility users seem to be happy with the renovations. The chief complaint that we get is that they cannot fill the water bottles in the dressing rooms. Spriet has been contacted and they have contacted us regarding the engineering of the repairs to the grandstand in Rodney. The Fair Board had scheduled a meeting with a representative from Trillium. however it was during the London Snow Storm so it was postponed to a later date, unscheduled as far as 1 know. The sidewalk plowing equipment is ready to go. Thanks to the Road Superintendents Snow Management Program we have not had to plow snow as of yet, only apply ice management compounds twice. The sidewalk inspections have started as per our sidewalk plowing bylaw. The Annual New Years Eve Skate has been scheduled for December 31 2010 from 6 pm until 8 pm, with the new year being celebrated promptly at the stroke of 7 pin. The time will be counted down on the newly retrofitted score clock. The arena. as well as the Miller Park Trail were officially re- opened on November 28 2010 with Steve Peters and Joe Preston in attendance. A delicious lunch was provided at the newly opened tasty Sweets Cafe and Bakery in downtown West Lorne. 914erry C ri tmas and N :Yew cl e r From the Recreation Department. Respectfully Submitted Jeff Slater Parks and Recreation Superintendent C o? (a) Z d e9Z. 6 6 0 6 88 a 6 6 West Elgin Fire Recreation Report for West Elgin Council: Date: December 3 2010 From: Jeff Slater Subject: Photo Identification Tags Discussion: There has been some discussion in the past regarding the purchase of Photo Identification for Municipal Staff especially those who need access to private property or those who deal with the public as front line staff, as well as the Emergency Management Committee. Carmen Ritter, of Groove Identification Solutions attended at the Municipal Office on November 19 2010 to provide me with a demonstration of their identification products. Attached is an example of their product, as well as a catalogue of their products. With the number of staff and seasonal staff that he municipality has the best option for the municipality would be to purchase the Complete Photo ID System, and produce the identification cards in house. It is not complicated and each department could have their own set up and satisfy their own requirements for secure identification of staff members. Seasonal staff can be identified quickly and easily, at minimal cost to the municipality. The system is quick and easy to use, and simply needs to be connected to a lap top computer that meets the conditions of the system, you take the picture, and the card is printed. The entire process takes about 10 minutes. The equipment can be stored at the office and possibly one of the office staff could receive the training to produce the cards. Simple, cost effective method of professionally identifying Municipal staff. Respectfully Submitted Jeff Slater No. of Permits Issued for Month of October 2010 2009 SFD Units New /Additions Demolitions 4 Demolitions 2 Storage Buildings New /Additions Storage Buildings New /Additions 2 1 Demolitions Garages/ Car Ports New Garages/ Car Ports New Demolitions 1 Demolitions Farm Buildings New /Additions Farm Buildings New /Additions Demolitions Demolitions 1 1 Other New Other New 1 7 Demolitions 1 12 Septic Permits Estimated Value for Year Permit Revenue for Year $6,432,762.00 Estimated Value for Month of October Permit Revenue for Month of October $55,000.00 $1,289.46 $702.44 $108,200.00 No. of Permits Issued for year to date SFD Units New /Additions 19 27 Demolitions 5 Storage Buildings New /Additions 7 5 Demolitions Garages/ Car Ports New 3 1 Demolitions 1 Farm Buildings New /Additions 8 13 Demolitions 1 Other New 13 8 Demolitions 7 1 Septic Permits 12 9 Estimated Value for Year Permit Revenue for Year $6,432,762.00 $1,975,689.00 $47,843.78 $19,933.08 TO: FROM: DATE: RE: MUNICIPALITY OF WEST ELGIN MONTHLY REPORT COUNCIL OF THE MUNICIPALITY OF WEST ELGIN LORNE McLEOD, CHIEF BUILDING OFFICIAL December 16, 2010 BUILDING REPORT FOR MONTH OF October C' 3 69 No. of Permits Issued for Month of November 2010 2009 SFD Units New /Additions 2 2 Demolitions 1 Storage Buildings New /Additions Storage Buildings New /Additions Demolitions 2 Demolitions Garages/ Car Ports New Garages/ Car Ports New 1 1 Demolitions Farm Buildings New /Additions Farm Buildings New /Additions 2 2 Demolitions Other New Other New 1 7 Demolitions Septic Permits 12 Septic Permits 2 Estimated Value for Year Permit Revenue for Year $6,462,512.00 Estimated Value for Month of November Permit Revenue for Month of November $27,950.00 $135,500.00 $720.60 $2,140.75 No. of Permits Issued for year to date SFD Units New /Additions 21 29 Demolitions 1 5 Storage Buildings New /Additions 7 7 Demolitions Garages/ Car Ports New 4 1 Demolitions 1 Farm Buildings New /Additions 10 15 Demolitions 1 Other New 13 9 Demolitions 7 1 Septic Permits 12 11 Estimated Value for Year Permit Revenue for Year $6,462,512.00 $2,111,189.00 $48,564.38 $22,073.83 C 36 TO: FROM: DATE RE: MUNICIPALITY OF WEST ELGIN MONTHLY REPORT COUNCIL OF THE MUNICIPALITY OF WEST ELGIN LORNE McLEOD, CHIEF BUILDING OFFICIAL December 16, 2010 BUILDING REPORT FOR MONTH OF November NOVEMBER 2010 WATER DEPARTMENT REPORT 1.All weekly sampling and chlorine checks were done with no water issues to report. 2.Cast iron watermain on Fourth St.,Centre St.,and Ridout St. in Rodney has been replaced with pvc. Aside from some asphalt work still to be done everything went as planned. 3.Thomson Line watermain replacement is underway.If the weather holds out the new main should be in service in the new year. 4.The new sewage system has been installed at the Port Glasgow Trailer Park.The contractor did an excellent job and had it completed in just a week.He will be back in the spring to train us on the operation of the system. 5.Corix Water Services performed leak detection on Graham Rd. from Main St., south to Marsh Line.To our surprise no leaks were detected on this stretch of water line. 5.AII work orders, locates, and other regular maintenance were completed on time and in an orderly fashion. Mike Kalita Acting Water Superintendent. c ,T) TO: FROM: DATE: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN MIKE KALITA, ACTING WATER SUPERINTENDNENT DECEMBER 16, 2010 RE: POLICY DISPOSAL OF OBSOLETE, DAMAGED OR SURPLUS EQUIPMENT INTRODUCTION: The Water Department owns a 1987 Ford dump truck that was purchased used from the Roads Department a number of years ago. DISCUSSION: In recent years the dump truck has been used very little by the Water Department. The truck is 23 years old and maintenance costs are getting too expensive for the amount of time that the department uses it. If a dump truck is required I have made arrangements with the Road Superintendent to be able to borrow one for a short term. As per Clause 3.11(b)(i), I have approached the Recreation and Road Departments and they have no use for the vehicle. The licensing (2010- $592.00) and insurance (2010 $816) renewals are coming due shortly. The safety and repairs to get the licensing last year was $713.00. I feel that these costs do not justify the benefit of owning the dump truck. RECOMMENDATION: It is recommended that the 1987 Ford dump truck be declared surplus and advertised for sale as per Clause 3.11(b)(ii) of By -law 2004 -78. e Kalita Acting Water Superintendent c ze (.6) Tlie uttiripatit of est Pgin 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2C0 Tel: (519) 785 -0560 Fax: (519) 785 -0644 w 0 r (I) 0 w ZIU) w O'U i LU O (3 u N ,Q 1 J N I J C d. [3_. 2. 2 16 12 U 01210 U o;0 N ti 00 00 6 LL r (y N N s(a) UNEMPLOYMENT INSURANCE PREMIUM RATE REDUCTION On the premiums payable for unemployment insurance, the Municipality remits 1.169 of the full -time employees deduction instead of 1.4 This results in a savings to the Municipality of West Elgin in the amount of .231 Under the Unemployment Insurance Act, the Employer must share at least 5/12 of the savings received with the employees. 2010 remittance at 1.4 2009 remittance at 1.169 Savings of 5/12 of savings 1 would recommend bonuses as follows: 21 full -time employees 75.00 each 1 full -time employee (10months) 65.00 The bonus would total 1640.00 which would result in a savings of $2192.38 to the Municipality. Dated: December 8, 2010 Submitted by: Janet Johnston Deputy Treasurer 0 ipayrolllunemployment insurance rate reduction.dnc 2010 $23226.52 $19394.14 3832.38 1596.83 TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOANNE GROCH, ADMINISTRATOR/TREASURER DATE: DECEMBER 16, 2010 RE: POLICY DISPOSAL OF OBSOLETE, DAMAGED OR SURPLUS EQUIPMENT INTRODUCTION: 12 I Unicipalit t l in There is equipment at the Water Treatment Plant that is now obsolete since we changed over to radio communications instead of phone lines. These are remote processing units, that relay the data to our SCADA system. Following is a listing of the obsolete equipment: 2 Bristol 3310 units 2 Bristol 3305 units 1 main cpu board CARDS 2 —HD AI, 4 —HD DI, 1 —HD DO, 1 —HD AO DISCUSSION: As part of the Disposal Process under the Purchasing Policy and Procedure By- law the equipment is first to be offered to other departments Clause 3.11(b)(1). The equipment is not compatible with the Sewage Treatment Plant operations. The other municipal departments would have no use for this type of equipment. Clause 3.11(b)(ii) stipulates that the surplus equipment "shall be disposed of by advertisement for public tender However as this is specialized equipment there would be no purpose in incurring additional expense by advertising it locally. have been in discussions with Tom Langstaff of Emerson Process Management He has advised that he will purchase the above equipment for $4,000. Ce(b) 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2C0 Tel: (519) 785 -0560 Fax: (519) 785 -0644 RECOMMENDATION: It is recommended that: 1. this sale of equipment be exempted from Clause 3.11(b)(ii) of By -law 2004 -78 2. the above items be declared surplus and sold to Emerson Process Management for $4000.00 3. By -law 2004 -78 be amended to address the disposal of specialized equipment. Joanne Groch, B.A., AMCT Administrator/Treasurer TITeAutticipalitvof 1 _�V Jest Ti TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOANNE GROCH, ADMINISTRATORITREASURER MIKE KALITA, ACTING WATER SUPERINTENDENT DATE: DECEMBER 16, 2010 RE: OCWA SERVICES AGREEMENT INTRODUCTION: In April 2010 By -law 2010 -30 was passed authorizing the entering into of an agreement with OCWA for an Overall Responsible Operator Services Agreement. They have acted as ORO for the West Elgin Distribution System since that time. DISCUSSION: OCWA has done an excellent job for us in assuming the ORO responsibilities. This was to be a short -term arrangement and has assisted our staff in the interim. The termination clause under the agreement is one month's notice but Mike has discussed this with OCWA so they are aware of our intentions. RECOMMENDATION: It is recommended that the ORO Agreement with OCWA be terminated as of December 31, 2010. Joanne Groch, B.A., AMCT Mike Kalita Acting Water Superintendent Administrator/Treasurer r (c) 22413 Hoskins Line, Box 490, Radney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 INTRODUCTION: DISCUSSION: 2010 INITIATIVES cg (d) unicipalitg of r .eo 1 f TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA BRYANT, CLERK DATE: DECEMBER 16, 2010 RE: ONTARIO DISABILITIES ACT On September 25, 2003 Council approved the Municipal Accessibility Plan. The purpose of this report is to satisfy the requirement for an annual report to be submitted to Council. The Accessibility Committee consists of the Road Superintendent, Recreation Superintendent, Water Superintendent and Clerk. PAST ACTIVITIES In 2009, automatic door openers were installed at the West Elgin Recreation Centre. Council adopted Accessibility Standards for Customer Services and all full -time staff, volunteers and council were trained in 2009. In recognition of providing accessible access to the municipal office, automatic door opener is recommended for this office. Further, this will provide accessible access for the 2010 municipal election. This project was completed in September 2010. RECOMMENDATIONS: 1. That Council accept the report of the Accessibility Committee dated December 16, 2010 and that this report be attached to the Municipal Accessibility Plan. Norma I. Bryant, on behalf of Accessibility Committee '.2413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fox: (519) 785 -0644 11 November, 2010 MEMORANDUM #000811949 TO: Members of Council Municipality of West Elgin FROM: Ted L. Halwa SUBJ: Proposed Closure of the West Lorne Postal Outlet —173 Main Street, West Lorne C q (a) Further to Council's authorization, we have examined the potential impact of the pending closure of the West Lorne Postal Outlet by Canada Post. As we understand it, the lease on its current facility at 173 Main Street (in a building owned privately) is due to expire. Canada Post has announced that it intends to let the lease lapse and replace the facility by community mailboxes throughout West Lorne. The main factor in its decision is evidently financial (i.e. $26,000 per year in rent). A full service postal outlet would continue to be operated at B &J Variety on Graham Street. The pending closure of the postal outlet is cause for concern. The Municipality recently adopted a Community Improvement Plan for the Town Centres of Rodney and West Lorne. Both town centres have been economically devastated and a vision and strategy to achieve that vision was considered essential to the survival of existing business, protecting the public investment in the core and maintaining the image and sustainability of the community as- a- whole. Based on extensive study of existing conditions and future possibilities and input from merchants, owners and the general public, the following vision statement was formulated and adopted in the Plan: To create attractive, distinct and vibrant town centres in the villages of Rodney and West Lorne that capitalize on their assets and is characterized by the provision of goods and services and by a diversity of activities and experiences that exemplify successful main street characteristics and that contribute to the needs and quality of life of local residents, attracts visitors and tourists and enhances the economic viability of local businesses. West Lorne Postal Outlet Municipality of West Elgin 11 November 2010 page 2 #0008/1949 The West Lorne Postal Outlet is one of a very few remaining establishments in the downtown core that regularly and frequently bring pedestrian and vehicular traffic to the area. Apart from generating activity and helping to maintain a sense of life in the core, those accessing the facility are able to avail themselves of nearby goods and services thereby contributing to the economic vitality of the core. At a time when the downtown core is struggling, the loss of any significant traffic generator has potentially grave consequences. The strategy for revitalization mapped out in the recently adopted Community Improvement Plan is going to take some time to show significant and positive results. In the interim, it is vital to maintain the critical elements that do exist, at least until the downtown core has achieved a healthier state and be better able to handle such developments. At that time, closing such a facility would potentially have much less impact. In summary, while seemingly in the best interests of Canada Post, the closure of the postai outlet at this time is not in the best interests of the community in terms of maintaining and improving the vitality of the downtown core of West Lorne. The closure of the outlet is likely to lead to the further loss and erosion of activity in the core at a time it can scarcely afford it. It will only provide one Tess reason for the general public to make downtown West Lorne a regular and frequent destination. A concerted effort needs to be made to maintain the postal outlet at 173 Main Street in West Lorne even if it is only a short term reprieve (e.g. 5 years) until better conditions prevail in the downtown core. (original signed by) Ted L. Halwa, MCIP, RPP J� if,,,t- 4, w q/3 £44 S J J,Li .rte .0 t f z 44 9 a rt y a�-t €2 d't "Lii) r,"/-It 41Z11 ai-tet dAt/#4e o-7e,ieZ -..em g5 „.44 .,e, eL. _.„l ir 6 „W €6 /414 XP- tir o-� 1.2 ✓rn c fak ff �7ar .dam itee/n. ,a66e4e44/ 4 .1. ...7 g A A La/ ih, A 4, A e'l'al r vy r dad e "Clue:i/ .r Zr,fed-e #4.t,- ..ezeiwz4-e.a/ ...efrn-e/ NI 1 1 #�IlOPALITY OP WrST i=;_^I; a i €CF,itiIE; €7 DEC n 7 20W da-c 3, 0 /U iedx J5! 41 frii°1,4 (-6€4i,-1,01m; January 14, 2010 Rodney Shufflers and Carpet Bowlers Met with 2009 Municipal Council members. Agreed to reduce shuffleboard /carpet bowling rent to $50 per month (from $100 /month) for a period of one year. Lack of membership is the basis of inability to pay the full rent. Membership declined from 52 members in I997 to 25 members in 2009. Council agreed to pickup the cost of publishing 3 advertisements in The Chronicle designed to recruit more members to become involved with shuffleboard /carpet bowling. Council had not formulated a consistent policy on user fees, as some users are allowed free use of the rec centre, (walkers) while others (bowlers and shufflers) are required to pay rent. Bowlers and shufflers have on site storage and there may be a mistaken belief that some of our supply costs are borne by the Recreation Department. January 20, 2010 First meeting with W.E. Community Health representative Jean Leitch. Reviewed tips on active living and strategies for attracting new members to carpet bowl and shuffle. First advertisement in The Chronicle ran January 28. Straight forward invitation to become active and participate. February 5 met with Jean Leitch and Jill Soos) to review a brochure. WECHC printed sufficient copies to hand out at a planned seniors luncheon, placed in mail boxes of doctors seeing patients at the West Lorne health unit and for general distribution. Copies of the brochure were left at the Dutton Seniors' Centre for their information. February 14 Designed and published 'Rodney Shufflers' and 'Carpet Bowlers' website at Google address: https_ //sites.google.com /site /shufflebowls/ The website describes method of play for both activities, including scoring /counting process, rules of play, dates and times of play, cost of membership and individual contacts for both activities. The website has a number of pictures of current members playing both games. March 1 attended Seniors' Luncheon. Brochure describing how each game is played was printed up as placemats for each of the 40 50 guests in attendance. A description and demonstration of bowling and shuffling took place, resulting in a few diners getting up and trying their hand at sliding shuffleboard discs with a cue. As a result of our presentation, two new members came out 3 times as casual shufflers. August 20 Jean Leitch advertised our activities for Active Aging Week, Sept 20 to 26. There were handout brochures available for attendees at WECHC. October 14 The Chronicle published our second advertisement and then republished it October 21 because it screwed up the earlier placement. November 3 published invitation on A/TV Community Events for all viewers watching the 6 o'clock news on A Channel TV. Summary: Attracting new members Advertising media: Print The Chronicle TV A Channel Community Events Internet own website Restaurant place mats Advertising brochure (increase knowledge) Time and place Weekly scheduled dates Cost of membership Free trial period Explanation of games Instructions of play Benefits of participation Member Contacts Personal meetings with target groups Seniors' Luncheon Nov 23. 2010 2:19PM County of Elgin ElginCounty November 23, 2010 Iviayor and Council of Municipality of West Elgin Dear Mayor and Council: Re; Replacement of Member on the Elgin County Land Division Committee The Elgin County Land Division Committee requires a nomination to fill one position, due to the completion of Mr. McPhail's two term appointment at the end of December. County policy requires at feast a one year break in service after the completion of two consecutive terms_ This new appointment will be effective January 1, 2011 and will continue for the term ending on December 31, 2014. The areas covered by the appointee are the Municipality of West Elgin; and the Municipality of Dutton /Dunwich, west of Coyne Road. Please note it is your Council's nomination to come forward, based on the number of granted land severances during the term. Council is free to nominate an individual from within or outside of its municipal boundaries for this position, if it so desires. Please submit your nominee for consideration at Elgin County Council, by no later than December 23, 2010. Council will make its final decision on January 11, 2011 and the first meeting of the new Land Division Committee meeting will take place later that month. I look forward to your response. Yours truly, 4.7 4---/-41-111 Susan McConnell Administrative Services Coordinator Extension 103 cc Duncan McPhail Susan Galloway, County of Elgin Municipality of Dutton /Dunwich Via Fax County of Elgin AdmInletrat re 8envloes 450 Sunset Orve St, Thomas, On NbR 5V1 Phone: 519-6314460 ww.. v. e i g i n.o o u nty.O n.e a A, West Elgin Arena Board Regular Session September 13 2010 This session of the West Elgin Arena Board was originally scheduled for September 7 2010 and was rescheduled to September 13 2010. This regular session of the West Elgin Arena Board was called to order at 7:00 pm with the following members present; Trudy Balint, Alphonse Willie, Ian Fleck, Teri Knott, Mary Bodnar and Parks 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: Alphonse Willie Seconded By: Mary Bodnar The West Elgin Arena Board resolve that the minutes of August 3r 2010 be approved as resented. CARRIED Item 4 Accounts and Financial Reports: Moved By: Alphonse Willie Seconded By: Ian Fleck The West Elgin Arena Board resolves that the accounts in the amount of 114,510.54 be approved for payment. CARRIED Item 5 Business Arising from the Minutes: Arena Renovations: The Renovations are nearing completion. We are working through a deficiency list to have things corrected or installed properly. Compressor Installation: The original electrical panel was delivered to the supplier and was damaged and was sent back for repairs, and will be here by the end of the week. The necessary repairs will be completed and the installation will continue. The new Clock: The new refurbished clock will be here this week and installed this week. Item 6 Correspondence: There was no correspondence presented at this session. Item 7 New Business: Seasonal Staff Moved By: Mary Bodnar Seconded By: Teri Knot The West Elgin Arena Board resolves that the convene to a CIosed session at 7:55pm to discuss personnel issues. CARRIED. Moved By: Alphonse Willie Seconded By: Teri Knott The West Elgin Arena Board resolve that they adjourn the closed session at 8:05 pm Rise and report. CARRIED Moved By: Ian Fleck Seconded By: Mary Bodnar The West Elgin Arena Board resolve that the Superintendent be authorized to hire Tim Johnston as the Seasonal Arena Operator for the 2010 2011 ice season. CARTED Lone Worker Protection System: The Recreation Superintendent reported on a Lone Worker Protection System. The system is similar to the system used by fire departments for a man down system, the biggest difference being that the system would be tied in to our alarm system and if the worker remained motionless for a certain amount of time there would first be a local alarm to alert the staff concerned. The alarm would proceed to an all out alarm stage if there was still no motion picked by the sensor. At this point the unit would send a signal to the alarm panel and the ON Call staff would be notified, and required to respond to the arena to check on the staff concerned. This only one type of system and the Superintendent will report back on various options to this system at future meetings. If the Board wants to continue to have staff work alone at various points a system similar to this will be required. Item 8 Adjournment: The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 8:30 pm and re- convene on October 5 2010 at 7 pm or at the call of the chair. CARRIED. West Elgin Recreation Committee Regular Session September 15 2010 This regular session of the West Elgin Recreation committee was called to order at 7:00 pm with the following committee members present: Grace Blanchard, Gerry Scafe, Teri Knott, Lisa Flectcher, Trudy Balint, Johnathan Wolf, and parks and Recreation Superintendent Jeff Slater. Also in attendance were the Center Ice Youth Center committee members: Giny Cedar, Sarah Mallard, and Marlene Goos, Monica Pelcz arrived later. 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: Gerry Scafe Seconded By: Johnathan Wolf The West Elgin Recreation Committee resolve that the minutes of August 11 2010 be approved as presented. CARRIED Item 4 Business Arising From the Minutes: Movie Night: The movie night in the Park that was held August 14 2010 at the Old Boys Park was the best attended yet. All seemed to go very well, we sold some items, the weather held off and everyone seemed to have fun. The event will be scheduled for August 13 for 2011. Halloween Dance: The scheduled date for the Halloween dance is October 30 2010. The Recreation superintendent is to confirm this date. There will be refreshments sold and will arranged at a later date. Halloween Decorating Contest: The Committee decided not to pursue this event as it was not well received in previous attempts. Shuttle Bus for Pool: The committee decided that the Pool or Shuttle bus was not well used again this year and that it is possibly something that we could eliminate from the 2011 budget. Park Benches: The Superintendent explain the lack of benches at the pool and that they would arrive in two to three weeks and they would be installed at the pool, Miller Park and Krebsz memorial Park as soon as they arrive. Hanging Baskets: The Recreation Superintendent reported that the hanging Baskets will be watered by the Road Department from approximately September 7 2010 until the Fair. Then They will be removed. Center Ice Youth Center: The operation of the CIYC was discussed and the bank account will be closed out and the funds transferred to the municipality as soon as Monica Pelscz can arrange this with the Recreation Superintendent. The Center operates from 3 :30 pin until 7:30 pm on Wednesdays and Fridays and we need volunteers to work t the center from these times. The volunteers work from about 3:00 pm until 7:30 pin or until there are no kids at the center. There may be a possibility of using high school kids if we cannot get enough adult volunteers. The volunteers pick up the snacks from the IGA store and take them to the center for the kids and basically supervise the kid- until they decide to leave. There are games and such at the center for the kids to play. Item 5 Correspondence: Pool Report: The Pool report was given to members and to be discussed at the next regular session. Item 6 New Business: Pool Fouling and Refunds: The Recreation Superintendent reported that he had some inquiries regarding the pool fouling and the fact that some private lessons were cancelled and the time either was not made up or the people concerned for whatever reason could not make up the time. After some discussion it was decided hat the committee would discuss this at future meeting. Item 7 Adjournment: Moved By Teri Knott Seconded By Lisa Fletcher That this session of the West Elgin Recreation Committee hereby adjourn at this hour of 8:30 pm and shall reconvene at 7:00 pm on October 20 2010 or at the call of the chair. CARRIED. This regular session of the West Elgin. Arena Board was called to order at 9:30 am with the following members present: Trudy Balint, Teri Knott, Alphonse Willie, Mary Bodnar, Ian Fleck, and Parks and Recreation Superintendent Jeff Slater. Ite 1 Disclosure of Pecuniary Interest: None noted by the members. Item 2 Delegations: There were no delegations present at this session. Item 3 Adoption of the Minutes: Moved By Ian Fleck Seconded By: Alphonse Willie The West Elgin Arena Board resolve that the minutes of September 13 2010 be approved as presented. CARRIED Item 4 Accounts and Fi ncial eports: West Eigi n Arena Board Regular Session October 13 211 The Board would like an explanation of the invoices on page 7 that appear to be for the same items. Moved By: Mary Bodnar Seconded By: Alphonse Willie The West Elgin Arena Board resolve that the accounts including the ISF project be approved in the amount of 371,231.55. CARRIED Item 5 Business Arising from the Minutes: The Arena Board toured the arena to observe the renovations in their 98% completed state. The Superintendent explained that there were a few minor things that still needed to be tweaked to make the renovations complete and 100 functional. Item 6 Correspondence: There was no correspondence presented at this session. Item 7 New Business: WESC: member Teri Knott indicated that the Skating Carnival will take place on April 2° 2010, also that the Skating Club will not be cancelling their ice time over the Christmas Break. Member Ian Fleck indicated that there is a new set of rules coming forward, PSAP, that could restrict another municipalities ability to pay for capital projects at facility owned by a different municipality. More information will follow. ate fften3 8 Adjournment Moved By: Teri Knot Seconded By: Mary Bodnar The West Elgin Arena Board resolve that this session of the West Elgin Arena Board hereby adjourn at this hour of 10 :30 am and reconvene on November 2n 2010 at 9:30 am or at the call of the chair. CARRIED REPORTS West Elgin Chamber of Commerce Minutes for 2 Nov 10 Rodney Old Town Hall Correspondence: Business Beat, etc. Letter regarding June Callwood award. John Slaats moved to table, seconded by Wendie, Carried. Membership: Nil report g5 Attendees Keith Fretter, Iris Fretter, Wendie Dupuis, Robert White, Irene Puddester, Ed Markham, Diane Slaats, John Slaats, Tom Hurley, Ed Kebbel, Gord Hall, Jesper Andersen, Jonathan Wolf, Pam Piccinato, Pamela Grifferty, Chris Grove, Bernie Wiehle, Ted Uffen. Regrets Serge Lebedz Welcome from Chair Approval of Minutes Moved by Robert White, seconded by Ed Markham, Minutes approved, motion carried. Business arising from previous meeting No comment from Council regarding the continuation of the RDO position. Lame duck council unable to take action. Director's Report: 27 Oct 10 Meeting Set up committee structure, want to hold more "Business Afters" events, and want to establish good relations with the BIA. Committees Membership, Ed Markham Linda Perry, Website Ed Markham, Welcoming Pamela Piccinato, Business After 5 Wendie Dupuis Irene Puddester, Education on hold, and Tourism Economic Development Robert White, Keith Fretter, Wendie Dupuis. Any volunteers? Committee Reports Treasurer: September report almost negligible, October revenue $4651.36, Balance $6743.85. Need to mail out form. Motion to accept report Irene, seconded by Iris, no objections, carried. Welcoming Committee: Pam has set up a questionnaire to attempt to conduct this role in an effective and efficient manner. Looking for input advice. Need to promote the Chamber. Moved that the full list be included in the package, but only coupons from members. Moved by Pam, seconded by John Slaats, carried. Tourism Economic Development: Home for Christmas campaign is starting. Scheduled for week of the Christmas parade in West Lorne. Nothing on Port Glasgow since candidate meetings. Haven's Lake Road issue still not resolved, and waiting on developer, according to Bernie. Business After 5: Irene is looking for suggestions International Erosion Controls, Fordham Motors, A- Xcavating, KSR, Arts Cookery Bank, Elgin Business Resource Center, Legion, Community Improvement: Ed Markham has not received any feedback from Ted Halwa on streetscape. Bernie advises that Ed contact Ted. Website Committee: Ed struggling with calendar, but basically going well. Other Business: 1) Do we want to submit a letter of complaint regarding the clean -up of some of the buildings in West Lorne? No objections were registered to the concept. Moved that the Chamber of Commerce is in favour of compiling a list of properties in West Elgin requiring remedial action, and filing that complaint with the Municipality. Robert moved, Ed Markham seconded, no objections, carried. 2) Long time Chamber member Dale Peters passed away Saturday evening. Ed Kebbel moved that up to $100 be spent for flowers for his funeral. This covers any member of the Chamber, in perpetuity. Seconded by Wendie Dupuis, Carried. 3) Please remember to attend the cenotaph services for Remembrance Day. 4) Jesper asked as to the effect on the community of the opening of the new Service Centers on the 401. Both are staffed by local personnel. Over 200 persons are employed, and traffic into town is reduced. 5) New Association started Home Business Association 28 November show of registered Home -based businesses. Noon to 5 PM. 6) Robert Motion to adjourn. Please Note: Next Meeting is scheduled for 7 Dec 2010, same place, same time. See you there! Please log on to our website and register as a member, and create a profile so that you can adjust any information we have posted on your behalf. Website address www.westelginchamber.ca West Elgin Arena Board Regular session November 16 2010 This regular session of the West Elgin Arena Board was called to order at 10 am with the following members present: Alphonse Willie, Ian Fleck, Mary Bodnar, Terri Knot, Trudy Balint, and Parks 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: Ian Fleck Seconded By: Teri Knott The West Elgin Arena Board resoles that the minutes of October 13 2010 be approved as presented. CARRIED Item 4 Accounts and Financial Reports: Moved By: Mary Bodnar Seconded By: Alphonse Willie The West Elgin Arena Board resolve that the accounts in the amount of 77,351.29 be approved as presented. CARRIED Members Inquiries: The seemingly similar invoices were for materials to repair the picnic tables as well as construct the two benches behind the players benches. West Lorne Minor Hockey has offered to pay 1/2 of the invoice for the retro fit of the score clock. The Superintendent will only invoice for the portion of the taxes that we pay, not the entire HST. Item 5 Business Arising from the Minutes: Concession Operation: The Arena Board granted permission for Kool to operate the concession during the lunch hours, as well to extend the operation of the concession to the end of the school year. The Board had concerns that Kools were not open during the WESC ice time. The Superintendent explained that he had spoken to the Concession Operators previously and they had indicated that will be open for approximately 6 weeks on Saturday morning and Monday evening to determine whether or not the revenue generated justifies having staff present. Since Kools are closed, the revenue must not have justified being open. The Superintendent will contact Kools to insure that this is ion fact the case. -2- Refrigeration Renovations: The refrigeration equipment is operational. However the installation is not complete as the equipment is not operating as intended nor as the specifications dictate. Therefore the invoice from Black McDonald will not be approved for payment until the work is completed as specified. Item 6 Correspondence: Insurance Information: The Superintendent presented the insurance certificate from Kools regarding the operation of the concession at the Arena. Item 7 New Business: Hiring part time Staff: The Superintendent presented the case for hiring a part time staff to help with the maintenance during the weekend and special events as well as the Cruiser for public skating sessions. The discussion resulted in the passing of the following resolution: Moved by: Ian Fleck Seconded By: Terri Knott The West Elgin Arena Board resolves that the Superintendent be authorized to hire Logan Pool as the part time maintenance staff for the balance of the 2010 2011 ice Season. CARRIED. H.S.T. The Superintendent reported that the Administration of the Municipality of West Elgin has indicated that the HST does not apply to all ice rentals. That if the majority of people using the ice are under the age of 14 the HST does not apply. Therefore WLMH as well as WESC do not pay the HST, as well as any private groups that meet the age criteria. Private groups as well as for profit groups or agencies still pay the HST. The ice rates were developed to have the HST included and as such now has created a making change nightmare. Also the majority of our day ice use occurs on PA Days or school holidays. Therefore the attached sheet indicates the proposed ice rate changes, and eliminates the Special day ice rates. Moved By: Terri Knott Seconded By: Alphonse Willie The West Elgin Arena Board resoles that the ice rates for the 2010 2011 ice season Be amended to the attached form. CARRIED Item 8 Adjournment: The West Elgin Arena Board resolve that this session of the Arena Board hereby adjourn at this hour of 11 am and shall reconvene at the call of the chair. CARRIED.