Municipality of West Elgin
Agenda
Council Meeting

Meeting #:

Date:

Thursday, March 23, 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.

Moment of Silence in Tribute to Mayor McPhail

Council will hold a moment of Silence in honour of the passing of Mayor Duncan McPhail. 

4.

Disclosure of Pecuniary Interest

5.

Delegations

5.1

Elgin Group Police Service Board - D. Jenkins and Inspector Loucas

5.2

Eleonore Schneider, ONE Investment - Presentation on Investing

6.

Committee of Adjustment

• Recommendation:

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

7.

Adoption of Minutes

• Recommendation:

  That the Minutes of the Council meeting on March 9, 2023 be adopted as circulated and printed.

8.

Business Arising from Minutes

9.

Consent Agenda

• Recommendation:

  That the Consent Agenda for March 23, 2023 be received and filed

9.1

Communications from Other Municipalities

9.1.1

Chatham-Kent - Reducing Municipal Insurance Costs

9.1.2

Chatham-Kent - Support Bill 5 - Stopping Harassment and Abuse by Local Leaders Act

9.1.3

Township of Malahide - Call to Action : Review of Cannabis Act

9.1.4

Township of Ashfield-Colborne-Wawanosh - Future Accuracy of the Permanent Register of Electors

9.1.5

Town of Petrolia - Call to Provincial Government to End Homelessness in Ontario

9.1.6

City of Cambridge - Barriers for Women in Politics

9.1.7

Dutton Dunwich - Review of Provincial Policy Statement

9.1.8

North Perth - School Bus Stop Arm Cameras

9.1.9

Howick Township - School Board Elections

9.1.10

Mayor Shelley Ann Bentley, Haldimand County - Condolences

9.1.11

Darrin Caniff, Mayor Chatham-Kent - Condolences

9.1.12

Jerry Acchione, Deputy Warden Oxford County - Heartfelt Sympathies

9.1.13

Elgin County Council Highlights - March 14, 2023

9.2

Other Items

9.2.1

Ministry of Natural Resources and Forestry - Invitation to listening session on legacy oil and gas wells

9.3

Monthly Reports

9.3.1

Monthly Operations Update – February 2023

10.

Staff Reports

10.1

Operations & Community Services

10.1.1

L. Gosnell, Manager of Operations & Community Services - 2023 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 grants pre-budget approval in the amount of $213,750.00 plus applicable taxes as submitted by Eastern Oilfield Services Ltd. for supply and application of dust suppressant.

10.1.2

L. Gosnell, Manager of Operations & Community Services - 2023 Gravel Tender - 2023-11-Operations Community Services

• Recommendation:

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

  That West Elgin Council hereby grants pre-budget approval in the amount of $323,700.00 plus applicable taxes from Johnston Brothers Ltd. for supply & application of maintenance gravel.

10.2

Clerk's

10.2.1

J.Nethercott, Clerk - Vacancy of the Office of Mayor

• Recommendation:

  That West Elgin Council hereby receives the report from J. Nethercott Clerk, re: Vacancy of the Office of the Mayor for information purposes.

10.2.2

J. Nethercott, Clerk - Options for Filling a Vacancy on Council

• Recommendation:

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

10.2.3

J. Nethercott, Clerk - Council Meeting Start Time Survey Results

• Recommendation:

  That West Elgin Council hereby receives the report from Jana Nethercott, Clerk Re: Council meeting start time survey results for information purposes.

10.3

Finance/Administration

10.3.1

M. Badura, CAO/Treasurer - Consolidated Linear Infrastructure Environmental Compliance Approval

• Recommendation:

  That West Elgin Council hereby receives the report from M. Badura, CAO/Treasurer re: Consolidated Linear Infrastructure Environmental Compliance Approval (CLI-ECA), and That West Elgin Council approve Ontario Clean Water Agency (OCWA) proposal to undertake the completion of Municipal Sewage Collection System (CLI-ECA) application for the Ministry of Environment, Conservation and Parks (MECP) in the amount not the exceed $7,100.00 exclusive of HST.

10.3.2

M. Badura, CAO/Treasurer - Strategic Plan

• Recommendation:

  That West Elgin Council hereby receives the report from M. Badura, CAO/Treasurer re: Strategic Plan and approve the proposal from Jennifer Kirkham, Michevious Cat Productions in the amount of $21,500.00 plus applicable taxes; and that West Elgin Council chooses one of the options presented.

11.

Committee and Board Report

11.1

Councillor Reports from Committees

12.

Accounts

• Recommendation:

  THAT the Mayor and Treasurer are hereby authorized to sign Payment Voucher #3A amounting to $245,443.73 in settlement of General, Road, Water and Arena Accounts including EFT#6448-6475, online Payments#1086-1128, cheque # 26144-26147 and Payroll PP05.

13.

Consideration of Items Requiring Discussion

13.1

J. Small - Kraft Hockeyville Request

14.

Council Inquires/Announcements

14.1

Notice of Motion

14.2

Statements/Inquires by Councillors

14.3

Matters of Urgency

15.

Upcoming Meetings

• Four Counties Transportation Advisory Committee - March 28 @ 9:30 a.m.
• Tri-County Water Board - March 28 @ 7 p.m.
• Committee of the Whole (Budget) - March 30 @ 9 a.m.
• Committee of the Whole (Budget)  - April 6 @ 9 a.m.
• West Elgin Community Board of Management - April 12 @ 9 a.m.
• Council - April 13 @ 9:30 a.m. 

16.

By-Laws

17.

Confirming By-Law

• Recommendation:

  That By-law 2023-22 being a By-law to confirm the proceeding of the Regular Meeting of Council held on March 23, 2023, be read a first, second and third and final time. 

18.

Closed Session

• Recommendation:

  That West Elgin Council hereby proceeds into a Closed Session at _____ a.m. under Section 239 2(b) consideration will be given to items pertaining to personal matters about identifiable individual(s) including a municipal or local board employee(s). 

19.

Report out of Closed Session

20.

Adjournment

• Recommendation:

  That the Council of the Municipality of West Elgin hereby adjourn at ________ to meet again at 9:30 a.m. on April 13, 2023 or at the call of the Chair.