May 08, 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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MAY 8, 2003
MEMBERS PRESENT: Mayor Duncan McPhail, Deputy Mayor Graham Warwick
Councillors Trudy Balint, Brad Bandeen, Michael Mooser
STAFF PRESENT: Joanne Groch Administrator/Treasurer
Norma Bryant Clerk
Rick Jackson Roads Superintendent
Jeff Slater Recreation Superintendent
Bill Douglas By-law Enforcement Officer
SUBJECT: MINUTES
RES. NO. 1 Moved by Bandeen
Seconded by Balint
RESOLVED that the minutes of the meetings held on the following dates
be adopted as printed and circulated.
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April 10, 2003 Council
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April 24, 2003 Council
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May 1, 2003 Special Council
DISPOSITION
: Carried
SUBJECT: RECREATION REPORT
The Recreation Superintendent presented his regular monthly report. It was noted that
no tenders were received for the dressing room ceiling at the arena. The Arena Board
will be reviewing this matter and be considering splitting the tender into separate parts,
e.g. electrical, duct work, alarm system, with the municipality acting as contractor.
Councillor Bandeen reported that the YWCA will be holding the day camp in West
Lorne, instead of the municipality running this program. He also reported that as part of
the contract with the PCRC, training will take place with summer staff on such items as
leadership and behaviour management. This will be very beneficial for our summer
staff.
SUBJECT: ROAD REPORT
The Road Superintendent presented his monthly report. Council agreed that the sale of
truck #154 should be advertised in the Truck Trader magazine. The Road
Superintendent reported that discussion was underway with the County regarding the
location of the bicycle route signs.
SUBJECT: PROPOSED GRAVEL PIT EXPANSION
Council reviewed a report from the Road Superintendent regarding the costs of
completing the purchase of the subject lands. It was noted that a Stage 4
archaeological report is required as significant artefacts were found.
May 8, 2003…Pg 2 of 8
RES. NO. 2 Moved by Balint
Seconded by Mooser
RESOLVED that Council authorize Archaeologix Inc. to proceed with
Stage 4 archaeological assessment for property on part S ½ Lot 7,
Concession 2 at the cost of $13,000.00 plus taxes.
DISPOSITION: Carried
SUBJECT: BY-LAW ENFORCEMENT
The By-law Enforcement Officer presented his monthly report. After extensive
discussion Council directed that the property standards by-law be revised.
SUBJECT: BUILDING REPORT
The Chief Building Official was not in attendance. Council reviewed his report for the
month of April. In April nine permits were issued totalling $542,500.00 worth of
construction.
SUBJECT: WATER REPORT
The Water Superintendent was not in attendance. Council reviewed his report for the
month of April.
SUBJECT: WATER SERVICE FOR BEATTIE HAVEN RETIREMENT COMMUNITY
The Clerk reported that the proposal by KMK Consultants Limited to include the
Municipality of West Elgin in the Class EA Summary Report for the Wardsville
Waterworks system has been reviewed by our consulting engineers. It is proposed that
an extension on the Wardsville system to Beattie Haven would be included in their
report at the cost of $1260.00, which is considered good value.
RES. NO. 3 Moved by Mooser
Seconded by Warwick
RESOLVED that Council authorize the payment of $1260.00 plus GST to
KMK Consultants Limited to include the extension of servicing to Beattie
Haven in the Class EA report for the Wardsville Waterworks Project.
DISPOSITION: Carried
SUBJECT: TENDERS FOR FOUR COUNTIES TRANSIT VEHICLE
The following tenders were received for a 14 passenger transit vehicle:
Diesel Gas Trade-in Option TOTAL
Heated
Mirrors
McNab 65,031 20,000 225 45,256.00
Pearson Bus Sales 70,547 16,500 182 54,229.00
Pearson Bus Sales 65,702 16,500 182 49,384.00
Overland Custom Coach 78,600 nil 825 79,425.00
Leeds Transit Sales 69,830.25 1,500 incl. 68,330.25
Leeds Transit Sales 67,624.20 1,500 incl. 66,124.20
Creative Carriage 65,487 3,500 202.50 62,189.50
The Administrator/Treasurer reported that the Transit Committee has recommended a
diesel vehicle and the tender from Pearson Bus Sales be accepted. There is a capital
funding deficit of $9,720.00, that will be pursued by committee representatives. A
resolution will be presented at the next meeting.
May 8, 2003…Pg 3 of 8
The Administrator/Treasurer presented a Statement of Revenue and Expenditures for
the Four Counties Transportation Services for 2002 and actual to April 30, 2003. The
budgeted operating deficit for 2002 is $19,973.00 and for 2003 is $32,950.00.
SUBJECT: FUNDING FOR FOUR COUNTIES TRANSIT VEHICLE
RES. NO. 4 Moved by Bandeen
Seconded by Balint
RESOLVED that pursuant to the Ontario Transit Renewal Program –
Guidelines and Requirements the Council of the Corporation of the
Municipality of West Elgin hereby requests an allocation of renewal funds
for the year 2003, for transit vehicles for physically disabled persons in the
amount of $25,000.00.
AND FURTHERMORE the Council of the Corporation of the Municipality
of West Elgin understands and agrees that the said funds shall be
expended in accordance with the Ontario Transit Renewal Program –
Guidelines and Requirements.
AND FURTHERMORE, by submitting this request for an allocation of
renewal funds, the Council of the Corporation of the Municipality of West
Elgin acknowledges and agrees that the Corporation of the Municipality of
West Elgin shall be bound by all the terms and conditions set out in the
Ontario Transit Renewal Program – Guidelines and Requirements.
DISPOSITION: Carried
SUBJECT: WEST ELGIN WATER TREATMENT PLANT
The Administrator/Treasurer reported that the Annual Compliance Report for the West
Elgin Water Treatment Plant has been submitted to the province. Within three months,
Council is required to review and accept the report. The report will be referred to Tri
County Management Board and then back to West Elgin, for our acceptance.
SUBJECT: AGREEMENT FOR PORT GLASGOW TRAILER PARK OPERATORS
The Clerk reported that an agreement has been prepared for the Port Glasgow Trailer
Park Operators and they have accepted its contents. The agreement will continue until
either party wishes to terminate with a requirement of 60 days notice. (see by-law 2003-
31).
DELEGATION: PRESENTATION TO BLAIR SCHWEITZER
The Mayor presented Blair Schweitzer with the Truck Safety Rodeo Trophy for Elgin
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County, held on April 23. Mr. Schweitzer has qualified for the provincial competition to
be held in the fall.
SUBJECT: ACCOUNTS VOUCHER
RES. NO. 5 Moved by Bandeen
Seconded by Balint
RESOLVED that the Mayor and Administrator/Treasurer be and they are
hereby authorized to sign Payment Voucher #5, amounting to
$279,125.88, in settlement of General, Road and Water Accounts
(including cheques #6294 – 6487 plus General/Road/Water payroll, plus
Arena Voucher cheques #1629 – 1648).
DISPOSITION: Carried
May 8, 2003…Pg 4 of 8
SUBJECT: BY-LAW NO. 2003-30 – DISCONTINUE FLUORIDATION SYSTEM
RES. NO.6 Moved by Bandeen
Seconded by Balint
RESOLVED that the mover be granted leave to introduce a by-law
to discontinue the use of the fluoridation system and that this by-law shall
be the first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 7 Moved by Mooser
Seconded by Warwick
RESOLVED that a By-law to discontinue the use of the fluoridation system
and this by-law shall hereby be read a third time and finally passed,
signed, sealed and numbered By-law Number 2003-30 – Discontinue
Fluoridation System.
DISPOSITION: Carried
SUBJECT: BY-LAW 2003-31 – AGREEMENT RE: PORT GLASGOW TRAILER PARK
OPERATORS
RES. NO. 8 Moved by Warwick
Seconded by Mooser
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 Bruce and Jean Swain and this shall be the
first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 9 Moved by Mooser
Seconded by Warwick
RESOLVED that a Bylaw to authorize the execution of an agreement
between the Corporation of the Municipality of West Elgin and Bruce and
Jean Swain be now read a third time and finally passed, signed, sealed
and numbered By-law Number 2003-31 – Agreement with Bruce and Jean
Swain – Port Glasgow Trailer Park Operator.
DISPOSITION: Carried
SUBJECT: WEST ELGIN PARENT COUNCIL
Councillor Balint reported to Council that the West Elgin Secondary School Parent
Council is sending a letter to the Minister of Education regarding the closing of rural
schools and accommodation studies. They have requested Council support. Council
directed that upon receipt of their letter to the Minister, the Clerk forward a letter of
support to the Minister.
SUBJECT: CORRESPONDENCE
1.* West Elgin Community Health Centre – Safety Day for Kids
RES. NO. 10 Moved by Bandeen
Seconded by Balint
RESOLVED that Council of the Municipality of West Elgin agrees to pay
for the rental fees of the West Elgin Arena for the “Safety Day for Kids”
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program to be held on June 4, 2003 from 10:00 a.m. to 5:00 p.m. being
hosted by the West Elgin Community Health Centre, the West Elgin
Community Policing Committee and the Elgin Farm Safety Association.
DISPOSITION: Carried
May 8, 2003…Pg 5 of 8
2.* Hydro One Networks Inc. – notice of termination of Joint Use Agreement
Instruction: File
3.* Hydro One Networks Inc. – notice of termination of Joint Use Agreement
Instruction: File
4.* Bruce Smith – congratulations on receiving funding for West Elgin Community
Early Years Network System.
Instruction: File
5. Ministry of Environment – Final Inspection for West Elgin Water Treatment Plant
Instruction: Refer to Tri County Management Board for retaining an engineer to
report on non-compliance.
6. AMO Alert - AMO Reacts Favourably to the Housing Pilot Project
- Peter J. Marshall Municipal Innovative Awards
- AMO Conference – Royal York sold out
- Electricity Update
- AMO Stands by Toronto
- Consultation on Source Water Protection Report
Throne Speech Sets Out Government Agenda
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Instruction: File
7. Federation of Canadian Municipalities – National Guide for sustainable Municipal
Infrastructure
Instruction: File
8. OMAF Bulletin – April 7, 2003
Instruction: File
9.* Middlesex Hospital Alliance – copy of Four Counties Health Focus publication
Instruction: File
10. Forhan Rogers – GeoSmart program to facilitate adoption of Geographic
Information Systems (GIS)
Instruction: File
11. Health Canada – Action Plan for Urban Use Pesticides
Instruction: File
12. Share the Warmth – request for donation
Instruction: File
13. Le Conseil scolaire public de district du Centre-Sud-Ouest – trustee
determination and distribution report
Instruction: File
14. Winter Lights Celebrations program
Instruction: File
15. Alzheimer Society of Elgin – St. Thomas – copy of publication Alzheimer
Advocate
Instruction: File
16. Ministry of Environment – Changes to Submission Date of Second Engineers’
Report
Instruction: File
May 8, 2003…Pg 6 of 8
17. Forum – Canada’s National Municipal Affairs Magazine
Instruction: File
18. PPS Review – April 2003
Instruction: File
19. Elgin County Transportation – Community Dialogue program to be held on May
14, 2003 from 1-4 p.m.
Instruction: File
20. Thames Valley District School Board – trustee determination and distribution
report
Instruction: File
21. Ministry of Finance - announcement of Ontario Municipal Economic Infrastructure
Financing Authority (OMEIFA)
Instruction: File
22. Elgin County Police Services Board – Commanders Report, March 2003 and
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minutes of meetings held on March 25 and April 24, 2003
Instruction: File
23. OMAF Bulletin – April 30, 2003
Instruction: File
24. Ministry of Citizenship – Ontario volunteer recognition program
Instruction: File
25. Public Meeting Notice – Terrace Lodge Home for Seniors Upgrades, to be held at
East Elgin Secondary School, May 10, 2003 at 1:00 p.m.
Instruction: File
26.* St. Thomas-Elgin Tourist Association – announcement of kick-off event of Cycle
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Elgin Week, June 22 2:00 p.m. at Port Glasgow Marina
Instruction: File
RES. NO. 11 Moved by Bandeen
Seconded by Warwick
RESOLVED that the correspondence be dealt with as per the instructions
of Council as noted.
DISPOSITION: Carried
SUBJECT: MINUTES
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*West Elgin Arena Board – April 14, 2003
DELEGATION: CHRISTENE SCRIMGEOUR – 2002 AUDIT
Ms. Scrimgeour attended Council to present the 2002 Audit Report. She reported that a
reserve should be authorized for the amount not expensed, but budgeted, for the West
Elgin Community Health Centre building project.
RES. NO. 12 Moved by Mooser
Seconded by Warwick
RESOLVED that a reserve be established in the amount of $141,424.95
for the 2002 Budget for the West Elgin Community Health Centre.
DISPOSITION: Carried
May 8, 2003…Pg 7 of 8
SUBJECT: DIXON’S FEEDS, 217 GRAHAM ROAD
The Administrator/Treasurer reported that a drainage plan was required in the site plan
for this property which was not submitted to the municipality. Further, Mr. Dixon did not
sign the site plan agreement.
DELEGATION: WARD HOUGHTON, MORRIS BEAUDRY – SURVEY FOR RAILWAY
LANDS
Mr. Houghton reviewed his findings and the proposed survey plan for the lands
presently owned by CSX Railway. Council directed that the survey be completed and
registered on title. A copy should be given to Mr. Beaudry for submission to CSX
Railway for their review.
DELEGATION: PROPOSED MTO DRIVER LICENSING OFFICE
RES. NO. 13 Moved by Balint
Seconded by Bandeen
RESOVLED that the Council of the Municipality of West Elgin will hear the
delegation from Norm Miller, Ron Fordham, Tom Jones, Serge Lebedz
and Bob Miller.
DISPOSITION: Carried
This delegation was requested with Council to discuss the submission of a tender
document for a driver licensing office. Mr. Jones reported that the requirements of the
tender were extensive and difficult for a small business owner to comply with. However,
those in attendance all agreed that this opportunity should not be lost. The possibility of
the municipality submitting a tender was brought forward. However, location, costs and
staffing were unknowns at this point. The delegation felt that a downtown location is the
best option, and would be beneficial to the other businesses. It would be isolated at the
municipal office. The delegation requested Council give consideration to securing this
office. The old Rodney Town Hall was suggested as a good location. Staffing is an
issue and it would not be economical to dedicate a full-time staff person to the project,
further back-up staffing for lunch and vacation time is necessary. It was suggested that
staff at the Parent Child Resource Centre (PCRC) could take on these duties. Council
agreed to meet with the Manager of PCRC to discuss this possibility. The building
would also need to be evaluated. There would be capital costs as the building does not
have a barrier free access. Councillor Mooser asked Mr. Fordham and Mr. Miller if they
would contribute to these capital costs and they said they would consider this. As the
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tender deadline is May 20, it was agreed to meet again on May 15 at 1:30 p.m. to
further discussions and decisions on this project.
SUBJECT: CONFIRMATION BY-LAW
RES. NO. 14 Moved by Balint
Seconded by Mooser
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 May 8, 2003
and this shall be the first and second reading and provisional adoption
thereof.
DISPOSITION: Carried
RES. NO. 15 Moved by Mooser
Seconded by Warwick
RESOLVED that a By-law to confirm the proceedings of the meeting of
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Council held on May 8, 2003 be now read a third time and finally
passed, signed, sealed and numbered By-law Number 2003-32 –
Confirming By-law May 8 2003.
DISPOSITION: Carried
May 8, 2003…Pg 8 of 8
SUBJECT: ADJOURNMENT
RES. NO. 16 Moved by Mooser
Seconded by Warwick
RESOLVED that this Regular Meeting of Council adjourn at 4:15 p.m. to
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meet again on May 22, 2003.
DISPOSITION: Carried
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These minutes were adopted on the 12 day of June, 2003.
___________________________ ____________________________
Mayor Clerk