Municipality of West Elgin

Minutes

Council Meeting

Thursday, November 23, 2023 at 4:00 P.m. - 5:00 P.m.

Council Chambers

160 Main Street

West Lorne

Present:

• Mayor Leatham
• Deputy Mayor Tellier
• Councillor Navackas
• Councillor Denning
• Councillor Statham

Staff Present:

• M. Badura, CAO/ Treasurer
• L. Gosnell, Manager of Operations & Community Services
• Jeff McArthur, Fire Chief
• Robert Brown, Planner
• Terri Towstiuc, Clerk

Also Present:

• DDWECF Members: B. Rowe, E. Sebestyn & J. Galbraith

  J. Kirkham, Mischevious Cats, Strategic Planning

Council Meetings are held in-person at 160 Main Street, West Lorne, and the post-meeting recording available at www.westelgin.net, when available (pending no technical difficulties).

---

1.

Call to Order

Mayor Leatham called the meeting to order at 4:00 pm.

2.

Adoption of Agenda

• Resolution No. 2023- 356
  Moved: Councillor Statham
  Seconded: Councillor Denning

  That West Elgin Council hereby adopts the Agenda as presented.

  
  
  
  Carried

3.

Disclosure of Pecuniary Interest

No disclosures

4.

Delegations

4.1

Dutton Dunwich West Elgin Community Fund Update

Bonne Rowe, Dutton Dunwich West Elgin Community Fund representative spoke to Council to provide an update on the exciting opportunities that they have had to assists local charities through grants, to assist with various projects to benefit local communities.

Ms. Rowe advised this group is dedicated to the Dutton Dunwich West Elgin area, and have establish over $240,000 since it was established in 2020, and have granted over $11,000. 

4.1.1

Dutton Dunwich West Elgin Community Fund Info Sheet

4.1.2

DDWECF Request for Scout Hall Fee Waiver

• Resolution No. 2023- 357
  Moved: Deputy Mayor Tellier
  Seconded: Councillor Statham

  That Council approve the request from the Dutton Dunwich West Elgin Community Fund Steering Committee to waive fees for use of the Scout Hall meeting room, for an approximate total of $162.00 per year. 

  
  
  
  Carried

4.2

Jennifer Kirkham, Mischevious Cat Productions Re: Strategic Plan

Jennifer Kirkham, Mischevious Cats Productions, provided council with a presentation outlining the responses received from the West Elgin Community Survey, to form a 2023-2027 Strategic Plan. Council provided feedback to Ms. Kirkham, collaborating to establish a vision, mission, goals and objectives for the future of West Elgin. 

Ms. Kirkham will provide a final copy for adoption, at a future meeting of Council. 

5.

Adoption of Minutes

• Resolution No. 2023- 358
  Moved: Councillor Statham
  Seconded: Deputy Mayor Tellier

  That the Minutes of the Council meeting on November 9, 2023, be adopted as circulated and printed.

  
  
  
  Carried

5.1

Elgin Group Police Services Board Minutes, September 20, 2023

• Resolution No. 2023- 359
  Moved: Councillor Navackas
  Seconded: Councillor Statham

  That Council acknowledge receipt of the Elgin Group Police Services Board Minutes, dated September 20, 2023. 

  
  
  
  Carried

6.

Business Arising from Minutes

None.

7.

Consent Agenda

• Resolution No. 2023- 360
  Moved: Councillor Denning
  Seconded: Councillor Statham

  That Council adopt the Consent Agenda as presented. 

  
  
  
  Carried

7.1

Monthly Staff Reports

7.1.1

West Elgin Fire Department

Monthly Update, September & October, 2023

7.2

Communications from Other Municipalities

7.2.1

County of Elgin (Planning) E74-23 No Appeals

7.2.2

County of Elgin Council Highlights November 14, 2023

7.2.3

County of Elgin Letter to Premier Ford Re: Bill 21

7.2.4

Municipality of Wawa Resolutions

7.2.4.1

RC23261 Automated Enforcement System

7.2.4.2

RC23262 Support Water Training

7.2.4.3

RC23263 Amend Legislation Act. Digital Publication

7.2.4.4

RC23265 Support Tax Credit Firefighter

Councillor Statham removed to Items Requiring Consideration. 

7.2.5

Town of Owen Sound Re: Support for Township of McKellar Re Amendment to the Legislation Act, 200

7.2.5.1

Township of Ryerson Re: Support Township of McKellar Call for an Amendment to the Legislation Act, 2006

7.2.6

Dufferin County Re: Violence Against Women Resolution

7.2.7

Town of Orangeville - Gender Based Violence and Intimate Partner Violence an Epidemic

7.2.8

Municipality of Temagami Re: Resolution 23-455 Letter of Support

7.2.9

Municipality of Shuniah Re: Unnecessary Noise - Engine Brakes

7.2.10

Township of Bonfield Resolutions

7.2.10.1

Support Township of McKellar Call for an Amendment to the Legislation Act, 2006

7.2.10.2

Municipality of Grey Highlands Support Re: School Bus Arm Cameras

7.2.10.3

Municipality of Bluewater Support Re: Childcare availability in Ontario

7.2.10.4

Township of Archipelago Support Re: Cigarette Producer Responsibility

7.2.10.5

Municipality of Wawa Re: Support Tax Credit Firefighter

Councillor Statham removed to Items Requiring Consideration. 

7.2.11

Town of Parry Sound Re: request legislative change to permit on-line public notices

7.2.12

Town of Orangeville Re: Ontario Works Financial Assistance Rates

7.2.13

Town of Aylmer Re: requesting Provincial consideration for amendments to the Residential Tenancies Act

Councillor Navackas removed to Items Requiring Consideration. 

7.2.14

County of Prince Edward Resolutions

7.2.14.1

Resolution 2023-568 Re: Establish a guaranteed livable income

7.2.14.2

Resolution 2023-569 Re: Source Water Protection Program

8.

Staff Reports

8.1

Fire

8.1.1

Emergency Ontario Grant Opportunities

• Resolution No. 2023- 361
  Moved: Deputy Mayor Tellier
  Seconded: Councillor Navackas

  That West Elgin Council approve staff applying for the Community Emergency Preparedness Grant (CEPG).

  
  
  
  Carried

8.2

Operations & Community Services

8.2.1

Snow Blade

• Resolution No. 2023- 362
  Moved: Councillor Navackas
  Seconded: Councillor Statham

  That West Elgin Council hereby receives the report from Lee Gosnell, Manager of Operations & Community Services; And

  That West Elgin Council approve the purchase of one (1) new Metal Pless 6’ Plow from Colvoy Equipment of Brantford for the quoted price of $17,755.00 plus applicable taxes; And

  That West Elgin Council grants approval to transfer the allocated capital funds earmarked for the purchase of a Pull Type Finishing Mower to Metal Pless 6' Plow.

  
  
  
  Carried

8.3

Planning

8.3.1

Severance Application E81-23 - Comments to Elgin County

• Resolution No. 2023- 363
  Moved: Councillor Denning
  Seconded: Deputy Mayor Tellier

  That West Elgin Council hereby receives the report from Robert Brown, Planner regarding consent application File E81-23 – Comments to the County of Elgin (Planning Report 2023-51);

  And that West Elgin Council hereby recommends approval to the Land Division Committee of the County of Elgin for severance application E81-23, subject to the Lower-Tier Municipal conditions in Appendix One of this report;

  And further that West Elgin Council direct Administration to provide this report as Municipal comments to the County of Elgin.

  
  
  
  Carried

8.3.2

Rodney South Redevelopment

• Resolution No. 2023- 364
  Moved: Councillor Statham
  Seconded: Councillor Navackas

  That West Elgin Council hereby receives the report from Robert Brown, Planner regarding direction and options for planning approvals required for the redevelopment of the lands outlined in Figure One of this report.

  Further that West Elgin Council consider the options presented and determine a course of action as part of the 2024 budget deliberations.

  
  
  
  Carried

8.4

Clerk's

8.4.1

WECHC Flu Clinic, November 7, 2023, Request for Fee Waiver

• Resolution No. 2023- 365
  Moved: Councillor Denning
  Seconded: Councillor Statham

  That West Elgin Council hereby receives the report from Terri Towstiuc, Clerk Re: Flu Clinic Request for Hall Rental Waiver; and

  That Council approve the request to waive the fees from the Flu Clinic on November 7, 2023, referencing Contract number 691 in the amount of $289.28.

  
  
  
  Carried

8.4.2

Letter of Support Request - Rodney Aldborough Fair

• Resolution No. 2023- 366
  Moved: Deputy Mayor Tellier
  Seconded: Councillor Navackas

  That West Elgin Council hereby receives the report from Terri Towstiuc, Clerk Re: Request received to provide a letter of support for the Rodney Aldborough Fair; and

  
  That Council directs the Clerk to prepare a letter of support for the Rodney Aldborough Agricultural Society’s Elgin County Grant Application.

  
  
  
  Carried

8.5

Finance/Administration

8.5.1

Reserve and Reserve Fund Policy

Council provided various amendments to the Reserve and Reserve Fund Policy. The Policy will be brought back at a future meeting of Council for adoption.

• Resolution No. 2023- 367
  Moved: Councillor Statham
  Seconded: Councillor Navackas

  That West Elgin Council hereby receives the report from M. Badura, CAO/Treasurer re: Reserves and Reserve Funds Policy; and

  That West Elgin Council provides input and feedback on how to establish consistent principles, standards and guidelines for the maintenance, management and accounting of the Municipality of West Elgin’s reserve and reserve funds.

  
  
  
  Carried

8.5.2

Closure of Employment Services

• Resolution No. 2023- 368
  Moved: Councillor Denning
  Seconded: Councillor Navackas

  That West Elgin Council hereby receives the report from M. Badura, CAO/Treasurer re: Notice of Closure – Employment Services Elgin for information only.

  
  
  
  Carried

8.5.3

Four Counties Transit Bus

• Resolution No. 2023- 369
  Moved: Deputy Mayor Tellier
  Seconded: Councillor Statham

  That West Elgin Council hereby receives the report from M. Badura, CAO/Treasurer re: Consideration of Declaring Four Counties Transit Bus Surplus for the purpose of Disposition; and That West Elgin Council declare the transit bus as surplus and authorize staff to sell at auction or dispose as deemed necessary.

  
  
  
  Carried

9.

Committee and Board Report

9.1

Councillor Reports from Committees

Councillor Denning provided and update for the Arena Board, indicating "Arena Renaming" initiative is being brought back, which was started prior to the COVID-19 pandemic. There is much work to be done, with a goal of Summer 2024 renaming. 

Deputy Mayor Tellier advised the Old Town Hall Committee met again November 22, with many positive ideas being shared for the future of the Old Town Hall, Rodney. The Committee will meet again once more prior to Christmas break.

9.2

Resignation of Recreation Committee Member

• Resolution No. 2023- 370
  Moved: Councillor Navackas
  Seconded: Councillor Statham

  That West Elgin Council hereby receives the report from Terri Towstiuc, Clerk: Re Resignation of a Recreation Committee Member; and

  That Council direct staff to initiate the recruitment process for a new member of the Recreation Committee.

  
  
  
  Carried

10.

Accounts

• Resolution No. 2023- 371
  Moved: Deputy Mayor Tellier
  Seconded: Councillor Denning

  That the Mayor and Treasurer are hereby authorized to sign Payment Voucher #11A amounting to $ $688,865.93 in settlement of General, Road, Water and Arena Accounts including EFT#7444-7492 online Payments#1276-1284, Cheque# 26333-26340 and Payroll Pay Period 23.

  
  
  
  Carried

11.

Consideration of Items Requiring Discussion

11.1

Potential for Dog Park

Deputy Mayor Tellier advised Council that there has been requests from residents for a Dog Park. Council discussed the potential of locations, initial costs and long term maintenance cost. Council directed staff to canvas neighbouring municipalities for their experience and operating costs, and bring back to Council for the next meeting. 

11.2

Municipality of West Elgin 25-Year Anniversary

Council acknowledged that September 1, 2023 was the 25th Anniversary of West Elgin. Council acknowledged that during that time, the municipalities was busy with Kraft Hockeyville, and would like hold an Anniversary event. A suggestion was made to combine the future Arena renaming, with a 25th Anniversary celebration.

Councillor Denning acknowledge Mr. H Mezenburg and Mr. D. McPhail as vital parties in the amalgamation and West Elgin history, with both of them passing in 2023. Councillor Denning also congratulated and thanked the all members of Council from the past 25 years. 

11.3

Items Moved from Section 7, Consent Agenda, for Discussion.

Councillor Statham requested Items 7.2.4.4 and 7.2.10.5, both regarding Tax Credits for Firefighters be moved. 

Councillor Navackas requested item 7.2.12 regarding Provincial Consideration for Amendments to the Residential Tenancies Act be moved. 

Both items were for staff to prepare and forward letters of support. 

• Resolution No. 2023- 372
  Moved: Councillor Navackas
  Seconded: Councillor Statham

  That Council direct staff to provide a letter of support for items 7.2.4.4, 7.2.10.5 and 7.1.13.

  
  
  
  Carried

12.

Council Inquires/Announcements

12.1

Statements/Inquires by Councillors

CAO M. Badura invited Council to a Tree Lighting Ceremony at 5:45 at the West Elgin Community Complex, prior to the start of the Santa Clause Parade on Saturday November 25, 2023 in West Lorne. Council agreed that this would be a great opportunity to start an annual tradition.

12.2

Matters of Urgency

None.

13.

Upcoming Meetings

• November 29 - Four Counties Transit - 8:30am (Council Chambers)
• December 6 - Recreation Committee - 7:00pm (Virtual)
• December 13 - Arena Board - 9:00am (Council Chambers)
• December 21 - Council Meeting - 4:00pm (Council Chambers)

14.

Closed Session

• Resolution No. 2023- 373
  Moved: Councillor Denning
  Seconded: Councillor Navackas

  That the Council of the Municipality of West Elgin Council hereby proceeds into Closed Session at 6:30 pm, to discuss matters pursuant to:

  1. Section 239 (2) (b), personal matters about an identifiable individual, including municipal or local board employees; 
  2. Section 239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board; and
  3. Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board.
  
  
  
  Carried

15.

Report from Closed Session

Mayor Leatham declared Pecuniary Interest on Item 6.2 during the Closed Meeting, and left prior to any discussion. Mayor Leatham did not return to the meeting. Deputy Mayor Tellier was chair for this portion of the Closed Meeting, and continued for the "Return to Open".

The Clerk reported out of Council at 7:56pm that Council received two (2) items pursuant to Section 239 (2) (b), personal matters about an identifiable individual(s), including municipal or local board employees, Section 239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board, and Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board.

Council gave Staff direction to proceed, as required.

16.

Confirming By-Law

• Resolution No. 2023- 374
  Moved: Councillor Navackas
  Seconded: Councillor Statham

  That By-law 2023-101 being a By-law to confirm the proceeding of the Regular Meeting of Council held on November 23, 2023, be read a first, second and third and final time. 

  
  
  
  Carried

17.

Adjournment

• Resolution No. 2023- 375
  Moved: Councillor Navackas
  Seconded: Councillor Denning

  That the Council of the Municipality of West Elgin hereby adjourn at 7:58pm, to meet again at 4:00pm on Thursday, December 21, 2023, or at the call of the Chair. 

  
  
  
  Carried