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January 13, 2011MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING JANUARY 13, 2011 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al A17) *December 7, 2010 *December 16, 2010 *December 16, 2010 BUSINESS ARISING FROM MINUTES DELEGATIONS 1:30 p.m. Inaugural Meeting Council Public Meeting Zoning Amendment (Parezanovic Farms) Steve Gibson Closed Session legal REPORTS (C1 -C8) 1. ROADS a) Monthly Report 2. RECREATION a) *Monthly Report b) 'Report re: Rodney Driving Club overpayment c) *Rodney Driving Club re: track January 13, 2011 Page 2 3. BUILDING a) *Monthly Report for December 2010 b) Yearly Report for 2010 4. WATER a) `Monthly Report 5. BY -LAW ENFORCEMENT a) Monthly Report 6. DRAINS a) Tender for Danby Drain b) Petition for Drainage Works Lot Z Lot 1, Concession 1 7. WEST ELGIN PRIMARY SYSTEM 8. ADMINISTRATION a) *Report re: 11633 Catherine Street b) *Report re: Establishment of a Business Improvement Area c) *WESA Draft Fall 2010 Monitoring Report d) `Report re: 2010 Municipal Election e) *Report re: Accessibility Initiatives undertaken for 2010 Municipal Election ACCOUNTS CORRESPONDENCE (DI D17) COUNCIL CONSIDERATION RECOMMENDED: 1."` Municipality of Dutton Dunwich appointment of Bob Purcell to West Elgin Arena Board for 2011; January 13, 2011 Page 3 2.* Municipality of Dutton Dunwich appointment of Cameron McWilliam and Ian Fleck to the Tri- County Water Management Committee; 3.* St. Thomas Public Library request for donation; 4.* Canada Post notice of Open House in West Lorne; 5.* Ontario Good Roads Association Report of the OGRA Nomination Committee; 6.* Rodney Kiwanis Club request to waive fees for Community Centre; 7.* Karen K. Machado request to lower costs for Silver Clay Water line connection; 8.* Ministry of Government Services Service Ontario letter of thanks; 9.* AMCTO recognition of 20 year award, Norma Bryant; 10.* AMCTO recognition of 24 years, Joanne Groch; 11.* Elgin County Estimated 2011 Policing Costs 12.* Elgin County Municipal Bridge Infrastructure Funding RECOMMENDED TO ACCEPT FILE: 13. AMO Watch File December 16, 2010; Watch File January 6, 2011; 14. 55 Annual Meeting and Training Sessions, Ontario Building Officials Association; 15. Municipality of Southwest Middlesex Notice of Public Meeting Open House new proposed zoning by -law; 16. Operations Clean Sweep 2011 Pitch in Week; 17. MPAC 2010 Enumeration Updates; BY -LAWS: By -law No. 2011 -02 By -law No. 2011 -03 By -law No. 2011 -04 MINUTES (E1 -E2) Amend Sidewalk Plowing Policy Newtens Drain Employee Remuneration *West Elgin Chamber of Commerce December 6, 2010 January 13, 2011 Page 4 OTHER BUSINESS (F1 -F4) 1. Council remuneration 2. 2011 Council meeting schedule 3. Council announcements 4. Closed session personnel, legal Information enclosed CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: January 26, 2011 January 27, 2011 February 5, 2011 Public Meeting St. Mary's Parish Hall 7:00 p.m. re: Closure of West Lorne Postal Outlet Council Public Meeting St. Mary's Parish Hall 2:00 p.m. re: Closure of West Lorne Postal Outlet MEMBERS PRESENT: STAFF PRESENT: MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS DECEMBER 6, 2010 Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norma Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Paul Van Vaerenbergh Jeff Slater Mike Kalita Janet Johnston Administrator/Treasurer Clerk Road Superintendent Recreation Superintendent Acting Water Superintendent Deputy Treasurer The Administrator /Treasurer opened the fifth Inaugural Session of the Municipality of West Elgin at 11:00 a.m. and welcomed everyone to the first meeting of the newly elected members of the Council of the Municipality of West Elgin. She advised that the first item on the agenda was the Declaration of Office. SUBJECT: DECLARATION OF OFFICE AND OATH OF ALLEGIANCE All members of Council made their Declarations of Office. SUBJECT: INAUGURAL BLESSING Reverend Brenda Mac Main gave the inaugural blessing and a brief inspirational blessing. SUBJECT: COUNCILLOR REMARKS Mayor Wiehle said we need to look at our challenges as opportunities. We need to build on our past and seek out opportunities to progress into the future. He looks forward to working with Council to achieve these goals. Deputy Mayor Bodnar thanked Council and staff. She thanked her supporters.. She will do her best for the community. Councillor Leatham said he is honoured and excited for this opportunity and is looking forward to the next four years. Councillor Aldred looks to Council as being progressive, accountable and approachable. Councillor Miller is looking forward to working with council and staff and the community. We need to move forward to revitalize our community. SUBJECT: SIGNING AUTHORITY RES. NO. 1 Moved by Miller Seconded by Leatham (1) RESOLVED that Joanne Groch Administrator /Treasurer of the Corporation of the Municipality of West Elgin (the "Corporation" be and is hereby authorized for and on behalf of the Corporation to negotiate with, West Elgin Recreation Aldred Miller West Lorne /Rodney Fire Department Aldred Leatham West Elgin Community Centre (Arena) Aldred Bodnar Water Management All members of Council Police Committee Leatham Bodnar LTVCA Miller Marina Board Wiehle Bodnar Parent -Child Resource Centre Leatham Chamber of Commerce Miller Aldred Four Counties Transit Wiehle December 6, 2010...Page 2 of 3 RES. NO. 1 cont'd deposit with, or transfer to ROYAL BANK OF CANADA (the "Bank for credit to the Corporation's account only all or any cheques and other orders for the payment of money, and for that purpose to endorse the same on behalf of the Corporation either in writing or by rubber stamp. (2) That all cheques of the Corporation be drawn in the name of the Corporation and be signed on its behalf by the Mayor or the Deputy Mayor and signed /countersigned by the Administrator /Treasurer or the Clerk or the Deputy Treasurer. (3) That Joanne Groch, Janet Johnston, Norma Bryant, Ann Smith, James Blackmore and Monique Lunn be and are hereby authorized for and on behalf of the Corporation from time to time to receive from the said Bank a statement of the account of the Corporation together with all relative vouchers and all unpaid bills lodged for collection by the Corporation and all items returned unpaid and charged to the account of the Corporation, and to sign and deliver to the Bank the Bank's form of verification, settlement of balance and release. 4) That Joanne Groch, Janet Johnston, Norma Bryant, Ann Smith, James Blackmore and Monique Lunn be and are hereby authorized for and on behalf of the Corporation to obtain delivery from the Bank of all or any stocks, bonds and other securities held by the Bank in safekeeping or otherwise for the account of the Corporation and to give valid and binding receipts therefore. (5) That this resolution communicated to the Bank and remain in force from December 6, 2010 until written notice to the contrary shall have been given to the Manager for the time being of the branch of the Bank at which the account of the corporation is kept and receipt of such notice duly acknowledged in writing. DISPOSITION: Carried SUJBECT: WASTE MANAGEMENT COMMITTEE RES. NO. 2 Moved by Aldred Seconded by Bodnar RESOLVED that Council directs staff to prepare a report on the organizational structure of waste management for the municipality. DISPOSITION: Carried SUBJECT: COMMITTEE APPOINTMENTS RES. NO. 3 Moved by Leatham Seconded by Miller RESOLVED that Council of the Municipality of West Elgin approves the following committee appointments to commence December 6, 2010 until December 31, 2011 Fair Board Wiehle MPoWER Bodnar West Lorne Heritage Homes Wiehle Elder Care Strategy (CHC) Bodnar Business Improvement Association Bodnar Participation for which mileage only is paid for attendance: Friends of Four Counties Health Services Wiehle 1 Bodnar Small Schools Coalition Rural Schools Wiehle Economic Development activities Miller December 6, 2010...Page 2 of 3 RES. NO. 3 cont'd SUBJECT: VISIONING EXERCISE The Mayor requested Council to bring forward their concerns as raised during their campaigns as we move forward: Economic development a priority Need for improvement of cleanliness in downtowns Loss of focus on business areas vs. rural areas in terms of manpower allocations Efficient spending of money, looking at contracting out services Provide incentives to fill vacant stores Review priority for which roads will be paved Review policy of where new watermains go and hooking into these mains Bike path sidewalk on Furnival Road from Port Glasgow to Talbot Line Bike path on old railway bed between Rodney and West Lorne Need for fish cleaning station in Port Glasgow Condition of Furnival Road Implement BIA, CIP Look to changing noise by -law regarding ATVs in villages Should we develop a strategic plan what we are, where we're going Provision of water north of Rodney Provision of sewer services to unserviced areas initiate engineering studies, industrial commercial developments Recreation programs Review of Clean Clear by -law SUBJECT: ADJOURNMENT RES. NO. 4 Moved by Bodnar Seconded by Miller RESOLVED that this Inaugural :;eeting of Council adjourn at 2:45 p.m. to meet again on December 16 2010. DISPOSITION: Carried These minutes were adopted on the 13` day of January, 2011. MAYOR CLERK 3 MEMBERS PRESENT: STAFF PRESENT: SUBJECT: MINUTES MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS DECEMBER 16, 2010 Joanne Groch Norma Bryant Paul VanVaerenbergh Mike Kalita John Ungar DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin approves the agenda for December 16, 2010 as printed and circulated. DISPOSITION: Carried RES. NO. 2 Moved by Miller Seconded by Leatham RESOLVED that the minutes of the meeting held on the following dates be adopted as printed and circulated. November 10, 2010 Council November 10, 2010 Court of Revision Denby Drain November 25, 2010 Council November 25, 2010 Public Meeting Zoning Amendment (Neil) November 25, 2010 Public Meeting Zoning Amendment (Nirta) DISPOSITION; Carried SUBJELT: BUSINESS ARISING FROM MINUTES Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham Administrator/Treasurer Clerk Roads Superintendent Acting Water Superintendent Drainage Superintendent The weed issue brought forward by Councillor Wolf on page A4 of the agenda package was discussed. It was reported that Mr. Prieksaitis would attend a future council meeting with a proposal. December 16/10...Pg 2 of 12 SUJBECT: SIDEWALK MAINTENANCE RES. NO. 3 Moved by Bodnar Seconded by Miller RESOLVED that the Council authorizes that the sidewalk along Munroe Street leading to the entrance of The Arts and Cookery Bank be included in the municipal sidewalk plowing schedule, effective immediately. AND THAT the necessary by -law to amend Section 4 of the Level of Service for Sidewalk Plowing and Sanding Policy RE -2.1 be brought forward. DISPOSITION: Carried SUJBECT: PONGRACZ DRAIN RES. NO. 4 Moved by Leatham Seconded by Aldred RESOLVED that the Roads Superintendent be directed to meet with the landowner on Marsh Line regarding the replacement of Pongracz Drain and add his name on behalf of the municipality to a petition signed by the landowner. DISPOSITION: Carried SUBJECT: ROAD DEPARTMENT REPORT RES. NO. 5 Moved by Miller Seconded by Bodnar RESOLVED that the November 2010 Roads Report be received, DISPOSITION: Carried SUBJECT: 1987 FORD DUMP TRUCK RES. NO. 6 Moved by Bodnar Seconded by Aldred RESOLVED that the 1987 Ford dump truck be declared surplus and advertised for sale as per Clause 3.11 (b) (ii) of By -law No. 2004 -78. DISPOSITION: Carried SUBJECT: WATER DEPARTMENT REPORT RES. NO. 7 Moved by Leatham Seconded by Aldred RESOLVED that the November 2010 Water Department Report be received. DISPOSITION: Carried SUBJECT: RECREATION DEPARTMENT REPORT RES. NO. 8 Moved by Miller Seconded by Leatham RESOLVED that the December 2010 Recreation Report be received. DISPOSITION: Carried December 16/10...Pg 3 of 12 SUBJECT: PHOTO IDENTIFICATION TAGS RES. NO. 9 Moved by Leatham Seconded by Aldred RESOLVED that Council direct the Recreation Superintendent to obtain quotes for photo identification tags equipment. DISPOSITION: Carried SUBJECT: BUILDING DEPARTMENT REPORTS RES. NO. 10 Moved by Bodnar Seconded by Leatham RESOLVED that the October 2010 and November 2010 Building Reports be received with the correction on the October report reverse 2009 estimate value and permit revenue. DISPOSITION: Carried SUBJECT; BY -LAW ENFORCEMENT ORDER RES. NO. 11 Moved by Leather Seconded by Miller RESOLVED that Council direct the Clerk to send a letter to the owner of file #287 requesting an action plan for clean -up with completion date. This response to be received by January 7, 2011. If no response is received the municipality will take action. DISPOSITION: Carried SUBJECT: CLEAN AND CLEAR OF LAND BY -LAW RES. NO. 12 Moved by Miller Seconded by Aldred RESOLVED that Council direct the Clerk to prepare a report on the Clean Clear By -law. DISPOSITION: Carried SUBJECT: BY -LAW ENFORCEMENT REPORT RES. NO. 13 Moved by Bodnar Seconded by Aldred RESOLVED that the By -law Enforcement report dated December 16, 2010 be received. DISPOSITION: Carried SUBJECT: DRAINAGE APPORTIONMENT HILL DRAIN RES. NO. 14 Moved by Aldred Second by Bodnar RESOLVED that the Council approves the agreement on share of drainage assessment on the Hill Drain as requested by Parezanovic Farms under Section 65 (6) of the Drainage Act. Original Assessment New Assessment Concession 8 Pt. Lot 10 38.2HA. 37.44HA. 0.31 HA. Benefit $0 Benefit $0 Benefit -$0 Outlet $1107.11 Outlet $1083.11 Outlet $9.00 DISPOSITION: Carried December 16/10...Pg 4 of 12 SUBJECT: DRAINAGE APPORTIONMENT HOY DRAIN RES. NO. 15 Moved by Aldred Seconded by Bodnar RESOLVED that the Council approves the agreement on share of drainage assessment on the Hoy Drain as requested by Parezanovic Farms under Section 65 (6) of the Drainage Act. Original Assessment New Assessment Concession 8 Pt. Lot 10 38.5HA. 37.65HA. 0.31 HA. Benefit $14,825.00 Benefit $14,825.00 Benefit -$0 Outlet $14,655.00 Outlet $14,350.00 Outlet $120.00 DISPOSITION: Carried SUBJECT: DRAINAGE APPORTIONMENT HOY DRAIN ARVAI BRANCH RES. NO. 16 Moved by Bodnar Seconded by Aldred RESOLVED that the Council approves the agreement on share of drainage assessment on the Hoy Drain Arvai Branch as requested by Parezanovic Farms under Section 65 (6) of the Drainage Act. Original Assessment New Assessment Concession 8 PL Lot 10 0.13HA. 0.04HA. 0.05HA. Benefit $150.00 Benefit $55.00 Benefit $27.00 Outlet $152.00 Outlet $47.00 Outlet $58.00 DISPOSITION: Carried SUBJECT: UNEMPLOYMENT INSURANCE PREMIUM RATE REDUCTION RES. NO. 17 Moved by Aldred Seconded by Bodnar RESOLVED that the report submitted by the Deputy Treasurer regarding Unemployment Insurance Premium Rate Reduction be received. DISPOSITION: Carried SUBJECT: DISPOSAL OF SPECIALIZED EQUIPMENT OLD WATER TREATMENT PLANT RES. NO. 18 Moved by Bodnar Seconded by Aldred RESOLVED THAT 1. The following equipment be exempted from Clause 3.11 (b) (ii) of By -law No. 2004 -78: 2 Bristol 3310 units, 2 Bristol 3305 units, 1 man cpu board, Cards 2 -HD Al, 4- HO Di, 1 RD DO, 1 HD AO 2. The above items be declared surplus and sold to Emerson Process Management for $4,000.00. 3. By -law No. 2004 -78 be amended to address the disposal of specialized equipment. DISPOSITION: Carried December 16110.,.Pg 5 of 12 SUBJECT: ANNUAL ACCESSIBILITY REPORT RES. NO. 19 Moved by Miller Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin accept the report of the Accessibility Committee dated December 16, 2010 and that this report be attached to the Municipal Accessibility Plan. DISPOSITION: Carried SUBJECT: PROPOSED CLOSURE OF WEST LORNE POSTAL OUTLET RES. NO. 20 Moved by Leatham Seconded by Miller RESOLVED that Council accept the memorandum from Ted Halwa dated November 11, 2010 re: proposed closure of West Lorne Postal Outlet be received and forwarded to Canada Post, M.P. and M.P.P. DISPOSITION: Carried RES. NO. 21 Moved by Aldred Seconded by Bodnar RESOLVED that Council schedule two public meetings for input into the closure of the West Lorne Postal Outlet Wednesday January 26' at 7:00 p.m. and Saturday February 5 at 2:00 p.m. DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1. Rodney Area Shufeboarders and Carpet Bowlers rental fee Instruction: RES. NO. 22 Moved by Leatham Seconded by Miller RESOLVED that Council authorizes the monthly fee of $50.00 per month for the Shuffleboarders and Carpet Bowlers for 2011. DISPOSITION: Carried 2. County of Elgin appointment to Land Division Committee Instruction: RES. NO. 23 Moved by Aldred Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin nominate Graham Warwick as appointee for Elgin County Land Division Committee. DISPOSITION: Carried 3. AMO Watch File November 18, 2010 Election to AMO Board Government Announces Provincial Long Term Affordable Housing Strategy Government will make changes to welfare but Special Diet allowance stays for now Bills Introduced since November 24, 2010 Auditor General of Ontario Releases 2010 Annual Report AMO Report to Members November 20 Board Meeting Watch File December 9, 2010 Infrastructure Stimulus Deadline Extension Additional Details Instruction: File December 16110...Pg 6 of 12 4. Ministry of Citizenship and Immigration Volunteer Service Award program Instruction: File 5. MPAC update on MPAC activities Instruction: File 6. Elgin Federation of Agriculture EFA Fall News 2010 Instruction: File 7. Thames Sydenham and Region Source Water Protection Committee Assessment report posted for comment Instruction: File 8. Ministry of Citizenship and Immigration Ontario Medal for Young Volunteers Instruction: File 9. Elgin County Matters, Vol. 4 No. 2 Instruction: File 10. Thames Talbot Land Trust December 2010 newsletter Instruction: File RES. NO. 24 Moved by Miller Seconded by Aldred RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried DELEGATION: BRYCE SIBBICK, FRANK COWAN COMPANY RE: 2011 MUNICIPAL INSURANCE PROGRAM Mr. Sibbick provided an overview of the 2011 insurance coverage. Discussion was held regarding liability for council, staff and volunteer firefighters. RES. NO. 25 Moved by Bodnar Seconded by Aldred RESOLVED that Council of the Municipality of West Elgin accepts the 2011 Municipal Insurance Program as presented by Frank Cowan Company at the annual premium of $147,584 plus taxes, DISPOSITION: Carried Council recessed to hold a public meeting for a rezoning application (Parezanovic Farms) and resumed their meeting thereafter. SUJBECT: CONSIDERATION MEETING NEWTENS DRAIN .;iso in attendance: Adam Sullo P Eng (Dillon Consulting), Chris Thiebert (Dillon Consulting) Drainage Superintendent, Steve Speller (Thompson's), Dennis Nesdahl, Andrew Kieraszewicz, Zofy Sabo, Joe Jennifer Machado, Alan Vandenbrink, John Taji, Tim Blain RES. NO, 26 Moved by Aldred Seconded by Bodnar RESOLVED that Council consider the Engineer's Report on the Newtons Drain. DISPOSITION: Carried 49 December 16/10...Pg 7 of 12 Mr. Sullo provided a summary of the works required under the report. Mr. Kieraszewicz enquired where the spoil was going to be taken, tile along open ditch, removal of catchbasins on county road. Mr. Vandenbrink asked if a 600mm pipe is necessary, would 450 be adequate? Mr. Blain enquired why the whole drain is included; costs have increased by 50 RES. NO. 27 Moved by Bodnar Seconded by Miller RESOLVED that the Engineer's Report for the Newtens Drain, be accepted and the Clerk is instructed to draw up the necessary by -law. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010-68 DANBY DRAIN RES. NO. 28 Moved by Leatham Seconded by Miller RESOLVED that a By -law to provide for a drainage works in the Municipality of West Elgin, in the County of Elgin to be called and known as the Danby Drain and abandon a portion of the Danby Drain be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -68 Danby Drain and Abandonment of a Portion of Danby Drain By -law SUBJECT: BY -LAW NO. 2010-86 AGREEMENT WITH BELL MOBILITY RES. NO. 29 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to authorize the execution of an agreement between the Municipality of West Elgin and Bell Mobility for lease of lands located at 22406 Pioneer Line and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 30 Moved by Leatham Seconded by Miller RESOLVED that a By -law to authorize the execution of an agreement between the Municipality of West Elgin and Bell Mobility for lease of lands located at 22406 Pioneer Line be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -86 Agreement Bell Mobility DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -90 BORROWiNG BY -LAW RES. NO. 31 Moved by Bodnar Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By -Law to authorize borrowing for 2011 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried December 16110...Pg 8 of 12 RES. NO. 32 Moved by Aldred Seconded by Bodnar RESOLVED that a By -law to authorize borrowing for 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -90 Borrowing By -law DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -91 AMEND TAX RATE BY -LAW 2010 -51 RES. NO. 33 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to amend Tax Rate By -law 2010 -51 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 34 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to amend Tax Rate By -law 2010 -51 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -91 Amend Tax Rate By -law 2010 -51 DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010-92 ZONING AMENDMENT (PAREZANOVIC FARMS) RES. NO. 35 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -law to amend Township of Aldborough Zoning By -law No. 90 -50, to change the zoning of lands in Part of Lot 10, Concession 8, from the Agricultural (A1) Zone to the "site- specific" Agricultural (A1 -75) Zone and to Rural Residential Three (RR3) Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 36 Moved by Bodnar Seconded by Aldred RESOLVED that a by -law to amend The Township of Aldborough Zoning By -law No. 90 -50 to change the zoning of lands in Part of Lot 10, Concession 8, from the Agricultural (A1) Zone to the "site- specific" Agricultural (A1 -75) Zone and to Rural Residential Three (RR3) Zone shall now be read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -92— Zone Amendment Parezanovic Farms DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -94 DUNBOROUGH ROAD WATERLINE RES. NO. 37 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -law, with respect to a waterworks rate under Section 90 and Section 326 of the Municipal Act 2001, as amended, for the Dunborough Road Waterline in the Municipality of Dutton /Dunwich and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried December 16/10...Pg 9 of 12 RES. NO. 38 Moved by Miller Seconded by Leatham RESOLVED that by -law with respect to a waterworks rate for the Dunborough Road Waterline be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -94 Dunborough Road Waterline SUBJECT: BY -LAW NO. 2010-95 DEBENTURE BY -LAW RES. NO, 39 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By -Law to debenture a municipal drain and waterline connection and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 40 Moved by Miller Seconded by Leatham RESOLVED that a By -law to debenture a municipal drain and waterline connection be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -95 Debenture By -law DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -97 COUNCIL TAX FREE ALLOWANCE RES. NO. 41 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -law to authorize a tax free allowance for Council and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 42 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to authorize a tax free allowance for Council be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -97 Tax Free Allowance DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -98 APPOINT LIVESTOCK VALUERS, FENCEVIEWERS AND A TILE DRAIN INSPECTOR RES. NO. 43 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to appoint Livestock Valuers, Fenceviewers and a Tile Drainage Inspector and this shall be the firs, and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 44 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to appoint Livestock Valuers, Fenceviewers and a Tile Drainage Inspector be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -98 Appoint Livestock Valuer, Fenceviewers, Tile Drainage Inspector DISPOSITION: Carried December 16110...Pg 10 of 12 SUBJECT: ACCOUNTS RES. NO. 45 Moved by Leatham Seconded by Bodnar RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher #12 amounting to $2,161,495.21 in settlement of General, Road, Water and Arena Accounts (including cheques: #7231 7603). DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 46 Moved by Miller Seconded by Leatham RESOLVED that the minutes of the following committee meetings be received: Tri County Management Committee August 30, 2010 West Elgin Arena Board September 13, 2010 West Elgin Recreation Committee September 15, 2010 West Elgin Arena Board October 13, 2010 West Elgin Chamber of Commerce November 2, 2010 West Elgin Arena Board November 16, 2010 DISPOSITION: Carried SUBJECT: AMO TRAINING SEMINARS RES, NO. 47 Moved by Bodnar Seconded by Miller RESOLVED that the following members of Council be registered to attend the AMO Municipal Councillor Training and The Meeting Series to be held in London on February 17 and 18 2011: Richard Leatham Norm Miller Dug Aldred DISPOSITION: Carried SUBJECT: COUNCIL ANNOUNCEMENTS Councillor Miller reported on a number of items brought forward at the Chamber of Commerce meeting. He reported that there is a need for a strategic plan for the municipality. Councillor Leatham reported that at the Community Policing meeting, the lighting at the 401 interchange was raised as a concern. Councillor Aldred reported he has also attended the Chamber of Commerce meeting. The Mayor reported that a joint meeting with Southwold and DuttonlDunwich is being suggested for the County staff to report on economic development activities. December 16110...Pg 11 of 12 SUBJECT: CLOSED SESSION RES. NO. 48 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss personal matters about an identifiable individual; receiving of advice that is subject to solicitor client privilege. DISPOSITION: Carried RES. NO. 49 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried SUBJECT: CONTRACT WITH ONTARIO CLEAN WATER AGENCY RES. NO. 50 Moved by Bodnar Seconded by Aldred RESOLVED that the ORO Agreement with OCWA be terminated as of December 31, 2010. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2010 -96 APPOINT WATER SUPERINTENDENT ORO RES. NO. 51 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By -Law to appoint a Water Superintendent and ORO and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 52 Moved by Miller Seconded by Leatham RESOLVED that a By -law to appoint a Water Superintendent and ORO be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -96 Appoint Water Superintendent/ORO DISPOSITION: Carried SUJBECT: BY -LAW NO. 2010 -93 APPOINT FIRE CHIEF AND DEPUTY FIRE CHIEF RODNEY RES. NO. 53 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to appoint a Fire Chief and Deputy Fire Chief for Rodney Fire Department and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 54 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to appoint a Fire Chief and Deputy Fire Chief for Rodney Fire Department be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010 -93 Appoint Fire Chief and Deputy Fire Chief Rodney DISPOSITION: Carried December 16110...Pg 12 of 12 SUBJECT: CONFIRMATION BY -LAW RES. NO. 55 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meetings held on December en and 16 2010 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 56 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to confirm the proceedings of the meetings held on December 6 and 16 2010 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2010-99 Confirming By -law December 6 16 2010 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO.57 Moved by Miller Seconded by Leathern RESOLVED that this Regular Meeting of Council shall adjourn at 6:10 p.m. to meet again on January 6, 2011 for a Special Meeting. DISPOSITION: Carried These minutes were adopted on the 13 day of January, 2011. Mayor Clerk MEMBERS PRESENT: STAFF PRESENT: Also in attendance: Joe Fischer MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS DECEMBER 16, 2010 Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant SUBJECT: REZONING PART LOT 10, CONCESSION 8 PAREZANOVIC FARMS Administrator/Treasurer Clerk The Mayor called the meeting to order at 2:00 p.m. The Clerk informed those present that notice of this meeting had been given under Section 34(12) of the Planning Act first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received which indicated no objection. The proposed amendment would change the zoning of the lands Tying on the north side of Pioneer Line (County Road No. 2) east of the Village of Rodney, comprising part of Lot 10, Concession VIII, from the Agricultural (A1) Zone to a 'site- specific' Agricultural (A1 Zone and the Rural Residential Three (RR3) Zone. The amendment would also fulfill a condition imposed by the County of Elgin Land Division Committee in granting Application for Consent E19110 to create the lot on which the surplus farm dwelling would be situated. The lands proposed to be rezoned Rural Residential Three (RR3) comprise an area of 3,082.7 square metres (0.8 acres), a frontage of 48.7 metres (160 ft) and a depth of 63.3 metres (208 ft). The parcel is occupied by an older single unit dwelling, detached garage and storage shed. No change in use is proposed. The parcel satisfies the minimum lot area and minimum lot frontage requirements (1,850 sq m and 30 rn respectively) of the RR3 Zone. Permitted uses of the RR3 Zone include a single unit dwelling, bed and breakfast establishment, home occupation and an accessory use. The lands proposed to be rezoned 'site- specific' Agricultural (A1 comprise an area of 40 hectares (99 acres) and a frontage of approximately 450 metres (1,476 ft). The parcel is occupied by a greenhouse, tobacco kilns and a storage building and has been cleared extensively for agricultural purposes. No change in use is proposed. The 'site specific' (i.e. A1-#) zoning would prohibit a dwelling being erected on the lands as stipulated by the PPS and the Township of Aldborough Official Plan. December 16/10 ...Pg 2 of 2 The subject lands are designated 'Agricultural' in the Township of Aldborough Official Plan. SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Miller Seconded by Leathern RESOLVED that the public meeting for Lot 10, Concession 8 be adjourned. DISPOSITION: Carried These minutes were adopted on this 13 day of January, 2011. MAYOR CLERK 08 Jan 11 04:03p West Elgin Recreation Report January 13 2011 The inaugural meeting of the West Elgin Arena Board is scheduled for January 11 2011. The West Elgin Arena is operating well with few rnpchanical problems. Spriet has been contacted and will be attending in the near future to begin the engineering process for the Grandstand. The Fair Board is trying to schedule a meeting with the Trillium Representative to plan their grant approach. The Rodney Driving Club has requested a reimbursement of overpaid water charges. Also I have received correspondence from the Driving Club indicating that there is a potential serious problem with an area of the north track. Their correspondence is included. It could be that due to the weather that this situation has occurred. The Parks and Recreation Superintendent will consult with the Road Superintendent and the Drainage Superintendent to try and determine the cause of the holes, or at lest come up with a plan to deal with the situation in the spring. On Wednesday January 12 the Parks and Recreation Superintendent attended the Landscape Ontario Trade Show in Toronto. Possibly the largest Trade Show in Canada regarding parks and Landscaping technology in Canada. The inaugural meeting of the West Elgin Recreation Committee will be held January 18 2011 at the Recreation Center. Preparations for the 2011 budgets are underway. Significant budget consideration will include the purchase of a new lawn mower as per the Capital Forecast, improving the Recreation Center with new floor tiling as well as the installation of new washroom partitions, and improving the sidewalk ramp at the front entrance. The Health and Safety Committee will be meeting early in the new year and scheduling our facility inspections and training for 2011, and discussing any issues that have arisen. The CEMC for our Municipality much to the surprise of our Mayor, and under the direction of our current EMO Advisor conducted a communication exercise on December 30 2010.A11 went fairly well, and the results will be discussed at the next session of the Emergency Management Committee. There will be training session scheduled for early in the new year, prior to March for the committee pertaining to the 08 Jan 11 04:04p -2 maintaining Continuity of Municipal Services if we do experience a An Emergency Situation within our municipality. The Parks and Recreation Superintendent has or will have additional information regarding. the Photo Identification process and costs, ranging from us producing the cards to having an outsie entity produce the cards. There was some concern expressed at a recent Council meeting regarding the hiring of a fulltime Fire Chief should the development at the Lake go ahead. 1 contacted the Ontario Fire Marshall's office and there is no definitive criteria as to when a municipality needs to hire a fulltime Fire Chief, although the OFM supports such an move. Therefore, the development will not make it necessary to hire a fulltime Fire Chief. There has also been concern regarding the construction of a satellite fire hall closer to the marina and proposed development to reduce the fire departments response time to this area. The only way to positively determine this would be to do a Community Risk Assessment and determine what level of risk Council is willing to live with. There should also be serious consideration given to the installation of residential sprinkler systems, and commercial sprinkler systems as well as monitored alarm systems, in these structures. Quite possibly a major force to determine to what extent Municipal Emergency services would have to be either improved or increased to would be the insurance industry. There are many factors to be considered, and all should be considered carefully before any decision(s) is made. Respectfully Submitted Jeff S later. 08 Jan 11 04:04p West Elgin Recreation Report Date: January 7 2011 To: West Elgin Municipal Council From: Parks and Recreation Superintendent Jeff Slater Subject: Rodney Driving Club Overpayment, Overcharged for water services. Discussion: On or about July 19 2010 Allan Howard, Secretary of the Rodney Driving Club contacted the Municipality regarding inaccurate water bills and consumption of water for the driving club. When the initial letter was received it was redirected to the Water Department. Subsequent investigations by the Water Department lead the Driving Club as well as the Water Department to believe that there was a possible leak under the floor in one of the stalls. On September 30 I met with Mike Kalita at the horse barns and we discussed the matter while observing the meter itself. There was no movement in any of the dials on the meter, which lead us to believe that there was no leak under the floor. Mike agreed to change out the meter and we would observe the changes in water usage. I further received correspondence from the Driving Club indicating that the water usage has returned to normal amounts after the meter had been changed. A copy of the correspondence is included. The driving club requests that they be reimbursed in the amount of 351.06 for overpayment of the water invoices at the horse barns for 2010. The Rodney Driving Club leases or rents the horse barns from the Municipality under agreement. Jeff Slater _<(Q 08 Jan 11 04:04p Mr. Jeff Stator Parks Recreation Department West Elgin Dear .leff; Rodney Driving Ci b J e rect fij-/ io ,0 i"iFi e r 10k5 f 1 I' On behalf of the Rodney Driving Club, I am writing to express our concern over the amount of water we are alleged to have used since the new meters were installed in April. For your reference, please find enclosed a summary of the Club's water consumption for the past two years. You will note the sharp increase over the last three months. Following the receipt of our May bill (read April 21), I expressed my concern to a clerk at the municipal office. She got a workman on the phone who met me at the barns and, upon checking, found a leak in the system. The leak was supposedly repaired the next morning. I asked who was to pay for the excess water and was told to hold onto the bill and that an adjustment would be made in June. Imagine my surprise when the next bill showed mo adjustment, a penalty for Iate payment and another very large reading. Now our July statement has arrived and we are being told that we have used 42 cubic meters. This is ridiculous! Check our consumption history. We have NOT used more water these past three months than we did in all of last year. This period last year our consumption was 13m, in 2008 it was 16m. This year 42m is ludicrous. The weather is warns but the number of horses in the barns is much lower than in past years. The only conclusion we can draw is that the "leak" is not only still there but is increasing. As the Rodney Driving Club falls under the jurisdiction of your department, we respectfully request that you look into this matter on our behalf and provide an explanation as to why our monthly wate. -esage appears to have tripled. Thank you for your help. AJ lan Howard Secretary Rodney Driving Club 08 Jan 11 04:0Sp Mr. Jeff Slater Parks Recreation Department Dear Jeff; WOW!! That was my reaction when 1 opened this month's water bill for the Club and found that the readings had returned to "normal." Our consumption for the 19 days covered by the statement was 10 cubic meters which works out to a monthly usage of about 16. This is in line with our usage prior to the installation of the new meter and 1 would indeed say that the problem has been fixed. We thank you for your efforts in getting the job done. With regards to our overpayment for the past six billing periods 1 have calculated as follows: For the 16 months prior to the new meter our average monthly bill was $32.84. For the 6 months with the faulty meter our average monthly bill was $91.35. During this period of time we have been overcharged because of the faulty meter ($91.35 $32.84) X 6 $351.06. As the Rodney Driving Club falls under the jurisdiction of your department. we respectfully request a refund of this overpayment and that you bring this matter on our behalf to the attention of the proper authorities. Thank you for your help. Q YL- J 1`i'�2t .z GEC Allan Howard Secretary Rodney Driving Club RODNEY DRIVING CLUB 08 Jan 11 04:05p W a 61-A6E Fia_67 RAla-z.-1 D B P fyre REa_a_ ut L?PiLQtL 3 w meters b o 13 aoo 9_ I L 11 b I act a 1 1 2:Lat. OL W 11 /0 01 2.1_ io a OH a 1 O 33 .27 0 0 '3 D 6 i 9 i ti 08 Jan 11 04:05p Wept Elgin Arena From: <KarrydaleFarm @aol.corn> To: <arena @westelgin.net> Cc: <karrydalefam1@hotmail.com> Sent: January -08 -11 1:20 PM Subject: Rodney Driving Club Attention Jeff Slater Parks Rec Dept. Jeff; Persuant to our conversation of Friday, January 7 please consider this letter as an official notification from the Rodney Driving Club of a potentially serious problem observed on the track during this past week. Following the rains and the unseasonably high temperatures of last weekend, Club members noticed that the north section of the track was showing signs of deterioration. Specifically, an area of approximately thirty feet had become undulated and half a dozen holes (about six inches across and a foot deep) had appeared. It was noted that these changes had occurred in the area where the high -speed Internet work was being done in the fall. The Club has filled the holes back in and the ground has refroze but we believe that there will be a significant amount of damage in this area of the track come spring. I have been asked to advise the municipality of this situation, that the track is currently usable for jogging and that, should the conditions worsen in the spring as expected, we will request the municipality to investigate. Respectfully, Allan Howard Secretary, Rodney Driving Club Page 1 of 1 No. of Permits Issued for Month of December 2010 2009 SFD Units New /Additions Demolitions 2 Demolitions 1 1 Storage Buildings New /Additions Storage Buildings New /Additions Demolitions Demolitions Garages/ Car Ports New Garages/ Car Ports New Demolitions 1 Demolitions Farm Buildings New /Additions Farm Buildings New /Additions 1 Demolitions Other New Other New Demolitions 7 Demolitions Septic Permits 12 Septic Permits 1 Estimated Value Permit Revenue for for Year Estimated Value for Month of December Permit Revenue for Month of December $31,500.00 $265,000.00 $412.40 $1,485.66 No. of Permits Issued for year to date SFD Units New /Additions 21 31 Demolitions 2 6 Storage Buildings New /Additions 7 7 Demolitions Garages/ Car Ports New 4 1 Demolitions 1 Farm Buildings New /Additions 11 15 Demolitions 1 Other New 13 9 Demolitions 7 1 Septic Permits 12 12 Estimated Value Permit Revenue for for Year $6,494,012.00 $2,376,189.00 Year $48,976.78 $23,559.49 MUNICIPALITY OF WEST ELGIN MONTHLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL DATE: January 13, 2011 RE: BUILDING REPORT FOR MONTH OF December, 2010 YEAR PERMITS HOUSES SEPTIC VALUE CONSTRUCTION 2001 92 13 3,257,000.00 2002 106 12 +2 M.H.) 7,669,246.00 2003 108 15 3,817,400.00 2004 97 15 4,109,410.00 2005 80 11 1 5,314,512.00 2006 69 9 13 6,734,238.59 2007 115 14 16 Apts. 23 7,297,318.86 2008 87 6 20 4,428,894.00 2009 76 3 12 $2,376,189.00 2010 68 3 12 $6,494,012.00 10 Year Totals 898 101 16 apts. 81 $51,498,220.45 MUNICIPALITY OF WEST ELGIN YEARLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL DATE: January 13, 2011 RE: YEAR —END BUILDING REPORT Below is a summary showing the number of permits, number of houses, number of septic permits and value of construction for the past 10 years. O:\ reports\bldg.report.yearly.2010. doc DECEMBER 2010 WATER DEPARTMENT REPORT I .ALL BAC `T' SAMPLING AND CHLORINE RESIDUAL TESTS WERE DONE WITH NO WATER QUALITY ISSUES TO REPORT. 2.THOMSON LINE WATERMAIN IS ALL IN THE GROUND NOW,AND AFTER PRESSURE TESTING,SUPER CHLORINATING AND SAMPLING OFF THE NEW LINE ,ALL CUSTOMERS WILL BE TRANSFERRED OVER TO THE NEW MAIN. 3.OVER THE CHRISTMAS HOLIDAYS WE HAD TWO WATER LEAKS TO REPAIR.ONE WAS ON TODD PLACE IN WEST LORNE AND THE OTHER WAS ON THOMSON LINE .NEITHER ONE WERE MAJOR LEAKS, BUT WERE REPAIRED IMMEDIATELY WITH NO ISSUES. 4.M.E.C. TREE SERVICE CAME TO INSPECT THE TREES AT THE OLD BOYS PARK.THREE LARGE TREES AROUND PLAYGROUND EQUIPMENT ARE GOING TO BE REMOVED AS THEY ARE DYING AND BECOMING A DANGER TO PUBLIC AND SURROUNDING BUILDINGS. 5.1 WILL BE AWAY ON VACATION FROM JANUARY 29 UNTIL FEBRUARY 6 IS MY RECOMMENDATION THAT CHAD YOKOM BE APPOINTED O.R.O. WHILE I AM AWAY. 6.ALL WORK ORDERS,LOCATES AND REGULAR MAINTENANCE WERE COMPLETED ON TIME AND IN AN ORDERLY FASHION. MIKE KALITA, WATER SUPERINTENDENT. tk4airnfrijrnJit of I e t 11in TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOANNE GROCH, ADMINISTRATOR/TREASURER DATE: JANUARY 13, 2010 RE: 11633 CATHERINE ST. ROLL 060.078.42 INTRODUCTION: July 15, 2010: Helen and Larry Okolisan attended at Council re: a drainage concern that water was flowing off the lot to the west owned by Mr. Mrs. Grexton and was causing flooding in their field. Council instructed J Ungar to investigate and check elevations. Elevations were taken July 20, 2010 there was little evidence of a berm. The results of the berm shots were: South -east corner .26m (10 low Centre .33m (13 low North east corner .21 m (8 low The results of the shots of the swale in front of berm is: South -east .02m (1") low Centre .09m (3.5 low North -east .03m (1.25 low At the Council meeting on Sept 9, 2010 the CBO and Drainage Superintendent reported that the berm is lower than what is shown on the approved plan by 8" on the north and 10" on the south end. Letter sent to Mr. Grexton on Sept 14, 2010 to advise of deficiencies and to advise as to the expected date of completion. Council agreed that it is the responsibility of the present landowner to ensure that the grading is in accordance with the approved plan. 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 Page 2 DISCUSSION: October 13, 2010 Mr. Grexton followed up with an email (attached) stating that his entire lot, the neighbour's Tots and the road were low compared to the Plan. (No response has been made to this email as further information had to be gathered.) There is no lot- grading certificate on file for Mr. Grexton's lot. There is a $1,000 deposit on hand that is to be returned to the Developer on submission of the lot grading certificate as per Section 1.6 of the Subdivision Agreement a copy of which is attached. The adjacent lots have grading certificates on file approving the lot grading. The subdivision agreement has a lot grading plan that required a berm to be constructed on the easterly lot line between the residential development and the farmlands. The abutting owner has stated that the berm was never built. The builder developer has advised that the berm was constructed but the owner brought in loads of soil and changed the grades. Spriet Associates attended property on Dec. 7, 2010 and took shots with the GPS to address Mr. Grexton's concerns re the adjacent properties and the road. It was found that the elevations are well within acceptable tolerances. DIRECTION REQUESTED: In conclusion, from the grades taken it would appear that the berm needs to be replaced as per the lot- grading plan in the Subdivision Agreement. There is also the question as to who is responsible for this the builder developer or the present landowner who purchased the property in 2007? This report is submitted for review and instructions. Joanne Groch, B.A., AMCT Administrator/Treasurer Re: Lot#10 Dear Norma and Members of Council, Moreover: After review of your findings and discussions with Mr. Lorne McCloud, I have conducted my own inspection of lot in question. Parallel that inspection, the content of my home building contract drawn up by my lawyer and signed by both Contractor and Home Owner was also confirmed. Our Contractor is responsible for Anal Lot grade permit, and 1 can only assume at this point our contractor was the original applicant for lot in question. Further to the inspection compared to Lot grade plan provided by Lorne McCloud, our findings show the entire lot is Low. Subsequently, I went 20 meters into both neighboring lots, and found all points taken were low compared to plan. It was also discovered the road itself was low. Pro actively I have quoted bringing my lot only to meet the final plan, and this cost averaged $6800.00. The cost included bringing in fill, topsoil and seeding to the entire lot for the second time. I am perplexed how my lot is so low, and how the Home builder got final grade approved (If at all). My wife had contacted the Building Inspector once we were moved in and established questioning as to whether the septic tank lid was to be exposed in connection to final grade. He indicated that the "lid does not have to be covered to meet code I had contacted Lorne McCloud in January of 2008 and had indicated at that time, the lot needed to be completed, as visual evidence at that time suggested our grade was poorly done. I was told (by Lorne McCloud) once the Lot grade certificate was submitted by Home builder, we could review at that time. I never did receive any further response to my request, I can only assume, lot grade certificate was never submitted and/or approved. To this date, drainage of rain water is poor on Back side perimeter of property! It would be speculative of what inhibits the intended water flow. Our measurement of the berm shows we have a 5fall from North to south of lot and a 14" Fall in the swale from North to south, yet water continues to sit. I also have not been able to locate the planned catch basin at future road easement where our water is supposed to flow. The Agricultural field to the east side of our property drains directly behind my property where a deep dish prevents immediate water drainage. Our inspection report indicates a 3' (feet) dish compared to drawing provided. This raises an immediate safety concern for my family, as Farmers pesticides and herbicides would directly drain to this location. Closing: I do not have the financc.s to clean up the mess of a home building contractor who chose not to meet West Elgin Building guidelines, nor do I have the financial ability or authority to govern it. We are disgusted that our entire lot is /was not completed to plan, yet a citizen running for council can request that the Berm on our property be fixed because it backs on to her/his property. In regards to your question of when the inaccuracies of my lot will be completed to plan, I ask the municipality the same question. You have asked for the Berm and swale to be completed properly, so I ask, what about the remainder of my property? When do you expect the lot grade will be completed by the applicant who was approved to build? At this time, I would also ask that a courtesy phone call would be given when any future work is to commence on my property. My wife and I are very approachable and reasonable to continue dialogue. Under advisement, a copy of this letter and the municipality letter sent will be given to a 3 party for future assessment. look forward to a quick resolution to the fore mentioned issues. Kindest Regards, 8/10/2010 1.6 Grading The Developer shall grade the lands and thereafter maintain, or cause to be maintained, the elevations and grades of the lands in accordance with the plans. Each and every lot shall be graded to permit surface water to run off from all areas of the said lot and from adjoining lots so as to reach the municipal drains, ditches, swales or natural watercourses, as the case may be, in accordance with the plans and to the satisfaction and approval of the Municipal Engineer. Within nine (9) months of the issuance of a certificate of occupancy by the Municipal Engineer for any dwelling constructed on a lot and before any sod is laid or any part of such lot is seeded, the Developer shall provide a Lot Grading Certificate in the form set out in Schedule "C attached hereto from an Ontario Land Surveyor or Civil Engineer certifying that the final grading of the lot and all appurtent drainage works and facilities have been constructed and/or completed, as the case may be, in accordance with the respective lot grading plan set out in Schedule "D" Map 1 through Map 5 inclusive attached hereto, and for the purposes of securing the faithful performance of this requirement, the Developer shall provide to the Municipality monies in the amount of ONE THOUSAND DOLLARS ($1000.00) payable prior to the issuance of a building permit for the said dwelling, which monies shall be returned to the Developer, without interest and less any related expenses incurred by the Municipality, following the submission of the said Lot Grading Certificate to the Municipality. Thereafter, the Developer agrees that at any time, and from time to time, the Municipality or its agents may enter on any lot within the lands for the purposes of determining if the elevations and grades required by the plans have been maintained by the Developer. Where such grades or elevations are not being maintained and the Developer fails to re- establish such grades and elevations in accordance with the plans following written notice from the Municipality, the Municipality or its agents, on such further written notice as the Municipality considers reasonable, may enter on such lot from time to time and undertake such works as may be necessary or desirable to re- establish such grades and elevations and the cost thereof shall be paid by the Developer to the Municipality and, if not paid within thirty (30) days of the mailing of the statement of costs to the Developer at his last known address in respect thereof, it shall constitute a lien on the lot and interest shall be paid by the Developer at the rate of eighteen (18) per cent per annum commencing thirty (30) days after the mailing of the statement by the Municipality 1.7 Streets The Developer shall construct the street on Part 3 in accordance with the plans and to the satisfaction and approval of the Municipal Engineer, such that the base course of asphalt shall be constructed not later than one (1) year from the date of execution of this Agreement and the final course of asphalt within two (2) years from the date of execution of this Agreement. The Developer further agrees to construct a temporary turn around in accordance with the plans to the satisfaction and approval of the Municipal Engineer and to maintain such turn around until the lands on which it is located or such part thereof, as may be designated by the Municipal Engineer, is conveyed to the Municipality free and clear of any encumbrances, for highway purposes. The Developer agrees that at the time of such conveyance, the turn around within it shall be reconstructed to the satisfaction and approval of the Municipal Engineer. The Developer also agrees that until the lands on which the turn around is located are conveyed to tt,R thO ate_ _..L i_ 4EIunici3rnIftt of TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA BRYANT, CLERK DATE: JANUARY 13, 2011 RE: ESTABLISHMENT OF BUSINESS IMPROVEMENT AREA INTRODUCTION: The previous Council has reviewed a number of revisions to a proposed by -law to establish a Business Improvement Area. On September 23 a final draft was approved by Council, copy attached. DISCUSSION: Under the Municipal Act, there are a number of steps to be followed before Council can enact a by -law to establish a Business Improvement Area (BIA). 1. Before passing a by -law, notice of the proposed by -law shall be mailed to every person in the assessed area (business property owners). 2. The business owners shall within 30 days give a copy of the notice to each tenant who is required to pay all or part of the taxes on the property. 3. The business property owners shall provide to the Clerk a list of every tenant described in #3 and the share that the person is required to pay. 4. Written objections must be submitted to the Clerk within 60 days of mailing of the notice of passing. 5. Council shall not pass a by -law if: a) Objections are signed by at least one -third of the business property /tenants as noted in #1 and #2 above b) The objectors are responsible for at least one -third of the taxes levied for purpose of the general municipal levy for the business property classes in the improvement area. To adhere to the required timeline the following is being proposed: 1. Notice of passing of the by -law and draft copy of by -law is mailed to affected property owners by January 20 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 C 2. Public meeting to allow discussion with affected property owners, Chamber of Commerce, etc to be held on February 17 at 7:00 p.m. (This is not a requirement of the Act but is considered good practise). 3 Objections to the proposed by-law to be received by the Clerk by March 24 4. Council consider by -law on March 24 RECOMMENDATION: That a public meeting regarding the establishment of a Business Improvement Area be scheduled for February 17 at 7:00 p.m. Norma I. Bryant, Hon A, AMCT Clerk WHEREAS section 204 of the Municipal Act, 2001 S.O. 2001, c_25, authorizes a local municipality to designate an area as an improvement area and to establish a Board of Management; AND WHEREAS notice of this By -law was given in accordance with Section 210 of the said Act; NOW THEREFORE the Council of The Corporation of the Municipality of West Elgin (hereinafter called the "Council enacts as follows: Establishment and Purpose The Corporation of the Municipality of West Elgin BY-LAW Being a By -law to Designate and Establish an Improvement Area known as the Rodney and West Lorne Downtown Improvement Area 1. The Municipality hereby designates the area shown as Schedule 'A' and as Schedule 'B' (hereinafter called the "Rodney and West Lorne Downtown Improvement Area as an Improvement Area within the meaning of the Municipal Act. 2. The Municipality hereby establishes a board of management to be know as the "Board of Management for the Rodney and West Lorne Downtown Improvement Area" (hereinafter called the "Board 3. The Municipality entrusts to the Board the promotion of the Rodney and West Lorne Downtown Improvement Area as a business and retail area. 4. The Municipality and the Board shall collaborate on the improvement and beautification of municipally -owned land, buildings and structures in the Rodney and West Lorne Downtown Improvement Area. Board of Management 5. The Board shall consist of seven members, six of which shall be appointed by Council following an election for candidates amongst eligible members of the Rodney and West Lorne Downtown Improvement Area such that the number of members representing Rodney Town Centre and West Lorne Town Centre are equal. The remaining member shall be the Deputy Mayor of the Municipality of West Elgin to, amongst his/her duties as a member of the Board, act as a liaison between Council and the Board. 6. Each member of the Board shall hold office from the time of his or her appointment until the expiration of the term of the Council that appointed him or her provided he or she continues to be so qualified as provided in section 5 of this By -law. 7. The members of the Board shall hold office until their successors are appointed and are eligible for re- appointment upon the expiration of their term of office. 8. Where less than six members are elected by the Rodney and West Lorne Downtown Improvement Area to the Board or a vacancy on the Board occurs due to any cause, Council may appoint a person to fill the vacancy for the unexpired portion of the term. The recommendation of the Board shall be sought for any such appointment. 9. The Board shall, as soon as possible following its appointment, elect a chair, treasurer and secretary. Each position shall be elected annually, along with such other positions as the Board deems necessary to properly conduct the business of the Board during the year. 10. The Board shall keep proper minutes and records of every meeting of the Board, and shall forward true copies of such minutes and records to all members of the Board and the Administrator Treasurer of the Municipality of West Elgin as soon as possible after each meeting. 11. A simple majority of the members of the Board shall constitute a quorum at all meetings of the Board unless otherwise approved by Council. 12. Each and every member of the Board shall have one vote, however, the member of Council appointed to the Board shall only exercise his/her vote in the event of a tie. Financial 13. The Board shall adopt and maintain banking arrangements and good accounting practices that are acceptable to the Municipality's auditor, and shall keep such books of account and shall submit such statements from time -to -time as the Municipality's auditor may require. 14. The Municipality's auditor shall be the auditor of the Board and all books, documents, transactions, minutes and accounts of the Board shall, at all times, be open to his or her inspection. 15. The fiscal year of the Board shall be the calendar year. 16. On or before the 1s day of May in each year, the Board shall submit its' annual report for the preceding year to Council. The annual report shall include a complete audited financial statement of the Boards' affairs with balance sheet and revenue and expenditure totals. 17. The Board shall submit to Council its estimates for the current year in a form and at a time satisfactory to the Administrator /Treasurer for the Municipality of West Elgin and may make requisition upon Council for all sums of money required to carry out its powers and duties, but nothing in this section divests Council of its authority with reference to rejecting such estimates in whole or in part or providing the money for the purposes of the Board and when money is so provided by Council the Administrator /Treasurer shall, upon the certificate of the Board, pay out such money to the Board. 18. Upon repeal of this By -law, the Board shall cease to exist and its undertakings, assets and liabilities shall be assumed by the Municipality. 19. Nothing in this By -law shall prevent the Board from obtaining the assistance of persons with special knowledge or qualifications to provide the Board with plans and information to enable the Board to carry out its duties and responsibilities as established under sections 3 and 4 of this By -law. 20. The Municipality shall annually raise the amount required for the purposes of the Board, including any interest payable by the Municipality on money borrowed by it for the purposes of the Board, by levy upon rateable property in the West Elgin Business Improvement Area that is in a prescribed business property class and such levies may be in the form of a minimum charge and a maximum charge in accordance with Section 208(3) of the Municipal Act, S.O. 2001, c. 25. 21. Charges levied under Section 20 of the By -law shall have a priority lien status and shall be added to the tax roll. 22. The Board shall not expend any money not included in the estimates approved by Council or in a reserve fund established under Section 417 of the Municipal Act, S.O. 2001, c. 25. 23. The Board shall not borrow money and, without the prior approval of Council, it may not incur any indebtedness extending beyond the current year. Annual General Meeting 24. Notice of the Annual General Meeting (hereinafter called the "Annual General Meeting of the members of the Rodney and West Lorne Downtown Improvement Area shall include the meeting agenda and the proposed budget. 25. A complete audited financial statement of the Board's affairs including balance shy .3t and revenue and expenditure statement shall be available at the Annual General Meeting. 26. The Board shall supply the Administrator /Treasurer of the Municipality of West Elgin with the notice of the Annual General Meeting and any materials to be included in it at least 21 days before the date of the meeting. 27. The Municipality shall send notice of the Annual General Meeting by prepaid mail at least 14 days before the date of the meeting to property owner members of the Rodney and West Lorne Downtown Improvement Area. 28. The Board shall distribute notices at least 14 days before the date of the meeting to tenant members of the Rodney and West Lorne Downtown Improvement Area. 29. The Annual General Meeting shall be held prior to the 1 day of May unless otherwise approved by Council. READ A FIRST AND A SECOND TIME this day of 2011 READ A THIRD TIME AND FINALLY PASSED this day of 2011 Mayor Clerk HARPER STREET i VICTO RIA 1 1 1 1 I QUEENS LINE former rofk oy is ..1MAIN STRELT A LEERT STREET 1 1 1 1 1 1 1 L rLl tW a 1 MORIAH STREET J S z p T P STREET Schedule `A' Proposed Improvement Area cc"; RK STREET* J •t f RODNEY TOWN CENTRE 0 100 200 m MUNROE 1 MAIN STREET STREET MAPLE I r r iSTREE ELM STREET Schedule `B' Proposed Improvement Area WEST LORNE TOWN CENTRE formerrailwayiands r 1 0 1 1 100 200 m WESA 1 Better Environment for Business Ms. Norma Bryant The Corporation of Municipality of West Elgin 22413 Hoskins Line, Box 490 Rodney, ON NOL 2C0 Re: West Elgin Landfill Site Fall 2010 Monitoring Report Dear Ms. Bryant: WESA inc. 171 Victoria Street North Kitchener, Ontario, Canada N2H SC5 Tel: 519- 742 -6685 Fax: 519-742-981O t mail: wesakw@wesa.ca wwwwesa.ca January 4th, 2011 Project Number W- B4718 -06 The purpose of this letter is to provide a summary of the environmental monitoring activities conducted by WESA Inc. (WESA) at the West Elgin landfill site in the fall of 2010. A new background well (MW14) was installed at the site in May 2010. The new well was in response to Ministry of the Environment (MOE) comments that the historic background well (MW1) was not removed from the effects of the landfill and is therefore not suitable as a background well. An additional well, MW15 was also installed down gradient of MW11 in response to previous analytical results from MW11 exceeding the Reasonable Use Limits (RUL at the site. Direction to install a well down- gradient of MW11 within the identified Provincially Significant Wetland was provided by the MOE. Both of the newly drilled wells were included in the fall 2010 monitoring program. in addition, the landfill site was re- surveyed in the spring of 2010. Details of the survey can be found in the spring 2010 report completed by WESA. The survey data was subsequently used to up -date the site plan, site cross sections, final contours and the generations of several new figures for the site (volumetric surfaces and existing contour plan). It should be noted that all reference elevations for the site, including borehole elevations, monitoring well elevations and cross sections have been updated based on the spring 2010 landfill re- survey. cdc Calgary Gatineau Kingston Kitchener Montreal Ottawa San Salvador Sudbury Toronto Yellowknife WORK PLAN The environmental monitoring plan for the fall 2010 was done in accordance with the recommendations made in the 2009 Annual Report for the site prepared by WESA in April 2010. The monitoring program included: Water table elevations were measured at all fourteen (14) of the groundwater monitoring wells on -site (it should be noted that there is no MW13 on- site). Figure 1 details the location of the monitoring wells. Monitoring results are provided in Table 1 and methane readings are provided in Table 2. Groundwater samples were collected and analyzed for a series of general inorganic parameters, metals and volatile organic compounds (VOCs). The full list of parameters analyses and the results are provided in Tables 3 and 4, attached. A brief discussion of the results to date is provided below. WATER LEVELS Water table measurements; Methane readings; Groundwater sampling and analysis; and, Completion of a Landfill Inspection and Checklist. Shallow groundwater flow on -site has been characterized by wells completed within the garbage /fill material and the native sand and gravel units (MW1 to MW14). Monitoring well MW2D is completed within the day layer that underlies the landfill and MW15 is completed within a wetland and therefore is influenced by both the shallow groundwater flow system and surface water (precipitation etc). The groundwater within the shallow flow ranged between 216.83 (MW12) to 217.82 (MW10) metres above sea level (m asl) in the fall of 2010. Groundwater flow on -site is generally towards the east. Historically, there has been a mound (an area where water levels are elevated above the immediate surrounding area) in the groundwater table located along the western property boundary between MW5 and MW1. 2 The mound has caused a component of the groundwater flow in the south western corner of the site to flow towards the south (away from MW5 towards MW10). Recent monitoring events have shown the groundwater elevations at MW10 have increased to levels above the groundwater elevations at MW1 and MW5. There now appears to be a mound located in the vicinity of MW10 and causes a component of the groundwater flow in the southern corner of the site to flow towards the north (towards MW1 and MW5). METHANE Methane concentrations were measured using a portable Eagle® combustible gas monitor calibrated for methane with a Multi -gas methane sensor. Methane readings in parts per million methane, LEL of Lower Explosive Limit) and methane were measured within the riser pipe at each location. Methane concentrations were measured at >100% LEL in MW5 with a 17% by volume methane concentration and 19% LEL in MW2 with a 0.5% by volume methane concentration. The concentrations in the remainder of the wells were 60 ppm or lower. The highest methane readings were noted in wells located within or below landfill material (MW2) or in dose proximity to historical and /or current land filling operations (MW5). GROUNDWATER CHEMISTRY Leachate on -site can be characterized by high concentrations of seven leachate indicator parameters (WESA, 2009): Ammonia/ Organic Nitrogen, alkalinity, arsenic, chloride, dissolved organic carbon (DOC), iron, and sodium 3 The MOE Reasonable Use Policy B7 (MOEE, 1994) was established to address the quality of groundwater on properties adjacent to potential sources of contaminants such as landfills. The groundwater quality at the site was compared to calculated Reasonable Use Limit (RUL) based on the background conditions on -site, as measured in MW1 historically and the Ontario Drinking Water Standards (ODWS, 2003). Prior to the spring of 2010, background conditions were assessed based on conditions noted at MWI. With the drilling of MW14, conditions at this location were concluded to be more representative of background groundwater conditions and therefore RULs for the site have been recalculated and the tables modified to reflect the change. The background concentrations used were the values obtained from the 2010 sampling events at MW14 and have been updated since the spring report (1X/ESA, 2010). The concentrations of parameters that exceed the RUL are highlighted in Table 3. VOC concentrations were compared to the ODWS and calculated RULs and exceedances highlighted in Table 4. The following table summarizes all leachate indicator parameters measured in excess of the RUL and the location of the monitoring well for the fall 2010 sampling event: 4 Well Location Monitoring Well Groundwater Flow Leachate Indicator Parameters RUL 1 Exceedances Northwest MW1 Shallow Alkalinity Leachate MW2 Shallow Ammonia, Alkalinity, Chloride, DOC, Iron and Sodium East MW3 Shallow Ammonia, Alkalinity, Arsenic, Chloride, DOC and Iron Southeast MW4 Shallow Ammonia, Alkalinity, DOC and Iron Southwest MW5 Shallow Ammonia, Alkalinity, DOC and Iron Off Site MW6 Shallow Ammonia, Alkalinity, Arsenic, DOC and Iron East MW7 Shallow Ammonia, Alkalinity, Chloride and DOC Off Site MW8 Shallow Ammonia, Alkalinity and DOC Off Site MW9 Shallow Ammonia and Alkalinity Off Site MW10 Shallow Ammonia and Iron Off Site MW11 Shallow Ammonia, Alkalinity, Chloride, DOC, Iron and Sodium Off Site MW12 Shallow Ammonia Clay MW2D Deep Ammonia and DOC Summary of RUL Exceedances Of note, MW15 could not be sampled due to low water levels (groundwater and surface water) in the wetland area. The concentration of ammonia was compared to background levels measured in MW14. The results were above the background levels in 11 of the 13 wells (not in MW1 or MW14). Monitoring well MW2D, located within the landfill material was completed within the day to see the effects of the landfill activates on the clay layer. The RUL was exceeded for DOC in the fall of 2010 and the ammonia concentration was reported above background concentrations. The analytical results observed during the monitoring event are, in general, consistent with those historically observed and reported on -site. The sulphate, conductivity, TDS, hardness, iron, and magnesium concentrations in MW10 exhibited an increase over historical observations. Please note that there is no RUL for the leachate parameter ammonia: therefore ammonia is compared to average value calculated in the background well. 5 The nitrite concentration in MW2D and MW4 exhibited an increase over historical observations. These parameters will continue to be monitored to assess their impacts on the site. The results of the VOC analyses are summarized in Table 4. The results of the VOC analyses had concentrations of all parameters measured below the ODWS in the fall of 2010. A few parameters were detected above the laboratory detection limit but below the ODWS and followed historical trends. Benzene is noted in MW4 and MW5 in the fall of 2010. Benzene has been noted in MW4 and MW5 since May 2006. Chlorobenzene was noted in MW5 and has been noted historically. These parameters will continue to be monitored to assess their impacts on the site. It should be noted that pH readings collected in the field during the fall sampling event were 1 to 1.5 pH units lower than those historically reported on -site. pH levels reported by the lab show similar trend. CONCLUSION The results of the groundwater monitoring indicate that general site groundwater flow is towards the east, with a small component towards the north along the southwestern property boundary. This component of groundwater flow has reversed compared to historical groundwater flow directions in this portion of the site. Evidence of the groundwater flow directions on -site is confirmed by the analytical data obtained from wells sampled. MW10 has shown increases in parameter concentrations compared to historical water quality results. Leachate impacts off -site are restricted to the east, south east and south. Towards the east, impacts were noted in the on- site well MW7 and in the off -site well MWII. To the south east, leachate impacts have been noted in MW3 and MW8 (approximately 20 m from the property boundary) with impacts dissipating in MW12 (approximately 40 m from the property boundary). In a southerly direction, impacts were noted in MW6, located adjacent to the property boundary and in MW9, approximately 20 m from the property line. To the south -west DOC and iron impacts were noted in MWIO, approximately 10 m from the property boundary. Wetland water quality (MW15) could not be analyzed due to insufficient water available for sampling. Based on the spring 2010 results from MW15 groundwater and leachate are discharging into the wetland. The wetland is an anerobic reducing system with enhanced de- nitrification potential /conditions and therefore acts to provide natural treatment of the leachate. 6 'at Aitig; The Municipality has confirmed receipt of and signed the landfill inspection checklist completed during the fall 2010 event. The site will be sampled again in spring 2011 to satisfy the requirement of the site specific C of A. A final report will be prepared detailing the results of the two 2010 monitoring events and provided to the MOE no later than April 30th, 2011. If you have any questions please do not hesitate to contact the undersigned. Sincerely, WESA Inc. Karen Greer, M.Sc., P.Geo. Hydrogeologist /Project Manager Encl: Geoff roz, B.Sc. Environmental Consultant Ref; 84718 06 reef letter Fall 2010. doc Table 1: Table 2: Table 3: Table 4: Figure 1: Appendix A: Groundwater Elevation Data Methane Vapour Data Groundwater Geochemistry Data Scan Groundwater Geochemistry Data Data Site Phan with Air Photo Analytical Results tPIL,cirjA Ian Macdonald, M.Sc., P.Geo Principal /Senior Hydrogeologist General and Elemental Metals Volatile Organic Compound 7 r 6 e o j a,_ -42 E) 2 t° k ¢E$ 0 o 6 m, a! 4IUnTC idthj of TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA BRYANT, CLERK DATE: JANAURY 13, 2011 RE: MUNICIPAL ELECTION 2010 INTRODUCTION: To provide Council with an overview of the municipal election. DISCUSSION: Election Night .ezt Intelivote has provided a confidential document which provides a summary of the events of concern. This document will be provided to Council and candidates and is included in the Confidential Agenda. Intelivote credited the municipality with 10% of the total amount owing. On Election Night when the system was experiencing issues with accessing the web and telephone, the Clerk extended the voting period to 9:00 p.m. for telephone and internet voting. Voting Statistics Intelivote has provided a summary document which provides statistics by voting by age and method, session connections by date and hour. This report is attached. Forty -three percent of eligible voters participated in the municipal election 45% used the internet, 18% used the telephone (total of 63 and 37% used manual method at voting locations. The following table provides an age breakdown and participation for your information. It is noted that as age increases, the number of voters using the manual method increases as well. 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2C0 Tel: (519) 785 -0560 Fax: (519) 785 -0644 Age Breakdown by Who Voted Age No. Eligible Voted by alternate method (web phone) by manual participation 18 -19 103 28 72% 28% 27% 20s 547 120 90% 10% 22% 30s 507 174 78% 12% 34% 40s 724 318 75% 25% 44% 50s 917 453 74% 26% 49% 60s 758 463 58% 42% 61% 70 -90s 810 404 42% 58% 50% UK* 340 69 62% 38% 20% unKflown age Breakdown of voting by age for past elections has not been available so a comparison with past elections is not available. However, if attracting younger electors to vote is a goal, it appears the alternative methods by web and telephone are preferred. Another statistic to look at is the number of non residents who voted. This would include the trailer park renters. Even though the Clerk attended their annual meetings to provide information on the alternative voting methods as well as the need for ensuring their names were on the Voters' List, more communication is necessary. The participation of non residents who voted was 6 RECOMMENDATION: For information only. Norma I. B ry ant inte ii1te systems ins Municipality of West Elgin Municipal Election 2010 Statistics Summary Document November 1, 2010 Election Statistics 2®1O Municipal El,ect(c. This document contains several reports that detail activity from the election period for your 2010 Municipal Election. Each of these reports includes data from the system and the following definitions are provided to assist in the interpretation of the information. Please contact intelivote if you have any questions in regard to this information, Explanation f Terms used in this documents Participation is defined as the action taken by an eligible elector to enter the voting system by phone or by web, successfully entering a valid PIN and completing at least one race in the election. This activity then defines them as having participated in the election. Voters are those individuals who were included on the eligible electors list that came from MPAC or were added to the eligible electors list via enumeration. A session is the connection recorded by the system of an eligible elector when they attach to the system using either a phone or an Internet connection, but has not necessarily cast a vote. 1. Report: Election Statistics Report Number of Electors setup in System: The number of electors who were assigned PINs in the system and were provided their PIN either by mailout or by the election authorities after enumeration. Number of Electors who cast at least one ballot; Electors who voted for at least one race in the election. Participation rate: Electors divided by Eligible electors expressed as a percentage. Voters who used the Internet to vote: Voters who used the web to vote including voters who used 'Phones and Blackberries in web mode. Voters who used the phone to vote: Voters who used their phones, (both land and mobile), to cast their ballot. Voters who voted with paper ballots: Voters who had their PIN set to manual by the DRO and cast a paper ballot at the polling location. Voters casting ballots with "Resident" status: Voters who had a status of Resident on their voter profile as delivered by MPAC. Intelivote Systems Inc. Page 1 of 4 Voters c;.sting ballots with "Non- Resident" status: Voters who had a status of Non- Election Statistics m 2010 Municipal Election Resident on their voter profile as delivered by MPAC. verage mount 14 time a voter spent voting using the interne: The average time all voters spent casting their ballot using the Internet for your municipal event. verage amount of time a voter spent voting using the telephone: The average time all voters spent casting their ballot using the phone for your municipal event. Number of voters on the elector list with age listed: Voters who had a date of birth on their file from MPAC. Number of voters on the elector list with no age listed: Voters who had no date of birth on their file from MPAC. Other Canadian Provinces voters cast ballots from using either phone or Internet: Based on session information, the originating province of the connection. United States votes Total Internet votes from US states: Based an session information, the originating state of the connection. Total Internet votes from outside North America: Based on session information, the originating country of the connection. Age Breakdown of Who Voted: Demographic information by age of voters and the method they used to vote. 2. Report: Session Connections by Channel Successful Connections With Votes Cast: Represents electors who successfully entered the system and completed voting at least one race. With NO Votes Cast: Represents electors who successfully entered the system but did not cast a ballot. This generally happens when the elector viewed or listened to the first race but purposely did not cast a ballot, or were disconnected from the system. The difference between the Sessions count and the Voters count indicates the additional attempts Voters would have made. I.e. If the Session count is 200 and the Voter count is 180, this states that 180 voters connected to the system 200 times, meaning some voters ;:onnected more than -once. Failed Connections Invalid PIN: The PIN entered by the voter is not a PIN which is assigned to a voter and therefore is invalid. Intelivote Systems Inc. Page 2 of 4 Election Statistics o 2010 Municipal Election Inv alid Credentials: One or more of the authentication credentials (such as date of birth or a user code) entered by the voter did not match the data on file in the voting system. "Not applicable for your 2010 elections": PIN Currently Voting: The voter has attempted to start another voting session before the current one has terminated. This probably occurred when the voter attempted to start a second session after accidently terminating the first by closing the browser (instead of clicking the EXIT button). In this case, the system considers the first session still active and will not permit the PIN to be used in another session. After a time out period of no activity, the initial session will be terminated and the PIN may be used again for a new session. This amount of timeout varies by election, but the default is 5 minutes. Completed PIN: A completed PIN may no longer be used for voting in an event because it has already been used to cast ballots on all races in the event. Disabled PIN: The voter has tried to access the system with a disabled PIN. The PIN may not be used in a voting session because it has been disabled by the election officials. Rogue PIN: The PIN may not be used in a voting session because it has been disabled by the election officials for the reason that it was reported lost, stolen or not received. Manual PIN: The PIN may not be used in a voting session because an election official has issued paper ballots to the voter who is voting in person at a polling station. PIN Currently Locked: The PIN may not be used because it is locked. The PIN may be locked by the system if the holder tries to use it for more than 10 sessions, or if the system detects a repeating pattern of use suggesting that the voter may be confused. In such a situation, the voter is advised to contact the Voter Help line for instructions. Suspended PIN: The PIN cannot be used because it is in a suspended state. The most common reason for this to exist is that the voter has not yet registered to vote, or the registration has yet to be authorized. This is only used if the municipality is using the registration module. "Not applicable for your 2010 elections`. 3. Session Connections by Date and Hour This report describes the unique voter sessions by hour, by day for the election period. Each hour contains the number of voters who cast a ballot during that hour, i.e. if a voter cast a ballot at 8:55 PM, this activity would be reflected in the 8:00 pm voting hour total. If a :,'oter cast a ballot in the 8:59 pm time, (for example for the mayor), and cast their councillor vote at 9:01 pm, there would be a count in the 9:OOPM voting timeframe as well. The total number of votes cast using this report should always be larger than the number of actual voters cast during the actual event as voters often cross "hour" timelines during the voting process. Intelivote Systems inc. Page 3 of 4 Election Statistics 2010 Municipal Election A small number of voters that may be shown in the "next" hour after the election stop hour, are as a result of voters still in the system at the prescribed stop time, who then cast their ballot and then exited the system after the closing hour. Intelivote Systems Inc. Page 4 of 4 C N c 0 O N R L C1 Q o N G o C N O v a) W .0 z O to 0 E 0 ti E a N N 0 N O C 0 N W lC 0 O 0 CO t}) 0 .0 E z N 0 00 co co co 0 CI' p- c) 0) O (0 {!i z C ro N IX G O O To or foi U a) U a) U1 d am n c M 0) to co a 0 co NMd (S7 (Df�000) T T T T cn z z O m a. ca O a) O r Q fC C (0 E 0 0 .0 03 (.3 a) co 8 a as c co M 0 *UK Unknown age not listed on elector's list. 'Ped %LZ 22% %I/E %1717 %6t' %49 1 %Z9 %L17 %Lt. GV NMI OD Z 4 L£ Z8 094 1764 I 1 684 98 44 1 96 I tii71 !:I/111 64 ZZ 99 Z8 178 99 OE M Z4 898 t }o unnopmeals aft► 83M 61. 68 1 944 1.21. 1.?? 994 S ZZ CO 1.s ZZ6 VOTED 83 031. 17L 91.8 1 I 9917 9917 09Z 1 LC L4 69 _I 6Z0Z `}f31 E04 L'b9 L 09 tiZ1 146; 1 987 l 68Z! 9£ OBE 90Lb j I e6 [64 -8 5 oz So£ Say 5 09 s09 Sol S0$ 1 S06 1 iii C N c 0 O N R L C1 Q o N G o C N O v a) W .0 z O to 0 E 0 ti E a N N 0 N O C 0 N W lC 0 O 0 CO t}) 0 .0 E z N 0 00 co co co 0 CI' p- c) 0) O (0 {!i z C ro N IX G O O To or foi U a) U a) U1 d am n c M 0) to co a 0 co NMd (S7 (Df�000) T T T T cn z z O m a. ca O a) O r Q fC C (0 E 0 0 .0 03 (.3 a) co 8 a as c co M 0 *UK Unknown age not listed on elector's list. Successful With Votes Cast With NO Votes Cast Total Failed Invalid PIN Invalid Credentials PIN Currently Voting Completed PIN Disabled PIN Rogue PIN Manual PIN PIN Currently Locked Suspended PIN Total Sun, 31 Oct 2010 15:55:06 ADT Municipality of West Elgin Municipal Election 2010 Session Connections by Channel TEL Sessions Voters I Sessions Voters 382 364 947 925 65 45 53 46 447 1000 0 77 9 4 0 0 0 0 98 0 26 3 0 0 0 0 195 WEB 21 0 0 66 16 70 16 38 6 Q 0 Q 0 0 0 TOTAL Sessions Voters 1329 1285 118 88 1447 29 0 0 143 38 79 18 42 6 o o 0 0 0 0 0 0 293 Requested by: Jenn Hood CEOGroup Page 1 of 1 Time 18-Oct 19 -Oct 20-Oct 21 -Oct 22-Oct 23 -Oct 24-Oct 25-Oct Total /Hr. .�H 1 1:00 AM 1 2 0.2% 2:00A mama_ 1 0.1'0 3:00A _mama____ 1 1 0. 'o 5:00 AM ©Ma MIME 3 0.5% 6:0' T 2 1 3 9 16 1.2 :00 AM 3 1 4 3 7 21 1.6% 8:00 AM 3 5 3 4 6 25 49 3.7% :+I AM 0 8 10 1 97 10:00 AM ILIZZOINAMILMI :01 MaOMM®MamaMa 7 8 12 20 41 123 10 Ma® 9 MI 46 10 1;001> 14 Qma ©Q 11 ma 10 65 .9% T 6 `c' 7 M'Ei i,© 38 Ma 5.9% ki ©ILM 5 4 Mama 6 30 MIUM 4.6% 1 PM ma 5 6 6. :00 PM `M 9 4 19 ma 80 6.0''. 6:.' T l 8 ma 8 13 MaMMI®ME 9 20 29 102 Ingrii 123 7 ;00 P 15 ®I= 8; 0 T 11 6 24 1' .7% 9:00 PM 4 4 2 19 2 47 .5% 10:00 PM 1 7 13 27 2.0% 11:00 PM 2 1 1 9 19 1.4% ota 116 101 9 `jimaMa 436 100.0% EVENT Municipality of West Elgin Municipal Election 2010 Date Column lapels 0 17 o 0.17o f.07o /.170 1U.4%0 /7"a 19.UY'o 3L 24 -Oct 23 -Oct U 22-Oct 21.Oct e 20-Oct ®19 -Oct 818 -Oct Actions 1. Assessed voting equipment to ensure it met the needs of the electorate 2. Assess the risk of our past election administration practices, identifying the likelihood of our practice creating a risk to accessibility of candidates and electors and we then identified the impact of the risk and dev eloped measure to mitigate or minimize the risk Actions 1. Posted information to municipality's website 2. Provided links to: a Candidates Guide to Accessible Elections, produced jointly by the Association of Municipal Mangers, Clerk's and Treasurer's of Ontario and the Province; the provincial accessibility website; the municipality's website; and any other related material unrt"rpaCi#v of TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA BRYANT, CLERK DATE: JANAURY 13, 2011 RE: ACCESSIBILITY INITIATIVES UNDERTAKEN FOR 2010 MUNICIPAL ELECTION INTRODUCTION: Under Section 12.1 of the Municipal Elections Act, the Clerk shall report to Council regarding the identification, removal and prevention of barriers that affect electors and candidates with disabilities. DISCUSSION: Identification of Barriers We took the following actions to identify barriers that affect electors and candidates with disabilities: Removal and Prevention of Barriers We took the following actions to remove and prevent barriers that affect electors and candidates with disabilities: Communications and Information 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 Actions 1. Staff training incorporated provisions to meet accessible customer service standards 2. Provided reference materials, if requested 3. Encouraged election workers to approach an elector if it appeared that the elector required assistance to get around in the voting location. Offered assistance to help, did not assume an individual needed help 4. Election staff was trained to identify a service animal and followed the Municipality's Accessible Customer Service Policy 5. Maintained a friendly and approachable demeanour of elect ion staff 6. Evaluated effectiveness of training post election Actions 1. Provided fully accessible equipment as advance voting location and on Election Day at Municipal Office and West Lorne Community Complex. 2. Provided instructions on use of accessible voting equipment 3. Scheduled extended voting opportunities 4. Promoted voting opportunity for electors with disabilities 5. Provided vote anywhere in the municipality during the voting period 6. On the basis of a recommendation of Beattie Haven Retirement Home staff alternative voting method was not provided to their residents. Traditional voting was scheduled for 10:00 to none on Election Day. Actions 1. Conducted site visit of potential voting locations to ensure accessibility as against our standards 2. Provide two voting locations on voting day with accessible voting equipment, in addition to being physically accessible Municipal Office and West Lorne Community Complex 3. Permitted service animals and support person in all voting locations 4. Ensure designated parking for persons with disabilities at voting station at municipal office. 3. Provided documentation and forms in large print to assist visually impaired upon request 4. Provided candidates and staff with information relating to accessible customer service 5. Established a Voter Help Centre at municipal office where electors could visit or get assistance in their voting process by telephone. Voting Locations Voting see also additional table at end of document re: accessible voting methods made available Staff Training Voting Method Audio ballots telephone voting Combined Telephone Internet Voting Internet Voting that meet the Web Accessibility Initiative (WAI) requirements Telephone Voting with and without TTY For each voting method we took the following measures to ensure accessibility: RECOMMENDATION: For information only. Norma I. Bryant MAYOR Cameron McWilliam 28740 Celtic Line, R. R. 1 Dutton, NoL 1J0 DEPUTY MAYOR Bob Purcell 1 58 Shackleton Street Dutton, NoL iJo December 13 2010 West Elgin Arena Board c/o Joanne Groch 22413 Hoskins Line P.O. Box 490 Rodney, Ontario NOL 2C0 Dear Joanne, Re: Council Appointment Yours truly, Ken Loveland Clerk Administrator KL:ht Municipality of Outton/Dunwula Box 329, 199 Currie Road, DUTTON, Ontario NoL iJo Telephone: (5 762 -2204 Fax No. (519) 762 -2278 Clerk Administrator Ken Loveland COUNCILLORS Ian Fleck 272 Miller Road Box 542 Dutton, NoL 1Jo Donald 11.Page 7949 Coyne Road R. R. 1 Wallacetown, NoL 2Mo Dan McKillop 29094 Silver Clay Line, R.R. 3 4 f4i,' Dutton, NoL 1Jo Please be advised that the Council of the Corporation of the Municipality of Dutton/Dunwich has appointed Bob Purcell to the West Elgin Arena Board for 2011. MOVED BY AND SECONDED BY THAT ALiTY P..171■4 CEL ri,ird10 THE MUNICIPALITY OF DUTTON/DUNWICH MOTION: Mayor DATE: December 8 2010 Bob Purcell be appointed to the West Elgin Arena Board for 2011. CARRIED MAYOR Cameron McWilliam 23740 Celtic Line, R. R. 1 Dutton, NoL iJo DEPUTY MAYOR Bob Purcell 178 Shackleton Street Dutton, NoL t.10 December 13 2010 Tri County Water Management Committee c/o Joanne Groch 22413 Hoskins Line P.O. Box 490 Rodney, Ontario NOL 2C0 Dear Joanne, Re: Council Appointment Yours truly, Ken Loveland Clerk Administrator KL:ht Municipality of Dutton/Ounzvicfi Box 329, 199 Currie Road, DUTTON, Ontario NoL iJo Telephone: (519) 762 -2204 Fax No (519) 762 2278 Clerk Administrator Ken Loveland COUNCILLORS Ian Fleck 272 Miller Road Box 542 Dutton, NoL 1J0 Donald H.Page 7949 Coyne Road R. R. i Wallacetown, NoL 2Mo Dan McKillop 29094 Silver Clay Line, R.R. 3 Dutton, NoL iJo Please be advised that the Council of the Corporation of the Municipality of Dutton/Dunwich has appointed Cameron McWilliam and Ian Fleck to the Tri- County Water Management Committee for the West Lorne Primary System and Bob Purcell be appointed as the alternate for 2011. o 70* MOVED BY AND SECONDED BY THAT Cameron McWilliam and Ian Fleck THE MUNICIPALITY OF DUTTON/DUNWICH be appointed to the Tri-County Water Management Committee for the West Lorne Primary System and Bob Purcell be appointed as the alternate for 2011. Mayor MOTION: DATE: December 8 2010 CARRIED ra, fritaiizeP December 17, 2010 Mayor Bernie Wiehle and Council Municipality of West Elgin 22413 Hoskins Line, P.O. Box 490 Rodney, ON NOL 2C0 Dear Mayor and Council: Sincerely Greg Grondin Co -Chair Imagine Campaign St. Thomas Public Library 153 Curtis Street, ST. THOMAS, Ontario, N5P 3Z7 Tel: (519) 631 -6050 Fax: (519) 631 -1987 www st- thornas.library,on.ca Terry Co -Chair Imagine Campaign More than 850 people visit St. Thomas Public Library every day and more than 25% reside outside the City of St. Thomas. Many of our users live in the townships and surrounding area. Though Elgin County provides excellent collections, services and programs through its many rural branches, the City library provides a unique service, and greater breadth and depth of resources that was rated by an outside consultant as among "the best collection seen to date." St. Thomas Public Library's Revitalization Project will be underway shortly to enhance space and services for children, and to provide expanded services to everyone, from second career seekers, young students and adult learners. In support of our Revitalization Project, our Imagine fundraising campaign aims to raise $100,000 by March 31 2011. We would appreciate your consideration of our request for support in the 2011 budget at a rate of $1 per resident. If you would like a presentation for your council during budget discussions, St. Thomas Public Library representatives will be most pleased to attend at your convenience. If you would like more information on our Revitalization Project, please contact Heather Robinson at the library, or for information on the campaign, contact Greg Grondin or Terry Carroll. We already partner with Elgin County Library on a number of initiatives, including the Growing with Books project which provides a book and library card to families with newborn babies, and we share, with Oxford County, an e- services specialist who is developing virtual training for libraries in Ontario. We have also provided, and are continuing to provide, technical assistance to each other on initiatives such as downloading audio books, and digitization of archival material. We look forward to working together in the provision of the best possible library services to all our residents. From anywhere... De partout... to anyone jusqu'a vous January 6, 2011 Mayor Bernie Wiehle The Municipality of West Elgin P.O. Box 490 RODNEY ON NOL 2C0 John Krayer- Krauss Local Area Manager, London Woodstock CANADA POST 951 HIGHBURY AVE. LONDON ON N5Y 150 POSTES CANADA 951 AVE. HIGHBURY LONDON ON N5Y 150 Via Xpresspost PP 271634316 CA r.e. open house West Lorne mail delivery Dear Mayor Wiehle: Please find enclosed an advance copy of a notice which will be sent to our customers in West Lorne next week concerning a new date for the Open House which was cancelled last month due to inclement weather. If you have any questions please contact me at the above address, via phone at 519- 457 -5337 or by email at John.Krayer- Krauss@canadapost.ca, www.canadapost.ca www.postescanada.ca January 10 2011 OPEN HOUSE MAIL DELIVERY IN WEST LORNE Dear Customer: You are invited to an open house at the West Lorne Postal Box Centre, 173 Main Street East, on Wednesday, January 19, between the hours of 8:00 a.m. to 8:00 p.m. about the introduction of Community Mailbox (CMB) service to your community this spring. Drop in any time between those hours to meet with Canada Post officials to talk about the service, see a map where your Community Mailbox will be located and to see an actual Community Mailbox. If you have any questions or comments, please contact John Krayer- Krauss, Local Area Manager at 519 457 -5337. Le 10 janvier 2011 JOURNEE PORTES OUVERTEI LIVRAISON DU COURRIER A WEST LORNE Madame, Monsieur, Vous etes invites a une journee portes ouvertes au Centre de cases postales de West Lorne, au 173 rue Main Est, mercredi 1e19 janvier, entre 8 h et 20 h. Des renseignements vous seront fournis au sujet du nouveau service de boites postales communautaire prevu pour le printemps 2011. Venez nous voir entre 8 h et 20 h. Des representants de Postes Canada seront sur place pour vous expliquer le service, vous montrer a quoi ressemble une boite postale communautaire et vous indiquer I'emplacement de la votre. Si vous avez des questions ou des commentaires a ce sujet, veuillez communiquer avec John Krayer- Krauss, gestionnaire de zone locale, en composant le numero 519 457 -5337. Northern Zone Rick Champagne, Councillor Township of East Ferris John MacEachern, Mayor Township of Manitouwadge Southwest Zone Tom Bateman, County Engineer County of Essex John Parsons, Division Manager, Transportation Roadside Operations City of London Joanne Vanderheyden, Mayor Township of Strathroy Caradoc South Central Zone Damian Albanese, Director, Transportation Division Regional Municipality of Peel Doug Beffort, Councillor Town of Caledon Southeast Zone Craig Davidson, CAO /Clerk- Treasurer Municipality of HastingHighlands Steve Desroches, Councillor City of Ottawa Jim McDonell, Mayor Township of South Glengarry Toronto Robert Burlie, Manager, Road Operations City of Toronto Mark Grimes, Councillor City of Toronto December 21, 2010 To the Head Members of Council: Re: Report of the OGRA Nominating Committee ONTARIO GOOD ROADS ASSOCIATION The OGRA Nominating Committee met on December 21, 2010 and recommended a slate of candidates to the Board of Directors. The Board ratified the report as presented. The recommended slate is as follows: The following current Boards members do not have to be re- elected to the Board and will automatically assume the following positions effective March 2, 2011: President John Curley, Councillor, City of Timmins 1 Vice President Alan Korell, Managing Director /City Engineering, City of North Bay Immediate Past President J. Paul Johnson, Operations Manager, County of Wellington The above will serve an the 2011 -2012 Board of Directors making a total of 15 on the Board. The above slate of candidates will be ratified at the Annual Conference to be held in February, 2011. If any municipal member would still like to put their name forward for a position on the Board of Directors they must fill out and return the attached Nomination Form. All nominations must be postmarked or received by fax or e-mail no later than January 21, 2011 and sent to: Yours truly, J. W. Tierney, Executive Director Eric Rutherford, Chair Nominating Committee 6355 Kennedy Road Unit 2, Mississauga, Ontario L5T 2L5 Fax: 905 -795 -2660 E -mail: infooqra.org Please be advised that if any additional nominations are received by the deadline noted that an election will be required at the ROMAIOGRA Combined Conference. Any questions regarding the Nomination process or serving on the Board of Directors can be directed to the undersigned at joe0ogra.orq. c. Eric Rutherford, Chair, Nominating Committee Name Name Name 4 r A ria pa e NOMINATION /CONSENT FORM Please Print Candidate for 2011 -2012 OGRA Board of Directors Position Municipality Nominated by Position Municipality Seconded by Position Municipality Candidate's Consent Candidate's Signature Date ONTARIO GOOD ROADS ASSOCIATION 6355 KENNEDY ROAD, UNIT 2 MISSISSAUGA, ONTARIO L5T 2L5 TELEPHONE 905- 795 -2555 FAX 905 795 -2660 This form must be received by fax 905-795-2660, e-mail (info @ogra.org) or mail to Unit 2, 6355 Kennedy Road, Mississauga, Ont. L5T 2L5 to the attention of Eric Rutherford, Chair of the Nominating Committee, by 4:00 p.m. on January 21, 2011. To the Council of the Municipality of West Elgin On Tuesday Mar 8, 2011 the Rodney Kiwanis Club is planning on hosting a Pancake Supper to raise money for community services. We have booked the Community Rec Center from 12.00 noon until 10.00pm in Rodney to hold the event. 1 am writing to ask if council will consider waiving the cost of the hall rental to allow this event and control expenses. Thank you for your consideration. Sincerely. Dave Kelly PO Box 102 Rodney, NOL2C0 Secretary Rodney Kiwanis Club cc. Allan Binks Pres Rodney Kiwanis Club cc. Ron Downie Treasurer Jan 5/11 Karen K. Machado 169 Elm Street PO Box 714 West Lorne, ON NOL 2P0 January 5, 2011 Municipality of West Elgin 22413 Hoskins Line PO Box 490 Rodney, ON NOL 2C0 Dear Mayor and Council Members: ;rr 2011 This is an update to the letter I sent in November 2009 that I did not receive a response to from the previous mayor and council. I would appreciate a response from the new mayor and council. I'm writing in regards to the water connection fees associated with a property located on Silver Clay Line in West Lorne. I have been a resident in this Municipality for thirty -four years and would like to continue living here for many years to come in order to be close to family and friends. We want to promote and support development in West Elgin and have purchased and the property at 25743 Silver Clay Line in West Lorne to build a home I am writing to you to express my concern about the high connection fees to the municipal water supply. I understand the history behind the construction of the municipal water line, and residents having the option to connect or not. However, I strongly believe that if one connection is made it could persuade or encourage other residents on Silver Clay Line to do the same, or at least make them consider it. An additional advantage to connecting to the municipal line is if properties change hands in the future it would be a reasonable option for new property owners to purchase the property. It has been a difficult process to justify drilling another hole in the ground when the municipal supply from a brand new state of the art Water Treatment Plant is available, but it is also impossible for me to justify spending more than three times that amount to connect. The attention of this fetter is not to request for a "free" connection, but to reconsider the connection fee based on the "going rate" for the work of doing the connection. Keep in mind that the advantage for lowering costs of connecting to a municipal drinking water line is an incentive for additional property owners to connect and to help support the new Water Treatment Plant; especially now that Dutton Dunwich will no longer be a user of the system. Furthermore, as a Drinking Water Inspector for the Ministry of the Environment and previously as a Compliance Technician /Operator for the Ontario Clean Water Agency that use to work on the West Elgin system, I understand the importance to both promote and protect municipal water. To be forced to drill and maintain a private water source seems contradictory to the work that I do with the ministry which is to ensure that drinking water systems meet Ontario's health based standards for protecting the quality of the province's drinking water. I would appreciate a written response to my concern and a detailed cost schedule for the connection to the municipal line. Sincerely, Karen Machado Ministry of Government Services Office of the Minister 99 Wellesley Street West Room 4320, Whitney Block Toronto ON M7A 1W3 Tel.: 416 327 -2333 Fax: 416 327 -3790 December 10, 2010 Ms. Joanne Groch ServiceOntario Centre #176 217 Fur nivai Road, Box 539 Rodney, ON NOL 2C0 Dear Ms. G Ministere des Services gouvernementaux Bureau du ministre 99, rue Wellesley Ouest Bureau 4320, Edifice Whitney Toronto ON M7A 1W3 Tel.: 416 327 -2333 Telec.: 416 327 -3790 As we reflect on the year that is quickly coming to a close, we are heartened by the progress we have been able to make together to serve our customers better. It has been a year of significant change and achievement, and once again you have delivered on behalf of our customers. A single ServiceOntario delivery network is becoming a reality across the province! Through "Taking the Lead," we have moved aggressively to improve the delivery of government services in communities across the province, and our customers are noticing. They like being able to do more things in one place, saying: "The convenience of performing two transactions at the same time is great!" "One -stop service for health card and plates. The wait time was so short that there was no appointment required. The staff were all friendly and well organized!" "Very courteous service. l think ServiceOntario is a terrific improvement!" "I had three things done, and 1 still made it back to my office on time! Very prompt and business like." "I am so happy that you have merged all the offices into one...1 was so happy I could do three things in one visit,' They are impressed by your employees, too, telling us: "Polite, pleasant, and efficient! I got everything done in one visit! Wow!" ...12 We have been particularly impressed with the way you have delivered big changes, while continuing to deliver excellent service. That sustained focus on our customers will give us clarity of purpose as the service landscape continues to change in response to our customers' growing expectations. We want to thank you for the hard work you have done to help us realize our service vision. Your dedication, your patience and your willingness to go the extra mile for our customers have been noticed and appreciated. Please accept our best wishes to you, your families and your staff during the holiday season. Sincerely, Harinder S. Takhar Minister -2- Bob Stark Deputy Minister and CEO ServiceOntario October 5, 2010 Mayor Graham D. Warwick Municipality of West Elgin 22413 Hoskins Line PO Box 490 Rodney, ON NOL 2C0 Dear Mayor: �•i AMCTO nil THE MUNICIPAL EXPERTS AMCTO (Association of Municipal Managers, Clerks and Treasurers of Ontario) recognizes the importance of celebrating the achievements of our members. To this end, AMCTO annually recognizes its members in 10 year increments for longstanding commitment to the Association and to the municipal profession. A certificate recognizing each member's years of service to AMCTO has been forwarded to them directly. This year in your municipality, we acknowledge the commitment of the following valued members of your staff: Norma Bryant, AMCT 20 year award We ask you to assist us in recognizing these individuals for their ongoing support for the Association and for the part they continue to play in helping to improve the municipal profession and in making AMCTO the leading organization in fostering and sustaining municipal excellence. Our sincere gratitude to you for your continued support for these valued AMCTO members and dedicated employees of your organization. We trust that your municipality has tremendously benefited from their membership in AMCTO and we are confident that it will continue to do so. Tony Haddad, CMO President cc: Chief Administrative Officer AMCTO (ASSOCIATION OF MUNICIPAL MANAGERS, CLERKS AND TREASURERS OF ONTARIO) 2680 Skymark Avenue, Sulte 910, Mississauga, Ontario L4W 5L6 Tel: (905) 602 -4294 Fax: (905) 602 -4295 E -mail: amctoCamcto.com Web: w\ww.arncto.corn D i August 20, 2007 Joanne Groch AMCT Administrator Treasurer Municipality of West Elgin Box 490 Rodney, ON NOL 2C0 Dear Valued Member: I am pleased to announce the launch of AMCTO's new membership service recognition program. As identified during the Association's current Strategic Planning process, recognizing and celebrating the achievements of our members is a significant priority for AMCTO. To this end, beginning in 2007, AMCTO will annually be recognizing members in 10 year increments for longstanding commitment to the Association and to the municipal profession. Please find enclosed your Membership Service Award recognizing your 24 years as an AMCTO member. Thank you for your ongoing support for your Association and for the part you continue to play in helping to improve the municipal profession and in making AMCTO the leading organization in fostering and sustaining municipal excellence. Sincerely, Betteanne M. Cadman, CMG President 1 A MCTO MR THE MUNICIPAL EXPERTS AMCTO (ASSOCIATION OF MUNICIPAL MANAGERS, CLERKS AND TREASURERS OF ONTARIO) 2680 Skymark Avenue, Suite 910, Mississauga, Ontario L4W 5L6 Tel: (905) 602 -4294 Fax: (905) 602 -4295 E -mail: amctoC@amcto.com Web: www.amcto.com Yours truly, Progressive by Nature MEMO TO: Elgin Groin Municipalities FROM. Jim Bundschuh, Director of Financial Services DATE: December 15th, 2010 SUBJECT: Estimated 2011 Policing Costs I t! Jim Bundschuh Director of Financial Services The breakdown to each member municipality should be as follows: Municipality Share Estimated Policing Bayharn 13.03% 735,484 Central Elgin 36.75% 2,073,959 Dutton /Dunwlch 8.71% 491,658 Malahide 13.93% 785,874 Southwoid 11.82% 667,206 West Elgin 15.75% 888,630 Total 100% 5,642,811 1;11:1 kC1PALITY OFWATELGIW i DEC 2010 Attached are the estimated policing costs f 2010 the amount of $5.642,811 however negotiations with the OPPA may result in higher rates. Any negotiated increases will be reflected in the 2011 reconciliation. Please do not hesitate to contact this office if you require any additional infon'nation. FiV vial) Se lvlfk SSO Surx4 Dhe lhr,�nas Oil 05R 5':I 1=honc• 519 62I.1 Cat 1.1 1 Progressive by Nature Ontario Provincial Police Police provinciale de ('Ontario November 17, 2010 CAO Elgin County c/o The Elgin Group 450 Sunset Drive St.Thomas ON N5R 5V1 Dear Sir/Madame: Business and Financial Services Bureau Bureau des services op6ratiounels et financiers 777 Memorial Ave. 777, ave Memorial Orillia, (ON) L3V 7V3 Or'Ilia, (ON) L3V 7V3 Tel: (705) 329 -6652 Fax: (705) 329 -6265 File Reference 460 20 511 -W -6915 Re: 2011 Municipal Policing Costs Estimates Ontario Provincial Police EIVED NOV 1 g 2Q 0 COUNTY OF ELGIN ikONSTRATIVESENCES Please find attached the estimated OPP policing costs for your municipality for the 2011 calendar year, in accordance with the contract between your municipality and the Ministry of Community Safety and Correctional Services. The negotiated 2011 salaries have been used to complete this estimate for uniform and civilian members. Current benefit rates have been included in the annual estimate and will be applied to the final year end reconciliation, (24.7% for uniform officers and 24.3% for civilian staff). We wish to advise you that the 2009 -2011 collective agreements were predicated on the ability of the OPPA to re- negotiate 2011 salary and benefit rates. The OPPA has initiated action to re- negotiate the 2011 salary and benefits for uniform and civilian members and therefore the rates quoted in the 2011 estimates may be subject to change. In the event that the 2011 rates are successfully re- negotiated a notification of the rate changes will be sent to your municipality. The 2011 monthly billings will not be revised specifically to reflect any salary rate changes resulting from the re- negotiations. The 2011 reconciliations will be based on salary rates in effect for 2011. Please note that interest will be charged on overdue accounts and it is applied retroactively to outstanding balances. To effectively reduce the variance between the estimates and year -end policing costs, a partial credit for Provincial Services Usage (PSU) has been deducted from the 2011 total estimated policing costs, thereby reducing monthly billings throughout the invoicing year. The PSU credit compensates municipalities for the deployment of officers to other areas in response to investigations or other occurrences deemed to be provincial responsibilities. Municipalities are being credited for one half of their municipality's average PSU experience, to a maximum of five percent of their 2011 estimate. Adjustments for actual PSU experience will be reflected in the year -end reconciliation. ...2 Re: 2011 OPP Municipal Policing Costs Estimates Page 2 If you have any questions regarding this estimate, please contact Catherine McCauley, Acting Manager, Contract Policing Financial Services Unit, at (705) 329 -6913. Yours truly, 10k..%4 J 4 1- Andrew Earner Bureau Commander Business and Financial Services Bureau Attachments c: Chair, Elgin Police Services Board Detachment Commander, Elgin County Detachment Manager, Contract Policing Section ec: Commander, Western Region C.P.P. COSTING SUMMARY Estimated Policing Costs for the period January 01, 2011 to December 31, 2011 Salaries and Benefits Elgin Group Uniform Members Notes Positions Inspector 0.68 85,632 Staff Sergeant- Detachment Commander Staff Sergeant Sergeant 3.42 325,659 Constables 36.54 3,094,463 Part-Time Constables (Note 2) 1.25 81,044 Total Uniform Salaries (Note 1) 3,586,798 Overtime Prov. Avg. 315,105 Contractual Payout (Vacation Statutory Holidays) 84,694 Shift Premiums 9,849 Benefits (24.7% of Salaries; 17.46% Part-Time: 2% of Overtime) 886,374 Total Uniform Salaries Benefits 4,882,820 Civilian Members Positions Detachment Administrative Clerk 3.05 164,127 Communication Operators 68,616 Prisoner Guards Expenses 29,323 Total Civilian Salaries {Note 1) 262,065 Benefits (24.3% of Salaries; 17.46% Part-Time) 56,556 Total Civilian Salaries Benefits 318,622 OSS Pay and Benefit Charge (Note 3) 1,576 Total Salaries benefits 5,203,018 Other Direct Operating Expenses Operational Support 27,187 RHO Municipal Support 58,353 Vehicle Usage 308,310 Telephone 41,764 Office Supplies 11,604 Accommodation 5,865 Uniform Equipment 30,831 Cleaning Contract 32,716 Mobile Radio Equipment Repairs Maintenance 23,919 Office Automation Uniform (Note4) 80,843 Office Automation Civilian 4,038 Administrative Vehicle (Note b) 10,597 Auxiliary Officers Per Diem (Note B) 1,500 Total Other Direct Operating Expenses OSS ODOE Fee 637,527 7,332 2011 Total Estimated Actual Gross Policing Cost 5,847,877 Provincial Services Usage (205,066) TOTAL ESTIMATED POLICING COST 5,642,81 O.P.P. COSTING SUMMARY Estimated Policing Costs for the period January 01, 2011 to December 31, 2011 Elgin Group Notes: 1) 2011 Uniform and Civilian Salaries are estimated based on the 2009 2011 M.O.U. which was predicated on the ability of the OPPA to re- negotiate 2011 salary and benefit rates. The OPPA has initiated action to re- negotiate the 2011 salary and benefits for uniform and civilian members and therefore the rates quoted in the 2011 estimates may be subject to change. 2) Part tIme Constables are classified as casual part -time. They are included in the overtime and shift premium calculatiC,. is. They are not entitled to the Contractual payouts. They are entitled to certain benefits which are calculated at 17.46% of their salaries. Their positions are also taken into consideration for the calculation of other direct operating expenses. 3) There is an Ontario Shared Services Pay and Benefit Charge for each of the (3) three constables with an effective start date of January 1, 2007 of $394 and the (1) one additional constable for 2008, that is calculated to create and maintain the ministry payroll profile. 4) Office Automation Uniform, includes the annual lease cost for one OPP standard computer of $1,043, for the Administrative Sergeant position. 5) The Administrative vehicle has an annual cost of $10,597. 6) The Elgin Group Contract specifies five (6) auxiliary members, estimated $300 ($1,500) for per diem expenses. December 13, 2010 All: Member Municipalities Attention: CAOs, Clerks, Mayors and Council Please be advised that Elgin County Council at its December 9, 2010 session, requested that you be notified that funding is available to municipalities to collect and input data regarding bridge asset information into the Municipal Dataworks (MDW) program by March 31, 2011. On March 24, 2010, the Ontario Good Roads Association (OGRA) and the Ontario Ministry of Transportation entered into an agreement to support municipal bridge infrastructure. The Ontario government will provide $750,000 to help Ontario municipalities collect and report data on the extent and condition of bridge structures in their jurisdiction. All municipalities will be able to apply for matching funding to a maximum of $5,000 to assist them with the costs of collecting, collating, compiling, formatting and inputting bridge asset and condition data into MDW. Details on how to apply for funding can be found on the OGRA website at: www.ogra.orq An application for funding is also enclosed. Yours truly, Susan McConnell Administrative Services Coordinator cc Peter Dutchak, Deputy Director of Engineering Services Enclosure ehe.,rtea Re: Municipal Bridge Infrastructure Funding County of Elgin Administrative Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519- 631.1460 www. elgin- county.on.ca Progressive by Nature 'Ontario Name of Municipality: Address: Application for Funding Municipal Bridge Data Collection 444 h' f 1'iaoaems, Primary Contact: Telephone: Fax: E -mail: This application must be accompanied by a certified copy of a resolution passed by the Council. Sample Resolution The Council of the (name of municipality) hereby applies for funding for the purpose of collecting, collating, compiling and formatting bridge asset and condition data, and agrees to submit bridge asset and condition data for inclusion in Municipal DataWorks by March 31, 2011. Condition of Funding 1. One application per municipality. 2. Funding maximum 50% of eligible expenses to a maximum of $5,000.00. 3. Eligible expenses include: Consulting services Additional staff time and overhead 4. Equipment and/or software acquisition are ineligible. 5. An itemized statement of expenditures with supporting receipts must be submitted to OGRA no later than February 28, 2011 to the attention of Joe Tiernay (joe @ogra.org) or by fax at 905 -795 -2660. Attendees Ted Uffen, Robert White, Irene Puddester, Ed Kebbel, Tom Hurley, John Slaats, Wendie Dupuis, Norm Miller, Ed Markham, Pam Piccinato, Dug Aldred, West Elgin Chamber of Commerce Agenda Minutes for 6 Dec 10 Rodney Old Town Hall Regrets Linda Perry, Pamela Grifferty, Christopher Grout Welcome from Chair Approval of Minutes Irene moved, seconded by Wendie, no objections, carried. Business arising from previous meeting 1) E -mail campaign to member businesses to pay their membership dues is complete. Letters to non member businesses have not been mailed as yet. The process is underway, and should be completed in the next couple of weeks. 2) Other business item 1 list provided and letter drafted ready to send to Council. Ted to complete the letter and forward to the Municipality. REPORTS Director's Report: None Correspondence: Various membership cheques (Thank you!), Elgin This Month, Benefit Plan update, Thank you card from Kim Ed Markham, Small Business Quarterly, Elgin St. Thomas Public Health posters information. Thank you from Ed Markham regarding the flowers sent after the passing of his mother. Committee Reports: Treasurer: Bank balance $7565.03, revenues 5664.54. Motion to accept Wendie, seconded by Irene, no objections, carried. Membership: All the '09 10 members are offline. Having a problem with the registration process on the website. Ed manually registering by the end of next week. Wants to do a mailer. Ed will provide Ted with the list of paid folks, and Ted will complete the mailer already in process, as per business arising (1) above. Welcoming Committee: Will take membership forms to new businesses. Will accept financial contributions and acknowledge with a laminated note inside the package. Irene will check on a potential source of the bags. Local realtors are willing to participate by leaving a letter to allow people to elect to be contacted. Distributed a draft of the letter of introduction, looking for input. Motion by Pam to provide a budget of $500 per year for the committee work. Seconded by Ed Markham, no objections, carried. Tourism Economic Development:. Request from MPower to pay the bill for the posters. Wendie moved that we pay, seconded by Ed Kebbel, no objections, carried. Questions regarding the "Home for Christmas" event. Conducting a statistical analysis to follow up with merchants. Some adverse feedback received but for a first year effort, and 58 merchants participating it is considered a success. Next year they want to conduct this event over a full one -week period. A longer planning period will certainly pay off, and is underway as we speak. Wendie indicated that the Province has divided us into regions, and Wendie is trying for a position on the board. She needs 3 references, and participants in the meeting offered to provide them. Business After 5: Irene indicated that the Arts Cookery Bank has requested an opportunity to host an event in February 2011. If alcohol is involved, a permit insurance is required. We will provide promotional support, as always. Community Improvement: Ed unable to contact Ted Halwa. Horticultural clubs are willing to be involved in any effort. Mary Bodnar has been assigned as the rep for the BIA. Unsure as to whether or not the bylaw enacting the BIA has been passed. Ed will follow up on Streetscape. Environmental release received by John Slaats for the new development downtown. Website Committee: Working on a couple of minor issues, but the site is working. Members are encouraged to use the Zink to upgrade their "Flash Player" in order to have the site work correctly. The new technology involved in the site requires a recent version of browser software. Businesses need to register in case of problems call Ed Markham at 519 -785 -1292. Other Business 1) Norm and Dug are both representing the Municipality with the Chamber. For clarity, they are allowed one vote between them. 2) Wendie Private business need to comply with customer service accessibility legislation by 2012. She knows a consultant willing to provide a break on the price, and Lakewood is prepared to host a seminar on this topic sometime next summer. Ed Markham also provided information that the website is set up to allow for a link to all of this legislation updates. 3) Propane dispensing information. Major changes coming down, and TSSA will be reducing the number of qualified locations. Engineering studies will be required, costing up to $30K pers site. There will be a big problem with the 30Ib tanks for recreational vehicles, as they are not normally subject to regular exchange process. 4) Keith requested an update from the Council members present regarding Seaside no information available at this time. Robert requested an update for the next meeting. 5) Council meetings may be scheduled for evenings in the future, but for now daytime meetings are the norm. 6) Mobile home study has been submitted, and no feedback provided. Wendie will be actioning this issue personally. Robert moved to adjourn. Please Note: Next Meeting is scheduled for 4 January 2011, same place, same time. See you there! Please log on to our website and register as a member, and create a profile so that you can adjust any information we have posted on your behalf. Website address www.westelginchamber.ca