West Elgin public meetings in 2024

Committee of Adjustment

The West Elgin Committee of Adjustment will consider one application for a Minor Variance at 25361 Talbot Line. The applicant seeks to reduce the required rear yard setback for a single detached dwelling from 10 m to 5.5 m. The committee will hear comments and then vote on granting the variance without conditions.

• Minor Variance D‑13‑3‑2024 for 25361 Talbot Line – request to cut rear yard setback from 10 m to 5.5 m for a single detached dwelling.

Special Council Meeting

The Council of the Municipality of West Elgin is meeting for a special session. The primary purpose is to enter a closed session to discuss labour relations or employee negotiations.

• Closed session regarding labour relations or employee negotiations
• By-law 2024-82 to confirm the proceedings of the December 19 Special Meeting

The special meeting was largely procedural, with the only substantive action being a closed session under the Municipal Act to discuss labour relations or employee negotiations. Council received one item in closed session and authorized the mayor to proceed as directed. No other decisions were made.

• Adopted the special meeting agenda (carried)
• Appointed Blaine Parkin as Deputy-Clerk for the closed session (carried)
• Proceeded into closed session under Section 239(2)(d) of the Municipal Act (carried)
• Received one closed-session item and authorized the mayor to proceed as directed (carried)
• Passed By-law 2024-82 to confirm the proceedings of the special meeting (carried)

Council Meeting

The council will adopt the agenda and minutes, and hold a public meeting on development charges. It will approve the 2025 municipal insurance renewal with a premium of $410,877.00 plus taxes. The council will also adopt a compensation policy with a 2 % wage increase, initiate a dust suppressant tender, and approve the Backyard Urban Hens by‑law. Additional items include pound‑keeping service renewal options and fee waiver requests.

• Approve 2025 municipal insurance renewal payment of $410,877.00 plus applicable taxes
• Approve compensation policy for non‑union employees and a 2 % wage increase
• Initiate 2025 dust suppressant tender prior to budget deliberations
• Approve pound‑keeping services renewal – either 18‑month term with Humane Society (Dec 31 2024‑June 30 2026) or 5‑year term with Southwest Middlesex (Jan 1 2025‑Dec 31 2029)
• Adopt By‑law 2024‑84 regulating backyard urban hens in residential zones

West Elgin Council held a public meeting and then passed By-law 2024-85 establishing new development charges, following a presentation by Watson & Associates. Council also approved the 2025 municipal insurance renewal at $410,877, adopted a backyard hens by-law, and decided to keep operating the Port Glasgow Trailer Park for the 2025 season. The CAO/Treasurer announced she will transition to Manager of Corporate Services.

• Adopted By-law 2024-85 establishing Development Charges (carried)
• Approved 2025 municipal insurance renewal of $410,877 plus taxes (carried)
• Adopted By-law 2024-84 to regulate and licence backyard hens in R1, HR, RR zones (carried)
• Approved operating Port Glasgow Trailer Park for 2025 and directed staff to bring fees by-law (carried)
• Approved 2.0% wage increase for non-unionized employees per CPI (carried)
• Approved three-month pound keeping renewal with Humane Society London Middlesex (carried)
• Approved fee waivers for Tiny Tots Breakfast with Santa ($550) and West Lorne Optimist Club Quarter Auction ($200) (carried)
• Extended Special Project Manager agreement to June 30, 2025, up to 35 hours/week (carried)

Tri County Water Board

The Tri-County Water Board of Management is meeting to approve the 2025 Budget and Multi-Year Forecast. The board will also consider a 2025 insurance premium and appoint leadership for the coming year.

• Approval of 2025 insurance premium in the amount of $29,066 plus taxes
• Approval of the 2025 Budget and Multi-Year Forecast
• Appointment of Chair and Vice-Chair for 2025
• Receipt of the 2025 Meeting Schedule

The Tri-County Water Board approved the 2025 Budget and Multi-Year Forecast, and accepted the 2025 insurance policy with a request for staff to inquire about asset valuation and cyber insurance. The board also adopted the 2025 meeting schedule and deferred the appointment of Chair and Vice-Chair until January 2025. No other substantive decisions were made.

• Approved 2025 Budget and Multi-Year Forecast (carried)
• Accepted 2025 insurance policy; directed staff to inquire about asset valuation and cyber insurance (carried)
• Adopted 2025 meeting schedule (carried)
• Deferred appointment of Chair and Vice-Chair to January 2025

Bo Horvat Community Centre Board of Management

The Bo Horvat Community Centre Board of Management will adopt the meeting agenda, the November 6, 2024 minutes, and the financial statements as of November 30, 2024. It will receive updates from the skating club, minor hockey program, and staff operations, and review the 2025 meeting calendar and a WLMHA fundraising snack initiative. The meeting will conclude with adjournment and scheduling of the next session on January 8, 2025.

• Adopt agenda as presented
• Adopt November 6, 2024 minutes
• Adopt financials as of November 30, 2024
• Review 2025 meeting calendar (PDF attached)
• Discuss WLMHA fundraising snack initiative

The board approved a request from the West Lorne Minor Hockey Association to use the front concession area (excluding the kitchen) on a trial basis for the 2024/25 season. The decision was made after discussion, with conditions including no popcorn and all items removed after events. Other updates included successful skating club and minor hockey operations, and a 2025 meeting calendar was presented.

• Approved WLMHA use of front concession area only, excluding kitchen, on trial basis for 2024/25 season (carried)
• Adopted agenda as presented (carried)
• Adopted minutes of November 6, 2024 (carried)
• Adopted financials as presented (carried)

Economic Development Committee

The Economic Development Committee will discuss the resignation of member Shaun Szabo and seek Council approval to advertise for a replacement. The committee will also consider appointing chairs for its sub-committees on Tourism, Business Retention, and Marketing.

• Resignation of committee member Shaun Szabo
• Request to advertise for replacement committee member
• Appointment of Chair(s) for Tourism and Recreation sub-committee
• Appointment of Chair(s) for Business Retention and Expansion sub-committee
• Appointment of Chair(s) for Marketing and Communication sub-committee

Special Council Meeting

The West Elgin Council will adopt the agenda, disclose any pecuniary interests, and enter a closed session to discuss personal matters about an identifiable individual and labour relations under the Municipal Act. After the closed session, the council will consider By-law 2024-81, which confirms the special meeting held on December 5, 2024. The meeting will then be adjourned.

• Adopt the special meeting agenda
• Disclosure of pecuniary interest by council members
• Closed session to discuss personal matters and labour relations per Municipal Act sections 239(2)(b) and 239(2)(d)
• Consideration of By-law 2024-81 to confirm the special meeting
• Adjournment of the meeting

The special meeting was largely procedural. Council entered closed session to discuss personal matters about an identifiable individual and labour relations, receiving two items for update and discussion only, with no recommendations brought to open session. The agenda and a confirmatory by-law were adopted, and the meeting adjourned.

• Adopted the December 5, 2024 special meeting agenda (carried)
• Proceeded into closed session under Municipal Act s. 239(2)(b) and (d) (carried)
• Received two closed-session items for update and discussion, no recommendations (carried)
• Gave By-law 2024-81 (confirmatory) first, second, and third reading (carried)
• Adjourned at 11:38 a.m. to meet again December 19, 2024 (carried)

Council Meeting

The West Elgin Council will adopt the agenda and receive reports on operations, wastewater, water, and finance. It will vote on a Parking By-law amendment creating a restricted parking zone on Centre Street in Rodney. The Council will also consider a pilot bylaw for backyard urban hens, a request for $5,000 from the Elgin OPP Detachment Board, and a budget request from the Economic Development Committee.

• Parking By-law amendment (By-law 2024-79) to establish a restricted parking zone on Centre Street, Rodney
• Backyard Urban Hens pilot bylaw (draft) for a one‑year trial
• 2024 Capital Projects Deferral – carry forward approved projects to 2025 fiscal year
• Elgin OPP Detachment Board request for $5,000 contribution from each partner municipality
• Economic Development Committee budget request forwarded to the Treasurer for 2025

Recreation Committee

The West Elgin Recreation Committee will adopt its agenda, approve the October 23, 2024 minutes, and discuss several new business items. Topics include a review of the 2025 fees and charges schedule, upcoming budget items, an update on Canada Day activities, the appointment of new members, a recreation coordinator update, the 2025 meeting calendar, and a holiday competition.

• 2025 Fees and Charges Review (review of fee schedule)
• Budget Items (discussion of upcoming budget)
• Canada Day Update
• Dates for 2025 meetings (2025 Calendar)
• Holiday Competition

Economic Development Committee

The West Elgin Economic Development Committee is meeting to discuss specific budget allocations for business events and online features. The committee will also review proposals for branding and the organizational structure of a sub-committee.

• $2,000 for joint EDC cultivating success events
• $2,000 to assist women in business showcase event
• $5,000 for business feature online
• Committee Branding review
• Sub-Committee Organizational Structure proposal

Tri County Water Board

The Tri-County Water Board of Management is meeting to review the drinking water system's third-quarter operations report and financial statements. The board will also discuss scheduling a December meeting to address the 2025 budget and leadership appointments.

• Financial Statement as of October 31, 2024
• Tri County Drinking Water System Operations Report, Third Quarter 2024
• Discussion of December meeting dates for 2025 budget and Chair/Vice-Chair appointments

Council Meeting

West Elgin Council will receive a proposal to add a Recreation Coordinator/Clerks Assistant, with options to approve the job description and begin recruitment on Jan 1 2025 or to deny the proposal. The meeting also includes readings of By‑law 2024‑75 (water connections charge) and By‑law 2024‑76 (sanitary connections amendment). Council will acknowledge the 2025 Ontario Municipal Partnership Fund allocation, consider a liquor‑license extension request from the Elgin International Club, and review a fee‑reduction request for a babysitter‑course rental.

• Recreation Coordinator/Clerks Assistant proposal – approve and start recruitment Jan 1 2025 or deny
• By‑law 2024‑75: Water Connections charge – read first, second and third time
• By‑law 2024‑76: Sanitary Connections amendment – read first, second and third time
• Elgin International Club request for liquor‑license extension for patio events
• J. Dawdy request to reduce rental fee for babysitter‑course (fee amount left blank)

Committee of Adjustment

The West Elgin Committee of Adjustment will adopt its agenda and the minutes from its January 25 and February 22, 2024 meetings. It will receive a recommendation report on Minor Variance Application D-13 2-2024 and consider granting relief to reduce the required lot frontage from 10.5 m to 10 m for a semi‑detached dwelling unit. The meeting also includes opportunities for written and public comments before adjourning.

• Adopt agenda for the November 14, 2024 meeting
• Adopt minutes from the January 25 and February 22, 2024 Committee of Adjustment meetings
• Receive report and survey sketch for Minor Variance Application D-13 2-2024
• Consider granting the variance to lower lot frontage from 10.5 m to 10 m for a semi‑detached dwelling
• Adjourn the meeting

Special Council Meeting

The council will hear applications from ten candidates for the vacant Ward 3 seat, each given up to five minutes to speak and answer two questions. After the presentations, the council will take a short recess and then vote to nominate and appoint one candidate to serve the remainder of the 2022‑2026 term. The meeting also includes a confirmatory By‑law 2024‑74 to record the special meeting proceedings.

• Public hearing of ten Ward 3 councillor candidates (Ronna Hoglund, Pamela Wardell, Karen Booth, Trevor Lee, Filipe Sousa, Jordan Clement‑Christie, Heather Dougherty, Angela Cammaert, Catherine Gow‑Chamberlain, Andrei Kovalevskii)
• Each candidate limited to five minutes of remarks and two council questions
• Council recess before appointment vote
• Appointment of a councillor to fill Ward 3 vacancy for the 2022‑2026 term
• By‑law 2024‑74 to confirm the special meeting

Bo Horvat Community Centre Board of Management

The board will adopt the meeting agenda and the October 9 minutes. It will review and consider the 2025 arena fees and charges, the draft 2025 arena budget, and the draft 2025 capital budget. Updates will be provided on the local skating club and minor hockey programs. The meeting will adjourn with the next session set for December 11, 2024.

• Adopt agenda as presented
• Adopt October 9 minutes
• Review 2025 arena fees and charges (attached PDF)
• Review draft 2025 arena budget (attached PDF)
• Review draft 2025 capital budget (attached PDF)

Economic Development Committee

The West Elgin Economic Development Committee will review minutes from a recent special council meeting and several community events. Members will discuss the budget required for upcoming projects to present to Council. The committee will also consider nominations for a new Chair and appoint a Secretary for minute taking.

• Review of August 1, 2024 Special Council Meeting minutes
• Recap of September 25 "Business after 5" event in Southwold
• Recap of Roots & Revival Festival
• Budget discussion to identify needed funds and projects for Council presentation
• Nominations for Chair (position vacant) and appointment of Secretary for minute taking

Four Counties Transit Committee

The Four Counties Transit Committee meeting on 2024-10-30 has no agenda items recorded. The agenda contains only procedural placeholders and no decisions or discussions are specified. Residents should refer to future notices for detailed items.

Council Meeting

The West Elgin Council will consider By‑law 2024‑72, which authorizes the municipality to enter an agency agreement with CHUMS Financing Corporation and Local Authority Services for the ONE Investment. The meeting also includes a public session on development charges (no action), a $100 donation to the Royal Canadian Legion, and approval of road closures for the Santa Claus Parade. The council will adopt the 2025 calendar and other routine items.

• Public meeting under the Development Charges Act – presentation only, no decisions
• Approval of a $100 monetary donation to Royal Canadian Legion Branch 221 for Remembrance Day services
• Support for Main Street and Graham Road closures for the West Lorne Santa Claus Parade on Nov 30, 2024
• Adoption of By‑law 2024‑72 to authorize the ONE Investment agency agreement with CHUMS Financing Corp. and Local Authority Services
• Approval of the 2025 Council and Committee calendar

Recreation Committee

The West Elgin Recreation Committee adopted its agenda and the September 18 minutes, then heard staff reports on arena, pool attendance, and current programming. It discussed new business items including future programming ideas, a Canada Day grant application, a recreation coordinator proposal, and Ontario Trillium Grant opportunities. The committee approved updated Terms of Reference and noted that 2025 fees and seasonal passes will be discussed at the next meeting.

• Canada Day grant to be submitted end of November, decision expected March/April
• Ontario Trillium Grant (grow, capital, seed) with ideas for Miller Park path and portable toilets
• Recreation Coordinator letter to council to develop a recreation plan
• Updated West Elgin Recreation Committee Terms of Reference approved
• Plan to discuss 2025 fees and seasonal passes (e.g., pickleball) at next meeting

Council Meeting

West Elgin Council will review requests regarding winter road maintenance and a lease extension for a community garden. The body is also considering several letters of support for other municipalities and a new scholarship policy.

• Proposal to refuse changing Dymock Line and Gray Line from no winter maintenance to year-round roads
• Proposed two-year lease extension for the community garden at 259 Ridout Street, Rodney
• By-law 2024-70 to adopt a Scholarship Award Policy
• Review of the 2025 OPP Annual Billing Statement
• Letters of support regarding radioactive material transport, public salary disclosure, and involuntary mental health care

Bo Horvat Community Centre Board of Management

The Bo Horvat Community Centre Board of Management will adopt the agenda, the September 11, 2024 meeting minutes, and the financial statements as of September 30, 2024. It will receive an informational appointment of Jessica Small as a WLMHA representative. The board will hear updates from the skating club, the minor hockey program, and staff operations.

• Adoption of the agenda as presented
• Adoption of September 11, 2024 meeting minutes
• Adoption of financial statements as of September 30, 2024
• Appointment of Jessica Small, WLMHA representative (information only)
• Skating club and minor hockey program updates

Council Meeting

The council received the Development Charges Background Study and directed the clerk to post it online for public comment. It also instructed the clerk to arrange a public meeting on October 24, 2024, as required by the Development Charges Act. Additional items included approval of the 2023 Draft Consolidated Financial Statements, appointment of a West Lorne Minor Hockey Association representative to the Bo Horvat Community Centre Board, and acknowledgment of a liquor‑license notification for the Roots and Revival Festival.

• Receive Development Charges Background Study (dated September 27, 2024) and post for public review
• Schedule public meeting on October 24, 2024 under the Development Charges Act
• Approve 2023 Draft Consolidated Financial Statements
• Approve appointment of Jessica Small as West Lorne Minor Hockey Association board representative
• Acknowledge liquor‑license notification for Natterjack Brewing Company’s Roots and Revival Festival (Oct 4‑5, Oct 11‑12)

Tri County Water Board

The Tri-County Water Board will adopt its meeting agenda and the minutes from the June 25, 2024 meeting. It will accept the financial statements for August 31, 2024, and the operational plan for the Tri-County Drinking Water System. The board will acknowledge receipt of the second‑quarter operations report, the municipal drinking water license and works permit, and the 2024 Asset Management Plan.

• Adopt agenda for September 24, 2024
• Adopt minutes from June 25, 2024
• Accept financials as of August 31, 2024
• Accept Operational Plan for Tri-County Drinking Water System
• Accept 2024 Asset Management Plan

Special Council Meeting

The Council of the Municipality of West Elgin is meeting to discuss items in a closed session. The agenda is primarily procedural, focusing on the transition into and out of this private session.

• Closed session to discuss municipal property security (Section 239 (2)(a))
• Closed session to discuss litigation or potential litigation (Section 239 (2)(e))
• By-law 2024-68 to confirm the proceedings of the September 23 Special Meeting

Old Town Hall Committee

The Old Town Hall Committee will adopt its agenda and minutes, then address new business. Members M. Blain and J. Voros have resigned, and the committee will request West Elgin Council’s approval to advertise and select two additional members. The committee will also review information on two grant programs: the Southwestern Ontario Development Fund and the Advanced Manufacturing and Innovation Competitiveness program.

• Resignation of members M. Blain and J. Voros
• Request for council approval to advertise and select two new committee members
• Presentation of Southwestern Ontario Development Fund grant information
• Presentation of Advanced Manufacturing and Innovation Competitiveness grant information
• Adoption of agenda and minutes

Recreation Committee

The West Elgin Recreation Committee will adopt its agenda and the minutes from the July 17 meeting. It will then discuss a Canada Day survey, ideas for programming, ideas for budget, capital expenses and grants, a review of a special council meeting and its terms of reference, and the Roots & Revival event.

• Canada Day Survey
• Ideas for Programming
• Ideas for Budget, Capital Expenses & Grants
• Review Special Council Meeting & Terms of Reference
• Roots & Revival event

Council Meeting

Council approved a zoning by‑law amendment for the parcel at 22003 Queen’s Line, rezoning it to Residential First Density Special Use Regulation 11 and Residential Third Density Special Use Regulation 7, and directed staff to support the Draft Plan of Subdivision 34T‑WE‑2301. The council authorized the $3,362,386.67 tender to Brinam Excavating Ltd. for the Rodney Sewage project, approved additional engineering fees of $44,112.35 and $41,520.60, and approved a $258,092 tender to Gillier Construction for the South Rodney Drain. Council declared the Ward 3 council seat vacant, approved appointment by call for applications, set a special meeting for October 17 2024, and approved $130,000 for the Roots & Revival festival and a $1,000,000 transfer to ONE Investment.

• Zoning by‑law amendment for 22003 Queen’s Line: rezoned to R1‑11 and R3‑7, and support for Draft Plan of Subdivision 34T‑WE‑2301
• Approval of Rodney Sewage tender to Brinam Excavating Ltd. for $3,362,386.67 plus taxes
• Approval of South Rodney Drain tender to Gillier Construction for $258,092 (HST included)
• Declaration of Ward 3 council vacancy and approval of appointment by call for applications; special meeting scheduled for Oct 17 2024
• Approval of $130,000 funding for Roots & Revival festival and $1,000,000 transfer to ONE Investment

Council approved a $3.36M sewage tender for Rodney, a zoning by-law amendment for a subdivision at 22003 Queen's Line, and a $258,092 drain contract. It also declared Ward 3 vacant, approved funding for the Roots and Revival festival, and authorized land purchases and sales from closed session.

• Approved Rodney sewage tender to Birnam Excavating Ltd. for $3,362,386.67 plus taxes
• Approved zoning by-law amendment for 22003 Queen's Line (rezoning to R2-2 and R3-7)
• Approved South Rodney Drain tender to Gillier Construction for $258,092 (HST included)
• Declared Ward 3 council seat vacant following resignation
• Approved up to $130,000 release of funds for Roots and Revival festival
• Approved $1,000,000 transfer to ONE Investment for investment portfolio
• Declared lands at 0 Center Street and 282 Furnival Road surplus
• Approved land purchase at 0 Main Street for $16,600 plus land transfer tax

Bo Horvat Community Centre Board of Management

The West Elgin Community Centre Board of Management adopted its agenda, the August 21, 2024 minutes, and the financial statements as of August 31, 2024. It approved a $661.12 write‑off for 2023/2024 ice‑rental accounts receivable. The board endorsed submitting a Community Sport and Recreation Infrastructure Fund grant for arena renovations and will partner with the Municipality of Dutton‑Dunwich on the application. Updates from the skating club and minor hockey were also noted.

• Approve $661.12 accounts receivable write‑off for 2023/2024 ice rental
• Endorse grant application for arena renovations under the Community Sport and Recreation Infrastructure Fund, partnering with Dutton‑Dunwich
• Adopt minutes from the August 21, 2024 meeting
• Adopt financial statements as of August 31, 2024
• Receive updates from the skating club and minor hockey

The board endorsed a grant application for arena renovations estimated at $1-1.5 million, partnering with Dutton-Dunwich, and approved a $661.12 accounts receivable write-off for an unpaid 2023/2024 ice rental. It also approved a selection process for Zamboni advertising and received updates on the skating club and minor hockey.

• Endorsed grant application for arena renovations (carried)
• Approved $661.12 accounts receivable write-off (carried)
• Approved Zamboni advertising selection process (carried)
• Adopted agenda and minutes (carried)
• Adopted financials as presented (carried)

Four Counties Transit Committee

The Four Counties Transportation Services Committee will adopt its agenda and the July 22, 2024 minutes. It will accept the financial statements as of August 31, 2024. The committee will receive a report on the draft Four Counties Transit Procedures for information and comments. No other business is listed.

• Adopt agenda for September 9, 2024 meeting
• Adopt July 22, 2024 post‑meeting minutes
• Accept financial statements as of August 31, 2024
• Receive report on draft Four Counties Transit Procedures (including application form)
• Adjourn meeting (next meeting scheduled for October 21, 2024)

The Four Counties Transportation Services Committee met electronically and adopted its agenda, the July 22, 2024 minutes, and financial statements as of August 31, 2024. A draft of the Four Counties Transit Procedures was received for information and comments, with a final draft to be brought back at the next meeting. No new business was presented, and the meeting adjourned to October 21, 2024.

• Adopted agenda for September 9, 2024 (FCTC 2024-16)
• Adopted minutes of July 22, 2024 (FCTC 2024-17)
• Accepted financials as of August 31, 2024 (FCTC 2024-18)
• Received draft Four Counties Transit Procedures for information and comments (FCTC 2024-19)
• Adjourned at 9:09am to meet October 21, 2024 (FCTC 2024-20)

Bo Horvat Community Centre Board of Management

The Bo Horvat Community Centre Board of Management reviewed financial statements and ice scheduling conflicts with the West Lorne Minor Hockey Association. The board is planning an arena renaming event at Miller Park and preparing for upcoming facility renovations.

• Allocation of $240,000 for a dehumidification system
• Discussion on updating ice request policies to include deadlines
• Planning for arena renaming event featuring Bo Horvat
• Review of financials as of July 31, 2024
• Job posting for a part-time casual arena operator

Court of Revision

The West Elgin Court of Revision will review the South Rodney Drain report and related comments, then vote on the Schedule of Assessment prepared by Spriet Associates Engineering Limited (dated May 27, 2024). The meeting also includes adoption of the May 9, 2024 Court of Revision minutes and appointment of a chair for the South Rodney Drain committee.

• Adopt May 9, 2024 Court of Revision minutes (Sherman Drain).
• Review South Rodney Drain report and notice (attachments dated July 26, 2024).
• Consider comments from landowners and Court of Revision members.
• Approve the Schedule of Assessment for South Rodney Drain (report by Spriet Associates Engineering Limited, May 27, 2024).
• Appoint a chair for the South Rodney Drain committee (name not specified).

Council Meeting

The West Elgin Council will consider and vote on several items, including the rezoning of 25248 Queen’s Line from General Agricultural (A1) to Agricultural (A2) and Restricted Agricultural (A3). The council will also receive reports on parking by‑law amendments, a lease for a folder inserter machine, and various policy and by‑law approvals. Additional staff reports on wastewater, water, building, and municipal drains will be acknowledged for information.

• Rezoning of 25248 Queen’s Line from A1 to A2/A3
• Parking By‑law amendment creating restricted parking zones on Munroe Street (West Lorne) and Centre Street (Rodney)
• Lease agreement for Folder/Inserter machine FPi 2720 at $239 per month for 60 months
• Approval of Volunteer Recognition Awards Policy (by‑law 2024‑60, Schedule A)
• Site Plan Agreement by‑law 2024‑58 for Shree Rodney Gas Station Inc. (239‑241 Furnival Road)

Special Council Meeting

The West Elgin Council is holding a special meeting to hear from the Ontario Clean Water Agency regarding a boil water advisory event from July 24 to July 26. The meeting also includes reviews of committee terms of reference and member delegations.

• Presentation from Ontario Clean Water Agency regarding July 24-26 boil water advisory
• Review of Economic Development Committee Terms of Reference
• Review of Recreation Committee Terms of Reference
• Delegations from Dan Soos, Megan Bartlett, and Cindy DeCosta
• By-law 2024-57 to confirm the proceedings of the August 1 Special Meeting

Old Town Hall Committee

The Old Town Hall Committee is meeting to discuss a commitment letter sent to the County of Elgin regarding the Rodney Library. The committee will also discuss fundraising strategies, grant applications, and engineering timelines for the building.

• Letter to County of Elgin regarding Rodney Library Re-Commitment
• Presentation by M. Badura
• Discussion on fundraising strategies and potential for a separate committee
• Discussion on grant application timelines
• Discussion on engineering engagement and the date for the back part of the building to come down

Four Counties Transit Committee

The Four Counties Transportation Services Committee will adopt its meeting agenda, approve the April 15, 2024 minutes, and accept the financial statements for June 30, 2024. After these formal approvals, the committee will hold verbal reports and open discussion before adjourning.

• Adopt agenda for July 22, 2024 meeting
• Adopt April 15, 2024 post‑meeting minutes
• Accept financial statements as of June 30, 2024

Council Meeting

The council will receive engineer reports for the Fleuren Drain and South Rodney Drain and will authorize staff to begin tender processes for their reconstruction, with a Court of Revision scheduled for August 15, 2024. It will consider the rezoning of 19911 Pioneer Line from General Agricultural (A1) to Agricultural Special Regulation 1 (A2‑1) and Restricted Agricultural Special Regulation 9 (A3‑9). The council will also approve a minor development agreement to temporarily permit a second dwelling at 10153 Dunborough Road. Finally, it will approve the dedication and establishment of a public highway for the municipal portion of Colley Road between Crinan Line and Stalker Line.

• Engineer report and tender authorization for Fleuren Drain reconstruction; Court of Revision set for Aug 15, 2024 (By‑Law 2024‑51)
• Engineer report and tender authorization for South Rodney Drain reconstruction; Court of Revision set for Aug 15, 2024 (By‑Law 2024‑52)
• Zoning By‑law Amendment Application D‑14 5‑2024 to rezone 19911 Pioneer Line from A1 to A2‑1 and A3‑9
• Minor Development Agreement to temporarily permit a second dwelling at 10153 Dunborough Road
• Dedication and establishment of public highway for municipal portion of Colley Road (PIN 35114‑0101) between Crinan Line and Stalker Line

Recreation Committee

The West Elgin Recreation Committee will discuss the Rodney Pool, consider the committee’s mandate and focus for future activities, and review a recap of Canada Day events. No formal decisions are listed; the items are for discussion and will inform a special council meeting in August.

• Rodney Pool discussion
• Committee mandate/focus discussion (input for August special council meeting)
• Canada Day recap

Special Council Meeting

The Council is holding a special meeting to discuss fees for the Rodney pool. The meeting includes delegations from residents to address concerns regarding these fees.

• Delegations from Larry Schneider and Dan Soos regarding pool fee concerns
• Discussion of Rodney pool fees
• By-law 2024-51 to confirm the proceedings of the July 15 special meeting

Economic Development Committee

The provided text contains only procedural boilerplate from the meeting management software. No specific topics, motions, or decisions are recorded for this session.

Council Meeting

The Council will review the 2024 employee compensation schedule and a new signage policy for horse-drawn vehicles. Members will also consider a request to operate a portable restaurant at Port Glasgow Trailer Park. Additionally, the meeting includes discussions on severance applications and municipal funding agreements.

• Approval of 2024 employee remuneration schedule (By-law 2024-48)
• Request for a portable restaurant at Port Glasgow Trailer Park
• New Horse Drawn Vehicle Signage Policy
• Severance application E47-24 comments to Elgin County
• Canada Community-Building Fund agreement (By-law 2024-49)

Old Town Hall Committee

The committee will welcome new members and review a report regarding Old Town Hall options. Council has decided to maintain the status quo while requesting staff explore a non-profit board of management for the building.

• Welcome for new members Angela Foreman-Bobier, James Voros, and Trin Hill
• Review of Clerk's report on Old Town Hall options
• Discussion regarding a non-profit organization

Council Meeting

The council will review a leadership training proposal from Mohawk College Enterprise. The agenda also includes discussions on severance applications and options for the Old Town Hall. Additionally, a motion was presented to request a peer review of development charges.

• $38,700 leadership training proposal
• Severance application E44-24 recommendation
• Marsh Line subdivision development agreement
• Old Town Hall revitalization options
• Request for peer review of development charges

Recreation Committee

The committee will review the minutes from the May 15, 2024 meeting and adopt the current agenda. The primary discussion item involves planning for the 2024 Canada Day celebrations.

• Canada Day preparation planning
• Review of May 15, 2024 meeting minutes

Old Town Hall Committee

The provided document contains only procedural boilerplate and software interface elements. No specific topics, discussions, or decisions are recorded in this text.

Council Meeting

West Elgin Council will hold a public meeting and consider several staff reports and by-laws. Key items include approving a zoning amendment for a second farm-help dwelling, purchasing a new fire tanker, setting 2024 water/wastewater and connection fees, and discussing backyard chickens. The agenda also includes routine approvals of minutes, accounts, and committee terms of reference.

• Zoning amendment for 15677 Dunborough Road to permit a second dwelling for farm help
• Purchase of one Maxi-Metal Tanker from Commercial Emergency Equipment Company for $738,491.23 plus taxes
• Approval of 2024 water and wastewater rates and sanitary sewer connection fees
• Discussion on allowing residential backyard chickens, with options for a survey or policy development
• Removal of sidewalk on west side of Ridout Street between Queens Line and Maple Street

Tri County Water Board

The Tri-County Water Board will hold a regular meeting to receive the 2023 Annual Water Report, the Q1 2024 Operations Report, and financial statements as of April 30, 2024. A discussion item on servicing Moravian on the Thames is also on the agenda. The meeting is largely procedural, with no votes on ordinances, contracts, or fee changes listed.

• Discussion on servicing Moravian on the Thames
• Receipt of 2023 Annual Water Report
• Receipt of Q1 2024 Operations Report from Ontario Clean Water Agency
• Receipt of Financials as of April 30, 2024

Recreation Committee

The West Elgin Recreation Committee is meeting to adopt its agenda and prior minutes, then take up new business: forming a subcommittee for a new child and youth resource, planning Canada Day (with 2023 costs attached), and adding committee members. The meeting is routine and mostly procedural, with no major decisions or dollar amounts specified.

• Subcommittee for new child & youth resource
• Canada Day planning with 2023 costs.pdf attached
• Additional committee members discussion
• Adoption of March 27, 2024 minutes

Old Town Hall Committee

The Old Town Hall Committee held a public meeting to review the rehabilitation project timeline. Costs have risen from an estimated $2.5 million in 2019 to $5 million in 2024, with a grant of $2,516,250 already secured. Attendees expressed support for continuing the project and keeping the building as a community hub. The committee discussed options including seeking a grant extension and additional funding from provincial and federal offices.

• Project cost estimate increased from $2.5M to $5M since 2019
• Grant of $2,516,250 approved July 6, 2021; municipality must fund $671,084
• Elgin Library committed to lease main floor at $50,000 annually
• Public meeting consensus to keep building and continue rehabilitation
• Discussion of heritage designation, housing, and public washroom needs

Court of Revision

The Court of Revision for the Sherman Municipal Drain will convene to hear appeals and comments from landowners, then decide whether to approve the Schedule of Assessment for the Sherman Drain as prepared by Spriet Associates Engineering Limited. The meeting also includes appointing a chair, adopting previous minutes, and disclosing pecuniary interests.

• Appointment of chair for the Court of Revision
• Adoption of November 23, 2023 Court of Revision minutes for the Lamont Drain
• Review of Sherman Drain report (223251) and attachments
• Decision on Sherman Drain Schedule of Assessment
• Public comments from landowners

Council Meeting

West Elgin Council is meeting to decide on several administrative and financial items, including adopting the 2024 operating and capital budgets, approving a five-year fiberoptic service agreement for the West Lorne sewer system, and selecting a contractor for Sherman Drain drainage works. The council will also consider a severance application recommendation to the County of Elgin, a new sewer rodding policy, and a letter of support for a liquor license extension for the Elgin International Club. Several reports from staff and committees are also on the agenda for receipt.

• Adoption of By-law 2024-35 for the 2024 Operating and Capital Budgets
• Five-year fiberoptic service agreement with North Frontenac Telephone Corporation at $225/month plus taxes
• Approval of Monden Excavating for Sherman Drain drainage works
• Recommendation to approve severance application E36-24 for 19911 Pioneer Road to Elgin County
• Approval of Sewer Rodding Policy and discussion of Sanitary Sewer Connection Charges

Old Town Hall Committee

This is a procedural meeting of the Old Town Hall Committee. The agenda includes adoption of the May 7, 2024 agenda, disclosure of pecuniary interests, and adoption of minutes from April 18, 2024. New business items are listed but no details are provided.

• Adoption of minutes from April 18, 2024
• Discussion of new members
• Discussion of an open house

Economic Development Committee

The West Elgin Economic Development Committee is meeting to adopt its agenda, minutes, and a draft Terms of Reference. The main decision is resolving a discrepancy between Council-approved membership (up to nine members) and the draft's eleven members, with the final version to be sent to Council. The committee will also discuss the resignation of two members and receive information on a cycling tourism webinar and Port Glasgow Beach.

• Adopt draft Terms of Reference with membership count to be decided
• Resignation of two committee members
• Information on Destination Bike: Welcoming Cyclists in Elgin webinar
• Discussion on Port Glasgow Beach
• Adoption of March 26, 2024 meeting minutes

Old Town Hall Committee

The Old Town Hall Committee is meeting to discuss the purpose of the building, committee roles and expansion, and timelines. They will also review a structural inspection report and demolition quotes from Koomans and Trikor, though demolition is not confirmed or scheduled pending 2024 budget adoption. The meeting includes routine adoption of agenda and minutes.

• Discussion of building purpose and committee intentions (deferred from March 7)
• Review of structural inspection report by Spriets Associates
• Review of demolition quotes from Koomans and Trikor
• Discussion of committee expansion and membership composition
• Discussion of town hall public meetings

Four Counties Transit Committee

The Four Counties Transportation Services Committee is meeting electronically to adopt the agenda and prior minutes, then review financial statements as of March 31, 2024, and discuss Safe Restart Funding, the 2023-24 Gas Tax Program, and 2019-2024 ridership data. The meeting is largely procedural, with no major decisions or proposals listed beyond routine approvals.

• Adoption of January 15, 2024 minutes
• Review of Four Counties Transit financials as of March 31, 2024
• Discussion of Safe Restart Funding (SRA Funding - 2024-07)
• 2023-24 Gas Tax Program cover letter from West Elgin
• 2019-2024 ridership data report

Council Meeting

West Elgin Council will receive the 2024 Operating Budget for discussion and direct staff to prepare public notices for final adoption at the next meeting. A public meeting under the Drainage Act will consider the Sherman Drain reconstruction engineer's report and authorize a tender process. Council will also vote on community grant applications, a shuffleboard tournament fee waiver request, and a memorial bench for the late Mayor Duncan McPhail.

• 2024 Operating Budget presented for discussion; final adoption expected April 25
• Sherman Drain reconstruction engineer's report received; tender process authorized
• Community grant applications to be approved for recommended amounts in 2024 budget
• Fee waiver request of $1,600 plus HST for Ontario Shuffleboard Association Tournament at Rodney Recreation Center
• West Lorne Optimist Club request to install memorial bench honoring late Mayor Duncan McPhail

Bo Horvat Community Centre Board of Management

The West Elgin Community Centre Board of Management is meeting to adopt the agenda, minutes, and financials as of March 31, 2024. They will also receive updates on the skating club, minor hockey, and an arena renaming, plus a staff operations update. The meeting is largely routine administrative business with no major decisions listed beyond adopting standard reports.

• Adoption of minutes from March 13, 2024 meeting
• Adoption of updated financials as of March 31, 2024
• Skating club update
• Minor hockey update
• Arena renaming update with Facebook post attachment

Council Meeting

West Elgin Council will consider several spending items, including a $404,393 tandem axle plow truck and a $14,000 demolition of the Old Town Hall rear addition in Rodney. The meeting also includes a closed session for personal matters, land acquisition, labour relations, and litigation.

• Approve $404,393 for a new tandem axle plow truck from Viking-Cives Ltd.
• Choose between a $14,000 demolition of the Old Town Hall rear addition or deferring to budget talks.
• Discuss a partnership agreement with the Port Glasgow Yacht Club.
• Consider a water bill write-off of $508.02 for 177 Furnival Rd.
• Vote on a by-law to share fire department administration services with Southwold and Dutton Dunwich.

Recreation Committee

The West Elgin Recreation Committee is meeting to adopt previous minutes and discuss several new business items, including Canada Day planning, a Youth Programming Committee, Farms Open West Elgin, and a Recreation Coordinator. The agenda is largely procedural with no detailed proposals or dollar amounts listed.

• Canada Day Planning
• Youth Programming Committee
• Farms Open West Elgin
• Recreation Coordinator

Economic Development Committee

The Economic Development Committee will discuss several items including a draft strategic plan, terms of reference, business awards, a business list update, a women in business networking group, critical economic data, an economic development plan, action plan implementation, new branding, a Doors Open West Elgin grant, community profiles, a Norfolk economic event, and a procedural by-law. The meeting includes a facility tour and adoption of previous minutes.

• Discussion of West Elgin FINAL DRAFT Strategic Plan, November 23, 2023
• Review of DRAFT West Elgin Economic Development Terms of Reference
• Consideration of Doors Open West Elgin Grant
• Review of By-law 2024-05 - Procedural By-Law 2024
• Discussion of Business Awards by D. Soos

Council Meeting

Council will hold a public meeting and consider a by-law to remove the H-Holding symbol from two properties at 23577 and 23667 Gray Line. They will also receive the 2024 Water, Sewage and Trailer Park Budget for discussion. Several pre-budget approvals are proposed, including $338,700 for gravel, $61,628 for line painting, $281,250 for dust suppressant, and $17,180 for the West Lorne Library roof replacement. A motion directs staff to investigate allowing backyard chickens in residential areas.

• Public meeting and by-law to remove H-Holding symbol at 23577 & 23667 Gray Line
• Pre-budget approval of $338,700 for maintenance gravel from Johnston Brothers Ltd.
• Pre-budget approval of $61,628 for line painting from RanN Maintenance
• Pre-budget approval of $281,250 for dust suppressant from Pollard Distribution Inc.
• Motion to investigate allowing egg-laying hens in residential areas

Bo Horvat Community Centre Board of Management

The West Elgin Community Centre Board of Management will meet to discuss and potentially adopt minutes, financials, and a proposal to seek design proposals for arena renovations. The board will also receive updates from the skating club, minor hockey, and the arena revitalization committee.

• Consideration of a motion to direct staff to seek proposals for arena renovation design (Option 4: Main Entrance Staff Office Addition)
• Review of financials as of Feb 29, 2024
• Discussion of a fundraiser proposal (February 2024)
• Updates from the Skating Club and Minor Hockey
• Arena Renovation Committee report and RFP for design

Old Town Hall Committee

The committee is meeting to discuss a structural inspection report, two demolition quotes, a request for additional members, and a grant timeline. The agenda consists of standard procedural items including call to order, adoption of minutes, and adjournment.

• Spriets Associates structural inspection report (February 2024)
• Koomans quote for demolition
• Trikor quote for demolition
• Request for additional committee members
• Grant timeline discussion

Committee of Adjustment

The committee will hold a public meeting to consider one minor variance application. The applicant seeks relief from setback rules to recognize existing outbuildings at 24953 Pioneer Line. The planner recommends granting the variance.

• Minor Variance D-13 1-2024 for 24953 Pioneer Line: relief from Section 4.1(e) Accessory Uses to recognize existing setback of two outbuildings along the easterly lot line

Council Meeting

The West Elgin Council is reviewing a proposal for a $45,500 water modeling study. The agenda also includes discussions on grant applications, fee waivers for local organizations, and agreements with the Kiwanis Club and Southold.

• Approval of $45,500.00 proposal for West Elgin Water Modeling Study by Dillon Engineering
• Payment voucher #2A totaling $1,417,146.29 for municipal accounts
• By-law 2024-15 regarding an agreement with the Kiwanis Club of Rodney
• By-law 2024-16 regarding a Building Code Act administration agreement with Southwold
• Fee waiver request for Rodney and District Horticultural Society

Economic Development Committee

This agenda contains only procedural boilerplate and no specific items for discussion or decision. The meeting appears to be a placeholder or cancelled session.

Council Meeting

Council will decide whether to partner with the Port Glasgow Yacht Club and contribute up to $288,000 for a pier extension at the Port Glasgow Marina. Other items include a zoning by-law amendment to remove a holding symbol on land at Graham Road and Jane Street, approval of a $45,500 water modeling study, and a borrowing by-law for current expenditures.

• Partnership with PGYC for Port Glasgow Marina Pier Extension, up to $288,000
• Zoning By-law Amendment D-14 3-2023 to remove holding symbol (H-8) at Graham Road and Jane St.
• Approval of $45,500 water modeling study by Dillon Engineering
• Borrowing By-law 2024-13 for current expenditures, repealing By-law 2023-40
• Development agreement by-law for MacLeod Court subdivision with Donwest Construction Ltd.

Tri County Water Board

The Tri-County Water Board is meeting to receive routine reports on water system operations, insurance renewal, and year-end financials. The main discussion item is whether to update the current board agreement from January 2022, with staff directed to draft a revised agreement if the board chooses. The board will also receive correspondence about a housing-enabling water systems fund and a growth and capacity assessment work plan.

• Discussion on updating the Tri-County Water Board agreement dated January 21, 2022
• Receive Q4 2023 Drinking Water System Operations Report
• Receive 2024 insurance renewal documents from Intact Public Entity
• Receive year-to-date financials as of December 31, 2023
• Correspondence: Housing Enabling Water Systems Fund program guidelines and Dillon Consulting growth and capacity assessment work plan

Special Council Meeting

West Elgin Council is holding a special meeting to confirm By-law 2024-10, which ratifies the proceedings of a previous special meeting. The agenda includes a discussion on West Elgin funding requirements, which Mayor Leatham will present to County Council on February 6, 2024. The meeting is scheduled to adjourn and reconvene on February 8, 2024.

• Confirmation of By-law 2024-10 regarding the January 31 special meeting
• Discussion of West Elgin funding requirements for presentation to County Council on Feb 6, 2024

Committee of Adjustment

The West Elgin Committee of Adjustment will hold a public meeting to consider two applications for minor variances. One application seeks to reduce front and rear yard setbacks for a property, and the other requests reduced side and rear yard setbacks and parking recognition for a gas bar.

• Minor Variance D13 7-2023: reduce front yard setback from 12 m to 9 m, rear yard from 6 m to 5.5 m, and permit a covered porch encroachment of 2.5 m into the rear yard
• Minor Variance D13 8-2023: reduce side yard setback from 4.5 m to 1.1 m, rear yard from 3 m to 0 m, and recognize gas bar parking at the pumps

Council Meeting

West Elgin Council will hold a public hearing and vote on rezoning 23625 Pioneer Line from Agricultural to Restricted Agricultural. They will also discuss the 2024 Capital Budget, a subdivision development agreement for MacLeod Court, and community grant applications. A delegation will address recreation fee impacts, and a development charges overview will be presented.

• Public hearing and vote on Zoning By-law Amendment D14-22-2023 to rezone 23625 Pioneer Line from Agricultural (A2) to Restricted Agricultural (A3)
• Presentation of 2024 Capital Budget by CAO/Treasurer M. Badura
• Authorization to sign development agreement for MacLeod Court subdivision
• Community Grant Applications report from Clerk Terri Towstiuc
• Payment Voucher #1A totaling $133,613.59 for General, Road, Water and Arena accounts

Special Council Meeting

This is a special meeting of West Elgin Council. The agenda includes a discussion regarding the Port Glasgow Marina Pier, followed by a closed session concerning personal matters and a potential land transaction. The meeting concludes with the adoption of a confirming by-law.

• Discussion of Port Glasgow Marina Pier
• Closed session under Municipal Act for personal matters and land acquisition/disposition
• Confirming by-law 2024-03

Recreation Committee

This is a procedural meeting of the West Elgin Recreation Committee. The agenda includes electing a chair and vice chair, adopting the agenda and previous minutes, and discussing budget items, committee goals, and new members.

• Election of Chair and Vice Chair
• Adoption of minutes from December 6, 2023
• Discussion of budget items
• Discussion of committee goals
• Discussion of new committee members

Four Counties Transit Committee

The Four Counties Transportation Services Committee is meeting to adopt the agenda, approve previous minutes, and receive financial statements as of December 31, 2023. They will also receive a report on transit updates for information only. The committee will enter closed session to discuss personal matters about an identifiable individual.

• Approval of minutes from November 29, 2023
• Acknowledgment of income statement as of December 31, 2023
• Receipt of transit updates report from CAO/Treasurer M. Badura
• Closed session under Section 239(2)(b) for personal matters about an identifiable individual

Council Meeting

West Elgin Council will consider approving $1,961,217.93 in accounts payable, a site plan agreement with Thames Valley District School Board for West Elgin Secondary School, and a $3,143.99 GIS data collection equipment purchase. Delegations will discuss the Rodney Park Revitalization impact on the Rodney Aldborough Agricultural Society and an organizational review. The meeting also includes reports on building, fire, operations, community grants, and a procedural by-law update.

• Payment Voucher #1 for $1,961,217.93 covering General, Road, Water and Arena accounts
• By-law 2024-01: Site Plan Agreement with Thames Valley District School Board for West Elgin Secondary School
• Approval of $3,143.99 purchase of Trimble Catalyst DA2 Solution from Cansel of Richmond Hill for GIS data collection
• Delegation from Rodney Aldborough Agricultural Society on proposed changes to Rodney Recreation Centre (Rodney Park Revitalization)
• Community grant applications to be included in 2024 budget deliberations

Bo Horvat Community Centre Board of Management

The West Elgin Community Centre Board of Management is meeting to adopt minutes, financials, and receive staff reports. A key item is a report on canteen operation and mobile bakery requests, with a recommendation to postpone decisions until more information on arena renovations and municipal licensing is available. The board will also receive updates on the skating club, minor hockey, and arena revitalization.

• Postpone decision on canteen operation and mobile food outlet in arena parking area
• Adopt minutes from November 8 and December 13, 2023
• Adopt arena financials as of December 31, 2023
• Receive report from Lee Gosnell, Manager of Operations and Community Services
• Updates on skating club, minor hockey, and arena revitalization