The Corporation of the Municipality of Central Elgin
Regular Meeting Of Council On Monday, December 10th, 2018
Roll Call - All present.
Disclosure of Pecuniary Interest and the General Nature Thereof - None disclosed.
Adoption of Minutes
Minutes of the Regular/Planning Meeting of Council dated Monday, November 26th,
2018 were adopted.
1. Elgin Bike Share
Alan Smith , General Manager of Economic Development, County of Elgin, was in attendance
to discuss Ride Elgin Bike Share Program: Dropbike
Background - The Economic Development department has been undertaking initiatives
to expand the County's cycling infrastructure in order to enhance cycle tourism,
active living, and Elgin's overall quality of place. In order to further enhance
this infrastructure for tourists and local citizens, County Council at its December
14th, 2017, meeting recommended that surplus funds from the 2017 operating budget
be used to fund a two year pilot bike share program in partnership with the Municipality
of Central Elgin, to be located in Port Stanley; with the long-term goal of "Ride
Elgin" extending to other communities forming a bike share network throughout the
County for tourists to enjoy and locals to participate. However, in order to move
forward with the program, County Council requested a review of the preferred vendor
of bike share services resulting from the Request for Proposal (RFP) process to
be conducted in early 2018. This report describes the recommended bike share services
resulting from that RFP process, and seeks approval to have Dropbike implement a
bike share program in Port Stanley as the first community in the Ride Elgin network.
The RFP for bike share services was issued on January 29, 2018. The goal of the
RFP was to solicit proposals from qualified bike share firms for a turn-key bike
sharing program to be operated by the County of Elgin in partnership with the Municipality
of Central Elgin; with the service to be located within Port Stanley. This would
be a two year pilot program with an upset budget limit of $50,000 per year. Having
a bike share service in Port Stanley would build on Elgin's commitment to cycle
tourism, provide tourists with a variety of ways to explore one of Elgin County's
most popular lakeshore villages, while also providing local residents with an alternative
mode of active transportation. The RFP stressed that the retained service must be
a completely outsourced solution that does not require the County and Central Elgin
to perform maintenance, management (limited), customer support or any ongoing service.
This turn-key service would also use the latest in bike sharing technology. Therefore,
innovative approaches by proponents to developing the Ride Elgin Bike Share program
On the RFP closing date of February 21, 2018, three proposals were received. Submissions
ranged from $34,000 to $80,800 per year for a turn-key bike share service. Staff
identified Dropbike as the preferred vendor and negotiated a final cost of $36,500
per year that would meet the County's program requirements.
Dropbike, a Canadian company, is Canada's largest smart bike-share system provider.
Dropbike provides highly reliable systems that entail not only quality hardware,
but also attention to detail in software, operations and user experience. Their
goal is to create a new, affordable mobility solution for both residents and visitors.
They believe this will not only encourage more commuter trips on public transit,
but it will also enhance the overall visitor experience and support various small
businesses that are key to the economic prosperity of the community. Dropbike has
provided systems to numerous communities throughout Canada. Dropbike's technology
has been used in Kingston, Toronto, Montreal, Westmount, Kelowna, and at numerous
colleges. They offer a new technology that drastically reduces the cost of the system
and can provide bike share at a lower price to users. For the Ride Elgin pilot bike
share program some of the more prominent features included in the Dropbike turn-key
- 20 smart bikes and the installation of four "Ride Elgin" branded bike racks.
- Regular rebalancing of the fleet using a combination of team members, smart software,
and optimal layouts to ensure high availability and usage quality of bicycles.
- Maintaining deployed bicycles in a safe and functional state with the service area
inspected at regular intervals, and removing bicycles in need of repair or replacement.
- Responding to inquiries, complaints or requests made by the users, members of the
public or the County. Users can contact Dropbike through an in-app communication
feature and there is also a 24/7 phone support feature.
- User pricing ($1/hour for pay as you go and membership pricing for $20/30 days,
$40/90 days, and $100/365 days, pricing can change).
- Promoting the Dropbike pilot program to the entire community and its visitors.
- Making available to the County anonymous ridership data.
To expand on the above points, two main bike share "hub" locations will be adjacent
to the new Tourism Visitors Centre and by the public washroom facilities, by main
beach, owned by the Municipality of Central Elgin in Port Stanley; while the location
of two smaller bike racks will be determined during the program set-up. The booking
and unlocking of bikes is done through one's smartphone. Users can also report broken
bikes through the smartphone application and Dropbike's repair teams will fix the
bikes. The overall region is geofenced and users are penalized for bicycles left
outside of the County. Dropbike includes chains that lock to physical infrastructure
(like personal bikes) so they offer maximum convenience for users that may wish
to stop and secure their bike while visiting a variety of locations during their
The contract with Dropbike would commence in December 2018 and would end on December
2020. However, if after the first year of operations the County and Central Elgin
no longer wish to continue the bike share program, the agreement can be terminated.
It must be stressed that the Solicitor for the County and Central Elgin was in lengthy
negotiations with Dropbike and is now satisfied that the agreement meets the legal
interests (indemnification, insurance etc.) of both the County of Elgin and the
Municipality of Central Elgin.
As stated above, the cost of the bike share program would be $36,500 per year. However,
for year one, funding from Southwestern Public Health for $10,000 and the Southwest
Ontario Tourism Corporation (SWOTC) for $15,000, has been secured. Therefore, year
one will cost the County and Central Elgin $5,750 each. As it stands now, year two
will cost each partner $18,250. This figure may change when potential funders and
sponsors for year two are approached closer to that time. For now, funds have been
set aside to cover the cost of both years of the pilot program from the 2017 operating
budget surplus. It must be noted that Dropbike is not charging the County the yearly
licensing fee of $9,500; as the County is not receiving revenue from the bike share
operation. However, if the program continues beyond the two years, a review of revenue
generated over that time period may indicate paying of the licencing fee is warranted;
if those revenue monies received are substantially more than the amount of the licencing
Going forward, the next step in the process is presenting the preferred vendor,
Dropbike, to Central Elgin's Council on December 10, 2018. Central Elgin did support
in principle a partnership with Elgin County for a two year pilot bike sharing program
at their December 18, 2017, Council meeting. However, like Elgin's Council, they
wanted more information on the program that would be eventually undertaken by an
identified preferred vendor through the RFP process. The intention is to have all
parties sign the contract by the end of the year with the bike share in operation
by late April, early May of 2019.
As a result of the RFP process, Dropbike has been identified as the preferred vendor
to operate the Ride Elgin two year bike share pilot program. Using the latest in
bike sharing technology, the turn-key operation offered by Dropbike meets the County's
requirements well below the initial budgeted cost of $50,000 per year. The success
of this pilot may lead to similar bike share programs in other communities in Elgin
County thus creating an entire Ride Elgin network for tourists to enjoy and locals
to participate. Being the first small scale community bike share in Southwestern
Ontario, would demonstrate yet again the progressive nature of Elgin County; and
set an example for other municipalities to follow.
Matthew a representative from Dropbike showed Council an example of the bike that
would be used in Port Stanley. He went through all the unique features of the bike,
such as a 15 kg carrying capacity front basket, foam filled tires, solar cell to
help keep batteries charged for lights, drum brakes, and how customers could easily
rent and safely use the bikes.
Questions from Council - Councillor Crevits asked if there would be smaller
bikes available for children? Matthew replied that there was just the one size unisex
bike currently available.
Councillor Crevits also asked about bike helmets? Matthew replied that his company
does not currently supply helmets due to health concerns and that customers would
have bring their own.
Deputy Mayor Marks had concerns about liability issues because helmets are not available
when renting the bikes and when would the bikeshare program be operating? Alan replied
that currently people over 18 years of age are not required to wear a helmet while
riding a bike and that our lawyer has assured us that Central Elgin and the County
would not have any liability issues because of conditions set out in the contract.
Matthew replied that the bikeshare program would operate during the warmer weather
and that it would depend on demand for the service.
Councillor Fehr asked if there was real need for this service? Alan replied that
this was a pilot program to enhance tourism and that research has proven that this
type of service is in demand. If after the two years we find out that demand for
this service is not high enough, the program can be terminated.
Mayor Martyn said that when this proposal to try this pilot project for two years
came to County, I thought it was a great idea. I would be delighted to see Port
Stanley become far more bike oriented.
A Motion moved by Councillor Row and seconded by Councillor Crevits that staff be
directed to prepare a By-law to authorize the execution of an agreement between
Dropbike Inc., Corporation of the County of Elgin, and the Municipality of Central
Elgin for the operation of a bikeshare program in Port Stanley. The Motion was Carried
by majority with only Councillor Cook and Councillor Fehr opposed.
1. Elgin Group Police Services Board
Correspondence sent from the County of Elgin to the Municipality of Bayham and the
Municipality of Central Elgin respecting appointment to Elgin Group Police Services
A Motion was presented appointing Mayor Martyn to the Elgin Group Police Services
Board. The Motion was Carried.
Correspondence (for Council's Information)
A Motion moved by Councillor Roberts and seconded by Deputy Mayor Marks that Correspondence
for Council's Information Items #1 - #6 inclusive be received as information and
filed. Councillor Roberts asked if item 4 could be removed and voted upon separately.
The Motion was Carried.
A Motion moved by Deputy Mayor Marks and seconded by Councillor Row that the Council
of The Corporation of the Municipality of Central Elgin endorse the nomination of
Councillor Fiona Roberts to the Ontario Board of Directors of the Ontario Good Roads
Association for the 2019-2020 terms of office. The Motion was Carried.
1. 2019-2023 ROMA Board of Directors
Correspondence received from ROMA respecting 2019-2023 ROMA Board of Directors Call
2. Heritage Central Elgin
Copy of minutes of Heritage Central Elgin meeting dated November 28, 2018.
3. Elgin County Land Division - Appointment
Correspondence received from the County of Elgin respecting appointment to Elgin
County Land Division Committee.
4. Ontario Good Roads Association(OGRA)
Correspondence received from OGRA respecting OGRA Board of Directors for 2019-2020
5. Ministry of Municipal Affairs & Housing
Correspondence received from Steve Clark, Minister, Ministry of Municipal Affairs
& Housing extending congratulations to Mayor Martyn and Council for success in the
recent municipal election.
6. Municipal Reporting Burden
Correspondence received from Ministry of Municipal Affairs and Housing respecting
"Municipal Reporting Burden".
Central Elgin Planning Office
CEP 73-18 - Application for a Consent No. E93/18 - Ruth Ann Martin, 116 Cowan Lane
Background - The applicant through consent application E93/18, is proposing
to sever a lot with frontage of 6.09 m on Cowan Lane and a lot area of 515.14 square
metres containing one garden shed. It is proposed that the lands to be severed will
be merged with the abutting lot to the east, 114 Cowan Lane. The applicant is proposing
to retain a lot with frontage of 34.13 m on Cowan Lane and an area of 2,884.68 square
metres containing one residential dwelling and one garden shed. It is proposed that
the lands to be retained will continue to be used for residential purposes.
A Motion moved by Deputy Mayor Marks and seconded by Councillor Cook that Report
CEP 73.18 be received as information; And that Council support consent application
E93/18 Ruth Ann Martin, 116 Cowan Lane to the Land Division Committee subject to
the following conditions:
- approval of a Zoning By-law amendment to permit residential use of the subject
lands and recognize that the subject lands do not have frontage on an open, improved
- the severed land be merged with 114 Cowan Lane;
- that Subsection 3 or 5 of Section 50 of the Planning Act, R.S.O.. 1990, as amended
shall apply to any subsequent conveyance or transaction involving the subject lands;
- the Solicitor for the applicant is to provide an undertaking, whereby he/she
informs the Committee in writing, that the lands are being conveyed to an abutting
property owner and thus a merger of title will take place, which merger shall include
all interests held inclusive or mortgagees interest;
- the Municipality of Central Elgin be provided with a copy of the Reference Plan;
- and a drainage reassessment be done if necessary at the owners expense.
The Motion was Carried.
Chief Administrative Officer
Director of Physical Services
PW 40-18 - DWQMS Management Review
Background - On October 29, 2018 the annual DWQMS Management Review meeting
was held. The purpose of this review is to evaluate the continuing suitability,
adequacy and effectiveness of the Quality Management System. The DWQMS Management
Review is a requirement of Ontario's Drinking Water Quality Management Standard
and has to be done annually.
Staff utilized the DWQMS Management Review Procedure, closely reviewing several
documents, reports and activities from each water system evaluating the continuing
suitability, adequacy and effectiveness of the Quality Management System.
A Motion moved by Councillor Roberts and seconded by Councillor Crevits that Council
of the Corporation of the Municipality of Central Elgin receives and accepts the
Drinking Water Quality Management System (DWQMS) Management Review Minutes as per
Report PW 40-18. The Motion was Carried.
PW 41-18 - DWQMS Infrastructure Review
Background - On October 29, 2018, the annual Drinking Water Quality Management
System Infrastructure Review was completed. The purpose of this review is to assess
the condition and capacity of water infrastructure components with in the Belmont
Water System and the Central Elgin Distribution System. The results of this evaluation
shall be referenced in future resource allocation.
Although water infrastructure reviews were undertaken in the past and were used
to establish the existing water infrastructure upgrade and replacement program.
This DWQMS Infrastructure Review is a requirement of Ontario's Drinking Water Quality
Management Standard and shall be completed annually.
Staff utilized the DWQMS Infrastructure Review Procedure, closely reviewing several
documents, reports and activities from each water system looking for capacity or
condition issues or in some cases affirming the good condition or capacity of existing
A Motion moved by Councillor Crevits and seconded by Deputy Mayor Marks that Council
of the Corporation of the Municipality of Central Elgin receives and accepts the
Drinking Water Quality Management System (DWQMS) Infrastructure Review as per Report
PW 41-18. The Motion was Carried.
PW 42-18 - DWQMS External Audit Report
Background - The Drinking Water Quality Management System (DWQMS) is a collection
of documents, procedures, forms and records that provide risk based guidance to
water operations staff. As part of the Provincial Drinking Water Licensing Program,
the Operating Authority for each Drinking Water System must be accredited. Part
of the accreditation process involves an on site audit by an external auditing body
of the entire DWQMS once every three years.
On November 21st and 22nd of this year the external auditing body SAI Global came
to Central Elgin to perform an in depth audit of all documents, records and processes
within the water operations department to ensure compliance to the Drinking Water
The extensive external on site audit found only one minor non-conformance and three
opportunities for improvement. The only non-conformance found involved expired calibration
standards used to calibrate hand held water quality testing equipment. This minor
non-conformance was corrected immediately and a process was put in place to prevent
reoccurrence. The opportunities for improvement will be considered in the future.
A Motion moved by Deputy Mayor Marks and seconded by Councillor Row that Council
of the Corporation of the Municipality of Central Elgin receives and accepts the
most recent Drinking Water Quality Management System External Audit as per Report
PW 42-18. The Motion was Carried.
PW 43-18 - Mini Rink Board Acquisition - Belmont and Port Stanley Arenas
Background - The Ontario Minor Hockey Association (OMHA) have recently required
hockey associations to utilize "half ice" for both the tyke and novice programs
in Ontario. In order to conform there is a need to utilize temporary boards to divide
the ice surface into two smaller playing surfaces. These boards are installed on
the ice surface for games and taken down and stored afterwards.
The Belmont Minor Hockey Association took the initiative to purchase the boards
for the Belmont Arena. The cost of the boards is approximately $7,000. These boards
are currently at the Belmont arena and are currently being used.
The Port Stanley Minor Hockey Association are wanting to move forward with purchase
of the divider boards for the Port Stanley Arena.
In an effort to assist in recovering some of the capital cost for acquisition of
the boards there is a desire to be able to advertise on the boards by the hockey
associations. Currently, any advertising in the arenas is at the discretion of the
municipality and the funds are those of the municipality. Staff would respectfully
suggest that since the hockey associations made the initial capital investment for
the acquisition of the boards it would be reasonable that council consider allowing
advertising to be placed on the divider boards with the revenue being directed to
the Minor Hockey Associations for a period of 10 years.
Staff would also suggest that the responsibility for the ongoing maintenance and
replacement of the boards be assumed by the municipality. From a liability perspective
the municipality has exposure for maintenance of the boards since they are being
used in our facility and the municipality will be receiving rental revenue for ice
rental while the boards are being utilized.
A Motion moved by Councillor Roberts and seconded by Deputy Mayor Marks that Council
of the Corporation of the Municipality of Central Elgin receive report PW-43-18
as information. And that Council accept responsibility and ownership of the ice
Rink Divider boards for both the Belmont and Port Stanley Arenas. And that the replacement
and repair of the Ice Rink Divider Boards are the responsibility of the Municipality
of Central Elgin. And further that the Port Stanley Minor Hockey Association and
the Belmont Minor Hockey Association be permitted to sell advertising on the Ice
Rink Divider Boards until January 1, 2029. Council deferred PW 43-18 until next meeting
when staff will bring back a report on the options of purchasing.
Director of Financial Services/Treasurer
Director of Fire Rescue Services/Fire Chief
A Motion moved by Councillor Crevits and seconded by Councillor Cook that by-law
2312 be read a 1st, and 2nd time. Carried.
A Motion moved by Councillor Fehr and seconded by Deputy Mayor Marks that by-law
2312 be read a 3rd time and finally passed. Carried.
By-law 2312 - Confirmatory By-law
Council - Committee Appointments
An amended Motion was moved by Deputy Mayor Marks and seconded by Councillor Crevits
that Council agrees to amend the appointments, agencies and committees for 2018-2022
term to change the Port Stanley Secondary Plan Committee to Committee of the Whole.
A Motion moved by Councillor Row and seconded by Deputy Mayor Marks that the Council
of the Municipality of Central Elgin approve the attachments to Central Elgin Appointments
to agencies and committees for 2018-2022. Carried.
List of Council Committee Appointments for 2018-2022
Agency or Committee
Active Living Elgin St. Thomas
Affordable Housing Focus Group
Tom Marks, Fiona Roberts
Belmont Community Policing
Blue Flag Beach Management
Tom Marks, Colleen Row
Catfish Creek Conservation Authority
Celebrate Central Elgin
Sally Martyn, Karen Cook
Central Elgin Municipal Non-Profit Housing Corp. Board of Directors
Sally Martyn, Colleen Row, Bill Fehr
Central Elgin Planning Advisory
Community lnput (Committee of the Whole)
All of Council
Court of Revision (for Municipal Drains)
Tom Marks, Karen Cook, Bill Fehr
Elgin Group Police Services Board
All of Council
Harbour Risk Assessment Steering Committee
Colleen Row, Dennis Crevits, Bill Fehr
Heritage Central Elgin
Joint Elgin/Central Elgin Accessibility Committee
Kettle Creek Conservation Authority
Personnel (Committee of the Whole)
All of Council
Port Stanley Business Improvement Area (BIA)Board of Management
Port Stanley Community Policing
Port Stanley Fire Station Development Committee
Dennis Crevits, Karen Cook
Port Stanley Harbour Secondary Plan
Colleen Row, Dennis Crevits
Primary Water Board
Secondary Water Board
Fiona Roberts, Karen Cook, Bill Fehr
St. Thomas Cemetery Company Board
Fiona Roberts, Tom Marks, Bill Fehr
Closed Session - Council went into Closed Session at 9:02 P.M.
CS1 Closed Session Minutes
CS2 Labour Relations or Employee Negotiations (s.239(2)(d)) - Recruitment and Hiring
- Building and By-law Enforcement Coordinator
CS3 Labour Relations or Employee Negotiations (s.239(2)(d)) - Recruitment and Hiring
- Communications and Legislative Services Coordinator