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April 08, 2004 Regular Meeting M I N U T E S OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS TH APRIL 8, 2004 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 Paul VanVaerenbergh Acting Road Superintendent Jeff Slater Recreation Superintendent Lloyd Jarvis Water Superintendent Bill Douglas By-law Enforcement Officer DELARATION OF PECUNIARY INTEREST: The Deputy Mayor declared a pecuniary interest in Item F5 on the Agenda. SUBJECT: MINUTES RES. NO. 1 Moved by Bodnar Seconded by Balint RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated. March 11, 2004 Council March 25, 2004 Council April 1, 2004 Special Council DISPOSITION: Carried SUBJECT: ROADS REPORT The Acting Road Superintendent presented his monthly report, including a winter control summary. SUBJECT: BRINE TENDER The following brine tender quotes were received by Council: 1. 552976 Ontario Limited. - $ 72,800.00 plus taxes 2. Den-Mar Brines - $ 74,400.00 plus taxes RES. NO. 2 Moved by Wiehle Seconded by Mooser RESOLVED that the Council of the Municipality of West Elgin accept the tender from 552976 Ontario Limited in the amount of $18.20 per cubic metre plus GST to supply and the application of 4000 cubic metres of brine, as set out in the tender specifications. DISPOSITION: Carried April 8, 2004…Pg 2 of 6 SUBJECT: GRAVEL “A” TENDER The following gravel tender quotes were received by Council: 1. Johnston Bros. (Bothwell) Ltd. - $ 201,850.00 plus taxes 2. McKenzie & Henderson - $ 231,825.00 plus taxes 3. 969774 Ontario Limited - $ 254,375.00 plus taxes RES. NO. 3 Moved by Balint Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accept the tender from Johnston Bros (Bothwell) in the amount of $7.34 per tonne plus taxes to supply, haul and spread 27,500 tonnes of “A” gravel, subject to inspection. DISPOSITION: Carried SUBJECT: RECREATION REPORT The Recreation Superintendent presented his monthly report. He has met with the Rodney Horticultural to review their plans for municipal property. Concerns were raised regarding accommodating the different users of the parklands. Staff have been fixing the lawn bowling green as it was damaged when the new lights were installed. SUBJECT: BY-LAW ENFORCEMENT The By-law Enforcement Officer was in attendance to answer questions of Council. It was noted that a request to revise the Property Standards By-law has been sent to the Planner. The Mayor questioned if a farm/non-farm reference could be used, the Planner to be consulted. SUBJECT: BUILDING REPORT The Chief Building Official was not in attendance. Council reviewed his report for the month of March 2004. In March, three permits were issued totalling $36,000 worth of construction. SUBJECT: BUILDING CODE ACT Council reviewed a report regarding the changes to the Building Code Act and Ontario Building Code and required actions to be taken. The Administrator/Treasurer and Clerk will attend a training session sponsored by the Ontario Building Official Association. SUBJECT: ONTARIO DISABILITIES ACT Council reviewed a report from the Accessibility Committee. Each year the Committee is required to submit a report to Council. The report reviewed the past activities, noted additions to the plan and recommended initiatives for 2004. RES. NO. 4 Moved by Bodnar Seconded by Mooser RESOLVED that Council of the Corporation of the Municipality of West Elgin accept the report from the Accessibility Committee and said report be attached to the Municipal Accessibility Plan. DISPOSITION: Carried April 8, 2004…Pg 3 of 6 SUBJECT: ACCOUNTS RES. NO. 5 Moved by Balint Seconded by Mooser RESOLVED that the Mayor and Administrator/Treasurer be and they are hereby authorized to sign Payment Voucher # 4 amounting to $351,449.96, in settlement of General, Road, Water and Arena Accounts (including cheques #9442-9605). SUBJECT: BUSSING TO ST. MARY’S SCHOOL, WEST LORNE The Mayor read a letter he had received from Mrs. Linda Louwagie-Neyens regarding the refusal of the London District Catholic School Board to permit her son Eric to take the school bus to and from the Rodney WEPCRC centre to the school. It was noted that because their home address is within the 1.6 km. limit for bussing, Eric is not permitted to use the school bus. RES. NO. 6 Moved by Wiehle Seconded by Balint WHEREAS in rural communities provincially licensed childcare centres are not always located close to schools; AND WHEREAS these centres provide safe child care for children before and after school; AND WHEREAS there is such a centre located in Rodney that supports the entire Municipality of West Elgin; AND WHEREAS there is a Roman Catholic elementary school located in West Lorne; AND WHEREAS a school bus picks children up from the centre in Rodney and transports them to and from St. Mary’s School in West Lorne; AND WHEREAS Council feels any student that pays for childcare at the Rodney Centre should be allowed to use the school bus to St. Mary’s School; THEREFORE BE IT RESOLVED that the Council of the Corporation of the Municipality of West Elgin requests the London District Catholic School Board provide bussing from provincially licensed childcare centres, even if the child’s address is within the 1.6 km. radius from the school. DISPOSITION: Carried DELEGATION: S/S RYAN COX, SERGEANT BRIAN CHATFIELD, ELGIN OPP WAYNE WARD, POLICE SERVICES BOARD Sergeant Brian Chatfield presented the Elgin Group Police Services Board 2003 Annual Report, 2004 Business Plan and a report regarding the Policing for Results Community Survey. Councillor Mooser noted that the response time to West Lorne is too long. Sergeant Chatfield noted that calls are prioritized. He noted that some cruisers are equipped with mobile workstations and working on 400 series highways. There will be seven on the road soon. Mr. Ward presented the 2004 budget for the Police Services Board. West Elgin’s share will be $2,948.00. Mr. Ward presented the 2003 reconciled contract policing costs for the Elgin Group. Additional costs of $83,040 have been identified. However, efficiencies of $52,071 were already approved. It was noted that overtime was greater than budgeted. April 8, 2004…Pg 4 of 6 S/S Cox noted that the provincial average for overtime is 7%, with the Elgin Group at 10%. Without the efficiencies the overtime would have been higher. Council adjourned to hold a public meeting for the Van Bemmel rezoning and resumed their meeting thereafter. DELEGATION: DON DEJONG, TRIDON CONSTRUCTION RE: WATER CONNECTION CHARGES Also in attendance: Water Superintendent Mr. De Jong attended Council to request that water connection charges for his severed lots off Gray Line be collected at issuance of the building permit. He noted that under the subdivision agreement this was the case. He has not received notification or bill and requests that the same procedure as before applies. The Administrator/Treasurer noted that the original agreement was a subdivision agreement. However, the lots were created by severance and in this case our policy is that the water connection charges be paid up front. The Mayor noted that Mr. De Jong had requested the municipality to provide relief from the old conditions and change to five lots. Two different arrangements have been made. Fees are contained in a public document and would be provided if asked. The municipality cannot change policy or other developers would want the same consideration. DELEGATION: ELGIN CHAMBER OF COMMERCE RE: 2004 BUDGET Also in attendance: Keith Fretter, Iris Fretter, Tom Jones, Irene Puddester, Tony Szabo Mr. Jones reported that the Chamber has accomplished a lot, gained new members. Previously asked Council to hire an Economic Development Officer but Council said not feasible. The Chamber can do the work themselves but need funding to do so. Mr. Fretter presented a written proposal to Council outlining the new committee structure in the Chamber and a proposed budget. Under Downtown Improvement the Chamber is suggesting the municipality set up a fund for façade improvements of commercial properties. It was suggested that interest free loans be granted and an amount of $20,000 be set aside for the first year of the program. The budget for the Downtown Improvement Committee is $5,200. The Business and Education Committee will identify the needs of local employers and will look to future educational opportunities. A conference is being proposed. Proposed budget is $825.00. The Business Development Committee will look at economic development opportunities. The budget for this committee is $14,000.00 to compensate committee members for travel costs and advertising. The Chamber is also looking for municipal staff support of approximately 200 hours for research. Mr. Fretter noted that we must move forward with economic development as the business community is at risk. Councillor Mooser asked if there is a workforce to meet the needs of a new business? April 8, 2004…Pg 5 of 6 The Deputy Mayor noted that the Chamber is requesting an additional $21,000 plus $20,000 for the loan reserve. What are the specifics of travel and advertising? West Elgin does not have the population base for a large factory, what are you looking at? Mr. Fretter said the objective is work with our strengths, we have available land. The Mayor noted Council must be accountable for their spending and a case must be made that this spending benefits all ratepayers. The case has not been made. Council needs details of where the money is going to be spent. Mr. Fretter requested that Council indicate if support will be given. SUBJECT: WATER REPORT The Water Superintendent presented his monthly report. Councillor Mooser enquired about the water line for Queen Street. It was noted that this would be reviewed in conjunction with the budget to be presented next week. The Water Superintendent reported that staff is reviewing a draft agreement for Beattie Haven. The air conditioner unit for the old Rodney Townhall building will be relocated under the new ramp. The Water Superintendent reviewed the hydro layout for Port Glasgow Trailer Park, noting that the account numbers and meter numbers do not match. Hydro One has been estimating usage on meters that have been turned off and staff are continuing to resolve this issue. SUBJECT: BY-LAW 2004-27 – LEASE WITH CLAHAN WOMEN’S INSTITUTE (CLACHAN HALL) RES. NO. 7 Moved by Bodnar Seconded by Balint RESOLVED that the mover be granted leave to introduce a by-law to authorize the execution of an agreement with the Clachan Women’s Institute and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 8 Moved by Wiehle Seconded by Bodnar RESOLVED that a By-law to authorize the execution of an agreement with the Clachan Women’s Institute be now read a third time and finally passed, signed, sealed and numbered By-law Number 2004-27 – Lease with Clachan Women’s Institute. DISPOSITION: Carried The Deputy Mayor declared a conflict of interest with the following item and did not participate in any discussion thereof. SUBJECT: ERIE FLOORING PROJECT RES. NO. 9 Moved by Mooser Seconded by Bodnar RESOLVED that Council of the Corporation of the Municipality of West Elgin authorize the issuance of five foundation permits by the Chief Building Official for the Erie Flooring project in West Lorne. DISPOSITION: Carried April 8, 2004…Pg 6 of 6 SUBJECT: CONFIRMATION BY-LAW RES. NO. 10 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 April 8, 2004 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 11 Moved by Mooser Seconded by Bodnar RESOLVED that a By-law to confirm the proceedings of the meeting of th Council held on April 8, 2004 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2004-29 – Confirming By-law April 8 2004. DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 12 Moved by Mooser Seconded by Wiehle RESOLVED that this Regular Meeting of Council adjourn at 4:35 p.m. to thth meet again on April 15, 2004 to complete April 8 agenda. DISPOSITION: Carried th These minutes were adopted on the 13 day of May, 2004. ___________________________ ____________________________ Mayor Clerk