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April 14, 2011DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al A21) `March 10, 2011 Council March 10, 2011 Closed Session (under separate cover) March 10, 2011 Closed Session (under separate cover) *March 21, 2011 Special Session *March 24, 2011 Council March 24, 2011 Closed Session (under separate cover) BUSINESS ARISING FROM MINUTES Minutes February 24, 2011 DELEGATIONS 11:30 a.m. 1:30 p.m. 1:45 p.m. 2:00 p.m. 4:00 p.m. MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING APRIL 14, 2011 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING Tim Grexton re: Catherine Road Glenn Degraw re: Beattie Haven Retirement Community (B1 under separate cover) Karen Kendrick- Diamond re: West Elgin Community Expo (B2) Preliminary Budget Closed Session legal April 14, 2011 Page 2 REPORTS (C1 -C8) 1. ROADS a) *Monthly Report b) *Report re: Temporary Summer Operator c) Tenders for gravel and brine 2. RECREATION /EMERGENCY MANAGEMENT a) *Monthly Report b) Tender for truck 3. BUILDING a) *Monthly Report for March, 2011 4. WATER a) *Monthly Report b) *2010 Annual Report for the Distribution System c) Quotations for improvements at Port Glasgow Trailer Park 5. BY -LAW ENFORCEMENT a) *Monthly Report 6. DRAINS 7. WEST ELGIN PRIMARY SYSTEM a) Management Agreement 8. ADMINISTRATION a) *Draft Agreement re: water service for 401 service centres b) *Report re: 2010 Municipal Election April 14, 2011 Page 3 ACCOUNTS CORRESPONDENCE (DI D32) COUNCIL CONSIDERATION RECOMMENDED: 1.* Elgin County Invitation to Elgin County Warden's Charity Golf Tournament; 2.* Municipality of Dutton /Dunwich Arena Improvements Letter of Understanding; 3.* SWEA Assembly 2011 conference in Guelph; 4.* Elgin County Library 75 Anniversary invitation; 5.* R. Lewinsky G. Colman request for Sunday Gun Hunting; 6.* Elgin County letter regarding renovations to Rodney Library; 7.* Township of Malahide amendment to contract for fuel price increase; 8.* Elgin Group Police Services Board support for resolution from Municipality of Brighton; 9.* Tiny Tots Co- operative Nursery School request for road closure for Trike -a -thon May 28 2011; 10.* Halton Region request for support of a resolution regarding HST; 11.* MPoWER request for road closure; 12.* Ingersoll support of a resolution regarding Bill 22; 13.* Municipality of Tweed request for support of a resolution regarding grow op houses; 14.* 2884 West Elgin Army Cadet Corps request to waive fees; 15.* 2884 West Elgin Army Cadet Corps invitation to Annual Ceremonial Review, May 28, 2011 16.* Elgin Group Police Services Board 2011 Policing Costs 17.* Elgin County funding of property assessment appeals RECOMMENDED TO ACCEPT FILE: 18. AMO Watch File March 10, 2011; Watch File March 17, 2011; Watch File Emerging Fire Services Issues; Watch File 2011 Federal Budget Tabled; Watch File —March 24, 2011; Watch File 2011 Provincial Budget Preserves Upload Schedule; Watch File March 31, 2011; AMO Reporting to Members on March 2011 Board Meeting; Watch File April 7, 2011; April 14, 2011 Page 4 19. Ministry of Citizenship and Immigration nominations for the Newcomer Champion Awards; 20. Thames Valley District School Board 2009 -2010 Annual Report; 21. CAA proposal for HST tax revenue; 22. Lower Thames Valley Conservation Authority Annual Meeting Minutes, February 24, 2011; 23. Ministry of Health Long -Term Care Thank -you letter regarding support for St. Thomas Elgin General Hospital; 24. Natural Resources Canada Winter Edition booklet; Idle -Free Zone; 25. Longwoods Heritage Weekend Re- enactment of Battle of Longwoods held April 30 and May 1, 2011; 26. Elgin Group Police Services Board Minutes of February 15, 2011; 27. Ontario Heritage Trust Volunteer Recognition Programs; 28. Elgin County approval of 2011 budget 29. Ministry of Citizenship and Immigration Lincoln M. Alexander Award, 2011; 30. Lower Thames Valley Conservation Authority Minutes of March 11, 2011; 31. Aylmer supporting Township of Malahide regarding amendment to contract for fuel surcharge; 32. Stewardship Ontario notice of termination of agreement. BY -LAWS: By -law No. 2011 -28 Agreement with Dutton /Dunwich re: 401 service centres MINUTES (E1 -E2) Tri County Management Committee November *West Elgin Chamber of Commerce February 1, 2011 OTHER BUSINESS (F1 -F4) 1. Visioning session 3. Council announcements 4. Closed session Information enclosed April 14, 2011 Page 5 CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: April 19, 2011 Meeting with Dutton /Dunwich, 6:00 p.m. April 21, 2011 Special Budget Meeting, 9:30 a.m. April 28, 2011 Council MEMBERS PRESENT: STAFF PRESENT: SUBJECT: MINUTES MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS MARCH 10, 2011 Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leathern Joanne Groch Paul VanVaerenbergh Jeff Slater Mike Kalite Administrator /Treasurer/ Deputy Clerk Roads Superintendent Recreation Superintendent Water Superintendent DECLARATION OF PECUNIARY INTEREST: Councillor Miller declared a Pecuniary Interest with Correspondence Item #4 Robert Miller. SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin approves the agenda for March 10, 2011 as printed and circulated with the addition: Bob Miller delegation DISPOSITION: Carried RES. NO. 2 Moved by Bodnar Seconded by Miller RESOLVED that the minutes of the meeting held on the following dates be adopted as printed and circulated. January 26, 2011 Special Session February 5, 2011 Special Session February 10, 2011 Council DISPOSITION: Carried SUBJECT: BUSINESS ARISING FROM THE MINUTES The Deputy Mayor asked if the quotes had been received for the work at 11633 Catherine Street T. Grexton. The Administrator reported that the Drainage Superintendent is to prepare a quote for the work when there is less snow on the property and the contractors can make an inspection. March 10111...Pg 2 of 8 SUBJECT: DAMAGE TO QUEEN STREET RES. NO. 3 Moved by Miller Seconded by Leatham RESOLVED that the Road Superintendent get an estimate of damage to Queen Street from the recent EDR event and that the Province be contacted re: compensation. DISPOSITION: Carried SUBJECT: ROAD DEPARTMENT REPORT RES. NO. 4 Moved by Miller Seconded by Aldred RESOLVED that the February 2011 Roads Report be received. DISPOSITION: Carried SUBJECT: REPLACEMENT OF RECREATION DEPARTMENT TRUCK RES. NO. 5 Moved by Bodnar Seconded by Aldred RESOLVED that the Recreation Superintendent proceed to get quotes for the replacement of Truck #2. DISPOSITION; Carried SUBJECT: RECREATION DEPARTMENT REPORT RES. NO. 6 Moved by Aldred Seconded by Leatham RESOLVED that the Recreation Report dated March 10, 2011 be received. DISPOSITION: Carried SUBJECT: REPLACEMENT OF BUNKER GEAR RODNEY FIRE DEPARTMENT RES. NO. 7 Moved by Leatham Seconded by Miller RESOLVED that the report from the Rodney Fire Chief re: replacing bunker gear be received; AND that the quotation from Safedesign in the amount of $17,893.70 plus taxes and lettering for 11 bunker gear for Rodney Fire Department be approved; AND further this amount be included in the 2011 Capital Budget for the Rodney Fire Department; AND that the old sets be marked as such and used for training for the junior fire fighters. DISPOSITION: Carried SUBJECT: WATER DEPARTMENT REPORT RES. NO. 8 Moved by Bodnar Seconded by Aldred RESOLVED that the February 2011 Water Department Report be received. DISPOSITION: Carried March 10111.,.Pg 3 of 8 SUBJECT: BUILDING DEPARTMENT REPORTS RES. NO. 9 Moved by Aldred Seconded by Leatham RESOLVED that the Building Reports for January and February 2011 be received. DISPOSITION: Carried SUBJECT: BY -LAW ENFORCEMENT REPORT RES. NO.10 Moved by Miller Seconded by Bodnar RESOLVED that the By -law Enforcement Report dated March 10, 2011 be received. DISPOSITION: Carried SUBJECT: EXEMPTION TO NOISE BY -LAW RES, NO. 11 Moved by Bodnar Seconded by Aldred WHEREAS By -law No, 2004 -77, noise by -law, prohibits noise relating to construction during the period from 10:00 p.m. to 7:00 a.m.; AND WHEREAS the rehabilitation of the Graham Road bridge is being planned for 2012; AND WHEREAS there will be a requirement for overnight construction activities when Highway 401 will be closed for rehabilitation work; NOW THEREFORE BE IT RESOLVED that the Council of the Municipality of West Elgin grant an exemption from By -law No. 2004 -77 for overnight construction work on the Graham Road bridge provided that the Contractor provides notice, in writing, to the municipality and residents with homes within 1 km. of the structure one week in advance of any overnight construction activities. DISPOSITION: Carried SUBJECT: CHEQUES RES. NO. 12 Moved by Miller Seconded by Leatham RESOLVED that no blank cheques be signed in the municipality. DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 13 Moved by Bodnar 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, DISPOSITION: Carried RES. NO. 14 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried N4 March 10/11 ...Pg 4 of 8 SUBJECT: REMUNERATION BY -LAW RES. NO. 15 Moved by Aldred Seconded by Bodnar RESOLVED that the remuneration by -law be amended re: the Port Glasgow Trailer Park Manager. DISPOSITION: Carried DELEGATION: R. MILLER RE: WATER LINE INSTALLATION Councillor Miller left the Council Chambers for this discussion. Also in attendance: Mike Kalita, Water Superintendent. Mr.& Mrs. Miller attended to discuss their letter correspondence item #4 in agenda. They had concerns on the invoice received for a water line installation on their property. RES. NO. 16 Moved by Leatham Seconded by Aldred RESOLVED that the request of Bob Miller be deferred for further discussion. DISPOSITON: Carried Mr. Miller indicated that he would like to be present for future discussions. Councillor Miller returned to the Council Chambers and resumed his seat. DELEGATION: OCWA Dale LeBritton, Operations Manager and Susan Budden, Accounts Manager of OCWA presented a power point outline on legislative changes as well as their overall responsibilities for water and wastewater and the contracts OCWA has with the municipality. The Annual Report under Regulation 170 and the Annual Summary Report under Schedule 22 were presented and will be discussed further at the Tri County meeting. A tour of the facilities was arranged for April 7 at 9AM to meet at the Water Treatment Plant. SUBJECT: WEST ELGIN WATER TREATMENT PLANT ANNUAL REPORT RES. NO. 17 Moved by Bodnar Seconded by Aldred RESOLVED that Council of the Corporation of the Municipality of West Elgin accepts the Annual Report under Regulation 170/03 for 2010 for the West Elgin Water Treatment Plant. DISPOSITION: Carried SUBJECT: PUMP REPLACEMENT RODNEY SEWAGE TREATMENT PLANT OCWA reported that the repair cost for the Flygt pump is more than replacement cost. RES. NO. 18 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of ITT Water Wastewater in the amount of $3,362.00 plus taxes for a Flygt pump for Rodney Sewage Treatment Plant. DISPOSITION: Carried March 10111... Pg 5 of 8 SUBJECT: PUMP REPAIR WEST LORNE SEWAGE TREATMENT PLANT OCWA received a quote to repair the Flygt pump versus buying new at a cost exceeding $5,000.00. RES. NO. 19 Moved by Aldred Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Toll- Morris Electric Motors inc. in the amount of $2,278.00 plus taxes for repair of the Flygt pump at the West Lorne Sewage treatment plant. DISPOSITION: Carried DELEGATION: WEST LORNE BUSINESS COMMUNITY Paul Gangle and Shaun Dowling representing the business owners of West Lorne were in attendance. Mr. Dowling presented a comparison of water rates between Glencoe, Dutton and West Elgin with the West Elgin rates being the highest. The Mayor thanked him for his presentation, Mr. Gangle advised that the business community is at a disadvantage we are not competitive with other municipalities. There is a difference in the garbage rates between commercial and residential and the general rates need to be adjusted. There is a disparity between commercial taxes and residential. There needs to be more general overall maintenance in the downtown area. Council needs to re- evaluate their policies. 30% of his expenses go to taxes. Regarding the BIA there are objections and concerns with more taxation. The Chamber's objective is to promote business to come into the community. The Mayor thanked Mr. Gangle and advised Council would be discussing the establishment of a BIA further. SUBJECT: ACCOUNTS RES. NO. 20 Moved by Miller Seconded by Leatham RESOLVED that the Mayor and Administrator /Treasurer are hereby authorized to sign Payment Voucher #3 amounting to $948,450.11 in settlement of General, Road, Water and Arena Accounts (including cheques: #8034 8222). DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1.* West Elgin Skating Club request for financial support for 2011 Carnival Instruction: Refer to budget 2.* Township of Woolwich request for support of a resolution regarding mineral aggregate extraction Instruction: File 3.* 2011 BIA Conference Invitation Instruction: RES. NO. 21 Moved by Aldred Seconded by Leatham RESOLVED that the following be registered to attend the 2011 Business Improvement Areas National Conference be held in London, Ontario from April 10 to 12 2011: For April 12 only Mary Bodnar, Bill Denning, one representative from West Lorne. DISPSOSITION: Carried March 10111... Pg 6 of 8 4.* Robert Miller letter regarding water installation Instruction: see discussion above 5.* Gunn Associates Elgin Group Police Services Board, Director's Liability insurance Instruction: File 6.* Minister of State Transport postal service in West Lorne Instruction: File 7.* Ministry of Environment Municipal Drinking Water Licensing Program Bulletin Instruction: File 8.* Elgin St. Thomas Public Health Healthy Communities Partnership Instruction: File 9.* Ministry of Community Safety Correctional Services notice of completion of mandatory emergency management activities for 2010 Instruction: File 10.* OCWA Schedule 22 2010 Summary Report WTP Instruction: RES. NO. 22 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Corporation of the Municipality of West Elgin accepts the Annual Report for the Water Treatment Plant as required under Schedule 22 Regulation 170103. DISPOSITON: Carried 11.* Basic Emergency Management Course March 29 —30, 2011 Instruction: File 12. AMO Watch File Watch File Watch File Watch File Watch File Watch File Instruction: File February 10, 2011; February 11, 2011; Media Communications Training; February 14, 2011; February 11, 2011; March 3, 2011 13. Corporation of the Township of Southwold Notice of Adoption of the Official Plan for the Township of Southwold Instruction: File 14. Chatham -Kent Public Utilities Commission 2011 Water Wastewater Master Plan Notice of Study Commencement Instruction: File 15. Ministry of Community Social Services Ministry of Municipal Affairs Housing regarding potential amendments to Ontario Building Code Instruction: File 16. Ministry of Tourism Culture Ontario Heritage Week Instruction: File March 10111...Pg 7 of 8 17. 2011 OSUM Conference Trade Show May 4' -6' Niagara -On -The Lake Instruction: File RES. NO, 23 Moved by Aldred Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 24 Moved by Leatham Seconded by Miller RESOLVED that the minutes of the following committee meetings be received: West Elgin Chamber of Commerce February 1, 2011 West Elgin Arena Board February 8, 2011 DISPOSITION; Carried SUBJECT: COUNCIL ANNOUNCEMENTS Councillor Miller questioned why there was a meeting at the OGRA convention with the Parliamentary Assistant to the Minister of Infrastructure. The Mayor advised that he and the Deputy Mayor had met with the Minister's staff that oversee the Ontario Realty Corporation. They had requested that West Elgin be permitted to retain any monies from the sale of lands under the covenant and use it for development of the marina park area. The proposal for the pier project, which had not received funding under the last round of grants, was also presented to Minister's staff. Deputy Mayor Bodnar thanked the Council for letting her attend the annual OGRA conference. Councillor Aldred advised that he had received an email regarding a meeting that the Mayor was having with the Yacht Club. Councillors Miller and Aldred wanted to know what the meeting was about. The Mayor noted that he was not aware that the meeting had been confirmed but that he wanted to have a discussion with the Yacht Club and then he would report to Council. Councillor Miller left the meeting. SUBJECT: CLOSED SESSION RES. NO. 25 Moved by Bodnar Seconded by Aldred 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. 26 Moved by Leatham Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried March 10/11...Pg 8 of 8 SUBJECT: BY -LAW INFRACTION RES. NO. 27 Moved by Bodnar Seconded by Leatham RESOLVED that an extension be given to June 30, 2011 on File 10 -287 for the clean up and that not further extensions be given. DISPOSITION: Carried SUBJECT: CONFIRMATION BY -LAW RES. NO. 28 Moved by Leatham Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting held on March 10 2011 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 29 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to confirm the proceedings of the meeting held on March 10 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011- 21 Confirming By -law March 10 2011 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 30 Moved by Bodnar Seconded by Aldred RESOLVED that this Regular Meeting of Council shall adjourn at 5:35 p.m. to meet again on March 24, 2011. DISPOSITION: Carried These minutes were adopted on the 14 day of April, 2011. Mayor Deputy Clerk MEMBERS PRESENT: STAFF PRESENT: MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL COUNCIL MEETING MARCH 21, 2011 SUBJECT: WEST ELGIN PRIMARY SYSTEM The Mayor opened the meeting at 9:30 a.m. SUBJECT: CONFIRMATION BY -LAW Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Administrator /Treasurer Clerk Council discussed the following items relating to the Tri County Management Committee: 1. Management Agreement, dated November 5, 1991 2. Purchase Capacity Agreement, dated November 5, 1991 3. Draft amending Management Agreement, dated October 8, 2004 4. Statement of Revenue and Expenditures for period ended September 30, 2010 5. Statement of Capital Revenue and Expenditures for period ending October 31, 2010 6. Dillon Consulting Engineering Report, dated February 5, 2010 7. Stantec Consulting Modelling Analysis, dated August 10, 2010 It was reported that the Iona Interconnect is owned by West Elgin, financed through Tri County Management Committee. The pipes in Southwold to the interconnect are owned by Southwold Township and the pipes from the interconnect to the Talbot East meter are owned by Dutton /Dunwich. A minimum amount of water is still required from this system. Councillor Miller enquired if the parties are required to have guaranteed water consumption for a specific number of years? The Mayor reported that a minimum has never been discussed. RES NO. 1 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the special meeting held on March 21 2011 this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried Page 2 of 2 RES. NO. 2 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to confirm the proceedings of the special meeting held on March 21 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -2E Confirming By -law March 21 2011 SUBJECT: CONFIRMATION BY -LAW RES. NO. 3 Moved by Miller Seconded by Leatham RESOLVED that this Special Meeting of Council shall adjourn at 12:00 p.m. to meet again on March 24 2011. DISPOSITION: Carried These minutes were adopted on the 14 day of April, 2011. MAYOR CLERK MEMBERS PRESENT: STAFF PRESENT: Joanne Groch Administrator /Treasurer Norma Bryant Clerk Paul VanVaerenbergh Road Superintendent Mike Kalita Water Superintendent ALSO PRESENT: SUBJECT: MINUTES MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS MARCH 24, 2011 DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred (arrived at 1:30 p.m.), Richard Leatham Ted Halwa Planning Consultant RES. NO. 1 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for March 24, 2011 as printed and circulated. DISPOSITION: Carried RES. NO. 2 Moved by Leatham Seconded by Bodnar RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: February 17, 2011 B.I.A. public meeting February 24, 2011 Public Meeting Rezoning (Part Lot 5, Concession 2) February 24, 2011 Court of Revision Newtens Drain DISPOSITION: Carried DELEGATION: STEVE EVANS, COUNTY OF ELGIN; MARK STONE NICK MCDONALD, MERIDAN CONSULTING RE: ELGIN COUNTY OFFICIAL PLAN Mr. Evans reported that Stage 1 of the Elgin County Official Plan project is underway. An issues paper will be presented in the future. Mr. McDonald noted that once the County has an approved Official Plan, the County could become the approval authority for subdivisions, Official Plans and Official Plan March 24111...Pg2of11 Amendments. They see a strong connection between economic development and land use planning. How do we incorporate economic development into the land use process? They recognize that each lower tier has their own Official Plan, need to determine how they are distinct from the county plan. Councillor Miller asked how do we generate employment opportunities for our youth? Mr. McDonald noted that this is a common issue throughout Ontario. Could happen through small business start-ups and supporting this concept through land use planning, rather than large facilities. The Planner reported on our experience with Hoskins Line and also that we don't want to lose sight of being on Highway 401 corridor and possibility for large industrial plants. Also, he noted that the County promotion of Ports of Elgin is important here as we have one of these ports. The Deputy Mayor enquired about land severances. Mr. McDonald noted that the County needs to make a decision on whether all policies are the same as the County or leave to the local Official Plans. The Mayor raised a concern about centralized services. We want to attract growth to our community, do not want restrictions. The Planner enquired about housing targets, which is an upper tier responsibility. Mr. McDonald reported that employment and population would be allocated to the lower tier municipalities. They are reviewing all the Official Plans and land supplies to understand what is out there now. The Mayor thanked the gentlemen for their attendance. SUBJECT: APPLICATION FOR REZONING JOHNSTON BROS. Also in attendance: William Bradshaw Mr. Bradshaw referred to correspondence item #1. A berm on the south side of the property will be put into place when a building permit is issued for Mr. Oliver. The Planner noted that there would be a permanent change to this property as there will be 2 to 3 metres depth of water. This raises the possibility if there is a recreational opportunity in the future; e.g. public access, dirt bikes, canoes. SUBJECT: COMMUNITY IMPROVEMENT PLAN RES. NO. 3 Moved by Bodnar Seconded by Miller RESOLVED that the report from Community Planners re: Community Improvement Plan Update be received. DISPOSITION: Carried SUBJECT: PORT GLASGOW PIER EXTENSION RECONSTRUCTION PROJECT RES. NO. 4 Moved by Leatham Seconded by Miller RESOLVED that the report from Community Planners re: Port Glasgow Pier Extension and Re- construction Project Update be received. DISPOSITION: Carried March 24111...Pg 3 of 11 SUBJECT: ESTABLISHMENT OF A BUSINESS IMPROVEMENT ASSOCIATION The Clerk reported that the figures in her report were overstated. A business owner may have only one vote, not one per property. This changes the Percentage by village for Rodney from 36.1% to 29.7 for West Lorne from 30.8% to 17.9% and for the total from 33.87% to 23.3 The Mayor suggested that a number of things are proceeding which should educate the community: attendance of three persons at the April 12' Business Improvement Association Annual meeting; a possible Economic Development Business Improvement Symposium; another meeting with owners and managers in the future. RES. NO. 5 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin will hear the delegation from Paul Gangle. DISPOSITION: Carried Mr. Gangle reported that no one is against improvement of the business community. This was sprung on them out of the blue. Isn't there ways to do this without a BIA? Need to redefine what the objectives should be and be introduced to the community. RES. NO. 6 Moved by Bodnar Seconded by Miller RESOLVED that Council receive the report, as corrected, by the Clerk re: Establishment of a Business Improvement Association and that the by -law be tabled at this time. DISPOSITION: Carried RES. NO. 7 Moved by Miller Seconded by Bodnar RESOLVED that Council ask Elgin Business Resource Centre to provide input and planning towards a Business Improvement and Economic Development Symposium and report to Council. DISPOSITION: Carried SUBJECT: APPEAL TO OMB OFFICIAL PLAN Council referred to correspondence item #2. The Planner noted clarification is being requested from MMAH regarding if the balance of the Official Plan is now in effect. SUBJECT: NEW ZONING BY -LAW RES. NO. 8 Moved by Bodnar Seconded by Leatham RESOLVED that the report from Community Planners re: New Zoning By- law Update be received; AND THAT the Planner be authorized to proceed with the preparation of a new zoning by -law at the upset cost of $25,000.00 for 2011. DISPOSITION: Carried SUBJECT: APPLICATIONS FOR CONSENT QUINTYN The Clerk referred to correspondence item #6 and reported that the Land Division Committee omitted two conditions requested by West Elgin from their approval. These conditions related to the unspecified requirements for the development of the lands (condition #10) and a requirement for entering into an agreement with the municipality March 24111... Pg 4 of 11 (condition The Clerk reported that the LDC felt these conditions were too general in nature. The requirement for an agreement has been reworded for E67/10 as suggested by the Secretary of the LDC. The Planner left the meeting. Councillor Aldred joined the meeting. DELEGATION: KAREN GREER JEFF MOROZ, WESA RE: 2010 ANNUAL REPORT Ms. Greer presented a PowerPoint presentation that reviewed the 2010 Annual Report for the landfill. RES. NO. 9 Moved by Leathern Seconded by Miller RESOLVED that Council of the Corporation of the Municipality of West Elgin accepts the 2010 Annual Site Monitoring and Operations Report for the West Elgin Landfill Site and that this report be submitted to the Ministry of the Environment. DISPOSITION: Carried SUBJECT: PROPOSAL RE: 2011 SITE MONITORING AND OPERATIONS REPORT RES. NO. 10 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of WESA in the amount of $27,251.00 plus HST for 2011 Site Monitoring and Operation Report. DISPOSITION: Carried DELEGATION: LAURA BOWLES, BY -LAW ENFORCEMENT OFFICER RE: CLEANING CLEARING OF LAND BY -LAW RES. NO. 11 Moved by Aldred Seconded by Bodnar RESOLVED that the report from the Clerk re: Cleaning Clearing of Land By -law be received; AND THAT: 1. Set fines be implemented for By -law No. 2004 -68. 2. Complaints on recurring properties be issued a set fine for the second occurrence and thereafter. 3. In the case of grass complaints, on the third occurrence the municipality will contract for the grass to be cut. 4. The option in the contract with Commissionaires be authorized for years 4 and 5. DISPOSITION: Carried DELEGATION: ROBER WHITE RE: MPoWER Mr. White referred to his presentation in the agenda package. He is asking for a grant in the upset amount of $10,000.00 for 2011. After discussion Council referred this request to budget deliberations. March 24111...Pg 5 of 11 DELEGATION: ERICA ANNETTE NICOLE JENSEN RE: HEALTHY COMMUNITIES PARTNERSHIP Ms. Annette gave a PowerPoint presentation outlining the work completed to date on the Healthy Communities Partnership project. Four policy goals have been identified: 1. increase pedestrian safety; 2. improve access to healthy foods in schools, workplaces, public facilities; 3. smoke -free multi -unit dwellings, minimum setback for smoking outside of municipal facilities; 4. promotion of active transportation e.g. walking biking. SUBJECT: AUTHORIZATION TO PROCEED TO TENDER Also in attendance: Road Superintendent RES. NO. 12 Moved by Bodnar Seconded by Leatham RESOLVED that the Road Superintendent be authorized to tender for gravel, brine and asphalt. DISPOSITION: Carried SUBJECT: WATER DEPARTMENT VEHICLES Also in attendance: Water Superintendent RES. NO. 13 Moved by Leatham Seconded by Miller RESOLVED that the report of the Water Superintendent re: vehicle replacement be received; AND THAT the Water Superintendent be authorized to tender for a new utility truck. DISPOSITION: Carried SUBJECT: TENDER FOR DRAIN MAINTENANCE Council received the following tenders for drain maintenance: 1. 4X4 backhoe Labourer 2. 2 wheel backhoe 3. track excavator J. Deere 240 J. Deere 200 Hitachi 200 Move in charge 4. tandem dump truck DIS D. DICK A XCAVATING $60.00Ihr +HST $40.00 /hr +HST $155.001hr +HST $130.00/hr +HST $110.001hr +HST $120.001hr $77.00/hr +HST D. LILLEY $60.00 /hr +HST $30.00/hr +HST $60.00/hr +HST $100.00/hr +HST $100,001hr $65.001hr +HST RES. NO. 14 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin accepts the tender of Dave Lilley for drain maintenance in the following amounts: 1. 4X4 backhoe $60.001hr HST Labourer $30.001hr. HST 2. 2 wheel backhoe $60.001hr HST 3. track excavator $100.001hr HST move in charge $100.00 4. tandem dump truck $65.00 HST March 24111...Pg 6 of 11 SUBJECT: CATTLE RUNNING AT LARGE RES. NO. 15 Moved by Aldred Seconded by Leatham RESOLVED that the report from the Clerk re: Cattle Running At Large be received with the removal of clause 3(a) from the proposed by -law. DISPOSITION: Carried SUBJECT: RODNEY PUMPING STATION RES. NO. 16 Moved by Bodnar Seconded by Leatham RESOLVED that the report from Spriet Associates re: Rodney Pumping Station be received; AND THAT a tender for the works be issued. DISPOSITION: Carried SUBJECT: APPOINTMENT OF WEED INSPECTOR RES. NO. 17 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin hereby appoints the County Weed Inspector to provide weed inspection services for 2011. DISPOSITION: Carried SUBJECT: APPLICATION TO CLOSE HAVENS LAKE ROAD RES. NO. 18 Moved by Aldred Seconded by Leatham WHEREAS Councillor Aldred has requested that Council authorize one (1) or more meetings with the Municipal Solicitor for the purpose of Council to discuss concerns and ask questions in regards to the possible closure of Havens Lake Road so that councillors can become better and fully informed to make future decisions in the best interest of the Municipality of West Elgin. THEREFORE BE IT RESOLVED that staff arrange for the Municipal Solicitor to meet with Council at the earliest possible date. DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1.* Johnston Bros. (Bothwell) Ltd. rezoning application Instruction: See discussion above 2.* Patton Cormier Associates Notice of Appeal Official Plan Instruction: See discussion above 3.* Ministry of Natural Resources Proposed Habitat Regulation under Endangered Species Act, 2007 for Eastern Flowering Dogwood Instruction: File 4.* Thames Sydenham and Region Source Protection Committee Notice under O. Reg 287/07 Instruction: File March 24/11...Pg 7 of 11 5.* Port Glasgow Yacht Club Havens Lake Road closure proposal Instruction: File 6. Elgin County Land Division Committee notice of decision Quintyn Instruction: See discussion above 7.* Elgin County Land Division Committee application for consent to sever —Lot. 9 10, Concession 14 (Quintyn) Instruction: RES. NO. 19 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Applications E67/10 applied for by Charles Michelle Quintyn. In accordance with Section 2.7.2 of the Township of Aldborough Official Plan, Council supports applications E647/10 subject to the following conditions: 1. Subject to the provision of an adequate and potable water supply to the satisfaction of Municipality 2. Subject to the submission of a soils report to determine suitability for on -site sanitary waste disposal and conditions thereto 3. Subject to the removal of winter maintenance restriction on Gray Line to provide year round access 4. Subject to design and construction of driveway entrances to the satisfaction of the Municipal Road Superintendent 5. Subject to the submission of a general grading plan 6. Subject to apportionment of municipal drainage assessments (if required) 7. Subject to lands dedicated for park purposes or cash -in -lieu thereof in accordance with the Planning Act 8. Subject to submission by the owners of a tree preservation enhancement plan by a qualified expert (e.g. Arborist and /or landscape architect) for lands lying along /adjacent to Gray Line 9. Subject to rezoning (removal of 'holding' symbol) for the proposed building Tots 10. Subject to meeting all other requirements of the Municipality related to the development of the lands 11. Subject to the entering into a agreement with the Municipality with respect to technical, administrative and financial matters 12. Two copies of the deposited reference plan are submitted to the satisfaction of the Municipality 13. Taxes to be paid in full. DISPOSITION: Carried 8.* Elgin County Land Division Committee application for consent to sever Lot 10, Concession Broken Front (Newport) Instruction: RES. NO. 20 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application E25/11 applied for by Eva Newport. In accordance with Section 7.6.4 of the Township of Aldborough Official Plan, Council supports application E25111 subject to the following conditions: March 24/11...Pg 8 of 11 RES. NO. 20 cont'd 1 Subject to rezoning 2. Subject to apportionment of Municipal Drainage assessments 3. Subject to drainage outlet drainage agreement, if required 4. Subject to requirements of the Municipal Road Department regarding access and/or drainage. 5. Subject to a registered easement over unopened Furnival Road to provide access to the subject lands. 6. That the owner has the necessary review and lot assessment on the retained and severed lots, to ensure that they are suitable for the installation of a sewage disposal system. 7. Two copies of the registered reference plan 8. Taxes to be paid in full DISPOSITION: Carried 9.* Elgin County Land Division Committee application for consent to sever Lot 9, Concession 11 (571419 Ontario Limited) Instruction: RES. NO. 21 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application E26/11 applied for by 571419 Ontario Limited. In accordance with Section 2.1.15 (disposing of a dwelling considered surplus to the needs of the farm) of the Township of Aldborough Official Plan, Council supports application E26/11 subject to the following conditions: 1. Subject to rezoning 2. Subject to apportionment of Municipal Drainage assessments 3. Subject to drainage outlet drainage agreement, if required 4. Subject to requirements of the Municipal Road Department regarding access and/or drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water and/or sewer connection fees, if applicable. 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and /or necessary replacement. 8. Two copies of the registered reference plan, together with a copy of the said plan showing the locations and dimensions of all buildings and structures, are submitted to the satisfaction of the municipality 9. Taxes to be paid in full DISPOSITION: Carried 10.` Elgin County Land Division Committee application for consent to sever Lot 9, Concession 1 (Beauregard) Instruction: RES. NO. 22 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application E28/11 applied for by George and Joan Beauregard. In accordance with Section 2.1.15 (disposing of a dwelling considered surplus to the needs of the farm) of the Township of Aldborough Official March 24/11...Pg 9 of 11 RES. NO. 22 cont'd Plan, Council supports application E28111 subject to the following conditions: 1. Subject to rezoning 2. Subject to apportionment of Municipal Drainage assessments 3. Subject to drainage outlet drainage agreement, if required 4. Subject to requirements of the Municipal Road Department regarding access andlor drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water and/or sewer connection fees, if applicable 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement. 8. Two copies of the registered reference plan, together with a copy of the said plan showing the locations and dimensions of all buildings and structures, are submitted to the satisfaction of the municipality 9. Taxes to be paid in full AND FURTHER to ensure that the surplus dwelling provisions are being met and the severed lands are being sold to a bonafide farmer, the Elgin County Land Division Committee be requested to include the following condition to which the LDC would certify is satisfied: That the lands being conveyed be transferred in title to Victor Matos. DISPOSITION: Carried RES. NO. 23 Moved by Aldred Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2011 -19 ZONING AMENDMENT (JOHNSTON BROS.) RES. NO. 24 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 5, Concession 2, from the Agricultural (Al) Zone to Extractive Industrial (M3) Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 25 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 5, Concession 2, from the Agricultural (A1) Zone to the Extractive Industrial (M3) Zone and shall now be read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -19 Zone Amendment Johnston Bros. DISPOSITION: Carried March 24/11...Pg 10 of11 SUBJECT: BY -LAW NO. 2011-23 AMEND EMPLOYEE REMUNERATION BY -LAW RES. NO. 26 Moved by Miller Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By -Law to amend By -law 2011 -04 Employee Remuneration By -Jaw and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 27 Moved by Aldred Seconded by Bodnar RESOLVED that a By -law to amend By -law 2011 -04 Employee Remuneration By -law be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -23 Amend Employee Remuneration By -law DISPOSITION: Carried SUJBECT: BY -LAW NO. 2011 -24 ANIMAL CARE IMPOUNDMENT BY -LAW RES. NO. 28 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By -Law to provide for animal care and impoundment and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 29 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to provide for animal care and impoundment be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -24 Animal Care Impoundment By -law DISPOSITION: Carried SUBJECT: BY -LAW NO. 2011 -25 APPOINT POUNDKEEPER RES. NO. 30 Moved by Bodnar Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By -Law to appoint a poundkeeper and designate a pound and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 31 Moved by Aldred Seconded by Bodnar RESOLVED that a By -law to appoint a poundkeeper and designate a pound be now read a third time and finally passed signed, sealed and numbered By -law Number 2011 -25 Appoint poundkeeper DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 32 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss receiving of advice that is subject to solicitor client privilege. DISPOSITION: Carried March 24111... Pg 11 of 11 RES. NO. 33 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin do now rise. DISPOSITION: Carried SUBJECT: CONFIRMATION BY -LAW RES. NO. 34 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting of Council held on March 24 2011 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 35 Moved by Leatham Seconded by Miller RESOLVED that a By -law to confirm the proceedings of the meeting of Council held on March 24 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011-27 Confirming By -law March 24 2011 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 36 Moved by Aldred Seconded by Bodnar RESOLVED that this Regular Meeting of Council shall adjourn at 5:00 p.m. to meet again on April 14, 2011. DISPOSITION: Carried These minutes were adopted on 14 day of April, 2011. MAYOR CLERK RE: Proposal to West Elgin Council for 2011 Western Elgin Community Expo Event As Council may be aware, I had the pleasure of filling the position of Rural Development Officer (RDO) for the Municipality of West Elgin through the Foundation for Rural Living's RDO Program Job Creation Partnership Model. 1 was part of this Program from March to October of 2010, and thoroughly enjoyed the opportunity to be of assistance in a rural community. The Foundation for Rural Living's Program funding ended October 17'h, 2010, however, my position with the Municipality of West Elgin was extended to the end of October 2010 in order to complete paperwork and so that I could file a "Final Report to West Elgin Council A copy of this report has been included for your perusal. I believe that the Council and community have seen benefit from having my assistance in 2010. Since the conclusion of my previous position and due to the very positive impact of the event, have had a number of inquiries concerning the possibility of organizing another Community Expo to be held later this year. I would like to propose that Council consider this positive impact on the community and investigate hosting a 2011 Western Elgin Community Expo. In order for this to occur, Council can consider either tendering for the position of a Special Event Co- ordinator or, contracting with me to organize this event on behalf of Council. 1 am aware that being a municipal position, the former option may be the direction of Council. Please consider the following in your deliberations: The 2010 Western Elgin Community Expo was held on October 16th, 2010 in the Elgin International Club building. This event was highly successful in a number of ways, including increasing visitors to the Municipality of West Elgin thereby heightening the municipality's visibility from both an economic and tourism standpoint, and ended with a financial surplus. If the Expo is to continue as an Annual Event, it is critical to capture what happened in 2010 and for Council to be able to build upon it in the future. A contract position for a "Special Event Co- ordinator" could expand to become a "Marketing Communications Officer should Council wish, which would allow for investigation of improvements to municipal marketing and be responsible to Council, as well as continuing with the duties in the current RDO Job Description Should Council choose to contract directly with me for organizing such an event, continuity would be achieved in having the same individual active in the role for an extended period of time. (1 understand I was the third person to act as an RDO for the Municipality and thus the community has had to adjust each time to personnel changes). Potential may exist for external funding as a partnership project through an outside source, such as the Office of the Rural Secretariat's Community Development Program. If such funding was available, this could become a mechanism to shift this proposed contract to a different funding source with a slightly different job focus. This possibility could be investigated should Council wish. Budgeting for the probable cost for the organization of a 2011 Western Elgin Community Expo would have to include the rental cost for the location, advertizing and wage for a Special Event Co- ordinator. To this end, Council might be looking in the range of $3,500 to $5,500 approximately. The 2010 event ended with approximately $500 in the black, which can be applied to the cost for a 2011 event. Should Council wish, the position of a "Special Event Co- ordinator' ar, a "Marketing Communications Officer" could be considered as part of the regular budget cycle for 2011 with a mind to the potential of making this a permanent part of the budget. The amount of remuneration and Full -Time Equivalent would also be considered in these deliberations. In the event that Council wished to investigate having a "Marketing Communications Officer" for West Elgin, part of the job description would include the continued effort to seek outside funding sources to aid in the continuation of the position. Individuals and groups have continued to be extremely complimentary of the assistance 1 provided for them in my time with the Municipality as an RDO. I believe the community as a whole has seen the benefit of having this support role in place. 1 would be thrilled and honored to continue this important work on your behalf. Thank you for your time and consideration of my proposal. Respectfully submitted, Karen J. Kendrick- Diamond FINAL REPORT TO WEST ELGIN COUNCIL The focus of this report is the 2010 Western Elgin Community Expo which was held at the Elgin International Club building on Saturday, October 16 2010. There were 55 exhibitors at the event, several partnership displays and over 200 in attendance. Attendees came from various parts of Elgin County as well as neighbouring Chatham -Kent, Middlesex County, the Village of Newbury and the City of London. There were various demos throughout the day as well as draws for donated door prizes. I spoke with exhibitors and attendees throughout the day and received a great deal of positive feedback about the event, hall set up, and types of exhibits. I also spoke with representatives of the international Club who were quite pleased with the event from their standpoint. This year, the event was advertized five different ways posters, word -of- mouth, e-mail, online and in the print media. To help promote the Expo, I gave the event an overall theme which was repeated in all publicity "Shop Local, Serve Locaf'. As much as possible, the advertizing I utilized was at no cost to the Municipality of West Elgin. To broaden the scope of the target audience, in addition to The Chronicle, the event was publicized in The Lake Erie Beacon, The Glencoe Transcript Free Press, The St. Thomas Elgin Weekly News, and The London Free Press. In so doing, word of the event reached approximately 364,000 households, which includes appearing in The London Free Press on two separate publishing dates prior to the Expo! Additionally, it was posted on various websites including radio stations in London and Chatham -Kent, and the A Channel in London, which means it also received on -air time as well as Internet placement. It was advertized on the double -sided sign at the International Club for a couple of weeks prior to the event. Some items for this event had been expensed last year, such as promotional pens and a reusable banner which is housed in the municipal office. As well, last year's event ended with a deficit which was paid by Council whereas this year that did not happen. The final numbers for the 2010 Western Elgin Community Expo are as follows Income $1850.00 Expenses $1005.31 Surplus 844.69 Taking into account the fact that the 2009 event shortfall was approximately $300.00, this means the 2010 event ended up approximately $500.00 in the black. Given that the 2010 event ended in the black and had a higher attendance than the previous year, the event can definitely be deemed a total success! As this is my final report to the West Elgin Council, let me take this opportunity to thank you for giving me the opportunity to be the West Elgin Rural Development Officer for 2010. I found working on the various projects for Council such as the new County tourism signage most interesting. I thoroughly enjoyed organizing the 2010 Western Elgin Community Expo my only regret is that as my contract time in West Elgin has concluded, I cannot organize a similar event for the Western Elgin region again for 2011! One of my tasks as Rural Development Officer was to be a good ambassador for the community wherever I was and in all my contacts on behalf of the Municipality of West Elgin. It is my sincere hope that I did just that during the past several months. MARCH 2011 ROADS REPORT 1 A couple of heavy we snowstorms ushered out the winter season. Gravel roads that were soft and wet were not plowed until the evening temperatures dropped and they froze enough to be travelled on and plowed. 2. After the snow melted from gravel roads scraping began in earnest with two machines being used both day and night when possible. These machines, which were built in house, do a remarkable job in this early season situation when the roads are soft and the frost is coming out. 3. After the frost, rains, and wet snows, potholes appeared on many roads. Cold patching was begun with the warmer weather and will be ongoing for quite sometime. 4. Tree trimming and clean up was halted due to the ground being too soft to get equipment in. Clean up will continue with drier conditions. 5. Snow equipment was removed and all trucks were cleaned and rustproofed and are awaiting the start of our summer construction operations. Paul Van Vaerenbergh C.R.S.I. Roads Superintendent C (a) TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: PAUL VAN VAERENBERGH C.R.S.I., ROADS SUPERINTENDENT DATE: APRIL 14, 2011 RE: TEMPORARY SUMMER OPERATOR INTRODUCTION: Council passed a resolution at its April 2008 session for the hiring of additional summer help with an "A Drivers licence along with training in a variety of equipment in order to help accomplish our construction schedule. This position has been extended to cover our winter maintenance seasons as a part time winter control position. DISCUSSION: Our construction schedule is still ongoing with an extensive work schedule upcoming. This work includes, the repair and replacement of various drains and culverts in our urban and rural areas, as well as the sub excavation and reconstruction of Kerr Road as part of the FGT projects. In the 2004 Municipal Policy Manual, Recruitment and Selection states that in the subject of internal hiring the commitment of the Municipality is to "Promote employees from within our organization" and "to utilize in house resources prior to seeking applications from external candidates." RECOMMENDATION: It is therefore recommended that we indeed utilize our current part -time temporary employee, who already has shown his ability and skills to fill this position. 6 -20)) 11 Apr 11 11:24a Submitted April 11 2011. Jeff Slater. West Eli Recreation "epoitt For West Elgin Council April 14 2011 �Cfry Cam; F$1 `1 The tenders for the two trucks are not here as of yet, they do not close until April 13 at noon, an additional report will be available at the council meeting. The ice is out and the refrigeration equipment is shut down for the summer. Black and MacDonald did attend at the arena and all of the refrigeration work has been competed, therefore we can release their payment. There is some warranty work on the liner of the pool as well a the sides of the pool. The work is being completed now, to insure that the pool will be operational for the 2011 season. The pump is operational now and the water is being circulated through the filter, however the rest of the building is not operational and we are not heating the water nor are We adding any chemicals automatically. Extra caution ails to be taken as hydrostatic relief valves have been removed and if we drain too much water the ground water pressure will lift the liner on the bottom of the Pool. The arena budget as well as the parks and recreation budget are well under way and will be available to council in the near future. ;Y The Fair Board has not contacted me regarding the Grand stand, there is nothing further to report there. We have been monitoring the track conditions at the north end and there does not appear to be any further deterioration of the track in this area. Work has started in the parks for the 2011 season, all of our equipment has been switched to the summer mode. As in the past we would appreciate councils continued support in upholding our Stay of the fields until May 1' Campaign. Currently we do not allow any use of our fields or baseball diamonds until May 1 and after as the grass and fields are just too wet to be used, and any significant damage done now will have an effect on our fields later. We have been down and inspected the beach area and it seems to have wintered well, no or very few dead fish, and little damage to the trees etc. The beach are however continues to expand. p.2 c C() No. of Permits Issued for Month of 2011 2010 SFD Units New /Additions 2 3 Demolitions Storage Buildings New /Additions Storage Buildings New /Additions Demolitions 1 Demolitions Garages/ Car Ports New Garages/ Car Ports New Demolitions Demolitions Farm Buildings New /Additions Farm Buildings New /Additions 2 1 Demolitions Other New Other New 1 Demolitions 1 Septic Permits 1 1 Estimated Value for Year Permit Revenue for Year $427,700.00 Estimated Value for Month of March Permit Revenue for Month of March $166.400.00 $3,731.547.00 $1,958.40 $23,901.51 No. of Permits Issued for year to date SFD Units New /Additions 4 7 Demolitions Storage Buildings New /Additions 1 Demolitions Garages/ Car Ports New 1 Demolitions Farm Buildings New /Additions 2 1 Demolitions 1 Other New 4 Demolitions 1 Septic Permits 3 Estimated Value for Year Permit Revenue for Year $427,700.00 $4,156,047.00 $4,027.10 $26,828.47 C 3Ca MUNICIPALITY OF WEST ELGIN MONTHLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL DATE: April 14, 2011 RE: BUILDING REPORT FOR MONTH OF MARCH March 2011 Water Department Report 1.All regulatory water sampling and chlorine tests were completed and there are no water quality issues to report. 2.The annual summary report on the distribution system was completed and delivered before the deadline of March 31s 3.The water department repaired a leak on the Downie Line 10 inch main West of Graham Rd on the night of March 10 was repaired quickly and no one was left out of service. 4.The Ministry of the Environment finished the annual inspection,and we received an inspection rating of 96.30% 5.Staff started our valve exercising program in the town of West Lorne, and all seem ok so far. 6. Request for authorization to hire a summer student to assist in yearly maintenance work. 7.A11 work orders, locates, and other routine maintenance were completed in an orderly fashion. Mike Kalita, Water Superintendent. ANNUAL SUMMARY REPORT FOR THE WEST ELGIN DISTRIBUTION SYSTEM 2010 Prepared for members of Municipality of West Elgin Council By: Mike Kalita Water Superintendent March 30, 2010 Section Number Contents Page Number 1 Overview 1 2 Compliance with Regulations Schedule 22 -2 (2)(a) List the requirements of the act, the regulations, the systems approval, drinking water works permit, municipal drinking water licence, and any orders applicable to the system that were not met at any time during the period covered by the report. 1 3 Corrective Actions Schedule 22 -2 (2)(b) For each requirement referred to in section 2 that was not met, specify the duration of the failure and the measures that were taken to correct the failure. 2 4 Flow Summary Schedule 22 -2(3) 1.A summary of the quantities and flow rates of the water supplied during the period covered by the report, including monthly average and maximum daily flows. 2.A comparison of the summary referred to in paragraph 1 to the rated capacity and flow rates approved in the systems approval, drinking water works permit or municipal drinking water licence, or if the system is receiving all of its water from another system under an agreement pursuant to subsection 5(4), to the flow rates specified in the written agreement. 3 Table of Contents Section 1: Overview This report is a summary of water quality information for the West Elgin Distribution System, published in accordance with Schedule 22 of Ontario's Drinking Water Regulation for the reporting period of January 1,2010 to December 31,2010.The West Elgin Distribution System is categorized as a Large Municipal Residential Water System. Although we have the same waterworks number (260091117) as the West Elgin Water Treatment Plant, this is a separate report for the Distribution System. The West Elgin Distribution System operates according to the Municipal Drinking Water Licence 043- 101(Issue 1:July 27, 2009; Issue 2:June 4 2010) and Drinking Water Works Permit 043- 201(Issue 1:July 24,2009; Issue 2 June 4,2010). Section 2: Compliance The West Elgin Distribution System was maintained and operated in such that drinking water supplied to customers throughout the distribution System satisfied Ontario Drinking Water Quality Standards. However, some of the requirements of the Regulations were not met as identified in the MOE inspection report. Our routine inspection was conducted on February 19 2010 and no Ministry of the Environment Provincial Officers Orders issued. Of the ten non- compliances identified in this report, only the six pertaining to the Distribution System will be covered in this report. The non compliances with Regulatory Requirements and Actions Required for the Distribution System as appeared on the Inspection Report are listed on the following pages. NON-COMPLIANCE WITH REGULATORY REQUIREMENTS AND ACTIONS REQUIRE This section provides a summary of all non compliance with regulatory requirements identified during the inspection period, as well as actions required to address these issues. Further details pertaining to these items can be found in the body of the inspection report. 1. Records did not confirm that the water treatment equipment which provides chlorination or chloramination for secondary disinfection purposes was operated so that at all times and all locations in the distribution system the chlorine residual was never less than 0.05 mg /I free or 0.25 mg /I combined. During the review of the West Elgin Water Treatment Plant treated secondary disinfection chlorine residuals, there were no indications of low free chlorine residuals entering the distribution system. During the review of the West Elgin Water Distribution System flushing Togs there were numerous free chlorine residual grab samples recorded below 0.05 milligrams per litre throughout the distribution system. The operating authority indicated that these were first draw grab samples, but there was no established procedure or instructions as to when these first draw samples were to be collected or how representative samples were of water being supplied to customers. The operating authority also indicated that there is an extensive water main network with very little users throughout the northern area of the municipality combined with a number of dead ends and little to no use areas. When the source water increases in temperature, the operators must regularly and extensively flush these areas to ensure adequate free chlorine residual. While reviewing the flushing logs it was not possible to determine how quickly the free chlorine residual increased after the first draw grab sample because the flushing durations and time between the initial and final grab samples were significant. After reviewing the flushing documents it was concluded that a free chlorine residual of 0.05 milligrams per litre was not maintained at all times and at all locations within the system as required by O. Reg. 170/03 1-2(2)4. Action(s) Required: In order to resolve this issue, the owner/operating authority shall establish a written procedure for distribution flushing and to address chronic low free chlorine residuals within the West Elgin Water Supply System. This procedure shall identify what constitutes a free chlorine residual grab sample that is representative of the distribution system. It shall also clearly identify for system operators when a routine flushing sample result is reportable to the Ministry of the Environment and the local health unit to ensure that the requirements of O. Reg. 170/03 1 -2(2)4 as well as all related policies and guidelines are met. The owner/operating authority shall complete this procedure and submit a copy of it to the author of this report by July 16, 2010. The owner/operating authority shall forward training confirmation for each person responsible for the operations of West Elgin Water Distribution System to confirm appropriate training has been given with respect to the procedure. 2. Corrective actions (as per Schedule 17) were not taken to address adverse conditions, including any other steps that were directed by the Medical Officer of Health. There were no reported Adverse Water Quality Incidents for the inspection period; however, after reviewing the West Elgin Water Distribution System flushing logbook multiple free chlorine residual grab samples were observed to be Tess than 0.05 milligrams per litre and appeared to constitute an adverse water quality incident according to O. Reg. 170/03 16 -3. Although the operators continued flushing and restored the secondary disinfectant residual as required per corrective actions, the operators did not contact the Ministry of the Environment, Spills Action Centre or the Medical Officer of Health. Given this information, the operating authority was not able to take, if any, other steps which might have been directed by the Medical Officer of Health. According to Ontario Regulation 170/03, Schedule 16, Section 16 -3, the following is prescribed as an adverse result of a drinking water test. If the drinking water system is required to take free chlorine residual tests under clause 7 (2) (a) or to provide secondary disinfection in accordance with section 1 -5 of Schedule 1 or section 2 -5 of Schedule 2, the system provides chlorination, the system does not provide chloramination and a report under subsection 18 (1) of the Act has not been made in respect of free chlorine residual in the preceding 24 hours, a result indicating that the concentration of free chlorine residual is less than 0.05 milligrams per litre in a distribution sample that is a grab sample. Operators indicated the low free chlorine residual grab samples were taken during first draw and did not represent the water which was being used by the service connections. Although operators stated that the grab samples were not representative it was not possible to confirm this information using the flushing logs provided because of long durations between the initial and final free chlorine residual grab sample. Action(s) Required: As a result of these findings, the owner/operator shall establish a written procedure which establishes guidance for distribution system flushing and for ascertaining "what constitutes a representative free chlorine residual grab sample during flushing The procedure shall also address what actions the operator must take when a sample indicates an adverse result as defined by O. Reg. 170/03 16 -3. The owner/operator shall also create a flushing log sheet which allows the reader to easily follow the flushing at any particular location with any other information the operators deems pertinent. This procedure shall be completed and implemented through staff training no later then July 16, 2010. Confirmation of having completed this training must be submitted to the author of this report no later than July 16, 2010. 3. All required notifications of adverse water quality incidents were not immediately provided as per O.Reg. 170/03 16 -6. After a review of the operation flushing logs, it was determined that the free chlorine residual grab samples collected constituted an Adverse Water Quality Incident as operationally defined by O. Reg. 170/03 16 -3. Even though the free chlorine residual was restored by the operators, once an adverse water quality incident occurs an operator is required to make an immediate verbal report to office of the Medical Officer of Health and the Ministry of Environment Spills Action Centre. The immediate verbal report must specify the adverse test result or observation that requires the report, what actions are being taken and whether corrective actions are being taken where required. Action(s) Required: As a result of these findings, the owner/operator shall establish a written procedure which establishes guidance for distribution system flushing and for ascertaining "what constitutes a representative free chlorine residual grab sample during flushing The procedure shall also address what actions the operator must take when a sample indicates an adverse result as defined by O. Reg. 170/03 16 -3. This procedure shall be completed and implemented through staff training no later then July 16, 2010. Confirmation of having completed this training must be submitted to the author of this report no later than July 16, 2010. 4. All required notifications of adverse water quality incidents were not provided as per O.Reg.170103 16 -7. After reviewing the West Elgin Water Distribution System operation flushing logs it was determined that the free chlorine residual grab samples collected constituted an adverse result of a drinking water sample as operationally defined O. Reg. 170/03 16 -3. Given that no Adverse Water Quality Incidents were reported for the inspection period, the operating authority failed to submit the required written notices. Action(s) Required: As a result of these findings, the owner/operator shall establish a written procedure which establishes guidance for distribution system flushing and for ascertaining "what constitutes a representative free chlorine residual grab sample during flushing The procedure shall also address what actions the operator must take when a sample indicates an adverse result as defined by O. Reg. 170/03 16 -3. This procedure shall be completed and implemented through staff training no later then July 16, 2010. Confirmation of having completed this training must be submitted to the author of this report no later than July 16, 2010. 5. In instances where written notice of issue resolution was required by regulation, the notice was not provided as per O.Reg. 170103 16 -9. After reviewing the West Elgin Water Distribution System operation flushing logs it was determined that the free chlorine residual grab samples collected constituted an adverse result of a drinking water sample as operationally defined O. Reg. 170/03 16 -3. Given that no Adverse Water Quality Incidents were reported for the inspection period, the operating authority failed to submit the required written notice of resolution. Action(s) Required: Given that the Operations and Maintenance Manual for the West Elgin Water Distribution System contained sufficient content with regards to written notices, the operator/owner shall ensure the these notices are included in the following requirement: As a result of these findings, the owner /operator shall establish a written procedure which establishes guidance for distribution system flushing and for ascertaining "what constitutes a representative free chlorine residual grab sample during flushing The procedure shall also address what actions the operator must take when a sample indicates an adverse result as defined by O. Reg. 170/03 16 -3. This procedure shall be completed and implemented through staff training no Eater then July 16, 2010. Confirmation of having completed this training must be submitted to the author of this report no later than July 16, 2010. 6. The following instances of non compliances were also noted during the inspection: During the inspection, records which were made in the flushing logbook appeared as if they were altered, in instances where the free chlorine residuals approached 0.05 milligrams per litre. This non compliance was identified because of the darker shade and unusual pattern of corrected mistakes primarily where the lower free chlorine residuals approached levels which require: a report to be made to the local health unit and the Ministry of the Environment as well as corrective actions. An Operator employed by the municipality admitted that he changed the results in the logbook. This was identified as a contravention of the Act for the provision of false and misleading information; a violation of the Safe Drinking Water Act, 2002, Part Xi s. 138(1), (2). Action(s) Required: The violation was forwarded to the Investigations and Enforcement Branch for review. SECTION 3 CORRECTIVE ACTIONS The non compliances identified in the MOE Inspection Report were all addressed in an information booklet addressed to Mr Pawel Kucharski on July 8 2010. The following is a list of the corrective actions taken. 1.A flushing SOP was developed in conjunction with a flushing report document to capture all flushing data. A target residual of 0.35mg /L was established, with a trigger residual of 0.25mg /L. This included an adverse water quality incident SOP. Training on all the above was also provided. 2.The flushing SOP, including definitions on what constitutes a representative free chlorine residual grab sample, along with the flushing report, and the SOP on adverse water quality incident all address the corrective actions required. Training was provided on all items listed. 3.The SOP on adverse water quality incident, as well as the definitions as to what represents a free chlorine residual grab sample, and definitions on secondary disinfection, along with the training provided covers the corrective actions required. 4.The adverse water quality incident SOP, as well as the flushing SOP, including definitions on what constitutes a representative free chlorine residual grab sample including training on all the above covers the corrective actions required. 5.SOP's established on flushing, including definitions, and the adverse water quality incident SOP accompanied with the training on all items listed cover the corrective actions required. 6.This non- compliance was handed over to the Investigations and Enforcement Branch and is still under review. SECTION 4: FLOW SUMMARY There are no requirements listed in the permit or licence as to flow rates or capacities in our Distribution System. The West Elgin Distribution has adequate flows to meet current demands without issue and can still meet demands for future growth. w, �w 0 CL 0 0; 0 W ouJWW d 0_ d 0000 1- Z J a 0 0 w C 1 0) 0 0 N N N z W 0_ 0 0 ca 0) 1 07) a z W a 0 0 0) 0) c 0) 2 2 as C C 6-c-(a) AGREEMENT BETWEEN: 3. Dutton/Dunwich shall undertake the following work: (c) SCHEDULE "A" to By -law 2011 -04 The Corporation of the Municipality of West Elgin "West Elgin and The Corporation of the Municipality of Dutton/Dunwich "Dutton/Dunwich WHEREAS the two municipalities own and operate water systems in the geographic Township of Dunwich, now in the Municipality of Dutton/Dunwich. AND THEREFORE the Municipalities agree as follows: 1. Dutton/Dunwich agrees that West Elgin shall supply water to the Service Centre on the south side of Highway 401 which is located in Lot 4 Concession 5 N of A between Pioneer Line and Highway 401 in the geographic Township of Dunwich; and that Dutton/Dunwich shall supply water to the Service Centre on the north side of Highway 401 which is located in Lot 4 and 5 Concession 5 N of A in the geographic Township of Dunwich. 2. In order that Dutton/Dunwich may provide fire protection to the Service Centre on the south side of Highway 401, West Elgin will transfer to Dutton/Dunwich ownership of the existing 150mm (6 waterline that starts on the north side of Highway 401 and travels southward across Highway 401 then travels southward approximately 50 meters south of Highway 401 to the location where, in Lot 4 Concession 5 N of A in Dutton/Dunwich a new valve will be installed by and at the expense of Dutton/Dunwich. The transferred water line is located on lands designated as Part of Part 5 on reference plan 11R 869. Dutton/Dunwich shall be responsible for commissioning and paying for the survey and registry office costs. As well, an amendment shall be required to the existing easement agreement on title to release West Elgin from its obligations under the easement agreement. Dutton/Dunwich commits that a new reference plan will not be deposited until West Elgin has reviewed and approved it. (a) Connect the existing 200 mm (8 and the 150mm (6 line on the north side of Highway 401; (b) Install a new valve on the 150mm (6 line north of the new 200min service line to the south side Service Centre. The operation of this valve will be addressed in section 5 below in this Agreement. Install a new fire hydrant near the east boundary of the parking lot on the south side Service Centre located on the north side of Highway 401 either on the old existing 150mm line or on a new line if desired by Dutton/Dunwich. (d) The specifications, plans and drawings for this work will be in accordance with the standards of both West Elgin and Dutton/Dunwich and in the event they are different, the more demanding standard shall apply. Before any of this work is commenced, such specifications, plans and drawings must first be approved in writing by the Water Operations Staff of both West Elgin and DuttonlDunwich. 4. Dutton/Dunwich will be fully responsible for the maintenance and operation of the waterline transferred in accordance with section 2 above as well as the new work described in Section 3 above; and Dutton Dunwich will indemnify and safe harmless West Elgin in all respects in the event of non performance or imperfect performance of the maintenance and operation obligations of this section 3(d). 5. The valve to be installed as specified in Section 3(b) above shall be owned by West Elgin. Subject to being opened for firefighting purposes as contemplated by this section 5 and section 6 below, such valve shall remain closed in order to maintain separation of the water from the West Elgin system from the Dutton- Dunwich system THE MUNICIPALITY OF DUTTON /DUNWICH Mayor, Cameron McWilliam 2 and visa versa. If, however, there is a fire at either the Service Centre north of Highway 401 being serviced by Dutton Dunwich water, or the Service Center south of Highway 401, being serviced by West Elgin water, if requested by the Fire Department responding to the fire, the valve may be opened by either the West Elgin Water Department or the Dutton/Dunwich Water Department and in that event the Water Department opening the valve shall immediately notify the other Water Department. Once opened, the valve shall be closed as soon as no additional water is required for fire fighting purposes. Once the valve is closed, the Tine may have to be flushed and disinfected, the costs for the water, manpower and chemicals for this purpose shall be charged to the municipality that requests the valve to be opened. 6. Notwithstanding section 5 above, with the mutual agreement in writing of West Elgin and Dutton/Dunwich, the valve referred to in Section 3(b) above may be opened for purposes other than firefighting on such terms and conditions as may be set out in such agreement. Clerk Administrator, Ken Loveland )Clerk THE MUNICIPALITY OF WEST ELGIN Mayor. n 0 ttiripatitg of of TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA BRYANT, CLERK DATE: APRIL 14, 2011 RE: MUNICIPAL ELECTION 2010 INTRODUCTION: In accordance with Section 80(3) of the Municipal Elections Act, Council shall be notified that a default has occurred. DISCUSSION: Under the Municipal Elections Act, candidates are required to file a Financial Statement by March 25, 2011. If this deadline is not met, the candidates are considered to be in default. The penalty for default, in the case of an unsuccessful candidate, is that they are ineligible to be appointed or run for any office in the next election. All candidates were informed in a number of ways of the requirement for deadline for filing a financial statement: Ministry of Municipal Affairs and Housing Municipal election 2010 Guide, page 33 Memo from the Clerk, dated November 29, 2010 Memo from the Clerk, dated February 3, 2011 (sent by registered mail) Two candidates from the 2010 municipal election are in default. RECOMMENDATION: For information only. Norma I. Bryant 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 March 1, 2011 Mayor Bernie Wiehle and Members of West Elgin Council 22413 Hoskins Line, P.O. Box 490, Rodney, Ontario NOL 2C0 Re: Invitation to County of Elgin Warden's Charity Golf Tournament On behalf of Elgin County Council it is my pleasure to invite you to the 2011 Elgin County 3rd Annual Warden's Charity Golf Tournament. With the pending closure of the United Way's number one contributor, your help is needed now more than ever. As one of the leaders in the category of public sector contributors to the United Way, The County of Elgin is asking you to assist us in helping to fill the gap in contributions for our community. The seven municipalities within Elgin County (Town of Aylmer, Municipality of Bayham Municipality of Central Elgin, Municipality of Dutton- Dunwich, Township of West Elgin, Township of Malahide, Township of Southwold,) are working together to make this event a success. The Warden's Charity Golf Tournament is being organized by the Elgin County United Way Special Events Committee (ECUWSEC) and all proceeds will go to the Elgin -St. Thomas United Way. The Golf Tournament will take place on Wednesday, June 15, 2011 at Kettle Creek Golf and Country Club in Port Stanley, Ontario, Registration will begin at 9:00 a.m. Shot gun starts at 10:30 a.m. followed by a Steak Supper at 4:30 p.m. The Golf Tournament will provide an opportunity to have some fun, socialize with others while at the same time realizing the benefits the tournament will provide to the Elgin -St. Thomas United Way. County of Elgin Administrative Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519- 631 -1460 www. elgin -co unty.on. ca Progressive by Nature Platinum Donation $2000 (includes 2 golf tickets) Gold Donation $1000 (includes 2 golf tickets) Silver Donation $600 Bronze Donation $300 SPONSORSHIP INFORMATION Yes, I would like to sponsor the County of Elgin 3r Annual Warden's Charity Golf Tournament with the following donation: If Platinum Donation, please circle which exclusive sponsorship you are interested in: a) Bob Martin's Pro Demo, b) Bag Lunch for each participant includes lunch bag with your company logo, c) Continental Breakfast, d) Participant's gifts with your company logo. Choice of sponsorship will be confirmed upon receipt of payment. I would also like to provide the following promotional item (s) for the registration kits: I would also like to provide the following prizes to be used as door prizes or the silent auction table: Company Name: Contact Person and Title: Address: Phone: Fax: Email Address: Authorized Signature: All cheques should be made payable to the County of Elgin and can be post dated to June 3, 2011. PLEASE RETURN SPONSORSHIP FORM WITH PAYMENT NO LATER THAN MONDAY, MAY 2, 2011 TO THE ATTENTION OF: County of Elgin 450 Sunset Drive, 2 Floor, Financial Services St. Thomas, Ontario N5R 5V1 Attention: Sonia Beavers 1 Platinum: $2000.00 donation Gold: $1000.00 donation Silver: 600.00 donation Bronze: 300.00 donation Re: County of Elgin Warden's Charity Golf Tournament Sponsorship Request The Elgin County United Way Special Events Committee (ECUWSEC) will be hosting the 3rd Annual Warden's Charity Golf Tournament which is scheduled to take place at Kettle Creek Golf and Country Club. The event will take place on Wednesday, June 15, 2011. All profits for this event will go to Elgin -St. Thomas United Way. We are pleased to announce we were successful in raising $10,200 at the 1s Warden's Charity Golf Tournament held in 2009 and $19,000 at the 2nd Annual Warden's Charity Golf Tournament held in 2010. Now we need to raise the bar and we cannot do it without your generous support. With the pending closure of the United Way's number one contributor, your help is needed now more than ever. As one of the leaders in the category of public sector contributors to the United Way, The County of Elgin is asking you to assist us in helping to fill the gap in contributions for our community. Our goal is to raise $20,000 and, at the same time, give your company an opportunity to be named as one of those who partnered with us, and helped us reach this noteworthy achievement. Will you help achieve our goal by sponsoring this event at any one of the following levels: Platinum Donation $2000 Exclusive sponsorship for one of the following (choice of sponsorship will be confirmed upon receipt of payment) a) Bob Martin's Pro Demo, b) Bag Lunch for each participant includes lunch bag with your company logo, c) Continental Breakfast, d) Participant's gifts with your company logo. Also includes: a) 2 golf tickets to the County of Elgin Warden's Charity Golf Tournament b) Your company logo displayed prominently at event sponsored c) Special Recognition at the Tournament Dinner and on the County of Elgin's Website d) Your company logo displayed on table placemats e) Sampling opportunity in participant gift bags f) Recognition issued by County Council County of Elgin Administrative Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519- 631 -1460 www.elgi n -cou nty.on.ca Progressive by Nature Name Organization Phone Fax Email 90.00 Golf, Cart, Continental Breakfast, Lunch and Dinner (early registration and payment received before May 6, 2011) $100.00 Golf, Cart, Continental Breakfast, Lunch and Dinner (late registration and payment received after May 6, 2011) 35.00 Dinner Only (spaces limited) Name Organization Phone Fax Email 90.00 Golf, Cart, Continental Breakfast, Lunch and Dinner (early registration and payment received before May 6, 2011) $100.00 Golf, Cart, Continental Breakfast, Lunch and Dinner (late registration and payment received after May 6, 2011) 35.00 Dinner Only (spaces limited) Name Organization Phone Fax Email 90.00 Golf, Cart, Continental Breakfast, Lunch and Dinner (early registration and payment received before May 6, 2011) $100.00 Golf, Cart, Continental Breakfast, Lunch and Dinner (late registration and payment received after May 6, 2011) 35.00 Dinner Only (spaces limited) Name Organization Phone Fax Email 90.00 Golf, Cart, Continental Breakfast, Lunch and Dinner (early registration and payment received before May 6, 2011) $100.00 Golf, Cart, Continental Breakfast, Lunch and Dinner (late registration and payment received after May 6, 2011) 35.00 Dinner Only (spaces limited) Re ister Nov for the 2011 County of Elgin Wardens Charity Golf Tournament All proceeds to Elgin -St. Thomas United Way Kettle Creek Golf and Country Club 320 Carlow Road Port Stanley, Ontario N5L 1136 Wednesday, June 15, 2011 Registration: 9:00 a.m. to 10:30 a.m. Shot Gun Start: 10:30 a.m. (Last day to Register is June 10, 2011) Registration Form Mail your cheque and registration to: County of Elgin, Attention: Sonia Beavers 450 Sunset Drive, 2 Floor, Financial Services St. Thomas, Ontario NSR 5V1 MAYOR Cameron McWilliam 28740 Celtic Line, R. R. i Dutton, N0L iJo DEPUTY MAYOR Bob Purcell 158 Shacklcton Street Dutton, NoL iJo West Elgin Recreation Department 22413 Hoskins Line PO Box 490 Rodney, ON NOL 2C0 ATTN: Mary Bodnar Chair Person West Elgin Arena Board Dear Mary; Acceptance Z,thac, Mary Bodnar West Elgin Arena Board Chair Person Municipality of Dutton /�Dun T Z Box 329, 199 Currie Road, DUTTON, Ontario NOL iJo Telephone: (519) 762 -2204 Fax No. (519) 762 -2278 Clerk Administrator Ken Loveland v)UNJCtPA! ;TY of WEST EL.CiN .._r Arena Improvements Letter of Understanding Yours 1 11F i if Bo Purcell Deputy Mayor West Elgin Arena Board Appointee COUNCILLORS Ian Fleck 272 Miller Road Box 542 Dutton, NoL iJo Donald H.Page 7949 Coyne Road R. R. Wallacetown, NoL 2Mo Dan McKillop 29094 Silver Clay Line, R.R. 3 Dutton, NoL 1,10 February 25, 2011 The Council of the Municipality of Dutton Dunwich had agreed to pay a portion of the costs to improve the dressing rooms, resurfacing room, siding and insulation on the West Elgin Arena. The costs for this portion of the project according to the information we received was $703,522.00 with our share totaling $115,824.00. As per the motion of the Council of the Municipality of Dutton Dunwich passed April 21, 2010 the Municipality will pay $11,582.40 annually for a 10 year period starting in 2011 and running until 2020. The Municipality will not pay any interest charges. This payment is made with the understanding that if at some time in the future the West Elgin Arena is either closed or sold these funds will be refunded. I have attached a copy of the original resolution for your information. If you have any questions please contact the undersigned. Norma Bryant From: To: Cc: Sent: Subject: "Bernie Wiehle" <bwiehle @sympatico.ca> "Joanne Groch" <jgroch @westelgin.net> "Norma Bryant" <nbryant@westelgin.net> Wednesday, March 16, 2011 6:38 PM Fw: SWEA Assembly 2011 in Guelph June 9 -10 Original Message From: Serge Lavoie To: bwiehle@svmpatico,ca Sent: Wednesday, March 16, 2011 1:21 PM Subject: SWEA Assembly 2011 in Guelph June 9 -10 JUNE 9-10, 2011 GUELPH, ON GROWING PROSPERITY ts7 TAPPING INTO RURAL -URBAN SYNERGfES networking, learning and strategizing about Southwestern Ontario Region. Registration is now open for the SWEA Assembly 2011, Growing Prosperity: Tapping into Rural Urban Synergies, coming to the Delta Guelph Hotel and Conference Centre, June 9 -10, 2011. Assembly 2011 promises to be a unique forum for economic development issues that directly affect the The Assembly kicks off with an opening reception on June 9 at the Science Complex Atrium, University of Guelph. The program features a distinguished line -up of speakers such as futurist Jim Bottomley, who will share their personal success stories and expertise all on the theme of creating rural -urban synergies. Workshop streams will include: Building Rural -Urban Multi- Sector Collaboration: Lessons from Quebec Developing a Digital Strategy: From Vision to Reality Tapping into Research to Grow Prosperity Working in the Future Jobs Economy ...and much, much more! If you are involved in economic development issues in our region, the SWEA Assembly should not be missed! Registration: Member: Non Member: 225 295 The Assembly's Sponsorship Program provides an exceptional opportunity to maximize visibility to some 250 economic developers and senior municipal officials. Check out all the benefits of sponsoring on our website. Don't miss out! For more information on sponsorship opportunities or to register, please visit the SWEA Assembly 2011 website or contact Pelly Heighton, pelly@nextwaveevents.com, Page 1 of 1 3/17/2011 Warden Dave Mennill and the Members of Elgin County Council cordially invite you to a Celebration In honour of the Elgin County Library's 75th Anniversary Wednesday, April the twenty- seventh two thousand and eleven 1:00 4:00 pm (Brief ceremony at 3:00 pm) Port Stanley Library 302 Bridge Street, Port Stanley, Ontario For further information, please call 519- 631 -1460 x148 March 21, 2011 To: Municipality of West Elgin Council Re: Sunday Gun Hunting Sincere!y. Roman Lewinsky Glenn Colman Gun hunting is the only legal activity the Municipality of West Elgin has restricted on Sunday. A number of reasons over many decades may have driven the council to this decision. Is it due to religious beliefs, the ideal to provide a day of rest for the wildlife, and/or public safety concerning people enjoying a Sunday walk? In today's society, none of the above reasons are valid to keep hunters from having the right to choose to gun hunt on a Sunday. Hunter's value and appreciate the landowners who allow them to participate in this activity on their property. In our opinion the landowner should have the choice to control hunting activity on his property 7 days a week providing it is in line with the MNR's guidelines. To date, over 175 forward thinking municipalities have adopted the choice for allowing Sunday as a gun hunting day without any reason to rescind their decision. Allowing this day as a hunt can benefit numerous people in many ways such as, controlling animal population, reduce car accidents, and provide much needed additional economics to local retailers. Thanks to the Ministry of Natural Resources gun hunting is a very safe activity which can be shared by all. A hunter safety course is a mandated class for anyone wishing to enjoy this traditional pastime. The rules and regulations are strictly enforced by the game wardens and provincial police Monday thru Saturday as I assure they would do on Sunday. Please take time in considering this as a formal request to revisit activating Sunday for gun hunting in the Municipality of West Elgin. 1 i March 21'. 2011 Joanne Groch, Administrator Municipality of West Elgin 22413 Hoskins Line, P.O. Box 490 Rodney ON NOL 2C0 RE: Renovations to Rodney Library Dear Joanne: As follow -up to our meeting on February 22n 2011 to discuss proposed renovations to the Rodney Library, attached you will find a basic floor plan which outlines modifications we will be making to furnishings and shelving for accessibility compliance purposes. In particular, note the following: The circulation desk will move to a location adjacent to the front entrance. The shelves will run east/west to improve sightlines from the circulation desk. While not shown on the drawing, we plan to move the children's area to the front of the library adjacent to the front entrance so that it is visible from the circulation desk. We will therefore be moving the public access computers to the back of the library. As discussed, we are requesting that the Municipality of West Elgin also engage in renovations to the library as part of this plan, particularly the following items which are all the Municipality's responsibility according to the terms of the building's lease: Painting of the interior in its entirety. Removal of the existing carpet to be replaced by a combination of tile and new carpet. Modification to the existing fire exit for wheelchair accessibility. Electrical modifications to facilitate the relocation of the circulation desk and public access computers. As discussed, it is best these renovations proceed in late June in order to minimize impact on the library's programs and services, particularly the Summer Reading Club for children which begins in July. The library will need to be closed for several days as these renovations proceed. On behalf of the Elgin County Library, please accept my sincere appreciation for considering these renovations. Sincerely, Brian Masschaele Director of Community and Cultural Services Cc: Shelley Fleming, Branch Supervisor Rodney/West Lorne County of Elgin Community and Cultural Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519- 631 -1460 www.el gi n- county.on.ca Progressive by Nature a 8 a:s t C a ro 8x WW v 22 C1. q a) E E U 2 Q Y 4� 0 0 i r N N O 2 3 O gal 1 PO 0, IZI 0. ffi j 87 John Street South, Aylmer, Ontario N5H 2C3 Telephone: 519- 773 -5344 Fax: 519- 773 -5334 www.molahide.ca March 21, 2011. County of Elgin, 450 Sunset Drive, St. Thomas, Ontario. N5R 5V1 Attention: Mr. Mark McDonald Dear Sir: RE: Impact of Fuel Price Increases. The Malahide Township Council discussed the impact of fuel price increases at their regular Council meeting on March 17, 2011. The Council is requesting that the County of Elgin recognize the budgetary impact of increased fuel prices and consider enacting an amendment to the terms of its contract with the lower tier municipalities to allow for a fuel surcharge in 2011. We appreciate your consideration to this request. Yours very truly, TOWNSHIP OF MALAHIDE C PYAA-&(-3C-1/ 1 i T -D M. CASAVECCHIA, D.P.A., C.M.O., CMM III Chief Administrative Officer /Clerk Copy Elgin County Lower Tier Municipalities MICHELLE M. CASAVECCHIA Chief Administrative Officer /Clerk mcasavecchia@malahide. ca theTOWNSH I Pof MALAN I D A proud tradition, a bright future. SUSAN E. WILSON Director of Finance swilson @malahide.ca Mar. 28. 2011 2:28PM County of Erin 450 Sunset Drive St. Thomas, ON N5R 5V1 Municipality of Bayham Municipality of Central Elgin Municipality of Dufton /Dunwich Municipality of West Elgin Township of Malahide Township of Souihwold March 28, 2011 Enclosure ELGIN GROUP POLICE SERVICES BOARD Chair Doug Gunn THAT the letter be forwarded to partner municipalities. Yours truly, L 04441/ ej/t Susan McConnell Elgin Group Police Services Board 519- 631 -1460 x103 No. 7094 P. 1/2 D_ Tel. 519 631.1460 Ext. 161 Fax. 519 633 -7661 Res. 519 631 -0700 Member Municipalities Re: Ontario Provincial Police (OPP) Costing Please be advised that the Elgin Group Police Services Board (PSB) at its March 23, 2011 meeting, approved the following resolution: "THAT the Elgin Group Police Services Board supports the resolution from the Municipality of Brighton Council regarding the cost of policing for contract OPP; and, Carried. (signed) Chair Doug Gunn" A copy of the Municipality of Brighton Council's resolution is enclosed in this letter. Brighton is calling for the Provincial Government, through its Police Services grant in the Ontario Municipal Partnership Fund formula, to cover all increased costs associated with the recently negotiated OPP contract. cc: Premier Dalton McGuinty Hon. Jim Bradley, Minister of Community Safety Correctional Services Hon. Steve Peters, M.P.P., Elgin- Middlesex- London Hon. Dwight Duncan, Minister of Finance Municipality of Brighton Mar. 28. 2011 2:28PM County of Elgin No. 7094 P. 2/2 To: Police Services Boards In Ontario Re; OPP Costing Vicki Kimmett Deputy Clerk Municipality of Brighton VK /vk „to fi�lilf� fiAar BnIGHTON 35 Alice Street, P.O. Box 189 Brighton, Ontario KO 0 I would like to Inform you that the Municipality of Brighton Council passed the following resolution at the Council Meeting held on Monday, February 22, 2011. The Resolution reads as follows. Resolution No, 2011 077 That Council approves the following resolution: "WHEREAS the cost of policing in Ontario for contract OPP has increased dramatically over the last decade, far exceeding the rate of inflation, and WHEREAS the Provincial Government has proposed a wage freeze for provincial employees for a two year period, and WHEREAS the Provincial Government has recently negotiated a 5.075% in.crease with the OPP, and WHEREAS municipalities must cover over two thirds of policing costs from local taxpayers, NOW THEREFORE be it resolved that the Provincial Government, through its Police Services grant in the Ontario Municipal Partnership Fund (OMPF) formula, cover all Increased costs associated with the recently negotiated OPP contract, and FURTHERMORE that this resolution be forwarded to the Premier of Ontario, the Minister of Community Safety and Correctional Services, the Minister of Finance, the local Member of Provincial Parliament, and other Section 10 Police Service Boards in Ontario." The resolution was passed unanimously. Yours sincerely, Y RECEIVED MARS 1I) 2011 CONY O EMI ADMIMSTRATIVE SEWS Friday, March 4, 2011 Carried 03/30/207. 16:47 5197851833 SERVICEON /TINYTOTS PAGE 01 'o•ofr E f a,npy 4o1 March 23, 2011 Municipality of West Elgin Rodney, Ontario Dear Council Members: Again this year, Tiny Tots will be holding our annual Trike-a-thon and Silent Auction on Saturday, May 28 2011. We are requesting the closure of Furnival Road from the corner of Gigi's Variety to the former Miller Motors from 7:00 a.m. until 1:00 p.m. We would also request the use of the Municipal Parking Lot during the same hours. We have been in contact with Stedmans and they are in agreement to the use of the parking lot. In the event of rain, we request the use of the Recreation Centre for the same time frame. Thank you for your time and consideration in this matter. Your continued support is greatly appreciated. Sincerely, The Parent Executive Committee Amy Baddams Ja A Amanda Murray Tiny Tots Co- operative Nursery School 217 Furnival Rd, Box 539, Rodney, On NOL 2C0 Phone: 519 -785 -2164 Fax 519-785-1833 Email: ttcns @bellnet.ca Christine Simpson Laura Reive ic3PALEYY cr.vEST re MAR 3 t 2€11 A Halton March 31, 2011 To the Head and Members of Council: ?RUNlCPPAL-I-y OF WE 2011 Legislative Planning Services Office of the Regional Clerk 1151 Bronte Road Oakville ON L6M 3L1 RE: Harmonized Sales Tax (H.S.T.) Revenue and a New Funding Mechanism for Transportation Infrastructure This will confirm that the Council of the Regional Municipality of Halton, at its meeting held Wednesday, March 30, 2011, adopted the following resolution: WHEREAS the introduction of the Harmonized Sales Tax (H.S.T.) on July 1, 2010, and its application to gasoline and diesel sales will result in new revenue for the Government of Ontario; and WHEREAS based on 2010 average price levels of gasoline and diesel, and 2009 average consumption Ievels in Ontario, the Government of Ontario's projected new revenue will be approximately $1.53 billion annually; and WHEREAS the Provincial Municipal Fiscal and Service Delivery Review identified a transportation infrastructure investment gap between the Government of Ontario and Ontario's municipalities of approximately $3.8 billion; and WHEREAS a lack of sufficient funding for essential transportation infrastructure construction, maintenance and rehabilitation has created a situation where many of Ontario's municipalities do not have the financial capacity to construct new transportation infrastructure and conduct the maintenance and rehabilitation needed to sustain existing transportation infrastructure; and THEREFORE BE IT RESOLVED THAT the Council of the Regional Municipality of Halton requests that the Government of Ontario consider directing a portion of the revenue derived from HST charged on gasoline and diesel sales to a new predictable funding mechanism that will allow Ontario's municipalities to make the critical investments needed to be effective stewards of transportation infrastructure; and FURTHER THAT a copy of this resolution be forwarded to Premier Dalton McGuinty, Hon. Dwight Duncan, Minister of Finance, Hon. Kathleen Wynne, Minister of Transportation, Hon. Bob Chiarelli, Minister of Infrastructure, the Ontario Good Roads Association and to CAA South Central Ontario; and The Regional Municipality of Halton BEAD OFFICE 1151 Bronte Road, Oakville, Ontario L6M 3L1 0 Tel: 905 825 -6000 o Toll free: 1- 866 442 -5866 0 TTY: 905 827 -9833 www.halton.ca Page 2 FURTHER THAT this resolution be circulated to all municipalities in Ontario requesting their support. Sincerely, Kathy Kielt Acting Deputy Clerk and Supervisor of Council Committee Services c. John Ennis, Government Relations Specialist, CAA South Central Ontario Scott R. Butler, Manager, Policy and Research, Ontario Good Roads Association Municipality of West Elgin 22413 Hoskins Line Rodney, On NOL 2C0 April 14, 2011 Attention: Mayor and Council Members On behalf of MPoWER, for Cactus, Cattle and Cowboys Event on Saturday, July 16, 2011, for the Horse Parade that will be held in West Lorne, we are asking for the road closure. The Parade will start at 12:00 and should last until 1:3Opm. The Horse Parade will be starting at the corner of Queen's Line and Graham Rd. (open field lot) The route is: Queen's Line south on Graham Rd. to Main St.: west to Ridge St.; South to Chestnut St; east to Graham Rd.: north down Graham back to Queen's Line. (map enclosed). I have also sent a letter to Clayton Wafters, at the County Building. I am also contacting the Road Dept; Rodney Fire Dept.; DuttonlDunwich Fire Dept.; Parks and Recreation and the OPP. West Lorne Fire Dept. will be serving the public for breakfast from 8:OOam to 11:3Oam. at the Fire Hall in West Lorne. Your assistance is greatly appreciated. Thank you. Respectfully, 4404, Mary Bodnar On behalf of MPoWER CRAY,4,V? 5T 0 p Er Al o Jo 44ti- March 30, 2011 To all Ontario Municipalities: Sincerely, t Ann Wright Deputy Clerk/ Executive Assistant c Premier Dalton McGuinty Arthur Esdaile Kim Craitor, MPP Ontario, Canada He tage and a vitu e Association of Municipalities of Ontario (AMO) #801 -200 University Avenue Toronto, ON M51 -I 3C6 At their meeting on Match 14, 2011, Council for the Town of Ingersoll passed the following resolution: THAT the Council for the Town of Ingersoll support Ontario Bill 22, an Act to Amend the Children's.Law Reform Act, to emphasize the importance of children's relationships with their parents and grandparents. AND FURTHER THAT staff be directed to circulate this resolution to all Ontario municipalities through the Association of Municipalities of Ontario, for their support. We would encourage your municipality to endorse Ontario Bill 22 through your support of this resolution. Please forward your response to Arthur Esdaile via email at nay i ti tor58(Fael l.net DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers, directors or agents. 255 Metcalf St., Postal Bag 729 Tweed, ON KOK 3J0 Tel.: (613) 478 -2535 Fax: (613) 478-6457 Email: info @twp.tweed.on.ca Website: www.twp.tweed.on.ca The Corporation of the MUNICIPALITY OF TWEED March 31, 2011 To: Association of Municipalities of Ontario (AMO) Re: AMO Watch File Municipal Resolution Circulation We are requesting your support for the following Council resolution: Date: January 25, 2011 Contact: Patricia Bergeron, CAO /Clerk Municipality of Tweed, Postal Bag 729, Tweed, ON KOK 3J0 Email: plb @twp.tweed.on.ca Fax: 613 -478 -6457 Jo -Anne Albert REEVE Patricia L. Bergeron, A.M.C.T. CAO /CLERK Meeting No. 2 Resolution No. 42 MOVED BY J. FLIELER SECONDED BY J. BRAY WHEREAS from time to time there are properties in the Municipality, including both houses and other buildings, which have been used as grow ops and are for sale on the market as a result of drug busts at the properties; AND WHEREAS the properties are inspected by the Chief Building Official and the presence of black mold and the use of chemicals for the production of illegal drugs is detected; AND WHEREAS some of the buildings have undergone construction without the knowledge of the building officials and therefore may present a risk of injury to occupants; AND WHEREAS these buildings have been used to support an illegal business; AND WHEREAS the medical profession recognizes the health implications if these buildings are used as homes or places of work; AND WHEREAS the Chief Building Official has identified situations that would result in a health risk; AND WHEREAS the Chief Building Official has also identified building infractions that would jeopardize the safety of inhabitants; AND WHEREAS these buildings if allowed to undergo reconstruction could cause a health risk in future; AND WHEREAS if health issues arise at a later date this would be a burden to the Municipality and place the Municipality at risk of legal action; NOW THEREFORE BE IT RESOLVED THAT the Council of the Municipality of Tweed petition the Federal and Provincial governments for mandatory destruction of buildings that have been used as grow ops; and further request that all costs for the demolition and safe removal of the buildings and materials be at the expense of the Federal and Provincial governments; and further request that the monies collected from the drug busts be used to compensate these costs. Carried. Signed: Albert,, Reeve DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers, directors or agents. April 9, 2011 Municipality of West Elgin Hoskins Line, Rodney, ON NOL 2C0 To: Mayor Weihle and Council Members: 28841 West Elgin Army Cadet Corps On 28 May 2011, at 10:00 am, #2884 West Elgin Army Cadet Corps will be holding their 9th Annual Inspection. We are very thankful for your past support in allowing the use of the West Elgin Arena. Since we are sponsored by our local Legions, we would like to ask you waive the rental fee for the use of the arena for this day. Please consider this request keeping in mind that our cadets really enjoy participating in the local parades, Canada Day celebration, and Remembrance Day Services within the community. And as the CO of this Corps I am very proud to be a part of one of your community youth organizations, namely #2884 West Elgin Army Cadet Corps. Sincerely, CO Cindy Reimer #2884 West Elgin Army Cadet Corps {519) 680-1885 tY4 4 i l owtotaneligh, 926ex, 9 ,,e,e/Aown,d'iadeto 288 -1 'aenuetean t%',7 5 6'04/4 ffefaeot t/r9 /Ieaeie ?paz eontfri,by a t, ®n 0 Pp e 9 gltoostand and eleven, R.S.'V. P. no later than 23 May 2011 JCcathryn DrummeCsmith Phone: 519 0921 E -mail: k.drummeCsmith @gmaiCcom X76e Adel at to t c6` sv t9rvena, 17/ (V,aitam A Onitaria Dress: MiCitary DE/Li Medals Civilian Business Suit or Suitable .Attire 450 Sunset Drive St. Thomas, ON N5R 5V1 Municipality of Bayham Municipality of Central Elgin Municipality of Dutton /Dunwich Municipality of West Elgin Township of Malahide Township of Southwold ELGIN G UP POLICE SERVICES B Chair Douglas G. Gunn Q.C. April 5, 2011 Township of Bayham 9344 Plank Road P.O. Box 160 Straffordville, ON NOJ 1Y0 Township of Malahide 87 John Street South Aylmer, ON N5H 2C3 Municipality of Central Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Re: Policing Costs 2011 Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Rodney, ON NOL 2C0 Municipality of Dutton Dunwich 199 Currie Road Dutton, ON NOJ 1J0 Township of Southwold 35663 Fingal Line Fingal, ON NOL 1K0 Mayors and Councils of the Elgin Group Police Services Board: D/� Tel. 519 631 -1460 Ext. 161 Fax 519 633 -7661 Res. 519 633 -1292 Although, on the Elgin Group Police Services Board (hereinafter "the Board represent the Municipalities of the Township of Southwold, the Municipality of Dutton /Dunwich and the Municipality of West Elgin, I write this letter to all of the member Municipalities of the Board in my capacity as Chairperson. As you are aware, the present contract for police services with the Ontario Provincial Police expires as of the 31 day of August 2011. Historically, the cost of police services has been allocated to the member Municipalities of the Board based upon usage of the services provided which, in turn, is based upon the incident data as completed by the Ontario Provincial Police for each Municipality serviced. The last contract for police services was based upon three years of incident data which resulted in a breakdown of costs among the member Municipalities as follows: Municipality °A) Share Bayham 13.03% Central Elgin 36.75% Dutton /Dunwich 8.71% Malahide 13.93% Southwold 11.82% West Elgin 15.75% Total 100.0% The annual cost of police services in the last contract was $5,484,471.00. It is apparent that the cost of police services with the Ontario Provincial Police, based upon present estimates, will increase substantially. Although you have previously been provided with an estimate of the future cost of police services by Jim Bundschuh, I am enclosing, for ease of reference, a copy of his memo dated the 15 of December, 2010 made current to the 10 of March, 2011. To be fair to all member Municipalities and based upon the principle of user pay, the cost allocations must be reviewed from time to time and in so doing the Board has been provided with the most recent statistical information available. At the Board meeting held on the 23` of March, 2011 a number of different approaches to cost allocations were reviewed and I am enclosing a copy of the report that precipitated the decision on allocations. You will note that cost allocations 4A and 4B are based on the average incidents per Municipality over the course of the last four years for which information in available. Using the most current information, the percentage allocations do vary with the Township of Bayham having the largest increase in incidents reported compared to previous years. At its meeting held on the 23 of March, 2011, the Board decided to adopt the cost allocation based upon Option 4B which used the four year incident average but migrates the increase over the term of the contract for police services. There was considerable debate over whether or not the Township of Bayham should immediately move to the 18.4% in Option 4A based upon the principle of user pay. To use Option 4A would mean a very substantial, immediate and ongoing increase in the amount to be paid by the Township of Bayham. It is important to recognize that the member Municipalities of the Board are in the Elgin Group to provide the best policing possible as a group on the best financial basis procurable. It was with a sense of fairness to all in the group that the Board decided that it would be appropriate, on a going forward basis, to adopt the cost allocations set forth in Option 4B on the enclosed cost estimates. It is also important to recognize that while there are other approaches to cost allocation, the user pay approach would seem to make the most sense of all and that is what your Board has done subject to the changes being implemented over a period of time. Furthermore, this cost apportionment model will be applied to the Board budget for 2011 which is also enclosed for your consideration. The final acceptance of the allocation is, of course, up to the member Municipalities but your Board has, after much debate and discussion and valuable input from Mark McDonald, Brad Fishleigh and Jim Bundschuh, come to the conclusion that the approach set fort:i in Option 4B is the best. In an effort to facilitate a consistent treatment of the Board's recommended allocation model, I have enclosed two sample resolutions for your consideration. I would appreciate receiving your Council's position on this matter by no later that April 30, 2011. e- any'questions, feel free to contact your representative on f Myself directly. You y tr ly, Should there the Board o DGG:cmg Enclosed cc: Board Members J. Bundschuh -3- REPORT TO ELGIN GROUP POLICE SERVICES BOARD FROM: Mark G. McDonald, Secretary /Administrator DATE: March 17 2011 SUBJECT: Various Apportionment Models for Contract Allocations to Member Municipalities Introduction: The present allocation formula for the apportionment of costs for the OPP contract and the Police Service Board budget is based on the number of incidents occurring in each municipality using a three year average (to coincide with the then term of municipal council). For example, the 2010 cost apportionment using this three year average is presented below: Bayham 13.03% Central Elgin 36.75% Dutton /Dunwich 8.71% Malahide 13.93% Southwold 11.82% West Elgin 15.75% In December of 2006, the Elgin Group PSB passed a resolution to change the formula to a four year average in keeping with the new term of municipal councils. This new quantum was approved by the municipalities. The effect of this change is presented in a chart to follow and will be discussed later. Whenever the OPP contract is renegotiated, discussion occurs regarding the various options available for cost apportionment. This report provides an analysis of some of the most common options. Discussion: (Note: Alt of these estimates use the three year average) Option #1 Status Quo, depicts the costing breakdown using the three year average and is based on the 'per incident' tally with each incident, no matter how involved, receiving equal weight. That is, a domestic dispute occurrence which may involve a large amount of resources to investigate is given the same value as a minor motor vehicle accident which may take a relatively short time to complete. Option #2 Weighted Assessment, breaks the costs down according to the assessment values from each municipality. This method shows extreme cost transfers between municipalities when compared to the present system and may pose a hardship for those requiring increased contributions in the amounts indicated. Weighted assessment is a measure of the relative wealth or ability to pay and is based on the tax base. However, recent arbitrations tend to focus on the principle that those who consume the service shall pay for that service. —32_ Mark G. McDonald, Chief Administrative Officer. 2 Option #3 P simply uses population figures to apportion costs. Again, the implications for some municipalities may result in financial QPP workload using in his method n f co allocation and population does not necessarily refle Option #4A and 4B, convert the current occurrence approach as weld to a fa fog average in a instead of three and presents a phase pp Option #5A Wei hied Occurrence, strives to assign incident. For alue to each type each i occurrence to reflect the workload associated with each on is investigation is given a weighted value of 10 points It should be that this weighted at 4 points. See sample rated score sh eets attached. is presented as an example of what could be done but m e nS need fine realistic tuning o nding represents just one year of data, 2010. It certainly rep Ce of workload as compared to the present system. Option 5B in effect provides a phased -in approach over a four year period. Perhaps the most accurate accounting of workload in each municipality re b pies on weighted occurrence using the four year average, adjusted Conclusion: Given that the 2011 estimates are almost higher than in 2010, addition, the new con re may esu exist without changing the apportionment in additional costs commencing this Fall depending may differ the ffer deploymen the t de ta co ntract (fuel strength required and other costing formulas that nay calculations for example). In reviewing the options and cost pressures the the Based should to be cognizant of the ability of some of the municipalities adjust if a new method of cost allocation is proposed. Recommendation: THAT the Elgin Group PSB review the various cost apportionment models with a view to making a recommendation to each of the participating municipalities; and, THAT a determination be made to utilize the three year or four year average as the basis for the calculation. All of which is respectfully submitted, Option #1 Status Quo Based on Occurrence Rate 3 Year Average) Municipality Bayham Central Elgin Dutton /Dunwich Malahide Southwold West Elgin Total Share 13.03% 36.75% 8.71% 13.93% 11.82% 15.75% 100% Revised Estimated 761,552 2,147,467 509,084 813,728 690,854 920,126 5,842,811 Increase over 2010 46,706 6.5% 131,704 6.5% 31,222 6.5% 49,906 6.5% 42,370 6.5% 56,431 6.5% 358,339 6.5% Option #2 Weighted Assessment Municipality Bayham Central Elgin Dutton /Dunwich Malahide Southwold West Elgin Total Share 12A4% 34.11% 8.18% 18.30% 15.52% 11.45% 100% Revised Estimated 726,846 1,992,983 477,942 1,069,234 906,804 669,002 5,842,811 Increase over 2010 12,000 1.7% 22,779 -1.1% 80 0.0% 305,412 40.0% 258,320 39.8% 194,692 -22.5% 358,340 6.5% Option #3 Population Municipality Bayham Central Elgin Dutton /Dunwich Malahide Southwold West Elgin Total Population 5792 12174 3574 7394 4349 5493 38776 Share 14.94% 31.40% 9.22% 19.07% 11.22% 14.17% 100% Revised Estimated 872,745 1,834,392 538,534 1,114,136 655,312 827,691 5,842, 811 Increase over 2010 157,899 22.1% 181,370 -9.0% 60,672 12.7% 350,314 45.9% 6,828 1.1% 36,003 -4.2% 358,340 6.5% Municipality Bayham Central Elgin Dutton /Dunwich Malahide Southwold West Elgin Total Municipality Bayham Central Elgin Dutton /Dunwich Malahide Southwold West Elgin Total Option #4A Based on Occurrence Rate 4 4 Year Average Share 14.49% 36.99% 8.34% 13.75% 12.02% 14.41% 100% Share 13.40% 36.82% 8.62% 13.89% 11.87% 15.42% 100% Revised Estimated 846,623 2,161,256 487,290 803,387 702,306 841,949 5,842,811 Revised Estimated 782,645 2,151,177 503,504 811,274 693,542 900,669 5,842,811 Increase over 2010 131,777 18.4% 145,494 7.2% 9,428 2.0% 39,565 5.2% 53,822 8.3% 21,745 -2.5% 358,341 6.5% Option #4B Based on Occurrence Rate 4 Year Average Migrated over 4 years Increase over 2010 67,799 9.5% 135,415 25,642 47,452 45,058 36,975 6.7% 5.4% 6.2% 6.9% 4.3% 358,341 6.5% I Municipality Bayham Central Elgin Dutton /Dunwich Malahide Southwold West Elgin Total Option #5A Weighted Occurrence Rating Score (2010 data) Rated Scores 1552 4926 1276 1653 1311 2427 13145 Share 11.81% 37.47% 9.71% 12.58% 9.97% 18.46% 100% Revised Estimated 689,847 2,189,554 567,168 734,741 582,725 1,078,775 5,842,811 Increase over 2010 24,999 -3.5% 173,792 8.6% 89,306 18.7% -29,081 -3.8% -65,759 -10.1% 215,081 24.9% 358,341 6.5 %0 Option #5B Weighted Occurrence Rating Score (2010 data) Migrated over 4 years Municipality Bayham Central Elgin Dutton /Dunwich Malahide Southwold West Elgin Total Share 12.72% 36.93% 8.96% 13.59% 11.36% 16.43% 100% Revised Estimated 743,451 2,1 57,813 523,474 794,113 663,647 959,876 5,842,811 Increase over 2010 743,451 4.0% 2,157,813 7.0% 523,474 794,113 663,647 959,876 9.5% 4.0% 2.3% 11.1% 5,842,373 6.5% MEMO TO: FROM: DATE: SUBJECT: „„ounty Progressiv6 by Alpture Egin C °oup Municipalities Dint Bundschuh, Director of Financial Services December 15th, 2010 (Revised March 10'h, 2011) Estimated 2011 Policing Costs Attached are the estimated policing cos for 2011 in the amount of $5,642,811 however negotiafons with the OPPA have result in higher rates. These increases ere presented in the revised estimate and will bn subject in the 2011 reconciliation The breakdown to each member municipality should be as follows: Municipality 8ayhani Central Elgin DultonfDu nwich Maiahide Southwold West Elgin rota! S hare 1 3.03% 36.75% 8.71% 13.93% 11.82% 15.75% 100% Estimated Policing 735,484 2,073,059 491,558 785,874 557,206 888,630 5,642,811 Please do nol hesitate to contact this office if you require any additional information. Yours truly, "4 Jim 9lindsciwh Director of Financial Services Revised Estimated 761,562 2,147,467 5 09, 084 813,728 690,854 920,126 5,842,811 Increase over 2010 46,706 131,704 31.222 49,906 42,370 56,431 358,340 Counfyal Elgin tirtlAtWaeml <w S!0 Funset tYtra a TheAud,Viii5Rsii Ffim»:51$.831.10Notli 1 Atli :1><' rogresslyv N fcir ACCOUNT 2010 BUDGET 2010 Forecasted Actual 2011 DRAFT BUDGET INCREASE/ DECREASE TO 2010 BUDGET HONORARIUM $9,200 $9,200 $9,200 0% TRAVEL $2,000 $785 $2,000 0% PROFESSIONAL DEVELOPMENT $14,000 $3,221 $14,000 0% ADMINISTRATIVE OVERHEAD $2,140 $4,808 $8,640 -24% SUBTOTAL $27,340 $18,013 $33,840 -24% PROJECTED SURPLUS $0 $0 TOTAL BUDGET REQUISITION $27,340 $33,840 -24% Based on 3 Year Incident Rate Based on 4 Year Average Migrated over 4 Years 2010 Percent 2010 2011 Percent 2011 13.03% $714,846 13.40% $782,645 36.75% $2,015,762 36.82% $2,151,177 8.71% $477,862 8.62% $503,504 13.93% $763,822 13.89% $811,274 11.82% $648,484 11.87% $693,542 15.75% $863,694 15.42% $900,669 $5,484,471 $5,842,811 Based on 3 Year Incident Rate Based on 4 Year Average Migrated over 4 Years 2010 Percent 2010 2011 Percent 2011 13.03% $3,563 13.40% $4,533 36.75% $10,049 36.82% $12,459 8.71% $2,382 8.62% $2,916 13.93% $3,808 13.89% $4,699 11.82% $3,233 11.87% $4,017 15.75% $4,306 15.42% $5,216 $27,340 $33,840 BAYHAM CENTRAL ELGIN DUTTON /DUNWICH MALAHIDE SOUTHWOLD WEST ELGIN TOTAL Municipality Bayham Central Elgin Dutton /Dunwich Malahide Southwold West Elgin Total ELGIN GROUP POLICE SERVICES BOARD 2011 DRAFT BUDGET REQUISITION BY MUNICIPALITY ESTIMATED POLICING COSTS Sample Resolution #1 THAT the municipality of hereby authorizes and approves of the four -year occurrence method of cost apportionment phased -in over a four -year period (Option #4B) for Ontario Provincial Police contract costs and Elgin Group Police Services Board budget. Resolution #2 THAT the municipality of hereby approves the 2011 budget of the Elgin Group Police Services Board as presented. March 15, 2011 Ms. Jennifer Reynaert Director of Finance and Human Resources Town of Aylmer 46 Talbot Street West Aylmer, ON N5H 1J7 Dear Ms. Reynaert: At its March 8, 2011 Elgin County Council meeting, the following resolution was approved: "THAT the County Treasurer be authorized to approve requests from the municipalities for 50 per cent funding of property assessment appeals. Yours truly, Susan McConnell Administrative Services Coordinator c.c. All Municipal Partner Treasurers Mayor Couckuyt and Members of Aylmer Council Elgin County Director of Financial Services, Jim Bundschuh Carried. (signed) Warden Dave Mennill" D/7 The resolution was based on a report by the County's Director of Financial Services, Jim Bundschuh, and was initiated by two requests: one, from the Township of Southwold, in regard to the reassessment of the Ford property; and, your request, included in a letter from you, dated March 2, 2011, regarding reassessments of Imperial Tobacco and Loblaw's. Please contact Mr. Bundschuh directly about your appeals. He may be reached at extension 141. County of Elgin Administrative Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519- 6314460 www.eigin- county.on.ca Progressive by Nature West Elgin Chamber of Commerce Agenda Minutes for 1 Mar 2011 Rodney Ofd Town Hall Attendees Ted Uffen, Robert White, Ed Kebbel, Irene Puddester, Tom Hurley, John Slaats, Ed Markham, Keith Fretter, Pam Piccinato, Regrets Welcome from Chair Approval of Minutes John Slaats moved that they be accepted, Ed Markham seconded, no objections, Carried. Business arising from previous meeting Tourism pamphlet has been re -done, and should be available next month. Councilors responded positively to the presentation by Seaside. REPORTS Director's Report: None Correspondence: Donation requests from West Elgin Skating Club, Dutton Co- operative Child Care Center, Chamber benefit update, Elgin County Economic Development invitation to a conference "Nurturing the Harvest" details at the meeting, Elgin This Month, Membership thank you from OCC, Notice of relocation from Edwards Insurance Group, Advertising letter from Ron Guttman, Ontario employment for youth promotion. Robert made a motion to table the donation requests as they are outside our mandate, Ed Markham seconded, no objections, carried. Treasurer: We have about $6942.95 in the bank. Motion to approve the treasurers' report by Irene, seconded by John Slaats, no objections, carried. Membership: Need to do phone soliciting, as the mails are not working for us, and people are not receiving acknowledging e-mails and letters. John moved that we provide a discounted rate for late sign -ups of new members for $50. Seconded by Robert, no objections, motion carried. Discussion around certificates stickers. Decision to move to a once a year certificate, in colour, per member. Ed will pursue pricing. Welcoming Committee: Looking at a small fruit basket and a greeting booklet accompanied by coupons gift certificates. Looking at using stickers on the back of coupons as a security feature, to prevent photocopying. Booklet is considered very good, with minor modifications. Ted to send out e-mail to membership and request contributions. Tourism Economic Development: Robert indicated Cactus, Cattle, Cowboys format is changing, including a battle of the bands type event, more demos, BX 93 has offered to judge and publicize, with a prize of a half hour session at the Boot Hill Jamboree. Security will be on site for the two nights. Motion by Robert to pay to send Irene to the "Nurturing the Harvest" as the Chamber's representative. Seconded by Ed Markham, no objections, carried. Business After 5: Grace was very pleased with the results. Ed Kebbel and Ed Markham were disappointed at the lack of West Elgin Chamber attendance. Dutton Dunwich attended better than we did. Irene is looking into setting up another soon. Community Improvement: No word from Mr. Halwa. Ed Markham has no report. Website Committee: Ed Markham wants to know what to use as a newsletter. Suggested minutes of meetings, a bulletin board, notices such as CCC, etc. Other Business: 1) BIA meeting explanation of how it works was atrocious. Keith is currently putting out some accurate information to explain the function and activities of a BIA, and other efforts undertaken by the Chamber to get this off to a proper start. Meeting attended by some who were a vocal minority, but most were quiet. One of the objectors was actually part of one of the committees. Objections appear to be related to the additional fees taxes. The spin of the presentation confused the audience, as they presented information that created the impression that the funds would be applied to public property, not to promoting and improving the marketing of the community. 2) BIA budget and operation is intended to develop alternative means of funding for projects. Once the bylaw is passed, and the BIA constituted, the municipality will have the tools under provincial legislation to provide low interest loans for improvements, tax breaks, and incentives to assist the relocation of businesses and jobs to the area. We are simply trying to give the municipality the tools to make it work. 3) Motion to adjourn Robert White, Please Note: Next Meeting is scheduled for 7:30 pm, 5 April 2011, same place, same time. 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