Municipality of West Elgin
Agenda
Council Meeting

Meeting #:

Date:

Thursday, May 25, 2023 at 9:30 A.m. - 12:30 P.m.

Location:

West Elgin Community Complex - Hybrid Meeting

160 Main St

West Lorne

Electronic Hybrid Meeting

This meeting will be held in a Hybrid format.  This meeting is broadcasted and the recording made available after the meeting on the municipal website, pending any technical difficulties. If you require an alternate format or accessible communication support or wish to receive the link to the meeting via email please contact the Clerk, at 519-785-0560 or by email at [e-mail].

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1.

Call to Order

2.

Adoption of Agenda

• Recommendation:

  That the Council of the Municipality of West Elgin hereby adopts the Agenda as presented.

3.

By-law 2023-38 - Appointment By-law

• Recommendation:

  That By-Law 2023-38, being a by-law to appoint Richard Leatham as Mayor of the Municipality of West Elgin be read a first, second and third and final time.

4.

Adoption of Minutes

• Recommendation:

  That the Minutes of the Regular Council Meeting on May 11, 2023 and the Special Council Meeting on May 18, 2023 be adopted as circulated and printed.

5.

Business Arising from Minutes

6.

Disclosure of Pecuniary Interest

7.

Presentation

7.1

LTVCA - Inventory of Programs and Services Agreement

8.

Public Meeting

• Recommendation:

  That Council proceed into a Public Meeting pursuant to Section 34 of the Planning Act in order to hear an application to rezone property located at 21179 Clachan Road

8.1

Purpose of the Public Meeting

The purpose of the Zoning By-law Amendment is to consider a condition of Consent Application E1-23, by rezoning the retained farmland parcel from General Agricultural (A1) Zone to Agricultural (A2) Zone, in order to prohibit any future dwellings, and by rezoning the severed surplus farm dwelling parcel from General Agricultural (A1) Zone to Restricted Agricultural (A3) Zone, in order to recognize the new surplus farm dwelling lot being created.

Council will not make a decision on the application at this public meeting.  Based on the recommendation and information received at this public meeting an amending by-law will be presented to Council in the by-law portion of the Regular Meeting of Council.

The Planner is keeping a public registry and if any member of the public wishes to be notified in writing of the decision on this application, they can provide their name and mailing address via email to [e-mail] or by calling 519-785-0560 ext.226 no later than 4pm on the day of the public meeting.  A person or public body may appeal a decision if they have made an oral or written submission at today's meeting.  If you wish to make an oral submission during this public meeting, please use the "raise your hand" feature in Zoom and the Clerk will allow you to speak when the call is put out for public comments.

8.2

Planning Report

• Recommendation:

  That the Council of the Municipality of West Elgin hereby receives the report from Robert Brown, Planner regarding Zoning By-law Amendment Application D-14 6-2023 Recommendation Report (Planning Report 2023-20

8.3

Applicant Comments

8.4

Public Comments

8.5

Council Comments

8.6

Recommendation

• Recommendation:

  That the Council of the Municipality of West Elgin approve the rezoning of 21179 Clachan Road from General Agricultural (A1) Zone to Agricultural (A2) Zone and Restricted Agricultural Special Regulation 6 (A3-6) Zone, in accordance with the attached draft By-law; and

  Further that the Council of the Municipality of West Elgin consider the By-law to amend the Zoning By-law, as presented in the by-law portion of the May 25, 2023 Council Agenda.

8.7

Close Public Meeting

• Recommendation:

  That the Council of the Municipality of West Elgin hereby adjourn the Public Meeting held pursuant to Section 34 of the Planning Act at ___________ a.m.

9.

Consent Agenda

• Recommendation:

  That the Consent Agenda for May 25, 2023 be received and filed.

9.1

Communications from Other Municipalities

9.1.1

Elgin County Council Highlights - May 9, 2023

9.1.2

County of Elgin - Reduced Speed Zone/Community Safety Zone

9.1.3

County of Elgin - B. Lima Report - Reduced Speed Zone Ext and Comm Safety Zone Establishment - Aldborough P.S.

9.1.4

County of Elgin - Aldborough PS - Reduced Speed Zone Ext and Community Safety Zone - image

9.1.5

County of Elgin - County Council May 9th Resolution re: School Zone in Rodney

9.1.6

County of Elgin Amending By-law #23-21

9.1.7

County of Elgin - Amending By-law 23-22

9.1.8

Town of Lincoln - Municipal Heritage Register

9.2

Other Items

9.2.1

Emergency Management Ontario - EM Compliance 2022

10.

Staff Reports

10.1

Operations & Community Services

10.1.1

L. Gosnell - Downie Line Paving Request Report

• Recommendation:

  That the Council of the Municipality of West Elgin hereby receives the report from L. Gosnell, Manager of Operations & Community Services  re: Downie Line Paving Request for information purposes.

10.2

Finance/Administration

10.2.1

CAO/Treasurer M. Badura - Borrowing By-law Report

• Recommendation:

  That the Council of the Municipality of West Elgin hereby receives the report from M. Badura, CAO/Treasurer  re: Borrowing By-law for information purposes.

10.2.2

CAO/Treasurer M. Badura - Arvai Drain Debenture Report

• Recommendation:

  That the Council of the Municipality of West Elgin hereby receives the report from M. Badura, CAO/Treasurer  re: Arvai Drain Debenture Report; and

  That the Council of the Municipality of West Elgin approves a loan in the amount of $35,381.12 from Salus Mutual.

10.2.3

CAO/Treasurer M. Badura - Procurement Policy Updates

• Recommendation:

  That the Council of the Municipality of West Elgin hereby receives the report from M. Badura, CAO/Treasurer  re: Procurement Policy Revisions ; and

  
  That the Council of the Municipality of West Elgin approves revisions to the Purchasing Policy and Procedure AD-1.2.

10.2.4

CAO/Treasurer M. Badura - Video Surveillance Policy and Procedure Report

• Recommendation:

  That the Council of the Municipality of West Elgin hereby receives the report from M. Badura, CAO/Treasurer  re: Video Surveillance Policy and Procedure; and

  That the Council of the Municipality of West Elgin approves the Video Surveillance Policy and Procedures attached to this report.

10.2.4.1

Video Surveillance Policy and Procedure

11.

Committee and Board Report

11.1

Councillor Reports from Committees

11.1.1

Heritage Homes Committee - Revised Jan 2023 Meeting Minutes

11.1.2

Heritage Homes Committee - Financials - Jan 2023 Adjusted

12.

Accounts

• Recommendation:

  That the Mayor and Treasurer are hereby authorized to sign Payment Voucher #5A amounting to $309,721.87 in settlement of General, Road, Water and Arena Accounts including EFT #6678-6706; Online Payments #1165-1167; Cheque #26181-16182 and Payroll PP10.

13.

Council Inquires/Announcements

13.1

Notice of Motion

13.2

Statements/Inquires by Councillors

14.

By-Laws

14.1

By-law 2023-39 - ZBA 21179 Clachan Road

• Recommendation:

  That By-Law 2023-39, being a by-law to amend the Municipality of West Elgin Comprehensive Zoning By-law No. 2015-36 for property located at 21179 Clachan Road, be read a first, second and third and final time.

14.2

By-Law 2023-40 - Borrowing By-Law

• Recommendation:

  That By-Law 2023-40, being a by-law for municipal borrowing of current expenditures be read a first, second and third and final time.

14.3

By-Law 2023-41 - Arvai Drain Construction - Issuance of Debenture

• Recommendation:

  That By-Law 2023-41, being a by-law to authorize the issue of debentures in the principal amount of $35,381.12 for the construction of the Arvai Drain, be read a first, second and third and final time.

14.4

By-Law 2023-42 - Amending By-law - Purchasing Policy

• Recommendation:

  That By-Law 2023-42, being a by-law to amend By-law 2017-20 - Purchasing Policy and Procedures, be read a first, second and third and final time.

14.5

By-Law 2023-43 - Declaring the Office of the Deputy Mayor Vacant

• Recommendation:

  That By-law #2023-43, being a by-law declaring the Office of the Deputy Mayor Vacant, be read a first, second and third and final time.

14.6

By-Law 2023-44 - Video Surveillance Policy

• Recommendation:

  That By-Law 2023-44, being a by-law to adopt Policy AD-4.1 - Video Surveillance Policy be read a first, second and third and final time.

15.

Confirming By-Law

• Recommendation:

  That By-law 2023-45 being a by-law to confirm the proceeding of the Regular Meeting of Council held on May 25, 2023, be read a first, second and third and final time. 

16.

Adjournment

• Recommendation:

  That the Council of the Municipality of West Elgin hereby adjourn at ________ to meet again at 9:30 a.m. on June 8, 2023, or at the call of the Chair.