December 18, 2003 Special Meeting
M I N U T E S
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
SPECIAL SESSION
WEST ELGIN COUNCIL CHAMBERS
th
DECEMBER 18, 2003
MEMBERS PRESENT:
Mayor Graham Warwick, Deputy Mayor Bernie Wiehle
Councillors: Trudy Balint, Mary Bodnar, Michael Mooser
STAFF PRESENT:
Joanne Groch Administrator/Treasurer
Norma Bryant Clerk
The Mayor opened this Special Session of Council at 9:30 a.m. and explained the
purpose of the meeting was deal with issues that require Council attention prior to the
next regular meeting.
SUBJECT: ACCOUNTS VOUCHER
RES. NO. 1 Moved by Mooser
Seconded by Wiehle
RESOLVED that the Mayor and Administrator/Treasurer be and they are
hereby authorized to sign Payment Voucher #12, amounting to
$1,764,841.05, in settlement of General, Road, Water and Arena
Accounts. (including cheques #8291 – 8660 and 8699 - 8789 plus
General/Road/Water payroll.
DISPOSITION: Carried
SUBJECT: CORRESPONDENCE
1. County of Elgin – appointment of Mrs. Larysa Andrusiak as County Emergency
Management Co-ordinator
Instruction: File
2. Municipality of Dutton/Dunwich – appointment of Cameron McWilliam to Arena
Board
Instruction: File
RES. NO. 17 Moved by Bodnar
Seconded by Balint
RESOLVED that the correspondence be dealt with as per the instructions
of Council as noted.
DISPOSITION: Carried
December 18, 2003…Pg 2 of 6
SUBJECT: BY-LAW 2003-103 – APPOINT LIVESTOCK VALUERS,
POUNDKEEPERS AND FENCEVIEWERS
RES. NO. 3 Moved by Balint
Seconded by Bodnar
RESOLVED that the mover be granted leave to introduce a By-Law to
prohibit the running at large of livestock, the trespassing of animals and to
appoint livestock valuers, poundkeepers and fenceviewers and this shall
be the first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 4 Moved by Bodnar
Seconded by Wiehle
RESOLVED that a By-law to prohibit the running at large of livestock, the
trespassing of animals and to appoint livestock valuers, poundkeepers and
fence viewers be now read a third time and finally passed, signed, sealed
and numbered By-law Number 2003-103 – Appoint Livestock Valuers,
Poundkeepers and Fenceviewers.
DISPOSITION: Carried
SUBJECT: BY-LAW 2003-106 – APPOINT AUDITOR
RES. NO. 5 Moved by Mooser
Seconded by Bodnar
RESOLVED that the mover be granted leave to introduce a By-Law to
appoint an auditor for the Municipality of West Elgin and this shall be the
first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 6 Moved by Balint
Seconded by Wiehle
RESOLVED that a By-law to appoint an auditor for the Municipality of
West Elgin be now read a third time and finally passed, signed, sealed and
numbered By-law Number 2003-106 – Appoint Auditor.
DISPOSITION: Carried
SUBJECT: BY-LAW 2003-107 – BORROWING BY-LAW
RES. NO. 7 Moved by Mooser
Seconded by Bodnar
RESOLVED that the mover be granted leave to introduce a By-Law to
authorize borrowing from time to time to meet current expenditures during
the fiscal year ending December 31, 2004 and this shall be the first and
second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 8 Moved by Wiehle
Seconded by Balint
RESOLVED that a By-law to authorize borrowing from time to time to meet
current expenditures during the fiscal year ending December 31, 2004 be
now read a third time and finally passed, signed, sealed and numbered
By-law Number 2003-107 – Borrowing By-law
DISPOSITION: Carried
December 18, 2003…Pg 3 of 6
DELEGATION: WENDY DUPUIS, LAKEWOOD TRAILERS
The Administrator/Treasurer reported that under Section 33 of the Assessment Act,
once the municipality received notice from MPAC of omitted assessments, the
municipality shall levy and collect the taxes owing. On October 30, 2003 an amendment
was passed requiring the assessment of trailers, beginning in 2003. She has talked with
MPAC regarding the sending of notice to the trailer owners and was informed that
th
information was sent to MPAC’s mailing house on November 12 to be mailed out.
MPAC advised that if their staff can’t gain access to the property, they would evaluate
from the information they have on file. If an owner wants a breakdown of individual
trailers they can ask MPAC in writing. Municipal trailer parks will be assessed back to
2003. Section 365 of the Municipal Act allows a municipality and County to pass a by-
law if taxes are considered “unduly burdensome”. She advised to ask for a
reconsideration of the assessment. If the assessment is reduced, interest will be
refunded on that portion, from December 31, 2003.
Mrs. Dupuis noted that the county said they would consider non-collection of taxes after
the municipality passes a by-law. She reported that a number of municipalities have
reduced or change the due date for 2003 taxes. She submitted a letter from MPAC and
letter she had written to MPP Steve Peters. She reported that taxes owing on each
trailer would be $300.00 for 2003 and $400.00 for 2004. She is asking Council to waive
penalties and taxes for 2003.
The Mayor noted that the municipality has not refunded taxes or penalties for increase
in assessment. However, the municipality will assist in your fight with MPAC in
whatever way we can. Mrs. Dupuis requested Council send a letter to MPP Steve
Peters requesting repeal of re-assessment for 2003.
DELEGATION: DAN ASIMOVIC, MURPHY & MURPHY ARCHITECTS
RE: WEST ELGIN COMMUNITY HEALTH CENTRE SITE PLAN
Also in attendance: CBO Lorne McLeod and his assistant Doug Mitton
Mr. Asimovic appeared before Council to request three amendments to the site plan:
1. Delete sidewalk along Main Street, Hydro One has placed guide wires in the area
where the sidewalk is proposed. WECHC decided to delete the sidewalk as a
result.
2. Delete sidewalk from middle exit on front of building, change to exit pad only.
This is a fire exit only and should not be used by the public.
3. Change sidewalk along east side of building to gravel as it serves an exit for staff
only.
He also reported that the sidewalk to the most easterly door at the front of the building
would remain. This entrance is used for ambulance purposes.
Council does not agree with the deletion of the sidewalk along Main Street. Mr Asimovic
will review the matter with Hydro One and determine how a sidewalk can be
constructed. Council agreed with the other changes requested.
SUBJECT: MILNER RIGSBY REQUEST FOR EXEMPTION FROM SITE PLAN
PROCESS
The Chief Building Official reported that lighting and drainage matters could be
addressed through the building permit. The applicants are proposing to build a storage
building. The Mayor asked if all matters could be addressed without the tool of a site
plan agreement. The CBO replied yes.
December 18, 2003…Pg 4 of 6
RES. NO. 9 Moved by Balint
Seconded by Mooser
RESOLVED that no site plan application is required for the construction of
a 40’ by 64’ building at the Milner Rigsby plant in West Lorne.
DISPOSITION: Carried
SUBJECT: BUILDING DEPARTMENT MATTERS
The Chief Building Official reported that West Elgin Variety is considering an expansion
to include gas pumps and a car wash. Secondly, Bethel Park is updating their sewage
system and a meeting will be set up with Ministry of Environment, the Health Unit and
the municipality in the new year to discuss.
SUBJECT: REPRESENTATION ON ELGIN GROUP POLICE SERVICES BOARD
The Clerk reported that under the Police Services Act, the term of the council appointed
member couldn’t exceed the term of Council. Therefore, Council can appoint for one,
two or three years.
SUBJECT: INSURANCE FOR VOLUNTEER FIREFIGHERS
The Administrator/Treasurer reported that the insurance provided by VFIS, through Bill
Blaney Insurance Brokers Ltd., for the firefighters covers all aspects and therefore
coverage is not required through Frank Cowan Company.
RES. NO. 10 Moved by Mooser
Seconded by Bodnar
RESOLVED that the insurance coverage for Firefighters Accident be
deleted from the 2004 Insurance renewal with Frank Cowan Company.
DISPOSITION: Carried
SUBJECT: CLOSED SESSION
RES. NO. 11 Moved by Mooser
Seconded by Wiehle
RESOLVED that the Council of the Municipality of West Elgin adjourn to a
closed session to discuss labour relations or employee negotiations.
DISPOSITION: Carried
RES. NO. 12 Moved by Balint
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin do now rise
and report.
DISPOSITION: Carried
SUBJECT: ROAD DEPARTMENT PERSONNEL
RES. NO. 13 Moved by Wiehle
Seconded by Balint
RESOLVED that Paul VanVaerenbergh be appointed as Acting Road
Superintendent on a 6-month probationary period and that the necessary
by-laws be prepared.
DISPOSITION: Carried
December 18, 2003…Pg 5 of 6
RES. NO. 14 Moved by Bodnar
Seconded by Wiehle
RESOLVED that Bruce Boughner be appointed as Acting Foreman on a 6
month probationary period and the necessary by-laws be prepared.
DISPOSITION: Carried
RES. NO. 15 Moved by Balint
Seconded by Wiehle
RESOLVED that the position of lead hand be eliminated.
DISPOSITION: Carried
SUBJECT: AGREEMENT FOR LAKEWOOD ESTATES
LOT 18, CONCESSION XIV
The Clerk reported that a draft agreement has been prepared. Two points need to be
reviewed with Council. The first deals with the sizing of the watermain, Tridon have
proposed a 4” line for last 54 metres along Gray Line. Municipal policy requires 6”
waterlines with the difference between 4” and 6” to be paid for by the municipality. The
amount would be $1,000.00. Council agreed that the municipality should contribute
$1,000.00 to the installation of a 6” waterline. This amount will be deleted from the
contribution for upgrade of Gray Line.
The second issue is the timing of the payment for the upgrade of Gray Line. The
Planner had informed the Clerk that Mr. DeJong wished a different payment deadline.
However, Mr. DeJong did not request a delegation with Council. Council directed that
the contribution be payable upon execution of the agreement.
SUBJECT: AGREEMENT WITH PORT GLASGOW YACHT CLUB
The Clerk reported that the municipality needs to enter into an agreement with the Yacht
Club regarding the comfort station, which is being built on their lands. After discussion
Council agreed on the following:
?
Yacht Club gives permission to the municipality to build comfort station on Yacht
Club property
?
Maintenance of the building responsibility of Yacht Club
?
Insurance of building responsibility of Yacht Club
?
Repayment to commence in 2006 at 6% interest, no interest to be charged for
2004 and 2005.
The Mayor will meet with the Yacht Club representatives and report back to council.
SUBJECT: CONFIRMATION BY-LAW
RES. NO. 16 Moved by Bodnar
Seconded by Balint
RESOLVED that the mover be granted leave to introduce a By-Law to
th
confirm the proceedings of the meeting of Council held on December 18,
2003 and this shall be the first and second reading and provisional
adoption thereof.
DISPOSITION: Carried
December 18, 2003…Pg 6 of 6
RES. NO. 17 Moved by Wiehle
Seconded by Mooser
RESOLVED that a By-law to confirm the proceedings of the meeting of
th
Council held on December 18, 2003 be now read a third time and finally
passed, signed, sealed and numbered By-law Number 2003-108 –
Confirming By-law December 18 2003.
DISPOSITION: Carried
SUBJECT: ADJOURNMENT
RES. NO. 18 Moved by Mooser
Seconded by Wiehle
RESOLVED that this Special Meeting of Council adjourn at 3:00 p.m. to
th
meet again on January 8, 2004.
DISPOSITION: Carried
th
These minutes were adopted on the 8 day of January, 2004.
____________________________ _______________________________
MAYOR CLERK