Municipality of West Elgin

Minutes

Council Meeting

Thursday, June 08, 2023 at 9:30 A.m. - 12:30 P.m.

West Elgin Community Complex - Hybrid Meeting

160 Main St

West Lorne

Electronic Hybrid Meeting

Present:

• Mayor R. Leatham
• Councillor T. Tellier
• Councillor Navackas
• Councillor Denning

Staff Present:

• M. Badura, CAO/ Treasurer
• L. Gosnell, Manager of Operations & Community Services
• Robert Brown, Planner
• Heather Bouw, Clerk

This Meeting was held in Hybrid format and the recording available at www.westelgin.net (pending no technical difficulties)

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1.

Call to Order

Mayor Leatham called the meeting to order at 9:31 a.m.

2.

Adoption of Agenda

• Resolution No. 2023- 166
  Moved: Councillor Denning
  Seconded: Councillor Navackas

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

  
  
  
  Carried

3.

Disclosure of Pecuniary Interest

3.1

Councillor Denning - By-law 2023-51, Agreement with Rodney Cemetery Company

4.

Adoption of Minutes

• Resolution No. 2023- 167
  Moved: Councillor Tellier
  Seconded: Councillor Denning

  That the Minutes of the Council meeting on May 25, 2023 be adopted as circulated and printed.

  
  
  
  Carried

5.

Business Arising from Minutes

6.

STATUTORY PUBLIC MEETING - Draft Official Plan

• Resolution No. 2023- 168
  Moved: Councillor Tellier
  Seconded: Councillor Navackas

  That the Council of the Municipality of West Elgin proceed into a Public Meeting pursuant to Section 26(3) and (4) of the Planning Act, R.S.O., 1990, as amended, to hear comments and concerns as it relates to the municipality's draft Official Plan; and 

  Further, to identify additional planning issues that should be considered and or addressed.

  
  
  
  Carried

6.1

P. Kennedy and K. Martel, Dillon Consulting

Also Present - Ted Halwa, John Slaats, Dianne Slaats, David French

6.1.1

Draft Official Plan Presentation

6.2

Staff Report

None

6.3

Correspondence Received

None

6.4

Public Comments

Approximately 30 people in attendance at the Open House, held on May 9, 2023.

Two written submissions:

–Elgin Federation of Agriculture (May 30th, 2023)

–Planning Justification Report for 11061 Graham Road, West Lorne on behalf of Curtis and Christine Hay (May 8th, 2023)

6.5

Recommendation

• Resolution No. 2023- 2023-169
  Moved: Councillor Tellier
  Seconded: Councillor Denning

  That the Statutory Public Meeting to hear comments and concerns relating to the Municipality's draft Official Plan closes at 10:10 a.m.

  
  
  
  Carried

7.

Public Meeting - Planning - ZBA D-14 5-2023

• Resolution No. 2023- 170
  Moved: Councillor Tellier
  Seconded: Councillor Denning

  That Council of the Municipality of West Elgin proceed into a Public Meeting pursuant to Section 34 of the Planning Act in order to hear an application to rezone property located at Part Lot 6, Concession 1/Broken Front, Pt 1, RP 11R7842.

  
  
  
  Carried

7.1

Purpose of the Public Meeting

The subject land is a vacant 18.74 ha (46.3 ac.) farm parcel located on the north side of Fleming Line, east of Clachan Road. The applicants recently purchased the property with the intent of relocating and would also like to construct a new single detached dwelling and shed on the site. The applicants currently operate a custom cabinet business and would like to be able to continue this at the new location in the proposed new shed. A home occupation is a permitted use and something typically found on many rural properties through the municipality. The zoning by-law does however limits the size of home occupations to 100 sq. m. The applicant is requesting an increase to 500 sq. m due to the space needs for the business.

7.2

Zoning Amendment Application D-14 5-2023 - Recommendation Report - Planning Report 2023-22

• Resolution No. 2023- 171
  Moved: Councillor Denning
  Seconded: Councillor Navackas

  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 5-2023 – VL NS Fleming Line Recommendation Report (Planning Report 2023-22); and

  That the Council of the Municipality of West Elgin approve the zoning amendment for the subject parcel on Fleming Line by rezoning the subject property from General Agricultural (A1) Zone to General Agricultural Special Regulation 8 (A1-8) Zone; and

  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 June 8, 2023, Council Agenda

  
  
  
  Carried

7.3

Applicant Comments

None

7.4

Public Comments

None

7.5

Council Comments

None

8.

Public Meeting - Planning - ZBA D-14 7-2023

• Resolution No. 2023- 172
  Moved: Councillor Navackas
  Seconded: Councillor Tellier

  That Council of the Municipality of West Elgin proceed into a Public Meeting pursuant to Section 34 of the Planning Act in order to hear an application to rezone property located at 24365 Crinan Line.

  
  
  
  Carried

8.1

Purpose of the Public Meeting

The purpose of the Zoning By-law Amendment is to consider a condition of Consent Application E6-23, 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.

8.2

Zoning Amendment Application D-14 7-2023 - Recommendation Report - Planning Report 2023-22

• Resolution No. 2023- 173
  Moved: Councillor Tellier
  Seconded: Councillor Navackas

  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 7-2023 – 24365 Crinan Line Recommendation Report (Planning Report 2023-21); and

  That the Council of the Municipality of West Elgin approve the rezoning of 24365 Crinan Line by rezoning the retained farmland parcel from General Agricultural (A1) Zone to Agricultural (A2) Zone, and by rezoning the severed surplus farm dwelling parcel from General Agricultural (A1) Zone to Restricted Agricultural (A3) Zone; 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 June 8, 2023, Council Agenda.

  
  
  
  Carried

8.3

Applicant Comments

None

8.4

Public Comments

None

8.5

Council Comments

None

9.

Public Meeting - Planning - ZBA D-14 11-2023

• Resolution No. 2023- 174
  Moved: Councillor Tellier
  Seconded: Councillor Denning

  That the Council of the Municipality of West Elgin proceed into a Public Meeting pursuant to Section 34 of the Planning Act in order to hear an application to rezone property located at 20387 Pioneer Line.

  
  
  
  Carried

9.1

Purpose of the Public Meeting

The purpose of the Zoning By-law Amendment is to consider a condition of Consent Application E12-23, 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 Special Regulation 7 (A3-7) Zone, in order to recognize the new surplus farm dwelling lot being created and the reduced lot frontage.

9.2

Zoning By-law Amendment Application D-14 11-2023 - Recommendation Report 2023-23

• Resolution No. 2023- 175
  Moved: Councillor Denning
  Seconded: Councillor Navackas

  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 11-2023 – 20387 Pioneer Line Recommendation Report (Planning Report 2023-23); and

   

  That the Council of the Municipality of West Elgin approve rezoning of 20387 Pioneer Line by rezoning the retained farmland parcel from General Agricultural (A1) Zone to Agricultural (A2) Zone, and by rezoning the severed surplus farm dwelling parcel from General Agricultural (A1) Zone to Restricted Agricultural Special Regulation 7 (A3-7) Zone; 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 June 8, 2023, Council Agenda

  
  
  
  Carried

9.3

Applicant Comments

None

9.4

Public Comments

None

9.5

Council Comments

None

10.

Planning

10.1

Severance Application E35-23 – Comments to Elgin County – Recommendation Report – Planning Report 2023-25

• Resolution No. 2023- 176
  Moved: Councillor Tellier
  Seconded: Councillor Navackas

  That the Council of the Municipality of West Elgin hereby receives the report from Robert Brown, Planner regarding severance application File E35-23 – Comments to Elgin County (Planning Report 2023-25); and

  That the Council of the Municipality of West Elgin hereby recommends approval to the Land Division Committee of the County of Elgin for Severance application, E35-23, subject to the Lower-Tier Municipality conditions in Appendix One; and

  Further that the Council of the Municipality of West Elgin directs administration to provide this report as Municipal Comments to the County of Elgin.

  
  
  
  Carried

10.2

Severance Application E37-23 - Comment to Elgin County - Recommendation Report - Planning Report 2023-26

The applicants, Eric Jensen & Lisa Veldman, attended the meeting.

• Resolution No. 2023- 177
  Moved: Councillor Navackas
  Seconded: Councillor Denning

  That the Council of the Municipality of West Elgin hereby receives the report from Robert Brown, Planner regarding severance application File E37-23 – Comments to Elgin County (Planning Report 2023-26); and

  That Council of the Municipality of West Elgin hereby recommends approval to the Land Division Committee of the County of Elgin for Severance application, File E37-23, subject to the Lower-Tier Municipality conditions in Appendix One of this report; and

  Further that the Council of the Municipality of West Elgin directs administration to provide this report as Municipal Comments to the County of Elgin.

  
  
  
  Carried

Council Recessed for a 5 minute break.

11.

Public Meeting - Committee of Adjustment

• Resolution No. 2023- 178
  Moved: Councillor Tellier
  Seconded: Councillor Denning

  That the Council of the Municipality of West Elgin hereby recess at 10:39 a.m. in order to proceed into a Committee of Adjustment Meeting.

  
  
  
  Carried

Council reconvened in Regular Session of Council at 10:48 a.m.

12.

Consent Agenda

• Resolution No. 2023- 179
  Moved: Councillor Navackas
  Seconded: Councillor Tellier

  That the Consent Agenda for June 8, 2023 be received and filed.

  
  
  
  Carried

12.1

Monthly Staff Reports

12.1.1

J. McArthur - Fire Chief - Monthly Report - May 2023

12.1.2

L. Gosnell, Manager of Operations & Community Services - Monthly Operations Update - May 2023

12.1.3

Building Department Summary Report - May 2023

12.2

Communications from Other Municipalities

12.2.1

Elgin County Council Highlights - May 23, 2023

12.3

Other Items

12.3.1

Community School Alliance

12.3.2

Minister Seniors and Accessibility (MSAA) - June is Seniors Month

12.3.3

Quad County Support Services - Open House June 11, 2023

12.3.3.1

View Annual Report 2021-2022 at quadcounty.ca

13.

Staff Reports

13.1

Operations & Community Services

13.1.1

Elgin County Roads Draft Maintenance Agreement

• Resolution No. 2023- 180
  Moved: Councillor Navackas
  Seconded: Councillor Tellier

  That the Council of the Municipality of West Elgin hereby receives the report from Lee Gosnell, Manager of Operations and Community Services re: Elgin County Roads Maintenance Agreement; and

  That the Council of the Municipality of West Elgin approve in principle the amended County Roads Maintenance agreement (attached) and authorize staff to request the County to prepare the finalized agreement based on this amended version.

  
  
  
  Carried

13.2

Finance/Administration

13.2.1

Mileage Report and Policy, Finance/Administration 2023-34

• Resolution No. 2023- 181
  Moved: Councillor Navackas
  Seconded: Councillor Denning

  That the Council of the Municipality of West Elgin hereby receives the report from Magda Badura, CAO/Treasurer Re: HR-1.6 Mileage Policy; and 

  That the Council of the Municipality of West Elgin herby approves the amended HR-1.6 Mileage Policy; and

  That the Council of the Municipality of West Elgin hereby approves the 2023 CRA recommended mileage rate of $0.68 per kilometer, effective January 1, 2023.

  
  
  
  Carried

13.3

Clerk

13.3.1

Determining the Method for Filling the Deputy Mayor Vacancy

• Resolution No. 2023- 182
  Moved: Councillor Navackas
  Seconded: Councillor Denning

  That the Council of the Municipality of West Elgin receives the report from Heather Bouw, Clerk  re: Determining the Method for Filling the Vacancy of the Deputy Mayor; and

  That Council of the Municipality of West Elgin decides to fill the vacancy of the Deputy Mayor through Option #1; and

  Directs staff to proceed with the requirements under Option #1. 

  
  
  
  Carried

13.3.2

LTVCA – Service Agreement for Mandatory and Non-Mandatory Services

• Resolution No. 2023- 183
  Moved: Councillor Denning
  Seconded: Councillor Tellier

  That the Council of the Municipality of West Elgin hereby receives the report from Heather Bouw, Clerk re: Service Agreement for Mandatory and Non-mandatory Services; and

  That the Council of the Municipality of West Elgin hereby directs staff to prepare a by-law and that the Mayor and Clerk be authorized to sign the Service Agreement.

  
  
  
  Carried

14.

Accounts

• Resolution No. 2023- 184
  Moved: Councillor Navackas
  Seconded: Councillor Tellier

  That the Mayor and Treasurer are hereby authorized to sign Payment Voucher #6 amounting to $444,894.79 in settlement of General, Road, Water and Arena Accounts including EFT#6707-6763; Online Payments#1168-1182; Cheque# 26183-26219 and Payroll PP11.

   

  
  
  
  Carried

15.

Consideration of Items Requiring Discussion

15.1

Elgin International Club - Donation Request

That Council of the Municipality of West Elgin agrees to the Elgin International Club Donation request, in the amount of $1,000.

• Resolution No. 2023- 185
  Moved: Councillor Denning
  Seconded: Councillor Tellier
  
  
  
  Carried

16.

Council Inquires/Announcements

16.1

Notice of Motion

• Resolution No. 2023- 186
  Moved: Councillor Denning
  Seconded: Councillor Navackas

  That Council directs staff to investigate the request from the Port Glasgow Yacht Club to install a pay station at the fish cleaning station and report to Council.

  
  
  
  Carried

16.2

Statements/Inquires by Councillors

1. Councillor Denning reminded Council about the Community Celebration in Miller Park on Sunday June 11, 2023
2. Mayor Leatham advised Council of the Quad County 60th Anniversary Celebration in Glencoe at the Agricultural Centre on Sunday June 11, 2023 from 2-4pm. The Municipality will be presenting Quad County with a donation of $3,500. 

• 
  
  
  

17.

By-Laws

17.1

By-law 2023-46 - ZBA D-14 5-2023

• Resolution No. 2023- 187
  Moved: Councillor Tellier
  Seconded: Councillor Navackas

  That  By-Law 2023-46, being a By-Law to Amend the Municipality of West Elgin Comprehensive Zoning By-Law No. 2015-36 for Property located at Pt Lot 6, Concession 1/Broken Front, Pt 1, RP 11R7842 , be read a first, second, and third and final time.

  
  
  
  Carried

17.2

By-law 2023-47 - ZBA D-14 7-2023

• Resolution No. 2023- 188
  Moved: Councillor Denning
  Seconded: Councillor Navackas

  That  By-Law 2023-47, being a By-Law to Amend the Municipality of West Elgin Comprehensive Zoning By-Law No. 2015-36 for property located at 24365 Crinan Line, be read a first, second, and third and final time.

  
  
  
  Carried

17.3

By-law 2023-48 - ZBA D-14 11-2023

• Resolution No. 2023- 189
  Moved: Councillor Tellier
  Seconded: Councillor Navackas

  That By-Law 2023-48, being a By-Law to Amend the Municipality of West Elgin Comprehensive Zoning By-Law No. 2015-36 for property located at 20387 Pioneer Line, be read a first, second, and third and final time.

  
  
  
  Carried

17.4

By Law 2023-49 - Appointment of Clerk

• Resolution No. 2023- 190
  Moved: Councillor Navackas
  Seconded: Councillor Tellier

  That By-law 2023-49, being a by-law to appoint the Clerk be read a first, second and third and final time.

  
  
  
  Carried

17.5

By-law 2023-50 - Amending By-law 2022-42 Mileage

• Resolution No. 2023- 191
  Moved: Councillor Denning
  Seconded: Councillor Navackas

  That By-law 2023-50, being a by-law to amend By-law 2022-42, be read a first, second and third and final time.

  
  
  
  Carried

Councillor Denning recused himself from the meeting.

17.6

By-law 2023-51 - Agreement with the Rodney Cemetery Company

• Councillor Denning declared a conflict on this item.

• Resolution No. 2023- 192
  Moved: Councillor Tellier
  Seconded: Councillor Navackas

  That By-law 2023-51, being a by-law to authorize an Agreement with the Rodney Cemetery Company be read a first, second and third and final time.

  
  
  
  Carried

Councillor Denning returned to the meeting.

18.

Confirming By-Law

• Resolution No. 2023- 193
  Moved: Councillor Denning
  Seconded: Councillor Navackas

  That By-law 2023-52 being a By-law to confirm the proceeding of the Regular Meeting of Council held on June 8, 2023, be read a first, second and third and final time. 

  
  
  
  Carried

19.

Adjournment

• Resolution No. 2023- 194
  Moved: Councillor Tellier
  Seconded: Councillor Navackas

  That the Council of the Municipality of West Elgin hereby adjourn at 11:29 a.m. to meet again at 9:30 a.m. on June 22, 2023, or at the call of the Chair. 

  
  
  
  Carried