The Corporation of the Municipality of Central Elgin
Regular Meeting Of Council On Monday, June 27th, 2016
Roll Call - Fiona Roberts was absent.
Disclosure of Pecuniary Interest and the General Nature Thereof - None reported.
1. Upper Spring Street Road Allowance Frank and Nancy Prothero, 542 George
Street, will be in attendance to discuss Upper Spring Street Road Allowance. - Frank
and Nancy Prothero had nothing to say because they were the only bidders on the
Upper Spring Street Road Allowance.
Correspondence (Action) - None
Correspondence (for Council's Information) - The Motion that Correspondence
for Council's Information Items #1 - #6 inclusive be received as information and
filed was put forward by Sally Martyn and seconded by Harold Winkworth, with no
discussion on any Item, the Motion was Carried.
1. Review of Public Postal Service - Canada Post Correspondence received
from Canadian Union of Postal Workers respecting "Federal Government reviewing our
public postal service - Have your say!".
2. Ontario Autism Program Changes Copy of correspondence sent to The Honourable
Kathleen Wynne from the City of Hamilton respecting Ontario Autism Program Changes.
3. Rural Well Water Sample Drop-off Locations Correspondence received from
the Municipality of Bayham seeking support for their resolution respecting Elgin
St. Thomas Public Health eliminating rural well water sample drop-off locations.
4. Ban on Door to Door Sales for Electricity and Natural Gas Contracts Copy
of correspondence received from the Town of Pelham endorsing the Township of Wellington
North's resolution respecting ban on door-to-door sales for electricity and natural
5. County of Elgin - Council Highlights Copy of County of Elgin Council Highlights
from their meeting dated June 14, 2016.
6. Dell Municipal Drain Branch "G" - Tribunal Decision Copy of Decision received
from the Drainage Tribunal respecting the Dell Municipal Drain Branch "G".
Municipal Alcohol Policy Committee Liquor License for Municipal Facilities
- Moved by Dennis Crevits and Seconded by Dan McNeil that Council direct Staff to
apply for a Permanent Liquor Licence In the amount of $1,055, as recommended by
the Municipal Alcohol Policy Steering Committee as per report prepared by Chandra
Alexander, Policy and Communications Analyst on behalf of the Municipal Alcohol
Policy Steering Committee. With no discussion, the Motion was Carried.
Heritage Central Elgin Email correspondence received from Heritage Central
Elgin recommending Council approve the new windows proposed by Ken and Norma Roberts
for their designated structure which is required for their Community. - Moved by
Sally Martyn and Seconded by Dennis Crevits that the Council of The Corporation
of the Municipality of Central Elgin approve the new windows proposed by Ken and
Norma Roberts Sparta house at 46842 Sparta line as recommended by Heritage Central
Elgin and that said windows be described as replica's of the current windows. With
no discussion, the Motion was Carried.
Municipal Alcohol Policy Committee Municipal Alcohol Policy Update. - Moved
by Harold Winkworth and Seconded by Dan McNeil that the Council of The Corporation
of the Municipality of Central Elgin adopt the Municipal Alcohol Policy as amended
as per report prepared by Chandra Alexander, Policy and Communications Analyst on
behalf of the Municipal Alcohol Policy Steering Committee. Discussion followed on
how the amended regulation clearly defines the roles of event staff who are required
to be Smart Serve certified. The Motion was Carried.
Central Elgin Planning Office
CEP 40-16 Application to Amend Township of Yarmouth Zoning By-law 1998 -
Don Neville, 44400 Talbot Line - Moved by Sally Martyn and Seconded by Harold Winkworth
that CEP 40-16 be received as information and that Council request staff to revise
the draft amendment respecting 44400 Talbot Line to limit the activity to the scale
that it was prior to the expansion through the incorporation of the following provisions:
. A provision limiting the number of tow vehicles permitted to be kept on the site
to two, which must also be under a specific weight class.
. A provision limiting the area of the property that may be used for the business,
including the compound.
. A provision restricting the use of accessory buildings that may be used for the
business to only one of the garages.
and that said changes would bring the use more into compliance with the policies
of Subsection 4.1.1( g) of the Plan, particularly with respect to the use being
secondary to the principle residential use and the adverse impacts to neighbouring
uses, and that said use would also be subject to site plan control, and further
that staff be directed to schedule a public meeting to present the revised By-law
in accordance with Ontario Regulations 54506 as amended.
Dan McNeil commented on how well done the report that Mr. McCoomb put together,
and that because of this, helped him verify the issues, and thought that the recommendations
were excellent. Harold Winkworth commented that if he had the house beside what
was is going on this property, that he would be sitting here too, the same as these
folks. He also commented that he did not want the Municipality policing these issues,
and what ever decision be final. David Marr commented that he also thought that
Mr. McCoomb did a good job with the report, and that this will mean that we will
have a Public Meeting in July, prepare a draft Zoning By-law and see what kinds of
concerns the public may have at that time. Mr. McCoomb commented that the zoning
can only be based on the use itself and that is one of the issues that Council has
to keep under consideration before making it's final decision on this matter. We
will prepare a revised amendment and bring it back before the public and see where
it goes from there. The Motion was Carried.
Chief Administrative Officer
CAO 37-16 Annual Review of the Health & Safety Policies & Policy Statement
- Moved by Harold Winkworth and Seconded by Dan McNeil that Council of the Municipality
of Central Elgin approve the occupational health and safety policy statement, and
that staff be directed to post a signed copy in the workplace, as stated in the
Occupational Health and Safety Act, and that Council of the Municipality of Central
Elgin be informed that the Administrative and Outside Workers health and safety
committees performed their annual review of the health and safety policies as per
Report CAO 37-16. With no discussion, the Motion was Carried.
CAO 40-16 May 2016 Monthly Building Reports - Moved by Dan McNeil and Seconded
by Stephen Carr that Council of the Corporation of the Municipality of Central Elgin
receive Report CAO 40-16 May 2016 Monthly Building Reports as information. David
Marr commented that the value of the permits have gone way up over last year and
that was good for us. The Motion was Carried.
CAO 43-16 Tender to Sell Part of Upper Spring Street Road Allowance/Closure
of Part of Upper Spring Street Road Allowance - Moved by Sally Martyn and Seconded
by Harold Winkworth that Council of the Corporation of the Municipality of Central
Elgin receive report CAO 43-16 Tender to Sell Part of Upper Spring Street Road Allowance/Closure
of Part of Upper Spring Street Road Allowance as information. The Motion was Carried.
Director of Physical Services
PW 38-16 Eastwood Sanitary Servicing - Talbot Street - Moved by Harold Winkworth
and Seconded by Dan McNeil that Council of the Corporation of the Municipality of
Central Elgin direct staff to re-tender Eastwood Sanitary Servicing Phase 3 Stage
5 - Talbot Street due to a request for a price increase from Van Bree Enterprises
as per Report PW 38-16. Discussion followed about a delay which happened because
of the MTO. The Motion was Carried.
PW 43-16 Service Provision of Waste Receptacles in Parks and Public Spaces
- Moved by Dennis Crevits and Seconded by Dan McNeil that Council of the Corporation
of the Municipality of Central Elgin direct staff to develop a policy to provide
waste receptacles in Parks and Public Spaces as outlined in Report PW 43-16. Discussion
continued on this Report with many concerns and how this policy may provide consistency,
an improved quality of service as well as alleviate the high demand on operations
and reduce potential hazards. These measures include:
. Strategic relocation of existing waste receptacles previously placed in low visibility
areas and areas that are conveniently accessible by vehicle for drive by dumping
( curbside, parking lot driveways) to locations that have increased visibility and
are more accessible to pedestrians and park users.
. Seasonal removal of select receptacles to eliminate the opportunity to dump illegally
in the off season to reduce the volume of waste being collected
. Complete removal of receptacles from store fronts, community mailboxes and residential
areas to provide consistency of service across the municipality
. Complete removal of re occurring nuisance receptacles to greatly reduce the volume
of waste being collected and discourage illegal dumping
. Standardizing waste receptacles with smaller opening sizes to reduce the ability
to insert household waste into the receptacle.
. Temporary removal of waste receptacles in problem areas to increase public awareness
surrounding the issue
A vote was taken, only Sally Martyn was opposed, the Motion was Carried.
PW 44-16 Tender Award, Contract CE-014-16 Supply and Placement of Road Granular
- Moved by Dan McNeil and Seconded by Sally Martyn that JOHNSTON BROS LTD. be awarded
contract CE-014-16 for the Supply and Placement of Road Granular on Roberts Line,
Line, Brouwers Line as per Report PW 44-16. The Motion was Carried.
PW 45-16 Utility Road Cuts & Restoration - Moved by Dan McNeil and Seconded
by Dennis Crevits that Council of the Corporation of the Municipality of Central
Elgin direct staff to report back to council with a construction specification for
Utility Road Cuts and Restoration for Council's endorsement as per Report PW 45-16.
Background - Report PW 45-16
The 2016 Hot Mix Paving Program scheduled for the end of July this year will look
after placing the top coat of asphalt on Eastwood Subdivision. With this in mind,
there have been inquiries over the last couple of years from Eastwood residents
about future servicing of larger lots in the area that could be severed. This servicing
would involve cutting into the new top coat of asphalt.
It is inevitable that the newly paved roads in 2016 will be cut for a utility repair
or servicing of one of these possible severances. Staff believes now is a good time
to prepare a new document for standardizing how these road cuts are completed and
restored to ensure the roadway asphalt lives out Its full life expectancy.
A number of other Municipality' s have specifications for road cuts that refer to
backfill material, pavement materials, compaction and traffic control, staff believes
the Municipality of Central Elgin would benefit from the same.
The Motion was Carried.
PW 46-16 Belmont Arena Ammonia Room Renovation - Tender Award - Moved by
Harold Winkworth and Seconded by Dan McNeil that the Council of the Corporation
of the Municipality of Central Elgin not award the contract for the Belmont Arena
Ammonia Room Renovation and include this project with the Belmont Arena Siding replacement
in 2017, and further that the budget for this project to reserved until 2017 as
per Report PW 46-16. With no discussion, the Motion was Carried.
PW 47-16 Port Stanley Waste Water Plant - Envision Certification - Moved
by Sally Martyn and Seconded by Dennis Crevits that the Council of the Corporation
of the Municipality of Central Elgin support the planning, design and construction
of the Port Stanley Waste Water Treatment project under the guidelines of Envision,
and that staff be authorized to seek certification of the project by the Institute
of Sustainable Infrastructure for compliance with Envision. and further that Council
supports participation with Harvard Graduate School of Design to feature the project
as a case study as per Report PW 47-16.
Lloyd Perrin explained the "Envision" process to Council - Background from report.
The Envision process was developed by the Institute for Sustainable Infrastructure
(ISI) and the Harvard Graduate School of Design's ( GSD) Zofnass Program for Sustainable
Infrastructure in 2012.
Envision was developed with an understanding that to meet the Infrastructure deficit
created by ageing infrastructure and limited funding it is necessary to Improve
the physical infrastructure across the life cycle of a project and across all aspects
Envision is applicable to all types of civil infrastructure projects including but
not necessarily limited to roads, bridges, waste water treatment plants and parks.
The Envision program tends to be an outcome based evaluation process rather than
needing to obtain certain deliverables similar to programs such as LEEDS for buildings
and structures. The Envision framework centers around five key categories that guide
sustainable infrastructure planning, design and construction. The five key components
focus on improved Quality of Life, Leadership, Resource Allocation, Natural World,
and Climate and Risk. Considering these five components focuses designers and owners
to provide for a more holistic approach to sustainability for municipal infrastructure.
This approach to construction and replacement of infrastructure has been utilized
in the United States for the past 2 to 3 years and it is just starting to be considered
in Canada. Staff see a tangible benefit from undertaking projects with the Envision
program and subsequent certification in mind. It will result in, potential cost
savings in the short and long term as well as improvements from quality of life,
and natural environment perspective. The cost to complete the project and seek certification
is approximately $15,000. The Motion was Carried.
PW 48-16 Old Lynhurst Class Environmental Assessment - Moved by Stephen Carr
and Seconded by Harold Winkworth that the Council of the Corporation of the Municipality
of Central Elgin receives report PW 48-16 as information, and that Council accept
the draft report entitled "Old Lynhurst Road Improvement Municipal Class Environmental
Assessment, Master Plan Project File Report" authored by AECOM and dated June 2016.
Harold Winkworth commented that he has had numerous questions asking "When will
this start, When are they going to start digging", etc. so it is very important
to me that this information get out to the public. David Marr said that no actual
work will be done until next year. The Motion was Carried.
PW 49-16 Port Stanley Pumping Station 52 - Architectural Design - Moved by
Stephen Carr and Seconded by Sally Martyn that the Council of the Corporation of
the Municipality of Central Elgin accept the proposed building design for Sewage
Pumping Station 52 as appended to report PW 49-16 and that Council supports orienting
the building in a north south direction to having the Tourist Information Office
facing Bridge Street.
Lloyd Perrin made a presentation of the building site plans, the initial concept
to the design and features of the newest version of the proposed building, explaining
the benefits and problems that come with the East - West and North - South orientations.
Discussion followed on the orientations of the building, the design of the building
and the materials, that will be used to make it have the right appearance for the
Port Stanley Community. Interest in the addition to the initial concept of a Tourist
office and washrooms, gave Council more motivation to support this project. Costs
to construct the building were not available because the final design was yet to
confirmed. The Motion was Carried.
PW 50-16 Belmont Arena Domestic Hot Water and Hydronic Heating Project -
Moved by Dennis Crevits and Seconded by Stephen Carr that the Council of the Corporation
of the Municipality of Central Elgin award the contract for the replacement of the
Domestic Hot Water and Hydronic Heating Project at the Belmont Arena to Black and
MacDonald for a total cost of $24,869.00 exclusive of HST as per Report PW 50-16.
With no discussion, the Motion was Carried.
Director of Financial Services/Treasurer
Director of Fire Rescue Services/Fire Chief
By-laws- Moved by Stephen Carr and Seconded by Sally Martyn that by-laws
1904, 2034, 2035, 2036, 2037, 2038, 2039, 2040, 2041, 2042 be taken collectively.
No discussion followed, the Motions were read 1st, 2nd, and 3rd time and passed
By-law 1904 Dell Municipal Drain - Branch "G" - THIRD READING
By-law 2034 Confirmatory By-law
By-law 2035 ZBA - Marot, 43901 Fruit Ridge Line
By-law 2036 ZBA - Sanderson Group, 588 & 592 George Street
By-law 2037 ZBA - Ferguson, 43850 Ferguson Line
By-law 2038 ZBA - Ferguson, 43933 Truman Line
By-law 2039 ZBA - Ferguson, 10461 Dalewood Road
By-law 2040 ZBA - Ferguson, 44282 Talbot Line
By-law 2041 Amending Agreement - Prespa Construction Ltd, Edith Cavell Boulevard
By-law 2042 Being a By-law to Execute an Agreement with Johnston Bros. (Bothwell)
Ltd. respecting Apply & Placement of Road Granular
1. Notice of Proposed By-law to Close and Sell Part of Upper Spring Street
- Will be held at 1:00 PM, July 18th, 2016.
New Business - Lloyd Perrin commented that Transport Canada awarded the remediation
contract and work should start on July 11th, 2016. Both sides of the Harbour will
be worked upon concurrently from Monday to Thursday, with Friday a clean up day,
to accommodate the busy time of the year in Port Stanley. Access to Little Beach,
pedestrian traffic, and parking issues in the areas affected were also discussed,
with restricted access, restricted parking, and detours to still give people access
options during the six week construction project.
Mr. Leitch reminded Council of the two nights this week of the public information
sessions that are scheduled in Belmont and Port Stanley for the Proposed Amendment
to Elgin County Woodlands Conservation.
Closed Session - Council went into Closed Session at 8:35 PM
CS1 Labour Relations or Employee Negotiations (s.239(2)(d)) - Director of Fire Rescue
CS2 Personal Information about an Identifiable Individual (s.239(2)(b)) - ERTH Corporation
CS3 A Proposed or Pending Acquisition or Disposition of Land (s.239(2)(c)) and/or
Solicitor-Client Privilege (s.239(2)(f)) - Upper Spring Street
CS4 Labour Relations or Employee Negotiations (s.239(2)(d)) - Corporate Services