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January 22, 2015 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING JANUARY 22, 2015 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ------------------------------------------------------------------------------------------------------------ DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — AID) `January 8, 2015 Council *January 8, 2015 Court of Revision —Zegers Drain BUSINESS ARISING FROM MINUTES DELEGATIONS 9:30 a.m. Ted Halwa, Monteith Brown — New Zoning By-law (see 1:30 p.m. Consideration of By-law No. 2095-05. — Close a Portion of Havens Lake Road Request to address by-law: Pam Piccinato REPORTS (C1-C10) 1. ROADS 2. RECREATION/EMERGENCY MANAGEMENT 3. WATER DISTRIBUTION SYSTEM 4. WASTEWATER 5. BUILDING January 22, 2015 ............. Page 2 6. BY-LAW ENFORCEMENT 7. DRAINS a) Drainage Apportionment—Axford Municipal Drain Improvement (Dieker) 8. ADMINISTRATION a) *Application for Tile Drain Loan (Small) b) *Report— Household Hazardous Waste Day c) *Report— Regulation Sand Ring d) *Report—Awarding of Waste Collection Services Contract e) *Report—2015 Budget Schedule 9. PLANNING a) *Report— New Comprehensive Zoning Bylaw - Status b) *Report— Staff Review of Proposed Comprehensive Zoning By-law 10. ACCOUNTS CORRESPONDENCE (D1 — D5) COUNCIL CONSIDERATION — ACTION RECOMMENDED: 1.* West Elgin Chamber of Commerce —2015 Western Elgin Community Expo, October 17, 2015; 2,* County of Elgin — Notice of application for consent— 25468 Talbot Line; V Cactus Cattle and Cowboys — Increase in budget for 2015 event; RECOMMENDED TO ACCEPT & FILE: 4. AMO • Watch file — January 8, 2015; • Watch file — January 15, 2015; • 2015 Pre-budget Submission outline; • Do lower gas prices mean lower federal gas tax fund payments? 5. City of Pembroke — OPP Billing Model January 22, 2015 ............. Page 3 BY-LAWS: By-law No. 2015-05 Close portion of Havens Lake Road By-law No. 2015-06 Authorize signing of an agreement— purchase of land (Johnston Bros.) By-law No. 2015-07 Appoint Fence-Viewers, Livestock Valuers, Tile Drain Inspector By-law No. 2015-08 Close portions of Havens Lake Road MINUTES (E) NOTICE OF MOTION (F) OTHER BUSINESS (G1 —G2) 1. Visioning exercise 2. Closed session • labour relations or employee negotiations (M.A. s.239(2)(d); • litigation or potential litigation (M.A. s.239(2)(e); * Information enclosed CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: January 27, 2015 Tri County Water Board meeting, 7:00 p.m. February 4, 2015 Councillor Training — County of Elgin, 1:30 p.m. February 12, 2015 Council February 22-25, 2015 OGRAIROMA Convention, Royal York Hotel, Toronto February 26, 2015 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 8,2015 PRESENT Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar - Councillors Joe Seman Jr., Jonathan Wolf, Richard Leatham STAFF PRESENT Scott Gawley,Administrator/Treasurer Norma Bryant, Clerk Lee Gosnell, Public Works Superintendent Jeff Slater, Recreation Superintendent CALL TO ORDER The 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 Leatham Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin approves the agenda for January 8th, 2015 as printed and circulated. DISPOSITION. Carried APPROVAL OF MINUTES RES. NO.2 Moved by Seman Seconded by Bodnar RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated December 4,2014 Inaugural Meeting December 18,2014 Council December 18,2014 Public Meeting—Zoning Amendment (Dieker) With the correction to December 4,2014 minutes—resolution#4 from Miller to Seman. DISPOSITION: Carried BUSINESS ARISING FROM MINUTES DELEGATION 1:30-P.m. -St.Thomas—Elgin Local Immigration Partnership Fabiana Estrela presented a PowerPoint presentation outlining the project to date. Achievements include: • Walk with Me event January 8, 2015 .....Page 2 of 8 • Moving Forward event, February 19,2015 • Establishment of Cultural Diversity Committee Development of a Newcomer Information Package—copy in municipal office and on their website • Newcomer Champion Award Requesting the municipality declare the municipality as a"Welcoming, Caring& Inclusive Community"and place a sign on service board sign. Signs are provided at no cost. 2:00 p.m. -Court of Revision—Zegers Drain RES. NO. 3 Moved by Seman Seconded by Bodnar RESOLVED that the members of the Court of Revision on the Zegers Drain be as follows: Chairman: Bernie Wiehle Members: Mary Bodnar, Joe Seman Jr.,Jonathan Wolf, Richard Leatham DISPOSITION: Carried REPORTS 7. ROADS a Monthly Regort RES. NO.4 Moved by Bodnar Seconded by Seman RESOLVED that the December 2014 Roads Report be received. DISPOSITION: Carried b Report—Sta r)Sion on Second Street in Rodne RES. NO. 5 Moved by Leatham Seconded by Wolf RESOLVED that the Report from the Public Works Superintendent re: Stop Sign on Second Street in Rodney be received; AND that the necessary by-law be brought forward. DISPOSITION: Carried 2. RECREATION/EMERGENCY MANAGEMENT a)Monthly Report RES. NO. 6 Moved by Seman Seconded by Leatham RESOLVED that the Recreation Report dated January 8,2015 be received. DISPOSITION: Carried b Cactus Cattle and Cowboys Committee re nest(correspondence item#8 RES. NO. 7 Moved by Bodnar Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin will hear the delegation from Theresa Vandevenne. DISPOSITION: Carried A- 3 January 8, 2095 .....Page 3 of 8 Ms.Vandevenne noted that in order for the CCC event to grow, a regulation sized sand rink is needed. They are also suggesting that more events could be held to generate income for the municipality.They would advertise the availability of the sand rink. The Recreation Superintendent noted that Option B is preferred. The municipality would work with the Riding Club. Bookings for any events should be done at the municipal office as this would be a municipal facility. The amount of rental fees would be determined by the municipality. - Ms.Vandevenne reported that the Fair Board has suggested a partnership with CCC. The committee has discussed and agreed not at this time. The demolition derby field will not be affected. 3.WATER DISTRIBUTION SYSTEM 4.WASTEWATER 6. BUILDING a) Monthly Report RES. NO. 8 Moved by Seman Seconded by Bodnar RESOLVED that the Building Report for December 2094 be received. DISPOSITION: Carried b) Report—Year End Building Report RES. NO. 9 Moved by Leatham Seconded by Wolf RESOLVED that the Year End Building Report—2014 be received. DISPOSTION: Carried 6. BY-LAW ENFORCEMENT 7.DRAINS 8.ADMINISTRATION a) Livestock_Claim-Campbell RES. NO. 10 Moved by Seman Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin approves payment of the livestock claim of Mark Campbell for one pregnant ewe killed valued at$300.00. DISPOSITION: Carried 9. PLANNING A , q January 8, 2015 .....Page 4 of 8 10.ACCOUNTS RES. NO. 11 Moved by Wolf Seconded by Leatham RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#1 amounting to$599,935.57 in settlement of General, Road,Water, and Arena Accounts (including cheques#18505-18722). DISPOSITION: Carried CORRESPONDENCE 1, Thames Valley District School Board—Surplus Space Available for Co- operative Undertaking 2. Township of Algonquin Highlands—policing costs in unorganized townships 3. Elgin St.Thomas Public Helath—2014 Nutritious Food Basket 4. London District Catholic School Board—Notice—Facility Partnership Opportunity 5. Elgin County—copy of correspondence to Minister of Education—new process for school closures RES. NO. 12 Moved by Bodnar Seconded by Leathern RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the County of Elgin regarding the Ministry of Education Proposed New Process for School Closures. DISPOSITION: Carried 6. Doug Gunn—Police Services Board 7. Source Water Protection Committee—notice of Amended Proposed Source Protection Plan 8. Cactus, Cattle and Cowboys Committee—building of a regulation sand ring at the fairgrounds RES. NO. 13 Moved by Bodnar Seconded by Seman RESOLVED that the correspondence from Cactus, Cattle and Cowboys Committee dated December 24,2014 be received; AND be referred to budget deliberations. DISPOSITION: Carried 9. County of Elgin—copy of correspondence to Industry Canada-federal census RES. NO. 14 Moved by Bodnar Seconded by Wolf RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the County of Elgin requesting Federal Minister of Industry to reinstate mandatory long-form census. DISPOSITION: Carried January 8, 2415 .....Page 5 of 8 A - 5 10. Lower Thames Valley Conservation Authority—Fee Policy&Schedules RES. NO. 15 Moved by Leatham Seconded by Bodnar WHEREAS the Municipality pays a significant levy each year to the Lower Thames Valley Conservation Authority(LTVCA); AND WHEREAS the LTVCA is now proposing a fee for the review of drain maintenance works and new Engineer's Reports which have previously been part of the municipal levy; AND WHEREAS this additional cost will increase the cost of necessary drainage works for our farmers; THEREFORE BE IT RESOLVED that Council of the Municipality of West Elgin objects to the imposition of fee for minor and major works for maintenance and new Engineer's Reports. DISPOSITION: Carried 11.. AMO • Watch file—November 27, 2014 • Watch file—December 4, 2014 • Watch File- December 11, 2014 • Blue Box Arbitration Decision Made • Update on Bill 8,Accountability and Transparency Measures • Blue Box Arbitration Decision—Analysis and Next Steps • Highlights of the November 2014 Board Meeting • Bill 8,Accountability and Transparency Measures Update 12. Elgin OPP—Supporting the positive actions of young people 13. Ministry of Citizenship, Immigration and International Trade-Ontario's Volunteer Recognition Program 2015 14. Ontario Heritage Trust—Doors Open Program 2015 RES, NO, 16 Moved by Leatham Seconded by Seman RESOLVED that the above correspondence items numbered 1,2, 3,4,6, 7, 11-14 be received and tiled. DISPOSITION: Carried BY-LAWS 1. By-Law No. 2015-01 —Borrowing By-law RES. NO. 17 Moved by Bodnar Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-Law to authorize borrowing for the fiscal year ending December 31, 2015 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 18 Moved by Seman Seconded by Bodnar RESOLVED that a By-law to authorize borrowing for the fiscal year ending December 31,2015 be now read a third time and finally passed, signed,sealed and numbered By-law Number 2015-01 — Borrowing DISPOSITION: Carried January 8, 2015 .....Page 6 of 8 2. BY-Law No. 2015-02—Amend agreement with Stewardship Ontario RES, NO. 19 Moved by Leatham Seconded by Wolf RESOLVED that the mover be granted leave to introduce a By-Law to authorize amending an agreement with Stewardship Ontario and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 20 Moved by Wolf Seconded by Leatham RESOLVED that a By-law to authorize amending an agreement with Stewardship Ontario be now read a third time and finally passed,signed,sealed and numbered By-law Number 2015-02— Amend agreement—Stewardship Ontario DISPOSITION: Carried 3. ay-law No. 2015-03—Stop Sign—Second Street RES. NO. 21 Moved by Seman Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to amend By-law No. 95-56 providing for erection of stop signs at intersections and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES, NO. 22 Moved by Bodnar Seconded by Seman RESOLVED that a By-law to amend By-law No. 95-56 providing for the erection of stop signs at intersections be now read a third time and finally passed, signed, sealed and numbered By-law Number 2015-03—Stop Sign—Second Street DISPOSITION: Carried MINUTES NOTICE OF MOTION RES, NO. 23 Moved by Bodnar Seconded by Seman RESOLVED that Council direct staff to prepare a council policy that if a member of council or staff is signed up for a meeting or convention and does not attend other than for illness,that councillor or staff pays the fees for these sessions. DISPOSITION: Carried OTHER BUSINESS 1. OGRA/ROMA—delegation requests After discussion, Council decided to request delegations on the following issues: • Wind turbines • Rural school closing • Havens Lake Road January A---7 - Hoary 8, 2015 .....Page 7 of 8 2. Elgin Coup-Municipal Councillor Training RES. NO. 24 Moved by Bodnar Seconded by Seman RESOLVED that the following members of Council be registered to attend the"Municipal Council Training"session to be held at the County of Elgin Administration Offices on February 4,2015: Bernie Wiehle Mary Bodnar Joe Seman Jr. Richard Leatham Jonathan Wolf DISPOSITION. Carried 3. Council Announcements • Neighbourhood Watch—next meeting is March 2"d CLOSED SESSION RES. NO.25 Moved by Leatham Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss a proposed or pending acquisition of disposition of land (M.A. s.239(2) (c) DISPOSITION: Carried RES. NO. 26 Moved by Seaman Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. RISE AND REPORT The Mayor reported that direction had been given to staff relating to a land purchase. OTHER BUSINESS 4. Landfill Operations RES. NO.27 Moved by Bodnar Seconded by Seman RESOLVED that staff are hereby directed to prepare a report on landfill operations. DISPOSITION: Carried CONFIRMING BY-LAW RES. NO.28 Moved by Wolf 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 81h,2015 and this shall be the first and second reading and provisional adoption thereof DISPOSITION: Carried January 8, 2015 .....Page 8 of 8 RES. NO.29 Moved by Leatham Seconded by Wolf RESOLVED that a By-law to confirm the proceedings of the meeting held on January 8th, 2015 be now read a third time and finally passed, signed,sealed and numbered By-law Number 2015- 04- Confirming By-law January 8 2015 DISPOSITION: Carried ADJOURNMENT RES. NO.30 Moved by Bodnar Seconded by Seman RESOLVED that this Regular Meeting of Council shall adjourn at 2:30 p.m.to meet again on January 22,2015. DISPOSITION: Carried These minutes were adopted on the 22"d day of January, 2015. Mayor Clerk MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN COURT OF REVISION WEST ELGIN COUNCIL CHAMBERS JANUARY 8, 2015 MEMBERS PRESENT: Chairman: Bernie Wiehie Members: Mary Bodnar, Joe Seman Jr., Jonathan Wolf, Richard Leatham STAFF PRESENT: Scott Gawley Adminfstrator[Treasurer Norma Bryant Clerk SUBJECT: COURT OF REVISION—ZEGERS DRAIN Also in attendance: J.M. Spriet- P. Eng.,Allan Downie (on behalf of D. Downie), Ben Zegers RES. NO. 1 Moved by Seman Seconded by Wolf RESOLVED that the Court of Revision for the Zegers Drain be convened. DISPOSITION: Carried The Clerk informed those present that one appeal had been received. The Clerk read the letter from David and Pamela Downie. The Engineer responded that Pamela and David Downie signed the petition. He noted that surface water drainage is considered a benefit under the Drainage Act. They can appeal to the Tribunal. Or,the Downie's could request that Council send the report back and delete that branch from the drain. Engineering costs to date would be the responsibility of the Downie's, No grant would be available. Costs to attend Tribunal $2500 to$3000 which would be added to the assessment schedule. Mr. Downie noted that because the tile collapsed this work is required. To get deep enough for the new tile it is going further than the old one. They do not need an outlet. Member Wolf asked if the branch should be eliminated? Mr. Downie replied NO, issue is cost. Member Bodnar noted that the drain will stop erosion on the land therefore she agrees there is a benefit. Member Leatham noted that no more washouts is worth the assessment. RES. NO. 2 Moved by Bodnar Seconded by Wolf RESOLVED that the assessment on the Zegers Drain be confirmed as per the Engineer's Report. DISPOSTION: Carried January 8, 2015.......P. 2 of 2 RES. NO. 3 Moved by Leatham Seconded by Bodnar RESOLVED that there being no further business, the Court of Revision on the Zegers Drain be adjourned. DISPOSITION: Carried These minutes were adopted on the 22nd day of January, 2015. MAYOR CLERK } ©Municipal World' Form 1118 FORM 7 I rr�cS �v r3 Tile'Drainage Act "Reg.T.M.in Canada,Municipal World Inc. !! R .O.1980,c.T.8,s.3 Muliicopy Form-PRESS FIRMLY ) �� R .O.1990,Reg.1032 APPLICATION FOR LO N TO: The Council of DETAILS OF OWNERSHIP 'S Owne. name � r � r+1� � Telephone� 7 r Address Postal Code ® I e deh3 p _2 C 0 - DESCRIPTION OF LAND TO BE DRAINED Lot number 1-o 9,O 4 q � R P l t k i r Concession number If portion of lot,specify: I DESCRIPTION OF DRAINAGE SYSTEM Number of hectares to be drained Approximate number,_ot�r s of tell Z ESTIMATED COST OF DRAINAGE SYSTEM AMOUNT OF LOAN RE6UESTED Material $ ' 0 ®� (Amount of loan requested must be a Other O � y, multiple of$100, not exceeding 75% of V G� the total cost) Inspection fees TOTAL COST $ ee (! Anticipated a f7 e ement Anticipated date of completi 00 /f, e' 1 In making this application for a loan, I understand and agree to the following: (a) the granting or refusal of the application is in the discretion of council whose decision is final; (b) I will be advised in writing of council's decision regarding the application; (c) should the application be granted, an inspector of drainage appointed by council will report to council to the effect that the work has been satisfactorily completed before any funds are advanced by way of loan; (d) it is also a condition of the making of the loan that all work must be carried out in accordance with the Agricultural Tile Drainage Installation Act,- (e) Council shall levy and collect for the term of ten years over and above all other rates upon the land, in respect of which the loan is made,a special equal annual rate sufficient to discharge the principal and interest of the loan;and (f) the Tile Drainage Act sets out procedural matters concerning apportionment of a loan when part of the land is sold, discharge of the indebtedness upon repayment of the loan at anytime and all other mattqPrVhIch pertain to thi pplicati n for a loan. Date si at a of owner "M Date Si nature of owner Personal information contained on this form,collected pursuant to the Tile Drainage Act will be used for the purposes of that Act.Questions should be directed to the Freedom of Information and Privacy Coordinator at the institution conducting the procedures under that Act. Original-COUNCIL Copy-INSPECTOR Copy-APPLICANT OWNER C1 � n 7 b The Municipality of West Elgin TO: COUNCIL_ OF THE.MUNICIPALITY OF VILEST ELGIN FROM: Norma I. Bryant, Clerk DATE: January 22, 2015 SUBJECT: Household Hazardous Waste Day RECOMMENDATION: THAT Council approve the date of August 15, 2015 for Household Hazardous Waste Day Event to be held at West Elgin's municipal garage. INTRODUCTION: A joint Household Hazardous Waste Day with Dutton Dunwich is held each year. The location alternates between West Elgin and Dutton Dunwich. For 2015, it is West Elgin's turn to host. DISCUSSION: A Household Hazardous Waste Day Event (HHWD) was held on Saturday August 14, 2014 at the Dutton Dunwich Public Works garage with a total of 211 vehicles attending. Hotz Environmental expensed $15,643.33 for the event. Dutton Dunwich has submitted claims to both Stewardship Ontario and RCO. Payment has been received from Stewardship Ontario in the amount of $5,704.66. Payment from RCO is expected in February for the approximate amount of$1,200.00. Therefore, each municipality will be responsible for approximately $4,500.00. Hotz Environmental has stated the unit prices for material and the administration fee will remain the same as the 2013 and 2014 events with a CPI adjustment applied for 2015. Saturday, August 15, 2015 has been tentatively scheduled for this year's event. Dutton Dunwich has agreed with this date. Respectfully Submitted, Reviewed by: -w,-�- °mil Norma I. Bryant, Hon A,AMCT Scott Gawley, CP , CGA Clerk Administrator/Treasurer F, C- 2 — C)- - \.. _ uPVN . fi �1 d, The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: January 22, 2015 SUBJECT: Regulation Sand Ring RECOMMENDATION: THAT Council approves the building of a regulation sand ring at the Rodney Park to be funded from the Parkland Reserve Fund. INTRODUCTION: Cactus, Cattle and Cowboys Committee have requested a regulation sand ring be built at the Rodney Park. DISCUSSION: At the Council meeting held on January 8, 2015 Council passed a resolution referring this request to budget deliberations. However, the Committee has a deadline of the end of January for advertising. The estimated cost is $10,000. The municipality has a Parkland Reserve Fund which could be used to fund this project as it is an improvement to a municipal park. The preferred location is Exhibit B. Staff will prepare a rental agreement and be responsible for the rentals of the sand ring. A report will be forthcoming. Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA,AMCT ^"y+ COtt GaWley, A, CGA Clerk Administrator reasurer Attachments - Exhibit B F� _ MZLO csa log wo s: s 0 w FL �T r--I—f>Cy aR ¢ ai W m w C. m 13z>-gwo=>?3G) d C, g op 1. Q .l w ' 2 � The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: January 14, 2015 SUBJECT: Awarding of the Waste Collection Services Contracts RECOMMENDATION: THAT Council award the garbage collection and recycling service contracts for the villages of West Lorne and Rodney to BFI Canada. INTRODUCTION: The Municipality of West Elgin had created a Request for Proposal (RFP) based on the recommendations provided by the Landfill committee on April 28, 2014. The Curbside Waste Management Services RFP was made public on Oct 31, 2014. The RFP was sent to ten currently known service providers and posted on the West Elgin website. Four companies registered with the Municipality of West Elgin'and we had received three submissions by 2:00pm on the November 28, 2014 closing date. West Elgin distributed eight addendums before having a final RFP in place. Addendums included clarifications, a change in the method of payment, and the extension of the RFP deadline to November 28,2014. This information was provided to proponents' whom registered with the Municipality of West Elgin. The.term of the contract will be for a period of seven (7) years, commencing April 1,`2015 with an option to renew for two (2), one (1) additional year periods, for a total contract period up to nine (9) years. The: urbside Waste Management Services RFP included bi-weekly pickup of recyclables, weekly garbage pickup, and the special pickup services in which the villages of Rodney and West Lorne are accustomed to having. All services could be priced individually and proponents were encouraged to show discounts for being awarded multiple service contracts (ex. All Recycling for Rodney and West Lorne or all waste collection services for an individual village). West Elgin requested submissions for bi-weekly recycling pickup in the villages Rodney and West Lorne. Recycling is to be taken from residences directly to the 1 London Material Recovery Facility where our recyclables can be re-marketed. West Elgin in this RFP also included the weekly pickup of garbage for the villages of West Lorne and Rodney, Services that have traditionally been offered to:residents are included as part of the waste collection contract. This includes the Bulky Items pickup (two days in the spring-to be determined), and the Leaf and Garden Refuse pickup (two days in the spring and three days in the fail-both to be determined). As part of the Waste Collection portion of the pricing, West Elgin encouraged proponents to price taking waste to the West Elgin Landfill Site and to an external landfill site of their choosing. Proponents were also asked to price a four and a six garbage bag maximum for local residents each week. DISCUSSION: The RFP was evaluated by municipal staff. The technical scoring portion was weighted 45% and the financial (pricing) portion was 55%. Mandatory Requirements: All three companies that submitted proposals (BFI, Emterra Environmental, Waste Management) fulfilled the mandatory technical and financial requirements of the RFP. The technical portion included a sealed technical proposal, a copy of the'CVOR abstract and a Certificate of Approval of a Waste System. The seared financial portion had an Agreement to Bond/irrevocable Letter of Credit, and a Bid Deposit. Technical Submissions: .j All technical submissions were professionally done. All three proponents have the equipment, resources, and experience necessary to perform what was expected in the RFP. The work plans for services rendered for Rodney and West Lorne from Waste Management and BFI involved each village having collections on separate days whereby garbage would be picked up weekly, and recycling would be picked up every other week on the same day as the garbage. Emterra proposed the co-collection of materials. This meaning that each village would have a separate collection day whereby garbage would be collected weekly and recyclables would be placed on a two-week cycle. Week 1 schedule would include garbage collection and fibre recyclables and Week 2 would include garbage collection and container recyclables. Open Scope Portion of RFP: Under the open scope portion of the RFP, proponents were able to bring forth original ideas in how services could be provided to the municipality that may be 2 k considered outside of the realm of the RFP. Two open scope ideas were presented. The first idea discussed was brought forth by Emterra Environmental. Emterra suggested that West Elgin amend how inflationary costs are adjusted yearly in .the contract citing "the purpose of an annual inflation is to ensure that escalations in the cost of providing services do not jeopardize the viability of the °agreement and the Contractor. In order to accurately reflect the elements that drive the cost of services and thus the unit rate for all collection services, the following annual adjustment formula is proposed to replace the formula provided in Section 15.4 of the RFP". Emterra Environmental suggested that the Year Two unit rate be based off of 85% of the Consumer Price Index and 15% of the Diesel Fuel Price as per the Ministry of Energy Diesel Price for London Index. Our recommendation to this open scope idea is to keep the wording in the contract the same. Emterra Environmental still submitted a competitive bid. In addition to that, municipal staff takes the view that the Consumer Price Index would account for inflationary costs fairly for both the municipality and each proponent. The cost of fuel is reflected in the goods and services consumed which is already covered by the CPI. Accepting the rewording would expose the municipality to unnecessary risk with little or no return and most likely would increase the unit price in the long run due to volatility associated with fuel markets. It is worth noting that "no negative adjustment shall be applied in any year in which'the aggregate of the indices is negative". This meaning should a situation happen where inflation does not occur or the CPI is negative, the unit price will remain the same as the previous year. The second idea brought forth in the open scope section was from Waste Management. In addition to bidding on taking the recycling to the City of London Material Recovery Facility and our own landfill site, Waste Management put bids for our recyclables to go their Cambridge Material Recycling Facility and our garbage to be transported to the new Twin Creek Facility located just outside of Watford, Ontario. This option is shown separately in the pricing section from their other bid. Technical Submission Summary: As an overall, the two frontrunners for the best technical submissions belonged i6,Waste Management and BFI. After checking references, Halton Recycling (Emterra Environmental) did not receive the endorsements that we were looking fo, from potential proponents. This reflected in a lower technical score. Waste Management and BFI also had work plans that were simple and could easily be integrated for West Elgin ratepayers. Pricing Summary: The pricing summary is divided into recycling and garbage collection. 3 3r c U,J p o � L°D O ° ro. 00 OD F` ri of n of Oi M M N ' oS�N{ A Ln M rel LSD !h r M h G �1 ;S. LL q�q C :4! ew •L .Q E R �� SgpS Ln S rq ci n Ono C^0 M oo .••1 to LA ai N U H. I(N H O000 L n �� LD 00 LD eP �F t] of 00 OOD a M 4�4 LD N N 10 � Ln c�iD Cf LA N Ln Llj a� OA m .Q C *� � m o~° N u a U - o co LL U C m M y L M _ O c 5 c 'o V) C) a C 41 N -a @ 0 m m z � 0 f°- � a0 F°- Fes°- ° •` � a_ � 4 All recyclables in the RFP are priced to go directly from the curb to the City of :London's Material Recovery Facility, Waste Management in the open scope Portion of the RFP also presented taking our recyclables to their Cambridge Material Recovery Facility. Recycling pricing options are shown above. The:garbage pricing is based on a six bag maximum and waste being disposed of at the Municipality of West Elgin Landfill Site with the exception of the Waste Management Open Scope Twin Creek Facility/Cambridge Material Recovery Facility option. After weighting the Technical and Pricing-Submissions, BFI Canada received the highest overall score with 95.95 out of 100. At a price of$ 167,656.40 it is recommended that BFI Canada be awarded the curb side waste collection and recycling service contracts for the villages of Rodney and West Lorne. Respectfully Submitted, ZScott Gawle Ad m in istrator/Treas u re r 5 ,y OF VuVUNp �F` a � a Y M1 Q The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: January 22, 2015 SUBJECT: 2015 Budget Schedule RECOMMENDATION: THAT Council accept the proposal 2015 Budget Schedule as outlined in the Administrator/Treasurer's report dated January 22, 2015. INTRODUCTION: The 2015 Budget is an important element for the Council of Municipality of West Elgin to provide direction of the operations from both a long term capital (Asset Management Plan) and ongoing operation, maintenance and administration. DISCUSSION: The following schedule for the 2015 Budget is proposed: Jan 19th to Feb 20th - Departments Prepare Budgets Mar 2nd to Mar 6th - Review & Summary by Treasury Feb 26th - Regular Council Meeting — Port Glasgow Trailer Park Budget Presented. Mar 9th to Mar 13th - Preparation of Draft Budget for Council March 19th - Special Meeting of Council to review the following: • Summary of Proposed Budget • Proposed Rate Increased Budget • Capital Budget 41 Asset Management April 2nd - Special Meeting of Council to review 2015 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 9" - Public Meeting to consider the Final Draft of the 2015 Budget (at the Regular Council Meeting). May 7I" - Regular Council Meeting adoption of the 2015 Budget and Rate By-Law Respectfully Submitted by: ott Gawley, CPA, CGA Administrator/Treasurer C- 610 Princess Avenue London, ON N6B 2139 Tel: (519)686-1300 Fax: (519)681-1690 Monteith+Brown E-Mail: mbAc @mbpc.ca olannina consultants Web: www.mbpc.ca 19 January 2015 MEMORANDUM #13-0060 - T0: Members of Council Municipality of West Elgin FROM: Ted L. Halwa SUBJ: New Comprehensive Zoning By-law—Status On 29 May 2014, an open house and public meeting as required by the Planning Act was held in the West Elgin Community Centre in Rodney to present a new proposed comprehensive Zoning By-law for the Municipality of West Elgin. While preliminary work on the by-law dates back to 2003, work on the by- law did not begin in earnest until the approval of the new Official Plan for the Municipality in 2011. Once adopted and in effect, the new by-law will replace the existing comprehensive zoning by-laws of the three previously separated municipalities comprising the Village of Rodney, the Village of West Lorne and the Township of Aidborough adopted in 1989, 1989 and 1990 respectively. Despite the vintage of these by-laws and the amalgamation of the three municipalities into the Municipality of West Elgin in 1998, the by-laws continue in full force and effect and will remain so until the adoption and the coming into effect of the new comprehensive zoning by-law. Input and attendance at the open house and public meeting last May was disappointedly low and only two written submissions were received: one from the Lower Thames Valley Conservation Authority (LTVCA) and one from Rudolf and Nancy Vaterlaus. The submission from the LNCA pertained primarily to ambiguities in the text, inadvertent grammatical errors and mapping irregularities related to the South Rodney Woodlot. Mr. and Mrs. Vaterlaus questioned the proposed Rural Residential (RR) zoning of their lot at 25511 Silver Clay Line (Schedule "A", Map N0. 70). Given the size of the parcel (>1 acre), the appropriate zoning is Restricted Agricultural (A3) not RR. The matters raised by the LNCA and the Vaterlaus's have been remedied in the latest draft of the proposed zoning by-law. The proposed by-law was also circulated by the Ministry of Municipal Affairs and Housing to various other provincial ministries. Comments by-e-mail were received from the Ministry of Transportation (MTO) and the Ministry of Natural Resources and Forestry (MNRF). Comments from the Ministry of Agriculture, Food and Rural Affairs (OMAFRA) and the Ministry of Municipal Affairs and Housing (MMAH) were anticipated although never received. MMAH did question the minimum lot size of 20.2 ha (50 acres) in the Al zone being at odds with the Ministry's and OMAFRA's preferred size of 40 ha (100 acres). The Ministry ultimately seem satisfied with the explanation given. Comments and requests for changes from MTO and MNRF were considered leading to modifications to the proposed by-law. Where the changes being requested were not considered to be in the best interests of the Municipality, they were not acted upon. Comments were also received from the County of Elgin following the public meeting; the County having been directly provided with a copy of the proposed by-law. A number of suggestions were made which led to some further revisions to the by-law. New Comprehensive Zoning By-law—West Elgin MONTEITH BROWN PLANNING CONSULTANTS 19 January 2015 page 2 The last version of the by-law (May, 2014) considered by Council was the version presented at the open house and public meeting. It was also available to the public on the Municipality's web site, at local libraries and at the municipal offices. Since the public meeting revisions have been made to that version of the by-law (i.e. the 3rd Draft) and a revised version (4t" Draft) has been prepared (October 2014). Key changes have been highlighted in red. Other revisions to ensure consistency of format and language are not shown. Finally, amendments to the existing comprehensive zoning by-laws adopted by Council since the May public meeting have been incorporated into the proposed new comprehensive by-law. Staff are reviewing the proposed changes. Additional relatively minor changes have been made and this most recent version has been made available to staff. Once staff has completed its review and any further revisions made as necessary or desirable resulting from that review, it is their intention to bring the by-law forward to Council. Key changes made since the May 2014 version (3rd Draft) are: 1. Section 2 Definitions—Agri-tourism use (new), Conservation Area(revised), Day Care Centre(new), Forestry Use (deleted, included in definition of agricultural use), Home Occupation (revised), Utility Corridor(new); 2. Section 3.3 g)a)—access requirements for Nirta dwelling—revised; 3. Section 4.7 Expropriations and Dedications -2"d paragraph—new: 4. Section 4.14 Non-Conforming Uses -new; 5. Section 5.1.1- Permitted Uses of the General Agricultural(Al)Zone-agri-tourism use and cabin—added; forestry use—deleted, included in definition of agricultural use; 6. Section 5.2.2 -regulations for cabins in the Al Zone—new; 7. Section 6.1.1- Permitted Uses of the Agricultural (A2)Zone-agri-tourism use-added, forestry use—deleted, forestry included in definition of agricultural use; 8. Section 6.1.1- Permitted Uses of the Restricted Agricultural A3 Zone-agri-tourism use- added 9. Section 7.2.4 e)-Restricted Agricultural A3 Zone-signs for Home Occupations revised; 10. regulations for signs for Home Occupations in all residential zones added; 11. Section 16.1.1 and 18.1.1 Permitted Uses of the Village Core C1 Zone and Hi-- ghway Commercial C3 Zone—tavern or bar—added; 12. Section 19.1.1 Permitted Uses of the Tourist Commercial(TC)Zone—day nursery= added; 13. Section 21.1.1 Permitted Uses of the Farm_ Industrial W)Zone-"production of marijuana for medical purposes"-added; 14. Section 23.1.1 Permitted Uses of the Extractive Industrial (M3)Zone;forestry use— deleted; i New Comprehensive Zoning By-law—West Elgin MONTEITH BROWN PLANNING CONSULTANTS 19 January 2015 page 3 15. Section 27.1.1 Permitted Uses of the Cemetery(C)Zone-crematorium and columbarium -deleted, redundant- included in definition of cemetery Under the Plann, ing Act, Council is obligated before passing a zoning by-law to hold at least one public meeting for the purpose of giving the public an opportunity to make representations in respect of the proposed by-law. [Section 12(21)]The meeting of 29 May 2014 fulfilled this obligation. Where a change is made to the proposed by-law after the public meeting, the Act requires that Council determine whether any further notice is to be given in respect of the proposed by-law [Section 34(17)]. Staff is evidently of the view that a second public meeting is warranted and have tentatively scheduled 26 February @ 9:30 a.m. for these purposes. Ted L. Halwa, MCIP, RPP cc Norma Bryant Scott Gawley Heather James I! r P rt N by � inn, 7 ♦� 'T999'� The Municipality of West Elgin TO: MAYOR AND COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: HEATHER JAMES, MCIP, RPP, PLANNER DATE: JANUARY 22, 2015 SUBJECT: STAFF REVIEW OF PROPOSED MUNICIPALITY OF WEST ELGIN COMPREHENSIVE ZONING BY-LAW RECOMMENDATION: THAT Council of the Municipality of West Elgin direct Ted Halwa to revise the proposed Municipality of West Elgin Comprehensive Zoning .By-law as per staff's comments. STAFF REVIEW OF THE PROPOSED COMPREHENSIVE ZONING BY-LAW: Staff has reviewed the latest version of the zoning by-law (October 2014) and provide the following comments: Staff Comments Consultant's Comments Section 2 definitions - "Day care centre" has been revised - Views "day care centre" as a main and is a permitted use only in the use, similar to a"day nursery", also R2 zone permitted in the I zone - Should be included as permitted use in the A3, RR, R1 and HR zones since they are small scale and similar to a home occupation Section 20.3.2(M1-2) - Permitted uses should be revised - Breck's Ltd to add warehouse, restaurant, retail store, and single detached dwelling as an accessory use and HR uses be removed Map No. 79 Lot 15, - The property should be zoned "l-R- - The lot lies below the Conservation Concession 14 H-8" since a development Authority's regulatory line agreement is still required to - Section 4.8 prohibits development develop the property without frontage on a public road The H-8 Holding provision will be - The lot does not need to further clearly stated in the Zoning By-law encumbered with an H symbol what the expectations of development are to the public Map No.29#2006702 - Text of zoning by-law needs to be - Agreed revised for referenced property - Zoning by-law text and zoning by- from W2-9-1­1" to "M 1-3-H-3" for law map no. 27 to be revised for site specific zoning final version - Zoning by-law text and zoning by- law mapping change on Map No. 27 required Map No. 39 - Natural heritage area labelled - "Elgin Nature Reserve" needs to be renamed "West Lorne Woodlot PSW" Map No.41 #7009600 - Zoning by-law map needs to be - Agreed revised for referenced property - Zoning by-law map no. 41 to be from Al-100 to A2 and from A2 to revised for final version A3 Map No.44#300200 - Zoning by-law map needs to be - Agreed revised for referenced property - Zoning by-law map no. 44 to be from Al-99 to A2 and from A2 to revised for final version A3 Map No.53#400300 - Zoning by-law map needs to be - Agreed revised for referenced property - Zoning by-law map no. 53 to be from Al-97 to A2 and from A2 to revised for final version A3 Map No.54 93013600 - Zoning by-law map needs to be - Agreed revised for referenced property - Zoning by-law map no. 54 to be from Al-98 to A2 and from A2 to revised for final version A3 Map No.70#5007800 - Zoning by-law map needs to be - Agreed revised for referenced property - Zoning by-law map no. 70 to be from Al-49 to A2 (portion as revised for final version shown on original map) and from A2 to A3 (portion as shown on original ma Property owners affected by the error in mapping "related to the South Rodney Woodlot will be sent notification of the public meeting and the corrected map that would apply to their property. Mr. and Mrs. Vaterlaus, who own 25511 Silver Clay Line as well the property owners of the parcels listed above, will also be sent notification of the public meeting and the corrected map that would apply to their property. Respectfully Submitted, Reviewed by: .W Opr,*, Heather James, MCIP, RPP Scott Gaw ey, C.P. ., C.G.A. Planner AdministratorlTrea rer dA eUrGl9PdLi r.i. R�M1"F;Sf 'LOId :SAN O`6 203 � Ueeeixb�11, X01:4. - MtucM.alrtr a£Wst Elgin EW. "O$61490 ��41 „�a�lc�s Lime: 16 , C0 s a Deer a r+ant, Mr .wiehl� r J w s t d-fie tlaa the � ztyExpoiWr. "(b hasted'b the VW $t Agnlartber,of C¢r� ercn' atdefte 11 ,26. events : take.la�acetthe R0.d ey Reoxeat,on Orel and will Y ao� dinati by4aaen Kencl�x�k'; a behf c�l'the yirest Agin Chamber '�e trust tivs��aceept�b�e : 'Since�el�;, f MYke Madezxa, 1 } Pxesicnt,ViFest:Agn Chamber of Coieie ZJ �t@ I i da" a. zui� +u:)iAm No, 2890 P. i ., , 4EIginC o n CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 90114 PART LOT 9,CONCESSION 8, MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by� AAREZANOVIC FARMS INC.AND MICHAEL PAREZANOVIC, 25468 Talbot Line, R.R.#3,WEST LORNE, Ontario, NOL 2PO, for a consent pursuant to Section 53 of the Planning Act, 1990,as amended,to sever lands municipally known as 22939 Queens Line, legally described as Part Lot 9, Concession 8, Municipality of West Elgin, The applicants propose to sever a lot with a frontage of 78.2 metres along Queens Line by a depth of 73.15 metres,Area 1.37 acres containing one house,proposed to create one new lot surplus to the needs of the applicants. The owners are retaining 30.04 hectares(74.1 acres) Proposed to remain In agricultural use. The location of the property is shown on the Key Map below: ADDITIONAL INFORMATION re arding the application is available for inspection daily, Monday to Friday, between 5:30 A.M.ant 1:30 P.M., at the County Municipal Offices, 450 Sunset Drive, St.Thomas or at a Public Hearing to be held on: WEDNESDAY l t 0 Training Room#25(aemen),County Municipal 2015 s s 46 Sunset Drive,St.Thomas, Any person or public body may attend the Public Hearing and/or make written or verbal representation either in support of, or in opposition to the proposed consent. If you wish to be notified of the decision of the Land Division Committee in respect of the proposed consent,you must submit a written request to the Land Division Committee. This will also entitle you to be advised of a possible Ontario Municipal Board Hearing. Even if you are the successful party, you should request a copy of the decision since the Land Division Committee decision may be appealed to the Ontario Municipal Board by the Applicant or another member of the public. If a person or public body that fifes an appeal of a decision of the Land Division Committee in respect of the proposed consent does not make written submission to the Land Division Committee before it gives or refuses to give a provisional consent,the Ontario Municipal Board may dismiss the appeal. Dated at the Municipality of Central Elgin this 91"day of January 2015. KEY MAP: (not to scale) Susan D. Galloway Secretary-Treasurer Land Division Committee 450 Sunset Drive St. Thomas,Ontario N5R 5V1 �O 1P ��SUBJECT .ANDS CMIlIIy of Erin Englneerfng 9errels 65O Sunset Onve ' "• 6[.Thomas,On NSR Sv1 • Phone;51g-031.1660 +�.elgincaurtdon.� Municipality Of West Elgin 22413 Hoskins Line Rodney, Ontario NOL 2C0 Attention Mayor and Council Members, January 15, 2015 The committee of Cactus, Cattle and Cowboys has been working with a budget of$8,000.00 for our festival for the past three years. Last year as you know, we chose to move the festival to Rodney at the fairgrounds. In the process of doing this,we found that not only has our festival grown, but so has our expenses. Although we were able to raise funds to help with expenses and also through donations,this year we are in the position to where we have to pay for the entertainment. We have also found that with the increasing prices of advertisements,we are unable to put on a festival of this magnitude on the previous budget.Therefore, we are asking the municipality if they would please consider raising our budget to$12,000.00 this year so that we can put on one of the better festivals in southern Ontario. Thank you, Theresa Vandevenne Chairperson for CCC JAN 16 2015 0