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April 11, 2002 Regular Meeting M I N U T E S OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS TH APRIL 11, 2002 MEMBERS PRESENT: Mayor Duncan McPhail, Deputy Mayor Graham Warwick Councillors: Trudy Balint, Michael Mooser, Brad Bandeen STAFF PRESENT: Joanne Groch Administrator/Treasurer Linda Cranston Clerk/Deputy-Treasurer Jeff Slater Parks & Arena Superintendent Rick Jackson Roads Superintendent Lloyd Jarvis Water Utility Manager Wray Ramsay Drainage Superintendent SUBJECT: MINUTES RES. NO. 1 Moved by Mooser Seconded by Warwick RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated. st March 21, 2002 Regular Council Meeting st March 21, 2002 Public Zone Meeting th March 27, 2002 Special Meeting th March 28, 2002 Special Meeting DISPOSITION : Carried SUBJECT: GOV. DRAIN #2 - CONSIDERATION MEETING Also in attendance: Dennis McCready, Todgam & Case Assoc. – P. Eng., Wray Ramsay – Drainage Superintendent, Rick Jackson – Road Superintendent, and property Owners Wayne and Harley Ashton, and Josephine Deacock. RES. NO. 1 Moved by Balint Seconded by Mooser RESOLVED that Council consider the Engineer’s Report on the Government Drain #2. (Alma Johnston) DISPOSITION: Carried The Clerk stated that correspondence was received from Lower Thames Valley Conservation Authority with no objections. The Drainage Engineer, Dennis McCready reviewed the history of the drain application that was a requirement of Alma Johnston’s severance application. He briefly went over his report. Drainage Superintendent Ramsay mentioned that the end of the laneway should be maintained by the drain, not the land owner, and he felt this should be incorporated into the report. 2 Questions were asked about how the maintenance estimate costs were derived at. One of the gentlemen in attendance, mentioned that there was a lot of garbage dumped into the ditch along the roadside in that area, which was hindering the drainage. The Road Superintendent was directed to have it cleaned up, before the drainage construction work begins. RES. NO. 2 Moved by Bandeen Seconded by Balint RESOLVED that the Engineer’s Report for the Government Drain #2, be accepted and the Clerk is instructed to draw up the necessary by-law. DISPOSITION: Carried. SUBJECT: RECREATION REPORT Jeff Slater, Recreation Superintendent presented his regular monthly report. He mentioned that they were working on a plugged drain and broken tiles, near the Arena in West Lorne, where the new skateboard park area will be located. Councillor Bandeen reported that the Skateboard Park in West Lorne should be under construction shortly, with Wm. Smith Construction doing the work and the location of the Rodney Skateboard Park will be determined at the next meeting. RES. NO. 2 Moved by Bandeen Seconded by Balint RESOLVED that the council of the Municipality of West Elgin hereby accepts the appointment of Suzanne McGregor as a member of the recreation committee. DISPOSITION: Carried Discussions took place regarding the rental fees charged by the recreation department for various events held in the municipal buildings. Non profit groups seem to be under the impression that they should not have to pay the normal fees. Council policy has always been that a group must make a request to council “in writing” if they wish to have the rental fee “waived”. Otherwise, they will receive an invoice. SUBJECT: DRAIN TENDERS – MCGILL MUNICIPAL DRAIN The following tender quotes were received for the McGill Municipal Drain: 1. A.G. Hayter Drainage - $43,137.05 2. McCutcheon Drainage - $44,474.55 3. Van Bree Drainage - $41,735.35 4. Timmerman’s - $42,516.45 RES. NO. 3 Moved by Bandeen Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin accept the tender from Van Bree Drainage in the amount of $41,735.35 including GST to complete the McGill Municipal Drain. DISPOSITION: Carried SUBJECT: DRAIN TENDERS – PAGE DRAIN The following tender quotes were received for the Page Drain: 1. A.G. Hayter Drainage - $49,594.50 2. Timmermans Drainage - $29,537.35 3. Van Bree Drainage - $41,382.25 th Council Minutes – April 11, 2002 3 The Drainage Superintendent reported that after review of the lowest Drainage tender, he could not recommend it. There were many discrepancies in the prices quoted. Council discussions took place, and it was decided that the Timmerman tender would be disqualified. RES. NO. 4 Moved by Mooser Seconded by Warwick RESOLVED that the Council of the Municipality of West Elgin accepts the tender from Van Bree Drainage in the amount of $41,382.25 including GST for the Page Municipal Drain. DISPOSITION: Carried SUBJECT: ROAD REPORT Rick Jackson, Road Superintendent, reported on the activities over the past month. There have been many water and drain problems this week. He informed council that the county would be starting work on the bridge, just south of Wardsville in August. The traffic will have to be re-routed since the bridge will be cut off completely. Council directed Rick to make sure that the County Engineer erects a large notification sign, in good time to alert the public to this information, before August. Rick also reported on the student hiring for this summer. SUBJECT: PORT GLASGOW YACHT CLUB Some Yacht Club members had approached Duncan and also Brad regarding their plans to make repairs to the sea wall and the boat ramp this year. Council is supportive of their efforts in this regard. In order to achieve their goal for this year, they will have to do some extensive dredging, and they had approached council, hoping that the municipality would take some of the lake gravel. Discussions took place, and costs were reviewed. It was determined that the gravel is not up to municipal standards and the cost would be quite expensive to even take 5,000 tons, due to the cost of trucking, fuel, crushing, and labour just to gain a sub standard grade of gravel which would have to be mixed in with good gravel. No decisions were made at this time. The Marina requested that the Municipality provide for two additional port-a-potties to be located at the Marina for the use of people using the beach area. Council agreed to this. SUBJECT: GRAVEL TENDERS The following gravel tender quotes were received by council: 1. Chittick Construction Ltd. - $7.43 2. McKenzie & Henderson - $6.95 3. Johnston Bros. (Bothwell) Ltd. - $7.14 4. Clarence Carter & Sons Ltd. - $6.76 5. Aaroc Aggregates Limited - $9.50 6. 969774 Ontario Ltd. Nicli Aggregates - $8.53 7. Blane Trucking - $6.74 RES. NO. 5 Moved by Mooser Seconded by Warwick RESOLVED that the Council of the Municipality of West Elgin accepts the tender from Blane Trucking in the amount of $6.74/ton plus GST to provide for the supply and haul of 30,000 tons of “A” gravel, subject to inspection. DISPOSITION: Carried th Council Minutes – April 11, 2002 4 SUBJECT: BRINE TENDERS The following two tenders were received for Brine Tender quotes: 1. Den Mar Brines Ltd. - $14.90 /m3 2. 552976 Ontario Ltd. - $18.08 /m3 (Cliff Holland) RES. No. 6 Moved by Balint Seconded by Bandeen RESOLVED that Council of the Municipality of West Elgin accepts the tender quote from Den Mar Brines Ltd. in the amount of $14.90 /m3 plus GST for the hauling and spreading of 2500 cu. m. of brine, as set out in the tender specifications. DISPOSITION: Carried SUBJECT: CALCIUM TENDERS The following two tenders were received for Calcium Chloride quotes: 1. Da-Lee Dust Control - $267.09 /flake ton 2. Pollard Highway Products - $239.50 /flake ton RES. NO. 7 Moved by Warwick Seconded by Mooser RESOLVED that the Council of the Municipality of West Elgin accepts the tender quote from Pollard Highway Products in the amount of $239.50 /flake ton plus GST to provide for the supply and haul of 125 flake tons of calcium chloride, subject to inspection. DISPOSITION: Carried SUBJECT: RODNEY TOWN HALL ROOF It was reported that the roof on the Rodney Town Hall was leaking badly and in need of immediate repairs. Discussions took place, and it was decided that the old fire siren would be removed from the roof before the repair work is done. Rick Jackson provided a quote price from Imperial Roofing at a cost of $9,559.00 plus GST. It was also reported that the Recreation Centre was experiencing a leaking problems also. Rick was directed to get Imperial Roofing to fix both problems while they are in town. RES. NO. 8 Moved by Bandeen Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin accepts the quoted price from Imperial Roofing in the amount of $9,559.00 plus GST to make the necessary repairs on the roof of the Rodney Community Town Hall building. DISPOSITION: Carried SUBJECT: COUNTY OF ELGIN - ROAD NETWORK STUDY Council reviewed the County of Elgin Road Network Study report and discussions took place. The report proposes to download some county road work in the amount of $19,965.00 to the Municipality and the Province will be downloading road work to the county in the amount of $5,571.00 in our Municipality. It was agreed that the Mayor would vote on the matter in County Council. th Council Minutes – April 11, 2002 5 SUBJECT: GERALDINE HIND RES. NO. 9 Moved by Mooser Seconded by Warwick RESOLVED that the Council of the Municipality of West Elgin will hear a delegation from Geraldine Hind, Con. A, Lot 17 & 18. DISPOSITION: Carried Geraldine Hind gave council a review of the drainage problem she is experiencing on her property. She also handed out documentation sheets on water levels, etc. She was advised to meet with Wray Ramsay and arrange for an on-site meeting with him to review the problem first hand and gain a recommendation from him, as to the best way to address the situation. SUBJECT: BUILDING REPORT Council reviewed the CBO’s report for the month of March, which indicated that four permits had been issued totalling $527,000.00 worth of construction. Total permits issued this year to date is 15 totalling $1,148,150.00 worth of construction. DELEGATION: DOUG GRAHAM & DIANE VAN DYKE Doug Graham and Diane Van Dyke came as a delegation to council to describe some of the ongoing programs at the Health Centre. Doug gave a presentation to try to clarify to council that certain services are not being duplicated within the Municipality, and that they are trying to build upon the current programs and expand upon them. Council thanked them for their presentation. DELEGATION: DUNCAN MCGREGOR – WATER INVOICE Mr. McGregor appeared before council regarding a water line break that occurred earlier in the year. His invoice for the water usage, was approximately $2,000.00 which would equate to about eleven years of consumption. He was requesting that council consider rebating his invoice. Council requested that Lloyd Jarvis, Water Utility Manager comment on the problem. Lloyd described that the water line break occurred at the meter pit and as soon as the problem was identified, it was repaired the following day. The problem that took place, was that the meter readers did not identify a problem, and it should have alerted them, that water was pooling in the area. Also the problem was not identified by staff, and the invoice was sent out, before the property owner became aware of the consumption problem. Discussions took place and the following resolution was passed: RES.NO. 10 Moved by Mooser Seconded by Balint RESOLVED that the Municipality of West Elgin agrees to compensate Duncan McGregor in the amount of $1,000.00 for loss of water consumption, previously invoiced. DISPOSITION: Carried DELEGATION: HORTICULTURAL SOCIETY A delegation consisting of Liz Clark, Nina Havens, and Louise Newman representing the beautification committee for the Horticultural Society, presented some design proposals for new entrance signs for the Village of Rodney. Council approved the design of choice. RES. NO. 11 Moved by Bandeen Seconded by Warwick RESOLVED that Council of the Municipality of West Elgin agrees to pay for the cost of two new “Village of Rodney” entrance signs in the amount of $822.25 per sign. A total of two signs to be purchased. DISPOSITION: Carried th Council Minutes – April 11, 2002 6 Mrs. Havens expressed to council that the Rodney Horticultural Society had not received a donation for last year. It was explained that if a letter is received from the group to request a donation, it is sent. Unfortunately, a letter had not been received, so council agreed to make a donation to cover both years. RES. NO. 12 Moved by Bandeen Seconded by Mooser RESOLVED that Council of the Municipality of West Elgin agrees to give a donation to the Rodney Horticultural Society in the amount of $500.00 to cover 2001 and also $500.00 for use in 2002. DISPOSITION: Carried Discussions took place regarding the Rodney CN Park and also the status of the West Lorne streetlights. Lloyd Jarvis is currently looking into the installation guidelines, and he expects that they will be installed by early in May. The ladies thanked council and left the meeting. SUBJECT: WATER UTILITY REPORT Lloyd updated council on his activities in the past month. He reviewed some of the capital projects he will be working on in the summer he hopes to have a waterline meeting called soon for the Silver Clay East line, so that project can proceed as soon as possible. SUBJECT: FODOR MUNICIPAL DRAIN TENDER The drain tender quotes for the Fodor Municipal Drain were reviewed, and since both were over the estimated cost of the project, it was decided by council that the drain would be re-tendered. SUBJECT: BETHAL PARK MUNICIPAL DRAIN TENDER The following quotes were received for the Bethal Park Municipal Drain: 1. McCutcheon Drainage - $24,438.80 2. Timmermans Drainage - $18,781.71 3. A.G. Hayter Drainage - $21,099,87 4. Van Bree Drainage - $21,753.10 5. Cowan Drainage - $23,382.71 RES. NO.13 Moved by Mooser Seconded by Warwick RESOLVED that the Council of the Municipality of West Elgin accepts the tender from Timmermans Drainage in the amount of $18,781.71 including GST for the Bethal Park Municipal Drain. DISPOSITION: Carried SUBJECT: ALDRED-PODEBRY MUNICIPAL DRAIN TENDERS The following quotes were received for the Aldred-Podebry Municipal Drain Tender: 1. McCutcheon Drainage - $45,100.50 2. Van Bree Drainage - $32,950.65 3. A.G. Hayter Drainage - $35,203.00 4. Timmermans Drainage - $29,202.44 5. Cowan Drainage - $33,795.95 th Council Minutes – April 11, 2002 7 RES. NO. 14 Moved by Warwick Seconded by Mooser RESOLVED that the Council of the Municipality of West Elgin accepts the tender from Timmermans Drainage in the amount of $29,202.44 including GST for the Aldred-Podebry Municipal Drain. DISPOSITION: Carried SUBJECT: ACCOUNTS RES. NO. 15 Moved by Mooser Seconded by Warwick RESOLVED that the Mayor and Administrator/Treasurer be and they are hereby authorized to sign Payment Voucher #4, amounting to $243,326.51 in settlement of General, Road and Water Accounts, Cheques #2878 – 3064 plus General/Roads/Water/Payroll including Arena Voucher of $3735.80 (#1253 – 1262). DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1.* Melody Fellowship Church, requesting permission to use the Community Complex in West Lorne for a Youth Mission on Friday evenings from 6:30 to 9:00 p.m. Instruction: Council denied their request for use of the Community Complex, however they did indicate that the Scout Hall or the Rodney Recreation Centre could possibly be used. 2. Tiny tots Nursery School is requesting permission to close Furnival Road to th vehicular traffic between Moriah Street and Victoria Street on Saturday, May 25, 2002 between 8:00 a.m. till 1:30 p.m. Instruction: RES. NO. 16 Moved by Bandeen Seconded by Balint RESOLVED that Council supports the request from the Tiny Tots Co- operative School to allow Furnival Road between Victoria and Moriah th Street to be closed on Saturday, May 25, 2002 from 8:00 a.m. and 1:30 p.m. for their annual Trike-a-thon. DISPOSITION: Carried 3. Dr. Bruce Cantelon, M.D. requesting a rebate of his commercial tax portion for the past nine years, since his retirement. Instruction: Clerk is to correspond with Dr. Cantelon and to let him know that council is sympathetic to the fact that he did not file the required forms until recently. Council cannot be responsible for matters that have transpired by former councils, and in order to remain consistent, council is unable to grant his request. 4.* Federation of Canadian Municipalities requesting support of a resolution to call for the ratification of the Kyoto Protocol. Instruction: File 5. County of Elgin – Land Division – Severance application – Carol Ann Mistele Instruction: RES. NO. 17 Moved by Mooser Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin have no objections to the Consent to Sever application No. E 26/02, for Carol Ann Mistele at Concession 13, Part Lot 10. th Council Minutes – April 11, 2002 8 Council approves the severance subject to the following conditions: Subject to rezoning, Subject to apportionment of Municipal Drainage assessments, Subject to drainage outlet & drainage agreement if required, Subject to requirements of the Municipal Road Department regarding access and /or drainage, Subject to no further residential development on the retained agricultural portion. DISPOSITON: Carried 6. County of Elgin requests comments on the Road Network study. Instruction: Duncan will take the council comments to the county. 7. Beattie Haven request that the Municipality consider paying the deficit for the Transit Bus Invoice. Instruction: RES. NO. 18 Moved by Bandeen Seconded by Balint RESOLVED that the Municipality of West Elgin agrees to cover the deficit for the Beattie Haven Manor invoice from the Transit Bus usage during the period from 1997 to 2002 and onwards. DISPOSITION: Carried 8.* Ministry of the Solicitor General, Emergency Measures Ontario is sponsoring some free workshops throughout Ontario, on such things as Exercise Design, Preparedness and Response, Emergency Operations Centre Management, Emergency Site Management to be held in Goderich or Richmond Hill in May. Instruction: File th 9. United Way – “Day of Caring” will be held on Saturday, May 25, 2002 from 10:00 a.m. to 3:00 p.m. They are needing a project list from anyone wishing to participate. Instruction: Councillor Balint will organize some events. th 10. County of Elgin – invitation to attend a special 150 event hosted by the Elgin th Historical Society on April 15, 2002 at 2:00 p.m. in the Elgin County Court House in St. Thomas. Instruction: Mayor and some council members to attend. 11. “Walk on the Wild Side” - conservation area walk at Longwoods Road th Conservation Area on Sunday, April 28, 2002 from 1:00 p.m. to 4:00 p.m. Instruction: File 12. Federation of Canadian Municipalities annual conference and municipal expo will rd be held at the Hamilton Convention Centre from May 31 to June 3, 2002. Instruction: File 13. West Elgin Chamber of Commerce – Budget for 2002. DISPOSITION: File Instruction: File * Information enclosed th Council Minutes – April 11, 2002 9 RES. NO. 19 Moved by Mooser Seconded by Warwick RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: MINUTES th ? Chamber of Commerce Minutes – March 5, 2002 th ? West Elgin Parks & Recreation Committee –March 26, 2002 th ? West Elgin Arena Board Meeting – March 20, 2002 SUBJECT: CANADA DAY 2002 Discussions took place regarding the location of the Canada Day celebration for 2002. It was decided that the Canada Day fireworks event would remain in West Lorne, even though other events will take place throughout Rodney and West Lorne. SUBJECT: RODNEY KIWANIS Rodney Kiwanis request to have council waive the rental fee for the Easter Egg Hunt th held on March 30, 2002. Instruction: RES. NO. 20 Moved by Warwick Seconded by Balint RESOLVED that the Municipality of West Elgin agrees to waive the rental fee for the Rodney Kiwanis for the Easter Egg Hunt event held on March th 30, 2002. DISPOSITION: Carried SUBJECT: MUNICIPAL DRAIN SUPERINTENDENT SERVICES QUOTES Two quotes were received for the Drainage Superintendent services for the upcoming year: 1. Spriet Associates in the amount of $64.00 per hour. 2. MIG Associates in the amount of $60.00 per hour. RES. NO. 21 Moved by Mooser Seconded by Warwick RESOLVED that Council of the Municipality of West Elgin approves that the Drainage Superintendent Services be provided in 2002 by Wray Ramsay under the office of the Engineering firm of Spriet Associates for the hourly rate as quoted of $64.00 per hour. DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 22 Moved by Mooser Seconded by Warwick RESOLVED that this Regular Session of Council adjourn at 5:05 p.m. to th meet again on April 25, 2002. DISPOSITION: Carried th These minutes were adopted on the 9, day of May, 2002. ___________________________ ____________________________ Mayor Clerk th Council Minutes – April 11, 2002