Municipality of West Elgin
Agenda
Council Meeting

Meeting #:
Date:	Thursday, December 17, 2020 at 9:30 A.m. - 10:00 A.m.
Location:	Recreation Centre 135 Queen Street Rodney

Due to COVID-19 and physical distancing requirements this meeting is being held in an alternate location to allow the public to attend.  Please contact the Clerk’s Department if you require an alternate format or accessible communication support or wish to receive the link to the meeting, 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.

Public Meeting

• Recommendation:

  That Council proceed into a Public Meeting at ______ a.m.  pursuant to Section 34 of the Planning Act.  

3.1

Staff Report

3.1.1

H. James, Planner - Zoning Report 26591 Downie Line

• Recommendation:

  That West Elgin Council hereby receives the report from Heather James regarding the application to amend the Zoning By-law for 26591 Downie Line, File No. D14 08-2020; and,

  That West Elgin Council consider the by-law to amend the Zoning By-law, subject to the conditions on the By-law, as presented in the By-law portion of the agenda.

3.2

Public Comments

3.3

Council Comments

3.4

Close of Public Meeting

• Recommendation:

  That West Elgin Council hereby closes the public meeting at _____ a.m. and reconvenes in the Regular Meeting of Council.

4.

Fire

4.1

J. McArthur, Fire Chief - Monthly Report – November

• Recommendation:

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

5.

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) of the Municipal Act, 2001, consideration will be given to personal matters about identifiable individual(s) including a municipal or local board employee(s).

6.

Report from Closed Session

7.

Disclosure of Pecuniary Interest

8.

Adoption of Minutes

• Recommendation:

  That the Minutes of the Special Meeting of Council on November 23, 2020 and the Regular Meeting of Council on November 26, 2020 be adopted as circulated and printed.

9.

Business Arising from Minutes

10.

Staff Reports

10.1

Health and Safety

10.1.1

J. Simpson, Health and Safety Coordinator - 2020 Year End Health and Safety Report

• Recommendation:

  That West Elgin Council hereby receives the report from Jamie Simpson, Health and Safety Coordinator re: Final Health and Safety Report 2020 for information purposes.

10.2

Building

10.2.1

J. Morgan-Beunen, CBO - Building Activity Report November 2020

• Recommendation:

  That West Elgin Council hereby receives the report from Jackie Morgan-Beunen, CBO re: Building Permit Report for November 2020 for information purposes.

10.3

Operations & Community Services

10.3.1

L. Gosnell, Manager of Operations and Community Services - November 2020 – Monthly Report

• Recommendation:

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

10.3.2

L. Gosnell, Manager of Operations and Community Services - Tree Replacement Program

• Recommendation:

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

  That Council supports the continuation of West Elgin’s tree giveaway program for spring 2021.

10.3.3

L. Gosnell, Manager of Operations and Community Services - 2021 Blue Flag Beach Renewal

• Recommendation:

  That West Elgin Council hereby receives the report from Lee Gosnell, Manager of Operations & Community Services re: 2021 Blue Flag Beach Renewal; and

  That West Elgin Council direct staff to _________________.

10.3.4

L. Gosnell, Manager of Operations and Community Services - Industrial Boiler Water Usage

• Recommendation:

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

  That Council approves the elimination of sewage charges on municipal water which is metered separately and used for industrial boiler systems, effective immediately.

10.4

Clerk's

10.4.1

J. Nethercott, Clerk - Council Meeting Options

• Recommendation:

  That West Elgin Council hereby receives the report from Jana Nethercott, Clerk re: Council Meeting Options for information purposes.

10.4.2

J. Nethercott, Clerk - Privacy Breach Policy

• Recommendation:

  That West Elgin Council hereby receives the report from J. Nethercott, Clerk Re: Privacy Breach Policy; and

  
  That West Elgin Council hereby adopt the Privacy Breach Policy as presented.

10.5

Finance/Administration

10.5.1

M. Badura, CAO/Treasurer - Water and Sewage Flat Rate Analysis

• Recommendation:

  That West Elgin Council hereby receives the report from M. Badura, CAO/Treasurer regarding Water & Sewage Flat Rate Analysis; and

  That West Elgin Council hereby chooses one of the following four options:

  Option 1 – Do nothing.

  Option 2 – Provide Relief to All Multi-Residential Property Owners and offset lost revenue to residential, commercia and industrial class.

  Option 3 – Adopt Township of Southwold Model for Multi-Residential Property Owners.

  Option 4 – Adopt Township of Malahide model for Multi-Residential property owners.

10.5.2

M. Badura, CAO/Treasurer - 2020 Completed Projects and Initiatives

• Recommendation:

  That West Elgin Council hereby receives the report from Magda Badura, CAO/Treasurer re: 2020 Completed Projects for information purposes.

10.5.3

M. Badura, CAO/Treasurer - Amend Fire Schedule of Fees & Charges By-Law

• Recommendation:

  That West Elgin Council hereby receives the report from Magda Badura, CAO/Treasurer re: Amend Fire Schedule of Fees & Charges By-Law; and

  That West Elgin Council hereby consider the proposed by-law in the by-law portion of the agenda.

10.5.4

M. Badura, CAO/Treasurer - Extension of Audit Services

• Recommendation:

  That West Elgin Council hereby receives the report from M. Badura, CAO-Treasurer re: extension of audit services; and That Council hereby agrees to extend the external audit services for the five (5) year period of 2021-2025 to engage Scrimgeour & Company Chartered Accountant at a cost of $18,500 plus $2,500 for the preparation of the EFIR/MPMP submission.

10.5.5

M. Badura, CAO/Treasurer - Municipal Office Renovations

• Recommendation:

  That West Elgin Council hereby receives the report from Magda Badura, CAO/Treasurer re: Municipal Office Renovations; and

  That West Elgin Council hereby approve the request to prepare a Request for Proposal for the Municipal Office Renovations to be issued in early 2021.

10.5.6

M. Badura, CAO/Treasurer - 2021 Municipal Insurance Renewal

• Recommendation:

  That West Elgin Council hereby receives the report from M. Badura, CAO/Treasurer re: 2021 Municipal Insurance Renewal and approve the premium of $273,041.00 plus applicable taxes for the 2021 renewal period.

11.

Committee and Board Report

11.1

West Elgin Community Centre Board of Management

11.1.1

Minutes of November 17, 2020

11.1.2

Agenda - December 9, 2020

11.2

Tri-County Water Board

11.2.1

Agenda - December 15, 2020

11.3

Four Counties Transit Committee

11.3.1

Minutes September 21, 2020

11.3.2

Agenda December 1, 2020

11.4

Councillor Reports from Committees

12.

Accounts

• Recommendation:

  That the Mayor and Treasurer are hereby authorized to sign Payment Voucher #12 amounting to $470,056.95 in settlement of General, Road, Water and Arena Accounts (including EFT#3302-3373 Cheque# 25599-25615, online Payments# 569-583 and Payroll PP25).

13.

Other Business

13.1

Statement/Inquires by Councillors

13.2

Notice of Motion

13.3

Matters of Urgency

14.

Correspondence

14.1

County of Elgin 2021 Budget Survey Results

14.2

Lower Thames Valley Conservation Authority - Media Release

14.3

Peter Julian, MP - Request for Endorsement of Canada Pharmacare Act

14.4

Municipality of Southwest Middlesex - CN Drainage Resolution

14.5

City of Hamilton - Cap on Gas Plant and Greenhouse Gas Pollution

14.6

Township of Matachewan - Grant deadline extensions

14.7

Ontario Farmers Network - Press Release

14.8

Councillor Tellier - Concerns with access to pool parking lot

14.9

Rodney Shuffleboard and Carpet Bowlers - Request to reduce rental fee

15.

By-Laws

15.1

By-Law 2020-91 - OCWA Renewal Agreement

• Recommendation:

  That By-law 2020-91, being a By-law to Authorize the Execution of a Renewal of Service Agreement between Ontario Clean Water Agency and The Corporation of the Municipality of West Elgin, be read a first, second and third and final time. 

15.2

By-Law 2020-92 - Adopt Privacy Breach Policy

• Recommendation:

  That By-law 2020-92, being a by-law to adopt and maintain a policy with respect to Privacy Breaches, be read a first, second and third and final time. 

15.3

By-Law 2020-93 - Amend Fire Fees and Charges

• Recommendation:

  That By-law 2020-93, being a by-law to amend By-Law 2020-87 to provide for various fees and charges for the Municipality of West Elgin for 2021, be read a first, second and third and final time. 

15.4

By-Law 2020-94 - Employee Remuneration for 2021

• Recommendation:

  That By-law 2020-94, being a by-law to set rates of remuneration for Municipal Employees for the Calendar year of 2021, be read a first, second and third and final time. 

15.5

By-law 2020-95 - Amend Zoning for 2651 Downie Line

• Recommendation:

  That By-Law 2020-95 being a by-law to amend the Municipality of West Elgin Comprehensive Zoning By-Law No. 2015-36 for the property known as 26591 Downie Line, be read a first, second and third and final time. 

16.

Confirming By-Law

• Recommendation:

  That By-Law 2020-96, being a by-law to confirm the proceedings of the Regular Meeting of Council on December 17, 2020, be read a first, second and third and final time. 

17.

Adjournment

• Recommendation:

  That the Council of the Municipality of West Elgin hereby adjourn at ________ to meet again at 9:30 a.m. on January 14, 2021 or at the call of the Chair.