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March 24, 2005 Regular Meeting M I N U T E S OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS MARCH 24, 2005 MEMBERS PRESENT: Mayor Graham Warwick, Deputy Mayor Bernie Wiehle Councillors Trudy Balint, Mary Bodnar STAFF PRESENT: Joanne Groch Administrator/Treasurer Norma Bryant Clerk Paul VanVaerenbergh Road Superintendent Lloyd Jarvis Water Superintendent ALSO PRESENT: Ted Halwa Planning Consultant Council adjourned to hold a public meeting for the Felder rezoning and resumed their meeting thereafter. SUBJECT: EXEMPTION TO SITE PLAN CONTROL - FELDER 22486 PIONEER LINE Also in attendance: Herb Felder Mr. Felder is proposing an addition to the existing car wash located at 22486 Pioneer Line. This expansion is subject to site plan control. The Planner reported that Council can require more buffering, control entrances, require surface treatment between the pad and the street as part of the site plan approval process. Mr. Felder noted that there is not a drainage problem on site; the water drains to the catch basin at the front of the property. He is planning to asphalt the section in question in the future. As far as the hedge is concerned, it was higher but the neighbours cut it down. The Administrator/Treasurer noted that the Water Superintendent has discussed the installation of backflow prevention with Mr. Felder. Mr. Felder has installed a temporary backflow to control chemicals and has agreed to install a permanent preventer. RES. NO. 1 Moved Balint Seconded by Wiehle RESOLVED that Council exempt Herb & Dianne Felder at 22486 Pioneer line for an extension to the existing car wash from site plan control subject to the installation of necessary backflow prevention. DISPOSITION: Carried March 24, 2005…Pg 2 of 9 SUBJECT: PROPOSED SEVERANCE – PART LOT 3, CONCESSION IX KEN ROODZANT Council reviewed a proposed severance application to sever a surplus dwelling on property located on part of Lot 3, Concession 9. The subject property is designated Agriculture in the Official Plan. Council has no objections to the proposed severance subject to the usual conditions. SUBJECT: PROPOSED SEVERANCE – PART LOT A, CONCESSION V ROBERT & ESTHER WRIGHT Council reviewed a proposed severance application to sever a surplus farm dwelling on part of Lot A, Concession 5. The lands are designated as Aggregate Resources in the Township of Aldborough Official Plan. The Planner reported that separate ownership could create a problem if the retained lands were used for mineral extraction. He therefore recommends that the application not be supported. It was noted that the amount and kind of aggregate on the property is not known and therefore the impact cannot be determined. Council decided to defer the application until the applicant can attend for further discussion. SUBJECT: EXEMPTION TO SITE PLAN CONTROL – QUEENS LINE AUTOMOTIVE 21657 QUEENS LINE The Planner reported that the building would be increased from 371.6 square metres (4,000 sq ft) to 436.6 square metres (4,700 sq ft), representing a 17.5% increase. As this expansion is less that 25%, he is recommending site plan control not be applied in this instance. RES. NO. 2 Moved by Bodnar Seconded by Balint RESOLVED that Council of the Municipality of West Elgin exempt Queens Line Automotive from site plan approval for the proposed addition of approximately 700 square feet. DISPOSITION: Carried SUBJECT: COUNTY OF ELGIN LAND DIVISION APPLICATION – ANDREI PART OF LOT 19, CONCESSION VIII The Land Division Committee previously approved the subject application but the approval lapsed prior to the deeds being stamped. RES. NO. 3 Moved by Wiehle Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application E28/05 as applied for by George and Maria Andrei: Council approves the severance. DISPOSITION: Carried SUBJECT: NEW REGULATIONS FOR LOWER THAMES VALLEY CONSERVATION AUTHORITY The Deputy Mayor reported that all conservation authorities are required to comply with the new province-wide regulations. The Planner noted that conflict could arise with the setbacks in our zoning by-law; the conservation authority could override them. Council March 24, 2005…Pg 3 of 9 asked the Planner to review our current documents to determine what is affected and potential conflicts. The Planner left the meeting. SUBJECT: PRELIMINARY ROAD DEPARTMENT BUDGET Also in attendance: Road Superintendent The Administrator/Treasurer presented a summary of the 2004 budget and 2004 actual. The Road Superintendent reviewed the proposed construction/equipment portion of the 2005 budget noting that spreader control system is part of the salt management plan and will save between 20-25% of salt usage. He is proposing a new sand shed, as our present storage is not big enough. Usually we run out of sand in the winter, this way we will have dry sand (mixed with 10% salt) ready to be put on the roads. It was noted that we are now using more sand than salt. The Road Superintendent reported that micro surfacing would be used on Blacks Road and Pioneer Line instead of tar & chip. Council asked that traffic counts be reviewed to determine which roads in the future should be tar & chip rather than gravel. Downie Line will be regravelled and shoulders done this year. A new pick-up equipped with a plough is being proposed for patrol. Queen Street reconstruction is dependant upon water construction. RES. NO. 4 Moved by Balint Seconded Bodnar RESOLVED that Council accept the preliminary budget for Road Department subject to approval of the final municipal budget. DISPOSITION: Carried SUBJECT: QUOTATION FOR TRUCK FOR ROAD DEPARTMENT Council received the following quotations for a diesel truck for the Road Department: Miller Motors $36,520.00 plus taxes Fordham Motors $36,695.00 plus taxes The Road Superintendent reported that a 2005 Ford model with specifications requested is not available. We would have to order a 2006 model and there is a 2% increase over 2005 prices. A 2005 Chevrolet model is available. RES. NO. 5 Moved by Bodnar Seconded by Wiehle RESOLVED that Council accept the quotation from Fordham Motors in the amount of $36,695.00 plus taxes for a 2005 Chevrolet truck. DISPOSITION: Carried SUBJECT: COUNTY OF ELGIN SALT MANAGEMENT PLAN The Road Superintendent reported that the municipal road superintendents along with county staff worked on the county plan. As West Elgin doesn’t use 500 tons of salt each year we are not required to prepare a salt management plan but feels it is a good idea to have our own plan. RES. NO. 6 Moved by Wiehle Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin supports the County of Elgin Salt Management Plan. DISPOSITION: Carried March 24, 2005…Pg 4 of 9 The Road Superintendent and the Mayor left the meeting. DELEGATION: STAFF SERGEANT RYAN COX, O.P.P. 1. RECONCILATION OF 2004 ACTUAL EXPENSES S/S Cox reported that the Elgin Group will be receiving a refund in the amount of $302,000.00, of which West Elgin’s credit is $45,061.00. 2. CRIME STATISTICS REPORT S/S Cox presented the 2004 Crime Statistics Report for West Elgin, showing a clearance rate of 71.6% at year-end. 3. DETACHMENT COMMANDERS YEAR END REPORT S/S Cox reviewed the report. 4. 2005 BUSINESS PLAN S/S Cox reviewed the Elgin County Detachment Business Plan noting specific commitments relating to Our People, Community Safety, Traffic & Marine Safety, Increased Visibility, Developing Relationships with Marginalized Groups, Emergency Planning. 5. POLICE SERVICES BOARD BUDGET Council presented the proposed budget for 2005 RES. NO. 7 Moved by Bodnar Seconded by Balint RESOLVED that Council of the Municipality of West Elgin approve the 2005 Budget for the Elgin Group Police Services Board in the amount of $31,581.00, West Elgin share being $4,706.00. DISPOSITION: Carried 6. NOISE BY-LAW S/S Cox reported that short form wording has been approved for the noise by- law. The OPP suggests that warnings will be given first prior to the issuing of a ticket, at the OPP officers discretion. Council agreed with this process. 7. WEST LORNE COMMUNITY POLICING OFFICE S/S Cox reported that the OPP is not using this office, as there is not an up-to- date computer system on site, one is located in Dutton if needed. Seven cruises now have computer on-board. To lease a new computer would be $4,000.00 per year for a three-year period. Council could consider closing this office. DELEGATION: TED UFFEN, KEITH FRETTER – WEST ELGIN CHAMBER OF COMMERCE RE: ECONOMIC DEVELOPMENT ACTIVITY REPORT AND 2005 BUDGET SUBMISSION Mr. Fretter presented the annual report to Council. Business Development: He noted that the 2004 budget was aimed at business development through the development of a web page including information gathering and the preparation of printed materials. The Chamber sent an RFP to six companies for the web page development, hosting has not been dealt with. For the construction of the site the following RFPs were received: Hall Interactive $11,412 to $12,900 Web Assist $13,850 Web Works $ 4,900 March 24, 2005…Pg 5 of 9 Web Works was hired by the Chamber to design the web page. The Deputy Mayor noted that the Chamber web page can be connected to the Elgin Connects portal at no cost and they should be discussing this with Donna Lunn at Elgin Connects. It was noted that although the site is under construction, hosting as it relates to development of the site should be discussed now. th Business & Education: A conference has been scheduled for April 6 with Employment Services Elgin. The committee is supporting secondary school initiatives for disadvantaged students. They are pursing discussions with school board representatives, industry and students. Downtown Improvement: Application for signage on Talbot Line is at County. The proposal is to rent space to local businesses on annual basis to cover cost of maintenance. 2005 BUDGET: Mr. Fretter presented a budget for 2005 which requests an additional grant of $21,500.00, $3,500 for business development, $3,000 for business & education, $15,000 for downtown improvement, including $1,500.00 for beautification. The downtown improvement request is a re-introduction of the program for downtown façade improvement. Details of the program were explained. Mr. Fretter noted that this amount is in addition to 2004 request. Councillor Balint noted that Council wanted to see progress with the initial $20,000 first. Mr. Fretter noted that st municipal budget deadline is December 31; the 2004 programs will be completed within the next 60 days. Would Council consider setting aside the amount requested not to be spent prior to further report on 2004 allocation? The Deputy Mayor noted that no decision would be made today; good ideas are forthcoming but need to see activity on last year’s items. The Mayor returned to the meeting. SUBJECT: PROPOSED WATER DEPARTMENT BUDGET Also in attendance: Water Superintendent The Administrator/Treasurer presented a summary of the 2004 budget and 2004 actual. The deficit is financed out of the surplus account. Under capital expenditure two valves will be installed at Marsh and Pioneer meter pits, which will save time as inspection is now done manually on site. Waterline replacement in West Lorne and Rodney was reviewed. No increase in water rates is recommended at this time. The proposed capital projects are based on the assumption that COMRIF funding will be received. The municipal share is $469,250.00, which could be financed over a couple of years. RES. NO. 8 Moved by Balint Seconded by Bodnar RESOLVED that Council accept the preliminary budget for the Water Department subject to approval of the final municipal budget. DISPOSITION: Carried March 24, 2005…Pg 6 of 9 SUBJECT: CLOSED SESSION RES. NO. 9 Moved by Balint Seconded by Bodnar 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. 10 Moved by Wiehle Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise. DISPOSITION: Carried The Water Superintendent left the meeting. SUBJECT: CORRESPONDENCE 1.* Elgin Group Police Services Board – Proposed 2005 Budget Instruction: see resolution under OPP delegation 2.* OPP – Detachment Commander 2004 Year End Report Instruction: File 3. County of Elgin – 2005 Budget Instruction: File 4. Community Futures Development Corporation – invitation to Annual General Meeting, April 5, 5:30 p.m., Aylmer Instruction: file 5.* Township of Southwold – apportionment of police services costs Instruction: File 6.* Township of Malahide – apportionment of police services costs Instruction: File 7. County of Elgin re: Salt Management Plan Instruction: see resolution under previous discussion 8. Minister of Municipal Affairs & Housing – regulation filed regarding planning applications currently being processed and new Provincial Policy Statement. Instruction: File RES. NO. 11 Moved by Balint Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council. DISPOSITION: Carried SUBJECT: BY-LAW 2004-74 – THOMPSON DRAIN RES. NO. 12 Moved by Balint Seconded by Bodnar RESOLVED that a By-law to provide for drainage works in the Municipality of West Elgin in the County of Elgin to be called and known as the Thompson Drain be now read a third time and finally passed, signed, sealed and numbered By-law Number 2004-74 – Thompson Drain. DISPOSITION: Carried March 24, 2005…Pg 7 of 9 SUBJECT: BY-LAW 2005-17 – FEES & CHARGES – PORT GLASGOW TRAILER PARK RES. NO. 13 Moved by Wiehle Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to establish various fees and tariffs for services provided by the Port Glasgow Trailer Park and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 14 Moved by Balint Seconded by Wiehle RESOLVED that a By-law to establish various fees and tariffs for services provided by the Port Glasgow Trailer Park be now read a third time and finally passed, signed, sealed and numbered By-law Number 2005-17 – Fees & Charges – Port Glasgow Trailer Park DISPOSITION: Carried SUBJECT: BY-LAW 2005-20 – ZONE AMENDMENT - FELDER RES. NO. 15 Moved by Balint Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-law to amend Township of Aldborough Zoning By-law No. 90-50, to change the zoning of lands in Part of Lot 7, Concession 8, from the General Industrial (M2) Zone to the “site-specific” General Industrial (M2-7) Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 16 Moved by Wiehle Seconded by Balint RESOLVED that a by-law to amend The Township of Aldborough Zoning By-law No. 90-50 to change the zoning of lands in Part of Lot 7, Concession 8, from the General Industrial (M2) Zone to the “site-specific” General Industrial (M2-7) Zone, and shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2005-20 – Zone Amendment – Felder SUBJECT: BY-LAW 2005-21– AUTHORIZE AGREEMENT WITH OCWA RES. NO. 17 Moved by Wiehle Seconded by Balint RESOLVED that the mover be granted leave to introduce a By-Law to authorize an agreement with Ontario Clean Water Agency and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 18 Moved by Bodnar Seconded by Wiehle RESOLVED that a By-law to authorize an agreement with Ontario Clean Water Agency be now read a third time and finally passed, signed, sealed and numbered By-law Number 2005-21 – Authorize agreement with OCWA DISPOSITION: Carried March 24, 2005…Pg 8 of 9 SUBJECT: LEASE FOR CLACHAN HALL The Clerk reported that the Trillium Foundation has requested the lease with the Clachan Hall Women’s Institute be extended to June 1, 2010, the time limit for the funding application. RES. NO. 19 Moved by Bodnar Seconded by Balint WHEREAS the Clachan Hall Women’s Institute has applied for a trillium grant to upgrade the Clachan Hall; AND WHEREAS the term of lease for said hall shall be consistent with the five-year term required by Ontario Trillium Foundation; THEREFORE BE IT RESOLVED that the Council of the Municipality of West Elgin is willing to extend the existing lease with the Clachan Hall Women’s Institute to June 1, 2010, if necessary to complete the project and that the Ontario Trillium Foundation be so advised. DISPOSITION: Carried SUBJECT: ALTERNATE FOR TRI-COUNTY MANAGEMENT COMMITTEE The Mayor is unable to attend the Tri County Management Committee meeting th scheduled for April 4, 2005 at 7:00 p.m. and since Councillor Mooser is away, there is a need to appoint an alternate. RES. NO. 20 Moved by Wiehle Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin appoint Trudy Balint as an alternate for the Tri County Management Committee. DISPOSITION: Carried SUBJECT: GPS MAPPING Further to the delegation of Elgin Connects regarding mapping for West Elgin, staff are requesting that authorization be given to Elgin Connects to do this work on our behalf. RES. NO. 21 Moved by Balint Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin request Elgin Connects to undertake the mapping of GPS coordinates and design the database for utilities in the Municipality of West Elgin at the cost of $2500.00. DISPOSITION: Carried SUBJECT: RENUMERATION FOR SUMMER RECREATION STAFF Councillor Balint, Chair of the Recreation Committee, reported to Council that other municipalities are paying more for their summer recreation staff. She wonders if this is having an effect on the number of applications being submitted to West Elgin. Discussion took place regarding wages for students that are returning. Council agreed that new summer employees would start at $8.50 per year and returning employees would be paid $9.00 per hour for the recreation staff. March 24, 2005…Pg 9 of 9 SUBJECT: CONFIRMATION BY-LAW RES. NO. 22 Moved by Wiehle Seconded by Balint RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting of Council held on March 24, 2005 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 23 Moved by Balint Seconded by Wiehle RESOLVED that a By-law to confirm the proceedings of the meeting of Council held on March 24, 2005 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2005-22 – Confirming By-law March 24 2005. DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 24 Moved by Balint Seconded by Bodnar RESOLVED that this Regular Meeting of Council shall adjourn at 5:25 p.m. to meet again on March 31, 2005 for a special meeting. DISPOSITION: Carried th These minutes were adopted on April 14, 2005 ___________________________ _______________________________ MAYOR CLERK