Central Elgin Regular Meeting Of Council On Monday, February 13th, 2017.
Roll Call - All accounted for.
An addendum to the agenda was introduced and passed to add Report CAO 09-17 Secondary
Harbour Plan and By-law 2115 Secondary Harbour Agreement
Disclosure of Pecuniary Interest and the General Nature Thereof - Mayor David
Marr had Pecuniary Interest in Port Stanley & Community 55 Plus Club as he had done
work for them in the past.
Adoption of Minutes
First Motion moved by Fiona Roberts and seconded by Sally Martyn that the Minutes
of the Regular/Planning meeting of Council dated Monday, December 19, 2016, the
Regular Meeting of Council dated Monday, January 9, 2017 and the Planning Meeting
of Council dated Monday, January 16, 2017 be Adopted. With no discussion, the Motion
1. Hydro One - Award of Excellence
Representatives from Hydro One and OCWA were in attendance to present an Award of
Excellence for the turbo blower project.
1. Port Stanley Firefighters Association
Representatives from the Port Stanley Firefighters Association were in attendance
to discuss the annual ChildCan Cold Water Dip event. The Childhood Cancer Research
Association has asked for our assistance in organizing a cold water dip to raise
funds for helping families dealing with children's cancers. The firemen's association
has agreed to help. This would be the third year to ask permission to hold this
event, and the event so far has raised aproximately $25,000. The groups are requesting
council's permission to use the Little Beach in Port Stanley as the site for the
cold water dip. The event would be held on March 4, 2017. Council's permission was
2. Pupil Accommodation Review
Heather Derks, Sparta Public School, was in attendance respecting Pupil Accommodation
Review by Thames Valley District School Board. She provided details of a well thought
out plan to add Elgin Court to the group of under capacity schools: Elgin Court
by 147, Port Stanley by 235, Sparta PS by 60, for a under capacity total of 442
pupil places. By showing the over capacity schools of Mitchell Hepburn by 73, and
the Pierre Elliott Trudeau French Immersion Program by 175, for an over capacity
total of 248, the current available pupil places at the under capacity schools would
be able to easily handle the over capacity issues without the need for a new Southeast
St. Thomas school.
The presentation offered a solution which Council thought was very good, but because
of the PAR's plan to close and build a new school in Belmont, and not knowing the
position taken by the Port Stanley Public School, support was split between the
wards of the Municipality. A decision to invite the Port Stanley School PAR representatives
to Council to hear the position that the Port Stanley School has taken before any
decision on the type of support that can be offered to the Sparta Public School
If Central Elgin is going to act to support the Sparta school community in this
regard a resolution would be needed prior to March 8th, 2017 when the Sparta Public
School will make their final report to Thames Valley District School Board.
3. Port Stanley & Community 55 Plus Club - Rental Fee Increase
An Executive Member of the Port Stanley & Community 55 Plus Club was in attendance
to discuss an user fee increase for the Port Stanley Arena Hall. They received a
letter from the Municipality dated January 27, 2017 regarding a rent increase for
the Port Stanley Arena Hall. The rent in a previous rental agreement for three years
had gone from $4200.00 to $5200.00 which is an increase of 24%.
The Port Stanley & Community 55 Plus Club has been a Port Stanley Arena tenant for
twenty-five years, and rents the hall each Monday, 52 weeks a year, so any community
seniors can come out, play euchre and socialize. Since the year 2000, donations
of $30,000 to the arena have been made, while still paying rent of $29,833 which
makes for a total of almost $60,000. The last agreement which expires on February
28th, 2017 was for $4000, but were later informed that there was a %5 surcharge,
and a %13 HST charge to be added.
The Club made an offer of a three year agreement for $5,000.00 per year which would
include all service charges, and taxes. The Club also believes that the times that
the club rents the arena, do not conflict with any other groups or programs. After
a lengthly discussion, with the main concern that it's better to have the arena
being used, than being empty, the rental amount charged will go back to comittee
for review where a final decision about the amount of rent charged will be made.
1. Outdoor Seasonal Vendor
2017 Port Stanley Outdoor Seasonal Vendor Application received from Sport In Port.
- With no discussion, the motion was carried.
2. Street Lighting - Lynhurst Area
Correspondence received from Bob Allen, 39 Vineden Drive, seeking consideration
to install a street light at the corner of Ryan Street and Vineden Drive. When asked,
Lloyd Perrin indicated that the cost would be aproximately $2,500 which included
a new pole, but due to that area being part of the Lynhurst Reconstruction Project
it would be better to wait until that project is underway, and for now resign the
intersection with stop signs. After some comments on what to do at that intersection
for now, Mr. Leitch commented that the Lynhurst Reconstruction Project will not
be underway for four years subject to Council's budget approval, and wanted to make
sure that Council was aware of that when making a decision. The decission was made
to put in stop signs, and that would be incorporated into the upcoming Stop Sign
Bylaw that would be on the agenda in a couple of weeks.
Correspondence (for Council's Information) - The Motion that Correspondence
for Council's Information Items #1 - #15 inclusive be received as information and
filed was put forward by Harold Winkworth and seconded by Dan McNeil. With item
#7 removed, the Motion was Carried.
Sally Martyn commented on #3. Thames Talbot Land Trust, saying that she wanted to
go public with the fact that Lloyd Perrin volunteered that day to help with the
Sally Martyn commented on #7. Bill C-323 - Heritage Infrastructure, and made a Motion,
seconded by Dan McNeil to support this bill. The Motion was Carried.
Sally Martyn commented on #13. Tree Planting in Central Elgin, and wanted to know
Central Elgin's Roadside Tree Planting policy. Lloyd Perrin said that in agricultural
areas tree planting is used as a last resort if drainage issues occur due to encroahment,
and planted because trees are cheaper than a fence. In other areas trees are replaced
on one to one basis.
Fiona Roberts commented on #8. Canadian Postmasters and Assistants Association,
promoting the idea for the need for postal banking, and said that this could be
an alturnative that could address the Banking needs of our community through the
existing local Post Offices.
1. Fire Department Infrastructure
Copy of correspondence sent to the Honourable Kathleen Wynne, Premier of Ontario,
from Township of Lake of Bays, the Municipality of Bluewater and the Town of New
Tecumseth respecting Provincial Funding for Fire Department Infrastructure.
2. Bill 7, Amendment to the Residential Tenancies Act, 2006
Copy of correspondence sent to the Honourable Kathleen Wynne, Premier of Ontario,
from the Municipality of Bluewater respecting downloading of enforcement responsibility
for residential rental maintenance standards proposed in Schedule 5 of Bill 7.
3. Thames Talbot Land Trust
Postcard received from Thames Talbot Land Trust thanking Council for assistance
with cleanup of lands at Hawk Cliff Woods.
4. Railway Right-of-Way - Property Taxation
Correspondence received from the Town of Atikokan requesting support for the Province
of Ontario to implement a new system of municipal property taxation for railroad
5. Rural Economic Development (RED) program
Correspondence received from the Ministry of Agriculture, Food and Rural Affairs
announcing the launch of the renewed community-focused Rural Economic Development
6. Natural Gas Expansion in Ontario
Correspondence received from Patrick Brown, MPP, Simcoe North, Leader of the Official
Opposition, respecting natural gas expansion in Ontario.
7. Bill C-323 - Heritage Infrastructure
Correspondence received from Peter VanLoan, MP, Official Opposition Critic for Canadian
Heritage and National Historic Sites, Member of Parliament for York-Simcoe, respecting
"Let's Save our Heritage Infrastructure - Contact Your MP to Support Bill C-323".
8. Canadian Postmasters and Assistants Association
Correspondence received from CPPA, Canadian Postmasters and Assistants Association,
respecting concerns over Federal Government Standing Committee on Government Operations
and Estimates report and the need for postal banking.
9. County of Elgin - By-law Renaming of Part of Dexter Line
Correspondence received from the County of Elgin advising of By-law 17-03 "Being
a By-law to Name Part of a Public Highway as Old Dexter Line" which County Council
passed on January 24, 2017.
10. Little Creek Subdivison Phase 4 - Platinum Developments (Elgin) Inc.
Correspondence received from Steve Evans, Manager of Planning, County of Elgin,
advising draft plan for Little Creek Subdivision Phase 4 was approved on January
11. Gateway Roundabout - City of St. Thomas
Correspondence received from the City of St. Thomas advising of Public Information
Centre respecting plans to construct roundabouts.
12. Central Elgin: 2016 Assessment Update Municipal Summary Report
Copy of 2016 Assessment Update Municipal Summary Report from MPAC.
13. Tree Planting in Central Elgin
Copy of email correspondence received from Al Tucker, 56095 Barnums Gully Line,
concerning tree planting policy.
14. Carbon Tax Credits for Municipalities
Correspondence received from Municipality of Neebing seeking support for their resolution
respecting "Carbon tax credits for Municipalities".
15. Notice of AGM - Port Stanley BIA
Notice of Port Stanley BIA (Business Improvement Area) Annual General Meeting scheduled
for Wednesday, February 22 @ 5:30 p.m. at the Port Stanley Arena & Community Centre.
Chief Administrative Officer
CAO 08-17 January 2017 Monthly Building Reports - Received as information,
CAO 09-17 Secondary Harbour Plan Report - Received as information, carried.
Report: In April 2013, the Port Stanley Harbour Economic Development Plan identified
sixteen key recommendations for the redevelopment of the Harbour. Undertaking the
completion of a Secondary Plan process was recommended as the first step in conveying
the desired development of the Harbour. Undertaking a Community Improvement Plan
( CIP) was also recommended as a way to encourage the redevelopment of brownfield
lands, thereby generating longer term revenue for the Municipality.
In November 2016, the Municipality issued a Request for Proposal ( RFP) to carry
out the Port Stanley Harbour Secondary Plan project. The submission deadline for
Proposals closed on January 11, 2017. Six proposals were received, and, based on
the standards set out in the RFP documents, three proponents were shortlisted for
interviews. Based on the total score from the interview and the RFP documents, Dillon
Consulting Limited is being recommended by the Evaluation Committee.
The upset limit for the scope of work outlined in the RFP is $ 245, 823, inclusive
of disbursements and exclusive of HST.
Dillon Consulting Limited has offered five provisional items, and staff recommended
that the Municipality consider the Consultation and Communications Plan and a Coffee
Conversations Public Event to launch the project, introduce the assignment and team,
and gain input on how the public would like to be engaged. The additional costs
for these two items are $ 1300 and $ 7500, respectively.
The total cost of the work outlined in the RFP and the two additional items, with
HST, is $287,723.99. There is $ 250,000 in the Harbour budget for the Secondary
Plan; the unbudgeted $ 37,723.99 would also come from the Harbour budget.
CAO 10-17 Part of Block 63, Plan 11M31 - A resolution declaring part of Block
63, Plan 11M31 lying east of a straight line drawn across said Block 63, which straight
line runs along the rear (westernmost) lot lines of lots 77, 78 and 79, Registered
Plan 24 as those said lot lines are shown upon said Plan 11M31, to be surplus as
per Report CAO 10-17. Carried
CAO 11-17 Full and Final Release of Easement Agreement, 206 Main Street and 208 Main
Street A resolution to receive this report as information and that Council
pass By-law 2117 to authorize execution of the Full and Final Release of the Easement
Agreement with 1343871 Ontario Inc. (current owner of 206 Main Street) and David
Ian Russell (current owner of 208 Main Street). Carried
Director of Physical Services
PW 02-17 Stop Signs at Railway Crossings - This would concern about a dozen
railcrossings in Central Elgin. Carried
Report: Transport Canada introduced regulations in November of 2014 regarding railway
crossing safety. All road authorities are to review all railway crossings in order
to comply with the new regulations. Staff at Central Elgin has surveyed all of the
uncontrolled rail crossings in the Municipality to review safety concerns and compliance
with the new regulations.
It has come to the attention of staff during review of the survey data that all
the railway crossings do not have suffcient sight lines to accommodate a safe stopping
distance from the rail tracks. Factors affecting site lines are trees, angle of
the tracks to the road and overgrown vegetation. The majority of these issues reside
on private or railway property that is not in control of the Municipality. Staff
recommends that council approve a stop condition for vehicular traffic at all uncontrolled
railway crossings. If approved, staff will bring forward a by-law at a later council
meeting to adopt all new stop signs at railway crossings. All work to upgrade crossings
will be funded through the roads operating budget.
Director of Financial Services/Treasurer
DFS 04-17 2017 Telephone System Upgrades (CPR 2017-GG-01) - Carried.
Report: The County of Elgin is currently in the process of requesting proposals
for their 2017 telephone system renewal and replacements. Voice over internet protocol
(VOIP) is the technology currently used by the County. This system allows voice
messages to be translated into email and forwarded to mobile devices and desktop
computers to provide immediate access to inquiries whether onsite or offsite for
As a contractor of the County's IT services, Central Elgin was approached and offered
the opportunity to share in the County's telephone infrastructure on the back end
by upgrading and rerouting our telephone traffic through the County-wide network.
Senior staff at Central Elgin met and felt that since the existing telephone infrastructure
has been in place dating back to amalgamation and possibly prior to 1998 in some
locations, that this was an opportunity that should be taken advantage of. Central
Elgin's infrastructure needs have been included on the County of Elgin's Request
for Proposal 2017-02. This change would see all fire halls, arenas, White Station
and the main office having identical infrastructure and telephone configuration
so that both outbound and incoming telephone traffic will be seamless and consistent
throughout Central Elgin locations. Obviously, some phone numbers will remain unpublished
as they must be available for emergency situations, after hours calling, etc. but
overall staff feel the interconnectivity of our locations on the back end will provide
better internal as well as external customer service. Access to telephone messaging
remotely on mobile devices is truly advancement for offsite staff that previously
had to call in or leave out of office information delaying their ability to respond
to inquiries in their areas.
Staff is pleased to provide Council with the attached telephone system audit and
Capital Project Record (CPR) 2017-GG-01 for Council's information. The CPR shows
that the anticipated cost of 50 handsets plus installation will be approximately
$27,500 which is fully funded by the General Government IT Equipment Reserve as
staff have been setting aside funds in that reserve over the past 4 years in anticipation
of this possible opportunity.
Director of Fire Rescue Services/Fire Chief
By-laws - A Motion Moved by Dan McNeil and Seconded by Stephen Carr that
By-law 2109, 2110, 2111, 2112, 2113, 2114, 2115, 2116, 2117, 2118, 2119 be taken
Harold Winkworth commented about how the Lynhurst Reconstruction Project has taken
a backseat to other projects, and has been sidelined for too many years, and was
looking for some reasurance from Council that sooner, rather than alot later, that
this project would get off the ground. He made referance to how spending over $35,000,000
in a handful of years in Port Stanley didn't seem to be an issue, and would like
to see one of the other projects such as the new Fire Hall put on the backburner,
and procede now with the Lynhurst Reconstruction Project. Councilor Winkworth also
stated that he has been inidated with phonecalls from Lynhurst residents asking
when will this project start, and stated that he would not be doing his job if he
didn't bring up these concerns from his ward.
Harold Winkworth also brought a Motion forward to have By-law 2111, and 2114 removed
from the list and voted upon seporately with the vote being recorded.
A Motion that By-law 2109, 2110, 2112, 2113, 2115, 2116, 2117, 2118, 2119 be read
a 1st, 2nd, 3rd time and finally passed collectively.
A Motion that By-law 2111 be read a 1st, 2nd, 3rd time and finally passed by a recorded
vote with only Harold Winkworth opposed.
A Motion that By-law 2114 be read a 1st, 2nd, 3rd time and finally passed by a recorded
vote with only Harold Winkworth opposed.
By-law 2109 Confirmatory By-law
By-law 2110 Being a By-law to Execute an Agreement with Minister of Employment and
Social Development Canada respecting Enabling Accessibility Grant for Port Stanley
Beach Accessibility Mats.
By-law 2111 2017 Tax Rate
By-law 2112 2017 Water Budget
By-law 2113 2017 Wastewater Budget
By-law 2114 2017 Harbour Budget
By-law 2115 Being a By-law to Execute an Agreement with Dillon Consulting Limited
respecting the Port Stanley Harbour Secondary Plan
By-law 2116 Being a By-law to Provide Collection of Costs of Repairs and Maintenance
- 2016 Drainage Works
By-law 2117 Being a By-law to Authorize the Execution of a Full and Final Release
of Easement Agreement with 1343871 Ontario Inc. and David Ian Russell
By-law 2118 Execute an Agreement with Prespa Construction Ltd., to amend the Development
Agreement regarding Draft Plan of Subdivision 34T-CE1401
By-law 2119 Development Agreement with Platinum Developments (Elgin) - 34T-CE1601
1. Notice of Motion
Deputy Mayor Martyn has provided notice of motion respecting monthly meeting schedule
Closed Session - Went into closed session at 9:27 p.m.
CS1 Closed Session Minutes
CS2 Litigation or Potential Litigation (s.239(2)(e)) - Property on Dexter Line
CS3 A Proposed or Pending Acquisition or Disposition of Land (s.239(2)(c)) - 14000