The Corporation of the Municipality of Central Elgin
Regular Meeting Of Council On Monday, November 14th, 2016
Roll Call - Sally Martyn was absent.
Disclosure of Pecuniary Interest and the General Nature Thereof - Mayor David
Marr had Pecuniary Interest in CS3 A Proposed or Pending Acquisition or Disposition
of Land (s.239(2)(c)) - Lions Landing Lease as he belongs to the Lions Club.
Adoption of Minutes - Minutes of the Regular Meeting of Council dated October
11, 2016 were Adopted.
Changes to the Agenda
Tonight's Council Meeting started about five minutes late due to problems with the
Wi-Fi computer connection. Time was spent by councillors trying to establish a connection
so tonight's agenda information could be viewed on screen. Another issue regarding
Notice for By-law 2084 - a By-law to Name Part of a Public Highway Old Dexter Line,
came up and was deferred to another time in December.
1. ERTH Shareholders Agreement
Correspondence received from the Town of Ingersoll seeking interest from ERTH Shareholders
to appoint a member of Council to participate in discussions to review the ERTH
Shareholders Agreement. Mayor Marr said that there has been some discussion among
the Shareholders and that the Town of Ingersoll are not happy with the original
A Motion moved by Dan McNeil and Seconded by Stephen Carr that the Council of The
Corporation of the Municipality of Central Elgin appoint Mayor David Marr to participate
in discussions to review the ERTH Shareholders Agreement. The Motion was Carried.
2. 2016 Ontario West Municipal Conference
2016 Ontario West Municipal Conference - Friday, December 2, 2016 - Best Western
Lamplighter Inn, London
A Motion moved by Dennis Crevits and Seconded by Fiona Roberts that the Council
of The Corporation of the Municipality of Central Elgin approve any member of Council
or Municipal Staff attending the 2016 Ontario West Municipal Conference being held
at the Best Western Lamplighter Inn, in London on Friday, December 2, 2016 as per
the established Municipal conference policies. The Motion was Carried.
Correspondence (for Council's Information) - The Motion that Correspondence
for Council's Information Items #1 - #12 inclusive be received as information and
filed was put forward by Dan McNeil and seconded by Harold Winkworth.
Harold Winkworth commented on 5. AMO - Closing Fiscal Gap saying that if
changes are not made, then we will get to a point when taxes will not support our
Dan McNeil commented on 3. Community Safety Zone - Elgin County Schools
saying that it was the Port Stanley Community Policing who went to Council with
real concerns about the amount of traffic now by the Port Stanley Public School.
After several discussions with OPP present, he felt that progress had been made,
with all the participants now in agreement, and that expected changes would be coming.
Mayor Marr commented saying that at the County, a report would be coming to make
all schools in the County, Community Safety Zones, and that if Council wished, we
could ask the County to lower the speed limit. The Correspondence Motion was Carried.
1. Ontario's Electrical Bills
Correspondence received from the Township of North Frontenac requesting support
for their resolution respecting Ontario Electrical Bills.
2. No Parking - Sparta Line in Village of Sparta
Correspondence received from the County of Elgin regarding extension of no parking
signage on Sparta Line in the Village of Sparta.
3. Community Safety Zone - Elgin County Schools
Correspondence received from the County of Elgin regarding establishment of Community
Safety Zones on Carlow Road by Port Stanley Public School and at other Elgin County
4. Ontario Rural Education Symposium
Correspondence received from Community Schools Alliance advising of Ontario Rural
Education Symposium scheduled for Saturday, November 26 from 9 a.m. to 2 p.m. at
North Middlesex Community Centre, Parkhill.
5. AMO - Closing Fiscal Gap
Copy of correspondence sent from the County of Elgin to AMO supporting their resolution
to close the fiscal gap.
6. Port Stanley BIA Board of Management
Copy of minutes from the BIA Board of Management meeting dated September 21, 2016.
7. OPP, Municipal Policing Bureau - Arbitration Award
Correspondence received from Ontario Provincial Police, Municipal Policing Bureau,
respecting arbitration award.
8. Pupil Accommodation Review
Correspondence received from the Thames Valley District School Board respecting
Pupil Accommodation Review - London, Middlesex, Elgin.
9. AMO - The Federal Gas Tax Fund
Copy of The Federal Gas Tax Fund Report - 2015 Annual Expenditure Report - Part
10. 64th Annual Ontario Small Urban Municipalities Conference
Correspondence received announcing 64th Annual Ontario Small Urban Municipalities
Conference being held May 3rd to 5th, 2017 at Blue Mountain Resort in Town of the
11. County of Elgin Land Division Committee
Notice of Decision received from County of Elgin Land Division Committee respecting
E 75/16, Prespa Construction Ltd., 159 St. George Street
12. Port Stanley BIA
Notice of Port Stanley BIA General Membership Planning Meeting and correspondence
respecting "Future of Harbourfest".
Chief Administrative Officer
CAO 54-16 Application for Exemption to the Noise By-law No. 212, as amended
A Motion moved by Fiona Roberts and Seconded by Dennis Crevits that Council grant
an exemption to By-law No. 212, being a By-law to control noise in the Municipality
of Central Elgin, as amended, to allow the St. Thomas Gun Club to hold their annual
Winter Trapshooting events commencing at 9:00 a.m. on the following dates: December
4, 2016 and February 12, 2017.
Harold Winkworth asked "Would I be correct in saying that it's 9:00 a.m. in the
morning that there is going to be shooting?" Mayor Marr replied, "That is correct."
Harold Winkworth replied back with, "I would have issue with that, but anyway, it
is what it is." With an Unanimous Vote, the Motion was Carried.
CAO 60-16 September 2016 Monthly Building Reports
A Motion moved by Dennis Crevits and Seconded by Dan McNeil that the Council of
the Corporation of the Municipality of Central Elgin receive Report CAO 60-16 September
2016 Monthly Building Reports as information. The Motion was Carried.
CAO 62-16 October 2016 Monthly Building Reports
A Motion moved by Harold Winkworth and Seconded by Fiona Roberts that the Council
of the Corporation of the Municipality of Central Elgin receive Report CAO 62-16
October 2016 Monthly Building Reports as information. Mayor David Marr commented
that it should be noted that the number of housing starts is the highest since the
recession of 2008 - 2009, so things are starting to happen. The Motion was Carried.
Director of Physical Services
PW 80-16 Tender Award, Rescue Boat - Boathouse
A Motion moved by Dan McNeil and Seconded by Stephen Carr that the Council of the
Corporation of the Municipality of Central Elgin approve the construction of a new
boat house to house the Central Elgin Rescue Boat at Hofhuis Park. And that DHP
Homes be contracted to complete the work for a total cost of $94,400 exclusive of
HST. And further that the cost be included in the 2017 Budget as per Report PW 80-16.
Harold Winkworth asked "Is there a concern in regards to vandalism, when you start
putting stuff in that area." Lloyd Perrin responded saying, "The Boathouse will
be locked, and will have secured access on all doors to it. If someone wants to
swim underneath, and get in to the Boathouse, well there's not going to be anything
there that isn't locked up." He also added later that an inside and outside security
camera system may be installed.
Dennis Crevits commented, "I am surprised at this one, the amount that this tender
is for, I noticed that it is just under the $100,000 mark, for their tendering process,
but this was just circulated to Builders, and not actually sent out for a Public
Tender. I want to know why it was not sent out for a Public Tender?" Lloyd Perrin
responded saying, "We approached four builders that we believe do good quality workmanship
after talking with the Building Department, and then asked them for bids. We did
not go out to Public Tender, if Council want's us to go back out for Public Tender,
after the New Year, we can do that, I'm not so sure we would probably get much difference
in price, but we are open to that." Dennis Crevits asked for a recorded vote, and
the Motion was Passed, with only Councillor Ward 2, Dennis Crevits opposed.
Report PW 80-16
To assist in the municipality's marine rescue and beach patrol operations, the municipality
owns a 24 foot Zodiac RIB rescue boat. This is a considerable investment for the
municipality. Currently, the vessel is moored dockside in the harbour and is utilized
by both the Fire Department as well as the Beach Patrol. As a result of the foregoing,
the boat is left to the elements as well it is not secure and potentially susceptible
to vandalism or theft.
As part of the dredging project, the municipality constructed finger docks as well
as the foundation to support a boat house structure to house this vessel. This work
is now completed. The final phase of the project is to construct the building that
will house the rescue boat. Staff had the boat house designed by Riggs Engineering.
These plans were circulated to four local builders for pricing. The following prices
- DHP Homes, St. Thomas - $94,400 exclusive of HST
- MD Construction, St. Thomas - $97,875.00 exclusive of HST
The original estimate to construct the boat house was $80,000. However, since that
estimate the decision was made to utilize a Cement Board Siding rather than Vinyl
and recycled rubber shingles rather than Asphalt. While both of these products are
a more expensive to install initially, they both offer longer service life and reduced
long term costs for the building. Staff would respectfully suggest that this is
a prudent expenditure given the harsh elements that this structure will face on
The actual construction of the boathouse will not happen until winter and will be
completed by April 1, 2017. As a result, if Council approves the project it will
form part of the 2017 budget.
Director of Financial Services/Treasurer
DFS 07-16 2014 & 2015 Financial Statements & Audit Findings Letters
Report DFS 07-16
A requirement of the annual audit through General Accepted Accounting Principles
(GAAP) is the presentation by the audit firm of the Audit Findings Letter and Consolidated
The Audit findings letter is a pertinent statement of fact by a process of comparing
what should be to what has occurred resulting from a process that evaluates audit
evidence and compares it against audit criteria. Audit findings can show that audit
criteria are being met (conformed to) or that they are not being met (nonconformity).
They can also identify areas for improvement. Audit findings are used to assess
the effectiveness of the management of the financial operations of a municipality.
Staff wants to advise Council that the 2014 audit is being presented in conjunction
with the 2015 audit as the 2014 year was a split year reflecting the transition from
Central E|gin's old Vailtech Financial System to our new Vadim iCity software. In
addition to a Financial System software change, our Works Management Job Costing
software also changed during 2014/2015 and as a result staff felt it prudent to
provide the auditor with data from both 2014's part year splits and a 2015 full
year experience in the new softwares to provide adequate audit data and process
change information. In addition to implementing significant software changes, various
staffing changes also occurred during those two years setting Finance back significantly
in all areas including year end processes.
For these reasons staff is pleased to present to the Audit Findings Letters for
2014 and 2015 with a note that there were no items of concern or non—conformity
discovered during either audit. All operational surplus dollars will be contributed
to the Rate Stabilization Reserve established by By- Law 1395 in October 2011 to
offset future tax-supported operations of the municipality. Mr. Rob Foster, of Graham,
Scott, Enns was in attendance to present the statements and answer any questions
that Council may have as a result.
Mr. Rob Foster said that, "There was a lot of work by Staff producing better audit
material for us, rather then us having to. In the past we have had to do more on
the preparing side of some of those documents. This makes it a better Audit for
us because were definitely only looking at an Audit Standpoint, with no sort of
Bookkeeping Component to it, and that's what were supposed to do. So, congratulations
Karen on putting all of these various Excel Spreadsheets, and we have lot's of them
now, and from our standpoint that's great, makes it easier to Audit." "We are very
pleased to have these done, and I am really looking forward to hopefully having
the 2016 done for sure in the first six months of the year."
Consolidated Schedule of Segment Disclosure for the Years Ending December 31.
Finance & Administration
Water and Waste Water Funds
Harold Winkworth commented, "I just want to say Thank You Karen, you do a wonderful
job as usual, and I am sincere with that." Dan McNeil also commented, "I too, would
like to commend the department for the good work."
A Motion moved by Dan McNeil and Seconded by Dennis Crevits that the Council of
the Corporation of the Municipality of Central Elgin receives the 2014 and 2015
Consolidated Financial Statements and Audit Findings Letter for the financial operations
of the Municipality of Central Elgin as information; And further that the Council
of the Corporation of the Municipality of Central Elgin directs that the appropriate
audit letters be signed by either the CAO/Clerk, Director of Finance/Treasurer and/or
Mayor as signing authorities for the municipality as per report DFS 07-16. The Motion
Director of Fire Rescue Services/Fire Chief
By-laws - Moved by Harold Winkworth and Seconded by Fiona Roberts that by-laws
2082, 2083 be taken collectively. No discussion followed, the Motions were read
1st, 2nd, and 3rd time and passed collectively.
By-law 2082 Confirmatory By-law
By-law 2083 Being a By-law to Appoint a Drainage Superintendent
By-law 2084 Being a By-law to Name Part of a Public Highway Old Dexter Line
Closed Session - Council went into Closed Session at 8:05 p.m.
CS1 Closed Session Minutes
CS2 A Proposed or Pending Acquisition or Disposition of Land (s.239(2)(c)) - William
CS3 A Proposed or Pending Acquisition or Disposition of Land (s.239(2)(c)) - Lions