Municipality of West Elgin
Agenda
Council Meeting

Meeting #:

Date:

Thursday, April 13, 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 West Elgin Council hereby adopts the Agenda as presented.

3.

Disclosure of Pecuniary Interest

4.

Delegations

4.1

P. Kennedy and K. Martel, Dillon Consulting - Draft Official Plan Update

Public can view the Draft Official Plan on website at: https://www.westelgin.net/en/business-and-development/we-plan.aspx 

• Recommendation:

  That West Elgin Council hereby direct Staff and the Consultant to host public engagement sessions regarding the Draft Official Plan presented on April 13, 2023, to garner feedback from the public. 

5.

Public Meeting

• Recommendation:

  That Council hereby recess at _________ a.m. in order to proceed into a Committee of Adjustment Meeting. 

6.

Adoption of Minutes

• Recommendation:

  That the Minutes of the Regular Meeting of Council on March 23, 2023, the Special Meeting of Council on March 27, 2023 and the Committee of the Whole Meetings on March 30 and April 6, 2023 be adopted as circulated and printed.

7.

Business Arising from Minutes

• Recommendation:

  That West Elgin Council hereby create the Old Town Hall Ad Hoc Committee for the purposes of reviewing and discussing options for the repurposing of the Old Town Hall building in Rodney;

  And That _____________ and  ____________________ be appointed to the Ad Hoc Old Town Hall Committee; 

  And That West Elgin Council hereby direct staff to advertise for ______ members of the public, to represent the community on the Old Town Hall Committee.

8.

Consent Agenda

• Recommendation:

  That the Consent Agenda for April 13, 2023 be received and filed

8.1

Monthly Staff Reports

8.1.1

Building Department Summary Report – March 2023

8.1.2

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

8.1.3

J. McArthur - Fire Chief - Monthly Report – March 2023

8.2

Communications from Other Municipalities

8.2.1

Elgin County - Notice of Decision 21179 Clachan Road

8.3

Other Items

8.3.1

AORS - Letter Regarding Enbridge Gas Locate Fee

8.3.2

International Day Against Homophobia and Transphobia - May 17

8.3.3

Municipal Elections Act – Report to Public on Financial Filing Compliance

8.3.4

Invitation to Official Opening of Child Care Centre

9.

Staff Reports

9.1

Planning

9.1.1

Severance Application E12-23 – Comments to Elgin County – 20387 Pioneer Line

• Recommendation:

  That West Elgin Council hereby receives the report from Robert Brown, Planner regarding severance application, File E12-23 – Comments to Elgin County (Planning Report 2023-12);

  And that West Elgin Council hereby recommends approval to the Land Division Committee of the County of Elgin for severance application, File E12-23, subject to the Lower-Tier Municipal conditions in Appendix Two of this report;

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

9.1.2

Severance Application E 14 – 23 & E 15 – 23 – Comments to Elgin County –25361 Talbot Line

• Recommendation:

  That West Elgin Council hereby receives the report from Robert Brown, Planner regarding consent application File E14-23 and E15-23 – Comments to the County of Elgin (Planning Report 2023-13);

  And that West Elgin Council hereby recommends approval to the Land Division Committee of the County of Elgin for severance application, File E14-23 and E15-23, subject to the Lower-Tier Municipal conditions in Appendix Two A and B of this report;

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

9.1.3

Severance Application E19-2023 – Comments to Elgin County – 13941 Colley Road

• Recommendation:

  That West Elgin Council hereby receives the report from Robert Brown, Planner regarding severance application, File E19-23 – Comments to Elgin County (Planning Report 2023-14);

  And that West Elgin Council hereby recommends approval to the Land Division Committee of the County of Elgin for severance application, File E19-23, subject to the Lower-Tier Municipal conditions in Appendix Two of this report;

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

9.1.4

R. Brown, Planner - Site Alteration By-law – Information and Recommendation Report

• Recommendation:

  That West Elgin Council hereby receives the report from Robert Brown, Planner regarding development and implementation of a site alteration by-law.

9.2

Clerk's

9.2.1

J. Nethercott, Clerk - 2023 Inclusive Community Grant

• Recommendation:

  That West Elgin Council hereby receives the report from Jana Nethercott, Clerk re: 2023 Inclusive Community Grant; and

  
  That West Elgin Council hereby requests Staff proceed with applying for the 2023 Inclusive Community Grant for the creation of Multi Use Pathways in Miller Park and to continue the partnership with the Optimist Club of West Lorne for this project.

9.3

Finance/Administration

9.3.1

M. Badura, CAO/Treasurer Establishment of Trust Fund

• Recommendation:

  That West Elgin Council hereby receives the report from M. Badura, CAO/Treasurer re: Establishment of Trust Fund; And

  That West Elgin Council grants permission to accept the funds from the Rodney Cemetery Board with understanding to establish a trust fund; And

  That West Elgin Council directs staff to prepare documentation and legal agreement outlining the management of the funds.

10.

Committee and Board Report

10.1

Councillor Reports from Committees

10.2

Recreation Committee - Terms of Reference

• Recommendation:

  That West Elgin Council hereby adopt the Terms of Reference for the West Elgin Recreation Committee as recommended by the West Elgin Recreation Committee on March 22, 2023. 

11.

Accounts

• Recommendation:

  THAT the Deputy Mayor and Treasurer are hereby authorized to sign Payment Voucher #4 amounting to $2,023,707.43 in settlement of General, Road, Water and Arena Accounts including EFT #6476-6560, online Payments #1129-1141, cheque # 26148-26157 and Payroll PP06/07.

12.

Consideration of Items Requiring Discussion

13.

Council Inquires/Announcements

13.1

Notice of Motion

13.2

Statements/Inquires by Councillors

13.3

Matters of Urgency

14.

By-Laws

14.1

By-Law 2023-25 - Technology Maintenance and Support Agreement

• Recommendation:

  That By-law 2023-25 being, a By-law to Authorize The Corporation of the Municipality of West Elgin and Zouling Technologies Inc for the Provision of Technology Maintenance and Support Services, be read a first, second and third and final time. 

14.2

By-Law 2023-26 - Appoint Clerk

• Recommendation:

  That By-law 2023-26, being a By-law to Appoint a Clerk for the Municipality of West Elgin, be read a first, second and third and final time. 

14.3

By-Law 2023-27 - Appoint Deputy Treasurer

• Recommendation:

  That By-Law 2023-27, being a By-law to appoint a Deputy Treasurer for the Municipality of West Elgin, be read a first, second and third and final time. 

15.

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(f) consideration will be given to items pertaining to advice that is subject to solicitor-client privilege, including communications necessary for that purpose.  

   

16.

Report from Closed Session

17.

Confirming By-Law

• Recommendation:

  That By-law 2023-28 being a By-law to confirm the proceeding of the Regular Meeting of Council held on April 13, 2023, be read a first, second and third and final time. 

18.

Adjournment

• Recommendation:

  That the Council of the Municipality of West Elgin hereby adjourn at ________ to meet again at 9:30 a.m. on April 27, 2023 or at the call of the Chair.