At their October 28, 2013 meeting Central Elgin Council decided to match funds raised
by the partnership of the Port Stanley Sailors Jr Hockey Club, Skating Club and
Minor Hockey Association to fund the installation prior to year end of a new sound
system at the Port Stanley Arena.
PW 78-13: Port Stanley Arena Sound System:
The existing Sound / Public Address System at the Port Stanley Arena is in excess
of 20 years old. As a result, the system has come to the end of its useful life
and it's dependability and functionality is questionable at best. In light of the
condition of the Sound / PA System a partnership between the Port Stanley Minor
Hockey Association, the Port Stanley Figure Skating Club, and the Port Stanley Sailors
Junior Hockey Club was formed to raise money towards the purchase and installation
of a new sound system. To date the partnership has raised $16,000.
The municipality sought pricing to install a new sound / PA system in the Port Stanley
Arena including the lobby area. The quoted price to install the sound system excluding
HST is $31,963.00. We would note that the partnership also received estimates to
install a sound system but the quality of the materials and scope of the work has
not been provided in great detail. As a result, staff have considerable reluctance
in suggesting these systems to Council for installation even though they are considerably
Councillor Martyn wanted to know what the estimates were that the groups had received,
and perhaps it might be better for the municipality to ask them to get new estimates
for the stronger specs. Lloyd Perrin said one estimate the group had received was
clear but it did have fewer speakers and no work in the lobby of the arena. The
second quote said they could not do a decent job for $16,000.00.
Option 3 - Install the system now and fund the financial shortfall from reserves:
As Council is aware the municipality charges a 5% capital surcharge on all rentals.
This surcharge is transferred into an Arena Capital Reserve for facility upgrades/replacement.
Currently, the reserve balance sits at approximately $100,000. Council may wish
to consider funding the financial shortfall from the Arena Capital Reserve. If Council
chose this option, staff believe the Sound / PA system could be installed before
Deputy Mayor Marr said the surcharge was precisely for being able to do things like
this. Although Mayor Walters was absent from this meeting, in the end Council unanimously
voted for Option 3, to "do this thing once and do it right." At Councillor Martyn’s
suggestion, they will encourage the partnership to continue to do fund raising to
hopefully raise more of the money that is to be spent on this sound system.
1. 2013 Belmont Santa Claus Parade: Correspondence received from Leigh Mauer,
seeking approval for 2013 Belmont Santa Claus Parade.
Council approved the special events permit for the December 1, 2013 parade at 6:00
p.m. and directed staff to reimburse the group for the cost of the insurance premium.
2. Central Elgin Growing Together: Correspondence received from Central Elgin
Growing Together Committee respecting payment of invoice.
The Central Elgin Growing Together committee provides the awards for the awards banquet
each year. For the last few years we were getting items engraved with the CE crest
by Jane Bowes from the University of Western Ontario. Jane did not want to be paid
for her services, she just asked that a donation of $300.00 be given to the Western
Arboretum for the engraving. Central Elgin auditors require an invoice before bills
can be paid. Jane did not get around to issuing one last year for the engraving
she did. She died suddenly in July and our committee are requesting council to pass
a motion to give the $300.00 to the Western Arboretum for Jane's work. Mr. Leitch
felt this was the best way to approach it. The money would come out of the Central
Elgin Growing Together budget. Council passed the required resolution.
3. Solart: Correspondence received from Sunny Natalia, Project Manager, Solart,
respecting installation of rooftop solar panels at 9622 Yarmouth Centre Road.
The most significant change to the FIT program is that applications will now be evaluated
on a points based system, rather than the chronological order in which the applications
Were submitted. Points are awarded based on several factors, but the one which we
have the ability to influence relates to the project receiving a support from the
local municipality. This is called the Municipal Council Support Resolution and
is worth two points out of a maximum of seven. Council passed the necessary
resolution of support for the project.
4. 2013 Ontario West Municipal Conference: Correspondence received from AMO
announcing 2013 Ontario West Municipal Conference "Strengthening Relationships"
being held at London Convention Centre on Friday, November 15th, 2013.
Council approved attendance for any member of Council or municipal staff who wanted
to go according the municipal policy on conference attendance.
Correspondence (for Council's Information)
1. Kettle Creek Conservation Authority: Copy of minutes from KCCA meeting
dated September 18, 2013. Received by Council as information, without comment or
PW 77-13: 2013 Water/Wastewater Infrastructure Replacements - Engineering Appointment:
Council appointed AECOM Limited as the engineering firm for the 2013 Water/Wastewater
Infrastructure Replacement Project (for the detailed design and project management
of water infrastructure replacements throughout the Village of Port Stanley), in
the amount of $50,945.00 plus HST.
PW 79-13: 201 William Street - Retaining Wall:
The municipality has completed two projects on Upper William Street in Port Stanley
during the winter of 2012 and summer of 2013: watermain replacement and surface
treatment for the road. ... due to the narrow width of William St. the municipality
had a Roads Foreman and the Operations Superintendent on the site at all times.
During the surface treatment operation in the area of 201 William St. municipal
staff were within 6 meters of the retaining wall and had clear visibility of the
operation and the contractors equipment. Municipal staff are confident that no contact
was made to the wall in question during the surface treatment operation ... The
preconstruction photos that were taken in the fall of 2012 prior to the William
St. watermain replacement were reviewed. Compared to the recent photos taken
by Mr. Martin, they show no damage to the retaining wall greater than would be expected
by weather elements and a failure of the wall beginning to occur in the fall of
2012 prior to any reconstruction work being done. They also show that the surface
treatment done in 2013 came no closer than 1.5 meters west of the wall in question.
Council denied Mr. Martin's claim.
PW 80-13: Establishment of a Beach Management Committee:
A new criterion for applicants for the Blue Flag in 2014 is the establishment of
a formal Beach Management Committee. The intent is that such a committee would be
responsible for the planning of amenities and the operation of the public beach.
The Parks & Recreation Department is currently reviewing options for the replacement
of the swings which were recently removed due to safety concerns. This committee
would be very helpful in reviewing proposals for a new playground area, as well
as, other suggestions proposed by beach users and members of the public. With the
newly implemented paid parking in the municipally-owned beach area parking lots,
this committee could also be tasked with making recommendations on the expenditures
of revenue generated.
Council voted to establish this committee, appointing David Marr and Stephen Carr
to it as Council's representatives, to be supported by the Director of Physical
Services, the Manager of Environment and Community Services, the Working Parks Superintendent
and, possibly, a senior member of the Beach Patrol. In addition, representatives
of the BIA, Elgin-St. Thomas Health Unit and Kettle Creek Conservation Authority
will be included.
PW 81-13: Central Elgin Playgrounds Status Update:
The 2013 capital budget allocated funding for the replacement of equipment in two
parks and replacement of ground cover in two parks. This funding was allocated prior
to receiving inspection reports; based on the inspection results this budget needed
to be revisited to ensure that repairs, replacement and removal was completed in
a timely and effective manner.
The funds allocated for replacement of equipment have since been diverted to cover
the costs needed for the removal of and repairs to previously identified noncompliant
equipment. Parks staff has removed the structures identified as the most hazardous
and contracted Playpower LT Canada Inc. to do the repairs and upgrades required
to ensure all remaining equipment is in full compliance.
Based on the availability of funds from the remaining 2013 Capital budget, staff
are suggesting that not all the capital replacements of playground structures can
be achieved. Therefore, there is a requirement to prioritize the equipment that
will be replaced. Based on public inquires and input to staff, we would respectfully
suggest that the priority would be for the replacement of the playground equipment
in Stanley Park for 2013. Staff will be bringing back additional equipment replacement
options as part of the 2014 Budget to ensure appropriate funding is allocated to
replacement of equipment that has been removed and continuing with ensuring full
compliance in all parks.
Council agreed to proceeding with reinstalling playground equipment in Stanley Park
prior to year end, and leaving the rest for the 2014 budget. Deputy Mayor David
Marr wanted to know if this might come under the Parks and Recreation Master Plan
but Lloyd Perrin said no, it was strictly a budget item as it was the replacement
of previously existing equipment.
DFS 20-13: 2014 Budget Development Timelines:
Staff are suggesting that the 2014 operating and capital budgets for all municipal
departments be prepared for Council review after the Christmas break in early January
2014, with a second review scheduled shortly thereafter with the intention of adopting
a 2014 municipal tax rate by the end of February.
These dates will allow staff time to review current year service levels and draft
operating results for 2013 as well as capital projects accomplishments. Staff would
then be able to prepare their departmental proposals for service levels and capital
projects for the 2014 budget.
Council agreed to direct staff to begin the operating and capital budget preparation
process, with the view to being able to debate the 2014 budget in January, instead
of April as has been the past practice.
DFS 21-13: Infrastructure Ontario Financing Authority:
On Staff's recommendation that the municipality apply for low interest bridge financing
loans for Phase 2 and Phase 3 of the Eastwood Subdivision project for 2013 and 2014,
Council voted to go with Option 1: Obtain temporary financing at the 1O-year
amortizing debenture rate of 3.20% (as of 4:30 p.m. on Tuesday, October 22,2013)
for a defined portion of the project at this time, under the understanding that
the remainder of the funding will be applied for upon completion of the work at
the prevailing rate and durations in effect at that time. This option is
to provide for adequate cash flows throughout the project, while allowing the municipality
to know what its costs on this $15 million project are going to be over the next
ten years (fixed costs over the long term).
DFS 22-13: One Call Now Telephone Customer Service:
In February of 2013, Council received report DFS 07-13 for information on changes
to the utility billing and disconnect process at which time Financial Services assumed
responsibility, in conjunction with Physical Services, for the bi-monthly billing
... staff investigated the possibility of providing a more personal approach to the
disconnect and overdue billing process ... One Call Now is an automated telephone
service that, when programmed, will automatically dial a list of telephone numbers
and upon answer (either by voice mail or individual) play a recorded message prepared
by staff ... Based on experience, on average staff estimates that approximately
100 calls would need to be made on a bi-monthly basis to address individuals who
have the potential to have their water service disconnected the following week ...
The cost for this service works out to $0.15 per call, or one-quarter the cost of
the stamp for a reminder notice.
Calls go out simultaneously to all the numbers on the list and live, detailed reporting
is provided online to confirm successful contacts and provide explanations for unsuccessful
attempts ... Staff will make it a priority over the next few months to update and
obtain telephone contact information for ratepayers and customers alike to ensure
our database is current and accurate. This will ensure that expansion of the service
is available for other municipal areas if desired.
Council authorized staff to engage One Call Now to provide this service.
DFS 23-13: 2013 Budget Variance report to September 30, 2013:
The most noticed thing in this report were notes that certain items were to be reallocated.
As Karen DePrest explained those are just a matter of moving things from the accounts
where certain amounts currently sit to the accounts they should be located.
DFS 24-13: Request for Refund for Property Tax Overpayment: Correspondence
Received - Gillian & Allan Weatherall 54 Shaw Blvd.
From the time this house went from model suite to privately owned, MPAC mistakenly
assessed the home as larger than it actually is. Since the Weatheralls purchased
it in 2005, ... we have been taxed for nearly eight years on 700 sq. ft. of living
space that did not exist! ... They asked for reimbursement of that overpayment
since 2005. We paid our taxes in good faith and had we had any inkling that the measurement
was wrong, we would have been in touch with somebody. If this was the other way
round, you can guarantee we would have had to pay taxes owing, legislation
or not. However, the Municipal Act allows refunds of this nature only 2
years retroactive. Council denied the request for any additional tax refund beyond
the two years that has already been refunded. Councillor Martyn noted this should
be a warning to property owners to make sure their MPAC assessments are correct.
FS 18-13: Monthly Alarm Activities Report: Received without comment or discussion
By-law 1654: Confirmatory By-law
By-law 1655: Being a By-law to Execute an Agreement with Ontario One Call
respecting the Provision of Service for the Receiving and Coordinating of Public
Requests for Locates of Municipally Owned Infrastructure.
Taken and passed collectively
1. Dogs on the Beach: staff preparing a report for Council's consideration
2. Tree Cutting By-law: staff was directed to prepare a draft by-law for
CS1: Security of Property (s.239(2)(a)): ERTH Representative will be in attendance
to provide a verbal update to Council
CS2:Closed Session Minutes