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February 20, 2003 Special Session M I N U T E S OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL SESSION WEST ELGIN COUNCIL CHAMBERS th FEBRUARY 20, 2003 MEMBERS PRESENT: Mayor Duncan McPhail, Deputy Mayor Graham Warwick Councillors: Mike Mooser, Brad Bandeen, Trudy Balint (arrived at 1:00 p.m.) STAFF PRESENT: Joanne Groch Administrator/Treasurer Norma Bryant Clerk Rick Jackson Road Superintendent Paul VanVaerenbergh Road Foreman ALSO PRESENT: Ted Halwa, Planning Consultant Mayor McPhail opened this Special Session of Council at 9:30 a.m. and explained the purpose of the meeting was to continue discussions on the proposed Official Plan and in the afternoon to discuss budget matters. SUBJECT: NEW OFFICIAL PLAN Reference was made to a documents prepared by the Planner dated February 19, 2003 and Spriet Associates dated February 18, 2003. The following comments were made: ? All lands within the former village boundaries are serviceable ? Extension of services in Rodney and West Lorne would require further engineering feasibility studies and costing estimates ? Consideration should be given to extending services west on Queens Line to service Lot 5 as our services are underutilized and the lands fronting on Queens Line could be serviced ? No change to lands designated industrial in Rodney ? There is a lack of undeveloped prime sites for commercial land use. Council agreed that costs and possibilities for servicing the lands on Graham and Furnival around the 401 should be investigated. Options should be reviewed. ? Appropriate uses for railway lands in Rodney and West Lorne are being reviewed ? Lack of high quality and high volume aggregates in area adjacent to Thames River – remove aggregate designation ? Designation of lands on west side of Graham Road, south of Thomson Line – rural residential designation should be considered. It was agreed that the background report be reviewed at the next meeting and then forwarded to MMAH. Meeting with MMAH to be scheduled for April 17, 2003. The Planner left the meeting. February 20, 2003…Pg 2 of 4 Councillor Balint arrived at the meeting. SUBJECT: BRIDGES AND CULVERTS UPDATE The Road Superintendent reported that an engineering study, as required by legislation, had been completed on the municipality’s bridges and culverts. He presented a five- year capital forecast to complete the necessary repairs which are mostly guard rail replacements/repairs. Council reviewed the proposed repairs for 2003 and these items have been included in the proposed budget to be presented later. SUBJECT: YACHT CLUB The Mayor reported he had met with the Yacht Club and presented their financial statement for 2002. He noted that they feel the improvements are necessary on the east pier for the fishermen. An estimate of $7500.00 has been obtained for these improvements. They have also suggested the municipality construct a picnic shelter on hill in the middle of the circular drive. The Yacht Club is proposing to construct a deck on the rocks on the west side of the snack bar. The Mayor reported to those in attendance, that the Recreation Budget would not be th presented today as advertised. The Recreation Budget will be presented on March 20, 2003 at 1:30 p.m. SUBJECT: BUDGET FOR PORT GLASGOW TRAILER PARK Also in attendance: Gordon & Francis McFadden, Marie March The Administrator/Treasurer presented a report outlining the 2002 budget, 2002 actual and proposed 2003 budget. She noted that the Kiwanis donation must be applied to recreational purposes, being playground equipment. The budget in turn includes an amount for tables and chairs. The proposed budget presented shows a surplus of $16,700. Council discussed the rates and upon reviewing other trailer park rates, the following resolution was presented. RES. NO. 1 Moved by Bandeen Seconded by Balint RESOLVED that the preliminary budget for the Port Glasgow Trailer Park be adopted as presented to become part of the final budget presentation at a later date and that the seasonal rates remain the same as in 2002, the overnight rates to increase by $2.00 for nightly and by $12.00 on weekly rates. DISPOSITION: Carried The Mayor noted that the Yacht Club has suggested improvements to the east pier and that the trailer park people use the pier for fishing. Council agreed that improvements to the pier would be financed through the capital budget for the trailer park. Mr. McFadden requested funding for hand dryers in the north washroom and a larger deck for the smaller mower. He reported that lights should be installed over the shuffleboard. Council agreed with these suggestions and the budget will be amended accordingly. Council also discussed the management fees for the park and the following resolution was presented. February 20, 2003…Pg 3 of 4 RES. NO. 2 Moved by Bandeen Seconded by Balint RESOLVED that Council increase the management fees by $2,000 for 2003. DISPOSITION: Carried SUBJECT: ROAD BUDGET Also present: Road Superintendent and Road Foreman The Administrator/Treasurer presented a report outlining the 2002 budget, 2002 actual and proposed 2003 budget. The proposed total budget is the same as last year. Council first reviewed the 5-year equipment replacement plan and agreed to the replacement of the tandem but not the chipper. Council then reviewed the balance of the document. Discussion arose regarding the machine rate charged to the County and perhaps this should be changed. The equipment donated by the County is now being replaced, so the discounted rate should be reviewed. Staff was directed to discuss this matter with County staff. The proposed financing of the tandem was discussed. The percentage usage for county roads is 75%, however there is not enough money in the county reserve to contribute 75% so the municipality will have to cover the remaining 15%. Council agreed in principle to the budget presented with the exception of the chipper and directed staff to proceed with tendering for calcium, salt brine, A gravel and the tandem. SUBJECT: CLOSED SESSION RES. NO. 3 Moved by Bandeen Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss a matter in respect of personal matters about an identifiable individual. DISPOSITION: Carried RES. NO. 4 Moved by Bandeen Seconded by Balint RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried SUBJECT: COMMUNITY EMERGENCY MANAGEMENT COORDINATOR The Administrator/Treasurer reported that Lorne McLeod has agreed in principle to take on the duties of Community Emergency Management Coordinator Further, she has had discussion with the Municipality of Dutton/Dunwich about the matter. RES. NO. 5 Moved by Warwick Seconded by Mooser RESOLVED that Council of the Corporation of the Municipality of West Elgin hereby designates Lorne McLeod as the Community Emergency Management Coordinator for the Municipality of West Elgin subject to wage negotiations. DISPOSITION: Carried February 20, 2003…Pg 4 of 4 SUBJECT: CONFIRMATION BY-LAW RES. NO. 6 Moved by Balint Seconded by Bandeen RESOLVED that the mover be granted leave to introduce a By-Law to th confirm the proceedings of the meeting of Council held on February 20, 2003 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 7 Moved by Mooser Seconded by Balint RESOLVED that a By-law to confirm the proceedings of the meeting of th Council held on February 20, 2003 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2003-14 – Confirming By-law February 20 2003. DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 8 Moved by Bandeen Seconded by Balint RESOLVED that this Regular Session of Council adjourn at 4:20p.m. to th meet again on February 27, 2003. DISPOSITION: Carried th These minutes were adopted on the 13 day of March, 2003. ____________________________ _______________________________ MAYOR CLERK