West Elgin public meetings in 2024

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

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

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.

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

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

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

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

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

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)

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

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

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)

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

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)

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).

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.