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Port Stanley News RSS Feed  News Regular/Planning Meeting Of Council On Monday, March 25th, 2019

News

by Doug Harvey
RegularPlanning Meeting Of Council On Monday, March 25th, 2019

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.

Presentation

1. Andrea Brown, Central Elgin Accounting department, was in attendance to receive her diploma in Municipal Administration.

Delegations

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.

Correspondence (Action)

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 Board composition.

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 Bottled Water.

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.

Reports

Committee(s)

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 Stanley setting.

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 period.

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 station.

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 supplier.
  • 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 was Carried.

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 was Carried.

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 Carried.

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 was Carried.

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 Project.

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 was Carried.

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.

By-laws

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 School Board

Public Notice

Resolutions

New Business

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)) - George Street

5. CS5 Closed Session Minutes

6. CS6 Litigation or Potential Litigation (s.239(2)(e)) - LPAT ZBA Appeal - Norton, 44570 Edgeware Line

Adjournment


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