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Central Elgin Moves into 21st Century
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February 11, 2014: It may have taken an election year to do it, but Central Elgin has finally moved into the 21st Century with the launch of a new user-friendly portal for Council affairs, announced at last night's Council meeting.

New CivicWeb Portal

The press release says that the new CivicWeb Portal can be accessed through the Municipality's website homepage, and will provide users a higher level of accessibility and transparency when accessing information related to agendas, minutes and reports. It is an easy to understand and easy to navigate portal, much simpler for most users than the original FilePro website.

Although the search capabilities of the original FilePro website remain, search results are now displayed in a simple, more attractive list. There are also a number of new functions offered by the CivicWeb Portal, including the ability to access agendas and minutes for a specific meeting on one screen, rather than searching through individual folders. This is one of the nicest and most useful functions of the new portal. Citizens can also subscribe to meetings of interest which will provide an email notification that an agenda or set of minutes for that meeting type have been published.

Residents can subscribe to a number of meetings held by the Municipality, including:
• Regular Meeting of Council
• Special Meeting of Council
• Planning Meeting of Council
• Planning Applications
• Special Events Committee

To subscribe, visit www.centralelgin.civicweb.net and click on E-Updates. Residents can then check the boxes next to the desired meeting types, enter an email address, and complete a verification code. Once confirmed, emails are then sent with links to the respective agendas or minutes each time they are published.

Correspondence (Action)

1. 2014 Kettle Creek Conservation Authority Levy Approval: Notice of Meeting for KCCA 2014 Levy Approval. Council approved the Central Elgin levy of $57,750.39 which is $1,802.51 more than 2013. Councillor Matthews asked why some municipality's apportionment had gone down (St. Thomas and Southwold) while everyone else had gone up. He was told it depends on the assessment that year.

2. Royal Canadian Legion - Last Post Branch 410: Correspondence received from the Royal Canadian Legion - Last Post Branch 410 seeking no objections to the extension of their extended licence area for certain dates and times. Council had no objections.

3. 2014 AMO Conference: Correspondence received respecting 2014 AMO AGM and Annual Conference being held from August 17 to 20th, 2014 in London. Council approved the attendance at this conference of council and staff members.

Correspondence (for Council's Information)
With the exception of item #3, these were received as a batch for information purposes.

1. Beyond MMS: Limiting Municipal Liability During Winter Events: Copy of OGRA article respecting Beyond MMS: Limiting Municipal Liability During Winter Events.

Doing it Right Press Release: The Municipality of Central Elgin has been cited in the Winter 2013 Ontario Good Roads Association Milestones magazine as "An Example of Doing it Right" when it comes to road maintenance record keeping and provincially mandated Minimum Maintenance Standards. In the winter of 2001 an accident occurred on Highbury Avenue in Central Elgin, triggering a lawsuit. The Ontario Superior Court of Justice and the Ontario Court of Appeal ultimately dismissed the action against the Municipality noting the Municipality acted with reasonable care. The outcome of the lawsuit demonstrates the importance of municipalities documenting actions that are taken and maintaining good records.

The article states that, "One of the absolute best examples of municipalities using the combination of the Minimum Maintenance Standards and excellent record keeping can be found in [this] case...". Year round, Central Elgin records information relating to road maintenance. During the winter months, this refers to the plowing, sanding, and salting of roads. The completion of this documentation records when, where, and what activities were undertaken by the operator. [Editor's note: Presumably this also includes when the operator is plowing over the centre line of the roadway, in the on-coming lane and into the direction of on-coming traffic, ostensibly to clear the centre of the road; and when the operator is swerving all over the lane to go around mailboxes, posts and signage.]

The complete article can be found at www.ogra.org, by clicking 'Services', 'Milestones', 'Current Issue'. The article is titled, Beyond MMS: Limiting Municipal Liability During Winter Events, starting on page 11.

2. KCCA: Copy of minutes from Kettle Creek Conservation Authority meeting dated December 18, 2013

3. Joint and Several Liability: Correspondence received from Randy Pettapiece MPP respecting Resolution on Joint and Several Liability.
Rising municipal insurance premiums must be reined in. For years, municipalities have asked the province to address joint and several liability, which is the primary contributor to rising premiums. Municipalities, often targeted as insurers of last resort, can be on the hook for massive damage awards even if they are deemed just one percent responsible.

This letter calls for the province "to reform joint and several liability insurance for municipalities by no later than June 2014". It was pulled for a separate resolution of support and Council endorsed this call for reform.

4. Zoning By-law Amendment - Township of Malahide: Notice of Public Meeting respecting Proposed Zoning By-law Amendment in the Township of Malahide 47322 Mapleton Line.

5. Ministry of Community Safety and Correctional Services: Correspondence received from Ministry of Community Safety and Correctional Services advising that the contract pursuant to Section 30 of the Agreement for the Provision of Police Services under Section 10 of the Police Services Act, is being terminated by the Ministry of Community Safety and Correctional Services (MCSCS) and the Province of Ontario.
I take this opportunity to advise The Corporation of the Municipality of West Elgin, The Corporation of the Municipality of Bayham, The Corporation of the Township of Southwold, The Corporation of the Municipality of Central Elgin, The Corporation of the Municipality of Dutton/Dunwich, and the Corporation of the Township of Malahide that the contract pursuant to Section 30 of the Agreement for the Provision of Police Services under Section 10 of the Police Services Act, is being terminated by the Ministry of Community Safety and Correctional Services (MCSCS) and the Province of Ontario. This letter constitutes the requisite one year written notice. The date of termination is December 31, 2014.

The Ontario Provincial Police (OPP) and the MCSCS, in response to municipal concerns, announced in October that they are developing a new, simplified billing model for OPP municipal policing services. The proposed new billing model is based on principles of fairness and transparency. It is intended to provide cost-recovery in a fair and equitable manner. These are principles our municipal partners have consistently told us are most important to them. Interestingly, the municipalities are no happier with the new billing model than they were with the old one.

6. New Police Billing Model: Correspondence received from Town of Bancroft, Municipality of East Ferris and Town of Tillsonburg respecting new police billing model.

7. Ontario Small Urban Municipalities: Correspondence received from OSUM announcing 2014 Conference and Trade Show in Parry Sound.

8. New Gas Tax Increase: Copy of correspondence sent to Premier Wynne from Municipality of East Ferris respecting new gas tax increase.
Once again, as a Northern Ontario Rural Mayor, I was totally shocked by your Finance Minister's suggestion of a 3 to 10 cent per litre tax increase on our gasoline, a possible HST increase and a new business tax be implemented to provide funding for transit in the GTA. Apparently, there is a committee advising him ...

9. Heritage Central Elgin: Copy of minutes from Heritage Central Elgin meeting dated November 27, 2013.

10. MEPCO Municipal Employer Pension Centre Ontario: Correspondence received from MEPCO respecting OMERS (to view 2012 Annual Report visit www.mepco.ca).

11. Catfish Creek Conservation Authority - 2014 AGM: Notice of Catfish Creek Conservation Authority 2014 AGM scheduled for Thursday, February 20th, 2014 @ 2:00 pm.

Reports

CAO 06-14 January 2014 Monthly Building Report: Received as information and filed

PW 02-14 Drainage Reassessments: Central Elgin currently collects a fee of $250 per affected property owner to pay for an engineer to complete a re-apportionment of the assessment, but has found this is not actually covering the cost of the engineer.

Due to the cost of having an engineer complete the re-apportionments, staff is proposing that the majority of the drainage re-apportionments can be done without an engineer if the landowners can come to an agreement. The drainage superintendent can help landowners complete the required paper work and recommend a re-apportionment. The methodology the drainage superintendent would use for the recommendation on outlet would be, to take the total area of the original parcel of land and redistribute or re-apportion it's assessment to the newly created parcels proportionally by land area. To recommend a re-apportionment on the benefit assessment the superintendent would take the total length of drain tile or open ditch physically residing on the original parcel and redistribute the assessment according to the lengths of drain now residing on the newly created parcels. The proposed fee landowners would pay to have the re-apportionment done by the Superintendent would be $250 per new lot created ... If landowners are unable to come to an agreement on re-apportionment of assessment, the Municipality is proposing a fee of $750 per drain in order to fund an engineer to complete the reassessments.

Council adopted this change in policy.

PW 03-14 ESDA (Eastside Development Area) Phase 3 Tender Award: Although the tender on this project has come in $2 million less than the engineer's estimate, Mayor Walters asked for any decision on this to be deferred for one week, to allow time for the municipality to discuss with MP Joe Preston the possibility of an infrastructure grant for the project, as such funding has been hinted at in the new federal budget to be released February 11, 2014. The tender is good for 60 days so a week's deferral on accepting it will not change the price.

DFS 01-14 Appoint Audit Firm for 2013 Annual Audit: Staff is recommending that Council appoint Graham Scott Enns Chartered Accountants as the auditor for the Municipality of Central Elgin for the purpose of the 2013 Audit. Council received this report as information and later passed By-law 1684 to implement it.

DFS 02-14 Establish 2014 Interim Tax Installment Information: Council received this report as information and later passed By-law 1685 to implement it.

By-laws:
Taken and passed collectively
By-law 1681: Confirmatory By-law
By-law 1682: Being a By-law to Execute an Agreement of Purchase and Sale respecting Briar Hill - William Street. This is purchase of land to become part of the road allowance, for the nominal fee of $1.00.
By-law 1683: Being a By-law to Execute a Site Plan Agreement with Prespa Construction Ltd. respecting 140 St. George Street
By-law 1684: Being a By-law to Appoint Annual Auditor
By-law 1685: Being a By-law to Provide for the Year 2014 Interim Tax Levy, to Provide for the Payment of Taxes, and to Provide for Penalty and Interest Charges for Non-Payment of Taxes or Any Installment by the Due Date
By-law 1688: Being a By-law to Approve the Agreement of Purchase and Sale with the Estate of Ronald Lloyd Lake

By-law 1686: Dell Drain 2013 (First and Second Reading): removed as prior public meeting indicated engineer needed to go back and look at the affected properties in terms of how drainage in the area is actually occurring.

By-law 1687: Roberts Line Drain (First and Second Reading): removed as prior public meeting indicated engineer needed to go back and look at the affected properties in terms of how drainage in the area is actually occurring, included unmarked drainage tiles.

By-law 1689: Being a By-law to Execute an Agreement with Van Bree Drainage & Bulldozing respecting East Side Development Area (ESDA) Phase 3: deferred to wait to see if an infrastructure grant may become in available for this project in terms of the new federal budget soon to be released.

Public Notice:

1: Notice of Council's Intention to Adopt 2014 Budget By-law:
TAKE NOTICE that pursuant to the provisions of Section 251 of the Municipal Act, 2001, and By-law No. 972 of The Corporation of the Municipality of Central Elgin, the Council of The Corporation of the Municipality of Central Elgin intends to pass by-laws to adopt the 2014 Budget for the Municipality, including sanitary sewage and water services, at its regular meeting of Tuesday, February 18th, 2014 at 7:30 p.m. in the Council Chambers of the Elgin County Administration Building, 450 Sunset Drive, Municipality of Central Elgin.

AND FURTHER TAKE NOTICE that Council shall hear at the said meeting any person, or by his/her counsel, solicitor or agent, who wishes to make representation respecting the proposed budgets. The Council shall only hold such hearing for applications received by the Chief Administrative Officer/Clerk or the Deputy Clerk on or before Wednesday, February 12th, 2014.

New Business: Councillor McFarlan said that the Central Elgin Planning Office budget will come in at zero (presumably he means a zero increase).

Unfinished Business:
1. Front Street Bridge: staff directed to prepare a report on structure

Closed Session:
CS1: Litigation or Potential Litigation (s.239(2)(e)) - Hassan
CS2: Closed Session Minutes
CS3: Security of Property (s.239(2)(a)) - ERTH Corporation
CS4: A Proposed or Pending Acquisition or Disposition of Land (s.239(2)(c))


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