August 25, 2005 Regular Meeting
M I N U T E S
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
WEST ELGIN COUNCIL CHAMBERS
TH
AUGUST 25, 2005
MEMBERS PRESENT: Mayor Graham Warwick, Deputy Mayor Bernie Wiehle
Councillors Trudy Balint, Mary Bodnar, Mike Mooser
STAFF PRESENT: Joanne Groch Administrator/Treasurer
Norma Bryant Clerk
Paul VanVaerenbergh Roads Superintendent
Jeff Slater Recreation Superintendent
Lloyd Jarvis Water Superintendent
DECLARATION OF PECUNIARY INTEREST:
The Deputy Mayor declared a pecuniary interest with item D2.
SUBJECT: MINUTES
RES. NO. 1 Moved by Mooser
Seconded by Bodnar
RESOLVED that the minutes of the meetings held on the following dates
be adopted as printed and circulated.
July 14, 2005 Council
July 21, 2005 Special Session
July 28, 2005 Council
DISPOSITION: Carried
SUBJECT: WATER REPORT
The Water Superintendent presented his monthly report. Regarding the sampling
required for COMRIF application, he reported that the Ministry of Health has been
notified of unsatisfactory samples and they in turn are advising the owners. The Ministry
of Health and Health Unit are being asked to support our COMRIF application.
SUBJECT: QUOTE FOR ROOF REPLACEMENTS
Council received the following quotations for the roof replacement of various municipal
buildings:
Lorne Van Breda Const. Crows Construction
Old Jail (labour only) $ 700.00 $ 930.00
Dance Hall – Port Glasgow Trailer Park 11,043.31 16,723.00
Rodney Sewage Generator Building 1,666.08 2,464.00
West Lorne Water Tower – control building 2,024.08 1,823.00
TOTAL QUOTE (plus GST) $ 15,433.47 $ 21,940.00
It was reported that Pfeiffer Metals is contributing the steel and nails for the Old Jail roof.
Four contractors were contacted to provide quotes. The Tri County Management
August 25, 2005…Pg 2 of 10
Committee will need to approve the control building at the West Lorne Water Tower
also.
RES. NO. 2 Moved by Wiehle
Seconded by Balint
RESOVLED that the Council of the Municipality of West Elgin accepts the
quotation of Lorne Van Breda Construction in the amount of $15,433.47
plus GST for roof replacement on various municipal buildings.
DISPOSITION: Carried
SUBJECT: QUOTATION FOR CONRETE PAD AND SIDEWALK – WEST PIER,
PORT GLASGOW MARINA
Council received the following quotations for a concrete pad and sidewalk on the west
pier at Port Glasgow Marina:
TOTAL QUOTE (plus GST)
Precision Concrete $11,800.00
Lorne Van Breda Construction $16,000.00
Carruthers Construction $ 8,835.00
RES. NO. 3 Moved by Bodnar
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of Carruthers Construction in the amount of $8835.00 plus GST
for concrete pad and sidewalk at Port Glasgow Marina.
DISPOSITION: Carried
SUBJECT: CLOSED SESSION
RES. NO. 4 Moved by Balint
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin adjourn to a
closed session to discuss a proposed or pending acquisition or disposition
of land.
DISPOSITION: Carried
RES. NO. 5 Moved by Mooser
Seconded by Wiehle
RESOLVED that the Council of the Municipality of West Elgin do now rise.
DISPOSITION: Carried
SUBJECT: RECREATION REPORT
The Recreation Superintendent presented his monthly report. He reported the CEPTD
report prepared by Jennifer Wilkes will be presented to the next Recreation Committee
meeting. Council noted that the assistance of local residents is helpful, they should call
the police when they see something going on, not take matters into their own hands.
SUBJECT: SIXTEEN MILE CREEK BRIDGE
The Recreation Superintendent reported that he and the Administrator/Treasurer had
met with the 31CER army folks on site. A material list will be submitted to the
municipality for tendering purposes. He further reported that the new bridge will be
higher and as a result a new approach is required. Council directed that staff evaluate
what is needed and report back to Council.
August 25, 2005…Pg 3 of 10
SUBJECT: REQUEST TO WAIVE FEES – RODNEY MINOR SOCCER
RES. NO. 6 Moved by Balint
Seconded by Bodnar
RESOLVED that Council of the Municipality of West Elgin authorize the
waiving of rental fees for the use of the pool for one hour on August 14,
2005 by the Rodney Minor Soccer for their year-end party.
DISPOSITION: Carried
SUBJECT: ROADS REPORT
The Roads Superintendent presented the monthly report. The Deputy Mayor enquired
if there was an alternative to cutting grass, eg. planting clover. Councillor Balint noted
the problem of seeds from weeds blowing on farmer’s fields. The Road Superintendent
noted that spraying may be required. The Deputy Mayor noted that the municipality
wants to reduce costs, not increase.
SUBJECT: SAND STORAGE BUILDING
Council received the following quotations for a sand storage building:
TOTAL QUOTE (plus GST)
DeCloet Structures Ont. 45,700.00
Span-Tech Buildings Systems 48,585.00
Agric-Urban Buildings Inc. 56,975.00
RES. NO. 7 Moved by Balint
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of DeCloet Structures in the amount of $45,700.00 plus GST for
sand storage building.
DISPOSITION: Closed
SUBJECT: SHOULDER RECLAIMING
The Road Superintendent requested Council support to proceed with the proposed 2006
shoulder reclaiming this year due to retirement of the owner of the company at year end.
Council agreed with the request.
SUBJECT: COUNTY OF ELGIN – POLICY FOR PRIVATE SIGNS ON MUNICIPAL
RIGHT-OF- WAYS (see correspondence #6)
The Mayor noted that if a municipality has an issue with a sign on county roads, the
policy specifies that the municipality may request the County to remove the sign and it
would be the responsibility of the municipality to remove the sign.
The Road Superintendent noted that it should be our decision if a sign is an issue. If we
have a problem with a sign, we discuss with the owner.
SUBJECT: BUILDING
The Chief Building Official was not in attendance. Council reviewed his monthly reports
for May, June and July 2005. In May, eleven permits were issued totalling $276,500.00
worth of construction. In June, ten permits were issued totalling $394,500.00 worth of
construction. In July, nine permits were issued totalling $155,300.00 worth of
construction.
August 25, 2005…Pg 4 of 10
SUBJECT: BY-LAW ENFORCEMENT
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Council reviewed the report from on By-law Enforcement, dated August 23, 2005.
SUBJECT: COURT OF REVISION
RES. NO. 8 Moved by Mooser
Seconded by Bodnar
RESOLVED that the members of the Court of Revision on the Hessenauer
Drain be as follows:
Chairman: Graham Warwick
Members: Mike Mooser, Bernie Wiehle, Trudy Balint, Mary Bodnar
DISPOSITION: Carried
Council adjourned to hold a Court of Revision on the Hessenauer Drain and resumed
their meeting thereafter.
SUBJECT: COMRIF APPLICATION
RES. NO. 9 Moved by Mooser
Seconded by Bodnar
RESOLVED that Council of the Corporation of the Municipality of West
Elgin authorize OCWA – Project Management and Stantec to prepare a
new application under COMRIF.
DISPOSITION: Carried
RES. NO. 10 Moved by Mooser
Seconded by Wiehle
RESOLVED that the Council of the Municipality of West Elgin make
application for funding under COMRIF – INTAKE 2 for West Elgin Water
System improvements and these improvements are considered to be of
the highest priority, and
That Council is in agreement with new connections being made to the
municipal system.
DISPOSITION: Carried
SUBJECT: PLANNING FEES
Council reviewed a report from the Clerk regarding fees for planning applications and
matters.
RES. NO. 11 Moved by Bodnar
Seconded by Mooser
RESOLVED that Council of the Corporation of the Municipality of West
Elgin authorize the following fees for planning matters and that the
necessary by-law be prepared:
1. That the fee for minor variance applications be increased to $1,000.00.
2. That the fees for extension, enlargement, or other change to non-
conforming uses be increased to $1,000.00.
3. That a two-stage fee be established for rezoning applications:
a) $2,000.00 for applications required as a condition of approval of the
Elgin County Land Division Committee.
b) $1,200.00 for other rezoning applications.
4. That the fee for Official Plan amendment applications be increased to
$2,500.00.
August 25, 2005…Pg 5 of 10
5. That the fee for removal of holding zone symbols be increased to
$500.00.
And further that the Clerk be directed to prepare a by-law to replace By-
law 98-44.
DISPOSITION: Carried
SUBJECT: CLOSED SESSION
Also in attendance: Steve Gibson, Municipal Solicitor and Ted Halwa, Planning
Consultant
RES. NO. 12 Moved by Mooser
Seconded by Wiehle
RESOLVED that the Council of the Municipality of West Elgin adjourn to a
closed session to discuss litigation or potential litigation.
DISPOSITION: Carried
RES. NO. 13 Moved by Wiehle
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin do now rise.
DISPOSITION: Carried
Mr. Gibson left the meeting.
SUBJECT: MDS REQUIREMENTS UNDER ZONING BY-LAW
The Mayor enquired why there is an industrial zoning in the rural area of the municipality
and how we could change it as the property is now residential only. The Planner noted
a zoning by-law change is required, we could correct in the new zoning by-law or go
through the normal process now. A question arose as to why the MDS requirements for
M2 industrial is greater in our by-law than provincial requirements. The Planner to
report back to Council on this matter.
The Planner left the meeting.
DELEGATION: VICKI KYLE, GLENCOE ANIMAL SHELTER
RE: PIT BULL LEGISLATION
Ms. Kyle reported to Council that the new pit bull legislation comes into effect on August
29, 2005. She will be sending a letter to all known pit bull owners in West Elgin stating
that the new legislation is in place, providing a copy of the legislation and requesting a
time for a follow-up visit. There are 6 to 8 pit bulls in the municipality.
SUBJECT: QUOTATIONS FOR PHOTOCOPIER
Council received the following quotations for a photocopier:
Quote Quote Service
Colour Unit Black/White Unit
OE Canada $12,955.00 $0.012/copy Black & White
45 PPM $0.12/copy colour
Canon Business
Solutions $14,622.00 $0.0159/copy – black & White
31 PPM $0.12/copy – colour
$13,759.00 $0.013/copy
45 PPM
August 25, 2005…Pg 6 of 10
RES. NO. 14 Moved by Mooser
Seconded by Balint
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of OE Canada – Toshiba in the amount of $12,995.00 plus GST
for colour photocopier.
DISPOSITION: Carried
SUBJECT: PURCHASE OF COMPUTERS
The Administrator/Treasurer reported to Council that she is considering a complete
change in the manner we purchase computers. Presently we have different makes,
models, warranties, purchased at different times. She is proposing the use of one
company recommended by our support person and purchasing five computers from
DELL. Councillor Mooser expressed a concern that we are not getting the lowest price.
The Administrator/Treasurer noted she would report to Council on prices and would stay
within the approved budget. This new way of purchasing computers requires an
amendment to the purchasing by-law.
RES. NO. 15 Moved by Balint
Seconded by Bodnar
RESOLVED that Council amend Attachment “A” to By-law 2004-78,
Purchasing Policy and Procedure, to add “purchase of computer hardware
and operating software” and that the necessary by-law be prepared by the
Clerk.
DISPOSITION: Carried
SUBJECT: “WATERTIGHT”, REPORT SUBMITTED BY EXPERT WATER PANEL
Council reviewed a report prepared by the Clerk regarding the “Watertight” report. It
was noted that staff will report further on matters that may affect the municipality.
SUBJECT: MOE INSPECTION - MAY 10 2005
The Ministry of Environment completed an inspection on May 10, 2005. Council
reviewed a joint report from the Administrator/Treasurer and the Water Superintendent
outlining actions taken as requested in the inspection report.
SUBJECT: ACCOUNTS
RES. NO. 16 Moved by Mooser
Seconded by Bodnar
RESOLVED that the Mayor and Administrator/Treasurer be and they are
hereby authorized to sign Payment Voucher #8 amounting to $525,500.59
in settlement of General, Road, Water and Arena Accounts (including
cheques -13007-13238).
DISPOSITION: Carried
SUBJECT: BY-LAW 2005-57 – AUTHORIZE AGREEMENT WITH GREENTREE GAS
& OIL LTD.
RES. NO. 17 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 Greentree Gas & Oil Ltd.
and this shall be the first and second reading and provisional adoption
thereof.
DISPOSITION: Carried
August 25, 2005…Pg 7 of 10
RES. NO. 18 Moved by Balint
Seconded by Bodnar
RESOLVED that a By-law to authorize the execution of an agreement with
Greentree Gas & Oil Ltd. be now read a third time and finally passed,
signed, sealed and numbered By-law Number 2005-57 – Authorize
agreement with Greentree Gas & Oil Ltd.
DISPOSITION: Carried
SUBJECT: BY-LAW 2005-58 – AUTHORIZE AGREEMENT WITH ELGIN ST.
THOMAS HEALTH UNIT
RES. NO. 19 Moved by Mooser
Seconded by Wiehle
RESOLVED that the mover be granted leave to introduce a By-Law to
authorize the execution of an agreement with the Elgin St. Thomas Health
Unit and this shall be the first and second reading and provisional adoption
thereof.
DISPOSITION: Carried
RES. NO. 20 Moved by Wiehle
Seconded by Mooser
RESOLVED that a By-law to authorize the execution of an agreement with
the Elgin St. Thomas Health Unit be now read a third time and finally
passed, signed, sealed and numbered By-law Number 2005-58 –
Authorize agreement with Elgin St. Thomas Health Unit
DISPOSITION: Carried
SUBJECT: BY-LAW 2005-59 – DELEGATE AUTHORITY TO COUNTY OF ELGIN
RES. NO. 21 Moved by Mooser
Seconded by Wiehle
RESOLVED that the mover be granted leave to introduce a By-Law for the
delegation of authority respecting the destruction or injury of trees and this
shall be the first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 22 Moved by Wiehle
Seconded by Mooser
RESOLVED that a By-law for the delegation of authority respecting the
destruction or injury of trees be now read a third time and finally passed,
signed, sealed and numbered By-law Number 2005-59 – Delegate
authority for destruction or injury of trees (County)
DISPOSITION: Carried
SUBJECT: CORRESPONDENCE
1.* Township of Wellington North – request for support of a resolution regarding
Ontario Municipal Partnership Fund
Instruction: File
The Deputy Mayor reported a conflict of interest with the following item and left the
meeting.
2.* Erie Flooring & Wood Products – response to municipal correspondence, (article
from Chronicle attached)
Instruction: File
August 25, 2005…Pg 8 of 10
The Deputy Mayor returned to the meeting.
3.* Notice of “Active Transportation Planning in Elgin Municipalities Workshop”,
September 13-14, St. Thomas
Instruction: Deputy Mayor and Councillor Balint to attend
4.* Elgin County Land Division Committee – application for consent to sever (Brown)
Instruction:
RES. NO. 23 Moved by Bodnar
Seconded by Wiehle
RESOLVED that the Council of the Municipality of West Elgin have the
following comments regarding Severance Application E84/05 as applied for
by Allan and Alice Brown.
Council approves of subject to the following conditions:
Subject to rezoning, if required
Subject to apportionment of Municipal Drainage assessments, if required
Subject to drainage outlet & drainage agreement, if required
Subject to requirements of the Municipal Road Department regarding
access and/or drainage.
Subject to water and/or sewer connection fees, if applicable
Two copies of the registered reference plan be submitted to the
municipality
Taxes to be paid in full
DISPOSITION: Carried
5.* County of Brant – request for support of a resolution regarding pension disparity
of local police service members who transferred to OPP by contract.
Instruction: File
6.* County of Elgin – policy for private signs on municipal right-of-ways
Instruction: See discussion above
7.* Municipality of Bayham – County policy for municipal rights-of-way signage
Instruction: File
8. Ministry of Environment Drinking Water System Inspection Report – May 10 2005
Instruction: File
9. Ministry of Environment – Amended Certificate of Approval
Instruction: File
10. Christene Scrimgeour – independence letter re: audit
Instruction: File
11. AMO - MOE seeking input on Broad Policy Proposal for the Regulation
of Drinking Water Systems in Ontario
Municipal cost sharing waived on new child care program
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Electricity procurement program
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Province announces detail of 1000 Officers Partnership program
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Copy of correspondence to County of Dufferin Warden re:
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federal gas tax revenue sharing
Extension of Canada-Ontario Infrastructure Program (COIP)
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Instruction: File
12. Federation of Canadian Municipalities
Parliament adjourns with critical budget bill passed
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Instruction: File
August 25, 2005…Pg 9 of 10
13. Ministry of Municipal Affairs and Housing News Releases
Ontario supports skills enhancement for First Nations Youth
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Ontario supports tourism revitalization in Stratford
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Retail closings on Labour Day
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2006 rent increase guideline released
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Instruction: File
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14. Kiwanis Club of Rodney – thank you for support of 3 Annual Kids Fishing Derby
Instruction: File
15. CUPE – request for proclamation of Child Care Worker & Early Childhood
Educator Appreciation Day
Instruction: File
16. Elgin St. Thomas Health Unit – Reports: bicycle safety, healthy pregnancies,
breastfeeding, family violence, private well water
Instruction: File
17. Conservation Council of Ontario – Doors Closed campaign
Instruction: File
18. Ministry of Natural Resources – annual wildlife rabies control operations
Instruction: File
19. Ontario Realty Corporation – Update on Provincial Secondary Land Use Program
on Hydro Corridors
Instruction: File
20. Ministry of Natural Resources – Update and Status Report on Ontario Quick Bird
Project
Instruction: File
21. Minister of Citizenship and Immigration – Citizenship Week, October 17-23.
Instruction: File
22. Minister of Municipal Affairs and Housing – AMO conference
Instruction: File
23. Ontario Heritage Foundation – 2005 Heritage Community Recognition Program
Instruction: File
24. Alzheimer Society of Elgin-St. Thomas – Conference announcement, October
th
14, London
Instruction: File
25. Alzheimer Society of Elgin-St. Thomas – Alzheimer Advocate, Summer 2005
Instruction: File
26. Ministry of Agriculture & Food – drain improvement/petition supplement form
Instruction: File
RES. NO. 24 Moved by Mooser
Seconded by Balint
RESOLVED that the correspondence be dealt with as per the instructions
of Council as noted.
DISPOSITION: Carried
August 25, 2005…Pg 10 of 10
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SUBJECT: MINUTES
*West Elgin Recreation Committee – July 6, 2005
*West Elgin Recreation Committee – August 10, 2005
*West Elgin Arena Board – August 15, 2005
SUBJECT: CONFIRMATION BY-LAW
RES. NO. 25 Moved by Balint
Seconded by Bodnar
RESOLVED that the mover be granted leave to introduce a By-Law to
confirm the proceedings of the meeting of Council held on August 25,
2005 and this shall be the first and second reading and provisional
adoption thereof.
DISPOSITION: Carried
RES. NO. 26 Moved by Bodnar
Seconded by Balint
RESOLVED that a By-law to confirm the proceedings of the meeting of
Council held on August 25, 2005 be now read a third time and finally
passed, signed, sealed and numbered By-law Number 2005-60 –
Confirming By-law August 25 2005.
DISPOSITION: Carried
SUBJECT: ADJOURNMENT
RES. NO. 27 Moved by Mooser
Seconded by Wiehle
RESOLVED that this Regular Meeting of Council adjourn at 5:17 p.m. to
meet again on September 8, 2005.
DISPOSITION: Carried
th
These minutes were adopted on the 8 day of September, 2005.
___________________________ ____________________________
Mayor Clerk