June 9, 2011MUNICIPALITY OF WEST ELGIN
AGENDA
COUNCIL MEETING
JUNE 9, 2011
COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING
DISCLOSURE OF PECUNIARY INTEREST
ADOPTION OF AGENDA
MINUTES (Al A15)
*May 5, 2011 Special Meeting
*May 12, 2011 Council
*May 26, 2011 Council
BUSINESS ARISING FROM MINUTES
DELEGATIONS
1:30 p.m. Marilyn Crewe, Elgin Business Resource Centre
re: Community Economic Development Committee
REPORTS (C1 -C8)
1. ROADS
a) *Monthly Report
b) *Report re: County Road Maintenance Agreement
2. RECREATION /EMERGENCY MANAGEMENT
a) `Monthly Report
June 9, 2011 Page 2
3. BUILDING
a) *Monthly Report for April
4. WATER
a) *Monthly Report
5. BY -LAW ENFORCEMENT
a) *Monthly Report
b) Anti idling by -law
c) Closed Session
6. DRAINS
7. WEST ELGIN PRIMARY SYSTEM
a) New Management Agreement
8. ADMINISTRATION
a) *Report re: Amendments to Human Resources Policies
b) *Report re: Ontario Disabilities Act
c) *Report re: Household Hazardous Waste Events
ACCOUNTS
CORRESPONDENCE (DI D22)
COUNCIL CONSIDERATION RECOMMENDED:
1.* Haldimand County request for support to protect against future OPP rate
increases;
2.* Town of Amherstburg request for support of a resolution opposing
shipment or radioactive materials;
3.* Rodney Aldborough Agriculture Society request for more tables at fair
time;
June 9, 2011 Page 3
4.* Niagara Region request for support of a resolution regarding Arbitrators
for the Police Act;
5.* Municipality of Bayham confirmation of support for resolution regarding
elimination of municipal health care professionals recruitment incentives;
6.* The Ontario Family Fishing Weekend announcement;
7.* Canada Post re: postal strike;
8.* Paul Tunks Crime Stopper signs for West Elgin roads;
9.* The Corporation of the United Townships of Head, Clara Maria
request for support of a resolution regarding the Municipal Elections Act;
10.* United Counties of Leeds Grenville request for support of a resolution
to amend the Municipal Elections Act;
11.* J.M. Price objection to solar electricity generation facility;
12.* Karlotta Stone request to use Port Glasgow Trailer Park for a wedding
on July 16 2011;
13,* Gail Hack request for road closure for cruise night, June 17
RECOMMENDED TO ACCEPT FILE:
14. AMO
Watch File May 12, 2011;
Watch File May 19, 2011;
Watch File May 26, 2011;
Ontario Progressive Conservative "Changebook" Platform
Released;
Ontario PC's Pledge $60 million to Municipalities not Receiving
Provincial Gas Tax for Transit;
Bill 181 Passes Third Reading —Mandatory Retirement at age 60
for Ontario's Salaried Firefighters;
Watch File June 2, 2011;
15. Ministry of Citizenship Immigration re: Ontario Medal for Good
Citizenship;
16. Ontario Good Roads Association Minimum Maintenance Standards
Litigation Status Report;
17. LAS 2010 Report;
18. St. Thomas Elgin General Hospital Foundation invitation to meeting
June 29 2011;
19. Elgin Group Police Services Board Minutes of March 23 2011;
20. MPAC 2010 Annual Report and Financial Statements;
21. Lower Thames Valley Conservation Authority Minutes May 26, 2011;
22. Drinking Water Source Protection Committee Minutes May 26, 2011.
June 9, 2011 Page 4
BY -LAWS:
By -law No. 2011 -37 Agreement with Ministry of Transportation Transit
funding
MINUTES (El)
*West Elgin Chamber of Commerce May 3, 2011
OTHER BUSINESS (F1 -F4)
1.* Invitation to Innovation Centre ribbon cutting June 24 at 2:30 p.m.
2. AMO Conference request for Minister delegations
3. Council announcements
4. Closed session
Information enclosed
CONFIRMING BY -LAW
ADJOURNMENT
NEXT MEETINGS:
June 23, 2011
Council
MEMBERS PRESENT:
STAFF PRESENT:
SUBJECT: BUDGET
SUBJECT: CLOSED SESSION
SUBJECT: CONFIRMATION BY -LAW
MINUTES
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
SPECIAL COUNCIL MEETING
MAY 5, 2011
Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar
Councillors: Norm Miller, Dug Aldred, Richard Leatham
Joanne Groch
Norma Bryant
The Mayor opened the special meeting for presentation of 2011 budget and completion
of the April 28 agenda.
The Treasurer reviewed the revised budgets for the following:
Roads
West Lorne Collections
Economic Development
Administrator/Treasurer
Clerk
The Mayor reported that the Chamber can't take on the Community Expo project. He
had spoken with Grace McGartland regarding the Arts Cookery Bank taking on this
project. Council agreed and so Ms. McGartland will discuss with her board.
RES. NO. 1 Moved by Leatham
Seconded by Miller
RESOLVED that the Council of the Municipality of West Elgin adjourn to a
closed session to discuss:
Security of the property of the municipality or local board;
Litigation or potential litigation;
Receiving of advice that is subject to solicitor client privilege.
DISPOSTION: Carried
RES. NO. 2 Moved by Aldred
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin do now rise.
DISPOSITION: Carried
RES NO. 3 Moved by Miller
Seconded by Leatham
RESOLVED that the mover be granted leave to introduce a By -Law to
confirm the proceedings of the special meeting held on May 5 2011 and
this shall be the first and second reading and provisional adoption thereof.
DISPOSITION: Carried
7_
May 5111...Pg 2 of 2
RES. NO. 4 Moved by Aldred
Seconded by Miller
RESOLVED that a By -law to confirm the proceedings of the special
meeting held on May 5' 2011 be now read a third time and finally
passed, signed, sealed and numbered By -law Number 2011 -33
Confirming By -law May 5 2011
SUBJECT: ADJOURNMENT
RES. NO. 5 Moved by Bodnar
Seconded by Aldred
RESOLVED that this Special Meeting of Council shall adjourn at 1:20 p.m.
to meet again on May 12"', 2011.
DISPOSITION: Carried
These minutes were adopted on the 9 day of June, 2011.
MAYOR CLERK
MEMBERS PRESENT:
STAFF PRESENT:
SUBJECT: MINUTES
None
MINUTES
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
WEST ELGIN COUNCIL CHAMBERS
MAY 12, 2011
Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar
Councillors Norm Miller, Dug Aldred, Richard Leathern
Norma Bryant
Paul VanVaerenbergh
Jeff Slater
Mike Kalita
DECLARATION OF PECUNIARY INTEREST:
None
SUBJECT: ADOPTION OF AGENDA
RES. NO. 1 Moved by Leathern
Seconded by Miller
RESOLVED that the Council of the Municipality of West Elgin approves
the agenda for May 12, 2011 as printed and circulated.
DISPOSITION: Carried
RES. NO. 2 Moved by Bodnar
Seconded by Aldred
RESOLVED that the minutes of the meetings held on the following dates
be adopted as printed and circulated:
April 14, 2011 Council
April 21, 2011 Special Meeting
April 28, 2011 Council
April 28, 2011 Committee of Adjustment (Dedecker)
With the following amendments:
Committee of Adjustment April 28 2011 change to adopted on
May 12, 2011
Council minutes April 21/11, page 3, Res. No. 9 move to page 4
under correspondence item #16
Correspondence item #15 Instruction: File
DISPOSITION: Carried
SUBJECT: BUSINESS ARISING FROM THE MINUTES
Clerk
Roads Superintendent
Recreation Superintendent/Rodney
Fire Chief
Water Superintendent
May 12111...Pg 2 of 8
SUBJECT: ROAD DEPARTMENT REPORT
RES. NO. 3 Moved by Bodnar
Seconded by Aldred
RESOLVED that the April 2011 Roads Report be received.
DISPOSITION: Carried
SUBJECT: WEST LORNE COMMUNITY MAILBOXES LOCATIONS
RES. NO. 4 Moved by Aldred
Seconded by Miller
RESOLVED that the Council agrees with the revised community mailboxes
locations in West Lorne submitted by Canada Post on May 5, 2011.
DISPOSITION: Carried
SUBJECT: CLOSED SESSION
RES. NO. 5 Moved by Aldred
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin adjourn to a
closed session to discuss a proposed or pending acquisition or disposition
of land.
DISPOSITION: Carried
RES. NO. 6 Moved by Miller
Seconded by Leatham
RESOLVED that the Council of the Municipality of West Elgin do now rise
and report.
DISPOSITION: Carried
Council agreed with the draft purchase of sale far the extension of the Kearns gravel pit.
A by-law will be brought forward later in the meeting.
SUBJECT: RECREATION DEPARTMENT REPORT
RES. NO. 7 Moved by Miller
Seconded by Leatham
RESOLVED that the Recreation Report dated May 12, 2011 be received.
DISPOSITION: Carried
SUBJECT: RODNEY FIRE DEPARTMENT PURCHASE OF AIR PACKS
The Rodney Fire Chief presented a report requesting approval to purchase 3 air packs.
RES. NO. 8 Moved by Leatham
Seconded by Miller
RESOLVED that Council authorize the purchase of 3 Scott air packs at the
cost of $3,759.00 (each) plus taxes from M L Supply for the Rodney Fire
Department.
DISPOSITION: Carried
SUBJECT: WATER DEPARTMENT REPORT
RES. NO. 9 Moved by Bodnar
Seconded by Aldred
RESOLVED that the April 2011 Water Department Report be received.
DISPOSITION: Carried
May 12/11...Pg 3 of 8
SUBJECT: MOE INSPECTION REPORT
RS. NO. 10 Moved by Aldred
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin receives the
Ministry of Environment Drinking Water System Inspection Report dated
Feb 18, 2011.
DISPOSITION: Carried
SUBJECT: QUOTATIONS FOR IMPROVEMENTS RODNEY LIBRARY
Council received one quotation for improvements to Rodney Library:
Joe Machado
RES. NO. 11 Moved by Bodnar
Seconded by Leatham
RESOLVED that the Council of the Municipality of West Elgin accepts the
quotation of Joe Machado in the amount of $25,437.00 plus taxes for
improvements to the Rodney Library, except sidewalk.
DISPOSITION: Carried
SUBJECT: BY -LAW ENFORCEMENT REPORT
RES. NO.12 Moved by Bodnar
Seconded by Aldred
RESOLVED that the By -law Enforcement Report dated May 12, 2011 be
received.
DISPOSITION: Carried
SUBJECT: ACCOUNTS
Part I Part II Part III Part IV TOTAL
Painting Flooring Door Sidewalk (plus taxes)
$6,400.00 $13,048.00 $5,989.00 $5,600.00 $31,037.00
RES. NO. 13 Moved by Aldred
Seconded by Bodnar
RESOLVED that the Mayor and Administrator/Treasurer are hereby
authorized to sign Payment Voucher #5 amounting to $325,244.63 in
settlement of General, Road, Water and Arena Accounts (including
cheques: #8423 8566).
DISPOSITION: Carried
SUBJECT: CORRESPONDENCE
1. City of Mississauga request for support of a resolution regarding revenue from
HST on Gasoline and Diesel sales
Instruction: File
2. Royal Canadian Legion, Branch 221 request for support for a beer garden at
Cactus, Cattle Cowboys festival
Instruction:
RES. NO. 14 Moved by Leatham
Seconded by Miller
RESOLVED that the Council of the Municipality of West Elgin gives
approval to the Legion Branch 221 to hold a "Beer Garden" in Miller Park
on July 16` 2011 from 11:00 a.m. to 7:00 p.m. during the Cactus, Cattle
and Cowboys Festival.
DISPOSITION: Carried
May 12111...Pg4of8
3. Rodney Aldborough Agriculture Society request for support for a beer garden
Instruction:
RES. NO. 15 Moved by Miller
Seconded by Aldred
RESOLVED that the Council of the Municipality of West Elgin gives
approval to the Rodney Aldborough Agricultural Fair to hold a "Beer
Garden" in a fenced off area at the north end of the grandstand on
September 16th, 2011 from 7:00 p.m. to 12 :00 a.m.
DISPOSITION: Carried
4. Rodney Aldborough Agriculture Society request for road closure for parade
Instruction:
RES. NO. 16 Moved by Bodnar
Seconded by Miller
RESOLVED that Council of the Municipality of West Elgin supports the
request of the Rodney Aldborough Agricultural Society to dose Furnival
Road from Queen Street to Victoria Street on Saturday September 17
2011 from 12:00 p.m. (noon) to1:00 p.m. for the Fair Parade.
DISPOSITION: Carried
5. City of Oshawa request for support of a resolution to amend the Education Act
Instruction:
RES. NO. 17 Moved by Leatham
Seconded by Miller
RESOLVED that Council of the Municipality of West Elgin is in support of a
resolution put forth by the City of Oshawa requesting the Minister of
Education amend the Education Act to declare Voting Day for municipal
elections in the Province of Ontario as a Professional Activity Day.
DISPOSITION: Carried
6. Town of Ingersoll request for support of a resolution regarding revenue from
HST on Gasoline Diesel sales
Instruction: File
7. Town of Ingersoll request for support of a resolution requesting health care
recruitment
Instruction:
RES. NO. 18 Moved by Bodnar
Seconded by Aldred
RESOLVED that Council of the Municipality of West Elgin is in support of a
resolution put forth by the Town of Ingersoll regarding the elimination of
municipal health care professionals recruitment incentives.
DISPOSITION: Carried
8. West Elgin Community Band requesting donation for commissioned music
Instruction:
RES. NO. 19 Moved by Leatham
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin authorize
the payment of a grant in the amount of $200.00 to the West Elgin
Community Band for the "West Elgin Celebration" commission from David
Marlatt.
DISPOSITION: Carried
May 12111... Pg 5 of 8
9. Arts Cookery Bank request for municipality's support for liquor licence to the
Alcohol Gaming Commission of Ontario
Instruction:
RES. NO. 20 Moved by Miller
Seconded by Leathern
RESOLVED that the Council of the Municipality of West Elgin has no
objection to the application for a liquor licence by the Arts Cookery Bank
for 242 Graham Road, West Lorne.
DISPOSITION: Carried
10. Chatham -Kent Public Utilities Commission Water and Wastewater Master Plan
Notice of Study Commencement
Instruction: File
11, Thompson, Rosemount Group Glencoe Area Water Supply System Class
Environmental Assessment Notice of Completion
Instruction: File
12. Dianna Sherman request for endorsement regarding Bill 22 Children's Law
Reform Act
Instruction: File
13. Darryl Keskeny request for by -law
Instruction: Contact OPP to see if anti idling by -law can be enforced under
Highway Traffic Act.
14. AMO
Watch File April 14, 2011
Watch File April 21, 2011
Watch File April 28, 2011
Watch File May 5, 2011
AMO Supports Accessible Communities
AMO Firefighters Mandatory Retirement Legislation Introduced
Instruction: File
15. Ministry of Infrastructure update on 10 year infrastructure plan
Instruction: File
16, Middlesex Hospital Alliance Media Release full accreditation
Instruction: File
17. MPAC Update on MPAC's Delivery of Assessment Products and Services
Instruction: File
18. Canada's Citizenship Award 2011 Nomination Papers
Instruction: File
19. Elgin County Land Division Committee Notice of Decision (Quintyn)
Instruction: File
20. Elgin County Land Division Committee Notice of Decision (Newport)
Instruction: File
21. Elgin County Land Division Committee Notice of Decision (571419 Ontario
Limited)
Instruction: File
May 12111...Pg6of8
22. Elgin County Land Division Committee Notice of Decision (Beauregard)
Instruction: File
RES. NO. 21 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 -34 AUTHORIZE PURCHASE OF LAND (KEARNS)
RES. NO. 22 Moved by Bodnar
Seconded by Aldred
RESOLVED that the mover be granted leave to introduce a By -Law to
authorize the execution of an agreement between the Municipality of West
Elgin and Michael B. Kearns to purchase certain lands for a gravel pit and
this shall be the first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 23 Moved by Miller
Seconded by Leatham
RESOLVED that a By -law to authorize the execution of an agreement
between the Municipality of West Elgin and Michael B. Kearns to purchase
certain lands for a gravel pit be now read a third time and finally passed,
signed, sealed and numbered By -law Number 2011 -34 Agreement
Purchase lands (Kearns)
DISPOSITION: Carried
SUBJECT: MINUTES
RES. NO. 24 Moved by Miller
Seconded by Aldred
RESOLVED that the minutes of the following committee meetings be
received:
West Elgin Chamber of Commerce April 5, 2011
DISPOSITION: Carried
DELEGATION: SHELLEY VERGEER JEAN LEITCH, WECHC
RE: COMMUNITY SUPPORT PROGRAMS FOR SENIORS
Ms. Vergeer reviewed the programs available for seniors at the Community Health
Centre which include: Friendly Visiting/Telephone Checks; Meals on Wheels;
Congregate Senior Luncheons; Transportation; Caregiver Support; Assisted Living;
access to a social worker. Membership with the CHC is not required to access these
programs.
Ms. Vergeer referred to a report on Age- Friendly Forum held on June 9, 2010. Another
forum is being planned for October 5 focusing on transportation and housing.
DELEGATION: JOHN REGAN, MARILYN CREWE, GORD HALL
ELGIN BUSINESS RESOURCE CENTRE
Mr. Regan gave a PowerPoint presentation providing an overview of the services
provided by the Elgin Business Resource Centre (EBRC) which include:
Business counselling /training
Access to capital lender
Sand Plains Development Fund
May 12/11...Pg 7 of 8
Self employment benefits program
Summer Company
Community Economic Development
Business incubation
As well as the EBRC, at their location an Innovative Centre for Entrepreneurs (ICE) and
Small Business Enterprise Centre (SBEC) are also provided.
Ms. Crewe presented a proposal to form a committee of Council to address Community
Economic Development. This would begin the process to build a strategic plan for
economic development for West Elgin. It is proposed that the initial process would
create a mini strategic plan to familiarize the committee with the process and to create a
communication plan for Council and the business community. This foundation would
provide the basis for further strategic planning. EBRC would chair the committee,
facilitate the committee and provide minutes of the meetings, the committee would
report back to Council.
Council discussed representation on the committee and how to received applications. It
was agreed that this matter would be discussed again at the next meeting on May 26
Ms. Crewe will be in attendance to assist.
RES. NO. 25 Moved by Aldred
Seconded by Bodnar
RESOLVED that Council receive the presentation by E.B.R.C. re:
Community Economic Development.
DISPOSITION: Carried
SUBJECT: NICOLE HIBBS RE: BIA CONFERENCE
Ms. Hibbs thanked Council for the opportunity to attend the recent BIA conference in
London. She reported that there is a BIA in Blenheim that works with the service clubs.
In this case, the BIA decides on the project and the service clubs raise the necessary
funds. She suggested a charge for all properties could be implemented to cover the BIA
or a business license rather than a levy.
Ms. Hibbs referred to page 61 of the BIA Handbook these are the problems we are
facing. Relationships between the municipality with the Chamber of Commerce and the
Chamber of Commerce with the residents are important. She feels eco- tourism is a
good opportunity for West Elgin.
The Mayor asked if she thought a BIA was a good idea. Ms. Hibbs noted that it is
necessary but how do we implement on such a small scale. She feels a BIA Chamber
of Commerce municipality need to work together to determine what our goals are.
SUBJECT: COUNCIL ANNOUNCEMENTS
The Deputy Mayor reported that the Parent Council of Aldborough Public School are
arranging for a petition to extend the sidewalk on Furnival Road to the school. It was
suggested that they give the petition to Council for their endorsement and then forward
to the County.
Councillor Leathern reported that he had attended the Rodney Library Open House and
they expressed their thanks to Council for approving the upcoming improvements.
Councillor Aldred reported that no concerns were raised with the West Lorne Fire
Department.
May 12111... Pg 8 of 8
Councillor Miller reported that the County of Elgin Economic Development staff gave a
presentation at the recent Chamber of Commerce meeting. The Chamber is happy that
the County are marketing themselves.
The Mayor reported that the May 31 County Council meeting would be at Bobier Villa.
These facilities are big items on the county budget and the County is wondering if they
should be in the nursing homes business. The Board of Health is still pursuing a new
building. Concern has been raised at the Board of Health with health inspections west
end is being treated differently and there is a difference with what Elgin is doing in
comparison to other counties.
SUBJECT: CONFIRMATION BY -LAW
RES. NO. 26 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 held on May 12 2011 and this
shall be the first and second reading and provisional adoption thereof.
DISPOSITION: Carried
RES. NO. 27 Moved by Leatham
Seconded by Miller
RESOLVED that a By -law to confirm the proceedings of the meeting held
on May 12 2011 be now read a third time and finally passed, signed,
sealed and numbered By -law Number 2011- 35 Confirming By -law May
12 2011
DISPOSITION: Carried
SUBJECT: ADJOURNMENT
RES. NO. 28 Moved by Bodnar
Seconded by Aldred
RESOLVED that this Regular Meeting of Council shall adjourn at 3:45 p.m.
to meet again on May 26, 2011.
DISPOSITION: Carried
These minutes were adopted on the 9 day of June, 2011.
Mayor Clerk
MEMBERS PRESENT:
STAFF PRESENT:
ALSO PRESENT:
MINUTES
OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
WEST ELGIN COUNCIL CHAMBERS
MAY 26, 2011
Joanne Groch
Norma Bryant
Paul VanVaerenbergh
DECLARATION OF PECUNIARY INTEREST:
None
SUBJECT: ADOPTION OF AGENDA
Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar
Councillors: Norm Miller, Dug Aldred, Richard Leatham
Administrator /Treasurer
Clerk
Road Superintendent
Ted Halwa Planning Consultant
RES. NO. 1 Moved by Miller
Seconded by Leatham
RESOLVED that the Council of the Municipality of West Elgin approves
the agenda for May 26, 2011 as printed and circulated with the following
addition:
OSWAP -3
DISPOSITION: Carried
SUBJECT: PROPOSED SEVERANCE LOT 11, CONCESSION XIV (Bianco)
Also in attendance: Walter Bianco
RES. NO. 2 Moved by Leatham
Seconded by Miller
RESOLVED that the report from Community Planners re: Proposed
Severance Walter Bianco be received.
DISPOSITION: Carried
SUBJECT: PROPOSED SEVERANCE LOT 1, CONCESSION VII (KERSTEN)
Also in attendance: Dan Lorraine Kersten
The Planner noted that our new Official Plan requires minimizing loss of agricultural land
can the size be reduced? Mr. Kersten noted that it is a hobby farm with horses; they
grow hay for their own use. There could be an issue with distance of horse barn to
adjacent residential dwelling; this will be reviewed during rezoning.
May 26/11...Pg 2 of 5
RES. NO. 3 Moved by Leathern
Seconded by Miller
RESOLVED that the report from Community Planners re: Proposed
Severance Dan Lorraine Kersten be received with the exception that
Council agrees with the proposed size for the severed parcel.
DISPOSITION: Carried
SUBJECT: PORT GLASGOW MASTER PLAN
RES. NO. 4 Moved by Bodnar
Seconded by Aldred
RESOLVED that the report from Community Planners re: Port Glasgow
Master Plan Update be received and that $15,000 be forwarded to
Budget deliberation.
AND that commencement of this project be determined at a later date.
DISPOSITION: Carried
SUBJECT: SHELTERS FOR PORT GLASGOW YACHT CLUB
Council referred to correspondence item #1. The proposed shelters are on municipal
property, The Planner noted that a continuous walkway around the marina basin is
proposed in the Master Plan. Also, shelters should be subject to a particular design for
consistency. Council requested that members from the Port Glasgow Yacht Club attend
the meeting on June 23` to provide further clarification.
SUBJECT: STREETSCAPE MASTER PLAN
RES. NO. 5 Moved by Aldred
Seconded by Bodnar
RESOLVED that the report from Community Planners re: Community
Improvement Streetscape Master Plan Up -date be received.
DISPOSIITION: Carried
SUBJECT: PROPOSED RODNEY SOLAR FARM
The Planner referred to section 5 of the Intech report Environmental Effects Monitoring
Plan. He noted that this proposal is a potential waste of land for development;
infrastructure is not being taken advantage of. It was noted that Intech has scheduled a
public meeting for June 20 and that representatives of the firm will meet with Council
after that meeting.
SUBJECT: TENDER FOR ASPHALT
Council received the following tenders for asphalt:
Huron Construction
TCG Asphalt
Del -Ko Paving
Asphalt Milling TOTAL
(840 tonnes) (740 Sq. M.) (plus taxes)
$78,960.00 8,880,00 87,840.00
$93,063.60 $14,997.60 $108,041.20
$82,773.60 9,620.00 92,393.60
RES. NO. 6 Moved by Aldred
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin accepts the
tender of Huron Construction in the amount of $87,840,00 plus taxes for
asphalt and milling.
DISPOSITION: Carried
May 26/11...Pg 3 of 5
SUBJECT: TENDER FOR SIDEWALKS
Also in attendance: Road Superintendent
Council received the following tenders for sidewalks:
Formwork Structures
Akko Ltd.
Sidewalk (per sq. m.)
(plus taxes)
$52.00
$61.50
RES. NO. 7 Moved by Miller
Seconded by Leatham
RESOLVED that the Council of the Municipality of West Elgin accepts the
tender of Formwork Structures in the amount of $52.00 per square metre
plus taxes for sidewalks and $26.00 per running metre for curbs.
DISPOSITION: Carried
DELEGATION: GRACE MCGARTLAND RE: THE ARTS COOKERY BANK
Ms. McGartland provided Council with a Fact Summary document outlining construction
project stats, program stats, tourism stats and current staffing. She reported that 60% of
their programming is at no cost for "community spirit programs" and 40% are charged
fees. They have received a grant for a summer student.
SUBJECT: COMMUNITY ECONOMIC DEVELOPMENT COMMITTEE
Also in attendance: Marilyn Crewe, Elgin Business Resource Centre
Curb (per metre)
(plus taxes)
$26.00
$82.00
Discussion took place regarding the size of the committee, where membership should
come from and process for application to committee. The following was agreed:
The committee would consist of 2 members from Council, one from Rodney
business community, one from West Lorne business community, one to represent
Lakeshore area tourism, one to represent the agricultural community, one at
large and a Chair/ Facilitator (Marilyn Crewe)
Committee members need to commit to long term involvement
Advertise in Chronicle (with an article as well), publication date June le
Deadline for applications June 30
Committee to review applications 2 council members Marilyn Crewe
RES. NO. 8 Moved by Bodnar
Seconded by Aldred
RESOLVED that Council appoint the following to the Community
Economic Development Committee:
Mayor Wiehle
Councillor Leatham
Councillor Miller as alternate
AND that members for this committee be advertised.
DISPOSITION: Carried
The Planner left the meeting
F1
May 26/11...Pg 4 of 5
SUBJECT: LANDFILL OPERATIONS
RES. NO. 9 Moved by Bodnar
Seconded by Miller
RESOLVED that the report from the Clerk re: Landfill Operations be
received; and
That Council authorize garbage collected from the Port Glasgow Trailer
Park be taken to the landfill site on the Monday of Victoria Day weekend,
and on Mondays from July 1 to Labour Day; and
That the cost to landfill operations for the covering of the garbage on the
above noted days be charged to the Port Glasgow Trailer Park at the rate
of $300.00 per week.
DISPOSITION: Carried
SUBJECT: CORRESPONDENCE
1. Port Glasgow Yacht Club proposed shelters
Instruction: See discussion above
2. The Metis Nation of Ontario consultation on Official Plans
Instruction: File
3. Aldborough Public School school fun fair
Instruction: The Deputy Mayor will attend
4. Elgin Business Resource Centre Community Energy Planning Seminar, June
23'
Instruction: File
5. Town of Thessalon request for support of a resolution re: Green Energy Act
Instruction:
RES. NO. 10 Moved by Aldred
Seconded by Miller
RESOLVED that Council of the Municipality of West Elgin is in support of a
resolution put forth by the Town of Thessalon regarding the Green Energy
Act.
DISPOSITION: Carried
6. The Arts Cookery Bank Community Expo
Instruction:
RES. NO. 11 Moved by Leatham
Seconded by Miller
RESOLVED that the Council of the Municipality of West Elgin authorizes
The Arts Cookery Bank to develop and coordinate a Community Expo
and provide a grant up to the amount of $1,500.00 for this project.
DISPOSITION: Carried
RES. NO. 12 Moved by Leatham
Seconded by Miller
RESOLVED that the correspondence be dealt with as per the instructions
of Council as noted.
DISPOSITION: Carried
May 26111...Pg 5 of 5
SUBJECT: OSWAP —3
The Administrator reported that a grant in the amount of $1,203,350.00 has been
approved by the Province for the waterline project on Graham Road in West Lorne.
SUBJECT: CONFIRMATION BY -LAW
RES. NO, 13 Moved by Aldred
Seconded by Bodnar
RESOLVED that the mover be granted leave to introduce a By -Law to
confirm the proceedings of the meeting of Council held on May 26 2011
and this shall be the first and second reading and provisional adoption
thereof.
DISPOSITION: Carried
RES. NO. 14 Moved by Bodnar
Seconded by Aldred
RESOLVED that a By -law to confirm the proceedings of the meeting of
Council held on May 26 2011 be now read a third time and finally
passed, signed, sealed and numbered By -law Number 2011-36
Confirming By -law May 26 2011
DISPOSITION: Carried
SUBJECT: ADJOURNMENT
RES. NO. 15 Moved by Miller
Seconded by Leatham
RESOLVED that this Regular Meeting of Council shall adjourn at 3:20 p.m.
to meet again on June 9, 2011.
DISPOSITION: Carried
These minutes were adopted on 9 day of June, 2011.
MAYOR CLERK
Paul Van Vaerenbergh C.R.S.I.
Roads Superintendent
MAY 2011 ROADS REPORT
1 "A" and "B" gravel spreading was done sporadically when
the rains allowed, McColl Road and Grey Line was spread
with gravel in preparation of Surface Treatment later this
summer.
2. Several tile drains and ditches were cleaned or flushed out to
aid in letting water off road ditches and neighbouring
farmlands.
3. Scraping of gravel roads and cold patching on paved ones
was ongoing.
4. Sweeping curbs and gutters on County roads was completed.
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: PAUL VAN VAERENBERGH C.R.S_I., ROADS SUPERINTENDENT
DATE: JUNE 9,2011
RE: COUNTY OF ELGIN ROAD MAINTENANCE AGREEMENT
INTRODUCTION: In 2009 County Council appointed a 4- member committee
comprised of 2 treasurers representing Southwold and Malahide and 2 road
superintendents representing Central Elgin and West Elgin. The purpose of this
committee was to investigate the implications of a total invoicing system for
reimbursement of maintenance costs incurred by the municipalities in servicing
county roads as compared to the lump sum payment currently in effect. (A copy
of the county report is attached)
DISCUSSION: Several difficulties seemed apparent for West Elgin in adopting a
total invoicing system;
Winter plow routes are split with both municipal and county roads being
serviced by the same truck.
The use of G.P.S. equipment used by other municipalities for tracking
the time spent on the county roads makes invoicing much simpler.
An accurate weighing of materials used on county roads would require
the purchasing scales of some type.
Summer maintenance activities also involve one machine working on both
county and municipal roads.
Roadside grass cutting would require accurate measuring of the length
of road mowed. As well the municipality would be responsible in
footing the bill for any additional mowing beyond the width of mow set
out by the county.
Patching would require weighing of material used on county roads and
keeping separate from material used on municipal roads.
In discussion with administration on the subject of total invoicing it became
apparent that extra person -hours would be required in accurately tracking time
and materials by the road department. Also the billing and the timely preparation
of invoices would require additional person -hours or even extra staff.
This municipality, not unlike others does not have the technical advantages in
accurately and easily accomplishing a changeover to an invoicing system and
would require capital expenses in order to do so.
The total invoicing system with time and the proper tools and people in place to
administer would no doubt be a more accurate and responsible wa for County t
pay for services required and for the municipalities to get back what they put in.
That being said the lump sum payment system currently in place has a 13 year
Diu this �.l. effectively provides the services required
���v::;���..�
p t
and uses any surplus as reserves for equipment replacement, housing as well as
for any unseen circumstances.
Due to these and other complications indicated by the Committee, County has
seen fit to adjust the current system rather then go the total invoice route.
Additional money will be available to municipalities through additional Co-
operative capital projects renamed "Major Maintenance Projects This gives
municipalities the option of completing projects outside the norm of regular
maintenance operations and receive 100% compensation.
RECOMMENDATION: That the current lump sum payment continue.
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: May 18, 2011
SUBJECT: A New Road Maintenance Agreement
INTRODUCTION
As directed by Council on the May 26 2009 meeting, the County Solicitor has
prepared a draft revised Road Maintenance Agreement. A staff led Road
Maintenance Agreement Team comprised of the Treasurers from the Townships
of Malahide and Southwold, the Road Supervisors from the Municipalities of
Central Elgin and West Elgin and County staff, have met with the County Solicitor
to discuss reimbursement rates, activities and processes. This report
recommends a methodology to finalize the new agreement.
DISCUSSION
Since the fall of 1998, road maintenance activities for the County of Elgin have
been performed by Elgin's local municipal partners under a formal agreement.
Municipalities are compensated for maintenance activities with lump sum
payments, 6 times annually, based on the length and class of road maintained.
The existing maintenance agreement has expired as of December 31 2010 and
therefore must be renewed. Also, subsequent to the Hipson Inquest, a fatal
accident which lead to a number of recommendations to improve safety, County
Council directed the County Solicitor and staff to complete a number of items to
be incorporated into a revised agreement with municipalities. Although the
Coroner's recommendations have already been incorporated into practice, they
are not formally addressed in the present maintenance agreement and must be
incorporated.
The following items have now been included in a revised Road Maintenance
Agreement:
1. More detailed specifications of service requirements.
2. Clarification of inspection requirements and duties, including joint
quarterly inspections.
3. Clarify reporting requirements, including a reporting mechanism in relation'
to deficiency identified during joint inspections and activity summaries.
4. Invoicing and bonus payment mechanism conditional upon municipal
fulfilment of performance and reporting requirements.
5. Develop compensation rates for the new system.
28
In addition, Council directed staff to hire one staff person to administer the new
invoice, inspection, reporting and payment approval system once implemented.
The main difference with the new draft agreement is the principle of
compensation, using a full invoice system. Current compensation is delivered in a
lump sum amount with the expectation of a delivered service. The new proposed
format compensates the municipalities on a per unit basis per maintenance
activity. The revised system intends to compensate municipalities for work
completed and places budgetary risks with the County. Simply put, if the
municipality completes a task, then the municipality will be compensated for that
task. However, the corollary is also true as an incomplete task will not attract
payment.
Challenges with an Invoice System
Under an invoice, or, pay -as- you -go system, municipalities would invoice the
County monthly for all activities performed, using prescribed rates.
While an invoice system is fair, it will take far more effort to operate than the
current system. For instance, winter control, that accounts for approximately sixty
percent of maintenance spending annually +1- $1,650,000), will have to be
tracked very accurately and specifically. Each municipality will have to document
and justify each truck's operating time (gate to gate) and measure salt/sand
quantities for each storm event. The municipality will be reimbursed the following
month once they invoice the County for exactly what was done the previous
month. The principle of the new formula is intended to compensate municipalities
for all additional costs incurred to operate the new system.
Another example of the potential complexity of the system is signage. Thousands
of different types of road signs exist and various maintenance activities are
completed on them. A sign may be simply straightened after winter activities, or
replaced if it is worn or damaged. There are steel posts with small signs or large
signs with wooden posts that would require utility locates to install. Some sign
maintenance activities require one person and 15 minutes of time and other
activities require pre planning, traffic control, equipment, 5 persons and a couple
of hours to complete. The range and scope of activities will require many different
rates of compensation that still may not fit all scenarios.
The new accounting system may take additional effort on both the municipality's
and the County's part depending on the system already in place. When fully
implemented, the County will require an additional staff person to monitor the
activities, ensure due diligence /follow up and approve monthly invoicing. The
estimated cost for a full time County employee plus vehicle is $100,000 annually.
Another item of potential concern for municipalities would be consistent cash flow.
Under the current system, lump sum payments are forwarded to municipalities
regardless of the workload. Under the proposed system, municipalities are only
29
compensated after work is completed. There may be instances where less
County road work is required (mild winters), or when municipal forces are busy
with other local projects and therefore are not completing or delaying non urgent
tasks on County roads. In those instances, municipalities would only receive
minimal operational funding for patrols, etc.
On the other hand, if conditions dictated extraordinary maintenance work on
County roads, the County would experience unbalanced budget expenses. This
possibility will be expensed through a County road maintenance contingency fund
already establishes'.
Invoice System and Level of Service
Under the existing compensation system, municipalities are able to manage their
operations and provide services to a level their councils see fit, as long as they
remain within the allocation provided and maintain minimum standards. A full
invoice system will dictate the level of service to be completed to meet the
minimum maintenance standards only. For example, some municipalities
complete fine grass cutting around residential areas several times per year. The
proposed system will specify the frequency and widths to cut annually and only
compensate for those activities. Additional activities beyond what the contract
specifies will be not be reimbursed by the County. If municipalities choose to
exceed the level of service identified by the contract, it will be at the local
municipality's expense.
Invoice System and Winter Control
Municipalities consistently meet the Provincial Minimum Maintenance Standards
(MMS) for winter control, however, the level of service provided above that level
varies greatly across the County. Under an invoice system, the County will have
to closely monitor the level of service being provided to ensure that winter control
remains effective while keeping costs as low as possible. Although decisions to
deploy forces to combat winter events will remain with municipalities, the County
will be taking a much more active role in understanding when and how
municipalities provide winter control services.
The Current Funding Model Gap
The existing compensation model has been in place for the last 13 years. As
already mentioned, municipalities are currently compensated for maintenance
activities with lump sum payments, 6 times annually, based on the length and
class of road maintained with the expectation of a delivered service.
Financially, the current system has worked well. Over the past 13 years the
County has paid municipalities $29,518,313 to maintain its roads and collectively,
municipalities have reported $29,434,205 in expenditures or $84,108 less than
their allocations. This experience has demonstrated that municipalities have been
30
able to maintain the County roads for the allocations provided. Although
financially successful, the existing system does not fully address all maintenance
completed on County roads and therefore some improvements are necessary.
There is a difference between Minimum Maintenance Standards (MMS) and
maintenance items that should be completed on a roadway to ensure its
functional longevity. Some activities can be deferred without failing to meet the
MMS in the short term, but if neglected will, negatively affect the condition of the
road and then trigger more expensive capital projects. The MMS only deal with
the "platform" of the roadway, or the area from edge of shoulder across the driving
lanes to the other edge of shoulder, and does not include the ditch area.
Therefore, many activities requiring drainage work can be left undone that
eventually deteriorate the roadway while never triggering the MMS (ie. Ditching,
berm removal, culvert repairs, drainage outlet erosion, etc.). These proactive
activities are required to properly maintain road infrastructure, however, because
they are not prescribed specifically by the MMS, they are often not completed until
they cause other road issues.
Under the current compensation model, the County does not interfere with
municipal operations and only assesses the road's condition. While MMS are
being consistently met, the level of service above the MMS and other road
maintenance activities are being completed differently by municipalities.
Also, because the current system operates under a funding model where
municipalities are able to retain any surpluses, a "dis- incentive" may be created
whereby only minimum requirements for safety are met in some cases.
Funding Principle
The Elgin maintenance model operates under the assumption that the lower -tier
municipalities control costs and may retain any surpluses for purposes deemed fit
by their councils. The understanding is that a fixed allocation is granted by the
County and the service is designed around the funds available.
To formalize this "Funding Principle" a resolution was adopted by Council and
states the following:
THAT the lower tiers closely monitor the level of service they are providing
to limit maintenance expenditures and to work within the approved yearly
allocation, and,
THAT, as a general funding principle, the yearly maintenance allocation not
be exceeded given the latitude available for each participant to control
costs and the level of service provided.
31
This funding principle is especially important in years of positive budget variances.
Municipalities are encouraged to reserve any excess maintenance funds to offset
years with extraordinary expenses.
Co- operative Capital Projects
In an attempt to address these "major maintenance" needs beyond the scope of
the MMS, Council implemented Co- operative Capital Projects. Council allocates
$100,000 annually to compensate municipalities for the increased costs to
complete some of these identified project. The funding is intended to offset the
additional costs of materials and hired services required to complete these
projects and municipalities pay for labour and equipment in this joint venture.
Under the system, municipalities identify small projects that would benefit the road
and save future maintenance activities that they would be willing and able to
complete, and the County selects which projects will be done annually.
Co- operative Capital Projects have been successful, however, not all
municipalities participate regularly and some municipalities are limited by time,
resources and/or ability to complete some projects. In practice, municipalities
also charge their labour and equipment time to their County road maintenance
allocations.
A Simpler Solution as compared to an Invoicing System
There is merit in utilizing the existing compensation model moving forward, if an
additional compensation mechanism was formalized to compensate municipalities
for work beyond the scope of the existing agreement.
The existing Co- operative Capital Projects account could be evolved and
incorporated in the maintenance agreement to fund maintenance activities that
are not consistently being completed today. The Co- operative Capital Projects
account would be renamed "Major Maintenance Projects to better describe the
purpose of the account and differentiate it from the Minimum Maintenance
Standards activities already being compensated under the allocations to
municipalities.
This fund and mechanism would ensure that required "major" maintenance
activities are being completed, preserving the County's assets. This fund would
fully compensate municipalities to complete "major" maintenance works beyond
the scope of activities they currently complete under the existing agreement. The
annual Major Maintenance Projects budget allocation would have to be increased
by $100,000 and could be re- allocated from the budgeted cost to hire an
additional employee planned to begin in 2012. An additional County employee
would not be required if a "full invoice" system was not implemented.
32
The maintenance agreement would specify the type of projects that would be
funded under Major Maintenance Projects and how the work would be prescribed
and accepted. The municipality would have the "first right of refusal" to either
accept or decline completing the prescribed work. If a municipality declines
completing the work, then the County would hire a private firm to complete the
project as is done today in some instances (i.e. gravel shoulder resurfacing).
Some examples of maintenance projects that would trigger full reimbursement
through a Major Maintenance Projects fund include:
o Ditching (to establish a new grade)
o Berm removal
o Adding gravel to shoulders
o Sign replacements
o Culvert replacements
o Major drain repairs /replacements
o Entrance culvert replacements
o Tree /stump removal
o Major washout repairs
o Asphalt patches
o Minor bridge repairs
The advantages of retaining the existing compensation model with additional
funding for Major Maintenance Projects are as follows:
Municipalities maintain autonomy to manage their own operations within
the annual allocations provided.
Lump sum payments to municipalities will continue for consistent budgeting
and cash flow.
Municipalities will retain any allocation surpluses from local efficiencies.
Less administration for all parties than a full invoicing system.
Municipalities will not require scales and material measuring equipment.
Less staff time by municipalities as compared to a full invoicing system.
County would not require an additional staff person valued at $100,000
annually or $1 million over the term of the agreement.
Municipalities are reimbursed 100% for all projects they complete under
Major Maintenance Projects, beyond the scope of the activities currently
completed.
CONCLUSION
The existing County road maintenance system has been in operation for 13 years
and the existing maintenance agreement has expired as of December 31 2010.
The findings of the Hipson Inquest determined that the County must take an
active role ensuring that required maintenance is completed on the roads the
County has jurisdiction over. The County has adopted inspection and reporting
33
practices to address the recommendations of the Hipson Inquest and now those
processes must be formalised in the agreement.
County staff, the County Solicitor and a review team comprised of administrative
representation from four municipalities have been working on a revised road
maintenance agreement planned to be initiated January 1, 2012.
Council has directed the County Solicitor to prepare the revised maintenance
agreement to include an invoice for compensation model. Staff considered the
consequences of a full invoice system and has found some challenges and
addition costs that may not necessarily improve upon the existing agreement and
funding model.
The existing lump sum compensation model has operated well financially for
many years. A service gap exists between Minimum Maintenance Standards and
other maintenance requirements. If a formal mechanism was in place to fully
compensate municipalities for these other, "major" maintenance items, the service
gap could be eliminated, and County assets would be protected. There are many
benefits to the existing model as discussed in this report. Therefore, there is merit
in retaining the current compensation model with the establishment of an
additional funding mechanism to compensate municipalities for other
maintenance work not contemplated under the existing agreement.
This report was discussed with the Maintenance Agreement Review Team.
Although not without imperfections, the review committee is comfortable
proceeding with the form of agreement recommended in the report with a view to
reviewing the allocations for Class 1 and Class 2 roads to address and update
current costs and responsibilities.
RECOMMENDATION
THAT the new maintenance agreement utilize the same lump sum compensation
model and scope of activities in use today for municipalities, and include, an
additional invoicing system to reimburse municipalities for major maintenance
work activities beyond the scope of the existing agreement; and,
THAT staff be directed to examine the current allocation model for Class 1 and
Class 2 roadways.
All of which is Respectfully Submitted,
Peter Dutchak
Deputy Director of Engineering Services
Clayton Watters
Director of Engineering Services
34
Approved for Submission,
Mark G. McDonald
Chief Administrative Officer
7
06 Jun 11 12:55p p.2
West ]Elgin Recreation Rep
June 9 2011
aF
rt
All of the summer staff have been hired and the Parks Maintenance staff
started working on May 1 2011.
The pool is scheduled to open June 13 2011, providing all goes well.
The previously discussed maintenance has or will be scheduled for the
fall
We have finally caught up with the grass cutting in the parks, the lines on
the fields are in good shape, the splash pad in Miller Park opened on
June l', the hanging baskets are up and the watering program has begun,
and all of our washroom facilities are open and ready for business. The
handicap parking spaces that were previously discussed have been
installed on the fences at the lawn bowling green.
We have ordered a stone rake bucket for the tractor, it should be in this
week and we will be down at the beach to get it cleaned up and looking
presentable.
1 have an answer from the Fair Board as to what they would like to see
happen at the Rodney Fair grounds park and a report will be available
very shortly to council.
The Fair Board has also made a request to have the municipality
purchase additional tables for the Recreation Center and to replace some
of the old tables. An inventory will be made and a report to council as to
what direction and alternatives that council might have.
The lights at the Miller Park Baseball diamond are not operating as
intended and are currently being assessed as to what the problem might
be, and will be rectified as soon as possible.
The Emergency Operations exercise scheduled for June 8 was cancelled,
and will be rescheduled for June 22. More details will be made available
as 1 become aware of them.
No. of Permits Issued for Month of April
2011
2010
SFD
Units
New /Additions
1
3
Demolitions
Storage
Buildings
New /Additions
Storage
Buildings
New /Additions
Demolitions
Demolitions
Garages/
Car Ports
New
Garages/
Car Ports
New
2
Demolitions
Farm
Buildings
New /Additions
Farm
Buildings
New/Additions
1
1
Demolitions
Other
New
Other
New
1
1
Demolitions
1
2
Septic Permits
1
2
Estimated Value
Permit Revenue for
for Year
Year
Estimated Value for Month of April
Permit Revenue for Month of April
$413,500.00
$337,225.00
$3,226.23
$4,269.02
No. of Permits Issued for year to date
SFD
Units
New /Additions
5
10
Demolitions
Storage
Buildings
New /Additions
1
Demolitions
Garages/
Car Ports
New
3
Demolitions
Farm
Buildings
New /Additions
3
2
Demolitions
1
Other
New
1
5
Demolitions
2
Septic Permits
2
5
Estimated Value
Permit Revenue for
for Year
Year
$841,200.00
$4,493,272.00
$7,253.33
$31,097.49
MUNICIPALITY OF WEST ELGIN
MONTHLY REPORT
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL
DATE: June 9, 2011
RE: BUILDING REPORT FOR MONTH OF April
MAY 2011 WATER DEPARTMENT REPORT
1.A11 water samples and chlorine checks were completed as per regs, and there are no
issues to report.
2.We received great news that we were fortunate enough to be successful on our OSWAP
3 Grant application.A total of $1,203,350.00 was awarded to West Elgin to replace the
cast iron watermain on Graham Rd.
3.The contractor finished the work at the Port Glasgow Trailer Park on the Bingo Hall,
and Dance Hall.Due to all the rain days we had it took a little longer than expected, but
aside from that the work is complete and the residents seem to be happy with the work
done.
4.Paving was completed in Rodney on Centre, Ridout, and Fourth Streets from
watermain replacements done last year.After a small amount of restoration work it will
all be back to normal.
5.The Silver Clay East of Graham Rd. extention options needs to be addressed, Info shall
be provided.
6.All work orders locates and routine maintenance were completed on time with no
issues.
Mike Kalita
Water Superintendent.
Z
L
0
0
:5I
L .5• •G E[
0 w a
O E •C C
Z .Z
uJ k
>-4 2 '6; \1
m12
Z�
0
I\
2
w
I
0
I I
-0
i� f 3
R Ro
I J 1
\k
2 g o 71
a•- E
i% I 3 2•§
173 0
1= o o o 2 E l§
2
0
0
O
w
0
0
2
w
0
A
2
L
0
0
$I
0
C3) o'm#
CN N1(N E
TO:
FROM:
DATE:
RE:
INTRODUCTION:
DISCUSSION:
TAI
unicip
lit of
COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
MANAGEMENT COMMITTEE
JUNE 9, 2011
AMENDMENTS TO HUMAN RESOURCES POLICIES
At wage negotiations in January 2011, the Administrator reported that there are
inequities between departments in the working agreement and the Management
Committee would like to present a report for Council consideration. There was
also a staff request to Council regarding Bereavement Leave covering memorial
services that needed to be considered.
The Management Committee reviewed the existing working agreement and
found inequities between the departments relate to Overtime Pay, Statutory
Holiday Pay, Call -In and Standby Time.
Standby time for the Roads, Water and Parks and Recreation Departments was
approved by the previous Council but the By -law was not amended. HR 4.5 on
Page 3 addresses this.
The format for each section shows the existing wording and the suggested new
wording.
Attached are the changes proposed to have all departments treated in a fair and
consistent manner HR4.2 -2.05 and 2.06.
The rewording for Bereavement Leave to include time off for a memorial service
is addressed in HR1.1.
One additional consideration is an adjustment to the hours of work for the Parks
and Recreation Department HR 4.2 2.04.
RECOMMENDATION:
The Management Committee recommends the adoption of the attached report,
that the employees be advised and that amendments be made to the by -law.
On Behalf of Management Committee
Joanne Groch, B.A., AMCT
22413 HCO 2Aa dx�4.WYT8Sney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644
HR -4.2 HUMAN RESOURCES TERMS OF EMPLOYMENT HOURS OF
WORK
EXISTING
2.04 Parks Recreation Department
(a) Hours of work shall be: DAY SHIFT 8:00 a.m. to 4:30 p.m.
NIGHT SHIFT 4:00 p.m. to 12:00 a.m.
SUGGESTED
(a) Hours of work shall be: DAY SHIFT 7:30 a.m. to 4:00 p.m.
AFTERNOON SHIFT 4:00 p.m. to 12:00 a.m.
2.05 Overtime Pay
EXISTING
(a) All full -time roads employees will receive overtime at the rate of
time and a half. Overtime hours may be taken off in lieu at the rate of time
and a half with the approval of the department head. Overtime banked as
time in lieu shall be used by the end of the December pay period or paid
as wages on the last day of the year.
SUGGESTED
DELETE
EXISTING
(b) An hourly rated employee who has worked more than his regular
working hours in one day shall be paid for the hours in excess of the
regular working hours at one and one -half (1 1 /2) times the regular rate.
All employees shall be paid at double time and one one -half (2 1 /2) times
the regular rate for hours worked on Statutory Holidays.
SUGGESTED
(b) An hourly rated employee who has worked more than his regular
working hours in one day shall be paid for the hours in excess of the
regular working hours at one and one -half (1 1 /2) times the regular rate.
All employees who work on Statutory Holidays shall be paid for the
Statutory Holiday plus time and one -half (1 times the regular rate for
hours worked at the designated rate of pay for the time period.
TO BE RENUMBERED AS 2.05 (a)
Page 2 of 4
EXISTING
(c) An hourly rated roads employee who is on the day shift and is
called in between 12:00 a.m. (midnight) and 6:00 a.m. shall be paid at
double time. The regular rate of pay for the time period will commence at
6:00 a.m. From 12:00 a.m. (midnight) until 5:30 a.m. a minimum call out
time of two hours will be paid at the appropriate rate.
SUGGESTED
(c) An hourly rated employee who is on the day shift and is called in
between 12:00 a.m. (midnight) and 6:00 a.m. shall be paid at double time.
The regular rate of pay for the time period will commence at 6:00 a.m.
TO BE RENUMBERED AS 2.05(b)
EXISTING
(e) An hourly rated employee in the Parks and Recreation Department
whose regularly workday falls on a Statutory Holiday as per Policy No. 1.7
and is required to work shall be given another day off with pay. If the
statutory holiday is not a regularly scheduled workday and the employee is
called in to work then he shall be paid at double time and one -half (2 &'/2)
times the regular rate for hours worked on the statutory holiday.
SUGGESTED
DELETE (new clause 2.05 b will apply to all hourly rated employees)
NEW CLAUSE:
2.06 Call -In
(e) An hourly rated Parks and Recreation employee who is on the
afternoon shift and is called in between 8:30 a.m. to 2:30 p.m. shall be
paid at double time. The regular rate of pay shall commence at 2:30 p.m.
Sections 2.05 (d) to (g) are renumbered to (c) to (f)
EXISTING
(a) An hourly rated road employee who is called in outside of their
regular working hours shall be paid for a minimum of two (2) hours (refer
to sections 2.05(c) and (d) as well).
SUGGESTED
(a) An hourly rated employee who is called in outside of their regular
working hours shall be paid for a minimum of two (2) hours. Call -in does
not apply to the two (2) hour period prior to the beginning of a regular shift.
Page 3 of 4
HR-4.5 HUMAN RESOURCES TERMS OF EMPLOYMENT SEASONAL
CONTROL STANDBY
(rename to STANDBY TIME)
1. PURPOSE
EXISTING:
1.01 To establish a policy for seasonal standby time for the Road Department.
SUGGESTED:
1.01 To establish a policy for standby time for employees.
NEW CLAUSES:
2.04 Parks and Recreation Department:
(a) One employee shall be on call on a weekly basis from Friday at
4:00 p.m. until the following Friday at 4:00 p.m. and will receive an
additional four hours of pay for this period.
(b) This employee will also receive an additional two hours of pay at
the regular rate of pay for being on call for each Statutory Holiday
as per Paid Holiday Policy No. HR -1.7.
(c) In the case of a statutory holiday during a call -out period, the call
out will commence on Friday at 4:00 p.m. to the following Friday at
4:00 p.m. (the second Friday being the statutory holiday)
(d) If a statutory holiday falls on a Friday, the additional pay will be split
between the two employees (one that is on call to 4:00 p.m. on that
day and the one that commences on call on Friday at 4:00 p.m.)
Each employee would receive pay for one hour.
2.05 Water Department:
(a) One employee shall be on call on a weekly basis from Friday at
4:00 p.m. until the following Friday at 4:00 p.m. and will receive an
additional four hours of pay for this period.
(b) This employee will also receive an additional two hours of pay at
the regular rate of pay for being on call for each Statutory Holiday
as per Paid Holiday Policy No. HR -1.7.
(c) In the case of a statutory holiday during a call -out period, the call
out will commence on Friday at 4:00 p.m. to the following Friday at
4:00 p.m. (the second Friday being the statutory holiday)
(d) If a statutory holiday falls on a Friday, the additional pay will be split
between the two employees (one that is on call to 4:00 p.m. on that
day and the one that commences on call on Friday at 4:00 p.m.)
Each employee would receive pay for one hour.
Page 4 of 4
SIR -1.1 HUMAN RESOURCES BENEFITS BEREAVEMENT LEAVE
EXISTING
2.01 In the case of a death of an employee's immediate family, a leave of
absence of up to three working (3) working days will be granted and shall
include the day of the funeral and /or memorial service.
SUGGESTED
2.01 In the case of a death of an employee's immediate family, a leave of
absence of up to three working (3) working days will be granted and shall
include the day of the funeral and /or memorial service. One (1) of said
working days may be granted, as an exception, upon receipt of a written
request delivered to the Department Head when the memorial service is
scheduled at a later date. In all cases, Payroll shall be notified of the
leave of absence.
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: NORMA BRYANT, CLERK
DATE: JUNE 9, 2011
RE: ONTARIO DISABILITIES ACT
INTRODUCTION:
On September 25, 2003 Council approved the Municipal Accessibility Plan. The purpose
of this report is to satisfy the requirement for an annual report to be submitted to Council.
DISCUSSION:
The Accessibility Committee consists of the Road Superintendent, Recreation
Superintendent, Water Superintendent and Clerk.
PAST ACTIVITIES
In 2010, automatic door openers were installed at the West Elgin Municipal Office.
2011 INITIATIVES
uof _e t 4
In recognition of providing accessible access to the Rodney Library, an automatic door
opener is recommended. This construction will require a new wider door at the side
entrance of the library and widening of the sidewalk leading to this door. This project
has been approved by Council.
The second project for 2011, is providing accessible access to the West Elgin Arena.
The Arena Board has approved the installation of an accessible door opener on the
outside door for 2011. Technically, we are not required to have an automatic door
opener on the interior door, however this is being proposed for next year.
RECOMMENDATIONS:
1. That Council accept the report of the Accessibility Committee dated June 9, 2011
and that this report be attached to the Municipal Accessibility Plan.
2. That Council consider the following projects for 2011:
a) Installation of automatic door opener at the Rodney Library.
b) Installation of automatic door opener at the West Elgin Arena.
---4,._..,a
vut
Norma I. Bryant,
on behalf of Accessibility Committee
22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644
INTRODUCTION:
unicipatifig- .y rgt
tn
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: NORMA BRYANT, CLERK
DATE: JUNE 9, 2011
RE: HOUSEHOLD HAZARDOUS WASTE EVENTS
To provide Council with background information on previous Household
Hazardous Waste Day events and what's new for 2011.
DISCUSSION:
PREVIOUS HHW EVENTS
In 2005 and every year since 2007, West Elgin has shared a Household
Hazardous Waste Day event with Dutton /Dunwich. The location has alternated
between the two municipalities. In 2011 it will be held in West Elgin. Attached
for your information are statistics from the events with a very impressive turnout
in 2010. The costs were shared based on the percentage of vehicles that
attended from the each municipality.
Phase 1:
Phase 2:
paints and coatings, and their containers
Solvents and their containers
Oil filters
Oil Containers with the capacity of 30 litres or less
Single -use dry cell batteries
Antifreeze
Pressurized containers
Fertilizers and their containers
Pesticides and their containers
rechargeable batteries
Aerosol containers (not included in Phase 1)
Portable fire extinguishers
WHAT'S NEW FOR 2011
As you may be aware on July 1, 2010 the province announced that the funding
for household hazardous waste items would be increased from nine (9) (in Phase
1) to twenty -two (22) (including Phases 2 3).
22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644
Page 2 of 3
Phase 2 cont'd:
Fluorescent light bulbs and tubes
Sharps, including syringes
Switches, thermostats, etc that contain mercury
Pharmaceuticals
Phase 3:
flammable materials (not included in Phase 1)
Corrosive materials (not included in Phase 1)
Toxic materials (not included in Phase 1)
Reactive materials
Leachate toxic materials (not included in Phase 1)
Fertilizers (not included in Phase 1, e.g. inorganic oxidizers)
Unfortunately on October 12, 2010 the province announced that this new
program would be suspended, so now we are back to 9 products. Phase 2
products are to be paid for by the province and the balance are Phase 3
products, which are the responsibility of the municipalities.
The municipality had previously entered into an agreement with Stewardship
Ontario regarding the Phase 1 materials. This agreement will now terminate on
July 31, 2011 and a new agreement is forthcoming. The previous agreement
was based on a "shared responsibility" for Phase 1 materials. That is, 100%
funding was not received for the events held prior to 2010.. The new agreement
will be based on payment "by weight" (per ton). For 2010, the total cost for the
Household Hazardous Waste Day was paid for by Stewardship Ontario.
The province has proposed a separate agreement with the muniicpalites to cover
the Phase 2 materials but we have not received any further details to date.
PROPOSAL FOR 2011
From the event statistics it is clear that the residents of West Elgin participate in
these events and these materials are not going into our landfill. Staff have
discussed an event for 2011 with Dutton /Dunwich and they are agreeable to
holding a Household Hazardous Waste Day for 2011 in West Elgin on October
29 2011. Once we see the cost implications of the new program, we will
evaluate the feasibility of holding two events each year, one in West Elgin and
one in Dutton /Dunwich; thereby providing ratepayers from the two municipalities
with two opportunities per year for disposal of hazardous waste.
Page 3 of 3
RECOMMENDATION:
1. That the report be received.
2. That a Household Hazardous Waste Day event be scheduled for
October 29 2011 to be held at the West Elgin Public Garage on
Hoskins Line.
t/(�Z- V1ti�V' ti-f �L
Norma I. Bryant
HOUSEHOLD HAZARDOUS WASTE DAYS
Paints (145B)
Waste Motor Oil (252L)
Waste Motor Oil Filters (252L)
Pesticides (242A)
Pharmaceuticals (263A)
Inorganic Oxidizers (148A)
Inorganic Acids (148A)
Inorganic Bases (148A)
Flammbles/Misc. Organics (263A)
Waste Dry Cell Batteries (148A)
Lead -Acid Batteries (148A)
Fluorescent Tubes (148A)
Fluorescent compact bulbs
Propane Tank (Lg)
Propane Cylinders
Aerosols (3311)
Car batteries
Waste mercury
Fire extinguishers
helium tank
Thermostats
NUMBER VEHICLES
West Elgin
Dutton /Dunwich
Total
Clean Harbour Hotz Environmental
D/D 2005 WE 2007 D/D 2008 WE 2009 DID 2010
4400 Iitres 5200 litres 6500 litres 3000 litres 8600 litres
2000 litres 1600 Iitres 2200 litres 1000 Iitres 3400 Iitres
8 kg 100 litres 100 litres
480 Iitres 1400 litres 1500 Iitres 400 litres 300 litres
80 kg 80 kg 80 kg 80 kg
100 Iitres 100 Iitres 400 Iitres 200 Iitres 300 litres
80 litres 100 Iitres 200 litres 100 Iitres 100 Iitres
160 Iitres 200 litres 6 litres 300 litres 400 litres
80 kg 200 kg
1600 litres 6500 litres 5900 litres 5600 litres
350 kg 350 kg
0 0
170 kg (340) 40 kg (146)
585 kg (39)
14 260 litres (26) 22 litres (2)
1 0 1 lb (1)
300 litres 700 litres 400 litres
176 kg
13 kg
40
94
134
171
35
206
105
130
235
6800 litres
104 kg 700 kg
350 kg 100kg
195 198
67 139
0 220 Iitres
100 Iitres 100 Iitres
600 litres 700 litres
234 66
o 0
30 litres (6)
10 litres (1)
5
100
32
132
149
154
303
Norma Bryant
From: "Bernie Wiehle" <bwiehle @elgin- county.on.ca>
To: "Norma Bryant" <nbryant @westelgin.net>
Sent: Tuesday, May 10, 2011 8:31 AM
Subject: Fwd: OPP Rate Increases
Not sure if we did this but if not 1 guess it's for correspondence
Bernie Wiehle
Councillor, County of Elgin
Begin forwarded message:
From: Bernie Wiehle <bwiehle cr svmpatico.ca>
Date: May 9, 2011 6:19:44 PM EDT
To: Bernie Wiehle <bwiehle(u)elgin- county.on.ca>
Subject: Fw: OPP Rate Increases
Original Message
From: KEN HEWITT
To: KEN HEWITT
Sent: Monday, May 09, 2011 3:49 PM
Subject: OPP Rate Increases
Good afternoon,
Please find following, a motion by our Council to contact you all regarding the new OPP
contract for like municipalities.
2. Notice of Motion submitted by Mayor Hewitt RE: Discussion with Ontario
Municipalities RE: OPP Rate Increases
Recommendation 29
Moved By: Mayor Hewitt Seconded By: Councillor Grice
WHEREAS Haldimand County contracts services from the Ontario Provincial Police
(OPP) to serve and protect the community;
AND WHEREAS Haldimand County Council wants to protect its residents from rate
increases which will result in higher taxes for residents;
AND WHEREAS Haldimand County is concerned about the financial impact the
newly approved OPP contract will have today and particularly in 2014;
NOW THEREFORE BE IT RESOLVED THAT the Mayor contact our neighbouring
community partners including all municipalities in Ontario (approximately 141
municipalities) that presently contract the OPP for municipal police services to see if
they will join Haldimand County in creating a committee that will bring communities
together in an effort to build a stronger front protection against future OPP rate
increases.
CARRIED (Unanimously 6 -0)
As many of you are aware, recently it was stated that there would be a freeze on all
provincial contracts. Unfortunately, during a time of municipal elections, when most of us
were not prepared to properly respond, the province and the OPP took it upon themselves to
approve a contract that will see a 5.075% wage increase in 2011, pensions based on best 3
years versus 5 years of service.
Page 1 of 2
5/10/2011
In the current economic times, and the burden that this places today on the local taxpayers, this is absolutely
unacceptable. What is more damaging is the proposal in year 4 (2014) to increase the wage to match the highest
paid constables in the province. This could potentially be a 5 to 10 increase depending on the contracts that
currently exist and may be negotiated in the near term.
I am all for supporting good quality policing as I am sure you are but it is not responsible to assume that the wages
should be the same across the province, when the associated costs of living and the demand on these officers differ
from region to region.
I am writing you today to ask that you join me and help form a coalition of municipalities that will work together
to ensure the contract policing that we are currently subject to is not dictator policing. The people expect us to
represent ti•em in these issues and we need to play a much more active role in these contracts.
1 look forward to your response, and based on the feedback will advise you alI of our next steps.
Sincerely,
Ken Hewitt
Mayor
Haldimand County
Cayuga Administration Building
45 Munsee St N, Cayuga, ON NOA 1E0
Tel: 905 -318 -5932 x201
www. HaldimandCountv.on.ca
0s ?an y a Q X .c? ®a tt® D x v pia ta& d Oh X 06.&
DISCLAIMER: This e -mail and any attachments may contain personal information or information that is
otherwise confidential. If you are not the intended recipient, any use, disclosure or copying of any part of
it is prohibited. Haldimand County accepts no liability for damage caused by any virus transmitted in this
message. If this e-mail is received in error, please immediately reply and delete or destroy any copies of
it. The transmission of e-mails between an employee or agent of Haldimand County and a third party
does not constitute a binding contract without the express written consent of an authorized representative
of The Corporation of Haldimand County.
LastSpam r -}:1a 1 securit, sernce. pr:-v dec by Protek.
Page 2 of 2
This email may contain confidential information. If you are not one of the intended recipients, if you receive this email or if it is
forwarded to you without the express authorization of The County of Elgin, please destroy this email and contact us immediately.
Please consider the environment before printing this e-mail
5/10/2011
April 27, 2011
To Whom it May Concern:
Re: Nuclear Reactor Program
Council, at its meeting held April 18, 2011, passed the following motion:
That Council oppose the shipment of radioactive materials from the Canadian Nuclear
Safety Commission (CNSC) to ship 16 radioactive steam generators through the Great
Lakes to the St. Lawrence Seaway to Sweden;
That the resolution be forwarded to County Council for support;
And further that the resolution be forwarded to other municipalities in Ontario for
support.
Your support of this position is appreciated. Should you have any further questions, please do
not hesitate to contact me at (519) 736 -0012 x 240.
Sincerely yours,
Charlene Watson
Acting EA to the CAO Clerk
cc: Ontario Municipalities
Website: www. amherstburg.ca
271 SANDWICH ST SOUTH. 4MHERSTSURG, ONTARIO N9V 245
Phone: (519) 736 -0012 Fax: (519) 736 -5403 TTY: (519) 736 -9860
May 6, 2011
Municipality of West Elgin
P.O. Box 490
Rodney, ON
NOL 2C0
Dear Council Members
I am writing this letter on behalf of the Rodney Aldborough Agricultural Society. There has been some
concern about the lack of tables both big and small being available at fair time. Some of the table we used
last year were not in the best condition.
We realized that we are not the only ones who benefit from the use of these tables but they are an integral
part of us putting on the fair. We are asking the municipality to purchase some new tables to replace the
missing and worn out ones.
We trust you will give this request due consideration. Please contact me at 519 -768 -1858 if you have any
questions or concerns.
Yours truly,
V tifig 14 tune McLarty
Secretary
RODINEY ALDBOROUGH AGRICULTURAL SOCIETY
P.O. Box 130
Rodney, Ontario, NOL 2C0
www.rodneyfair.ca
May 10, 2010
Ms. Pat Vanini
Execut ;ve Director
Association of Municipalities of Ontario
Local Authority Services Ltd (LAS)
200 University Avenue, Suite 801
Toronto, Ontario M5H 3C6
Council Resolution: Arbitration
Dear Ms. Vanini:
Office of the Regional Clerk
2201 St. David's Road, P.O. Sox 1042, Thorold ON L2V 4T7
Tel: 905 685 -1571 Toll -free: 1 -800- 263 -7215
Fax: 905- 687 -4977
kevin.bain @niagararegion.ca
www. niag a ra regio n ca
CL 6 -2011, May 5, 2011
Regional Council, at its meeting of May 5, 2011, approved the following motion:
WHEREAS Niagara Regional Council requested a max 1.4% increase from all
departments and Agencies, Boards and Commissions in 2011 budget process
and the Police Services Board proposed a 5.48% budget for 2011 and citing the
arbitrators decision affecting 92% of their budget;
WHEREAS Regional Council wishes to establish a more co- operative and
collaborative approach with the Niagara Regional Police Service Board in
preparation for the 2012 budget deliberations;
WHEREAS Regional Council may determine the Regional taxpayer cannot afford
to pay a higher tax rate in 2012 than they did in 2011;
WHEREAS Regional Council has passed a motion freezing all non -union and
Councillors remuneration packages;
WHEREAS the Provincial Arbitrator has granted a 3% compensation increase
package to the Police Officer's Association that affected 2011 but expires at the
end of 2011;
WHEREAS the Provincial Government has frozen program funding to
Municipalities for compensation increases through Bill 16;
Page 1 of 2
WHEREAS the Police Services Board will begin discussions very soon on issues
for negotiations of the next labour agreement with the association, that will affect
2012, 2013 and 2014 budgets; and
WHEREAS Arbitrators have demonstrated a tendency to give far too much
weight to clause 122 (5) point 4 which speaks to comparisons with other
jurisdictions.
THEREFORE BE IT RESOLVED:
That Regional Council request the Niagara Regional Police Services Board to
join Niagara Region in an appeal to the Provincial Government to fix the broken
arbitration system and to revisit the Police Act, particularly but not limited to,
Section 122 that deals with Arbitrators considerations as outlined in Report CSD
44 -2011, February 23, 2011;
That Regional staff advise Regional Council of the best legal wording for the
Police Act to achieve this end through research of proposals from AMO and any
other source available; and
That this resolution be circulated to the Association of Municipalities of Ontario
(AMO) for support.
Please contact the Office of the Regional Clerk if you wish to request a copy of CSD 44 -2011.
Please circulate this motion to all members of AMO for their support.
Yours sincerely,
Janet PiIon
Deputy Regional Clerk
/cjp
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.
Page 2 of 2
$AYH
ls'
Po j tunity 10
May 10, 2011
Town of Ingersoll
130 Oxford Street
Ingersoll, ON N5C 2V5
Attention: Ann Wright, Deputy Clerk Executive Assistant
Dear Ms. Wright:
Please be advised that your resolution regarding Elimination of Municipal Health Care
Professionals Recruitment Incentives was considered at the regular meeting of the
Council of the Municipality of Bayham held May 5, 2011 and the following resolution
was passed:
"THAT Council supports the resolution from the Town of Ingersoll regarding the
Elimination of Municipal Health Care Professionals Recruitment Incentives."
A copy of the resolution is enclosed for ease of reference.
We trust this will be a step toward the shift of responsibility back to the province to create a plan
to attract such professionals to all communities in a fair and equitable manner.
Yoprs truly
Brenda Gibbons
Administrative Assistant
File: CIO
C201 1 -032
CC: Premier Dalton McGuinty
Federal Minister of Health
Deb Matthews, Ontario Minister of Health
Christine Elliott, Ontario PC Health Critic
France Gelinus, Ontario NDP Health Critic
Elgin County Lower Tier Municipalities
Municipality of
Bayham
P.O. Box 160, 9344 Plank Road,
Straffordville, Ontario NOJ 1Y0
Tel: (519) 866 -5521 Fax: (519) 866 -3884
email: bayham @bayham.on.ca
TOWN OF INGERSOLL
130 Oxford Street,
Ingersoll, Ontario
N5c 2V5
April 21, 2011
Phone: (519) 485 -0120
Fax: (519) 485 -3543
www.ingersoll.ca
To All Ontario Municipalities:
RE: Resolution on Elimination of Municipal Health Came Professionals Recruitment Incentives
Council for the Town of Ingersoll, at their meeting on April 11, 2011, after a recorded vote was
requested, passed the following resolution :unanimously in support:
WHEREAS the number of health care professionals including physicians are
declining in relation to the population of the Province of Ontario; and,
WHEREAS it is evident to the Town of Ingersoll that municipalities are feeling
pressure to provide incentives to attract and obtain health care professionals to
meet their residents' health care needs; and,
WHEREAS the Town realizes there are inconsistencies in the types and amounts
of incentives being offered by municipalities across the Province; and,
WHEREAS the affordability by municipalities to offer incentives is inequitable
potentially jeopardizing the health care of residents geographically; °and,
THEREFORE BE IT RESOLVED that the Council for the Town of Ingersoll
sees it fit to eliminate incentives given by municipalities as part of health care
recruitment as it is seen as aProvincial responsibility;
AND FURTHER THAT municipalities request the Province to develop and
implement a plan to attract health care professionals including physicians in a fair
and equitable manner without cost to municipalities;
AND FURTHER. THAT the Council for the Town of Ingersoll respectfully
requests that all municipalities in the Province of Ontario consider supporting the
resolution from the Town of Ingersoll;
AND FURTHER THAT a copy of this resolution be forwarded to the
Honourable Leona. A.glukkaq, Federal Minister of Health; Premier Dalton
q (b)
130 Oxford Street,
Ingersoll, Ontario
N5G 2V5
Sincerely,
Ann Wright
Deputy Clerk/ Executive Assistant
TOWN OF INGERSOLL
McGuinty; Ontario Minster of Health Deb Matthews; Christine Elliott; Ontario PC
Health Critic; and, France Gelinus, Ontario NDP Health Critic;
AND FURTHER THAT this resolution be circulated to all municipalities in Ontario.
The Town of Ingersoll is requesting support froth all municipalities in Ontario to have cash
incentives for the recruitment of health care professionals including doctors .eliminated at the
municipal level, and to shift the responsibility back to the province to create a plan to attract such
professionals to all communities in a fair and equitable manner. Please have your Council
consider supporting a similar resolution and forward your support.
c
Premier Dalton McGuinty
Leona Ag°lukkaq, Federal Minister of Health
Deb Matthews; Ontario Minster of Health.
Christine Elliott; Ontario PC Health Critic
Prance Gelinus, Ontario NDP Health Critic
Phone: (519) 485 -0120
Fax: (519) 485 -3543
www.inctersolLca
4
ot� /shi Fog t1 6:2)5
(6
(erredian Spnrlfshrng Indolry Assa(talior•
Alee(rehoe Caeadenne Qe rindurhre de roplthe Ip mw
Ontario
/4,11 Fisheries and Oceans Peches el Oceans
Canada Canada
The Ontario Family Fishing Weekend
Steering Committee
OFAH FILE: 422FFW
May 17, 2011
TO:
Yours in Conservation,
All Ontario Municipalities
Alesha Caldwell
Conservation Outreach Programs Coordinator
Ontario Federation of Anglers and Hunters
4601 Guthrie Drive
Peterborough, Ontario K9J 8L5
/ac
SUBJECT: Ontario Family Fishing Week is back this summer for a full nine
days!
For years, the Ontario Family Fishing Weekend Committee has been asking the
Province of Ontario to increase this popular event to a full week to run in
conjunction with the National Fishing Week. Last year was the first year we
had nine days of licence -free fishing. Thanks to partnerships with many
nongovernment organizations, such as the Ontario Federation of Anglers and
Hunters, this is the second year that Canadian residents have the opportunity
to fish licence -free in Ontario for a full week.
This summer, Ontario Family Fishing Week is scheduled from Saturday, July 2
to Sunday, July 10, 2011. During this week many fish festivals, clinics, or
conservation and educational activities may be held in your area.
Would you please help us publicize the 2011 Ontario Family Fishing Week in
any calendar of summer events in which you may participate or publish
yourself? In addition, please consider "declaring" these dates as Ontario
Family Fishing Week.
As a reminder, there will again be an Ontario Family Fishing Winter Weekend
in February 2012. There will be more details available on this later in the year.
For further information, please contact the following during business hours:
Ontario Federation of Anglers and Hunters (705) 748 -6324 Ext 254
Ontario Ministry of Natural Resources (705) 755 -1902
From anywhere... De partout...
to anyone jusqu'a vous
Dear valued supplier:
We thank you in advance for your understanding in this matter.
Sourcing Management
Canada Post Corporation
CANADA POST
2701 RIVERSIDE DR SUITE N0780B
OTTAWA ON K1AOB1
These include:
Vehicle operators must obey all rules of the road at all times
Don't attempt to drive through a picket line until it is safe to do so
Do not talk back or engage in unnecessary conversations
Keep your cool and don't start a confrontation
Do not become aggressive
D47[ =1.VE
MAY 2 4 201'
In the event that you encounter a picket line, please exercise caution and respect the normal
protocols that would apply to the crossing of a picket line.
POSTES CANADA
2701 PROM RIVERSIDE BUREAU N078O8
OTTAWA ON K1AOB1
Canada Post has been in negotiations with the Canadian Union of Postal Workers (CUPW) for the
past eight months. Meetings between Canada Post and CUPW aimed at reaching a new collective
agreement continue, and the union is not currently in a legal strike position. We continue to
believe that a negotiated settlement can be reached just as we have done in each round of
collective bargaining with CUPW since 1997.
The purpose of this letter is to formally advise you that in the event of a work disruption, Canada
Post may be required to invoke measures in accordance with our contract with you to suspend
services. If services are suspended, there will be no compensation to you as a contractor as services
will not be performed during this period.
if services are'performed during a disruption and payment is required, invoices should be sent to
Canada Post at accounts.payable@canadapost.ca.
The safety of our employees whether they be picketers or picket line monitors as well as the
safety of other stakeholders including our suppliers and the general public remains our top priority.
Should Canada Post invoke measures to suspend services in the event of a work disruption, the
company will act to resume services as soon as possible once the disruption has ended.
For all other questions or concerns relating to your contract, please contact your local operations
representative or your Sourcing Management representative. You may also visit the Canada Post
website www.infopost.ca /customers for further updates and information.
www.canadapost.ca www.postescanada.ca
Mary Bodnar
From: "Paul Tunks" <paulmtunks @gmail.com>
To: <bwiehle @sympatico.ca <marybodnar @porchlight.ca>
Cc: "Al Gibson" <albatrossl @rogers.com>
Sent: May 18, 2011 7:44 PM
Subject: Signs
Hey Bernie and Mary,
I do not know if you remember when I came in for a presentation to put up some Crime
Stoppers signs in the area. It was left at that we were going to approach the county to get
permission to put them on the roads since county roads run primarily through Rodney and West
Lorne.
Last summer, I spent the entire year fighting with Middlesex County to put signs up in Strathroy
and other areas of Middlesex. It ended in them not agreeing to put signs up on county roads. I
feel like Elgin County would do the same. I don't think this would be a good use of my time to
fight that battle again.
The reason I am emailing is, to once again, introduce the idea of putting signs up in West Elgin.
The idea really hit home when I was reading the Chronicle a couple of weeks ago and noticed the
lead story was the rise of domestic assaults in West Elgin and that the number one thing people
should do is phone Crime Stoppers. I feel like education in the area is poor and I would be also
willing to get some presentations organized in the area.
I do not want to put them on county roads but in highly trafficked areas, be it through vehicle or
pedestrian. Last year, we put signs up in Southwold and this year we put up a lot of signs in the
Chippeawa on the Nations area by Melbourne. We simply ordered the signs, got the approval
and let the area put them up when they were ready. This is something I would like to approach
you about.
If you guys are interested in the idea, let me know. I will come make a presentation, show some
of the pictures of the signs in the neighboring areas.
Talk to you soon
Paul Tunks
Director, Board of Directors
London- Elgin Middlesex Crime Stoppers
(519)932 -0269
rage 1or
19/05/2011
;7 A: THE CORPORATION OF THE UNITED TOWNSHIPS OF HEAD, CLARA MARIA
Date: Friday
Moved by:
20, 201 Resolution No: 20/05/11/007
Seconded by:
Elections Act, Section 80
WHEREAS Section 43 of the Election Finances Act, governing the financial reporting
requirements for members of the Ontario parliament provides for a 50 day period
following the announcement of non compliance by a member to comply with the
reporting requirements prior to the seat being declared vacant;
AND WHEREAS Section 80 of the Municipal Elections Act sets out the penalty to
municipal election candidates who have not complied with the financial reporting
requirements provides for the automatic vacancy of the seat on Council and the
candidate being deemed to be ineligible to be elected or appointed to any position
covered by the Municipal Elections Act until after the next municipal election;
AND WHEREAS there is a discrepancy in the standard to which elected representatives
are being held to between the provincial and municipal levels in relation to the penalty
for non compliance for election financial reporting;
AND WHEREAS the penalty to municipal candidates appears to be far beyond what
would appear to be fair and reasonable, considering that the sentence could amount to 8
years of ineligibility to be elected or appointed;
NOW BE IT RESOLVED THAT the Council of the Corporation of the Township of Head,
Clara Maria supports the position of the Municipality of Elizabethtown Kitley and
strongly requests:
THAT the Province of Ontario immediately amend the Municipal Elections Act to ensure
that municipal representatives and candidates are held to the same standard as their
provincial counterpart with regard to the penalties applicable for non compliance to the
election financial reporting requirements;
AND FURTHER THAT a copy of this resolution to be forwarded to the Association of
Municipalities of Ontario,,afid to all Ontario municipalities for support and circulation.
Carried V Defeated Reeve's Initials
eedso
(renvi ITe
May 19, 2011
Association of Municipalities of Ontario
AMO Watch File Municipal Resolution Circulation
Re: CaII to amend Municipal Elections Act
Contact: Steven G. Silver, Chief Administrative Officer, Steven Silver @uclg.on.ca
Tel: 613 342 -3840 ext. 2301 or 1 -800- 770 -2170
United Counties of Leeds and Grenville
Administration Division
Chief Administrative Officer
Counties Clerk
Economic Development
Employee Services
Health Safety. Emergency
Planning Accessibility
25 Central Ave_ N1, Suite 100
Brockville, ON K6V 4N6
T 613 342 -3840
800 -770 -2170
'7Y 800 -533 -8685
F 613- 342 -2101
www, leeds g re nv i l le. co m
The Council of the United Counties of Leeds and Grenville is requesting support for the following Council
Resolution:
"WHEREAS Section 43 of the Election Finances Act sets out the penalty for provincial candidates who
have not complied with the financial reporting requirements of the Act and provides for a 60 day period
following the announcement of non compliance by a member to comply with the reporting requirements
prior to the seat being declared vacant; and
WHEREAS Section 80 of the Municipal Elections Act sets out the penalty applicable to municipal
candidates who have not complied with the financial reporting requirements; stating the candidate must
forfeit office to which they were elected and the office is deemed to be vacant and the candidate is
ineligible to be elected or appointed to office until after the next regular election; and
WHEREAS a discrepancy exists between the standards to which municipal candidates are held and the
standards to which provincial candidates are held with respect to the penalty for non compliance for
election financial reporting; and
WHEREAS the penalty to municipal candidates amounts to eight years of ineligibility and is deemed to be
far in excess of what is fair and reasonable;
NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the United Counties of
Leeds and Grenville calls upon the Province of Ontario to amend the Municipal Elections Act to ensure that
municipal candidates are held to the same standard as their provincial counterparts with respect to
penalties for non compliance with election financial reporting; and
THAT the Province of Ontario make allowance for candidates who have not completed financial reporting
for the 2010 Municipal Election; and
THAT a copy of this resolution be circulated to the Premier, the Minister of Municipal Affairs and Housing,
M.P.P. Steve Clark, the Rural Ontario Municipal Association and to the Association of Municipalities of
Ontario for support and circulation to all Ontario municipalities. Carried."
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.
where lifestyle
grows good business
synonyrne de quake de vie
et de reussite on affaires
27 May 2011
The Mayor and Council
Municipality of West Elgin
Rodney, Ontario NOL 2C0
Re: Intech Clean Energy Inc. Intech number 4 NOL2CO
I object to the proposed location of the above mentioned solar electricity generation facility
and note for the record that I take no issue with the concept of renewable energy. This is not
about "if" it's about "where
(Disclosure) 1 have owned residential property abutting the site since 1975 and my residence is
one of the properties directly east of the project.
Quite simply, I object to the installation of a commercial facility on property designated as FR
(future residential). The four -acre parcel is accessible only via quiet residential streets.
I request that the Municipality investigate all possibilities (both legal and persuasive) to compel
the contractor to choose an alternative location on lands designated for such an industrial
purpose. With (arguably) more environmentally friendly sites within close proximity (supported
by both the affected residents and the municipality) why wouldn't a "world- class" company
consider viable options? The use of future residential /prime agricultural land for this purpose
betrays both the planning vision of generations of previous councilors and the trust of the
residents who, despite years of religious payment of property taxes, will be denied the
reasonable expectation of quiet possession and enjoyment of their homes in a residential area.
1 understand that I am joined in this objection by all neighbours whose homes fall within the
required 120 meter radius of the notice. We request that council members visit the proposed
site to gain an appreciation of our concern.
We depend on you, our elected officials, to support the residents of this humble little village
and insist the planning rules (which we follow daily) are respected. Thank you.
Yours truly,
J. M. Price
cc. S. Peters MPP
M. Price
P.O. Box 129, 225 Second Street, Rodney Ontario NOL 2C0
Telephone: 519.785.0282 Fax: 519.785.2002 Email: jmprice2000 @hotmail.com
TiqCEIVLD
MAY t 2611 ETl- I
wiay, jv, LV 11 ]:]011Y1 IILit1/-I4 JCI[Y1
5/30/2011
Municipality of West Elgin
22413 Hoskins Line, PO Box 490
Rodney, ON NOL 2C0
Dear Mayor Councilors,
ZWoaa Sty
1.5
Ti/ burg ON :V 4G i r 3
Phone 9; 409 -0771
Cell 10; 550 -6500
Momkar: I (.1:4.horitacril, cnm
1 am writing this letter to request your approval and authorization to allow
a wedding to be performed July 16 2011 at the Port Glasgow Trailer
Park: We have received permission from the park to have our wedding
ceremony performed there but would like to ensure that council would
approve. We would like ro use the park bingo pavilion for a buffet type
reception of approximately 50 people following the service. We would
require a liquor license for the dinner as we are anticipating having wine
with the meal.
Thank you for your time and consideration, please let me know at your
earliest convenience if there are any issues or concerns.
o. /D fl r. 1
R
5/Q.7 cab
TO WHOM IT MAY CONCERN:
IT'S THAT TIME OF THE YEAR AGAIN FOR
OUR ANNUAL CRUISE IN
AGAIN THIS YEAR WE ARE ASKING FOR
FRUNIVAL ROAD TO BE CLOSED FROM
QUEEN TO VICTORIA FROM 3:30 P.M. TILL 8:30
P.M. ON FRIDAY JUNE 17 2011
IF MORE INFORMATION IS REQUIRED PLEASE
CONTACT
GAIL HACK AT
MICKEY' DINER 519-785-1881
THANK YOU
GAIL HACK
West Elgin Chamber of Commerce
Agenda Minutes for 3 May 2011
Rodney Old Town Hall
Attendees Robert White, Irene Puddester, Wendie Dupuis, John Slaats, Norm Miller,
Dug Aldred, Ed Kebbel, Keith Iris Fretter, Ed Markham, Pam Piccinato, Grace
McGartland, Bernie Wiehle,
Regrets Terry Eckersley,
Welcome from Chair
Approval of Minutes Irene moved that minutes be accepted, Wendie seconded, no
objections, carried.
Business arising from previous meeting Ted Uffen attended SCOR presentation,
and reported as follows: This turned out to be another website, and they had loaded it
up with information regarding how to start a business, etc. John Regan from the Elgin
Business Resource Center Elgin Community Futures Developments commented that it
was not SCOR's place to be a competitor, and SCOR indicated their intent to format the
site as a reference tool, referring to local expertise, including Chambers of Commerce.
Among other issues, I noted that they had completely missed the concept of relocating
a business, which I understood to be the role of SCOR that of attracting businesses to
their defined geographic area, of which we are the westernmost corner.
Bernie was asked to provide information regarding the committee work that needs to be
done, information not available.
Presentation by Man Smith and Katherine Thompson Elgin County
Economic Development office
Alan Smith introduced a presentation on the activities being undertaken by the
Economic Development Office. In 2007, specific actions were targeted, starting with a
plan. Trying to create an environment of investment readiness, growth in key sectors,
pursuing partnerships, marketing. Specific sectors have been identified as best
opportunities. Tourism was identified as having great potential, so initial emphasis was
placed in this area. STETA was rolled into the EDO, and a tourism strategy developed.
Kate spoke to 3 main campaigns Savour Elgin, which has received real national
attention, and awarded prizes by relevant organizations. Ports of Elgin program features
the ports, and related attractions, trying to attract Toronto, Hamilton, and other large
center marine enthusiasts to the area. Railway Capital program works with the City of
St. Thomas, and promotes the Railway museum and related activities. As well, other
advertising is conducted around special events and activities as they arise during any
given season. Also promoting the special event funding, applications are required very
soon, so follow up quickly.
Alan spoke about participation in the Small Business Enterprise Center. Demand is
growing, and approximately 50 jobs have been created. Also the Innovative Center for
Entrepreneurs, Biz Pal, the Elgin County Conference Series, and local business expos.
Also attempting to attract investment, through lead management, land Space
inventory, an ambassador program involving 4 quarterly breakfasts to network about
events and activities in the various communities, a Virtual Tradeshow, a film television
initiative, encouraging the production of media events in Elgin County, and tradeshows.
They have also now completed their program of Tourism and Gateway signage.
Partnerships have been established with Colleges, Federal and Provincial
Governments, County Staff, Local Business Organizations, Municipalities, and
businesses. Membership established with SCOR. Also organized the local section of
the Regional Tourism Organization. Identified 7 projects, and two are aimed specifically
at Elgin attractions. Also involved in "Ontario South Coast and joined SWEA on a trial
basis for a year.
In the process of updating the Economic Development and Marketing Plan. Looking to
expand the focus on local food, and more outreach to partners, Chambers, etc. Culture
is the newest focus point.
Video Today in America segment on Elgin County.
John Slaats asked about the use of social media. Keith asked about the Ports initiative,
and the development of Port Glasgow. Unofficially, they think it's probably a good idea,
but officially they will not pursue it without a request. The municipality is not going to ask
at this time. County level planning is currently being undertaken, estimated to be 18
months out. County planning is being presented as having a local flavor, and quicker to
proceed. Robert asked about the state of repair of our roads, and the impact of their
condition on tourism. Wendie asked about the criteria used to identify target industries
businesses regarding the tourism focus. EDO responded that they used the CCC and a
couple of other events to conduct some surveys, and determine the market being
served by these events, and help to focus advertising development activity. Wendie is
aware of a calculation to determine the level of spending being brought to the
community. Robert Grace agreed that running another survey at CCC this year would
be beneficial, and Alan Smith agreed that this would be considered.
Access to the logo has not been denied for signage, but fell thru a crack EDO
requested that we re- submit.
REPORTS
Director's Report: None
Correspondence: Ontario ministry of Economic Development Trade new business
plan wizard at www .ontario.ca /voungentrepreneurs Also Chamber Group Insurance
statement, Edwards Director's Insurance Renewal, Relish Elgin Invoice, Elgin County
EDO Community Event funding application, Wellness Works Healthy Huddle being held
at Elgin Public Health on 13 May 2011, and a request to participate in the board of the
Dutton Co- operative Child Care Center.
Treasurer: Wendie moved to accept Ed's report, seconded by Iris, no objections,
carried.
Membership: No new information
Welcoming Committee: About to launch bags available after Mother's Day.
Tourism Economic Development: Investigating possibilities for EDO event grant,
CCC can apply, and Robert will have applications available. West Elgin page of the
tourism guide is provided by Elgin County in cooperation with the municipality.
Community Expo Proposal some discussion regarding the use of contract personnel
to run the event. We would love to take this on, but as volunteers, we are unable to do
the job justice and also support our own businesses. We do not have enough hours
spare to make it happen. We are suffering burnout. Ed Markham asked if a plan exists,
and contacts are available. Dug indicated that all relevant info would be made available.
Ted suggested that municipal student labour be used to help organize, and combine the
event with the Chamber annual meeting. Keith will be in discussion with Dug Norm.
The Western Elgin brochure has been printed and is in distribution.
Business After 5: International Erosion Controls has agreed to host our next event,
and we need to establish a date. John has been in contact, and a date of 9 June has
been suggested. This will be discussed with IEC and Irene John will set up the
advertising.
Community Improvement: Ed Markham indicated that last night's meeting was
cancelled, but some information was sent out regarding space around sidewalks, and
lighting standards and landscaping. Probably to be re- scheduled in May.
Website Committee: Some hacker in Turkey is having fun at our expense, but has not
achieved access or caused any damage.
Other Business:
1) No report regarding the meeting attended last month.
2) Keith's offer to ghost -write some accurate information on BIA's has fallen into a
black hole.
3) Grace provided information regarding the Regional Tourism Board. She has also
been invited to speak at the Creative Rural Economy Conference.
4) In renovating the A C Bank, Grace was able to spend 40% of her money in
West Elgin, and the majority spent in the County. They have also invested
heavily in their user database, and are offering to conduct the survey for CCC.
5) A cultural event has been planned for 30 Sept 2 Oct, in conjunction with events
planned across the province.
6) Dug Aldred Try to keep representing Council's position as neutral as they are in
negotiation with various parties, and need to maintain neutrality with regards to
Port Glasgow.
7) Article in Chronicle brought up by Ed Markham Bernie may have been mis-
quoted regarding the amount of tasks being undertaken. Wendie indicated that
many other tasks are actually taking precedence. Grace also reinforced the
concept that she is aware of other activities in which they have participated.
8) Norm brought up the minutes of the 14 April Council meeting policy to sign
blank cheques has been revoked.
9) Wendie asked for feedback on the committees, and the report on the BIA
meeting.
10)Iris suggested that the Municipal Councilors bring a half dozen bullet points to
report progress on issues in the area.
Please Note:
Next Meeting is scheduled for 7:30 pm, 7 June 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
jur 24, 2011
cutting 4: 2:30 p.m.
S20 71.
:2 X r
ST.THOMAS
fl LIC.) 11 0 (..J ri nci all of our
a
nd esdent e r"1
[10 r10 CI 9 Vow presEn
Page 2 of 3
6/6/2011