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September 20, 2001 Special Drain Meeting M I N U T E S OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL DRAIN MEETING WEST ELGIN COUNCIL CHAMBERS TH SEPTEMBER 20, 2001 MEMBERS PRESENT: Mayor Duncan McPhail, Deputy Mayor Graham Warwick Councillors: Trudy Balint, Brad Bandeen, Mike Mooser STAFF PRESENT: Joanne Groch, Administrator-Treasurer Linda Cranston, Clerk/Deputy-Treasurer ALSO PRESENT : Rick Jackson, Road Superintendent Wray Ramsay, Drainage Superintendent Mayor McPhail welcomed everyone to the meeting and explained that throughout the meeting, council would be dealing with engineer’s reports for four different municipal drains, reviewing drain tenders, and other various items. SUBJECT: ALDRED-PODEBRY DRAIN CONSIDERATION Also in attendance: Dennis McCready - Todgham & Case & Assoc., Engineer for the project. Wray Ramsay, Drainage Superintendent, Rick Jackson. D. Aldred - property owner, Peter Dutchak, County of Elgin - Drain Engineer, Ralph Beharrell, Drainage Superintendent from Dutton/Dunwich Mayor McPhail called the meeting to order at 9:30 a.m. RES. NO. 1 Moved by Bandeen Seconded by Balint RESOLVED that Council consider the Engineer’s Report on the Aldred- Podebry Drain. DISPOSITION: Carried The Clerk read over the correspondence from Bell Canada and Lower Thames Valley Conservation Authority, and they had no concerns. The Drainage Engineer, advised that the petition drain had been requested by Dugald Aldred and Anna Podebry, under Section 4 of the Drainage Act. Dennis then went on to give a brief review of the drain and to answer questions from council, property owners and the County Representative. Wray Ramsay presented a copy of a letter from Roy Greve, regarding a request to address an on-going roadside ditch problem at this time as well. After discussions with the Engineer and the Road Superintendent, it was decided that the catch basin would be left in place, without a cover for the time being. 1 th Special Drain Mtg. – Sept. 20, 2001 The question of cut-off assessments for future maintenance was brought up, however this type of question will be answered at the Court of Revision meeting, which will be held in the near future. RES. NO. 2 Moved by Warwick Seconded by Mooser RESOLVED that the Engineer’s Report for the Aldred-Podebry Drain is accepted and the Clerk is instructed to prepare the necessary by-laws. DISPOSITION: Carried SUBJECT: BETHEL-PARK DRAIN CONSIDERATION Also present for the discussions: Gerhard Weidelich, John Miller, Brian Buchan, Wray Ramsay - Drainage Superintentent, Rick Jackson - Road Super and Dennis McCready - Drainage Engineer, Todgham & Case Associates Inc. RES. NO. 3 Moved by Mooser Seconded by Warwick RESOLVED that Council consider the Engineer’s Report on the Bethel Park Municipal Drain. DISPOSITION: Carried The Clerk advised that correspondence had been received from Bell Canada concerning the locates and also a letter from the Lower Thames Valley Conservation Authority, recommending that any large, mature trees be left in place where possible on the open portion of the drain, as they help shade out shrub willows and other species that impede storm flows. The drainage Engineer stated that Ontario Bethel Park Bible Camp Society and 571419 Ontario Limited had requested the report under Section 4 of the Drainage Act. He proceeded to give a brief history of the drain and a review of the report submitted. He then proceeded to answer questions. Mr. Buchan had requested to have some extra tiles installed, however it was pointed out to him, that he would be required to sign the Petition, and to date it had not been signed. The Road Superintendent questioned the number of catch basins, and the engineer explained that since the original report was done, it has been decided that another catch basin would be installed on the other side of McColl Road as well as the first one. They also decided that there should be a sloped top at the open ditches on the road allowance. The Engineer apologized for not having the second catch basin inserted into the design plans. Mr. Miller had a question concerning the chosen option, and also wondered why the price had gone up so much from the first meeting. The engineer explained the difference. It was explained that assessment costs will be dealt with at the Court of Revision. Mr. Miller asked when the construction was planned to begin. The Drainage Superintendent answered that there was a proposal to call tenders on a number of drains at the same time for the coming spring, in order to get a better price from the contractors. Mayor McPhail asked if there was anyone present that wishes to have their name added or deleted from the Petition, at this time. There were none. th Special Drain Mtg.- Sept. 20, 2001 2 RES. NO. 4 Moved by Bandeen Seconded by Warwick RESOLVED that the Engineer’s Report for the Bethel Park Municipal Drain is accepted and the Clerk be instructed to prepare the necessary By-Laws. DISPOSITION: Carried SUBJECT: FODOR DRAIN CONSIDERATION RES. NO. 5 Moved by Mooser Seconded by Warwick RESOLVED that Council consider the Engineer’s Report on the Fodor Municipal Drain. DISPOSITION: Carried Also present for the discussions: Ernie Fodor, Veronica Fodor, Peter Dutchak – County of Elgin, Rick Jackson – Road Superintendent, Wray Ramsay – Drainage Superintedent and Paul Elston, Burnside & Associates, Engineer for the project. The Clerk Advised that correspondence had been received from Lower Thames Valley Conservation Authority, with no concerns and a letter from A.N. Knowles who is satisfied with the report and wishes that it proceed. The Drainage Engineer stated that the original Petition was signed by Ernie and Veronica Fodor to request the report under Section 4 of the Drainage Act, as it was a requirement issue they have to meet, in order to have their severance consent application passed. They were required to provide a proper outlet for the severed property. The severance was granted, subject to the drain work being completed. Then later last year, Mr. Knowles added his name to the petition. Mr. Fodor wished to know the difference between using the underground boring method or the open cut method. The Engineer stated that directional drilling is expensive, but he explained that council could change this to an open cut, if they agree to the change. The cost saving would be approximately $3000.00. Council agreed to the change, if they receive a letter of understanding from Mr. & Mrs. Fodor to state the change requested in the consideration report. Mr. Fodor also stated that he would be prepared to do a lot of the final raking and seeding himself, to save some costs. Mr. Fodor presented copies of his septic weeping bed design, which he obtained from the Elgin County Health Unit. It shows the leaching bed to be about 30 feet from the private drain. Mr. & Mrs. Fodor also requested that they would prefer to have the work completed during the dry summer season, preferable during July 2002. Council agreed this could be inserted into the wording when it goes to tender. RES. No. 6 Moved by Balint Seconded by Mooser RESOLVED that the Engineer’s Report, as amended by a letter of understanding, re 14.40- pg. 6, for the Fodor Municipal Drain is accepted and the Clerk is instructed to prepare the necessary by-laws. DISPOSITION: Carried th Special Drain Mtg.- Sept. 20, 2001 3 SUBJECT: FREEMAN DRAIN Paul Elston, Burnside & Associates proceeded to give a background review of the Freeman Drain, which was initiated under Section 78 of the Drainage Act. The appropriate meetings were held, with no one requesting to back out of the petition at that time. But apparently, about a week after the last meeting, Sebastian Pelcz had sent a statement to the Drain Superintendent to have his name taken off the petition. No one talked with Mr. Elston, nor did the Drainage Superintendent at that time. Then about two weeks ago, John Johnston decided to have his name taken off the petition. He also dealt with the Drainage Superintendent, and it wasn’t until the Clerk sent a copy of the letters from the file, that Mr. Elston was even aware that anything had taken place, regarding this drain. If Mr. Elston had been contacted, he would have explained to Mr. Johnston that it will cost him more to take his name off, at this late stage in the process, than it would to complete the work. However, under the regulations, all owners signed on the petition, would have to agree to take their names off. Serge Lebedz wants his name to remain on the petition, and he also requests that it move ahead. Council directed Mr. Elston to proceed with the report. SUBJECT: CAHILL DRAIN Mr. Elston also updated council that the Cahill Drain will proceed, once the Page Drain report has been adopted, and Burnside & Asociates will then incorporate it into their report for the Cahill Drain. SUBJECT: ROACH DRAIN CONSIDERATION Also in attendance for this portion of the meeting were: John Spriet, Jr. –engineer for the project, Rick Jackson – Road Superintendent, Wray Ramsay- Drainage Superintendent, and also Don Ciparis, representing landowner Irene Ciparis. RES. No. 7 Moved by Bandeen Seconded by Balint RESOLVED that Council consider the Engineer’s Report for the Roach Municipal Drain. DISPOSITION: Carried The Clerk advised that correspondence had been received from Lower Thames Valley Conservation Authority with no concerns. The Engineer advised that the original report prepared in 1967, was outdated and pursuant to Section 78 of the Drainage Act, it was determined that a new report would be required in order to accommodate the request for repair work on the drain, by the affected landowners. Council was questioned on the difference between the outlet benefit for open or closed portion of the drain. RES. NO. 8 Moved by Mooser Seconded by Warwick RESOLVED that the Engineer’s Report for the Roach Municipal Drain is accepted and the Clerk is instructed to prepare the necessary by-laws. DISPOSITION: Carried th Special Drain Mtg.- Sept. 20, 2001 4 SUBJECT: RIPLEY DRAIN TENDERS The following tenders were received for the Ripley Municipal Drain construction: Van Bree Drainage - $95,684.75 (including GST) McKenzie & Henderson - $84,991.60 (including GST) Darryl Dick Drainage - $85,998.04 (including GST) RES. NO. 9 Moved by Bandeen Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin accepts the tender from McKenzie & Henderson in the amount of $84,991.60 including GST for the Ripley Municipal Drain Construction. DISPOSITION: Carried SUBJECT: KEUSCH DRAIN TENDER The following tenders were received for the Keusch Municipal Drain construction: The only tender received was from Van Bree Drainage in the amount of $24,062.16 including GST. After discussions, the following resolution was passed: RES. NO. 10 Moved by Mooser Seconded by Warwick RESOLVED that the Council of the Municipality of West Elgin accepts the tender from Van Bree in the amount of $24,062.16 including GST, for the Keusch Municipal Drain. DISPOSITION: Carried SUBJECT: LINDENMAN DRAIN TENDER The following tenders were received for the Lindenman Municipal Drain construction: R & S Graham Contracting - $ 9,433.00 (including GST) Van Bree Drainage - $10,250.60 (including GST) McKenzie & Henderson - $ 8,934.50 (including GST) Darryl Dick Drainage - $11,295.99 (including GST) RES. NO. 11 Moved by Warwick Seconded by Mooser RESOLVED that the Council of the Municipality of West Elgin accepts the tender from McKenzie & Henderson in the amount of $8,934.50 including GST, for the Lindenman Municipal Drain construction. DISPOSITION: Carried SUBJECT: KRAUSE DRAIN TENDER The following tenders were received for the Krause Municipal Drain. R & S Graham Contracting - $6,754.00 (including GST) Van Bree Drainage - $8,538.60 (including GST) McKenzie & Henderson - $6,473.50 (including GST) Darryl Dick Drainage - $8,799.68 (including GST) RES. NO. 12 Moved by Bandeen Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin accepts the tender from McKenzie & Henderson in the amount of $6,473.50 including GST for the Krause Municipal Drain. DISPOSITION: Carried th Special Drain Mtg.- Sept. 20, 2001 5 OTHER BUSINESS : 1. The Clerk informed Council that Ed Kalita had signed the Site Plan Agreement for the Rogers Wireless tower. 2. The Clerk updated Council in regard to correspondence with the Railway Co. on behalf of the new Health Centre. 3. The Clerk informed Council that George Vanceeder has installed a new well on his property, and will not be connecting to the municipal water line. SUBJECT: BY-LAW NO. 2001-38 – METER READING AGREEMENT RES. NO. 13 Moved by Mooser Seconded by Warwick RESOLVED that the mover be granted leave to introduce a by-law to authorize the execution of an agreement between the Corporation of the Municipality of West Elgin and Advanced Meter Reading Services Inc. and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 14 Moved by Warwick Seconded by Mooser RESOLVED that a By-Law to authorize the execution of an agreement between the Corporation of the Municipality of West Elgin and Advanced Meter Reading Services Inc., and this shall be read a third time and finally passed, signed, sealed and numbered – By-Law No. 2001-38 – Authorize an Agreement – Advanced Meter Reading Services Inc. DISPOSITION: Carried SUBJECT: PAGE DRAIN CONSIDERATION Also in attendance for this portion of the meeting was John Spriet, Drainage Engineer for the project, Tom Page and Rick Jackson, Road Superintendent. RES. NO. 15 Moved by Bandeen Seconded by Balint RESOLVED that Council consider the Engineer’s Report for the Page Municipal Drain. DISPOSITION: Carried The Clerk stated that correspondence had been received from the Lower Thames Valley Conservation Authority with no concerns. The Engineer stated the drainage report was prepared pursuant to Section 4 of the Drainage Act, after the Catholic School Board and the Municipal Road Authority had signed a petition for work to be done. He went on to explain the report briefly. Mr. Page had no questions concerning the design of the drain, however he does have some questions on the assessment, so he will attend at the Court of Revision meeting. RES. NO. 16 Moved by Warwick Seconded by Mooser RESOLVED that the Engineer’s Report for the Page Municipal Drain is accepted and the Clerk is instructed to prepare the necessary by-laws. DISPOSITION: Carried th Special Drain Mtg.- Sept. 20, 2001 6 SUBJECT: JANET PINDER – COMMUNITY COORDINATOR Janet Pinder gave a presentation on the concept of a part-time Community co-Ordinator position. Some aspects of the position would be to investigate grants available and prepare the necessary documentation that is required as back-up for the grant submissions. She also has looked into an after school transportation program that she would like to get started to provide transportation for children in Rodney and West Lorne to be able to attend after school functions and programs. Her proposal would be to work out of the Rodney Town Hall location or at a computer terminal in the Municipal Office. She would also like to be able to offer a Community Events Co-ordinator service into her work also. In this capacity she would be the network centre that people could call to get information, directions, etc. in order to co- ordinate an event – i.e. – Santa Claus parade, downhill derby, etc. Files on these events could be kept in one location, thus anyone needed numbers, names, lists, quantities, etc. could all be accessed through Janet. It was proposed that this position would be approximately 20 – 25 hours per week @ $15.00 per hours, plus some expenses. Council was receptive to the concept, however they felt it should be discussed further and it will be taken back to the Chamber of Commerce for some input from their group. This will be brought forward at the October Council meeting for further discussions. th Janet has agreed to attend a workshop on October 4, 2001 for grant submission information, and she thanked council for their time. SUBJECT: TRI-COUNTY INTERCONNECT AGREEMENT The Administrator advised Council that once the interconnect agreement is signed with Southwold the payment of approximately $750,000 will be due. The money is payable through Tri County. It was proposed that this could be funded through the municipality at a reasonable rate. If Council is in agreement Joanne will approach the Tri County Board. Council gave approval to the Administrator to proceed. It was suggested that a one-year demand notice clause be inserted into the debenture document. Prior to finalization Joanne will report back to Council. SUBJECT: ADJOURNMENT RES. NO. 17 Moved by Bandeen Seconded by Balint RESOLVED that Council do now rise and adjourn from the Special th Drainage Meeting at 3:30 p.m. to meet again on October 11, 2001. DISPOSITION: Carried th These minutes were adopted on the 11 day of October, 2001. __________________________ __________________________ MAYOR CLERK th Special Drain Mtg.- Sept. 20, 2001 7