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Port Stanley News RSS Feed  News Central Elgin Regular/Planning Meeting Of Council On Monday, September 9th, 2019

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by Doug Harvey

The Corporation of the Municipality of Central Elgin

Central Elgin Regular/Planning Meeting Of Council On Monday, September 9th, 2019

Roll Call - Councillor Crevits was absent.

Addendum

A Motion was Carried that added Closed Session Item CS4 Solicitor-Client Privilege St. Thomas Dragway to the agenda.

Disclosure of Pecuniary Interest and the General Nature Thereof

Mayor Martyn indicated that she had interest with Closed Session item 4 St. Thomas Dragway as she was a plaintiff in the case.

Adoption of Minutes

No Minutes to adopt.

Delegation(s)

Presentation

1. Asset Management Primer
Dave Anderson, 4 Roads Management Services, was in attendance to review 2019 State of the Infrastructure and Asset Management Plan for Roads - Executive Summary.

4 Roads Management Services Inc. updated the condition data on the entire road system, revised and added assets to reflect changes to the road system, and developed a 10 year work plan.

Updated estimates for recommended improvements and replacement costs have been developed based on current unit pricing provided by the Municipality. Calculations for Time of Need, Improvement and Replacement Costs were developed utilizing WorkTech Asset Manager Foundation Software in accordance with the Ministry of Transportation’s Inventory Manual for Municipal Roads, 1991. WorkTech Asset Manager Foundation’s performance modeling module was used to develop a work program that optimizes available funding through a return on investment analysis in conjunction with available funding and the recommended improvements.

This project positions the Municipality of Central Elgin well in advancing the development of and Asset Management Plan (AMP) for the core assets as required by Regulation 588/17 Asset Management Planning for Municipal Infrastructure. The regulation requires that the AMP - due July 1, 2021 - be developed from condition data that is not more than 2 years old. Further, the methodology used to develop the work plan is in conformity with the requirements of Regulation 588/17. The regulation requires that all lifecycle activities are to be considered in the development of a 10 year plan that will maintain or improve the average condition of the asset group. 4 Roads believes the performance model effectively satisfies that requirement.

Municipal pavement management strategies (PMS) are critical to managing the performance of the road system, more so, if funding is limited. Funding constraints should push the strategy toward those programs that extend the life cycle of the road by providing the correct treatment at the optimum time. Resurfacing, rehabilitation, and preservation projects should be a higher priority than reconstruction projects. The objective is to "keep the good roads good”.

As the municipality advances the development of their Asset Management Plan (AMP), a paradigm shift will be required in the way that we approach management of assets. Traditionally, municipalities have spent a fixed amount on capital and maintenance each year. As evidenced by Table ES 16, programs are not at a consistent funding level on an annual basis. The annual budget overall is met, however, the distribution of costs between traditional capital and maintenance activities varies. That variance is being driven by the demands of the road system based on condition and project selection is based on condition and best Return on investment. This concept should be applied to all assets.

The prime goal of any pavement or asset management strategy should be to maintain overall system adequacy. The funding level for road-related programming should be set at a sufficient level so as to ensure that overall system adequacy does not decrease over time.

Recommendations

In addition to the budgetary recommendations, the following recommendations are provided for the management of the road inventory.

  • 1. The information and budget recommendations included in this report be used to further develop the corporate Asset Management Planning.
  • 2. Corporate asset management software should be implemented and utilized by all departments.
  • 3. The funding level should be adjusted annually to address inflationary increases.
  • 4. The funding level should be adjusted annually to address additional assets being added to the system.
  • 5. The road inspection cycle should be a maximum of 4 years, preferably at a 2 year interval.
  • 6. Traffic counts should continue to be updated and repeated on a regular basis. The counting should include the percentage of truck traffic.
  • 7. Ensure that the preservation and resurfacing programs are optimized. This is particularly critical for those sections that are not going to be affected by upgrade due to development demands.
  • 8. Advisory signage where potentially substandard horizontal and vertical alignment exists, should be reviewed, and/or a roadside safety audit undertaken.
  • 9. Some consideration should be given to developing the storm sewer system as a rate supported utility.
  • 10. The Level of Service for System Adequacy should be a Minimum of 60%.
  • 11. The Level of Service for Average Physical Condition should be a minimum of 70.
  • 12. The Level of Service for Good to Very Good Roads should be a minimum of 60%

A Motion by Councillor Roberts and Seconded by Deputy Mayor Marks that the Council of the Corporation of the Municipality of Central Elgin receive and adopt the 2019 State of the Infrastructure and Asset Management Plan for Roads Executive Summary as presented by Dave Anderson of 4 Roads Management Services on September 9th, 2019. The Motion was Carried.

Correspondence (Action)

1. Emergency Management Program Committee
Correspondence received from Office of the Fire Marshal and Emergency Management respecting establishment of Emergency Management Program Committee as per requirements of O.Reg. 380/04, under Emergency Management and Civil Protection Act.

O. Reg. 380/04: STANDARDS, under Emergency Management and Civil Protection Act, R.S.O. 1990, c. E.9

Emergency management program committee

  • 11. (1) Every municipality shall have an emergency management program committee. O. Reg. 380/O4, s. 11 (1).
  • (2) The committee shall be composed of,
    • (a) the municipality's emergency management program coordinator;
    • (b) a senior municipal official appointed by the council;
    • (c) such members of the council, as may be appointed by the council;
    • (d) such municipal employees who are responsible for emergency management functions, as may be appointed by the council; and
    • (e) such other persons as may be appointed by the council. O. Reg. 380/O4, s. 11(2).
  • (3) The persons appointed under clause (2) (e) may only be,
    • (a) officials or employees of any level of government who are involved in emergency management;
    • (b) representatives of organizations outside government who are involved in emergency management; or
    • (c) persons representing industries that may be involved in emergency management. O. Reg. 380/04, s.1l(3).
  • (4) The council shall appoint one of the members of the committee to be the chair of the committee. O. Reg. 380/04, s 11
  • (5) The committee shall advise the council on the development and implementation of the municipality's emergency management program. O. Reg. 380/04, s. 11 (5).
  • (6) The committee shall conduct an annual review of the municipality’s emergency management program and shall make recommendations to the council for its revision if necessary. 0. Reg. 380/O4, s. 11 (6).

A Motion by Deputy Mayor Marks and Seconded by Councillor Row that the Council of the Corporation of the Municipality of Central Elgin approve the establishment of an Emergency Management Program as per requirements of the Emergency Management and Civil Protection Act; And further that the composition of said emergency management program committee be as follows:

  • the municipality's emergency management program coordinator - the director of priority services Fire Chief;
  • senior municipal officers - CAO;
  • members of the council - Councillor Dennis Crevits ;
  • Central Elgin Fire Prevention Officer; and
  • Director of Infrastructure & Community Services.

The Motion was Carried.

Correspondence (for Council's Information)

A Motion by Councillor Row and Councillor Cook that Correspondence for Council's Information Items #1 - #4 inclusive be received as information and filed. The Motion was Carried.

1. Public Reports Regulation (O.Reg. 377/18) under the Fire Protection and Prevention Act, 1997.
Correspondence received from Sylvia Jones, Solicitor General, advising that the Regulation has been repealed effective August 26, 2019.

2. Phragmites
Copy of correspondence sent from Warden Duncan McPhail, County of Elgin, to Honourable Minister Jeff Yurek, Minister of Environment, Conservation and Parks respecting invasive phragmites in Elgin County.

3. Ministry of Municipal Affairs & Housing
Copy of correspondence received from Steve Clark, Minister of Municipal Affairs and Housing respecting an update on the More Homes, More Choice Act, 2019.

4. Enbridge Gas Inc.
Notice of Application - 2018 Disposition of Deferral & Variance Account Balances and 2018 Utility Earnings

Reports

Committee(s)

1. Dickens Day Parade
Special Events - 2019 Dickens Day Parade

A Motion by Deputy Mayor Marks and Seconded by Councillor Fehr that Council approve the Special Event Permit for the 2019 Dickens Day Parade to be held on Friday, November 29th, 2019 subject to the following conditions:

  • The organizers complying with the Special Events Policy as adopted by Council;
  • Liability Insurance be provided by the organizers of the event in the amount of $5,000,000.00 naming the Corporation of the Municipality of Central Elgin and the County of Elgin as coinsured and held harmless;
  • The final schedule and location of the event being approved by the Director of infrastructure and Community Services;
  • Approval being obtained from the County of Elgin regarding the temporary closure of Warren Street & Colborne Street; Joseph Street & Bridge Street and Carlow Road & Bridge Street to accommodate the parade route;
  • And further that the Municipality of Central Elgin be responsible for all materials, labour and equipment to obtain a safe return for this event.

The Motion was Carried.

The Second Motion by Councillor Fehr and Seconded by Deputy Mayor Marks that the Council of the Corporation of the Municipality of Central Elgin direct staff to reimburse the Port Stanley Lions and Lions Club the sum of money equivalent to the insurance premium of the liability insurance for the Port Stanley 2019 Dickens Day Parade. The Motion was Carried.

Chief Administrative Officer

Director of Infrastructure & Community Services

1. ICS 01-19 Environmental Advisory Committee

Background: - At the request of Mayor Martyn, an Environmental Advisory Committee has been formed with the intent of promoting environmental concerns and solutions. The committee has established a terms of reference document and recommends that it be endorsed by Council. The Committee consists of two members of council, 4 members of staff and the committee will be looking to add two volunteer members of the public.

A Motion by Councillor Roberts and Seconded by Councillor Fehr that Report ICS 01-19 Environmental Advisory Committee be received; And that Council recognizes the formation of the Environmental Committee and the terms of reference attached to this report; And further that Council directs staff to advertise that the Committee is seeking 2 members of the public to participate in the committee. The Motion was Carried.

2. ICS 02-19 Water System Hydraulic Modelling

Background: - Port Stanley and Belmont are currently experiencing growth in the form of new residential development. In order to accommodate growth, provide solutions to other operational concerns and ensure the municipality continues to provide reliable and safe potable water, a hydraulic analysis of the Port Stanley and Belmont water systems was budgeted for in 2019.

Development in Port Stanley in the upper portion of Port Stanley along East Road (Little Creek) has raised some concerns in regards to water pressure. The current set up has the water tower providing storage and head pressure to the town of Port Stanley. The East Road area is fed from the tower and flows through a pressure reducing valve (PRV) located at the corner of Hill Street and East Road. This reduces water pressure to accommodate lower Port Stanley where high pressures can occur due to elevation change. This however, is producing pressures along east road south of Hill Street which may not be suitable to proposed development. Hydraulic modelling will confirm whether this PRV should be relocated to provide higher pressures to the East Road area.

The Belmont water system is a treated well system that pumps water to water tower and storage and head pressure is created at the tower. There is some concern that land designated for development in the Craigholme Subdivision area not currently developed may get borderline water pressures if built out. A water model showing the Belmont fully built out will answer this question and provide solutions to any areas of concern. Among the issues discussed above, the hydraulic models would also look at service scenarios such as average day demand, maximum day demand and peak hour demand conditions and confirm available fire flows under these conditions. These conditions would be modelled for the existing system and a fully built out scenario in both communities.

Mr. Leitch commented that should there be any required upgrades to the water supply system that any additional costs be factored into the development charges .

A Motion by Deputy Mayor Marks and Seconded by Councillor Cook that Council appoint AECOM to complete a hydraulic modelling analysis of the Port Stanley and Belmont water systems as per Report ICS 02-19 Water System Hydraulic Modelling. The Motion was Carried.

3. ICS 03-19 Vehicle Charging Stations

Background: - ERTH Corporation has approached the Municipality for parking spots to host charging stations as a result of the Zero Infrastructure Vehicle Emissions Program being offered by the Federal Government. The current program will focus on vehicle charging deployment in public spaces and on street parking. A minimum of 20 spaces are required to apply for funding and ERTH is proposing to distribute spaces throughout the service area with Central Elgin hosting up to 10 spots.

The proposed locations of charging stations would include 2 spots at the Belmont Arena, 2 spots at the Port Stanley Arena, 2 Spot at the Visitor's Centre and 4-6 Spots in the Beach Area. One charging station includes two parking spots. ERTH is proposing that they would pick up any additional costs to install, maintain and own the charging stations and in return the Municipality lease the parking spots to ERTH for the charging stations at no cost for a period of 10 years. Therefore, there would be no cost to the Municipality as it could still generate money from paid parking in these leased spots in the beach area. At the end of the 10 year lease, the Municipality and ERTH would negotiate the possibility of a lease extension.

A Motion by Councillor Roberts and Seconded by Councillor Row that Council of the Municipality of Central Elgin agree to the attached Memorandum of Understanding provided by ERTH Corporation to lease parking spots for charging stations should ERTH receive grant funding through the Zero-Emission Vehicle Infrastructure Program; And further that the location of said charging stations would include 2 spots at the Belmont Arena, 2 spots at the Port Stanley Arena, 2 Spot at the Visitor's Centre and 4-6 Spots in the Beach Area as per Report ICS 03-19 Vehicle Charging Stations. The Motion was Carried.

Director of Financial Services/Treasurer

Director of Fire Rescue Services/Fire Chief

Director of Asset Management & Development Services

1. AMDS 01-19 Elgin Amateur Radio Group - Port Stanley Water Tower Site

Background: - The municipality has been approached by the Elgin Amateur Radio Group (EARG) regarding the installation of an antenna and radio equipment on the Port Stanley Tower. The EARG provides standby communication services to the municipalities in Elgin County as well as the City of St. Thomas in case of a widespread catastrophic emergency that affects the normal communication systems that are currently in place and used on a daily basis. Central Elgin Council approved the installation of the equipment. Through the finalization of the agreement it has been identified that the EARG does not have any insurance coverage and since they are a volunteer organization the cost to obtain insurance coverage is not achievable. Central Elgin staff have inquired with our insurance provider to try to assist in the EARG obtaining a policy at a reduced cost and were unsuccessful.

Typically, the municipality requires contractors or individuals that access our facilities to provide $5,000,000 liability insurance. This coverage assists the municipality by providing coverage and indemnifying it in the event the contractor or its agents suffer a loss or injury. The EARG is proposing that they could provide the municipality with the equipment to install and that they would not need to access the Water Tower Facility. We are advised that the unit is self contained and merely ”plug and play” with a connection to the existing antenna and plugging it into a duplex wall receptacle. If this is the case EARG representatives would not be required to access the municipal property and therefore reduce the amount of liability to the municipality.

A Motion by Councillor Fehr and Seconded by Councillor Row that Report AMDS 01-19 Elgin Amateur Radio Group - Port Stanley Water Tower Site be received as information; And further that Council allows the equipment provided by the Elgin Amateur Radio Group to the municipality; And further authorizes the municipality to install said equipment on the Port Stanley Water Tower for use by the Elgin Area Radio Group. The Motion was Carried.

1. AMDS 01-19 Asset Management Policy

By-laws

A Motion was Moved that By-law 2402, 2403, 2404, 2405, 2406, 2407, 2408, and 2409 be taken collectively. The Motions were read a 1st, and 2nd time. Carried. A Motion was Moved that By-law 2402, 2403, 2404, 2405, 2406, 2407, and 2409 be read a 3rd time and finally passed. Carried.

1. By-law 2402 - ZBA, 167 Bartholomew Street

2. By-law 2403 - ZBA, 47685 Forsyth Road

3. By-law 2404 - ZBA, 43909 Talbot Line

4. By-law 2405 - ZBA, 248 Edward Street

5. By-law 2406 - ZBA, 6681 Quaker Road

6. By-law 2407 - Confirmatory By-law

7. By-law 2408 - Eames Cut-Off Drain (FIRST and SECOND READING)

8. By-law 2409 - Being a By-law to Repeal By-law 2401

Public Notice

Resolutions

New Business

Closed Session - Council went into Closed Session at 9:10 P.M.

1. CS1 Labour Relations or Employee Negotiations (s.239(2)(d)) - Recruitment (Property Tax Coordinator & Mechanic Roads Operator)

2. CS2 Solicitor-Client Privilege (s.239(2)(f)) - County Fire Training Officer

3. CS3 - Labour Relations & Employee Negotiations (s.239(2)(d)) - 2019 Non-Union Wage Salary Grid Adjustment

4. CS4 Solicitor-Client Privilege St. Thomas Dragway Added to the Agenda.

Adjournment


Last Updated: Tuesday, 10 September 2019 13:33:30 PM EST

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