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January 23, 2014 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING JANUARY 23, 2014 Council Chambers, West Elgin Municipal Building --------------------------------------------------------------------------------------------------------------------- DISCLOSURE OF PECUNIARY INTEREST APPROVAL OF AGENDA MINUTES (Al —A7) *January 9, 2014 Council BUSINESS ARISING FROM MINUTES DELEGATIONS: 1:30 9.m. Grace McGartland, Arts & Cookery Bank PLANNING: (B1-B3) 1.* Report re: Proposed Severance - Lot 17, Concession 12 (Simon) 2.* Kopriva Zoning Amendment — update 3. Hibernia Winery— update on proposed site plan REPORTS: (C1-C10) 1. ROADS a) *Report re: Public Works Radio System Upgrade 2. RECREATION January 23, 2014..........Page 2 3. WATER DISTRIBUTION SYSTEM 4. WASTEWATER 5. BUILDING 6. BY-LAW ENFORCEMENT 7. DRAINS 8. WEST ELGIN PRIMARY SYSTEM 9. ADMINISTRATION a) *Report re: Update on Municipal Election b) *Report re: 2014 Budget Schedule 10. ACCOUNTS CORRESPONDENCE: (131-D13) 1.* Municipality of Trent Hills — request for support of a resolution regarding Hydro One; 2.* Western Ontario Wardens' Caucus — Swift network update; 3.* McKenzie Lake — Stephen Gibson — Billing increase; 4.* St. Ilijah — Serbian Orthodox Church — request to support a 'community event'. RECOMMENDED TO ACCEPT & FILE: 5. AMO • Watch file —January 9, 2014; • Land Use Planning and Appeals System Consultation; • Watch file—January 16, 2014; • 2014 Council Challenges; • 2014 Pre-Budget Submission 6. Ministry of Agriculture & Food -- 2014 Premier's Award; 7. Tay Valley Township — cease OPP Billing Reform resolution; 8. Municipality of Brockton- support for OPP Billing Reform; 9. Township of North Kawartha — cease Ontario Provincial Police Billing Model; 10. Municipality of East Ferris — OPP increase unacceptable; 11. Municipality of East Ferris — Gas tax increase; 12. Town of Bancroft— Policing costs; 1& Township of Whitewater Region — cease OPP Billing Model; January 23, 2014..........Page 3 BY-LAWS: By-law No. 2014-04 Authorize agreement with Core Group (231 Graham Road) By-law No. 2014-05 Employee Remuneration By-law No. 2014-06 Council Remuneration MINUTES (E) NOTICE OF MOTION (F) OTHER BUSINESS: (G1-G2) 1. Chamber of Commerce request—judging at Chilli Cook-off 2. Closed session — litigation, labour relations *Information enclosed CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS January 28, 2014 Tri-County Management Committee, 7:00 p.m. February 5, 2014 Special Council Meeting — New Zoning By-law, 1:00 p.m. February 13, 2014 Council February 27, 2014 Council Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Municipality to remove it. Questions about the collection of personal information may be directed to the Clerk. MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS' JANUARY 9,2014 PRESENT Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT Scott Gawley,AdministratorfFreasurer Norma Bryant, Clerk Lee Gosnell, Public Works Superintendent Jeff Slater, Recreation Superintendent CALL TO ORDER The Deputy Mayor called the meeting to order at 9:30 a.m. DECLARATION OF PECUNIARY INTEREST None declared ADOPTION OF AGENDA RES. NO. 1 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin approves the agenda for January 9, 2014 as printed and circulated. DISPOSITION: Carried APPROVAL OF MINUTES RES. NO. 2 Moved by Aldred Seconded by Miller RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: December 19, 2013 Council December 19, 2013 Public Meeting—Zoning Amendment (Vanderploeg Farms) DISPOSITION: Carried BUSINESS ARISING FROM MINUTES DELEGATIONS REPORTS 1. ROADS a] Monthly Report RES. NO. 3 Moved by Aldred Seconded by Leatham RESOLVED that the December 2013 Roads Report be received. DISPOSITION: Carried January 9, 2014 .....Page 2 of 7 2. RECREATION/EMERGENCY MANAGEMENT a) Monthly Report RES. NO.4 Moved by Miller Seconded by Aldred RESOLVED that the Recreation Report dated January 9, 2014 be received. DISPOSITION: Carried b) Report—Replacement of Bunker Gear RES. NO 5 Moved by Leatham Seconded by Miller RESOLVED that the report from the Rodney Fire Chief re: replacement of bunker gear be received; AND that Council approves the purchase of three sets of bunker gear, at an estimated value of$1,600.00 per set,for the Rodney Fire Department. DISPOSITION: Carried 3.WATER DISTRIBUTION SYSTEM 4.WASTEWATER 5. BUILDING a) Monthly Report RES. NO. 6 Moved by Aldred Seconded by Miller RESOLVED that the Building Report for December 2013 be received. DISPOSITION: Carried b Year End Building Report for 2013 RES. N0. 7 Moved by Miller Seconded by Leatham RESOLVED that the Year End Building Report for 2013 be received. DISPOSITION: Carried 5. BY-LAW ENFORCEMENT a) Monthly Report RES. NO. 8 Moved by Aldred Seconded by Leatham RESOLVED that the By-law Enforcement Report for December 2013 be received. DISPOSITION: Carried 7. DRAINS 8. WEST ELGIN PRIMARY SYSTEM �3 January 9, 2014 .....Page 3 of 7 9.ADMINISTRATION a) Report—Hydro One—Proposed Amendment to Class EA RES. NO. 9 Moved by Miller Seconded by Leatham RESOLVED that the report from the Clerk re: Hydro One— Proposed Amendment to Class EA be received. AND that Ministry of Environment be advised that the Municipality of West Elgin is satisfied with the amended Class EA and have no comments. DISPOSITION: Carried b) Report—2013 Spring Monitoring Report RES. NO. 10 Moved by Miller Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin accepts the Spring 2013 Monitoring Report for the landfill site as prepared by WESA. DISPOSITION: Carried 10. PLANNING 11.ACCOUNTS RES. NO. 11 Moved by Miller Seconded by Leatham RESOLVED that the Mayor and Administratorfrreasurer are hereby authorized to sign Payment Voucher#1 amounting to$741,988.14 in settlement of General, Road,Water, and Arena Accounts (including cheques#15750-15984) DISPOSITION: Carried CORRESPONDENCE: 1. Ministry of Community Safety and Correctional Services—notice of termination of contract for police services 2. Municipality of East Ferris-copy of correspondence re: The Small, Rural and Northern Municipal Infrastructure Fund 3. South West LHIN re: Four Counties Health Services Adult Day Program Allocation 4. Rodney Aldborough Agricultural Society—request to waive fees for"Mow the Snow"event RES. NO. 12 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 kitchen and main area of the West Elgin Recreation Centre on February 1, 2014 from 8:00 am to 5:00 pm for"Mow the Snow"event being hosted by the Rodney Aldborough Agricultural Society. DISPOSITION: Carried January 9, 2014 .....Page 4 of 7 5. Kettle Creek Conservation Authority re: Elgin County Shoreline Management Plan RES. NO. 13 Moved by Leatham Seconded by Miller RESOLVED that Council appoints the following staff members to the Technical Steering Committee for the Elgin County Shoreline Management Plan: Ad m in istrator[Treasu rer Clerk DISPOSITION: Carried 6. Ontario Provincial Police—amended Use of Force Guideline for Conducted Energy Weapon 7. Elgin County Land Division Committee—application for consent—Lot A, Concession 8 (Bandeen) RES. NO. 14 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application 88113 applied for by Brad and Susan Bandeen. In accordance with Section 6.2.9 (surplus farm dwellings)of the Municipality of West Elgin Official Plan, Council supports application E88113 subject to the following conditions: 1. Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments 3. Subject to drainage outlet&drainage agreement, if required 4. Subject to requirements of the Municipal Road Department regarding access and/or drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water andlor sewer connection fees, if applicable 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement. 8. Two copies of the registered reference plan,together with a copy of the said plan showing the locations and dimensions of all buildings and structures, are submitted to the satisfaction of the municipality 9. Taxes to be paid in full AND FURTHER to ensure that the surplus dwelling provisions are being met and the severed lands are being sold to a bonafide farmer,the Elgin County Land Division Committee be requested to include the following condition to which the LDC would certify is satisfied; • That the lands being conveyed be transferred in title to 571419 Ontario Ltd. DISPOSITION: Carried 8. June McLarty—request to use Community Complex common room for bake sake for Argyle Church It,5 January 9, 2014 .....Page 5 of 7 RES. NO. 15 Moved by Miller Seconded by Leatham RESOLVED that Council authorize the use of the West Elgin Community Complex by the Argyle Church Crinan Presbyterian Ladies Aid for a bake safe in the spring of 2014. DISPOSITION: Carried 9. Rodney Fire Department—request to waive fees RES. NO. 16 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 February 8, 2014 for a Wrestling Fundraiser event being hosted by the Rodney Fire Department. DISPOSITION: Carried 10. AMO • Watch file—December 19,2013 • Report of the Special Purpose Business Property Assessment Review released 11. Ministry of Training, Colleges and Universities—renewed Labour Market Agreement 12. Township of Champlain—request to abolish OPP new billing model for police services 13. Village of Oil Springs—support for request to abolish OPP new billing model 14 Mississippi Mills—support for request to abolish OPP new billing model 15. County of Lambton—copy of resolution opposing requalification of municipal building officials 16. Ontario Municipal Board—notice of cancellation of hearing (Lakeview Aldborough Bluffs) 17. Ministry of Energy—Ontario's Long-Term Energy Plan 18. Elgin County Land Division Committee—Notice of Decision—Fleming 19. Elgin County Land Division Committee—notice of hearing (deferred from December 18)—Lupsor 20. Stewardship Ontario—industry fund for municipal blue box recycling for 2013 program year 21. Ontario Ombudsman—Annual Report on Investigations of Closed Municipal Meetings 22. Municipality of Huron Shores—support for request to abolish OPP new billing model. �6 January 9, 2014 .....Page 6 of 7 RES. NO. 17 Moved by Aldred Seconded by Miller RESOLVED that the above correspondence items numbered 1, 2, 3, 6, 10-22 be received and filed. DISPOSITION: Carried BY-LAWS 1. By-Law No. 2014-01 —Borrowing By-law RES. NO.18 Moved by Aldred Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to authorize borrowing from time to time to meet current expenditures during the fiscal year ending December 31, 2014 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: CARRIED RES. NO. 19 Moved by Leatham Seconded by Miller RESOLVED that a By-law to authorize borrowing from time to time to meet current expenditures during the fiscal year ending December 31, 2014 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-01 —Borrowing By-law DISPOSITION: Carried MINUTES OTHER BUSINESS 1. ROMA—request for minister delegations Councillor Miller suggested that clarification is needed what it means to the government to be an"unwilling host"for industrial wind turbines. Councillor Leatham suggested that a delegation be requested with the Minister of Health regarding the wages for nurses. Council agreed delegation requests should be made for these topics. 2. Council Announcements Nothing to report The Clerk left the meeting CLOSED SESSION RES. NO. 20 Moved by Aldred 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(M.A. s.239(2)(b) DISPOSITION: Carried Ill January 9, 2014 .....Page 7 of 7 RES. NO.21 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin do now rise and report DISPOSITION: Carried RISE AND REPORT The Deputy Mayor reported that direction had been given to the Administrator. CONFIRMING BY-LAW RES. N0.22 Moved by Aldred Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on January 9t", 2014 and this shall be the first and second reading and provisional adoption thereof DISPOSITION: Carried RES. NO.23 Moved by Miller Seconded by Leatham RESOLVED that a By-law to confirm the proceedings of the meeting held on January 9th,2014 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014- 02- Confirming By-law January 9 2014 DISPOSITION: Carried ADJOURNMENT RES. NO.24 Moved by Leatham Seconded by Miller RESOLVED that this Regular Meeting of Council shall adjourn at 11:15 a.m.to meet again for a special meeting on January 16, 2014, DISPOSITION: Carried These minutes were adopted on the 23`d day of January, 2014 Deputy Mayor Clerk 610 Princess Avenue London, ON N6B 2B9 roe Tel: (519)686-1300 Fax: (519)681-1690 Monteith+Brown E-Mail: mbpc@mbpc.ca olannina consultants Web: www.mbpc.ca PLANNING REPORT- PRE-APPLICATION Proposed Severance Steve&Agnes Simon Date:January 21,2014 Name of Owner Steve &Agnes Simon • existing residential lot owned by Steve Simon 1 Applicant;,: • agricultural parcel owned by Steve&Agnes Simon Loca�lon 24810 Talbot Line Part Lot 17, Concession XII i?urpos� To reconfigure an existing residential lot through the conveyance of abutting lands Area(m ) Frontage(m) Depth(m) Lands being Area& Dimensions: 2,774 sq m (0.7 ac) 38 m (125 ft) 73 m (240 ft) Conveyed Existing Buildings: none (Cansent No 1} Other: _. . Area m Frontage m Depth m Lands being Area& Dimensions: 3,575 sq m (0.9 ac) 49 m (161 ft) 73 m (240 ft) Retained Existing Buildings: older single unit dwelling (Consent No. 9) Other: Area (M) Frontage(m) Depth (m) Cantle being G Area & Dimensions: 3,088 sq m (0.8 ac) 42.3 m (139 ft) 73 m (240 ft) Conveyed Existing Buildings: barn and driveway serving existing dwelling ( on'sent No.2} Other: Area m Frontage m Depth m Lands being Area& Dimensions 44.2 hectares(109.2 ac) 800 m (2,625 ft)approx irregular Retained Existing Buildings: none (Consent NO.2) Other Consent No. 1 proposes the conveyance of the easterly portion of an existing residential lot to be merged in title with the abutting farm parcel. Consent No. 2 proposes the conveyance of a portion of the farm parcel occupied by a barn and driveway to be merged in title with an abutting residential lot The net effect of the consents, if granted, would be a shifting of the side lot lines of the existing residential lot to the west to incorporate the aforementioned driveway and barn. The size of the residential lot would increase slightly from 6,348 sq m to 6,663 sq m. Page 1 of 3 Pre-Application Consultation Report Proposed Severance: Steve Simon 21 January 2014 Rationale Planning Act ✓ criteria [Section 51(24)] capable of being satisfied. No issues of Provincial significance identified • lot adjustments in prime agricultural areas permitted for legal or technical reasons (Section 2.3.4.2), including minor boundary adjustments which PPS 2005 ✓ do not result in the creation of a new lot. No additional (i.e. new) lot proposed to be created. • Applications would be"consistent with" PPS Designation: • 'Agricultural Area' • consents to modify lot boundaries permitted provided a new lot is not created (Section E1.2.3.2); County Official Plan ✓ Policies: • boundary adjustments are not to affect the viability of agricultural parcels; * conformity capable of being maintained. Designation: • 'Agricultural' • consents for the purposes of conveying Local Official Plan ✓ additional lands to an adjacent lot are permitted Policies: subject to the criteria of Section 10.4.2 provided: • conformity capable of being maintained. * lands proposed to be conveyed (consent No. 1) and added to the farm require a re-zoning from A2 to site-specific Al-49 Zoning By-Law ✓ • lands proposed to be conveyed (consent No. 2) and added to the residential lot require a re-zoning from site-specific All-49 to A2 * no change in zoning required for the lands proposed to be retained (I.e. balance of farm) • proposed consents would facilitate the reconfiguration of an existing residential lot to ensure that the existing access to the lot is contained within the lot. Other • loss of productive agricultural land not at issue. Page 2 of 3 Pre-Application Consultation Report Proposed Severance:Steve Simon 21 January 2014 That the proposed consents by Steve Simon be supported subject to the following conditions and the Elgin Land Division Committee advised accordingly. That the lands being conveyed (Consent No. 1) be re-zoned 'site-specific' Agricultural (A1-49) consistent with the zoning of the lands to which they are being added to. ii That the lands being conveyed (Consent No. 2) be re-zoned Special Agricultural (A2) consistent with the zoning of the lands to which they are being added to. That the lands being conveyed (Consent No. 1 & No. 2) are merged in the same name and title as the lands to which they are being added; iv That Section 50(3) of the Planning Act R.S.O., 1990, as amended, shall apply to any future transactions or conveyances on the subject lands. i. Consistency with the Provincial Policy Statement would be maintained. ii. Conformity with the County of Elgin Official Plan would be maintained. iii. Conformity with the West Elgin Official Plan would be maintained. iv. The requirements of the Township of Aldborough zoning By-law are capable of being satisfied. V. The matters set out in the Planning Act would be satisfied. (original signed by) Ted L. Halwa, MCIP, RPP. Page 3 of 3 APPLICATION FOR A CONSENT Steve &Agnes Simon Municipality of 24810 Talbot Line WEST ELGIN Part Lot 16 & 17, Concession X11 FIGURE 1 Municipality of West Elgin ZONING y f y Al GENERAL AGRICULTURAL A2 SPECIAL AGRICULTURAL f; a ,A1�-.48, House Lpf, i �� I 4• m 1•-8ft} e � 49m( G ft) � 3 b51t} a3 # } `,.� Air Photo 2flOB 1:1,500 DETAIL so fi Metres Zsd�­a �`e r § dam. ', d ✓�+ 4. r Y `' kS ngxm m y i CO.NCESSION b�at�e I I� r �� Zli 1, ..............--7a ✓i�p /��w! 44.2 ha {109.2 s rrr Iff (Steve&A v P11 W. R.a :I l C�[�.(� �"] l�+2.f�s^2L�L'rx.'v.Y.e- � _., �.- e4 s:.a ',°i- ^� � 472 m 1 549 ft TALBOT L7lNE s �Y 328 m(10776 ft) SEVERANCE NO. 1 SEVERANCE NO.2 + LANDS TO BE RETAINED j LANDS TO BE RETAINED 1:5.000 s F Fall®au��Bsi�ofsv�ertmo Planning—inn "ants = LANDS TO BE CONVEYED LANDS TO BE CONVEYED Metres 0 50 100 150 200 Ba 610 Princess Avenue London, ON N6B 2139 Tel: (519)686-1300 Fax: (519)681-1690 Monteith+Brown E-Mail: mb c mb c.ca olannina consultants Web: www.mbpc.ce 21 January 2014 MEMORANDUM #13 -2351 TO: Members of Council Municipality of West Elgin FROM: Ted L. Halwa SUBJ: Application for an Amendment to the Zoning By-law: Joe Kopriva, Nancy Kopriva & Dave Kopriva — 13371 Furnival Road - part of Lot 8, Concession VI — at Furnival Road (County Road No. 103)and Highway No.401-northwest quadrant--Report No. 2 • as a result of concerns expressed by MTO and subsequently from the owner/applicants regarding the perceived property tax implications of an industrial zoning being applied to the subject lands, the proposed amendment to the Zoning By-law prepared in response to the application submitted by the new owners to permit a range of uses on the lands has yet to be adopted by Council; • it has been the ownerlapplicants concern that an industrial zoning as opposed to a commercial zoning would result in a higher tax rate leading to a significant increase in property taxes. Currently the parcel has an assessed value of $89,250 of which $69,050 is assessed as commercial notwithstanding the fact the parcel is and remains zoned Farm Industrial (M1-1)—a holdover from the time the lands were used as a hog transfer station; • while the new owners proposed a range of uses for the lands, the range of uses being proposed were refined and modified as a result of concerns raised by MTO to include only a contractor's yard or shop and a boat haulage contractor. The number of trucks used in the boat haulage business would be capped at 6. These two uses covered the principle activities being engaged in by the new owners on the parcel and were satisfactory to MTO. The uses would permit the lands to be a base of operations for Joe Kopriva's home building (i.e.Logxurious Homes and Kopriva Quality Homes) and renovation business and a base of operations for Dave Kopriva's boat haulage business; • based on information provided by MPAC, the commercial property class consists of land and vacant land that is not included in any other property class whereas the industrial property class Joe Kopriva at at--Proposed Zoning By-taw Amendment MONTEITH BROWN PLANNING CONSULTANTS 21 January 2014 page 2 consists of land used for or in connection with manufacturing, producing or processing anything including vacant land principally zoned for industrial development; • based on this information, the uses being proposed may end up being partially assessed for commercial purposes and partially assessed for industrial purposes; • nevertheless, it is our opinion that the appropriate zoning of the subject lands remains 'site-- specific' General Industrial (M2-#) given the nature of the uses being proposed. It would be a dangerous and unwise precedent to base the zoning of a parcel on how it might affect the property class or tax rate applied by MPAC and not on conformity with the Official Plan and general planning considerations. if the owners ultimately have issues with how the parcel is assessed for tax purposes, they should address them directly with MPAC, failing which there are appeal provisions under the Assessment Act for the owners to avail themselves of. On this basis, our previous recommendation as per our report of 18 October 2013 (reproduced below) remains intact. RECOMMENDATION That the application of Joe Kopriva, Nancy Kopriva & Dave Kopriva to permit a range of additional industrial-like uses on part of Lot 8, Concession VI, known municipally as 13371 Furnival Road be approved and that the necessary amendment to the Zoning by-law be prepared and adopted to rezone the lands from the 'site-specific' Farm industrial (M1-1) Zone to the General Industrial — Holding (M2-H) Zone with the holding zone to be removed upon the undertaking of the following to the satisfaction of the Municipality: i) That the owners submit an application for Site Plan Approval to the Municipality including the preparation of a professionally prepared site plan and enter into a site plan agreement with the Municipality. ii) That a geotechnical study and grading plan (Including stormwater management if required) be submitted to the satisfaction of the Ministry of Transportation, County of Elgin and the Municipality. Joe Kopriva et al—Proposed Zoning By-faw Amendment MONTEITH BROWN PLANNING CONSULTANTS 21 January 2014 page 3 iii) That a determination be made as to whether the site includes a significant natural heritage feature and, if so, the mitigating measures including tree preservation to be undertaken. iv) That the owners submit the necessary engineering report and soils study which confirms the existence of an adequate water supply and which addresses the needs and proposed methods of sanitary waste disposal. v) That the owners submit all the necessary permits and approvals from the Ministry of Transportation and County of Elgin to the Municipality governing access, setbacks, land use and signage. (original signed by) Ted L. Halwa, MCIP, RPP nx The Municipality of Vest Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM.- Lee Gosnell, Public Works Superintendent DATE: January 23, 2014 SUBJECT: Public Works Radio System Upgrade RECOMMENDATION: THAT Council approves Quote 2 from Spectrum Communications for upgrading the Public Works radio system AND further, the cost of$33,734.25 be allocated from the 2014 budget. INTRODUCTION: The analogue radio system currently being used by public works staff has become outdated (all new systems are required to be digital). The repeater is mounted to a small base tower located beside the Municipality's garage on Hoskins Line. Due to the limited height of the repeater and age of the radios, reception can be very poor at times depending on the operator's location within the municipality. Clear communications are essential for both operational and safety reasons. DISCUSSION: As you know, Elgin County Fire is currently in the process of updating their radio system and they have chosen Spectrum Communication of London to supply the new equipment needed. A new repeater will be placed on top of the Rodney water tower, which will provide excellent coverage over all of West Elgin. Through discussion with Elgin County, there is an opportunity for public works to utilize this new digital repeater and receive their bulk price discount for any additional equipment purchased. The cost of the new repeater will be paid for by Elgin County Fire. Attached are 2 quotes from Spectrum Communication for the supply and install of new radios for West Elgin public works. The only difference between the two is the model of radio being priced. Both quotes list all additional hardware which may possibly be needed such as antennas, cables, power converters, etc... Upon installation, Spectrum will access all current hardware and only replace if necessary, therefore reducing the final cost. The radios in quote 1 have been around for about 5 years. They are not being discontinued, but they do not have certain features that the newer model has. They are basic function, have a green backlit screen and limited keypad. The radios in quote 2 came out in 2013. They are also basic function, but have a larger blue backlit screen (which is much easier to see at night) and are Bluetooth compatible. With the constantly changing laws pushing us closer to "hands free", the Bluetooth option would ensure these radios remain a useful part of the public works department for many years to come. Respectfully Submitted, Reviewed by, Lee Gosnell Scott�Ga—wley, C. A. Public Works Superintendent Administrator/Treasurer Spectrum Communications Ltd. Quote (1) 79 Wellington Street Q000001913 London ON NOB 2K4 Phone:(519)663-2109 Fax:(519)673-1618 DATE December 11,2013 mel @spectrum-communications.ca CUSTOMER 1MUNWES WWW.spectrum-comrnu nications.ca BILL TO: SHIP TO: MUNICIPALITY OF WEST ELGIN MUNICIPALITY OF WEST ELGIN 22413 HOSKINS LINE 22413 H08KINS LINE PO#490 pO#490 RODNEY ON NOL 2CO RODNEY ON NOL 2CO (519)785-0560 (519)785-0560 P.O.NUMBER F.O.B. SALESPERSON ORDER DATE ORDER NUMBER Yourdock Natalie Mrlrs Dec 11,2013 []000001913 SHIP VIA TERMS REFERENCE Best way NET 15 DAYS UNIT EXTENDED Part Number Description REQ. SHIPPED B.O- PRICE PRICE AAM27JQR9JA7BN XPR8400 VHF 25-45W 1CH GPS REPEATER 1 2,205.00 2,205.00 C-2037 CAVITY FILTERS TAK RACK CONFIG 2 1,691.00 3,382.00 RPTRJUMPER Repeater Coax Jumper Kit 1 312.50 312.50 SLR1 STANDARD LABOUR RATE 12 99.00 1,188.00 Please note all cabling and antenna is being billed to Elgin County Fire Department West Elgin Roads Department will share the Antenna_ AAM27JNH9LAIAN XPR4550 VHF 25WATF 160CH MOBILE 21 575.00 12,075.00 cfw hardware,bracket,cable,p cord,mic and mie clip. Programming included Below Items are if needed RFU-600-1 CONNECTOR MINI UHF MALE CRIMP RG58 21 3.95 82.95 RRDN6946A COAX KIT 21 15.75 330.77 0183938803 ANTENNA ROD 152-162 MHz 21 3.62 76.02 SECA 212 POWER SUPPLY 1 145.14 145.14 For Base Station at Works Office N2412-12 CONVERTOR VOLTAGE 20 98.77 1,975.34 HSN9326A SPEAKER EXTERNAL 16 PIN 20 49.88 997.60 SLR1 STANDARD LABOUR RATE 42 99.00 4,158.00 AAH55JDH9LAIAN XPR6550 VHF 5WATT 160CH FKP GPS PORTABLE 2 750.00 1,500.00 cfw Antenna,IMPRES Lithium Ion Battery,Belt Clip,IMPRES Rapid Rate Charger,2 Year Warranty on radio&1 Year Warranty on Accessories Programming included PMMN4025A SPEAKER MIC EMPRESS XPR PORTABLE 2 80.00 160.00 NET AMOUNT 28,588.32 FREIGHT 104958624 HST 3,716.48 TOTAL DUE 32,304.80 Spectrum Communications Ltd. Quote 79 Wellington Street Q000009915 London ON N613 21(4 Phone:(519)663-2109 Fax:(519)6734618 DATE December 12,2013 mel @spectrum-communicatons.ca CUSTOMER 1MUNWES www.s pectmm-communications.ca BILL TO: SHIP TO: MUNICIPALITY OF WEST ELGIN MUNICIPALITY OF WEST ELGIN 22413 HOSKINS LINE, 22413 HOSKINS LINE P O#490 PO#490 RODNEY ON N01-2CO RODNEY ON NOL2C0 (579)785-0560 (519)785-0560 P.O.NUMBER F.O.B. SALESPERSON ORDER DATE ORDER NUMBER Your dock Natalie Mills Dec12,2013 Q000001915 SHIP VIA TERMS REFERENCE Best way NET 15 DAYS UNIT EXTENDED Part Number Description REQ. SHIPPED B.Q. PRICE PRICE AAM27JQR9JA7BN XPR8400 VHF 25-45W 1CH GPS REPEATER 1 2,205.00 2,205.00 C-2037 CAVITY FILTERS TAK RACK CONFIG 2 1,691.00 3,382.00 RPTRJUMPER Repeater Coax Jumper Kit 1 312.50 312.50 SLR1 STANDARD LABOUR RATE 12 99.00 1,188.00 Please note all cabling and antenna is being billed to Elgin County Fire Department. West Elgin Roads Department will share the Antenna- AAM28JNN9KA1 AN XPR5550 VHF 25 WATT 1000 CHANNEL MOBILE 21 630.00 13,230.00 cfw hardware,bracket,cable,p card,mic and mic dip. Programming included Below Items are if needed RFU-600-1 CONNECTOR MINI UHF MAID=CRIMP RG58 21 3.95 82.95 RRDNO946A COAX KIT 21 15.75 330.77 018393BB03 ANTENNA ROD 152-162 MHz 21 3.62 76.02 SEC-1212 POWER SUPPLY 1 145.14 145.14 N2412-12 CONVERTOR VOLTAGE 20 98.77 1,975.34 HSN9326A SPEAKER EXTERNAL 16 PIN 20 49.88 997.60 SLR1 STANDARD LABOUR RATE 42 99.00 4,158.00 AAH56JDN9KAIAN XPR7550 VHF 5WATT FKP GPS PORTABLE 2 805.00 1,610.00 Programming Included PMMN4025A SPEAKER MIC IMPRESS XPR PORTABLE 2 80.00 160.00 NET AMOUNT 29,853.32 FREIGHT 104958624 HST 3,880.93 TOTAL DUE 33,734.25 C ��a Y a� A. Yry a U A A The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: January 24, 2014 SUBJECT: Update on Municipal Election RECOMMENDATION: THAT Council accepts the recommendations in this report and authorizes the Clerk to proceed with a Request for Proposal. INTRODUCTION: Council at its meeting held on September 12, 2013 passed a resolution authorizing the use of alternative voting method and traditional paper ballots for 2014 municipal election. DISCUSSION: In order to provide paper ballots option, a number of matters need to be addressed: • The voters list is electronic and therefore the Voting Place must have internet access; • Parking was an issue at the last election, locations should have adequate parking available on site; • Number of polling stations at each location, election staff of 2010 recommended two tables at each Voting Place. Location Taking into account the matters raised above; it is being recommended that the Voting Places for Election Day be the West Elgin Recreation Centre in Rodney and the West Elgin Arena in West Lorne. To use the Recreation Centre, internet must be installed for voter lookup. To use the Arena, there will be no public access to the "warm room" where the voting will take place. It is suggested that the arena be closed on Election Day. This season, the arena is closed on Mondays. Staffing. It is being recommended that at each location two voting stations be set up plus one Election Assistant. The Election Assistant will greet the voters, ensure that they have proper identification, are on the voters list. The Election Assistant will be authorized to add a voter to the list. This will assist the staff at the tables. This will increase election staff by 6 for 2014. A change in procedure is going to be implemented as well. That is, the Poll Clerk will be responsible for"striking off the list" and advising the DRO what ballots the elector is entitled to. The Poll Clerk must be comfortable with using the computer and internet, more responsibility is being asked of them. Therefore, it is being recommended that both the DRO and Poll Clerk be paid the same. Bu. daet A draft budget is attached. It is estimated that the addition of paper balloting will cost $4,210.00 Respectfully Submitted, Reviewed by: Norma I. Bryant, FnBA, AMCT r cott Gawley, C.G. Clerk Administrator/Treasurer Attachments Draft Election Budget Tr0000CD r- 00000 Cl N r O 0 0 r CD LO 00 M N C N .. Q LO 3 w LO 22 0 L- N Q N O fn O i V O (6 w+O 4 M -j `r co } CL r O r O b4 6 +- � OOOOOOdddC] d0 � O ON00 Or- 000x^ 04000LO E Oi0 d f'- LD N M V LO 0 00 U r M CD N m N c- N N M ffi tl Q- O � N O 9 e! OOOO 000 0O 0 Q r d d O O d O d O O CL N fn cn u) w NU � N° 000000000 0r (DV V V LO C14 4CNMf� I� NrM� N� _ 0 000 0 ++ � 000 O 2 U + U NNN N 0t0 3 tm ODI- OOOOmrl- O wow r =; - OOOOOOOO 0 ONNddddl[] NdI� ODM M U) W OL r00ddddd d 0M 0000Wr LO Mr N m (DLO NC] aO r 00 O M W 0 0 0 M V- r- D Or 0 A Or-' CDiF V V0 CD Q � r ti tl) r M qt M N m T- w C 5 O O N M M M N r M O CY3 r s^ 0 �O d r r U) u O U)N 0 �- + w O 2 0 0 0 0 0 0 0 0 0 0 0 :3 � 00000000000 O CL Ott� C7COC7Cf� 0 [� O CA U O � 0) C) C) 0 w N w 0 0 E` C E mMOt� u7NM (pMM (D d U) L LO N r M N 0 -a 0 _! O r N L - ¢ Q Q = N N 3300 U � m0 LL — a � O � N + + z ` 80 N — C °o O Z � Ca °o U " °ice n .-. p ' o c o r ro J � � ¢ � W1- c c O 0 = (D W m C C V a� a � 4) EAU wQ o -° ,8 0 a) [� C O o O _ J 0 N O O F N U N Q O 8 E m w ro j C M � Q = C� c k7- N 0 uyM � p � `y � � ¢ mu11- 0 , tit CL � ¢ oco cocoa3 ¢ -i la. .211 CL y UPUy �� a s a a The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: January 23, 2014 SUBJECT: 2014 Budget Schedule RECOMMENDATION: That Council accept the proposed 2014 Budget Schedule as outlined in the Administrator/Treasurer's report dated January 23, 2014. INTRODUCTION: The 2014 Budget is an important element for council to provide direction of the operations for the Municipality of West Elgin from both a long term capital (asset management plan) and ongoing operation, maintenance and administration. DISCUSSION: The following schedule for the 2014 Budget is proposed: Jan 20th to Feb 218t - Departments Prepare Budgets Feb 24th to Feb 28th - Review & Summary by Treasury Feb 27th - Regular Council Meeting — Port Glasgow Trailer Park Budget Mar 3rd to Mar 7th - Preparation of Draft Budget for Council March 18th - Special Meeting of Council to review the following: • Summary of Proposed Budget • Proposed Rate Increased Budget • Capital Budget March 20th - Special Meeting of Council to review 2014 Budget for Operation, Maintenance and Administration: • 9:00 AM Road Department • 11:00 AM Recreation Department • 1:30 PM Water Department • 3:00 PM Administration April 101h - Regular Council Meeting to consider the Final Draft of 2014 and Public Meeting for Input. April 24th - Regular Council Meeting adoption of the 2014 Budget and Rate By-Law. Respectfully Submitted, . Scott Gawley Administrator/Tre urer 6�ijtie('ftiCa'ti�g�4�C�i�r 11fa�4yEg. 0FFIC: 0-F THE MAYOR January 9.,2,014 Once a the Omtbualsman ofonwia B$li Tx ty SgW0 483 Davy Street, 1:Oth Floot; South Tower Toronto,ON M5. .,6,200 Dear Mr.Aueli e;Mari 1 am.writino you to express.my.deep concerns rggarding the dreadful financial mismanagement,. perceived r culous compensation of senior ra=agmont i Wnchiag severanoes..and bonuses,the rising aw,of lectzxezry wd-the delivory of sawn to CaWaos, a d �e�zest uatrior�cenienx R 'from Minster Chiarell`i that:eXectricity'oasts will Tice ift Ontario soft:40%laver the wxt 5 years. Ivx Mann,the perception oftho general, anbl# ,any Council and is tnatrfe serves s�zch:;as Hydro Oxte;loalthcare,etc,are,�el�yere4 from the'Prt�vina I of.gove=Ment 6 the O?Twtation they will'-be,s ppl`ernerr d fr w Provifiaial ooffi"to mane thom:affcwdablo�There is a full understaritliitg our electricity,s stem CaUld never,be a.full:east re sevice,yet it appears.the Provincial government is.mnv ng in.that direction. 1 rM tell raffl a greatest coxilideace;sanim the worldng;poor,;businesses and industry will.fall by the thousands in Onta&mdet such,a massive burden.I also understand the owtent sy�wm of global adj astritents of electricity costs are already crippling business and industry in Ontario. Please,end.attaohed a resolution of my Council ooftsing my.efforts to contact you and plead for a;full fAvesttgatiort-of Hydro:(one,their financial;practices,and make sound recduimondations to bring Ontario's electr'i'city costs back in line with our economic status as T believe we are quickly approaching wit nal m „ Always the very best, Hector Mac li'afi, yor Municipality of'Trent,Hills e:o;The Associat m ot'1V.WdpaliVes of Ontario All Minicipalies in Ontario no lblltiww solllKOA wat,adopted by Council of tho Municipality of Trent Hills at their .re ar iiie held on,Yan ary 7,W14. Moved by Coo cillor.'' ?m-J.Thompson Seeftded by Deputy Mayor Hobert.Crate WHEREAS there is puWol pexception of:Anaa6al mismanagement of Hydro One:,, AND WHEREAS the cost of el•ectri dty has become unaffordable it Ontario.; W ER> there hers been wrecent:annouric=anA by Aw VxQVinc><s1„government that the cost ofeloMpitymOnise W00tado by soother O%f o=tter the_t W5 years;: AND'WHER9AS it is the belief of the.Council of-the Mutirdpality of Trent Mlls-that+electricity costs.are already burdening seniors„the worlang poor,and those with fixed.neomes; AND WHEREAS it is the belief of the Council of the-Manic,pal ty of Trent.Hllls that such a proposed increase will cripple business and rndustry in Ontario A 6e Purrent Scheme elf giabal price adjustmtewp of oiectri*costs is unfair and. uncontroilkle for business:and industry; NOW BRF-FORE BE IT RESOLVED by.the Couz oil of the'Munie pality of Trent Hills that ;we suiaport 11ayor Vector Macmillan in the crafting of a.letter to the Ontario:ombudsman Andre arrnxequest z g s.:fulX investiggtion. of Hydro One,its financiai status,the compensation of senior managemont,and the unfair and un ordable cost;of electricity and billing:practices; AND FINA11Y BE IT FURTHER that-this resolution,and Mayor,Macm 's letter to Ont=ario Ombudsman:Andre T1!Marin:be forwarded to the Association of Municipalities of OrAO& Pnd alt munleip"es m dnt&no respec`0411g requestirfS theix'support by sent: a similar r-.esolut Qn to:the Cz twio Ombudsman.. CARRIED. Ox The ASsoGratlon QfM-Uwlozpalides of Ontario Cmrflod tobe atlpe aad:cgrrecl All Munietipalities in Ontario 4opy oifrlie oraginal.document mid bas.not green aiter4d i4 an. wgy, d at C.gtr eSIfgrd Qntarip thjs day 61f9 TWZ#A&??Y 2014, Ivlarga[Ct;Motatgiiinory.�ler� :MukWipali ofTreidtliills 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(AMID),its subsidiary companies,officers,directors or agents. WOWC - Swift network update Page 1 of 4 Norma Bryant From: Scott Gawley [sgawley @westelgin.net] Sent: January-10-14 3:19 PM To: 'Norma Bryant' Subject: FW: WOWC -Swift network update Can you put under correspondence for next council. R. Scott Gawley CGA Administrator/Treasurer Municipality of West Elgin gg awi eyQwe s to l g i n.net 519-785-0560 From: Western Ontario Warden's Caucus [maiito:info=wowc.ca @mail20.wdc03.rsgsv.net] On Behalf Of Western Ontario Warden's Caucus Sent: January-10-14 1:26 PM To: =?utf-8?Q??= Subject: WOWC- Swift network update Western Ontario Wardens'Caucus Newsletter View this email in your browser 1 . �' Welcome Western Ontario Wardens' Caucus launches Newsletter Welcome to our Western Ontario Warden's Caucus newsletter. We will use this newsletter to keep you up to date on the activities of the Caucus and the SWIFT network project. You can update your email preferences or unsubscribe by clicking the links at the bottom of this message. You are receiving this newsletter because you indicated that you wanted to stay in touch with us at one of our events or at our web site. 10/01/2014 WOWC - Swift network update Page 2 of 4 1 SW 1: FT Wbw"em mievi led Abre•terhnnfty Western Ontario Wardens' Scalable Fibre Network is Caucus Takes SWIFT Foundation for Knowledge Action Based Economy The Caucus has adopted the The new economy of south west feasibility study delivered by Campbell Ontario depends on applications that Patterson Communications. The run on the "cloud". Agri-Business, study recommends that an ultra-high Government, education, small speed fibre optic regional area business and residents all depend on network be built to service the needs scalable Internet connections to of the residents in South Western access the cloud and reliable wide Ontario. You can download a copy of area connections to connect different the feasibility study from locations. Connectivity should not be www.wowc.ca/resources/ the bottle neck to access productivity "Today, broadband across enhancing applications. Southwestern Ontario tends to be high Consumers and businesses in our cost, low-functioning and unreliable, region deserve to pay reasonable with limited availability outside large rates for high quality broadband urban centres. The existing system service. The SWIFT network will relies heavily on legacy copper wire foster competition between private infrastructure. The SWIFT project is sector broadband providers so that all working towards a low cost, readily users will get: available, largely fibre-based integrated system that can be . More Choice upgraded to meet increasing demands . Better Service without triggering additional large . Lower Prices capital investments or provisioning To find out more about the SWIFT delays," said SWIFT project lead network please visit the WOWC web Lance Thurston, Chief Administrative site at www.wowc.ca. Officer for Grey County. "Now that the 10/01/2014 WOWC - Swift network update Page 3 of 4 feasibility study has been completed and endorsed, the next step in the process is to explore suitable operating and governance options and seek financial support from upper levels of government." Fun Fact: Optical fiber can transmit 15.5 terabits of data per second over a distance of 7,400 kilometers. Translation? It would take approximately 25 seconds to send the entire iTunes catalogue from the sunny beaches of Florida to the bustling streets of London . Twitter Website Copyright©2014 Western Ontario Warden's Caucus Inc., All rights reserved. We are sending you this email because you signed up on our web site at www.wowc.ca. Our mailing address is: Western Ontario Warden's Caucus Inc. 585 9th Ave East Owen Sound,On N4K 3E3 Canada Add us to your address book unsubscribe from this list update subscription preferences 10/01/2014 V vd a € pif MCKENZIE LAKE LAWYERS Please send reply to: Stephen Gibson January 10,2014 gibson@mckenzielake.com Our File No.77276 Corporation of the Municipality of West Elgin 22413 Hoskins Line P.O.Box 490 Rodney,ON NOL 2CO Attention: Scott Gawley Dear Mr.Gawley: Re: Billing Rate Increase-$325/hour With the passage of the first anniversary of my practice relocation to McKenzie Lake Lawyers, I take this opportunity to thank you for your continued confidence in my ability to render legal services to the Municipality of West Elgin. I hope that,from your perspective,the transition to McKenzie Lake Lawyers has been seamless and that you are satisfied with the level and quality of legal services rendered through this new law firm. As we embark upon calendar year 2014, it is my intention to increase the billing rate for legal services from$300.00/hour to$325.00/hour,exclusive of disbursements and taxes. The increased rate will apply to all legal services rendered subsequent to January 1,2014. It is to be noted that a rate increase of$25.00/hour is consistent with previous practice and represents the first billing rate increase in three years. The pattern for rate increases in the past has been every two years—the rate increase which_ would normally have commenced January 1, 2013,was delayed in light of the relocation to McKenzie Lake Lawyers. Should you have any questions or concerns in respect of this rate increase,please feel free to contact me at your convenience. I again thank you for your continued and on-going confidences—it is very much appreciated. Yours truly, c enzie Lake Lawyers LLP S, hen Gibson S G/bd McKenzie Lake Lawyers LLP 140 Fullerton Street,Suite 1800,London,Ontario NBA 5P2 t.519.672.5666 tf.800.261.4844 f.519.672.2874 mckenzieiake.com 14 Jan 14 11 : 07a mitzie 5199489808 p. 2 ST. ILIJAH SERBIAN ORHTODOX CHURCH 9354 GRAHAM RD. EAGLE. ONTARIO NOL-2PO January 14, 2014 TO WHOM IT MAY CONCERN: This is a formal notification about the festivities at St. llijah Serbian Orthodox Church in Eagle, Ontario. On Sunday,August 3rd, 2014, there will be a church service commemorating the Patron Saint followed by a "celebration picnic" involving a luncheon and some music until 8:00 p.m. During the picnic, alcoholic beverages will be available. If you have any questions please do not hesitate to call me at., 1-519 351-4922. You can also fax me. The number is:1-519 948-9808. Sincerely, rev-_w Savo Mandic, President 2663-Meighen Road Windsor, Ontario N8W-4C6