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February 10, 2011MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING FEBRUARY 10, 2011 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al A20) *January 6, 2011 Special Session January 6, 2011 Closed Session (under separate cover) *January 13, 2011 Council January 13, 2011 Closed Session (under separate cover) January 13, 2011 Closed Session (under separate cover) *January 26, 2011 Special Session *January 27, 2011 Council January 27, 2011 Closed Session (under separate cover) BUSINESS ARISING FROM MINUTES DELEGATIONS 1 :30 p.m. 2 :00 p.m. 2:30 p.m. 3:30 p.m. REPORTS (C1 -C8) 1. ROADS a) *Monthly Report Crinan Argyle Church re: drainage (C4b D1) Tim Grexton re: 11633 Catherine Road Victor Matos re: proposed severance (D11) Library CAPP presentation February 10, 2011 Page 2 b) *Report re: Kearns Pit 2. RECREATION a) *Monthly Report b) *Report re: Catherine Street in West Lorne c) *Report re: West Elgin Recreation Committee Members for 2011 3. BUILDING 4. WATER a) *Monthly Report b) *Report re: Crinan Church Billing 5. BY -LAW ENFORCEMENT a) *Monthly Report b) Quotations for property clean -up c) Closed Session re: property standards complaint 6. DRAINS a) Drainage Superintendent grant 7. WEST ELGIN PRIMARY SYSTEM 8. ADMINISTRATION a) *Report re: Third Street, Rodney ACCOUNTS February 10, 2011 Page 3 CORRESPONDENCE (Di D23) COUNCIL CONSIDERATION RECOMMENDED: 1.* Crinan Argyle Church re: invoice for drain problem; 2.* Dillon Consulting re: Rehabilitation of Graham Road Bridge; 3.* Municipality of Bayham re: Elgin Military Museum; 4.* Municipality of North Perth request for support for a resolution regarding industrial wind turbines; 5.* Town of Ingersoll request for support for a resolution regarding carbon monoxide; 6.* Douglas Gunn re: Police Services Board Accident Investigations; 7.* Dillon Consulting re: request for exemption to noise by -law; 8.* Elgin Group Police Services Board re: accident investigations (see D6); 9.* Elgin Group Police Services Board appointments; 10.* Elgin County re: support for capital redevelopment proposal for St. Thomas -Elgin General Hospital; 11.* Victor Matos proposed application for consent (Lot 9, Concession 1); 12.* City of Windsor request for support of a resolution regarding exemption form HST; 13.* Connie Kook request for exemption of fees for use of West Elgin Recreation Centre; 14.* Township of Southwold 2011 water rate increase; 15.* Statistics Canada 2011 Census; 16.* County of Elgin re: Library reports 17* Canada Post West Lorne postal outlet; 18.* Ministry of Community Safety and Correctional Services Essentials of Municipal Fire Protection seminar; RECOMMENDED TO ACCEPT FILE: 19. AMO Watch File January 20, 2011; Watch File January 27, 2011; Watch File February 3, 2011; 20. Municipality of Southwest Middlesex notice of public meeting open house for new comprehensive zoning by -law; 21. Lower Thames Conservation Authority minutes of the meeting held on December 2, 2010, 22. Elgin Group Police Services Board minutes of the meeting held on November 17, 2010; 23. Association of Ontario Road Supervisors 2011 Training and Professional Development Program; February 10, 2011 Page 4 BY -LAWS: By -law No. 2011 -12 By -law No. 2011 -13 By -law No. 2011 -14 By -law No. 2011 -15 By -law No. 2011 -16 MINUTES (E1 -E3) *West Elgin Chamber of Commerce January 4, 2011 *West Elgin Arena Board January 11, 2011 *West Elgin Recreation Committee January 18, 2011 OTHER BUSINESS (F1 -F2) 1. Council announcements 2. Closed session legal Information enclosed CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: February 10, 2011 February 17, 2011 February 24, 2011 February 28 March 2, 2011 March 3, 2011 Amend Use of Municipal Facilities Policy RE -1.1 Amend Procedure By -law 2007 -112 Amending Agreement RinC Amend Site Plan Agreement (Rodney Storage) Authorize signing of conveyance document (Third Street) Council Public Meeting re: Establishment of Business Improvement Area, 7:00 p.m. Council OGRA/ROMA conference, Toronto Workshop re: Waste Recycling Strategy, 1:00 3:00 p.m. MEMBERS PRESENT: STAFF PRESENT: MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL SESSION JANUARY 6, 2011 Joanne Groch Norma Bryant This special session was called for the purpose of wage negotiations. SUBJECT: CLOSED SESSION RES, NO. 1 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss personal matters about an identifiable individual and labour relations or employee negotiations. DISPOSITION: Carried RES. NO. 2 Moved by Bodnar Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried Council discussed the requests made by staff SUBJECT: 2011 WAGE NEGOTIATIONS Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham Administrator /Treasurer Clerk RES. NO. 3 Moved by Miller Seconded by Bodnar RESOLVED that Council approve an equal pay rate for the Recreation and Water Superintendents. DISPOSITION: Carried RES. NO. 4 Moved by Leatham Seconded by Aldred RESOLVED that Council authorize a 2% increase for employees for 2011 and that the necessary by -law be prepared. DISPOSITION: Carrie January 7, 2010...Pg 2 of 2 SUBJECT: CONFIRMATION BY -LAW RES. NO. 5 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the special meeting of Council held on January 6 2011 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 6 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to confirm the proceedings of the special meeting of Council held on January 6 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -01 Confirming By -taw January 6 2011. DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 7 Moved by Miller Seconded by Leatham RESOLVED that this Special Meeting of Council adjourn at 1:00 p.m. to meet again on January 13 2011. DISPOSITION: Carried These minutes were adopted on the 10 day of February, 2011. Mayor Clerk MEMBERS PRESENT: STAFF PRESENT: DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin approves the agenda for January 13, 2011 as printed and circulated. DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 2 Moved by Miller Seconded by Leatham RESOLVED that the minutes of the meeting held on the following dates be adopted as printed and circulated. December 6, 2010 Inaugural Meeting December 16, 2010 Council December 16, 2010 Public Meeting Zoning Amendment (Parezanovic Farms) DISPOSITION: Carried MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS JANUARY 13, 2011 Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Paul VanVaerenbergh Jeff Slater Mike Kalita Administrator /Treasurer Clerk Roads Superintendent Recreation Superintendent Water Superintendent SUBJECT: ROAD DEPARTMENT REPORT RES. NO. 3 Moved by Miller Seconded by Leatham RESOLVED that the December 2010 Roads Report be received as presented. DISPOSITION: Carried January 13/11...Pg 2 of 9 SUBJECT: RECREATION DEPARTMENT REPORT RES. NO. 4 Moved by Bodnar Seconded by Aldred RESOLVED that the Recreation Report dated January 13, 2011 be received. DISPOSITION: Carried SUBJECT: RODNEY DRIVING CLUB WATER BILL RES. NO. 5 Moved by Leatham Seconded by Miller RESOLVED that Council authorize the payment of $351.06 to reimburse Rodney Driving Club for water useage re: faulty meter. DISPOSITION: Carried SUJBECT: RODNEY TRACK RES. NO. 6 Moved by Bodnar Seconded by Aldred RESOLVED that Council direct the Roads and Recreation Superintendent to investigate the deterioration of the north section of the track and report back to Council. DISPOSITION: Carried SUBJECT: APPOINTMENT OF ORO RES. NO. 7 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin appoints Chad Yokom to be as ORO for the period from January 29 to February 6 2011. DISPOSITION: Carried SUBJECT: WATER DEPARTMENT REPORT RES. NO. 8 Moved by Bodnar Seconded by Aldred RESOLVED that the December 2010 Water Department Report be received. DISPOSITION: Carried SUBJECT: CONNECTION TO EXISTING WATERLINES After discussion with staff regarding correspondence item #7, the following resolution was introduced: RES. NO. 9 Moved by Bodnar Seconded by Aldred RESOLVED that Council direct staff to prepare a report on charges to hook onto existing waterlines. DISPOSITION: Carried January 13111...Pg3of9 SUBJECT: BUILDING DEPARTMENT REPORTS RES. NO. 10 Moved by Miller Seconded by Leatham RESOLVED that the December 2010 Building Report and Year- End Building Report be received. DISPOSITION: Carried SUBJECT: BY -LAW ENFORCEMENT ORDER Council reviewed the correspondence received and directed that the municipality proceed with the clean up after proper notification is given. SUJBECT: TENDER FOR DANBY DRAIN Council received the following tenders for the Danby Drain: TENDER (plus taxes) 9,484.00 $10,822.00 Timmermans Drainage Excavating Darrell Dick Excavating RES. NO. 11 Moved by Aldred Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the tender of Timmermans Drainage Excavating in the amount of $9,484.00 plus taxes for the Danby Drain. DISPOSITION: Carried SUBJECT: DRAINAGE PETITION RES. NO. 12 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the drainage Petition from the County of Elgin Engineer for drainage work on Concession 1 Lot Z, under Section 4 of the Drainage Act. DISPOSITION: Carried SUBJECT: APPOINTMENT OF ENGINEER RES. NO. 13 Moved by Bodnar Seconded by Aldred RESOLVED that Spriet Associates be appointed to prepare a report under Section 4 of the Drainage Act at the request of the County of Elgin Engineer for work in Concession 1, Lot Z and that the report be submitted within six months. DISPOSITION: Carried SUBJECT: REPORT RE: 11633 CATHERINE STREET RES. NO. 14 Moved by Miller Seconded by Aldred RESOLVED that the report from the Administrator /Treasurer re: 11663 Catherine Street be received and that the present property owner attend a council meeting to discuss the matter. DISPOSITION: Carried Al January 13111...Pg 4 of 9 SUBJECT: CLOSED SESSION RES. NO. 15 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss a proposed or pending acquisition or disposition of land; litigation or potential litigation. DISPOSITION: Carried RES. NO. 16 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried SUBJECT: OMB APPEAL PRESBYTERIAN CHURCH The Mayor reported that a decision from the OMB on the conditions of the land severance application of the Presbyterian Church has been received. Our solicitor will be seeking clarification on the decision. SUBJECT: REPORT RE: ESTABLISHMENT OF BUSINESS IMPROVEMENT AREA RES. NO. 17 Moved by Bodnar Seconded by Aldred RESOLVED that a pubic meeting regarding the establishment of a Business Improvement Area be scheduled for February 17 2011 at 7:00 p.m. DISPOSITION: Carried SUBJECT: WESA FALL 2010 MONITORING REPORT RES. NO. 18 Moved by Miller Seconded by Bodnar RESOLVED that the Fall Monitoring Report for the Landfill Site prepared by WESA be received. DISPOSITION: Carried SUJBECT: REPORT RE: MUNICIPAL ELECTION 2010 RES. NO. 19 Moved by Aldred Seconded by Bodnar RESOLVED that the report from the Clerk re: Municipal Election 2010 be received. DISPOSITION: Carried SUBJECT: REPORT RE: ACCESSIBILITY INITIATIVES UNDERTAKEN FOR 2010 MUNICIPAL ELECTION RES. NO. 20 Moved by Miller Seconded by Leatham RESOLVED that the report from the Clerk re: Accessibility Initiatives undertaken for 2010 Municipal Election be received. DISPOSITION: Carried January 13/11...Pg 5 of 9 SUBJECT: CORRESPONDENCE 1. Municipality of Dutton Dunwich appointment of Bob Purcell to West Elgin Arena Board for 2011 Instruction: File 2. Municipality of Dutton Dunwich appointment of Cameron McWilliam and Ian Fleck to the Tri- County Water Management Committee Instruction: File 3. St. Thomas Public Library request for donation Instruction: File 4. Canada Post notice of Open House in West Lorne Instruction: File 5. Ontario Good Roads Association Report of the OGRA Nomination Committee instruction: File 6. Rodney Kiwanis Club request to waive fees for Community Centre Instruction: RES. NO. 21 Moved by Miller Seconded by Leatham 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 8, 2011 from 12:00 (noon) to 10:00 p.m. for the Pancake Supper being hosted by the Rodney Kiwanis Club. DISPOSITION: Carried 7. Karen K. Machado request to lower costs for Silver Clay Water line connection Instruction: See discussion above. 8. Ministry of Government Services Service Ontario letter of thanks Instruction: File 9. AMCTO recognition of 20 year award, Norma Bryant Instruction: File 10. AMCTO recognition of 24 years, Joanne Groch Instruction: File 11. Elgin County Estimated 2011 Policing Costs Instruction: RES. NO. 22 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin received the report from the County Treasurer regarding the estimated 2011 Policing Costs and that this information be forwarded to budget consideration. DISPOSITION: Carried 12. Elgin County Municipal Bridge Infrastructure Funding Instruction: January 13111...Pg6of9 RES. NO. 23 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin hereby applies for funding for the purpose of collecting, collating, compiling and formatting bridge assets and condition data, and agrees to submit bridge asset and condition data for inclusion in Municipal DateWorks by March 31, 2011. DISPOSITION: Carried 13. AMO Watch File December 16, 2010; Watch File January 6, 2011. Instruction: File 14. 55` Annual Meeting and Training Sessions, Ontario Building Officials Association Instruction: File 15. Municipality of Southwest Middlesex Notice of Public Meeting Open House new proposed zoning by -law Instruction: File 16. Operations Clean Sweep 2011 Pitch in Week Instruction: File 17. MPAC 2010 Enumeration Updates Instruction: File RES. NO. 24 Moved by Aldred Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2011 -02 AMEND POLICY RE: SIDEWALK MAINTENANCE RES. NO. 25 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to adopt amend By -law 2007 -02, a by -law to adopt a policy for level of service for sidewalk maintenance and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 26 Moved by Aldred Seconded by Bodnar RESOLVED that a By -law to amend By -law 2007 -02, a by -law to adopt a policy for level of service for sidewalk maintenance be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -02 Amend Policy RE -2.1 DISPOSITION: Carried January 13111...Pg 7 of 9 SUBJECT: BY -LAW NO. 2011-03 NEWTENS DRAIN RES. NO. 27 Moved by Miller Seconded by Leatham 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 Newtens Drain and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2011 -04 EMPLOYEE REMUNERATION RES. NO. 28 Moved by Bodnar Seconded by Miller RESOLVED that the mover be granted leave to introduce a By -Law to set rates of remuneration and expenses for municipal officials and employees for the calendar year 2011and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 29 Moved by Leatham Seconded by Aldred RESOLVED that a By -law to set rates of remuneration and expenses for municipal officials and employees for the calendar year 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -04— Employee Remuneration DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 30 Moved by Aldred Seconded by Bodnar RESOLVED that the minutes of the following committee meetings be received: West Elgin Chamber of Commerce December 6, 2010 DISPOSITION: Carried SUBJECT: ACCOUNTS RES. NO. 31 Moved by Leatham Seconded by Bodnar RESOLVED that the Mayor and Administrator /Treasurer are hereby authorized to sign Payment Voucher #1 amounting to $994,232.61 in settlement of General, Road, Water and Arena Accounts (including cheques: #7604 -7753 and #7771 7849). DISPOSITION: Carried SUBJECT: COUNCIL REMUNERATION RES. NO. 32 Moved by Leatham Seconded by Bodnar RESOLVED that Council authorize a 2% increase for Council remuneration for 2011 and that the necessary by -law be prepared. DISPOSITION: Carried January 13111...Pg 8 of 9 SUBJECT: COUNCIL MEETING SCHEDULE RES. NO. 33 Moved by Bodnar Seconded by Aldred RESOLVED that Council approve the following meeting dates for July and August: July 21 August 11 and that the necessary by -law amendment be prepared. DISPOSITION: Carried SUBJECT: COUNCIL ANNOUNCEMENTS Councillor Miller questioned the practice of 1 1 /2 hours lunch break. The Mayor reported that a joint meeting with Southwold and Dutton /Dunwich to report on County of Elgin Economic Development activities has been scheduled for January 31 at 2:00 p.m. at Southwold municipal office. SUBJECT: CLOSED SESSION RES. NO. 34 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss personal matters about an identifiable individual; labour relations or employee negotiations. DISPOSITION: Carried RES. NO. 35 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried SUBJECT: MEETING PAY RES. NO. 36 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin authorizes the following: 1. The Administrator/Treasurer who attends special Council meetings outside of regular working hours shall be reimbursed the equivalent to the meeting pay for the Mayor and Deputy Mayor, effective immediately. 2. The Clerk who attends special Council meetings outside of reOlar working hours shall be reimbursed the equivalent to the meeting pay for Councillors, effective immediately. 3. The necessary by-law to amend Section 2.05 of the Hours of Work Policy HR -4.2 be brought forward. 4. This does not apply to Tri County Management Committee meetings. DISPOSITION: Carried Councillor Aldred left the meeting. January 13/11...Pg 9 of 9 SUBJECT: CONFIRMATION BY-LAW RES. NO. 37 Moved by Bodnar Seconded by Miller RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting held on January 13 2011 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 38 Moved by Leatham Seconded by Bodnar RESOLVED that a By -law to confirm the proceedings of the meeting held on January 13 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -05— Confirming By -law January 13 2011 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO.39 Moved by Miller Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 5:50 p.m. to meet again on January 27, 2011. DISPOSITION: Carried These minutes were adopted on the 10 day of February, 2011. Mayor Clerk MEMBERS PRESENT; STAFF PRESENT: SUBJECT: CLOSING OF WEST LORNE POSTAL OUTLET In attendance: Helen Okolisan, Bonnie Robertson, Jesse Cnockaert, Paul Gangle, Don Ciparis, Wm. Laird, Jack Laxly, Robert Hill, Ingrid Dieters, Peter Dieters, Sophie Howse, Katherine Johnston, Jon da Mote, Barb Andrews, Steven Robertson, Evelyn Vandenberg, Alfredo Carlos, Judy Gangle, John Oliveira, Graham Warwick The Mayor called the meeting to order at 7:00 p.m. and welcomed those in attendance. He reported that this meeting was an opportunity for the residents of West Lorne to express their concerns to Council regarding the closing of the West Lorne Postal Outlet on Main Street. The MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL SESSION ST. MARY'S PARISH HALL JANUARY 26, 2011 Mayor Wiehle, Deputy Mayor Bodnar Councillors: Dug Aldred, Richard Leathern Norma Bryant Clerk following points were raised: Where are the boxes going? The Mayor noted that there is a map here that shows the proposed locations. Our Road Superintendent toured West Lorne with Canada Post to determine locations. Damage on mail boxes by paintball already happened (Frederick Street) What is justification? If close here is Rodney next? Where boxes for business going? Become a billboard, unsightly Traffic /safety issue when cars pull up beside boxes Impact on community and downtown West Lorne What about garbage presently 7 -8 bags per week of flyers removed, going to end up on the streets Maintenance in winter presently parking lot and entrance 32 boxes are being proposed mail has to be sorted and delivered to these locations when is mail going to be available? Extra costs for delivery and mileage Security and vandalism Locks freeze in winter Whose liability if someone slips? High percentage of seniors in West Lorne Need to stick together and send cards to Joe Preston Page 2 of 2 Graham Warwick reported he had spoken with a Canada Post monitoring engineer in Ottawa the day before. The move to community mailboxes is a cost saving venture. It usually occurs to replace household delivery. This is the exact opposite and Graham informed him that this move will increase the work of Canada Post staff in West Lorne and is irritating the community. He noted that exact costs are needed to show that this is not a cost saving venture and he will provide these figures to his contact. The Mayor thanked those in attendance and encouraged them to send in the cards to Joe Preston. The meeting adjourned at 8:00 p.m. These minutes were adopted on the 10 day of February, 2011. MAYOR CLERK MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Norma Bryant Clerk ALSO PRESENT: DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Bodnar Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for January 27, 2011 as printed and circulated with the following additions: Rodney ambulance station Ontario Hydro Accounts DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE LOT 8, CONCESSION 11 (J. MILLER) Also in attendance: John Miller MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS JANUARY 27, 2011 Ted Halwa Planning Consultant RES. NO. 2 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin supports the proposed severance application submitted by John Miller subject to: the usual conditions relating to drainage, roads, provision of services conditions outlined in the report dated January 24, 2011 from Community Planners, except that the 9.0 metre strip remains on the west side. DISPOSITION: Carried January 27111...Pg 2 of 7 SUBJECT: APPLICATIONS FOR CONSENT TO SEVER LOTS 9 10, CONCESSION 14 (QUINTYN) Council reviewed the report of the Planner dated January 24, 2011. Discussion arose regarding the trees along Gray Line, tree planting and the fence line that runs through the middle of the property. RES. NO. 3 Moved by Bodnar Seconded by Aldred RESOLVED that the report from Community Planners re: Applications for Consent E64110 to E67110 be received. DISPOSITION: Carried DELEGATION: KEITH FRETTER, WEST ELGIN CHAMBER OF COMMERCE Also in attendance: Robert White, Ed Markham, Wendy Dupuis Mr. Fretter referred to the correspondence dated January 21, 2011. The following discussion was held: 1. Business Improvement Area (BIA) public meeting scheduled. Need to give consideration to minimum maximum levy for business property owners. Municipality financial support requested. 2. Business Retention and Expansion Task Force The Planner noted there is an overlap in this report and the BIA report. Do we wait until we have a more appealing product, e.g. Streetscape or be aggressive now? Need to determine areas to focus on. 3. Arts Culture Task Force The Planner reported that this Task Force has not completed their report and hope to in 2011. A schedule and timeline will be established and reported to Council. 4. Farmers Market Task Force The Planner will be meeting with the Chair Sharon Little next week and will provide update at the next meeting. 5. Streetscape Plan not a task force. Suggestions are being mapped and will be meeting again in February. Beautification is a mandate of the BIA. 6. Mobile Homes Committee concern is recommendations of the committee have not been dealt with. The Planner will review the report and provide a report to Council. 7. Property Standards By -law Complaints under this By -law are referred to the Chief Building Official for inspection. Staff is reviewing the Clean Clear By -law. There is a service issue with respect to how complaints are dealt with; the process will be reviewed also. DELEGATION: LAVERNE KIRKNESS, RICHARD PELLERIN, HOWARD CULLIGAN RE: SEASIDE DEVELOPMENT PROPOSAL Mr. Kirkness provided an update on the project. The proposal includes 76 single family dwellings, 84 multi units with a population of 400 people, 20,000 square feet of commercial and 25 acres open space. A common element condominium is being proposed for the roads, sewage, stormwater management, pedestrian walkways, community centre and gateway entrance. The proposed commercial block at the bottom of Havens Lake Road is a separate application. Mr. Pellerin provided an outline for servicing. An underground storm system to outlet in the pond is being proposed. The proposed Havens Lake Road commercial and east side of road below hill, flow will be intercepted by an oil /grease /sediment trap and then discharged into the existing outlet at the bottom of Havens Lake Road. The sewage treatment plan will be a dry ditch discharge. January 27/11...Pg 3 of 7 The Mayor asked the proposed access to the treatment plant across public lands be reconsidered. Concern was raised that public access to the walkways will be denied by the condominium corporation. SUBJECT: APPLICATION FOR ZONING AMENDMENT LOT 16, CONCESSION 7 (NEIL) RES. NO. 4 Moved by Aldred Seconded by Bodnar WHEREAS the Council of the Corporation of the Municipality of West Elgin held a public meeting on the 25th day of November, 2010 for the purposes of considering a proposed temporary use by -law under Section 34 and Section 39 of the Planning Act, R.S.O., 1990 as amended, in respect of the application submitted by K C Neil; AND WHEREAS Section 34(17) of the Planning Act, R.S.O., 1990, as amended, requires that, where a change is made to a proposed by -law after the holding of the meeting, Council shall determine whether any further notice is to be given in respect of the proposed by -law; NOW THEREFORE the Council of the Corporation of the Municipality of West Elgin, having duly reviewed the proposed by -law before it, considers the giving of further notice unnecessary pursuant to Section 34(17) of the Planning Act, R.S.O., 1990, as amended. DISPOSITION: Carried SUBJECT: RODNEY STORAGE REVISED SITE PLAN RES. NO. 5 Moved by Miller Seconded by Leatham RESOLVED that the report from Community Planners re: 1601938 Ontario Limited revised site plan be received and that the revised agreement be forwarded to the owners for execution. DISPOSITION: Carried SUBJECT: STATUS REPORT RES. NO, 6 Moved by Miller Seconded by Leatham RESOLVED that the Status Report from Community Planners dated January 24, 2011 be received. DISPOSITION: Carried The Planner left the meeting. SUBJECT: QUOTATIONS FOR SALE OF DUMP TRUCK Council received the following quotations for the sale of the 1987 dump truck: Donald McIntyre Robbin Closs Jason Towers Milan Lee QUOTE 850.00 700.00 $1,505.00 $2,552.00 January 27111...Pg 4 of 7 RES. NO. 7 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Milan Lee in the amount of $2,552.00 for the sale of the 1987 dump truck. DISPOSITION: Carried SUBJECT: USE OF MUNICIPAL FACILITIES RES. NO. 8 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin approves the changes to Policy RE1 -1 to be renamed Exemption from Fees and that the necessary by -law be brought forward. DISPOSITION: Carried SUBJECT: MUNICIPAL VOTERVIEW RES. NO. 9 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Clerk re: Municipal VoterView be received. DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1. County of Elgin Land Division Committee Applications for consent (Quintyn) Instruction: SUBJECT: ACCOUNTS Part Lots 9 10, Concession 14 RES. NO. 10 Moved by Miller Seconded by Aldred RESOLVED that Council request the Land Division Committee to defer applications E64/10. E65/10, E66/10 and E67/10 to allow further discussion with the property owners. DISPOSITION: Carried 2. Ministry of Environment Update on Clean Water Act, 2006 Completion of assessment reports Instruction: File RES. NO. 11 Moved by Miller Seconded by Leatham RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried RES. NO. 12 Moved by Bodnar Seconded by Aldred RESOLVED that the Mayor and Administrator /Treasurer are hereby authorized to sign Payment Voucher #1A amounting to $162,894.18 in settlement of General, Road, Water and Arena Accounts (including cheques: #7754 -7770 and #7850- 7944). DISPOSITION: Carried �i7 A- r January 27111.,.Pg 5 of 7 SUBJECT: RODNEY AMBULANCE STATION The Mayor reported that at an Elgin County Council meeting, a report from the County Engineer was considered. There was a request to authorize a report be prepared on the location of the Rodney Ambulance Centre. Further, the building of a station for Dutton was brought forward with the estimated cost of $800,000.00. The Mayor reported that he had not supported either request and is asking for Council's input. All members of Council agreed with the Mayor's position. SUBJECT: HYDRO OUTAGE The Mayor reported that Ontario Hydro provided inaccurate information on their phone message about when the outage would be finished. This is not acceptable and he will write a letter to Ontario Hydro. Council agreed. SUBJECT: BY -LAW NO. 2011 -06 TAX EXEMPTION LEGIONS RES. NO. 13 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By -Law to exempt from taxation for a period not exceeding 10 years, those premises actually used and occupied as a club house by persons who serviced with the Armed Forces of Her Majesty or Her Majesty's Allies in any war and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 14 Moved by Miller Seconded by Leatham RESOLVED that a By -law to exempt from taxation for a period not exceeding 10 years, those premises actually used and occupied as a club house by persons who serviced with the Armed Forces of Her Majesty or Her Majesty's Allies in any war be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -06 Tax Exemption Legions DISPOSITION: Carried SUBJECT: BY -LAW NO. 2011 -07 COUNCIL REMUNERATION RES. NO. 15 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to provide for remuneration for members of Council for 2011 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 16 Moved by Leatham Seconded by Miller RESOLVED that a By -law to provide for the remuneration for members of Council for 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -07 Council remuneration DISPOSITION: Carried January 27111...Pg 6 of 7 SUBJECT: BY -LAW NO. 2011 -08 —AMEND HUMAN RESOURCES POLICY RES. NO. 17 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to amend Human Resources Policy and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 18 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to amend Human Resources Policy be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -08 Amend HR -4.2, Hours of Work DISPOSITION: Carried SUBJECT: BY -LAW NO. 2011 -09 AGREEMENT WITH DATAFIX RES. NO. 19 Moved by Bodnar Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By -Law to authorize the execution of a Memorandum of Understanding with Comprix Systems Inc. and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 20 Moved by Aldred Seconded by Bodnar RESOLVED that a By -law to authorize the execution of a Memorandum of Understanding with Comprix Systems Inc. be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -10 Agreement DataFix DISPOSITION: Carried SUBJECT: BY -LAW NO. 2011 -10 ZONE AMENDMENT NEIL RES. NO. 21 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a by -law to change the zoning of lands in Part of Lot 16, Concession VII, to permit an 'open air rodeo event' for a three -day period in July 2011, July 2012 and July 2013, and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 22 Moved by Bodnar Seconded by Aldred RESOLVED that the mover be granted leave to introduce a by -law to change the zoning of lands in Part of Lot 16, Concession VII, to permit an 'open air rodeo event' for a three -day period in July 2011, July 2012 and July 2013, and this by -law shall now be read a third time and finally passed, signed, sealed and numbered, By -Law No. 2011 -10 Zone Amendment Neil DISPOSITION: Carried January 27/11...Pg 7 of 7 SUBJECT: CLOSED SESSION RES. NO. 23 Moved by Leatham Seconded by Milier 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. 24 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin do now rise. DISPOSITION: Carried SUBJECT: CONFIRMATION BY -LAW RES. NO. 25 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting of Council held on January 27 2011 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 26 Moved by Leatham Seconded by Miller RESOLVED that a By -law to confirm the proceedings of the meeting of Council held on January 27 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011-11 Confirming By -law January 27 2011 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 27 Moved by Bodnar Seconded by Aldred RESOLVED that this Regular Meeting of Council shall adjourn at 3:55 p.m. to meet again on February 10, 2011. DISPOSITION: Carried These minutes were adopted on 10 day of February, 2011. MAYOR CLERK JANUARY 2011 ROADS REPORT 1 Plowing snow was the rule for the month and a daily event nor a good portion of the month. 2 Night shift was begun with the two employees plowing roads or cleaning snow from village centres. 3. Tree trimming and removals were started. Cleanup will be ongoing weather permitting. 4. Equipment maintenance is undertaken whenever possible, plow edges replaced, equipment washed, repairs done, etc. Paul Van Vaerenbergh C.R.S.1. Roads Superintendent TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: PAUL VAN VAERENBERGH C.R.S.I., ROADS SUPERINTENDENT DATE: February 10, 2011 RE: Kearns pit INTRODUCTION: Background history of Kearns pit Prior to 2003 a spring thaw would render many of our rural roads impassable The reason for this type of spring break -up is that back in the day roads were built up with whatever materials were on hand or easily available, native soils, beach sand etc.the roads had no substantial structure. Adding to this problem was the fact that on many of our roads the traveled portion was lower then the grass shoulders and in some cases even lower then the roadside ditch, after a rainstorm many of these roads were under water. A program at the time of "A gravel resurfacing was not of efficient enough quantity as to make any difference to the flooding or break -up problems. DISCUSSION: Council at the time approved a program were one or two rural roads per year were to be improved by building a substantial road base with screened "B "gravel from our gravel pit and then capped with a layer of `A "gravel purchased from another source, along with ditching and culvert replacement where necessary and a treatment with good quality brine thus creating a stable road with good drainage and a smooth dust free traveling surface. In order to accomplish this program 5 acres of land was purchased to supply the needed "B "gravel This pit is nearing completion with the remainder of the available gravel to be used this year. An offer to purchase additional land (at the same price paid for this property in 2003) was received. Council authorized an archeological and natural environment studies be undertaken in order to prove the area was free of any restrictions and could actually be mined prior to any agreement to purchase the property. These studies have been completed and showed no restrictions. RECOMMENDATION: Therefore in order to proceed with the next steps involved in obtaining a license i.e. MNR summary statement reports, local advertising, public meetings etc. the offer to purchase must be considered. Production tonnage Costs 2004 13,805 21,166 2005 11,341 36,950 2006 11,646 45,370 2007 14,373 55,621 2008 25,707 25,860 2009 19,249 6,410 2010 19,716 18,260 2011 15,000 est. 10,000 est. 130,837 219,635 2 19,635 130,837 tonnes $1.68 actual cost per tonne over 8 years 219,635 45,651 (loader rental 2004 2008) 173,984 130,837 tonnes 1.33 per tonne (the purchase of a loader in 2008 eliminated rental costs) 130,837 tonnes x $4.60 $425,220 if the gravel were sourced out based on 2010 FOB price In total 251,236 dollars was saved by the purchase of this pit. With the elevations and acreage being much the same on the new property, quantities and similar savings can be expected. Municipality of West Elgin Inter Office Memo Date: January 27 2011 To: West Elgin Council From: Jeff Slater CEMC Subject: Catherine Street in West Lorne. Discussion: On January 25 2011 I contacted the EMS base in London regarding the previous discussion at Council as to whether or not Catherine Street in West Lorne is in the EMS, or 911 computer system. It turns out that Catherine STREET is not in their computer, however Catherine ROAD is. The municipal road sign at the entrance to the subdivision also reads Catherine Road. Therefore it is important that people that live on that Road are fully aware that it is Catherine Road that they live on, not Catherine Street. Sincerely Jeff Slater Municipality of West Elgin CEMC 519 -857 -6132 West Elgin Recreation Report February 10 2011 The Recreation Department is trying to keep up with the recent snow fall. We have had equipment failures that has made it difficult to keep up. Also the amount of snow that the plows are depositing on the sidewalks has made it very difficult to keep up with as it is very heavy and difficult to mo e. We have acquired the Case Tractor from the old boys park and have it housed in the Recreation Center and are using it to plow the Business area of Rodney. It is too wide for the other side walks but will allow us to plow the Business Area earlier that before, our 7210 will be trailered over and used on the remaining sidewalks that we plow. The first meeting of the West Elgin Recreation Committee was held on January 18 2011 with positive feedback from the new and old members present. There was a great brain storming session and the committee came up with some interesting ideas. The Arena again is operating with few mechanical issues. The Black McDonald refrigeration system work has not been completed 100 as of this date, however we are getting closer. We did have an incident regarding a non -staff member that the arena board is dealing with at present. There was an interesting meeting hosted by the Fair Board regarding the Grand stand and future improvements at the park regarding the stage area and grandstand. A representative from the Trillium Foundation, Sheila Simpson attended and provided insight as to grant expectations. Also in attendance were representatives from the Kiwanis, and the Lions Club. Future meetings are planned and reports will be provided to council. The track conditions at the Fair grounds continue to be monitored, there have been no significant changes as of this date, nor do we expect any until there is a significant break in the weather. Municipality of West Elgin Parks and Recreation Superintendent Jeff Slater p.2 Municipality of West Elgin Inter- Office Mem t1 Date: January 27 2011 To: West Elgin Council From: Jeff Slater CEMC Subject: Catherine Street in West Lorne. Discussion: On January 25 2011 1 contacted the EMS base in London regarding the previous discussion at Council as to whether or not Catherine Street in West Lorne is in the EMS, or 911 computer system. It turns out that Catherine STREET is not in their computer, however Catherine ROAD is. The municipal road sign at the entrance to the subdivision also reads Catherine Road. Therefore it is important that people that live on that Road are fully aware that it is Catherine Road that they live on, not Catherine Street. Sincerely Jeff Slater Municipality of West Elgin CEMC 519- 857 -6132 CCU West Agin Recreagion Staff Report: Date: February 4 2011 To: West Elgin Municipal Council From West Elgin Recreation Superintendent Subject: West Elgin Recreation Committee Members for 2011. Discussion: As a result of discussion at the January 18 2011 session of the West Elgin Recreation Committee the following people are submitted as candidates for appointment to the West Elgin Recreation Committee: Terri Knott 2010 Member Lisa. Fletcher 2010 Member Grace Blanchard 2010 Member Gerry Scafe 2010 Member (absen.t from meeting Jackie Clayworth Mona Blain Mike Johnston As well as the Council Members, Dug Aldred, and Norm Miller. Also 1 would like council direction as to whether or not the members of this committee have to supply the Recreation Superintendent, and successfully pass a criminal record check,( OPP specifically a Vulnerable Sector screening. Respectfully Jeff Slater West Elgin parks and Recreation Superintendent. p. JANUARY 2011 WATER DEPARTMENT REPORT 1.All required Bac'T' and chlorine samples were taken throughout the distribution system with no issues to report. 2.We did bench testing on the water meter from Rodney Driving Club,and after three different comparisons with new meters there were no variations with the readings. 3.We had an issue with billing for work completed at the Crinan Church from 2010.Attached is a more in depth explanation on what happened for discussion. 4.All work orders, locates routine maintenance, and some extra building maintenance at the Rodney water tower shop were completed during this period. Mike Kalita Water Superintendent 01 CRINAN CHURCH BILLING Our former Water Superintendent was contacted by a member of the Crinan Church who informed him that the basement of the building had flooded ,and they were under suspicion that it was caused by a drain tile that was damaged when the watermain was installed along Graham Rd. We were instructed to phone in locates and go meet a few members who were on site.When we arrived they had a makeshift eel shoved into the tile end,and it was restricted at a point where the watermain had passed through.After some discussion we were told to excavate and try to rectify the problem at that location.After we dug down to the tile we found that even though it wasn't the best repair we have seen there was absolutely no indication that that spot would have caused the back -up into the basement.After speaking with them about the possibility of there being tree roots in the tile up closer to the building we had Greg Penney bring his camera out and he sent it down the tile at the Southeast corner of the building.The camera was unable to make it to the Southwest corner of the building due to it being full of tree roots.After showing this to the members and explaining to them that the problem was on the private side, and would be their responsibility,they still insisted that it was caused out at the road.After filling the hole back in and restoring the ditch where we had dug,the previous Water Superintendent made a bill to the Church for our time which is now in question as to whether it should have been sent out in the first place.Since this time the tile has been repaired/replaced and the photos show the roots inside the tile which were located right up beside the building on the private property of the church. Mike Kalita Water Superintendent. c 1 0 3 k u 0 0 O N O 0 Q I- z co w w LU 0 Et 0 0 Q W W 0 Qw Q CO d E I0 0 l0 (13 Z a) z w Q 0 C c c 0 0 0 •c is c 0 w 0 Y I I I a) 1 as U) Q) 0 3 u) y a o a a m 0 T2 T c C C Q 0 O D n I 1 c 1 Z Z ww ad 00 1 y 7 a) I .L O O I -0 a 0.a >,.0 ''0 :cs 1c c 3 c Q 1 -0 CO NO z w 0 z w a 0 TO: FROM: DATE: RE: INTRODUCTION: ntct atht f 1.tt 4 Lr t COUNCIL OF THE MUNICIPALITY OF WEST ELGIN NORMA BRYANT, CLERK FEBRUARY 10, 2011 THIRD STREET, RODNEY To authorize the conveyance of lands from Gaston Louise Begin to the Municipality of West Elgin. DISCUSSION: Third Street in Rodney does not extend to lands formerly owned by the railway. These lands for Third Street are owned by Gaston Louise Begin and not the municipality even though on our plans the street is shown as extending to the railway lands. On June 27, 2002 after meeting with the Begins, Council passed the following resolution: "Resolved that Council will agree to extend the south end of Third Street to the end of their property, with the legal and survey costs to be paid by the Begins and the new lot would be responsible for the road extension costs before they build a house" A plan of survey has now been prepared and registered. Martin Joldersma, lawyer for the Begins, has submitted the necessary documents to facilitate the conveyance. For Council's information, the adjacent lands are zoned R1 -H and the "H" would not be lifted or a building permit issued until the road and services are built by the owner of the lands to the satisfaction of the municipality. Until the road is built, this remains as a parcel of land owned by the municipality and would not be dedicated as a road allowance until built. RECOMMENDATIONS: That the report be accepted and the necessary by -law be brought forward. Norma I. Bryant, HonBA, AMCT Clerk 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tef: (519) 785 -0560 Fax: (519) 785 -0644 343400009215500 343400009208800 343400009215501 3434000092 343400009215500 34.3400J09206900 3 4000 15700 43400009215201 343400009215200 F- 5 0 343400009215205 343400009215202 343400009215206 343400009215203 343400009215210 Copyright rrtairtied by M11PAC and its suppliers. 3 400009217004 343400009217006 00 343400009217002 343400009217003 34.3400009217005 S U BTECT LA N1D S 343400008010800 N 343400009217000 343400009215150 343400009301304 343403600256000 Sincerely, Crinan Argyle Church Request to Appear before West Elgin Municipality Council Request Submitted January 17, 2011 Re: invoice for Drain Problem Crinan Church has an existing 6" drain which collects water from around Church downspouts etc and drains the water into a 6" Municipal the drain which runs along the road allowance on Highway 76. This tile system has been in place and functioned well with no problems for approximately 50 years. On May 11, 2010, the Church basement flooded. The Church managers investigated by probing inside the drain and felt that there was a blockage in the municipality section of the tile. The municipality was contacted and workers were dispatched to investigate. They dug along the drain on Hwy 76 and felt that there were no blockages in the municipal drain. The Municipality followed by having a camera inserted into the drain and confirmed that there was a blockage. We all knew that in the recent past Sherway Excavating had in error, cut through the 6" tile drain In November, Clark Excavating was on site to put in a new tile drain in for the Church. At that time, they discovered that when the cut tile had been repaired by Sherway Excavating, they had replaced the broken section of 6" tile with 4" tile without a proper connection made between the 2 tile sizes allowing tree roots to enter Water draining from a 6" tile to a 4" tile and back again to a 6" tile has over time also caused dirt and sludge to block the drain in this section preventing the flow of water which resulted in the basement being flooded. We have received invoices for the work that was completed by the Municipality. We appreciate their work to assist us in investigating the problem. Since we have now determined that the blockage was a direct result of improper repairs completed by Sherway Excavating we believe that the payment for work done is not the responsibility of Crinan Argyle Church and wish to present this information at council. Ray Dymock (Home 519 762 -3627) and Tom McLarty On behalf of the Board of Managers of Crinan Argyle Church JAW 7 20V1 Municipality of West Elgin 22413 Hoskins Line, PO Box 490 Rodney ON NOL 2C0 519 -785 -0560 fax 519- 785 -0644 Customer Name Crinan Presbyterian Church c/o Alan Carroll Address 25861 Carroll Ln City West Lorne ON NOL 2P0 Phone Qty 24.75 29.75 Description Drain problem hrs labour(2 men x 2 days) hrs backhoe Work completed on May 13 14, 2010 Payment due by Dec. 24th, 2010 Drop box available Payment Details Cash or Cheque is payable to Unit Price 40.00 50.00 Subtotal 5% GST 8% PST TOTAL, Total 990.00 1,487.50 2,477.50 2,477.50 the Municipality of West Elgin Payment Due upon Receipt IN O!CE A $20.00 SERVICE CHARGE WILL BE APPLIED FOR NSF CHEQUES. IF THIS ACCOUNT IS NOT PAID PROMPTLY, AN INTEREST CHARGE OF 1% PER MONTH WILL BE CHARGED ON OVERDUE INVOICES OVER $100.00. UNPAID INVOICES PLUS INTEREST WILL BE APPLIED TO YOUR PROPERTY TAXES. of e_ Thank You Date 7 -Dec -10 Dept WATER un ddpa ity of \Vest Elgin 22413 Hoskins Line, PO Box 490 Rodney ON NOL 2C0 519- 785 -0560 fax 519 -785 -0644 Customer Name Crinan Presbyterian Church clo Alan Carroll Address 25861 Carroll Ln City West Lorne Phone the Municipality of West Elgin Payment Due upon Receipt ON Thank You ,Z6 NOL 2P0 INVOICE A $20.00 SERVICE CHARGE WILL BE APPLIED FOR NSF CHEQUES. IF THIS ACCOUNT IS NOT PAID PROMPTLY, AN INTEREST CHARGE OF 1% PER MONTH WILL BE CHARGED ON OVERDUE INVOICES OVER 5900.00. UNPAID INVOICES PLUS INTEREST WILL BE APPLIED TO YOUR PROPERTY TAXES. Date 31 -Dec -10 AMENDED BILL Dept WATER Qty 16 9.5 Description Drain problem hrs labour(2 men x 1 day) hrs backhoe Work completed on May 13 14, 2010 Payment due upon receipt of billing. Payment Details Cash or Cheque is payable to Unit Price 40.00 50.00 Subtotal 5% GST 8% PST TOTAL Total 640.00 475.00 1,115.00 1,115.00 rki faOBL -n Cric,/ C (j1 r OWNER: -.)fi C;i} I� aJ ADDRESS: rat /2 o Quantity Description Water Meter Pit Water meter concrete lid 5/8" x 3/4" water meter MIN MIN MEI MIN MIN 5/8" x 3/4" x 3/4" meter stop 1" x 3/4" dual check back flow preventer 314" 160 PSI water service pi per foot 1" 160 PSI water ipe er foot 3/4" brass street elbow 3/4" #12 gau e sol #id cop •er tracer wire /foot 3/4" solid stainless steel sleeve MIN 1" solid stainless steel sleeve Miff Service Box #6 SS rod 1" x 3/4" x 5/8" ri•ht an•yled meter stop MEI 3/4" 1/4 turn ball valve MIN 3/4" 90o meter tail 1" x 3/4" brass reducer brushing MIN MN MIN 111=11111=1•1111.11111111111.11 MEI 1111=111■11111111111.11.111 =MI MIN MIN MIIMMIIIIIIMIIMIM1111.111111 Backhoe Plumbin Inspection Fee Water connection charge Unit Price 70.00 70.00 90.00 42.96 32.00 0.26 0.60 4.76 0.18 1.50 5.25 21.00 57.95 14,57 7.25 4.25 as N MEIN 35.00 MEI January 11, 2011 Municipality of West Elgin Clerk's Department 22413 Hoskins Line, PO Box 490 Rodney, ON NOL 2C0 Attention: Ms. Norma Bryant Clerk Dear Ms. Bryant: Ministry of Transportation, Ontario Detailed Design and Class Environmental Assessment (EA) Rehabilitation of Two Bridges on Highway 401, Elgin County (GWP 3060- 08 -00) As explained in the Notice of Study Commencement sent to you in the Fall of 2010, Dillon is currently completing the Detailed Design and Class EA for the rehabilitation of two bridges on Highway 401 in Elgin County, including Graham Road Bridge (Elgin Road 76) and Mill Road Bridge (Elgin Road 119). Subject to funding and approvals, construction is currently planned for 2012. This letter explains the construction staging proposed for the project. Graham Road and Mill Road, as they cross Highway 401, will remain open at all times during construction. The following intermittent closures are anticipated over a two to three month period during construction: Single -lane closures will occur on Highway 401 All lanes will be re- opened to traffic prior to shut -down each day. Occasional daily closures of the ramps at Graham Road will occur to place temporary concrete barrier on the ramp shoulder. Frequent night -time closures of the Highway 401 exit ramps to Graham Road will also occur. ...continued 111 k uLo N CONSU LT[ NC 7r- silerin Avcn:Jc London, c rr 5 r7 .riox 426 London, On;a o I.9) 4 38 6192 Dillon Consulting Limited Municipality of West Elgin Page 2 January 11, 2011 The lane and ramp closures will cause some traffic impacts and could result in potential delays for emergency service providers. To reduce traffic impacts and avoid delays for emergency services, the construction contract will include the following mitigation measures: Advance signing will advise motorists of lane /ramp closures. The contract will require that the bridge rehabilitations be completed by a certain date. Disincentive clauses will be included in the contract to encourage the contractor to meet the completion dates. The Contractor will be required to provide emergency service providers with at least one week's notice prior to closing any ramps. Representatives of emergency service providers will be invited to attend monthly progress meetings with the Contractor during construction. Emergency service providers will be provided access through the construction zone at all times during construction. If you have any comments, questions or concerns, please contact John Gawley, P.Eng,, Dillon's Project Manager, at 519-438-6192, Extension 1253. Yours sincerely, DILLON CONSULTING LIMITED JMS:amb Our File: 10 -3623 Janet Smolders, MCIP for John Gawley, P.Eng. Project Manager cc: Brian Goudeseune, MTO Adele Mochrie, MTO g,AYH Municip of Bayham f h tuni ty Heads of Council Council Members Dear Sirs Madams: P.O. Box 160, 9344 Plank Road, Straffordville, Ontario NOJ 1Y0 Tel: (519) 866 -5521 Fax: (519) 866 -3884 email: bayham @bayham.on.ca January 17, 2011 "THAT the Council of the Municipality of Bayham supports the efforts of the Elgin Military Museum to have the Ojibwa project proceed; Included in this mailing are two pamphlets, Project Ojibwa "What's it to You and "Walk of Honour" for your perusal. It would be greatly appreciated if your Council (upper and lower tier) would support this endeavour through letters of support to your local federal and provincial MPs and by providing any financial support you feel appropriate to the Elgin Military Museum. As you may be aware, the Elgin Military Museum is seeking to bring the Ojibwa submarine from Halifax, Nova Scotia to Port Burwell in our municipality this year. This project is a major undertaking. Please be advised that the Council of the Municipality of Bayham at the regular meeting held recently passed the following resolution: AND THAT the Federal Government take the necessary steps to extend the deadline for use of the Community Adjustment Fund dollars and release the funds in a timely manner." The Municipality of Bayham, in support of the Military Museum, is asking your support for this project. It is believed the successful placement of the Ojibwa within our community will provide tourism benefits that will extend well into our surrounding communities for many years to come. If you require further information, please feel free to contact the Elgin Military Museum or the Municipality of Bayham office. Additional contact information is included in the pamphlets. We look forward to acknowledgement of your support! Thank you. Encs. Cc: County of Elgin County of Oxford Norfolk County Elgin Lower Tier Municipalities City of St. Thomas Town of Tillsonburg Township of South -West Oxford Joe Preston, MP Elgin Middlesex- London Steve Peters, MPP Elgin- Middlesex London Yours, truly Paul L. Ens Mayor January 10 2011 Dalton McGuinty, Premier of Ontario Legislative Building Queen's Park Toronto, ON M7A 1A1 Dear Premier McGuinty: Municipality of North Perth 330 Wallace Avenue North Listowel, Ontario N4W 11_3 (519) 291 -2950 Fax (519) 291 -1804 Please be informed that the Council of the Municipality of North Perth at their regular meeting on Monday, December 20 2010, endorsed the following resolution: WHEREAS the Council of the Municipality of North Perth has concerns over the Green Energy Act in relation to its application to industrial wind turbines; AND WHEREAS the Council of the Municipality of North Perth is dissatisfied with the Province of Ontario removing industrial wind turbine approvals and overall decision making approvals from the Municipal Governments; AND WHEREAS the Council of the Municipality of North Perth is dissatisfied with regulations imposed by the Province of Ontario on the erection and operation of industrial wind turbines with respect to land use planning and the impact on building economically viable and sustainable communities; AND WHEREAS the Council of the Municipality of North Perth is concerned with the conflicting information regarding the health effects of industrial wind turbines on citizens living in close proximity to these structures; AND WHEREAS the potential health effects is proven to be destructive and divisive to the social and cultural fabric of our rural urban communities; NOW THEREFORE BE IT RESOLVED THAT the Council of the Municipality of North Perth requests the Ontario Provincial Government to implement a moratorium on industrial wind turbines until independent health studies have been completed and a full environmental study be done to determine the possible impact, and all related potential costs that will be incurred by the Municipality and the effect on property values in the affected areas and the introduction of legislation that some powers to deal with these wind turbines be restored to allow municipalities to set appropriate setbacks specific to their jurisdictions and to implement such other measures as they deem necessary; AND FURTHER THAT a copy of this resolutio i be sent to the Premiere of Ontario, the Honourable Dalton McGuinty, the Minister of Environment and MPP Perth Wellington, John Wilkinson, leader of the Official Opposition, Tim Hudak, to such other provincial cabinet ministers that may be deemed appropriate; and That a copy be forwarded to the Association of Municipalities of Ontario for their support and for distribution to AMO member Municipalities seeking their approval and encouraging them to pass similar resolutions. Yours truly, Patricia Berfelz, CMO Clerk, Municipality of North Perth Enclosure c. c. Municipality of North Perth 330 Wallace Avenue North Listowel, Ontario N4W 1L3 (519) 291 -2950 Fax (519) 291 -1804 John Wilkinson, Minister of the Environment and MPP Perth Wellington Tim Hudak, Leader of the Opposition Association of Municipalities of Ontario 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. January 17, 2011 Sincerely, Association of Municipalities of Ontario (AMO) 393 University Ave, Suite 1701 Toronto, ON M5G 1E6 All Ontario Municipalities: Ann Wright Deputy Clerk Ontario, Canada jui A Heritage and a uture c.c. Honourable Dalton McGuinty, Premier of Ontario Ernie Hardeman, MPP Oxford t 2011 Council for the Town of Ingersoll on December 13, 2010 passed the following resolution: WHEREAS carbon monoxide (CO) cannot be detected by people because it is colourless, odourless and tasteless; therefore it is a significant health risk; AND WHEREAS early symptoms of CO poisoning includes headaches, nausea and fatigue, which are often mistaken for the flu and are ignored, and that prolonged exposure can cause brain damage and death; AND WHEREAS carbon monoxide is a leading cause of accidental poisoning deaths in Ontario, Canada and North America; THEREFORE the Council of the Town of Ingersoll supports Oxford MPP Ernie Hardeman in his efforts to make Carbon Monoxide alarms mandatory in all residential buildings in Ontario with amendment to the Ontario Building Code. We would encourage your municipality to support this resolution and forward your support to Ernie Hardeman, MMP Oxford County. DISCLAI MER 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. Douglas G. Gunn, LL.B., Q.C. Donald M. Ferguson, B. Comm. (Hons.), LL.B Lisa N. Gunn, B.A. (Hons.), LLB. Amy C. Dale, B.A., LL.B. Sandra L. Monger, B.A. (Hons.), LL.B. January 19, 2011 Township of Southwold 35663 Fingal Line Fingal, ON NOL 1K0 Attention: Donna Ethier, CAO /Clerk GUNN 81 ASSOCIATES o/b Douglas George Gunn Professional Corporation Barristers, Solicitors Notaries Public Re: Police Services Board Accident Investigations Email: douglasgunn @gunn.on,ca Assistant: Colleen Gemmel) Email: corleengemmell @gunn.on.ca Our File No. 75582 Via Regular Mail This letter will acknowledge receipt of your email of the 13 of January, 2011 in connection with the above whereby you provided me with the letter over the signature of the Mayor of your municipality regarding investigations of accidents on municipal property. The letter from your Mayor was tabled by me before the Police Services Board at a meeting on the 18 of January, 2011 and a discussion ensued among the members of the Board and the Detachment Commander of the St. Thomas Detachment of the Ontario Provincial Police. The net result of the foregoing was that the Detachment Commander has agreed that he would meet with the Road Superintendents for all of the member municipalities at a meeting which is scheduled to take place on the 18 of February, 2011 commencing at 10:00 in the forenoon. I would hope and I would expect that there will be some accommodation arrived at between the Detachment Commander and the Road Superintendents of the various municipalities which would address the concerns which have been raised. If there is anything further that i can do, do not hesitate to bring the concerns to my attention and it will go back on a future agenda of the Police Services Board. l am forw $ding a cop of this letter and a copy of your Mayor's letter of the 11 of January, 2011 to the other -two municipalit, es represented by me at the Police Services Board. Yours verytruly, DGG:c Gunn, Q.C. 108 Centre Street, St. Thomas, Ontario N5R 2Z7 Telephone (519) 631 -0700 Facsimile (519) 631 -1468 www.gunn.on.ca Gunn Associates o/b Douglas George Gunn Professional Corporation Barristers, Solicitors Notaries Public o.c. Municipality of Dutton /Dunwich 199 Currie Road Dutton, ON NOJ 1J0 Attention: Ken Loveland, Clerk Administrator with enclosure o.c. Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Rodney, ON NOL 2C0 Attention: Norma 1. Bryant, Clerk y with enclosure Page 2 of 2 January 11, 2011 Attn: Doug Gunn, Police Services Board Re: Accident Investigations Dear Mr. Gunn: Sincerely, James McIntyre Mayor TOWNSHIP OF SOUTHWOLD cc. Scott Woolley, Public Works Superintendent 35663 Fingal Line Fingal, ON NOL 1 KO Phone: (519) 769 -2010 Fax,. (519) 769-2837 Email: soufhwold @twouthwatd.an.ca I am requesting that you bring the following letter to the Police Services Board for discussion, on behalf of Council. Currently when there is a serious accident in Southwold Township and the OPP request the Township staff to close the road, the Public Works Superintendent (or designate) is generally not permitted within the cordoned -off accident scene. Therefore any investigation conducted by the Superintendent is usually done outside of the scene and /or later in the day (following day) after the road has been re- opened. Please be advised that staff is cognizant of the fact that the OPP are conducting an investigation and do not want anyone disturbing evidence within the immediate area, especially if there is a death involved. The problem is, is that sometimes these cases result in a lawsuit against the municipality. Unfortunately we are not always able to gather our own evidence at the time of the incident in order to prepare for a defense. Instead, we end up relying on the OPP report as our evidence. Understandably, the OPP's concerns may differ from the Public Works Superintendent's which may include: shoulder drop offs, appropriate signage, and most importantly road conditions which are all matters relevant to our defense. As well, the terminology may differ between both parties when describing road conditions. The Township has always enjoyed a very pleasant working relationship with the OPP in the past and would appreciate it if in the future, the OPP would consider permitting an authorized employee (Public Works Superintendent and /or designate) to conduct an investigation within, the parameters of the accident scene, with the understanding that Township Stan`' would not Interfere with the OPP Investigation and would at all times respect the privacy of any individuals involved in the accident As I am sure you can appreciate, documenting information as quickly as possible is essential for accuracy in court and in providing a good defense in the event of a lawsuit. Thank you for your time and consideration of this matter. January 27, 2011 Municipality of West Elgin 22413 Hoskins Line, P.O. Box 490 Rodney, Ontario NOL 2C0 Attention: Ms. Norma Bryant Clerk Ministry of Transportation, Ontario (MTO) Detailed Design and Class Environmental Assessment (EA) Rehabilitation of Graham Road Bridge, Highway 401, West Elgin (GWP 3060- 08 -00) Noise By -law Exemption Application Dear Ms. Bryant: MTO is currently completing the Detailed Design and Class EA of the rehabilitation of the Graham Road Bridge (Elgin Road 76) on Highway 401 in West Elgin. Subject to funding and approvals, construction is currently planned for 2012. This letter requests an exemption from West Elgin's By -law 2004 -77, A By -law to Control Noise. Rehabilitation work on the bridge includes steel coatings and minor repairs and requires single -lane closures on Highway 401 and closure of the highway access ramps at Graham Road. To minimize the traffic impacts of the closures, this work will be completed overnight and on weekends when traffic volumes are the lowest. Schedule 2, Clause 5, of By -law 2044 -77 prohibits the operation of any construction equipment in connection with construction between the hours of 9:00 p.m. and 7:00 a.m. throughout the Municipality. The attached form is based on Section 8(b) of the by -law, "Details of Application for Exemption As outlined on the attached, we request an exemption from By -law 2004 -77 for the duration of the project from April 2012 to November 2012 to permit night -time and weekend construction work. Information signs will be provided to advise motorists of the closures. Throughout construction, the Contractor and MTO will hold regular progress meetings with the Municipality and emergency service providers to review project progress and upcoming night -time and weekend work. ...continued D II ILLON CONSULTING )c;f?Hr Aenl:.. London. Oman,. Cat;l d.1 6A 5R). Mai Box 426 London, On 41 Dillon Consulting Limited Municipality of West Elgin Page 2 January 27, 2011 As you know, Section 8(b) of your by -law requires that the proponent place a notice of intention to apply for a by-law exemption in a local newspaper ten days before Council will consider the application. We will prepare the notice for your review when you advise us of the date of the Council meeting. If you have any questions, please contact John Gawiey, i'.Eng., Diiion "s Project Manager at 519- 438 -6192, Ext. 1253. Yours sincerely, DILLON CONSULTING LIMITED JMS:amb Encl. Janet Smolders, MCJP for John Gawley, P.Eng. Project Manager Our File: 10 3623 cc: Brian Goudeseune, MTO Adele Mochrie, MTO (i) Name and Address: Ministry of Transportation, Ontario, West Region Attn: Mr. Brian Goudeseune, Senior Project Manager (ii) Source of Sound: MUNICIPALITY OF WEST ELGIN, BY -LAW 2044 -77 A BY -LAW TO CONTROL NOISE Night -time and weekend bridge rehabilitation construction work (steel coatings and minor repairs) on Graham Road Bridge (Elgin Road 76) on Highway 401. (iii) Applicable By -law Provision: APPLICATION FOR EXEMPTION, SECTION 8(b) Section 2, Clause 5, prohibits the operation of any construction equipment in connection with construction between the hours of 9:00 p.m. and 7:00 a.m. throughout the Municipality. iv) Time Period of Exemption Request: Nine month period (normal construction season) from April 2012 to November 2012. v) Reasons for Exemption Request: Rehabilitation work requires single lane closures on Highway 401 at the bridge site and closure of the highway access ramps at Graham Road. To minimize the traffic impacts of these closures this work will be completed overnight and on weekends when traffic volumes are lowest. vi) Attempts to Comply: All other work will be completed within the hours permitted by the by -law. Night -time and weekend work was planned to minimize impacts on the travelling public. Information signs will be provided to advise motorists of the closures. Throughout construction, the Contractor and MTO will hold regular progress meetings with the Municipality of West Elgin and emergency service providers to review project progress, including the timing of the upcoming overnight and weekend work. vii) Proof of Publication: MTO will prepare and run a newspaper notice of intention to apply for a by -law exemption. We will prepare a draft of the notice for the Municipality's approval when we are advised of the date of the Council meeting to consider the application. Submitted by Dillon Consulting Limited On behalf of MTO, January 27, 2011 10 -3623 Municipality of Central Elgin Municipality of Dutton /Dunwich Municipality of West Elgin Township of Malahide Township of Southwold 450 Sunset Drive St. Thomas, Ontario N5R 5V1 January 25, 2011 Municipality of Bayham Township of Southwold 35663 Fingal Line Fingal, ON NOL 1K0 Yours Mark G. Mc Secretary/Administrator maj ELGIN GROUP POLICE SERVICES BOARD Enclosure Chair Doug Gunn Dear Mayor and Members of Council: c.c. B. Fishleigh, St. Thomas OPP Commander Partner Municipalities Tel. (519) 631 -1460 Ext. 161 Fax (519) 633 -7661 Res. (519) 631 -0700 Thank you for your resolution dated January 12, 2011 regarding the authorization of a Township of Southwold employee to conduct an investigation at an accident scene, in cooperation with OPP, and the correspondence dated January 11, 2011, sent to Elgin Group Police Services Board representative Doug Gunn regarding the same issue. Please be advised the request was discussed at the January 18, 2011 meeting of the Elgin Group Police Services Board and the attached resolution was passed. OPP Commander Brad Fishleigh will be responding directly to you about the request. In addition, he has proposed to attend a coming meeting of the Elgin County Roads Supervisors to outline protocol at accident scenes, for the benefit of municipal staff. If you have any comments or questions, please do not hesitate to contact me. Moved by Casier Seconded by Ferguson ELGIN GROUP POLICE SERVICES BOARD TUESDAY, JANUARY 18, 2011 THAT in regard to Correspondence Item #8 the Commander be directed to reply in writing to the municipalities with the OPP's position on this matter; and, THAT the Commander attend the February 18, 2011 meeting of the local Roads Supervisors to explain the expectations and protocols in accident investigations. Carried. Signed Chair D. Gunn January 11, 2011 Attn: Doug Gunn, Police Services Board Re: Accident investigations Dear Mr. Gunn; am requesting that you bring the following fetter to the Police Services Board for discussion, on behalf of Council. Currently when there is a serious accident In Southwofd Township and the OPP request the Township staff to close the road, the Public Works Superintendent (or designate) is generally not permitted within the cordoned-of accident scene. Therefore any conducted by the Superintendent is usually done outside of the scene and/or late in the day (following day) after the road has been re- opened. Please be advised that staff is cognizant of the fact that the OPP are conducting an investigation and do not want anyone disturbing evidence within the immediate area, especial/ if there is a death involved. The problem Is is that sometimes these cases result in a lawsuit against the municipality. Unfortunately we are not always able to gather our own evidence at the time of the incident In order to prepare for a defense. instead, we end up relying on the OPP report as our evidence. Understandably, the OPP's concerns may differ from the Public Works Superintendent's which may include: shoulder drop offs, appropriate signage, and most importantly road conditions which are all matters relevant to our defense. As well, the terminology may differ between both parties when describing road conditions. The Township has always enjoyed a very pleasant working relationship with the OPP in the past and would appreciate it if in the future, the OPP would consider permitting an authorized employee (Public Works Superintendent and /or designate) to conduct an Investigation within the parameters of the accident scene, with the understanding that Township Staff would not interfere with the OPP Investigation and would at all times respect the privacy of any individuals involved in the accident: As I am sure you can appreciate, documenting information as quickly as possible is essential for accuracy In court and in providing a good defense in the event of a lawsuit. Thank you for your time and consideration of this matter. Sincerely, James McIntyre Mayor cc. Scott Woolley, Public Works Superintendent TOWNSHIP OF SOUTHWOLD 35663 Fingal Line Fingal, ON NOL I KO Phone: (519) 769 -2010 Fax: (519) Email. sou thwold @twp s louthw d.on8cn 201 1 -05 TOWNSHIP OF SOUTHWOLD OFFICE OF THE CLERK TO: ELGIN COUNTY MUNICIPALITIES FROM: Donna Ethier, CAO /CIerk Township of Southwold. DATE: January 12, 2011 RE: RESOLUTION OF COUNCIL Please be advised that the Southwold Council at it's Regular Meeting of Monday January 10, 2011, passed the following resolution: That a letter be sent to the Police Service Board requesting the cooperation of the OPP with respect to permitting an authorized employee of the Township of Southwold (Public Works Superintendent and/or designate) to conduct an investigation within the parameters of an accident scene; And further that the resolution be forwarded to Elgin County municipalities for endorsement. CARRIED 35663 Fingal Line Fingal, ON NOL 1 K0 Phone: (519) 769 -2010 Fax: (519) 769 -2837 Erna!l: caoac twp.southwold.on.ca Municipality of Bayharn Municipality of Central Elgin Municipality of Dutton /Dunwich Municipality of West Elgin Township of Malahide Township of Southwold 450 Sunset Drive St. Thomas, Ontario N5R 5V1 ELGIN GROUP POLICE SERVICES BOARD Chair Doug Gunn January 25, 2011 To: Municipality of Bayham Municipality of Central Elgin Municipality of Dutton /Dunwich Municipality of Malahide Municipality of West Elgin Township of Southwold Dear Mayor and Councillors: Re: Elgin Group Police Services Board (PSB) Members Please be advised the following are serving on the PSB. The inaugural meeting was held on January 18, 2011 where new and reappointed members took the Oath of Office: Wayne Casier Bill Walters Joanne Ferguson Duncan McPhail Doug Gunn Doug Gunn was elected Chair and Bill Walters was elected Vice Chair. The PSB will meet on February 15, March 23, May 18, July 20, September 21 and November 16 this year. All meetings start at 2 p.m. and are held at the Elgin County Administration Building, St. Thomas, third floor conference room. Yours truly, Zr pg, 4 ,44-41-eL Susan McConnell Elgin Group Police Services Board c.c. Brad Fishleigh, OPP Commander Tel. (519) 631 -1460 Ext. 161 Fax (519) 633 -7661 Res. (519) 631 -0700 Municipal Appointee (Bayham Malahide) Municipal Appointee (Central Elgin) Provincial Appointee Provincial Appointee Community Appointee (Dutton /Dunwich, Southwold and West Elgin) January 20, 2011 To: Partner Municipalities Council Members Dear Councillors: Re: Capital Redevelopment Proposal: St. Thomas -Elgin General Hospital At its January 11, 2011 meeting, Elgin County Council approved the following motion: *Enclosed "THAT the Corporation of the County of Elgin support the St. Thomas -Elgin General Hospital's rebuilding campaign, and forward a letter of support to the Honourable Deb Matthews; and, THAT the County request partner municipalities to endorse the letter. Yours truly, /d(MCM-- 2A- C Susan McConnell Administrative Services Coordinator Thank you for your consideration of this request. Carried (signed) Warden Dave Mennill" Enclosed you will find a copy of the letter of request from St. Thomas Elgin General Hospital and a recommended template letter from the hospital for the Honourable Deb Matthews, Minister of Health and Long -Term Care. Elgin County Council requests you consider supporting the redevelopment proposal and forwarding a letter of support to Minister Matthews with a copy to Elgin- Middlesex- London Member of Provincial Parliament, Steve Peters. flr County of Elgin Administrative Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519- 631 -1460 www.elgin- county.on o Progressive by Nature January 7, 2011 Council of the County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Warden Dave Mennill and Members of County Council: 1 am writing to you to brief you on our St. Thomas Elgin General Hospital's (STEGH's) `Redefining the Future' project, and to make a request for your support as advocates. Your advocacy as political leaders in our community is critical to our efforts to obtain government approval for this vital hospital rebuilding project that will secure the future of our hospital for the residents of the City of St. Thomas and Elgin County. In 1997, the Health Services Restructuring Commission (HSRC) identified that STEGH would require 15 new inpatient beds and related outpatient mental health services when the current regional facility on Sunset Drive, operated by St. Joseph's Health Care is closed. STEGH submitted a plan to the Ministry in 1998, which identified how we would accommodate this much needed and new service at our hospital. In 2002, we were asked to submit a full Master Plan /Master Program and identify all of our priorities for capital redevelopment at our hospital. This submission again identified mental health of course, but also our emergency room, surgical suites and ambulatory care as priorities in dire need of redevelopment. At that time, London's plans for building a new mental health facility (in London) were finally moving ahead. Concerns about the local availability of a mental health service at STEGH, timed with the completion of the new London facility in 2014, began to surface. In 2008, the Ministry once again requested, and funded, a review our STEGH capital redevelopment priorities. This latest submission to the MOHLTC was made in July 2009, and addressed similar priorities to those in 2002. However, one important addition includes enhancements to our existing 1954 vintage facility, to separate patient/staff /visitor traffic to improve safety and infection control, particularly, in anticipation of a future SARS -like event in Ontario hospitals. Our submitted expected project cost is $106 million, which includes a $12.5 million share to be raised within our community, a requirement of all communities in Ontario seeking hospital redevelopment. Since the time of submission we have had numerous visits with officials in the MOHLTC and the Ministry of Infrastructure, as well as a meeting with the Minister of .Health and Long -Term Care, Deb Matthews, and officials at St. Joseph's Health Care. MPP Steve Peters has been supportive of this project and has been instrumental in assisting us in scheduling meetings with government. We have been working tirelessly to ensure that our hospital receives this important level of investment to renew its most critical facilities. This investment will not only signal the long -term viability of this hospital to our community (often raised as a concern in our community consultations), it will also ensure that we can continue to effectively compete to retain and recruit healthcare professionals who view modern facilities as an important career decision making criteria. I am sure that you are also well aware of the status of STEGH as a significant t employer in our community and the importance of a healthy and vital local hospital to local industry and business enterprises. We have prepared a template letter (attached), and would invite you to personalize this letter in the manner you deem appropriate (you may choose to do this as Elgin County Council and /or with County Council endorsement and forwarded to the municipalities for their endorsement) Our request is that you send it, on behalf of our STEGH capital redevelopment project, to Minister of Health and Long -Term Care, Deb Matthews. Timing is critical, as we are aware that government has currently initiated decision making on projects to be included in their ten -year infrastructure plan. Thank you for your consideration of this urgent request. Should you require any additional information or assistance, I am at your service at your convenience through the hospital at 519 631 -2020 ext 2192 or email pcollins @stegh.on.ca. Sincerely, Paul Collins President and CEO cc. Bruce Babcock, STEGH Board of Governors Suggested template letter to Minister of Health and Long Term Care Deb Matthews (Please remove above line and add business letterhead). Honourable Deborah Matthews Ministry of Health and Long -Term Care 10 Floor, Hepburn Block 80 Grosvenor Street Toronto, Ontario M7A 2C4 Dear Minister: RE: Capital Redevelopment Project Proposal St. Thomas Elgin General Hospital I am writing to you to lend my support on behalf of my constituents in (please enter your appropriate constituency name) to the capital redevelopment project proposal from the St. Thomas Elgin General Hospital entitled, "Redefining the Future Our local hospital is highly valued in our community, primarily as a provider of excellent health care, but also as the third largest employer in Elgin County and the City of St. Thomas. The proposal submitted by St. Thomas Elgin General Hospital, if approved, will ensure that our community maintains access to high quality inpatient and outpatient mental health services, and that these services are provided with little interruption when the St. Joseph Health Care mental health services construction project is completed in London, in 2014. In addition, it is clear to all of our community that our current Emergency Department and operating room suites are severely outdated and do not reflect the updated, modem facilities we see in hospitals around us, such as; Strathroy, London, Stratford and the soon -to -be new hospital in Woodstock. In today's healthcare environment, modem facilities are vital to recruiting and retaining physicians, nurses and other important healthcare talent. Our community is proud of their hospital, as am 1, and I am confident that we will raise the community share required in support of this much needed capital redevelopment. St. Thomas and Elgin County, as you know, have been hard hit in this economic downturn, and I know that our citizens will deeply appreciate government investment that will signal confidence in the long- term future of their community hospital. Thank you for your consideration of this worthy project. Sincerely, eaumoi /6-"vera-617 iLi A /6 cbea i 7,4ry 4 (1 i A 1 a in /0 L d 1 1 a4-4 4/ t/ 81 A O a o p ILi ,Z d n tyrI e id z ci f t i): i t ,6 i 72L-144 Steve Vlachodimos Deputy City Clerk Attachments THE CITY OF WINDSOR COUNCIL SERVICES DEPARTMENT November 17, 2010 Ms. Pat Vanini Executive Director The Association of Municipalities of Ontario (AMO) 200 University Ave., Suite 801 Toronto, Ontario M5H 3C6 Dear Ms. Vanini, Carried. Your consideration and support for Council's resolution is appreciated. Yours very truly, VALERIE CRITCHLEY CITY CLERK IN REPLY, PLEASE REFER TO OUR FILE NO. Windsor City Council at its meeting held November 15, 2010 adopted the following motion: M311 -2010 WHEREAS residents have identified escalating electricity and heating rates as a major concern; and WHEREAS electricity and heating, like municipal water, are not luxury items but a basic necessity; THEREFORE BE IT RESOLVED that Council petition our Provincial and Federal partners, to request that like the current Municipal Water category, electricity and heating be exempt from Harmonized Sales Tax (HST); and further, That this motion BE FORWARDED to the Association of Municipalities of Ontario (AMO) and the Federation of Canadian Municipalities (FCM) requesting support from their respective members. Room 203 350 City Hall Square West City Hall Windsor, Ontario N9A 651 E -MAIL: clerks @c €ty.windsor.on.ea TEL (519) 255 -6211 FAX (519) 255 -6868 Members of Council Municipality of West Elgin c/o Jeff Slater, Superintendant, Parks Recreation February 4, 2011 Connie Kool, 13342 Colley Road West Elgin Members of Council: Since Jan. 12 of this year I have rented the Rodney Recreation Centre main floor every Wednesday evening from 7p.m. until 8p.m. to find out if there is interest in the community in an indoor dog walk. Through word of mouth, the number of people coming out with their dogs has been increasing steadily. There have now been more than 20 participants and many more expressing an interest as word spreads. This is an exercise opportunity for the dogs, and their owners, and provides good socialization time as well. There is no `training' component, although the different owners are certainly sharing their expertise. At this point, I would request that you might waive the rental fee for the building for the remainder of the winter season and consider this a community event. I would be willing to continue to be responsible for the keys and the care of the building. For your consideration, Sincerely Connie Kool January 13, 2011 Tri- County Water Management c/o Municipality of West Elgin P.O. Box 490 Rodney, Ontario NOL 2C0 Attention: Ms. Joanne Groch Dear Joanne: Please be advised that Secondary Water rate for If you have any questions, myself. Regards, Suzanna Dieleman, C.G.A. Treasurer TOWNSHIP OF SOUTHWOLD RE: 2011 Water Rate Increase effective January 1, 201 municipal water billing will please do not hesitate to 35663 Fingal Line Fingal, ON NOL 1 KO Phone: (519) 769 -2010 Fax: (519) 769 -2837 Email: imartin @twp.southwold.on.ca 1, the combined Primary and be .7069 per cubic meter. contact Donna Ethier, C.A.O. or 1 4 I Statistics Statistique Canada Canada December 22, 2010 Dar Mayor Wiehle, Ontario Regional Census Centre 25 St. Clair Ave. East, Suite 1000 Toronto, Ontario M4T 1M8 www.census2011.gc.ca Posters in municipal facilities. Centre regional du recensement de l'Ontario 25, ay. St. Clair Est, bureau 1000 Toronto (Ontario) M4T 1M8 www.recensement2011.gc.ca I am pleased to inform you that the 2011 Census and the new National Household Survey (NHS) will be held in May 2011. I am writing to seek your support in our campaign to encourage the participation of all residents of your municipality. We also need your help to raise awareness of available jobs in the census. Population estimates obtained from the census are used to allocate transfer payments from the federal government to the province and from the province to municipalities. Obtaining every resident's participation is key to ensuring your municipality gets the data that are needed to plan, develop and evaluate municipal programs and services such as schools, daycare, police and fire services, public transportation services, and housing and roads. In the coming weeks, a member of our communications team will contact your office to discuss ways in which we can work together. Some ideas include: Official Declaration of Census month Census web button on municipal website(s) with a hyperlink to our on -line application for employment (www. census2011. gc. ca); Inserts in newsletters, bulletins, calendars, invoices; In the meantime, should you have any questions, please feel free to contact Gretchen Gordon, by e -mail at Gretchen.Gordon@a,statcan.gc.ca, or by telephone at 416 973 -9763. Thank you in advance for your time and consideration. Yours si ary irector entral Region Canada Joanne Groch From: "Brian Masschaele" bmasschaele @elgin- county.on.ca> To: <cao @twp.southwold.on.ca <dleitch @centralelgin.org <hadams @town.aylmer.on.ca <jgroch @westelgin.net <kkruger @bayham.on.ca kloveland @duttondunwich.on.ca <Imillard @bayham.on.ca <mcasavecchia @malahide.ca <nbryant @westelgin.net <ni rvi ng @town. aylme r.on. ca> Cc: "Library Supervisors" LibrarySupervisors @elgin- county.on.ca "Mark McDonald" <mmcdonald @elgin- county.on.ca "Susan McConnell" smcconnell @elgin- county.on.ca "County Warden" <warden @elgin- county.on.ca> Sent: Friday, February 04, 2011 9:48 AM Attach: 2010 Library Usage and Statistics Report.doc; 2010 Library Usage and Statistics Report.xls; Library Branch Construction Policy Update.doc Subject: Library reports for information Hello Municipal Partners, Attached please find two reports and related attachments for the information of your respective Councils. The first pertains to 2010 statistics of use for the Elgin County Library's 10 branches along with the relevant attachment in Excel. Note that there are tabs in the Excel file revealing statistics by category. The second report is a revised Library Branch Construction Policy Update which outlines the procedure to be taken by Municipalities should your Council wish to expand, relocate or construct library facilities. Both of these reports were approved by Elgin County Council on January 25th, 2011. I will gladly come and address your respective Councils should you require further perspective on either of these reports. Sincerely, Brian Masschaele, Director of Community and Cultural Services County of Elgin St. Thomas ON N5R 5V1 Canada Ph: 519- 631 -1460 x138 E -mail: bmasschaeleOelgin- county.on.ca www.elgincounty.ca x This email may contain confidential information. If you are not one of the intended recipients, if you receive this email or if it is forwarded to you without the express authorization of The County of Elgin, please destroy this email and contact us immediately. Please consider the environment before printing this e-mail 1 Clb'G 1 VI 1 2/4/2011 REPORT TO COUNTY COUNCIL FROM Sandi Loponen Library Coordinator, Community and Cultural Services DATE: January 10th, 2011 SUBJECT: 2010 Library Usage and Statistics Report INTRODUCTION: This report provides Council with metrics that illustrate usage trends at the 10 library branches in Elgin County compared to the previous year. Figures include general circulation of materials, downloadable collections, public computer use, interlibrary loan services, reference services, and membership numbers. DISCUSSION: The following highlights in library usage can be derived from this report: Circulation activity at the Bayham branch (Straffordville) increased by 26.6% in 2010 and has experienced a total increase of 40% since the closure of the Vienna branch in 2009. Bayham Library has now surpassed Port Stanley as the third busiest branch in the system, despite the fact that it is open for only 28 hours while Port Stanley is open 39.5 hours. Since Port Stanley's service hours are adequately meeting the needs of its community, the library would like to explore additional open hours at Bayham. Pending direction from Council, staff will bring forward a detailed report to examine service hours at Bayham and, by association, the number of staff hours required to service the significant growth in usage at this location. Aylmer continues to serve as the library's busiest branch, accounting for 32% of the library system's total of 281,103 circulation transactions. System -wide circulation increased by 2.1 31,345 sessions of public computer use were logged in 2010. The library continues to register more than 2,000 new members each year with an active cardholder population of 13,391, up 2.6% from 2009. Programs and tours accommodated 15,281 participants in 2010. The number of hold requests placed on library materials increased by 22.4% in 2010 to 42,548. Growth in this area suggests that more patrons are enjoying the convenience of requesting materials and being contacted by phone or e- mail when the item arrives. CONCLUSION: The attached report informs Council of statistics that summarize use of Elgin County Library collections and services in 2010. Increases in total circulation activity suggest that residents are continuing to turn to free access to resources including the internet, books, movies and music as they choose to borrow instead of buy materials for leisure and research. Of particular concern in 2011 will be the examination of open hours at the Bayham branch in Straffordville to keep up with rapidly growing demand in this community and the ongoing exploration of creative ways to support heavy usage in Aylmer. Public libraries have witnessed a general trend in increased demand for self- service options such as downloadable collections and greater flexibility with online library account management. Last year, the library reported the addition of a shared downloadable audiobook collection in August 2009. In November 2010, the library introduced a shared downloadable eBook collection. These services are funded in large part by the Ontario Ministry of Culture Tourism. In addition to the download statistics cited in the attached report, staff have noted anecdotally an increase in questions related to downloading titles and transferring them to portable reading and listening devices. Staff will continue to monitor demand for self -serve options and seek low -cost opportunities to provide additional services in this area. RECOMMENDATION: THAT the "2010 Library Usage and Statistics Report" dated January 10 2011 be received and filed as information; and THAT staff be directed to conduct a detailed examination of Bayham Library's open hours and the staffing complement required to meet increased community demands identified in this report. All of which is Respectfully Submitted Approved for Submission 5 adingi; Sandi Loponen Mark G. McDonald Library Coordinator Chief Administrative Officer 2 Brian Masschaele Director of Community and Cultural Services Elgin DATE: January 5 2011 INTRODUCTION: DISCUSSION: REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services SUBJECT: Library Branch Construction Policy Update County Council last approved a "Library Branch Construction Policy" in February 1999 which specifies the procedure to be taken by lower -tier municipalities in the event that a new, expanded or relocated library facility is proposed. This comprehensive policy represented a significant step forward in clarifying roles and responsibilities of each party in the location of library facilities. The passage of time and new planning considerations now make it prudent to update the policy. This report proposes that County Council adopt an updated "Library Branch Construction Policy" effective immediately. Elgin County Council last revised the "Library Branch Construction Policy" in February 1 999. This policy, attached as "Appendix A" to this report, outlines notice and approval procedures to be taken in the event that a lower -tier municipality wishes to construct a new, expanded or relocated library facility. Furthermore, it makes provision for an interest -free loan of up to $50,000 to be provided by the County to assist the municipality with capital costs. This policy was developed in response to discrepancies about respective roles and responsibilities of the County and its lower -tier partners in the provision of library services and specifically the location of branches. Since that time, the County has largely achieved its goal of standardizing all leases with lower -tier partners and the Port Stanley Festival Theatre (the owner of the Port Stanley Library). This too has helped to eliminate many of the discrepancies regarding respective roles and responsibilities while establishing equity within leasing rates across the County. The exception remains the Aylmer Library which continues to be governed by a 40 year lease signed with the Town of Aylmer in 1980. The passage of time and new planning considerations make it prudent to revise this policy. Attached to this report is a revised policy for Council's adoption. The following are highlights of revisions being proposed in comparison to the 1999 policy: Facility Size When the original policy was adopted, there were no clear provincial guidelines to assess the proper amount of space for a facility in relation to the population served. Such guidelines now exist for multi- branch, County systems and adherence to these guidelines are now formally referenced in the policy. Specific Locations Ultimately, the decision on a specific location for a library lies with the municipality. Nevertheless, staff feel that the County should play a pro active role in determining the appropriate location within the community for a library branch, stating a clear preference to "downtown" locations as referenced in municipal cultural planning models promoted by the province. Furthermore, synergies with mixed -use facilities such as community centres should be encouraged as the "cross pollination" has many benefits to both parties. Limits Per Council Term Previously only one library could be redeveloped /constructed within the three year term of Council. An amendment is required given that Council now has a four year -term. Staff feel that this requirement should be relaxed to allow for the redevelopment/construction of a maximum of one branch per year. Interest Free Loan Amount The previous policy offered the ability to obtain an interest -free loan of up to $50,000 from the County for the construction or renovation of facilities. The ability to obtain such a loan is an excellent practice and should be continued but the amount should be increased to account for inflation. Staff recommend that the maximum amount now stand at $100,000 payable over a period of up to 10 years. Eligibility It should be stressed throughout the policy that it applies only to municipal partners who renovate or construct library facilities. Any third parties who may wish to lease space to the County for the purposes of providing space for library services will be treated separately and on a case -by -case basis. CONCLUSION: The support of the County's municipalities in the operation of library facilities over the years has generally been very positive. Municipalities have taken a very pro- active role in the construction and administration of local branches and in many ways, Elgin County is a model of how a cooperative library system should work, something worth acknowledging as the library celebrates 75 years of such cooperation in 2011. The attached "Library Branch Construction Policy" will guide County Council and municipal partners when opportunities arise to expand or construct new library facilities for the benefit of the public. However, it must be stressed that the process to expand, renovate or relocate a library facility starts with the Municipality which is in the best position to determine the community's support for such a project, the ideal location for such a facility and capacity to finance the project in relation to other priorities in the community. RECOMMENDATION: THAT the "Library Branch Construction Policy" dated January 2011 as attached to this report be hereby adopted; AND THAT the previous version of this policy (revised February 1999) be hereby rescinded. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Director of Community and Cultural Services Mark G. McDonald Chief Administrative Officer LIBRARY BRANCH CONSTRUCTION POLICY (January 2011) SCOPE The following shall constitute the policy of the County of Elgin to be followed in considering any participation it will have with any Municipality represented on County Council in the renovation, relocation or expansion of Library facilities anywhere in the County. This policy applies to capital construction or relocation of library facilities only. Operational issues and related costs pertaining to each facility are addressed in respective leases signed for each facility. New, expanded or relocated branches will require a new operational lease based on the standard "Elgin County Library Municipal Library Lease" with no exceptions. FACILITY SIZE The square footage of new, expanded or relocated library facilities will adhere, wherever possible, to "Guidelines for Rural /Urban Public Library Systems as amended from time to time by the Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO) in which the Elgin County Library is a voting member. The following are current guidelines for the size of library facilities (excluding utility rooms): Small Branches (Branches serving from 1,000 5,000 population): 2,500 sq. ft. 3,500 sq. ft. or .7 sq. ft. per capita Medium Branches (Branches serving from 5,000 10,000 population): 3,000 sq. ft. 7,000 sq. ft. or .7 sq. ft. per capita Large Branches (Branches serving from 10,000- 35,000 population): 7,000 sq. ft. 21,000 sq. ft. or .6 sq. ft. per capita LOCATION Locations on main thoroughfares or "downtown" locations in population centres will be preferred. Co- location with other community services will be preferred. ADDITIONAL CONSIDERATIONS In all cases, Municipalities shall strive to set the highest standards in terms of public accessibility, including compliance with provincial accessibility legislation. In any calendar year, the construction of one new Library will be allowed. An Interest Free Loan request from the County for constructing new libraries will not exceed $100,000.00 repayable within ten years. All requests for new libraries, expansion of libraries or relocation of libraries in the following year must be received by Council no later than December of each year for budgeting purposes. Any request received after December 31 will be considered for the following year. County Council reserves the right to deny such a loan for financial reasons. ACTIONS INITIATED BY THE MUNICIPALITY AND THE COUNTY 1.0 The Municipality shall determine if, in the opinion of their Council, there is a need for a new Library, expansion of a Library or a relocation of a Library. A review of ARUPLO guidelines and input of the County's Director of Community and Cultural Services (or designate) is strongly encouraged in this process. 2.0 If the answer is yes, the Municipality shall issue a "Letter of Intent" to the County C.A.O. and Director of Community and Cultural Services, outlining the following information: 2.01 The address and description of the proposed site and building to be constructed, expanded or relocated. 2.02 The approximate interior gross area of the new building, expanded building or relocated building. 2.03 The approximate size of the area designated to be for Library use. 2.04 Approximate loan requested from the County (not to exceed $100,000.00). 2.05 The proposed date to commence construction. 3.0 The Director of Community and Cultural Services shall forward the proposal to County Council. 4.0 County Council shall consider the proposal (Letter of Intent) and notify the Municipality of its decision. If acceptable, and County Council determines that it wishes to participate in a new Library facility, expanded Library facility, or relocated Library facility, a Letter of Intent detailing the arrangements will be signed by the C.A.O. of the County of Elgin and the Municipality. 5.0 The Municipality, at its expense, shall cause plans and specification of the Library premises to be prepared and sent to the Director of Community and Cultural Services who will forward to County Council for approval. The plans and specifications must include the information set out in this policy and if required may include a request for an Interest Free Loan, not to exceed $100,000.00. The plan and specifications must include: 5.01 The address and description of the proposed site and building to be constructed, expanded or relocated building. 5.02 The interior gross area of the new building, expanded building or relocated building. 5.03 The size of the area designated to be for library use. 5.04 Construction timetables. 5.05 Approximate move in date for library staff. 5.06 Cost of construction or renovation including mechanicals. 5.07 Confirmation of interior fittings required for library use (such as custom millwork). These fittings are to be included in construction costs and are to be paid by the municipality. Additional furnishings for library use are the responsibility of the County. 5.08 Architect's fees (if applicable). 5.09 Interim financing cost (if applicable). 5.10 Source of funding for project. 5.11 Request for an Interest Free Loan (not to exceed $100,000.00) indicating when the loan will be required. The loan must be repaid within ten years of being issued. 5.12 The Director of Community and Cultural Services shall forward the proposal to County Council with a recommendation on acceptance. At such time, the Director shall recommend that a new "Elgin County Library Municipal Library Lease" be established, outlining the anticipated costs of said lease to the library's annual operating budget and establishing a deadline to execute the lease. Should an interest -free loan be requested and approved, the Director of Financial Services shall be authorized to issue a loan agreement with terms stating that the loan is payable within a ten year period upon execution. County Council reserves the right to deny such a loan for financial reasons. 6.0 Both Parties shall be responsible for their own legal costs in the negotiation and/or drafting of any Lease or Loan Agreement. 7.0 The Municipality shall be the owner of the land and building. .c v c co m .0 :1-1, 0 a c 0 as 0 L 5 0 0 N N a) a) o 'a°3 cY3 -I c c i t —8 --1 E 5, E 2 t f i 75 .g —8 cf co N 0 Q T- 0 0 0 0 0 0 0 0 0 0 0000000000 L(30 CC)0 Oto oU 0 N CC* N C CV V N N N N N N a) co co co ns (0 U 0) c O .5 m O o N as N a 0 t~ O O i 00 O N N O N Tr O M 1 co) 0 00 r 1 03 or 15 03 0) a b o a) Q o C O a N O O C C Od .z Q) N 0) c 3 03 0 "0.. 0) 0 .0 0 0 O C m co 0) O 0 6 0 0 O y CO 'O O O O O O 0 O N N N m C 0 0 0 0 0 .0 O Z Z Z Z 1� O N N p 6) r O J V Csi L a) o Of Q p N E 0 N W k— N O co r N CO J C4 cti co .Q O 5 Q r N B C 0 N 0 Of 0 'p 1 CD o 06 ci O y N o cts L G) co 2 c 0 -a a) 0 co Y.. cn no 0 0) 0 0 N L C6 0 .c o 0 co al 0 Et T CO CO LC) d d td) O T f"-- CO CO CV CQ T co 0 N C p ca 10 C N V Q O Q Cn L. 0 L N y N� C.) E w U (7) E Q Q C) E c <Z a. C L U M r LC7 C) O CO NI CO O N M CV In T M to P co C N Q Q 0 CD L E/ N N E a)Ix ELI v o. o��o.0E POST CANADA Fro anytMrere Qe partout. to anyone =fusqu uo us FEB 1 2011 MS. NORMA I. BRYANT, CLERK THE MUNICIPALITY OF WEST ELGIN 22413 HOSKINS LINE PO BOX 490 RODNEY ON NOL 2C0 Dear Ms. Bryant: I am writing in reply to your letter to Stewart Bacon, which enclosed the memorandum from Mr. Ted. L. Halwa, regarding the pending closure of the West Lorne postal box centre. I appreciate the continuing concerns about the closure, given the circumstances described in Mr. Halwa's correspondence. As Mr. Bacon assured you in his letter of September 28, Canada Post is committed to maintaining a strong presence in the community of West Lorne. As you know, we thoroughly reviewed this situation before any decisions were made. To ensure more detailed communication with residents, we postponed our plans to implement community mailbox service until spring 2011. The landlord of the building housing the postal box centre has agreed to lease the space to us until that time. An important part of the civic addressing process in West Lorne is the installation of community mailboxes at several locations around the town. We appreciate that residents will not be picking up their mail at the postal box centre on Main Street; however, they will still be conducting their postal business at the nearby dealership in B J Variety on Graham Street, which offers a full range of products and services. Furthermore, some residents, who choose to rent postal boxes at this location, will continue to visit the area frequently. I am advised that a one -day Open House was held recently to provide further details about the upcoming changes. Residents will also receive a letter from our local postal representatives before the postal centre closes this spring and the new service commences, which will provide their new address, community mailbox site, and where they can pick up their mailbox keys. Thank you for writing again, and I regret that my response cannot be more favourable to your request. We will continue to provide a high level of service to our customers in West Lorne. Should you require further information, please do not hesitate to contact John Krayer- Krauss, Local Area Manager. He is available to help you and can be reached at (519) 457 -5337. Susan Margles Vice-President Vice- presldente Government Relations and Policy CANADA POST 2701 RIVERSIDE DR SUITE N1200 OTTAWA ON K1A.0B1 1711 Relations gouvernementales et politique POSTES CANADA 2701 PROM RIVERSIDE BUREAU N1200 OTTAWA DN K1 A 0131 Ministry of Community Safety and Correctional Services Office of the Fire Marshal 2284 Nursery Road Midhurst ON LOL 1X0 Tel: 1 -800- 565 -1842 Fax: (705) 725-7259 February 1, 2011 Dear CAO /Clerk: Yours truly, Nelly Green Fire Protection Adviser cc: Fire Chief Jeff Slater Ministere de la Securite communautaire et des Services correctionnels Bureau du commissaire des incendies 2284, chemin Nursery Midhurst ON LOL 1X0 Tel: 1- 800 -565 -1842 Telec: (705) 725 -7259 Office of the CAO WEST ELGIN Mun Office, 22413 Hoskin Line, Box 490 Rodney, ON NOL 2C0 DI �S Ontario File Reference /Reference: 687 -17 (E=lgin) WEST ELGIN (3442) RE: ESSENTIALS OF MUNICIPAL FIRE PROTECTION A DECISION MAKERS' GUIDE The Office of the Fire Marshal (OFM) is pleased to announce the availability of the "Essentials of Municipal Fire Protection A Decision Makers' Guide" seminar. This seminar has been recently redesigned, in consultation with a variety of municipal and fire service stakeholders and related associations, to highlight the fundamentals of municipal fire protection service delivery. The program is designed to meet the particular needs of municipal decision makers, primarily elected officials and senior municipal staff. Please see the attached brochure for more information on this one -day seminar that uses case studies and a resource guidebook with samples of pertinent by -laws and agreements to enhance learning. This letter is being sent to inform you that one of these seminars will be delivered in your area on Wednesday, March 23, 2011 at the County of Elgin Administration Offices (map and directions attached). Registration begins at 8:30 hrs and the seminar ends at 16:00 hrs. Decision makers from your municipality who would like to attend can do so by filling out the attached registration form and returning it by Wednesday March 9, 2011. The seminar and resource guidebook are provided at no cost, however participants will be responsible for any associated travel, meal and/or accommodation costs. The seminar is being hosted by the Central Elgin Fire Rescue with lunch and refreshments being provided at a cost of $20.00 per participant. Cheques should be made payable to the Municipality of Central Elgin and will be required the day of the seminar. The Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) will recognize applied knowledge gained from attending this seminar when applying for Certified Municipal Officer (CMO) accreditation, and the Ontario Municipal Management Institute (OMMI) will credit this seminar towards the Certified Municipal Manager (CMM) designation. If you would like more information on this seminar please contact me at 519- 676 -9098. c�eP,toe Mode/ q c P fs c\�J h Ace Deliv p, -.5.? Q,espons; X93 muNici FIRE '�laS C o o e` a 6 euaW'� a`a OP oN 4, e, a 1 �tlsaep8a a a Revamped format tailored to the needs of new and existing municipal officials with decision making responsibilities for fire services A seminar designed to highlight the fundamentals of municipal fire protection ESSENTIALS OF PROTECTION Watch for the seminar in your area! Delivered by.OFM Fire Protection Services across the province Essential information to enhance understanding of fire protection needs, obligations and legislated requirements in order to plan for fire protection in Ontario communities. Participants will: Enhance understanding of fire protection needs, obligations and legislated requirements Learn how to plan for fire protection and prevention services Understand options for the delivery of fire protection based on local needs and circumstances Assist with identification and implementation of required fire protection improvements Be informed of the support programs and tools available to municipalities New /Enhanced Features Designed with local needs and circumstances and self- determination in mind A focus on municipal decision makers elected officials and senior staff One -day intensive seminar format A facilitated guidebook to accompany the seminar, concentrating on decision areas of most interest and importance for municipal decision makers Includes examples and case studies to enhance learning Learn About: Legislation, guidelines and standards Due Diligence Roles and Responsibilities Performance Measurement Service Delivery Models and Options Available Support Programs and Services Don't miss the opportunity to have this seminar delivered in your area! For more information contact the Office of the Fire Marshal at a s (705) 725 -7258, 1 -800 -565 -1842 or contact your local OFM Fire Protection Adviser. www.ofm.gov.on.ca This program was developed in consultation with municipal officials, related organizations (Association of Municipalities of Ontario [AMO]; Association of Municipal Managers, Clerks and Treasurers of Ontario [AMCTO]; Municipal Health and Safety Association [MSHA], Ontario Association of Fire Chiefs [OAFC]) and the Ministry of Municipal Affairs and Housing (MMAH). Business arising from previous meeting REPORTS Director's Report: None West Elgin Chamber of Commerce Agenda Minutes for 4 Jan 2011 Rodney Old Town Hall Attendees Robert White, Ted Uffen, Irene Puddester, Linda Perry, Ed Kebbel, John Slaats, Torn Hurley, Ed Markham, Wendie Dupuis, Norm Miller, Dug Aldred, Keith Iris Fretter, Regrets Gordon Hall, Welcome from Chair Approval of Minutes Agenda ok as published. Robert moved, and Wendie seconded that the minutes be accepted as presented. Motion Carried. 1) TSSA has forwarded information regarding the conversion of propane facilities. 2) Seaside has apparently made application to various levels, and it is all in the hands of the lawyers. 3) Bylaw letter is ready to mail. Correspondence: Various membership cheques (Thank you!), Elgin This Month, Benefit Plan update. E -mail from the International Club, regarding the all- candidates meeting. Treasurer: Limited income of late, but total assets of $7980.33. Ed Markham moved to accept the report, John Slaats seconded, motion carried. Motion to pay the International club by Ed Kebbel, seconded by Irene Puddester. Discussion involved reaction to the size of the bill, and the possibility of relocating the next AGM, and definitely move the next all- candidates meeting at the next election. The Legions both donated the space for free. Motion Carried. Membership: Over 100 Letters ready for mailing. Keith requested that the committee brainstorm to achieve new ideas as to how to prospect and attract new members. Welcoming Committee: No report Tourism Economic Development: No report. Ed Markham talked to Ted Halwa and Ted brought up some new economic development plan that is being hatched in cooperation with the County. Apparently, more details will be revealed at a Council meeting on the 27 of January. Streetscape may be rolled into the Economic Development process. Several committees and reports have been convened, and reports submitted, consuming a great many volunteer hours, and all the recommendations appear to have been ignored. Suggestion raised to make a presentation to Council. Should be a delegation. Ed Kebbel moved that a letter be written to request time for a delegation to be formed to go to Council and express our frustrations with the lack of progress in the areas identified by the reports submitted over summer 2010. Seconded by Wendie Dupuis. A spokesperson will need to be appointed. Delegation will need to be formatted to present in the most specific manner. Will result in a Directors meeting. Business After 5: Irene reported that Arts Cookery Bank wants to host a date in February. Irene to try to get a date confirmed with Grace near the end of the month. Wendie suggested that several home -based businesses could band together and host a session. Agreed that this should be encouraged. Community Improvement: See streetscape points above. Website Committee: Some members have not submitted basic information. Ed pursuing. Other Business: 1) New business at south end new owners of the Shell station. Suggest that a plant be given. A membership form accompanies every gift for new businesses. 2) Robert expressed gratitude to the Municipality at the snow response. Crews here did a very good, efficient and effective job. 3) Businesses are looking for commercial properties to relocate to our community, and are unable to find appropriate accommodation. John Slaats has been approached by a couple of organizations. John just rented one of his buildings to a London -based ceramics business. 4) Discussion continued regarding the enforcement of property standards bylaws. Robert moved to adjourn. Please Note: Next Meeting is scheduled for 7:30 pm, 1 February 2011, same place, same time. At that time, we are anticipating a presentation by Seaside Developments regarding their development in Port Glasgow. 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 egular Sessio January 11 2011 This regular session of the West Elgin Arena Board was called to order at 7 :00 pm with the following members present: Dug Aldred, Mary Bodnar, Terri Knott, parks and Recreation Superintendent Jeff Slater. absent was Alphonse Willie and Bob Purcell. Parks and Recreation Superintendent Jeff Slater indicated that he had e- mailed Ken Loveland of Dutton P-mnwich, however had not received a read receipt, so it was possible that he did not receive the e-mail informing the Dutton Dunwich representative of this session. Or possibly it was the weather. Either way they will receive notification of the next session. The first order of business for the new Arena Board was to elect select a chairperson for 2011. After due consideration member Mary Bodnar was selected as Chair for 2011 of he West Elgin Arena Board. Item I 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: Teri Knott Seconded By: Dug Aldred The West Elgin Arena Board resolve that the minutes of November 16 2010 be approved as presented. CARRIED Item 4 Accounts and Financial Statements: Moved by; Dug Aldred Seconded By: Teri Knott The West Elgin Arena Board resolve that the accounts in the amount of 8145.47 be approved for payment. CARRIED Item 5 Business Arising from the Minutes: Refrigeration Renovations: The Recreation Superintendent reported that there still has been no movement on either Black and Mac Donald nor the engineers regarding the replacement or removal of the Variable Speed Starters for the condenser fans. The Recreation Superintendent also advised the Arena Board that the invoice of approximately 122,000.00 not be paid until this matter is resolved. Item 6 Correspondence: The Recreation Superintendent advised that there is no correspondence. -2- Item 7 New „usi ness The Recreation Superintendent reported that there is nothing new to report as of this date. The mechanical equipment is operating well, the Skating Club as well as Minor Hockey are both operating, with no apparent problems with the arena. The 2011 Budget is under preparation with special consideration being given to the concession Fire Suppression System, Minor Hockey storage room, and painting the ceiling in the arena. Shelley Vergeer asked the Arena Board to consider a project that could possibly include the installation of creature comforts in the Warm Room or elsewhere in the arena. flhelley indicated that their family would like to contribute to a project similar to this. The Arena Board as well as the Superintendent are to come up with some suggestions. Item 8 Adjournment: There was some discussion regarding the next meeting date, and the possibility of having the meetings during the day. The Recreation Superintendent is to contact Dutton Dunwich to see if this is possible, and to contact the Board members if the meeting has to be moved to the evening. Moved By: Dug Aldred Seconded By: Terri Knott The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 8 pm and reconvene February 8 2011 at 9:30 am at the arena or at the call of the chair. CARRIED. 05 Feb 11 10:20a West [Elgin Recreation Committee Regular Session January 18 2011 This inaugural session for 2011 of the West Elgin Recreation. Committee was called to order at 7:00 pm with the following members present: Terri Knot, Lisa Fletcher, Grace Blanchard, Dug Aldred, and Norm Miller. The following were present to be appointed to the Recreation Committee for 2011,: Mike Johnston Mona Blain, Jackie Clay and keereation Superintendent Jeff Slater. Item 1 Disclosure Of Pecuniary Interest: None noted. Item 2 Delegations: YWCA: Kelly Coehlo from the YWCA was in. attendance. Kelly explained the nature of the relationship that the YWCA has had with the West Elgin Recreation Committee in the past and explained some of the services that the YWCA provides for the Recreation Committee as well as the residents of West Elgin. Item 3 Adoption of the minutes: There were no minutes provided for the committee to adopt. Item 4 Business arising from the Minutes: The entire meeting was spent discussing what he committee would like to see happen in 2011. An unstructured brain storming session. Great ides were presented and will be discussed later and hopefully implemented. Item 5 Correspondence: There was no correspondence presented at this session Item 6 New Business: Chairperson: The duly elected Chairperson for the West Elgin Recreation Committee is Terri Knott. Teen Darce: The Committee was able to set a date of March 25 2011 to host a dance for area children in grades 7, 8, and 9. Jackie is to look into getting a disc jockey for the event. Item 7 Adjournment: Moved By Lisa Fletcher Seconded By: Grace Blanchard That this session of the West Elgin Recreation Committee hereby adjourn at this hour of 8 :30 pm and shall reconvene at 7 30 pm on February 16 2011 at the West Elgin Recreation center or at the call of the chair. CARRIED p4 r