Port Stanley Foodland
GT' S ON THE BEACH
Port Stanley Festival Theatre 2018 Season
Century 21 First Canadian Corp
Port Stanley News
Flowers by Rosita

Port Stanley News RSS Feed  News Regular Meeting Of Council On Monday, November 14th, 2016

News

by Doug Harvey
Regular Meeting Of Council On Monday, November 14th, 2016

The Corporation of the Municipality of Central Elgin

Regular Meeting Of Council On Monday, November 14th, 2016

Roll Call - Sally Martyn was absent.

Disclosure of Pecuniary Interest and the General Nature Thereof - Mayor David Marr had Pecuniary Interest in CS3 A Proposed or Pending Acquisition or Disposition of Land (s.239(2)(c)) - Lions Landing Lease as he belongs to the Lions Club.

Adoption of Minutes - Minutes of the Regular Meeting of Council dated October 11, 2016 were Adopted.

Changes to the Agenda

Tonight's Council Meeting started about five minutes late due to problems with the Wi-Fi computer connection. Time was spent by councillors trying to establish a connection so tonight's agenda information could be viewed on screen. Another issue regarding Notice for By-law 2084 - a By-law to Name Part of a Public Highway Old Dexter Line, came up and was deferred to another time in December.

Correspondence (Action)

1. ERTH Shareholders Agreement
Correspondence received from the Town of Ingersoll seeking interest from ERTH Shareholders to appoint a member of Council to participate in discussions to review the ERTH Shareholders Agreement. Mayor Marr said that there has been some discussion among the Shareholders and that the Town of Ingersoll are not happy with the original agreement.

A Motion moved by Dan McNeil and Seconded by Stephen Carr that the Council of The Corporation of the Municipality of Central Elgin appoint Mayor David Marr to participate in discussions to review the ERTH Shareholders Agreement. The Motion was Carried.

2. 2016 Ontario West Municipal Conference
2016 Ontario West Municipal Conference - Friday, December 2, 2016 - Best Western Lamplighter Inn, London

A Motion moved by Dennis Crevits and Seconded by Fiona Roberts that the Council of The Corporation of the Municipality of Central Elgin approve any member of Council or Municipal Staff attending the 2016 Ontario West Municipal Conference being held at the Best Western Lamplighter Inn, in London on Friday, December 2, 2016 as per the established Municipal conference policies. The Motion was Carried.

Correspondence (for Council's Information) - The Motion that Correspondence for Council's Information Items #1 - #12 inclusive be received as information and filed was put forward by Dan McNeil and seconded by Harold Winkworth.

Harold Winkworth commented on 5. AMO - Closing Fiscal Gap saying that if changes are not made, then we will get to a point when taxes will not support our infrastructure programs.

Dan McNeil commented on 3. Community Safety Zone - Elgin County Schools saying that it was the Port Stanley Community Policing who went to Council with real concerns about the amount of traffic now by the Port Stanley Public School. After several discussions with OPP present, he felt that progress had been made, with all the participants now in agreement, and that expected changes would be coming. Mayor Marr commented saying that at the County, a report would be coming to make all schools in the County, Community Safety Zones, and that if Council wished, we could ask the County to lower the speed limit. The Correspondence Motion was Carried.

1. Ontario's Electrical Bills
Correspondence received from the Township of North Frontenac requesting support for their resolution respecting Ontario Electrical Bills.

2. No Parking - Sparta Line in Village of Sparta
Correspondence received from the County of Elgin regarding extension of no parking signage on Sparta Line in the Village of Sparta.

3. Community Safety Zone - Elgin County Schools
Correspondence received from the County of Elgin regarding establishment of Community Safety Zones on Carlow Road by Port Stanley Public School and at other Elgin County schools.

4. Ontario Rural Education Symposium
Correspondence received from Community Schools Alliance advising of Ontario Rural Education Symposium scheduled for Saturday, November 26 from 9 a.m. to 2 p.m. at North Middlesex Community Centre, Parkhill.

5. AMO - Closing Fiscal Gap
Copy of correspondence sent from the County of Elgin to AMO supporting their resolution to close the fiscal gap.

6. Port Stanley BIA Board of Management
Copy of minutes from the BIA Board of Management meeting dated September 21, 2016.

7. OPP, Municipal Policing Bureau - Arbitration Award
Correspondence received from Ontario Provincial Police, Municipal Policing Bureau, respecting arbitration award.

8. Pupil Accommodation Review
Correspondence received from the Thames Valley District School Board respecting Pupil Accommodation Review - London, Middlesex, Elgin.

9. AMO - The Federal Gas Tax Fund
Copy of The Federal Gas Tax Fund Report - 2015 Annual Expenditure Report - Part 1

10. 64th Annual Ontario Small Urban Municipalities Conference
Correspondence received announcing 64th Annual Ontario Small Urban Municipalities Conference being held May 3rd to 5th, 2017 at Blue Mountain Resort in Town of the Blue Mountains.

11. County of Elgin Land Division Committee
Notice of Decision received from County of Elgin Land Division Committee respecting E 75/16, Prespa Construction Ltd., 159 St. George Street

12. Port Stanley BIA
Notice of Port Stanley BIA General Membership Planning Meeting and correspondence respecting "Future of Harbourfest".

Reports

Chief Administrative Officer

CAO 54-16 Application for Exemption to the Noise By-law No. 212, as amended

A Motion moved by Fiona Roberts and Seconded by Dennis Crevits that Council grant an exemption to By-law No. 212, being a By-law to control noise in the Municipality of Central Elgin, as amended, to allow the St. Thomas Gun Club to hold their annual Winter Trapshooting events commencing at 9:00 a.m. on the following dates: December 4, 2016 and February 12, 2017.

Harold Winkworth asked "Would I be correct in saying that it's 9:00 a.m. in the morning that there is going to be shooting?" Mayor Marr replied, "That is correct." Harold Winkworth replied back with, "I would have issue with that, but anyway, it is what it is." With an Unanimous Vote, the Motion was Carried.

CAO 60-16 September 2016 Monthly Building Reports

A Motion moved by Dennis Crevits and Seconded by Dan McNeil that the Council of the Corporation of the Municipality of Central Elgin receive Report CAO 60-16 September 2016 Monthly Building Reports as information. The Motion was Carried.

CAO 62-16 October 2016 Monthly Building Reports

A Motion moved by Harold Winkworth and Seconded by Fiona Roberts that the Council of the Corporation of the Municipality of Central Elgin receive Report CAO 62-16 October 2016 Monthly Building Reports as information. Mayor David Marr commented that it should be noted that the number of housing starts is the highest since the recession of 2008 - 2009, so things are starting to happen. The Motion was Carried.

Director of Physical Services

PW 80-16 Tender Award, Rescue Boat - Boathouse

A Motion moved by Dan McNeil and Seconded by Stephen Carr that the Council of the Corporation of the Municipality of Central Elgin approve the construction of a new boat house to house the Central Elgin Rescue Boat at Hofhuis Park. And that DHP Homes be contracted to complete the work for a total cost of $94,400 exclusive of HST. And further that the cost be included in the 2017 Budget as per Report PW 80-16.

Harold Winkworth asked "Is there a concern in regards to vandalism, when you start putting stuff in that area." Lloyd Perrin responded saying, "The Boathouse will be locked, and will have secured access on all doors to it. If someone wants to swim underneath, and get in to the Boathouse, well there's not going to be anything there that isn't locked up." He also added later that an inside and outside security camera system may be installed.

Dennis Crevits commented, "I am surprised at this one, the amount that this tender is for, I noticed that it is just under the $100,000 mark, for their tendering process, but this was just circulated to Builders, and not actually sent out for a Public Tender. I want to know why it was not sent out for a Public Tender?" Lloyd Perrin responded saying, "We approached four builders that we believe do good quality workmanship after talking with the Building Department, and then asked them for bids. We did not go out to Public Tender, if Council want's us to go back out for Public Tender, after the New Year, we can do that, I'm not so sure we would probably get much difference in price, but we are open to that." Dennis Crevits asked for a recorded vote, and the Motion was Passed, with only Councillor Ward 2, Dennis Crevits opposed.

Report PW 80-16
To assist in the municipality's marine rescue and beach patrol operations, the municipality owns a 24 foot Zodiac RIB rescue boat. This is a considerable investment for the municipality. Currently, the vessel is moored dockside in the harbour and is utilized by both the Fire Department as well as the Beach Patrol. As a result of the foregoing, the boat is left to the elements as well it is not secure and potentially susceptible to vandalism or theft.

As part of the dredging project, the municipality constructed finger docks as well as the foundation to support a boat house structure to house this vessel. This work is now completed. The final phase of the project is to construct the building that will house the rescue boat. Staff had the boat house designed by Riggs Engineering. These plans were circulated to four local builders for pricing. The following prices were received:

  • DHP Homes, St. Thomas - $94,400 exclusive of HST
  • MD Construction, St. Thomas - $97,875.00 exclusive of HST

The original estimate to construct the boat house was $80,000. However, since that estimate the decision was made to utilize a Cement Board Siding rather than Vinyl and recycled rubber shingles rather than Asphalt. While both of these products are a more expensive to install initially, they both offer longer service life and reduced long term costs for the building. Staff would respectfully suggest that this is a prudent expenditure given the harsh elements that this structure will face on the waterfront.

The actual construction of the boathouse will not happen until winter and will be completed by April 1, 2017. As a result, if Council approves the project it will form part of the 2017 budget.

Director of Financial Services/Treasurer

DFS 07-16 2014 & 2015 Financial Statements & Audit Findings Letters

Report DFS 07-16
A requirement of the annual audit through General Accepted Accounting Principles (GAAP) is the presentation by the audit firm of the Audit Findings Letter and Consolidated Financial Statements.

The Audit findings letter is a pertinent statement of fact by a process of comparing what should be to what has occurred resulting from a process that evaluates audit evidence and compares it against audit criteria. Audit findings can show that audit criteria are being met (conformed to) or that they are not being met (nonconformity). They can also identify areas for improvement. Audit findings are used to assess the effectiveness of the management of the financial operations of a municipality.

Staff wants to advise Council that the 2014 audit is being presented in conjunction with the 2015 audit as the 2014 year was a split year reflecting the transition from Central E|gin's old Vailtech Financial System to our new Vadim iCity software. In addition to a Financial System software change, our Works Management Job Costing software also changed during 2014/2015 and as a result staff felt it prudent to provide the auditor with data from both 2014's part year splits and a 2015 full year experience in the new softwares to provide adequate audit data and process change information. In addition to implementing significant software changes, various staffing changes also occurred during those two years setting Finance back significantly in all areas including year end processes.

For these reasons staff is pleased to present to the Audit Findings Letters for 2014 and 2015 with a note that there were no items of concern or non—conformity discovered during either audit. All operational surplus dollars will be contributed to the Rate Stabilization Reserve established by By- Law 1395 in October 2011 to offset future tax-supported operations of the municipality. Mr. Rob Foster, of Graham, Scott, Enns was in attendance to present the statements and answer any questions that Council may have as a result.

Mr. Rob Foster said that, "There was a lot of work by Staff producing better audit material for us, rather then us having to. In the past we have had to do more on the preparing side of some of those documents. This makes it a better Audit for us because were definitely only looking at an Audit Standpoint, with no sort of Bookkeeping Component to it, and that's what were supposed to do. So, congratulations Karen on putting all of these various Excel Spreadsheets, and we have lot's of them now, and from our standpoint that's great, makes it easier to Audit." "We are very pleased to have these done, and I am really looking forward to hopefully having the 2016 done for sure in the first six months of the year."

Consolidated Schedule of Segment Disclosure for the Years Ending December 31.

Annual Surplus Social Housing Planning Public Works Finance & Administration Protection Water and Waste Water Funds Community Services Other Funds Consolidated
(Deficit)                  
2013 28,954 9,100 (2,597,590) (118,664) (33,516) (225,752) (99,295) 5,306,119 2,269,356
2014 39,716 177,023 1,529,430 917,846 (54,117) 949,088 559,984 272,605 4,391,575
2015 14,720 68,879 4,910,592 782,460 (324,361) 1,207,613 40,900 2,075,421 8,776,224

Harold Winkworth commented, "I just want to say Thank You Karen, you do a wonderful job as usual, and I am sincere with that." Dan McNeil also commented, "I too, would like to commend the department for the good work."

A Motion moved by Dan McNeil and Seconded by Dennis Crevits that the Council of the Corporation of the Municipality of Central Elgin receives the 2014 and 2015 Consolidated Financial Statements and Audit Findings Letter for the financial operations of the Municipality of Central Elgin as information; And further that the Council of the Corporation of the Municipality of Central Elgin directs that the appropriate audit letters be signed by either the CAO/Clerk, Director of Finance/Treasurer and/or Mayor as signing authorities for the municipality as per report DFS 07-16. The Motion was Passed.

Director of Fire Rescue Services/Fire Chief

By-laws - Moved by Harold Winkworth and Seconded by Fiona Roberts that by-laws 2082, 2083 be taken collectively. No discussion followed, the Motions were read 1st, 2nd, and 3rd time and passed collectively.

By-law 2082 Confirmatory By-law

By-law 2083 Being a By-law to Appoint a Drainage Superintendent

By-law 2084 Being a By-law to Name Part of a Public Highway Old Dexter Line

Public Notice

Resolutions

New Business

Unfinished Business

Closed Session - Council went into Closed Session at 8:05 p.m.

CS1 Closed Session Minutes

CS2 A Proposed or Pending Acquisition or Disposition of Land (s.239(2)(c)) - William Street

CS3 A Proposed or Pending Acquisition or Disposition of Land (s.239(2)(c)) - Lions Landing Lease


Last Updated: Tuesday, 15 November 2016 12:51:05 PM EST

Follow Us

Wednesday, May 23, 2018 | | Welcome Guest !

World's 1st Proportional Viewing News Web Site. February 5, 2008. Copyright © PortStanleyNews.com

Copyright © 2004 - 2018 Port Stanley News.com All Rights Reserved ISSN 1718-8695