Municipality of West Elgin
Agenda
Council Meeting

Meeting #:
Date:	Thursday, April 14, 2022 at 9:30 A.m. - 10:30 A.m.
Location:	West Elgin Community Complex - Hybrid Meeting 160 Main Street West Lorne Electronic Hybrid Meeting

This meeting will be broadcasted and the recording made available after the meeting on the municipal website. 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 West Elgin Council hereby adopts the Agenda as presented.

3.

Disclosure of Pecuniary Interest

4.

Employee Recognition - George Nute Retirement

5.

Public Meeting

• Recommendation:

  That Council proceed into a Public Meeting pursuant to Section 34 of the Planning Act, R.S.O 1990 at _____ a.m. in order to consider a proposed amendment to Zoning By-Law 2015-36.

5.1

Purpose of the Public Meeting

The purpose of the public meeting is to consider and hear comments on a proposed housekeeping amendment to the Zoning By-law.  

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 4 pm 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. 

5.2

Planning Report

• Recommendation:

  That West Elgin Council hereby receives the report from Heather James regarding zoning by-law amendment 2022 housekeeping amendment to the West Elgin Zoning By-law 2015-36, File No. D14 01-2022, for all applicable lands within the municipality;

5.3

Public Comments

5.4

Council Comments

5.5

Recommendation

• Recommendation:

  That West Elgin Council approve the zoning by-law amendment 2022 housekeeping amendment, in accordance with the draft by-law attached to this report; and

  Further That West Elgin Council consider the by-law to amend the Zoning By-law, as presented in the by-law portion of the April 14, 2022 Council Agenda.

5.6

Close of Public Meeting

• Recommendation:

  That West Elgin Council hereby closes the public meeting held pursuant to Section 34 of the Planning Act R.S.O 1990 at _____ a.m. to reconvene in the Regular Meeting of Council.

6.

Adoption of Minutes

• Recommendation:

  That the Minutes of the Council meeting on March 24, 2022 and the Special Meeting of Council on March 29, 2022 be adopted as circulated and printed.

7.

Business Arising from Minutes

8.

Staff Reports

8.1

Building

8.1.1

Jackie Morgan-Beunen, CBO - Building Activity Report March 2022

• Recommendation:

  That West Elgin Council hereby receives the report from Jackie Morgan-Beunen, CBO re: Building Permit Report for March 2022 for information purposes.

8.2

Fire

8.2.1

Jeff McArthur, Fire Chief - Monthly Report – March 2022

• Recommendation:

  That West Elgin Council hereby receives the report from Jeff McArthur, Fire Chief re: March Monthly Fire Report for information purposes.

8.3

Operations & Community Services

8.3.1

Lee Gosnell, Manager of Operations & Community Services - Award 2022 Dust Suppressant Tender

• Recommendation:

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

  That West Elgin Council hereby accepts the quote submitted by Eastern Oilfield Services Ltd. at a cost of $117.000.00 plus applicable taxes for supply and application of dust suppressant included in the 2022 municipal budget.

8.3.2

Lee Gosnell, Manager of Operations & Community Services - Award 2022 Gravel Tender

• Recommendation:

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

  That West Elgin Council hereby accepts the quote submitted by Johnston Brothers Ltd. at a cost of $299,250.00 plus applicable taxes for supply & application of maintenance gravel included in the 2022 municipal budget.

8.3.3

Lee Gosnell, Manager of Operations & Community Services - Monthly Operations Update – March 2022

• Recommendation:

  That West Elgin Council hereby receives the report from Lee Gosnell, Manager of Operations & Community Services for information purposes.

8.4

Municipal Drains

8.4.1

J. Nethercott, Clerk - Re-Apportionment of Drainage Assessment for the Head Drain

• Recommendation:

  That West Elgin Council hereby receives the report from Jana Nethercott, Clerk re: Apportionment of Drainage Assessment for the Head Drain due to Severance of Land, Pursuant to Section 65 (2) of the Drainage Act, R.S.O. 1990; and

  That West Elgin Council hereby approves the Apportionment of the Drainage Assessment Agreement for the Head Municipal Drain, as part of severance E37/21 as presented.

8.5

Clerk

8.5.1

J. Nethercott, Clerk - Dutton Child Care Centre Board – Request for Municipal Representation

• Recommendation:

  That West Elgin Council hereby receives the report from Jana Nethercott, Clerk re: Dutton Child Care Centre Board – Request for Municipal Representation; and

  That West Elgin Council hereby appoints ________________, to the Dutton Child Care Centre Board as the West Elgin Municipal Representative for the remainder of the current Council term.

8.6

Finance/Administration

8.6.1

Magda Badura, CAO/Treasurer - Water and Wastewater Billing Collection Policy

• Recommendation:

  That West Elgin Council hereby receives the report from Magda Badura, CAO/Treasurer re: Water and Wastewater Billing Collection Policy; and

  That West Elgin Council considers the Water and Wastewater Billing Collection Policy in the By-Law portion of the agenda.

8.6.2

Magda Badura, CAO/Treasure - Water Fill Station Retrofit

• Recommendation:

  That West Elgin Council hereby receives the report from Magda Badura, CAO/Treasurer re: Water Fill Station Retrofit; and

  West Elgin Council hereby approves the purchase of the Surface Mount Access Terminal and installation costs of up to $26,000 plus applicable taxes for the Water Fill Station Retrofit.

8.6.3

M. Badura, CAO/Treasurer & J. Nethercott, Clerk - Administration Monthly Update – March 2022

• Recommendation:

  That West Elgin Council hereby receives the report from Magda Badura, CAO/Treasurer and Jana Nethercott, Clerk re: Administration Monthly Update for March 2022 for information purposes.

9.

Approval of Waiver of Fees

9.1

West Lorne Optimist Car Show

• Recommendation:

  That West Elgin Council hereby __________ the request of the West Lorne Optimist to waive the rental fee for Miller Park Pavilion of $25 plus applicable taxes on July 3, 2022.

9.2

Rodney Horticultural Society

• Recommendation:

  That West Elgin Council hereby __________ the request of the Rodney Horticultural Society to waive the rental fee of $140 plus applicable takes for the West Elgin Recreation Centre on Friday May 20 and Saturday May 21, 2022 for the Annual Plant Sale.  

9.3

Rodney Kiwanis

• Recommendation:

  That West Elgin Council hereby ___________ the Kiwanis Club of Rodney's request to waive rental fees of $520 plus applicable taxes for their bi-weekly meetings in the large meeting room at the West Elgin Recreation Centre and $425 plus applicable taxes for the full building rental for the Easter Egg Hunt on April 16, 2022.

10.

Committee and Board Report

10.1

Councillor Reports from Committees

10.2

Youth Task Team Minutes - January 31

10.3

Four Counties Transit Minutes - February 14, 2022

11.

Accounts

• Recommendation:

  That the Mayor and Treasurer are hereby authorized to sign Payment Voucher #4 amounting to  $1,952,760.35 in settlement of General, Road, Water and Arena Accounts including EFT#5000-5064, online Payments# 892-903, cheque # 25903-25916 and Payroll PP06/07.

12.

Correspondence

12.1

Ministry of Agriculture, Food and Rural Affairs - Avian Flu

12.2

Ministry of Municipal Affairs and Housing - More Homes for Everyone Plan

12.3

Ministry of Municipal Affairs and Housing - Reopening Ontario Act Update

12.4

City of Waterloo - Ontario Building Code

12.5

Municipality of Clarington - Natural Heritage System Mapping

12.6

Ontario Clean Water Agency - New President

12.7

Minister for Seniors and Accessibility - Nominations Ontario Senior of the Year Award

12.8

County of Elgin - Platinum Jubilee Nominations

12.9

Rodney Fire Fighters Association - Request to Close Furnival Road

12.10

Grey Highlands - HST Rebate on new homes in Ontario

12.11

Rodney Kiwanis - Port Glasgow Beach Clean Up

13.

Council Inquires/Announcements

13.1

Notice of Motion

13.2

Statements/Inquires by Councillors

13.3

Matters of Urgency

14.

Upcoming Meetings/Events

• April 20, 2022 - So You Want to Run for Council Workshop - 6:30pm at WEDS Theatre - 199 Currie Rd, Dutton
• April 6, 2022 - Tri-County Water Board Meeting - 7 pm Hybrid format

15.

By-Laws

15.1

By-Law 2022-17 - Delegated Authority During "Lame Duck" Period

• Recommendation:

  That By-law 2022-17, being a By-Law to Delegate Authority to the Chief Administrative Officer for Certain Acts during a “Lame Duck” Period for the Corporation of the Municipality of West Elgin, be read a first, second and third and final time. 

15.2

By-Law 2022-18 - Housekeeping Zoning Amendment

• Recommendation:

  That By-law 2022-18 being a By-Law to Amend the Municipality of West Elgin Comprehensive Zoning By-Law No. 2015-36 for all the lands within the Municipality of West Elgin, be read a first, second and third and final time. 

15.3

By-Law 2022-19 - Water and Wastewater Billing and Collection Policy

• Recommendation:

  That By-law 2022-19 being a By-Law to adopt the Policy AD 3.4 – Water and Wastewater Billing and Collection Policy, be read a first, second and third and final time. 

16.

Confirming By-Law

• Recommendation:

  That By-law 2022-20 being a By-law to confirm the proceeding of the Regular Meeting of Council held on April 14, 2022, be read a first, second and third and final time. 

17.

Closed Session

• Recommendation:

  That the Council of the Municipality of West Elgin Council hereby proceeds into Closed Session at ______ a.m. under Section 239 2(b, d & f) of the Municipal Act R.S.O. 2001 consideration will be given to matters pertaining to:

  1. personal matters about an identifiable individual, including a municipal or local board employee;
  2. labour relations or employee negotiations; and
  3.  advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

18.

Report from Closed Session

19.

Adjournment

• Recommendation:

  That the Council of the Municipality of West Elgin hereby adjourn at ________ to meet again at 9:30 a.m. on April 28, 2022 or at the call of the Chair.