The Corporation of the Municipality of Central Elgin
Regular/Planning Meeting Of Council On Monday, March 25th, 2019
Roll Call - All present.
Disclosure of Pecuniary Interest and the General Nature Thereof
Deputy Mayor Marks had interest in CS3 Personal Matters about an Identifiable Individual
(s.239(2)(b)) - ERTH Director.
Adoption of Minutes
Minutes of the Regular/Planning Meeting dated Monday, February 25, 2019 and the minutes
of the Regular Meeting of Council dated Monday, March 11, 2019 were adopted.
1. Andrea Brown, Central Elgin Accounting department, was in attendance to receive
her diploma in Municipal Administration.
1. Emily Finch, Port Stanley Library and Leah Ede-Pisano, Belmont Library, were
in attendance to provide Council an update on Library services.
Emily Finch updated Council on the current Port Stanley Library services available
in Port Stanley. She said that Port Stanley had 1,186 current card users, and that
267 new users were gained in the past year. Items borrowed in the past year were
22,252, with 36,682 visitors to the Library. The Library has 5 internet stations
that were used by 2,016 users. Provided 141 programs for a 70/30 juvenile/adult
participation split consisting of 3,144 program users. Library Partners include
the County of Elgin, the Municipality of Central Elgin, the Port Stanley Festival
Theatre, Port Stanley Artist Guild, and Rob Burns from Port Stanley Foodland who
is a silent donor who created the Save-A-Tape program that donates 2.2% of
all the grocery bills brought to the Library for children's programing. The Port
Stanley Optimists are sponsors that will funding Rays Reptiles on July 30th. The
Port Stanley Lions currently have a eye glass collection box. The Port Stanley Lioness
sponsor a monthly technology program for ages 8-13 on the third Thursday of the
month. The newest program is the Books-To-Go program partnered with the VON and
West Elgin Community Health who deliver Library material to seniors 55 and older.
The Library currently has 12 volunteers that offer assistance as reading buddies
for children, program assistance, and book sales. The Library has a wide variety
of programs and resources in print, audio, visual, digital, and all of these resources
are offered free of charge.
Leah Ede-Pisano updated Council on the current Belmont Library services available
in Belmont. She said that with 2 part-time employees they provide 30.5 hours of
service in Belmont. The Belmont Library has partnered with several community service
agencies, clubs, and organizations to enhance our patron experiences by providing
opportunities for sharing, learning, engagement and support as outlined in our Vision
Statement. Our partners include the Alzheimer's Society, the Belmont Horticulture
Society, Belmont Community Singers, Central Elgin Fire Department, the Early-On
Learning Centres, Digital Discovery, Elgin County Archives, Elderlies Elgin, Employment
Services Elgin, Venetian Yoga, the OPP, the Ontario Genealogical Society, Renaissance
Robotics, Southwest Health, Steam Centre, VON, and the YWCA. We offer a variety
of programs that serve all members of the community from new born’s and their families
to our most senior patrons. The newest program is the Books-To-Go program. We visit
schools regularly to promote our programs and services. We offer monthly movies,
youth and adult book clubs, technology, arts and crafts for all ages. Our greatest
success was the past years TD Summer Reading Club called "Passion Land". We also
received financial donations from 8 local businesses and service clubs in the community
which helped with the costs of programing. Last year we had a 73% increase in program
enrolment and there was a 132% increase in circulation over the past year. Our
survey indicated that 100% of caregivers reported that their children read more
and increased their reading skills. Last year we hosted a total of 148 programs
that were attended by 3,244 attendees. In person visits were up 6%, borrowed items
rose 12.4%. In August 2019 we are partnering with the Rainbow Optimists to offer
LGBTQ+ programing in a positive and safe space for our rural LGBTQ youth and their
families. We are also working with Employment Services Elgin to provide youth employment
workshops for the 2019 summer.
Kokomo Beach Club (Formerly Seaglass Developments)
Correspondence received from Wastell Homes advising of proposed street names changes
for Kokomo Beach Club Development - George Street, Port Stanley.
Mayor Martyn, Deputy Mayor Marks, Councillor Roberts, Councillor Fehr and Councillor
Crevits indicated that they thought that the new Street names were not a good fit
for Port Stanley. Mr. Leitch indicated that it was Council's decision for the names
of the streets as it was part of the Plan of Sub-Division Application process that
must be approved.
A Motion moved by Deputy Mayor Marks and seconded by Councillor Fehr that correspondence
received from Wastell Homes advising of proposed street names changes for Kokomo
Beach Club Development be deferred to a future meeting of Council; And further that
Council establish an ad hoc committee with representatives from Heritage Central
Elgin to provide recommendations on suggestion street names for the developments
occurring within the Municipality of Central Elgin. The Motion was Carried.
Correspondence (for Council's Information)
Councillor Fehr questioned the size of the SWIFT Board composition and of the salaries
they received. Mayor Martyn stated that the SWIFT directive was to provide high-speed
internet for the entire County over a five year period but that the company has
only managed only one small area during that time, and that they are currently under
investigation. Deputy Mayor Marks indicated that a press release from the SWIFT
board would be released over the next few days.
A Motion moved by Councillor Crevits and seconded by Councillor Fehr that Correspondence
for Council's Information Items #1 - #5 excluding #2 Voters' List be received as
information and filed. The Motion was Carried.
A Motion moved by Councillor Row and seconded by Councillor Crevits that correspondence
received from the City of Guelph respecting maintenance of Voters' List for Municipal
Elections be forwarded. The Motion was Carried.
1. SWIFT Correspondence received from the County of Elgin respecting SWIFT
2. Voters' List - Municipal Elections Correspondence received from the City
of Guelph respecting maintenance of Voters' List for Municipal Elections.
3. Bottled Water Correspondence received from the City of Quinte West respecting
4. County Highlights Copy of Highlights from County Council meeting dated
March 12, 2019.
5. Notice of Zoning By-law Amendment - City of St. Thomas Notice of Application
and Public Meeting - Harvest Run Ph 2A, City of St. Thomas.
1. New Port Stanley Fire Station
Background - The Committee is recommending that Council pass a resolution
approving exterior conceptual plans for the construction of the new Port Stanley
Fire Station. The Committee believes that the proposed design with its highly visible
location will serve as a "gateway structure" to the community of Port Stanley. The
architectural design and materials to be used in the construction of the new fire
station bring to mind a lakeshore boat house, appropriate for the station's Port
The building will be approximately 9500 square feet in size and is being built to
service this area of the Municipality of Central Elgin for a seventy-five year time
Property Acquisition - The Committee is recommending that Council authorize
the execution of agreements of purchase and sale with Marlene Hepburn and the Estate
of Ross Hepburn for certain property at the corner of East Road and Sunset Road.
The consideration in each case is $15,000 plus reasonable legal costs. In addition
to these lands, the Municipality must finalize the acquisition of part of the Sunset
Road road allowance from the County of Elgin to enable the development of the fire
FCM Green Municipal Fund and Procurement of Structural Components and Design Assist
Services Crawford Dewar, Manager of Engineering and Sales, Guardian Structures
was in attendance to present the concept of the fire station being constructed with
cross laminated wood panels and glulam timbers. Such construction would significantly
move the new fire station towards satisfying the requirement for recognition as
a "net zero carbon" building. The cost of the wood construction is comparable to
costs associated with steel frame construction. The Committee was already exploring
the design and construction of the building to satisfy "net zero energy" requirements.
Thomas Brown Architects is currently undertaking a feasibility study in support
of an application to the FCM Green Municipal Fund for financial assistance with
the construction of a "net zero carbon/net zero energy" building.
Guardian Structures is proposing to provide design assistance services to the architect
and manufacture the wood/timber components for the new fire station at its manufacturing
facility in St. Mary’s, Ontario. It is the only known Ontario manufacturer, however
the Committee understands that other firms have manufacturing facilities in Quebec
and British Columbia. The Committee understands that Council's procurement policy
by-law normally requires a competitive process. The actual construction of the fire
station would be tendered with pre—qualified firms invited to bid. The Committee
is suggesting that Guardian's product and design assist services may satisfy a procurement
policy exemption and enable the Municipality to single source the Guardian product
and design assist services. To enable single sourcing of the Guardian products and
services, Council must be satisfied that at least one of the single source policy
exemptions is met:
- The procurement may be conducted using a Single Source process if the goods and/or services
are available from more than one source, but there are valid and sufficient reasons
for selecting one supplier in particular, as follows:
- An attempt to acquire the goods and/or services by soliciting competitive bids has
been made in good faith, but has failed to identify more than one willing and compliant
- The confidential nature of the requirement is such that it would not be in the public
interest to solicit competitive bids.
- Construction, renovations, repairs, maintenance, etc. in respect of a building leased
by the Municipality may only be done by the lessor of the building, in accordance
with a lease agreement.
- There is a need for compatibility with goods and/or services previous acquired or
the required goods and/or services will be additional to similar goods and/or services
being supplied under an existing contract (i.e. contract extension or renewal).
- The required goods/and or services are to be supplied by a particular supplier(s)
having special knowledge, skills, expertise or experience.
- The goods are purchased under circumstances which are exceptionally advantageous
to the Municipality, such as in the case of liquidation, bankruptcy or receivership.
- It is advantageous to the Municipality to acquire the goods or services directly
from another public body or public service body.
- Another organization is funding or substantially funding the acquisition and has
determined the supplier and the terms and conditions of the commitment into which
the Municipality will enter are acceptable to the Municipality.
- The acquisition is for a particular brand of goods or services that are intended
solely for resale to the public and no other brand is desirable and the brand is
not available from any other source.
- Where due to abnormal market conditions, the goods, services or construction required
are in short supply.
A Motion moved by Deputy Mayor Marks and seconded by Councillor Fehr that the Council
of the Corporation of the Municipality of Central Elgin approve the exterior conceptual
plans for the proposed Port Stanley Fire Station as appended to this report; and
authorize Thomas Brown Architects to invite Guardian Structures, St. Mary’s, Ontario,
to submit a single source proposal for the provision of design assist services and
wood/timber components for the construction of the new Port Stanley Fire Station
as per the Fire Station Steering Committee Report dated March 21, 2019. The Motion
Central Elgin Planning Office
CEP 17-19 Application to Remove Holding Symbol - Land Rise Developments Inc.
- 116-167 Old Field Lane and 4660 & 4664 East Road
A Motion moved by Councillor Crevits and seconded by Deputy Mayor Marks that Report
CEP 17-19 be received; And that the application by Land Rise Developments Inc. for
an amendment to the Township of Yarmouth By-law 1998, as amended, to remove the
holding symbol from the Little Creek Phase 3, legally described as Lots 1 to 42,
Plan 11M230 both inclusive and Blocks 43 and 44, Plan 11M230 in the Geographic Township
of Yarmouth, now Municipality of Central Elgin, be approved; And further that Notice
of Council's intention to pass an amending by-law to remove a holding symbol from
a zoning by-law be given pursuant to Ontario Regulation 545/06 as amended. The Motion
CEP 18-19 Affordable Housing in Central Elgin
Planner Kevin McClure indicated that this Affordable Housing initiative could involve
some changes to update Central Elgin's Official Plan. Mr. Leitch also indicated
that because updates to Central Elgin's Official Plan are required to proceed with
the Affordable Housing initiative in Central Elgin that the process could take several
months to complete.
A Motion moved by Councillor Roberts and seconded by Councillor Fehr that Report
CEP 18-19 Affordable Housing in Central Elgin be received; And that Council direct
staff to prepare a draft work plan for the Affordable Housing Focus Group, to include
recommendations for populating the Group with staff and community representation,
an assessment of the need for outside consultants and order of magnitude of costs,
and an approximate time line to complete a review of the recommendations from the
Affordable and Social Housing Strategy and other associated documentation and provide
recommendations to Council for implementation. The Motion was Carried.
Chief Administrative Officer
CAO 18-19 Application for Exemption to the Noise By-law No. 212, as amended
A Motion moved by Deputy Mayor Marks and seconded by Councillor 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 te St. Thomas Gun Club to hold their Spring/Summer
Trapshooting events commencing at 9:00 a.m. on the following dates: May 19, 2019,
June 30th, 2019, and September 1st, 2019 as per Report CAO 18-19. The Motion was
CAO 23-19 Environmental Committee
A Motion moved by Councillor Crevits and seconded by Councillor Cook that Council
approve the establishment of an environmental Committee to explore environmental
initiatives in the Municipality's operations and make implementation recommendations
to the appropriate implementing authority; And that said Committee be composed of
the Mayor Martyn, Councillor Row, two managers, one employee within the CUPE bargaining
unit and one non-managerial employee from the municipal office as per Report CAO
23-19. The Motion was Carried.
CAO 24-19 Easements - Harbour and 194 Main Street
A Motion moved by Deputy Mayor Marks and seconded by Councillor Row that Report CAO
24-19 Easements - Harbour and 194 Main Street be received as information. The Motion
Director of Physical Services
PW 15-19 Waste Collection Pilot Project
A lengthy discussion on the merits, costs and possible scenarios of which possible
options might be taken on this step into a Municipal In House Waste Collection Pilot
A Motion moved by Councillor Row and seconded by Deputy Mayor Marks that Report PW
15-19 Waste Collection Pilot Project be received as information; And that Council
direct staff to proceed with Option 1 with modifications as per said Report respecting
the provisions of curb side collection of waste and recyclables at the end of the
current contract with Emterra Environmental on or about June 1st, 2019. The Motion
2018 Water Rate Study Staff provided a lengthy summary presentation on how
to better understand a Water/Waste Water Bill mostly due to the recent complaints
concerning the current March bill that was received from many CE customers claiming
substantial increases when compared to previous bills.
Director of Financial Services/Treasurer
Director of Fire Rescue Services/Fire Chief
FS 05-19 Monthly Alarm Activities Report (Feb/19)
A Motion moved by Councillor Roberts and Seconded by Councillor Row that Report FS
05-19 February 2019 Monthly Alarm Activities Report be received as information.
The Motion was Carried.
A Motion moved by Deputy Mayor Marks and seconded by Councillor Fehr that By-laws
2345, 2346, 2347, 2348 and 2349 be taken collectively. The Motions were read 1st,
2nd, and 3rd time and finally passed collectively.
By-law 2345 Confirmatory By-law
By-law 2346 Purchase and Sale Agreement - Marlene Hepburn
By-law 2347 Agreement of Purchase and Sale - Donald (Sandy) Lyle, Trustee
of Estate of Ross Gathercole Hepburn
By-law 2348 Execute an Agreement with Clifton Somerville respecting 194 Main
Street and the Port Stanley Harbour
By-law 2349 Execute a Facilities Use Agreement with Thames Valley District
Closed Session - Council went into Closed Session at 10:31 P.M.
1. CS1 Litigation or Potential Litigation (s.239(2)(e)) - McAsphalt Industries
2. CS2 Security of Property (s.239(2)(a)) - verbal update by ERTH Director
3. CS3 Personal Matters about an Identifiable Individual (s.239(2)(b)) - ERTH Director
4. CS4 A Proposed or Pending Acquisition or Disposition of Land (s.239(2)((c)) -
5. CS5 Closed Session Minutes
6. CS6 Litigation or Potential Litigation (s.239(2)(e)) - LPAT ZBA Appeal - Norton,
44570 Edgeware Line