August 14, 2003 Regular Meeting
M I N U T E S
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
WEST ELGIN COUNCIL CHAMBERS
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AUGUST 14, 2003
MEMBERS PRESENT: Deputy Mayor Graham Warwick
Councillors Trudy Balint, Brad Bandeen, Michael Mooser
STAFF PRESENT: Joanne Groch Administrator/Treasurer
Norma Bryant Clerk
Jeff Slater Recreation Superintendent
Rick Jackson Roads Superintendent
Lloyd Jarvis Water Superintendent
SUBJECT: MINUTES
RES. NO. 1 Moved by Balint
Seconded by Bandeen
RESOLVED that the minutes of the meetings held on the following dates
be adopted as printed and circulated.
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July 10, 2003 Council
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July 10, 2003 Committee of Adjustment (1230827
Ontario Inc) (Badder)
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July 17, 2003 Special Planning Session
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July 24, 2003 Council
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July 24, 2003 Rezoning Public Meeting (Manneke)
DISPOSITION: Carried
SUBJECT: PARKING BY-LAW
Councillor Mooser reported he had an enquiry from a ratepayer regarding the
documentation required to get a refund for parking tickets. Council policy requires a receipt
from the Provincial Offences Office. Discussion arose if a cancelled cheque could be
accepted. The Clerk noted that either the ticket number or vehicle plate number would be
required in order to confirm that the payment was for a parking ticket in West Elgin.
RES. NO. 2 Moved by Mooser
Seconded by Balint
RESOLVED that further to resolution no. 10 on July 24/03 regarding parking
ticket refunds, Council hereby authorizes the payment of parking ticket
refunds upon submission of a cancelled cheque showing the ticket no. and/or
vehicle plate no. or a copy of the receipt.
DISPOSITION: Carried
SUBJECT: RECREATION REPORT
The Recreation Superintendent presented his regular monthly report. He reported that
improvements to grandstand are proceeding, the steel has been installed and the
railings will be completed before the end of August. The engineer will complete a final
inspection of the project.
August 14, 2003…Pg 2 of 9
SUBJECT: ROAD REPORT
The Road Superintendent presented his monthly report. He further reported that test
results from Roads School have been received and that West Elgin staff’s marks were
all above average. Further to Council request, he received a quotation to delineate
parking areas on county roads, at the cost of $300.00. Council directed that this task be
completed at municipal cost.
SUBJECT: GILBERT AND FINNEY STREETS
Councillor Mooser reported that he and the Road Superintendent had inspected Gilbert
and Finney Streets and he is of the opinion that these roads need extensive repairs as a
result of construction traffic to the new bus barn. Council directed the Road
Superintendent to contact the owner of the bus barn and discuss the state of the roads
and that it is their responsibility to bring the roads back to the condition it was prior to
construction traffic using these roads.
SUBJECT: SIDEWALK QUOTES
The following sidewalk quotes were received by Council:
1. Rick Falkins - $ 35,051.00 plus taxes
2. Seal-On Paving - $ 38,740.40 plus taxes
The Road Superintendent noted that in conjunction with the Recreation Superintendent,
they are proposing an additional sidewalk be included in this year’s sidewalk project.
The proposal is for sidewalk along Maple Street from Ridout Street to the pool. People
are parking on the grass area and this would create a natural barrier and be wheelchair
accessible. The quotation received from Rick Falkins for this additional sidewalk is
$5,350.00 plus taxes.
RES. NO. 3 Moved by Bandeen
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin accepts the
quote from Rick Falkins in the amount of $35,051.00 plus GST for
sidewalks in Rodney and West Lorne plus $5,350.00 plus GST for
sidewalk along Maple St. from Ridout to pool.
DISPOSITION: Carried
SUBJECT: WOOD-SEXTON STREETS SIGNAGE
The Road Superintendent presented a sketch showing proposed stops signs on Wood
and Sexton Street. He further reported that once paving is completed on Sexton Street
the municipality can formally assume the road and the signs regarding “unopened road
allowance” can be removed. Council directed that the necessary by-laws be brought
forward.
SUBJECT: KEARNS 2 PIT
A plan of survey for the proposed pit was presented to Council for their review. It was
reported that the lay of the land determined the final layout. The application to the
Ministry of Natural Resource for gravel pit license will be submitted shortly.
August 14, 2003…Pg 3 of 9
SUBJECT: PORT GLASGOW TRAILER PARK
Also in attendance: Gord and Frances McFadden, Lloyd Jarvis, Pauline DeRocher
The Administrator/Treasurer reported that there are a number of issues that require
Council attention.
1. TRANSFER OF LOTS:
Confusion has arisen regarding the policy for transferring to vacant lakefront lots. It
was noted that if the trailer was sold, the lot was transferred with the trailer.
However, in the case of vacant lots the policy is different. It was understood by the
McFaddens that a list was kept of those interested in lakefront lots. However, it
seems that the people interested in present vacant lot were not on this list. The
Administrator/Treasurer noted that a policy should be set that is fair to all in the
park.
Mr. Jarvis noted that this issue has been discussed at the association and no
direction came forward. Mrs. DeRocher, president of the Association noted that she
has been in the park for five years and didn’t know about the list. Further, the
association is primarily to help with entertainment items and assist Gord McFadden.
The Deputy Mayor read a letter from Mrs. Higgenbottom. He asked who knows
about the list and how is it advertised. Mrs. McFadden noted that the list is not
advertised, people approach them. The Deputy Mayor noted that a policy must be
developed and advertised so that all residents know. In the meantime Council
directed that the availability of this lakefront lot be advertised on the park bulletin
boards, written requests be submitted and the decision be based on seniority.
2. WASHING MACHINES
There are a number of trailers that have washing machines and the existing 4”
drainage pipes are not big enough to handle and are plugging up. There are public
washing machines on site that are properly piped. The Administrator/Treasurer
proposed that notification be given that washing machines will no longer be allowed
and that this will be effective for 2004 season. Council agreed.
3. DRYERS
Additional hydro rates are not charged for use of dryers in the trailers. It was
suggested that an additional fee be charged. A fee of $50.00 per year was
suggested. Council directed that this fee be included in the 2004 by-law.
4. VACANT TRAILER
A trailer was removed from one of the sites for non-payment of fees. Owners were
notified that the municipality would sell the trailer, however no response was
received. Council directed that the trailer be advertised for sale.
Councillor Mooser left the meeting at 11:45 a.m.
SUBJECT: ACCOUNTS VOUCHER
RES. NO. 4 Moved by Bandeen
Seconded by Balint
RESOLVED that the Mayor and Administrator/Treasurer be and they are
hereby authorized to sign Payment Voucher #8, amounting to
$698,718.32, in settlement of General, Road and Water Accounts
(including cheques #6994-7011 / 7024-7395 plus General/Road/Water
payroll).
DISPOSITION: Carried
August 14, 2003…Pg 4 of 9
DELEGATION: WEST LORNE LAWN BOWLING CLUB –
Joan Lashbrook, Rose Daniel
Mrs. Lashbrook reported that the club had received $6,000.00 grant from Trillium
Foundation and that it had been specified for gutters. The club approached Trillium to
change the specification to lighting as this was considered the most important project.
Trillium has agreed to the change subject to the municipality matching the $6,000.00.
The light project will cost $15,000, the balance will be paid for by the club. Mrs.
Lashbrook noted that the club needs help with the lighting and gutter projects, the
smaller projects that they could undertake themselves. They will reapply for the gutter
project next year.
Councillor Bandeen reported that the club had made a presentation to the Recreation
Committee and they agreed this was a worthwhile project. This is the first time the club
had approached the municipality for funding. The Recreation Committee agreed to set
aside monies in their budget for improvements at the lawn bowlilng club. The Deputy
Mayor noted it is important to support our volunteers, the lawn bowling club is a benefit
to our community.
RES. NO. 5 Moved by Bandeen
Seconded by Balint
RESOLVED that Council agrees to a donation of $6,000.00 to the West
Lorne Lawn Bowling Club to match the Trillium grant to be used for new
lighting. This is to be funded through Grants & Donations budget.
DISPOSITION: Carried
SUBJECT: BUILDING REPORT
The Chief Building Official was not in attendance. Council reviewed his report for the
month of July. In July eleven permits were issued totalling $240,000.00 worth of
construction.
SUBJECT: BY-LAW ENFORCEMENT
The By-law Enforcement Officer was not in attendance. Council reviewed the monthly
report.
SUBJECT: DRAINAGE APPORTIONMENT – LOT 6, CONCESSION XII (MANNEKE)
RES. NO. 6 Moved by Bandeen
Seconded by Balint
RESOLVED that the Council approves the agreement on share of
drainage assessment on the Ford Drain as requested by G & M Manneke
under Section 65 (6) of the Drainage Act.
Original Assessment New Assessment
Concession 11 Pt. Lot 6 13.7 ha. 0.40 ha.
Benefit - $90.00 Benefit - $90.00 Benefit - $0
Outlet - $55.00 Outlet - $52.00 Outlet - $3.00
DISPOSITION: Carried
SUBJECT: RENOVATIONS IN OLD RODNEY TOWNHALL BUILDING
The Clerk reported that three contractors were approached to provide quotations for the
interior renovations to accommodate the licensing office in the old Rodney Townhall
building. One quotation was submitted.
August 14, 2003…Pg 5 of 9
RES. NO. 7 Moved by Bandeen
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin accepts the
quote from Thomson Construction in the amount of $ 2,695.00 plus GST
for renovations to the old Rodney Townhall building for the licensing office.
DISPOSITION: Carried
SUBJECT: CHRISTMAS OFFICE HOURS
After discussions Council decided that the Municipal Office would be closed from
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December 29, 2003 to January 5, 2004. It will be advertised in the local paper, and a
memo will go out to the staff that they will be required to retain four days as holidays to
cover the time off. It is understood that the snow removal/arena ice time/water breaks
must still be covered by ongoing regular service, during this time.
SUBJECT: BY-LAW NO. 2003-55 – ADVANCE VOTING
RES. NO. 8 Moved by Bandeen
Seconded by Balint
RESOLVED that the mover be granted leave to introduce a By-Law to
provide for advance votes to be held prior to voting day and this shall be
the first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 9 Moved by Balint
Seconded by Bandeen
RESOLVED that a By-law to provide for advance votes to be held prior to
voting day be now read a third time and finally passed, signed, sealed and
numbered By-law Number 2003-55 – Advance Voting
DISPOSITION: Carried
SUBJECT: BY-LAW NO. 2003-56 – AMENDING AGREEMENT – POLICE SERVICES
RES. NO. 10 Moved by Balint
Seconded by Bandeen
RESOLVED that the mover be granted leave to introduce a By-Law to
authorize the execution of an agreement between the Minister of Public
Safety and Security and the Corporation of the Municipality of West Elgin,
the Corporation of the Municipality of Bayham, the Corporation of the
Township of Southwold, the Corporation of the Municipality of Central
Elgin, the Corporation of the Municipality of Dutton/Dunwich and the
Corporation of the Township of Malahide and this shall be the first and
second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 11 Moved by Bandeen
Seconded by Balint
RESOLVED that a By-law to authorize the execution of an agreement
between the Minister of Public Safety and Security and the Corporation of
the Municipality of West Elgin, the Corporation of the Municipality of
Bayham, the Corporation of the Township of Southwold, the Corporation of
the Municipality of Central Elgin, the Corporation of the Municipality of
Dutton/Dunwich and the Corporation of the Township of Malahide
authorize the execution of an agreement be now read a third time and
finally passed, signed, sealed and numbered By-law Number 2003-56 –
Amending agreement – police services
DISPOSITION: Carried
August 14, 2003…Pg 6 of 9
SUBJECT: BY-LAW NO. 2003-57 – WATER SYSTEM INTERCONNECTION
AGREEMENT (SOUTHWOLD)
RES. NO. 12 Moved by Bandeen
Seconded by Balint
RESOLVED that the mover be granted leave to introduce a By-Law to
authorize the execution of an agreement between the Tri County
Management Committee of the West Elgin Primary Water Supply System,
the Corporation of the Township of Southwold, the Joint Board of
Management of the St. Thomas Area Secondary Water Supply System
and the Joint Board of Management of the Elgin Area Primary Water
Supply System and this shall be the first and second reading and
provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 13 Moved by Balint
Seconded by Bandeen
RESOLVED that a By-law to authorize the execution of an agreement
between the Tri County Management Committee of the West Elgin
Primary Water Supply System, the Corporation of the Township of
Southwold, the Joint Board of Management of the St. Thomas Area
Secondary Water Supply System and the Joint Board of Management of
the Elgin Area Primary Water Supply System be now read a third time and
finally passed, signed, sealed and numbered By-law Number 2003-57 –
Water System Interconnection Agreement (Southwold)
DISPOSITION: Carried
SUBJECT: WATER REPORT
The Water Superintendent presented his monthly report. Council agreed that fire
hydrants could be flushed during normal working hours. It was noted that notices are
placed in the local paper. It was further reported that Tri County Management Board
have approved the imposition of a capital charge for hook-ups to Graham Road. A
public meeting will be scheduled for September.
SUBJECT: CORRESPONDENCE
1.* Steve Peters re: copy of correspondence from Andrea Carter
Instruction: The Clerk to forward a reply to Mr. Peters answering the four
questions.
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2.* West Elgin Community Health Centre – 2 Annual Seniors’ Day in the Park,
August 27, 2003, 1:00-4:00 p.m., Port Glasgow
Instruction: File
3.* West Elgin Libraries – use of Rodney Recreation Centre
Instruction:
RES. NO. 14 Moved by Bandeen
Seconded by Balint
RESOLVED that Council authorize the waiving of rental fees for the use of
the Rodney Recreation Centre on Friday October 24th, 2003 from 8:30
a.m. to noon for the Rodney Library to host a Professional Development
Day program.
DISPOSITION: Carried
August 14, 2003…Pg 7 of 9
4.* West Lorne Fire Department – Fireman Dance, August 30, 2003
Instruction:
RES. NO. 15 Moved by Balint
Seconded by Bandeen
RESOLVED that Council of the Municipality of West Elgin approves of the
West Lorne firemen holding a street dance on August 30, 2003 in the IGA
parking lot at 170 Main Street West Lorne and also approves of the
serving of alcohol.
DISPOSITION: Carried
5.* Ministry of Environment – inspection report on landfill site
Instruction: The Deputy Mayor reported that a landfill committee meeting will be
scheduled in September to review the report amongst other matters.
6.* County of Elgin – No Parking on County Roads
Instruction: File
7.* West Elgin Community Health Centre – Port Glasgow
Instruction: File
8. Canada-Ontario Infrastructure Program – announcement of funding for
improvements to West Elgin Water Treatment Plant
Instruction: File
9. AMO Alert – AMO Invites CTF to Join in Review of Municipal Finance
Province to Close Judson Street Stores
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New Nutrient Management Rules
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Two-Year Transfer Tax Exemption for LDCs passed and other
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electricity updates
Urgent Appeal to Municipalities to Support Blue Box Funding
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Instruction: File
10. Federation of Canadian Municipalities
Supports Canadian Beef Producers
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Instruction: File
11. Town of South Bruce – press release supporting exclusive use of Canadian beef
Instruction: File
12. OMAF Bulletin – CanadaOntario BSE Recovery Program
Instruction: File
13. OMAF Bulletin – July 8, 2003
Instruction: File
14. Middlesex Hospital Alliance – announcement re participation in federal health
initiative
Instruction: File
15. Lower Thames Valley Conservation Authority – announcement of 2003 William
Kingsley Erickson Bursary
Instruction: File
16. Ontario Parks Association – Pesticides Primer
Instruction: File
August 14, 2003…Pg 8 of 9
17. Optimist Club of West Lorne – thank you for donation to car show
Instruction: File
18. OMAF Bulletin – July 18, 2003
Instruction: File
19. Elgin Group Police Services Board – minutes of July 8, 2003
Instruction: File
20. Ministry of Enterprise, Opportunity & Innovation – Ontario Global Awards
Instruction: File
21. Bell Canada – applications for Bell Community Development Fund
Instruction: File
22. Ministry of Municipal Affairs & Housing – OSTAR announcements re water
system infrastructure
Instruction: File
23. Middlesex Hospital Alliance – announcement of smoke free August 1, 2003
Instruction: File
24. Union Gas – rate change
Instruction: File
25. Dalton McGuinty, MPP – AMO conference
Instruction: File
26. Gar Knutson, MP – Infrastructure Program
Instruction: File
27. Elgin Community Futures Development Corporation – announcement of funding
for Elginconnects
Instruction: File
28. MPAC – Update on recent activities
Instruction: File
29. Detachment Commander’s Report, Elgin Group Police Services Board – June
2003
Instruction: File
30. Elgin Group Police Services Board – minutes of June 22, 2003
Instruction: File
31. OMAF Bulletin – August 7, 2003
Instruction: File
32. National Guide to Sustainable Municipal Infrastructure – Review of Draft Best
Practices
Instruction: File
33. Ontario Heritage Foundation – Heritage Community Recognition Program 2003
Instruction: File
August 14, 2003…Pg 9 of 9
34. Four Counties Health Services – invitation to launch of air ambulance helipad,
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August 16, 11:00 a.m. – 1:00 p.m.
Instruction: File
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35. Wallacetown Fair 1 Annual Human Truck Pull – invitation to participate,
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September 26, 7:30 p.m.
Instruction: File
36. Department of Foreign Affairs and International Trade – report titled “A Dialogue
on Foreign Policy – Report to Canadians”
Instruction: File
RES. NO. 16 Moved by Bandeen
Seconded by Balint
RESOLVED that the correspondence be dealt with as per the instructions
of Council as noted.
DISPOSITION: Carried
SUBJECT: KIWANIS CLUB REQUEST FOR WAIVING OF FEES – ARENA
Council reviewed correspondence from the Kiwanis Club to waive fees for the use of the
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arena for a fundraising event on August 23, 2003.
RES. NO. 17 Moved by Bandeen
Seconded by Balint
RESOLVED that Council agree to pay the arena rental and SOCAN fees for
the Kiwanis Club of Rodney fundraising event on August 23, 2003.
DISPOSITION: Carried
SUBJECT: CONFIRMATION BY-LAW
RES. NO. 18 Moved by Balint
Seconded by Bandeen
RESOLVED that the mover be granted leave to introduce a By-Law to
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confirm the proceedings of the meeting of Council held on August 14,
2003 and this shall be the first and second reading and provisional
adoption thereof.
DISPOSITION: Carried
RES. NO. 19 Moved by Bandeen
Seconded by Balint
RESOLVED that a By-law to confirm the proceedings of the meeting of
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Council held on August 14, 2003 be now read a third time and finally
passed, signed, sealed and numbered By-law Number 2003-58 –
Confirming By-law August 14 2003.
DISPOSITION: Carried
SUBJECT: ADJOURNMENT
RES. NO. 20 Moved by Balint
Seconded by Bandeen
RESOLVED that this Regular Meeting of Council adjourn at 4:00 p.m. to
meet again on August 28, 2003.
DISPOSITION: Carried
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These minutes were adopted on the 11 day of September, 2003.
___________________________ ____________________________
Mayor Clerk