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December 15, 2011MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING DECEMBER 15, 2011 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A19) *November 10, 2011 *November 24, 2011 *November 24, 2011 *November 24, 2011 *November 24, 2011 Council Council Committee of Adjustment - Ossel Public Meeting — Zoning Amendment (571419 Ontario Ltd.) Court of Revision — Newtens Drain BUSINESS ARISING FROM MINUTES DELEGATIONS 10:30 a.m. 1:30 p.m. 1:30 p.m. 2:00 p.m. Andrew Wright, Siskinds Presentation to Andy Kieraszewicz and Rick McFadden - retirement from Rodney Fire Department Public Meeting — Zoning Amendments Lot 1, Concession 7 (Kersten) (B1, C9a) Lot 11, Concession 14 (Bianco) (B2, C9b) Shawn Dowling, Paul Gangle -- water and garage rates REPORTS (C1 -C9) 1. ROADS a) *Monthly Report December 15, 2011 Page 2 b) *Report re: Pongracz Drain 2. RECREATION a) *Monthly Report 3. BUILDING a) *Monthly Report for September, 2011 b) *Monthly Report for October, 2011 4. WATER a) *Monthly Report 5. BY -LAW ENFORCEMENT a) *Monthly Report 6. DRAINS a) Drainage Apportionment - Kersten 7. WEST ELGIN PRIMARY SYSTEM a) *Report re: West Elgin Primary Water System b) *Siskinds - Water Purchase Agreements 8. ADMINISTRATION a) *Report re: Amendment to Human Resources Policy b) *Report re: Bell Canada Lease —121 Munroe Street, West Lorne c) *Report re: Probationary Period / Remuneration 9. PLANNING a) *Report re: zoning amendment — Kersten b) *Report re: zoning amendment - Bianco December 15, 2011 Page 3 ACCOUNTS CORRESPONDENCE (D1 — D20) COUNCIL CONSIDERATION RECOMMENDED: 1.* Lower Thames Valley Conservation Authority -- Authority Budget & Municipal Level -- 2012 (letter only); 2.* Town of Richmond Hill — request support of a resolution regarding Chronic Lyme Disease; 3.* County of Huron — request for support of a resolution requesting assistance under the Ontario Disaster Relief Assistance program; 4.* Minister of Community Safety & Correctional Services regarding policing costs; 5.* Township of Chisholm — request for support of a resolution amending the Municipal Act; 6.* Town of Ingersoll — request for support of a resolution to recognize "Bullying Awareness and Prevention Week "; 7.* West Elgin Community Policing — request for funding; 8.* Four Counties Health Services Foundation — Invitation to Information Session; 9.* Municipality of Tweed — request for support of a resolution regarding a Provincial livestock valuer; 10.* Town of East Gwillimbury — request for support of resolution regarding placement of fill by commercial fill operators; 11.* Town of Penetanguishene — request support of a resolution regarding rising cost of policing; RECOMMENDED TO ACCEPT & FILE: 12. AMO • Watch File — November 10, 2011; • Watch File — November 27, 2011; • Ontario Throne Speech — Promises Continued Uploading of Municipal Social Services Costs; • Watch File — November 24, 2011; • Provincial Government delivers 2011 Fall Economic Statement; • Waste Diversion should be among the Province's Top Environmental Priorities States Ontario's Environmental Commissioner's Annual Report; • Watch File - December 1, 2011; • Watch File - December 8, 2011 December 15, 2011 Page 4 13. Lower Thames Valley Conservation Authority — Minutes of meeting held on October 27, 2011; 14. West Elgin Community Health Centre — thank you letter; 15. Town of Aylmer re: Fire Dispatch Service; 16. Ministry of Citizenship & Immigration — nominations for the Ontario Medal for Young Volunteers; 17. Citizenship and Immigration Canada — nominations for Multiculturalism Award; 18. Ministry of Citizenship & Immigration — 2012 Volunteer Service Awards program; 19. Union Gas — Notice of Application issued by the Ontario Energy Board; 20. Elgin Group Police Services Board — Minutes of meeting held on 3September 21, 2011; BY -LAWS: By -law No. 2011 -64 By -law No. 2011 -76 By -law No. 2011 -77 By -law No. 2011 -78 By -law No. 2011 -79 By -law No. 2011 -80 By -law No. 2011 -81 By -law No. 2011 -82 By -law No. 2011 -83 By -law No. 2011 -84 By -law No. 2011 -85 By -law No. 2011 -86 By -law No. 2011 -87 By -law No. 2011 -88 By -law No. 2011 -89 By -law No. 2011 -90 By -law No. 2011 -91 By -law No. 2011 -92 By -law No. 2011 -93 Newtens Drain (third reading) Establish public highway (Catherine Road) Establish public highway (William Street) Authorize agreement for OPP services Amending Schnekenburger -Simon Dr Const (09 -75) Amending Segedin Dr Const (09 -84) Amending Wiehle -King Dr Const (09 -85) Amending Wiehle Dr Const (09 -74) Amending Lunn Drain Const (10 -23) Amending Graham Drain Branch Const (09 -34) Amendment to Human Resources Policy HR -1.7 Rezoning — Lot 1, Concession 7 (Kersten) Amend Human Resources Policy HR -4.3 Amending Friedrich Drain Const (09 -76) Borrowing By -law Amend By -law No. 2011 -47 - Budget Debenture By -law Lease Agreement with Bell Canada Amend Employee Remuneration By -law December 15, 2011 Page 5 MINUTES (E1 -E7) Tri County Management Committee — August 29, 2011 *West Elgin Arena Board — October 18, 2011 *West Elgin Recreation Committee — October 19, 2011 *West Elgin Chamber of Commerce — November 1, 2011 *West Elgin Recreation Committee -- November 2, 2011 *West Elgin Arena Board — November 8, 2011 *West Elgin Economic Development Committee — November 21, 2011 OTHER BUSINESS (F1-F9) 1. West Lorne Fire Department 2. Thames Valley District School Board — invitation to meet 3. Joe Preston, MP — Pre - budget consultation 4. ROMA/OGRA 2012 — delegation request 5. 2012 AMO convention re: cancellation of guest rooms 6. Special Meeting — employee negotiations 7. Committee appointments 8. Council announcements 9. Closed session — personnel, legal • Information enclosed CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: • January 5, 2012 • January 12, 2012 • January 24, 2012 • January 26, 2012 Special Meeting — Closed — employee negotiations Council Tri County Management Committee, 7:00 p.m. Council MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS NOVEMBER 10, 2011 MEMBERS PRESENT: STAFF PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Paul Van Vaerenbergh Jeff Slater Mike Kalita DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA Administrator /Treasurer Clerk Road Superintendent Recreation Superintendent Water Superintendent RES. NO. 1 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin approves the agenda for November 10, 2011 as printed and circulated with the following addition: • MOE / spreading of materials on agricultural lands DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 2 Moved by Aldred Seconded by Bodnar October 13, 2011 October 27, 2011 October 27, 2011 October 27, 2011 DISPOSITION: Carried Council Council Committee of Adjustment (Ossel) Public Meeting — Zoning Amendment (Hollanada Farms) SUBJECT: BUSINESS ARISING FROM THE MINUTES None SUBJECT: RECREATION DEPARTMENT REPORT RES. NO. 3 Moved by Aldred Seconded by Bodnar RESOLVED that the Recreation Report dated November 10, 2011 be received. DISPOSITION: Carried November 10111...Pg 2 of 8 SUBJECT: SMOKING POLICY RES. NO. 4 Moved by Bodnar Seconded by Aldred RESOLVED that Council accept the report on Smoking By -law Policy and that a policy not be developed at this time. DISPOSITION: Carried SUBJECT: RODNEY FIRE DEPARTMENT RES. NO. 5 Moved by Leatham Seconded by Miller RESOLVED that the report from the Rodney Fire Chief be received. DISPOSITION: Carried SUBJECT: ROAD DEPARTMENT REPORT RES. NO. 6 Moved by Aldred Seconded by Bodnar RESOLVED that the October 2011 Roads Report be received. DISPOSITION: Carried SUBJECT: WATER DEPARTMENT REPORT RES. NO. 7 Moved by Leatham Seconded by Miller RESOLVED that the October 2011 Water Department Report be received. DISPOSITION: Carried SUBJECT: PORT GLASGOW TRAILER PARK SEWAGE SYSTEM RES. NO. 8 Moved by Bodnar Seconded by Aldred RESOLVED that Council directs Ali Season to dig up the tanks at the new tile bed at Port Glasgow Trailer Park, seal the tanks and place new tiles around the tile bed. DISPOSITION: Carried RES. NO. 9 Moved by Miller Seconded by Leatham RESOLVED that Council directs that a second opinion be obtained on why the tile bed at the Port Glasgow Trailer Park is not working. DISPOSITION: Carried SUBJECT: SEWER LINES RES. NO. 10 Moved by Leatham Seconded by Miller RESOLVED that Council directs that quotes be obtained for a sewer camera. DISPOSITION: Carried DELEGATION: BRYCE SIBBICK, FRANK COWAN COMPANY Mr. Sibbick presented the 2012 insurance program. The cost has increased by 4.9 %. November 10/11...Pg 3 of 8 RES. NO. 11 Moved by Bodnar Seconded by Aldred RESOLVED that Council of the Municipality of West Elgin accepts the 2012 Municipal Insurance Program as presented by Frank Cowan Company at the annual premium of $154,514 plus taxes. DISPOSITION: Carried SUBJECT: BY -LAW ENFORCEMENT REPORT RES. NO. 12 Moved by Bodnar Seconded by Aldred RESOLVED that the By -law Enforcement Report dated November 10, 2011 be received. DISPOSITION: Carried SUBJECT: DRAINAGE APPORTIONMENT RES. NO. 14 Moved by Miller Seconded by Leatham RESOLVED that the Council approves the agreement on share of drainage assessment on the Yauch Drain as requested by 571419 Ontario Inc. under Section 65 (6) of the Drainage Act. Concession 11 Pt. Lot 8 New Assessment 40.0 AC. 38.7AC. 1.3AC Benefit - $45.00 Benefit - $45.00 Benefit -$0 Outlet - $6.00 Outlet - $53.50 Outlet - $1.00 DISPOSITION: Carried DELEGATION: VALERIE TOWSLEY, LOWER THAMES VALLEY CONSERVATION AUTHORITY RE: BLUE GREEN ALGAE Also in attendance: Water Superintendent, Dale LeBritton & Cindy Sigurdson (OCWA) Ms. Towsley presented background information on blue -green algae. She reported that there was a bloom in October. There was so much runoff from all the rain this year so the bloom was more than normal. The algae is very toxic. Municipal water treatment systems are the only thing that filters. Concern is watering livestock from lake water. She noted that buffers to streams, drains are key to keeping chemicals from running off land into watercourses. Mr. LeBritton reported that MOE sends out bulletins to the water treatment plants along the lake share with information about the extent/location of the blooms. Ms. Towsley left the meeting. SUBJECT: RENEWAL OF WASTEWATER SERVICE AGREEMENTS RES. NO. 15 Moved by Miller Seconded by Leather RESOLVED that the Council of the Municipality of West Elgin authorizes the renewal of the service agreement with OCWA for the wastewater facilities for 2012 in the following amounts: West Lorne Wastewater $155,996.00 plus taxes Rodney Wastewater $143,466.00 plus taxes AND that OCWA provide quotes for 3 / 51 10 year periods. DISPOSITION: Carried November 10/11,..Pg 4 of 8 Mr. LeBritton and Ms. Sigurdson left the meeting. SUBJECT: GRAHAM ROAD UPGRADE — RFPs FOR ENGINEER Council reviewed a report from OCWA regarding the Requests for Proposals received for engineering work on the Graham Road upgrade project. RES. NO. 16 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin accepts the RFP of Spriet Associates in the amount of $96,095.00 plus taxes for Graham Road /Maple Street watermain replacement project. This includes four weeks of construction supervision. In addition, $4,683.75 plus taxes for each additional week of construction supervision and geotechnical work. And that the Mayor and Clerk be authorized to sign necessary documents. DISPOSITION: Carried The Water Superintendent left the meeting. SUBJECT: TRI COUNTY RESOLUTION — DUTTON /DUNWICH WITHDRAWAL RES. NO. 17 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin authorizes the reimbursement to the Tri County member municipalities in the total amount of $40,661.22 and that this amount be an added expense to the 2011 Water Department Budget. The Deputy Mayor requested a recorded vote. Miller Yes Aldred Yes Leatham Yes Wiehle No Bodnar No DISPOSITION: Carried SUBJECT: 2010 FINANCIAL STATEMENTS The Administrator/Treasurer reported that the Tri County Management Committee have not accepted the 2010 Financial Statements to date. We have received notice from MMAH that the statements must be submitted by November 14th. The auditor will submit with a note regarding the disputed payments. This amount is not considered material for West Elgin. SUBJECT: ACCOUNTS RES. NO. 18 Moved by Miller Seconded by Leatham RESOLVED that the Mayor and Administrator /Treasurer are hereby authorized to sign Payment Voucher #11 amounting to $591,281.14 in settlement of General, Road, Water and Arena Accounts (including cheques: #9675- 9860). DISPOSITION: Carried November 10111...Pg 5 of 8 SUBJECT: CORRESPONDENCE 1. County of Brant — request for support of a resolution regarding grain elevators` property class Instruction: RES. NO. 19 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 County of Brant regarding assessment of commercial grain elevators. DISPOSITION: Carried 2. Westover Treatment Centre — request for a waiver to sell 50/50 tickets in the Municipality of West Elgin Instruction: RES. NO. 20 Moved by Miller Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin has no objections to the sale of lottery tickets by Westover Treatment Centre. DISPOSITION: Carried 3. CUTA — report containing operating statistics Instruction: File 4. Tony Jackson — information regarding Sunday Gun hunting Instruction: File 5. Municipality of Central Huron — request for support of a resolution regarding restricting use of farm buildings Instruction; RES. NO. 21 Moved by Miller Seconded by Leathern RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the Municipality of Central Huron objecting to the direction from the Fire Marshal's officer restricting the use of farm buildings. DISPOSITION: Carried 6. AMO • Watch File — October 13, 2011; • Watch File —October 20, 2011; • Watch File — October 27, 2011; • AMO September Board Meeting Report; • Watch File — November 3, 2011 Instruction: File 7. The Ontario Aggregate Resources Corporation 2010 Annual Report Instruction: File 8. Minister of Transportation — letter of introduction Instruction: File November 10111...Pg 6 of 8 RES. NO. 22 Moved by Bodnar Seconded by Aldred RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2011-70 — AMEND PURCHASING POLICY RES. NO. 23 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to amend By -law 2004 -78 being a by -law to adopt a purchasing policy and procedure and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 24 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to amend By -law 2004 -78 being a by -law to adopt a purchasing policy and procedure be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011-70 — Amend Purchasing Policy DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 25 Moved by Bodnar Seconded by Aldred RESOLVED that the minutes of the following committee meetings be received: West Elgin Chamber of Commerce — September 6, 2011 West Elgin Arena Board — September 20, 2011 West Elgin Recreation Committee — September 21, 2011 West Elgin Economic Development Committee -- September 26, 2011 West Elgin Economic Development Committee — October 24, 2011 DISPOSITION: Carried SUBJECT: SUNDAY GUN HUNTING RES. NO. 26 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approve Sunday hunting and that the Ministry of Natural Resources be asked to amend the regulations accordingly. The Deputy Mayor requested a recorded vote. Leatham Yes Aldred Yes Miller Yes Bodnar No Wiehle No DISPOSITION: Carried SUBJECT: OGRAIROMA CONFERENCE Direction was given to register all members of Council for housing for the conference. November 10/11...Pg 7 of 8 SUBJECT: MOE /SPREADING ON FARMLAND The Mayor reported that he had received complaints about the spreading of manure and compost too dose to wells and property line. It was reported that concerned landowners should report these occurrences to the Ministry of Environment. SUBJECT: COUNCIL ANNOUNCEMENTS Councillor Miller reported that the Chamber of Commerce is discussing ways to encourage more businesses to join. Requirement to attend meetings is under discussion. The Deputy Mayor reported that she attended the Age Friendly Forum. The Community Policing Committee has requested a flashing light at the intersection of Queen and Furnival Roads. Councillor Leatham reported that the Community Policing Committee have asked about the lighting at the interchanges on the 401. Councillor Aldred reported that the West Lorne Fire Department volunteers would participate in the staff Christmas party. Councillor Leatham reported that the Rodney Fire Department volunteers would not be participating in the Christmas party. He attended a water conference with the Water Superintendent. SUBJECT: CLOSED SESSION RES. NO. 27 Moved by Leatham Seconded by Miller 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; • litigation or potential litigation. DISPOSITION: Carried RES. NO. 28 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that direction had been given regarding the disposition and acquisition of lands. Further, legal advice was received on pending litigation matter. SUBJECT: CONFIRMATION BY-LAW RES. NO. 29 Moved by Miller Seconded by Leather RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting held on November 10th, 2011 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried November 10/11...Pg 8 of 8 RES. NO. 30 Moved by Leatham Seconded by Miller RESOLVED that a By -law to confirm the proceedings of the meeting held on November 10th, 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -71 — Confirming By- law November 10 2011 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 31 Moved by Aldred Seconded by Bodnar RESOLVED that this Regular Meeting of Council shall adjourn at 5:30 p.m. to meet again on November 24, 2011. DISPOSITION: Carried These minutes were adopted on the 15`h day of December, 2011. Mayor Clerk MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS NOVEMBER 24, 2011 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Joanne Groch AdministratorlTreasurer Norma Bryant Clerk ALSO PRESENT: Ted Halwa Planning Consultant DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin approves the agenda for November 24, 2011 as printed and circulated with the following addition: • Closed Session -- personnel matter DISPOSITION: Carried Council recessed to sit as Committee of Adjustment (Ossel) and hold a public meeting for zoning amendment for Lot 8, Concession 11 (571419 Ontario Limited) and resumed their meeting thereafter. SUBJECT: ZONING BY -LAW AMENDMENT — 509692 ONTARIO LIMITED (SLAATS) 167 & 170 HARPER STREET and 166 QUEEN STREET Also in attendance: John Slaats RES. NO. 2 Moved by Miller Seconded by Bodnar RESOLVED that the report from Community Planners re: Amendment to Zoning By -law — 509692 Ontario Limited be received. DISPOSITION: Carried November 24111...Pg 2 of 6 SUBJECT: SEASIDE DEVELOPMENT — COMMERCIAL BLOCK REZONING APPLICATION RES. NO. 3 Moved by Bodnar Seconded by Miller RESOLVED that the report from Community Planners re: Amendment to Zoning By -law — Seaside Waterfronts Inc. be received. DISPOSITION: Carried SUBJECT: STREETSCAPE PLANS The Planner gave a powerpoint presentation summarizing the proposed streetscape plans for the Villages of Rodney and West Lorne. RES. NO. 4 Moved by Miller Seconded by Leathern RESOLVED that the Draft report from Community Planners re: Streetscape Master Plans be received. DISPOSITION: Carried SUBJECT: BOULEVARD TREATMENTS — RODNEY RES. NO. 5 Moved by Bodnar Seconded by Aldred RESOLVED that Council approve the following sidewalk boulevard treatment for Rodney: • Pattern #1 as per Community Planer's presentation on November 24, 2011 • Colour — boulder light (CBM coloured concrete) DISPOSITION: Carried The Planner left the meeting. SUBJECT: COURT OF REVISION — NEWTENS DRAIN RES. NO. 6 Moved by Leatham Seconded by Miller RESOLVED that the members of the Court of Revision on the Newtens Drain be as follows: Chairman: Dug Aldred Members: Norm Miller, Richard Leatham, Bernie Wiehle, Mary Bodnar DISPOSITION: Carried Council recessed to hold a Court of Revision for the Newtens Drain and resumed their meeting thereafter. SUBJECT: QUOTATION FOR AXFORD DRAIN MAINTENANCE Council received the following quotations for Axford Drain maintenance: Dave Lilley & Son Excavating Timmermans Drainage Darrell Dick Excavating QUOTE (plus HST) $12,980.00 $27,850.00 $16,210.00 November 24/11...Pg 3 of 6 RES. NO. 7 Moved by Aldred Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Dave Lilley & Son Excavating in the amount of $12,980.00 plus taxes for Axford Drain — culvert replacement. DISPOSITION: Carried SUBJECT: WASTE RECYCLING PLAN RES. NO. 8 Moved by Bodnar Seconded by Miller RESOLVED that the "Waste Recycling Plan" prepared by WESA be adopted. DISPOSITION: Carried SUBJECT: CORRESPONDENCE: 1. Ministry of Natural Resources — Zoning By -law Amendment (Seaside Waterfronts) Instruction: File 2. Ministry of Environment — Zoning By -law Amendment (Seaside Waterfronts) Instruction: File 3. Elgin County Land Division Committee — Application for Consent (Roodzant Farms) Instruction: RES, NO. 9 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application E110/11 applied for by Roodzant Farms Limited. In accordance with Section 6.2.9 (surplus farm dwellings) of the Municipality of West Elgin Official Plan, Council supports application E110/11 subject to the following conditions: 1. Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments, if required. 3. Subject to drainage outlet & drainage agreement, if required. 4. Subject to requirements of the Municipal Road Department regarding access and/or drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water and /or sewer connection fees, if applicable. 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement. 8. Two copies of the registered reference plan, together with a copy of the said plan showing the locations and dimensions of all buildings and structures, are submitted to the satisfaction of the municipality, 9. Taxes to be paid in full. DISPOSITION: Carried 4. Elgin County Land Division Committee — Application for Consent (Parezanovic Farms) Instruction: November 24/11... Pg 4 of 6 RES. NO. 10 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application E113/11 applied for by Parezanovic Farms Inc. In accordance with Section 6.2.9 (surplus farm dwellings) of the Municipality of West Elgin Official Plan, Council supports application El 13/11 subject to the following conditions: 1. Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments, if required. 3. Subject to drainage outlet & drainage agreement, if required. 4. Subject to requirements of the Municipal Road Department regarding access and/or drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water and/or sewer connection fees, if applicable. 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and /or necessary replacement. 8. Two copies of the registered reference plan, together with a copy of the said plan showing the locations and dimensions of all buildings and structures, are submitted to the satisfaction of the municipality. 9. Taxes to be paid in full. DISPOSITION: Carried 5. Elgin County — Agreement for Municipal Investigator Instruction: RES. NO. 11 Moved by Leatham Seconded by Miller RESOLVED that Mr. John Maddox (JGM Consulting) be re- appointed as Closed Meeting Investigator for the Municipality of West Elgin for a four - year term ending December 31st, 2015 and that the necessary by -law be brought forward. DISPOSITION: Carried RES. NO. 12 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. 2011-72 — ZONING AMENDMENT (571419 ONTARIO LTD) RES. NO. 13 Moved by Aldred Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -law to amend Township of Aldborough Zoning By -law No. 90 -50, to change the zoning of lands in Part of Lot 8, Concession 11, from the Agricultural (A1) Zone to the Special Agricultural (A2) Zone and to the "site- specific" Agricultural (A1 -79) Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried i November 24/11...Pg 5 of 6 RES. NO. 14 Moved by Leatham Seconded by Aldred RESOLVED that a by -law to amend The Township of Aldborough Zoning By -law No. 90 -50 to change the zoning of lands in Part of Lot 8, Concession 11, from the Agricultural (A1) Zone to the Special Agricultural (A2) Zone and to the "site- specific" Agricultural (A1 -79) Zone and shall now be read a third time and finally passed, signed, seated and numbered By -law Number 2011 -72 — Zone Amendment — 571419 Ontario Ltd. (Miller) DISPOSITION: Carried SUBJECT: BY -LAW NO. 23011-73 — REAPPOINT MEETING INVESTIGATOR RES. NO. 15 Moved by Bodnar Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By -Law to reappoint JGM Consulting as the Meeting Investigator and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 16 Moved by Aldred Seconded by Bodnar RESOLVED that a By -law to reappoint JGM Consulting as the Meeting Investigator be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -73 — Reappoint Meeting Investigator DISPOSITION: Carried SUBJECT: BY -LAW NO. 2011-74 — ZONING AMENDMENT (509692 ONTARIO LTD) RES. NO. 17 Moved by Miller Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -law to amend Village of Rodney Zoning By -law No. 89 -10, to change the zoning of lands located on Lot 5 to 8, Block "A ", Plan 67, from the Central Commercial (C1) Zone to the "site- specific" Residential First Density - Holding (R1 -5 -H) Zone, and on lands located on Lot 17 and 18, Block "B ", Plan 67 from the Central Commercial (C1) Zone to the "site- specific" Residential Second Density - Holding (R2 -4 -H) Zone and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 18 Moved by Aldred Seconded by Leatham RESOLVED that a by -law to amend Village of Rodney Zoning By -law No. 89 -10, to change the zoning of lands located on Lot 5 to 8, Block "A ", Plan 67, from the Central Commercial (C1) Zone to the "site- specific" Residential First Density - Holding (R1 -5 -H) Zone, and on lands located on Lot 17 and 18, Block "B ", Plan 67 from the Central Commercial (C1) Zone to the "site- specific" Residential Second Density - Holding (R2 -4 -H) Zone and shall now be read a third time and finally passed, signed, sealed and numbered By -law Number 2011 -74 — Zone Amendment — 509692 Ontario Ltd. (Sleets) DISPOSITION: Carried November 24/11...Pg 6 of 6 SUBJECT: WEST LORNE HERITAGE HOMES HUB RES. NO. 19 Moved by Leatham Seconded by Bodnar RESOLVED that Council authorize a grant in the amount of $15,000.00 for the construction of West Lorne Heritage Homes Hub. DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 20Moved 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; • Labour relations or employee negotiations; • Receiving of advice that is subject to solicitor- client privilege. DISPOSITION: Carried RES. NO. 21 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported, that Council had given direction to the Administrator regarding a personnel matter. Further, discussion was held regarding a proposed disposal of land. SUBJECT: CONFIRMATION BY -LAW RES. NO. 23 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 November 24th, 2011 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 24 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to confirm the proceedings of the meeting of Council held on November 24th, 2011 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2011-75 — Confirming By -law November 24 2011 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 25 Moved by Miller Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 4:15 p.m. to meet again on December 15, 2011. DISPOSITION: Carried These minutes were adopted on the 15th day of December, 2011. MAYOR CLERK MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN COMMITTEE OF ADJUSTMENT WEST ELGIN COUNCIL CHAMBERS NOVEMBER 24, 2011 MEMBERS PRESENT: Chairman: Bernie Wiehle Members: Mary Bodnar, Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Norma Bryant Joanne Groch ALSO PRESENT: Ted Halwa Secretary — Treasurer Administrator/Treasurer Planner Chairman Bernie Wiehle called the meeting to order at 9:30 a.m. SUBJECT: MINOR VARIANCE APPLICATION A212011 — ANNE OSSEL Also in attendance: Anne Ossel, Frank Machan The Chairman announced a Minor Variance Application of Anne Ossel, located at Part of Lot 7, Concession VII will be reconvened to discuss proposed conditions. The Committee reviewed a report from the Planner outlining proposed conditions for this application. The Planner noted that conditions regarding length of time, approval only apply to applicants, commercial assessment and signage were not included. RES. NO. 1 Moved by Bodnar Seconded by Miller RESOLVED that the Committee of Adjustment grants the minor variance application from Anne Ossel for lands located on part of Lot 7, Concession 7, Downie Line to provide relief under Township of Aldborough Zoning By- law 90 -50, specifically Section 5.1.1 to permit the sale and display of motorized golf carts, garden tractors and related parts and accessories on the subject lands subject to the following conditions. Conditions: 1. That the said golf carts, garden tractors and related parts and accessories be confined to the fenced storage compound and/or within the existing implement shed except as required during working hours to the lands lying between the said compound and implement shed. 2. That no display of the said golf carts, garden tractors or related parts and accessories occur on the lands known municipally as 12678 Furnival Road or within the abutting road allowance. 3. That the said garden tractors be restricted to a maximum 35 horsepower. November 24/11 .....Page 2 of 2 Reasons: i The variance is considered to be consistent with the Provincial Policy Statement. ii The intent of the West Elgin Official Plan is maintained. iii The intent of the Township of Aldborough Zoning By-law is maintained. iv The variance is considered "minor' given the circumstances. v The variance is desirable for the appropriate use and development of the lands. Concur in the Decision: Mary Bodnar Norm Miller Dug Aldred Richard Leatham Bernie Wiehie SUBJECT: ADJOURNMENT Committee Member Committee Member Committee Member Committee Member Committee Member RES. NO. 2 Moved by Leatham Seconded by Miller RESOLVED that this Committee of Adjustment Meeting, held under Section 45(5) of the Planning Act be hereby adjourned. DISPOSITION: Carried These minutes were adopted on the 15'h day of December, 2011. Chairman Secretary- Treasurer MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS NOVEMBER 24, 2011 MEMBERS PRESENT: STAFF PRESENT: ALSO IN ATTENDANCE: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Ted Halwa Administrator/Treasurer Clerk Planning Consultant SUBJECT: REZONING — 22744 SILVER CLAY LINE (571419 ONTARIO LTD - MILLER) Also in attendance: John Miller The Mayor called the meeting to order at 9:45 a.m. The Clerk informed those present that notice of this meeting had been given under Section 34(12) of the Planning Act by prepaid first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received from the Lower Thames Valley Conservation Authority indicating no objections. The proposed amendment would change the zoning of lands lying on the north side of Silver Clay Line east of Furnival Road (County Road No. 103), comprising part of Lot 8, Concession XI, from the Agricultural (Al) Zone to a 'site- specific' Agricultural (A1 - #) Zone and to the Special Agricultural (A2) Zone. The amendment would fulfill a condition imposed by the County of Elgin Land Division Committee in granting a corresponding Application for Consent E77/11 to create a lot to dispose a surplus farm dwelling. The lands proposed to be rezoned Special Agricultural (A2) comprise an area of 5,261 square metres (1.3 acres), a frontage of 102 metres (335 ft) and a variable depth. The parcel is occupied by a single unit dwelling (circa 1940's) and a detached garage. No change in use is proposed. The parcel satisfies the minimum lot area, maximum lot area and minimum lot frontage requirements (4,000 sq m, 1.0 ha and 50 m respectively) of the A2 zone. Permitted uses include a single unit dwelling, bed and breakfast establishment, home occupation and an agricultural use as an accessory use. The lands proposed to be rezoned 'site- specific' Agricultural (A1 - #) comprise an area of 18.3 hectares (45.2 acres) and a frontage of approximately 212 metres (696 ft). The parcel is without buildings or structures and has been cleared extensively for agricultural purposes with the exception of pockets of woodlots in the northern portion of the parcel. No change in use is proposed. The `site - specific' (i.e. Al - #) zoning would permit the creation of a lot having less than the minimum lot area requirement (19 ha) of the Al November 24, 2011..... Page 2 of 2 zone and prohibit a dwelling being erected on the lands as stipulated by the Provincial Policy Statement and the West Elgin Official Plan. The subject lands are designated 'Agricultural' and the aforementioned woodiot is designated as 'Woodlands' in the West Elgin Official Plan. The proposed amendment is considered to be in conformity with the Plan. SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Miller Seconded by Leatham RESOLVED that the Public Meeting concerning a proposed Zoning By -law Amendment for land located at Lot 8, Concession 11 (Miller) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on the 15`h day of December, 2011. MAYOR CLERK MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN COURT OF REVISION WEST ELGIN COUNCIL CHAMBERS NOVEMBER 24, 2011 MEMBERS PRESENT: Chairman: Dug Aldred Members: Norm Miller, Richard Leatham, Bernie Wiehie, Mary Bodnar STAFF PRESENT: Joanne Groch Administrator,Treasurer Norma Bryant Clerk John Ungar Drainage Superintendent SUBJECT: COURT OF REVISION -- NEWTENS DRAIN Also in attendance: Andrea Winter, Engineer; John Tacij RES. NO. 1 Moved by Wiehle Seconded by Bodnar RESOLVED that the Court of Revision for the Newtens Drain be convened. DISPOSITION: Carried The Clerk informed the Court that no written appeals had been received. RES. NO. 2 Moved by Miller Seconded by Leatham RESOLVED that the assessment on the Newtens Drain be confirmed as per the Engineer's Report. DISPOSITION: Carried RES. NO. 3 Moved by Bodnar Seconded by Wiehle RESOLVED that there being no further business, the Court of Revision on the Newtens Drain be adjourned. DISPOSITION: Carried These minutes were adopted on the 15th day of December, 2011. MAYOR CLERK MUNICIPALITY OF WEST ELGIN NOTICE OF PUBLIC MEETING ZONING BY -LAW AMENDMENT Daniel Kersten 12284 Blacks Road 8I DATE & TIME: 1:30 p.m. Thursday, December 15th, 2011. LOCATION: West Elgin Municipal Building - 22413 Hoskins Line north of the Village of Rodney. PURPOSE: To consider a proposed amendment to the Zoning By -law for the purposes of disposing a surplus farm dwelling. The proposed amendment would re -zone the lands lying on the east side of Blacks Road north of Queens Line (County Road No. 104) from the Agricultural (A1) Zone to the `site- specific' Special Agricultural (A2 -#) Zone and to the `site- specific' Agricultural (A1-#) Zone. The amendment would also fulfill a condition imposed by the County of Elgin Land Division Committee (Application for Consent E85111) to dispose the surplus farm dwelling situated on the lands. The lands proposed to be rezoned `site - specific' Special Agricultural (A2-#) comprise an area of 2.1 hectares (5.2 ac) and a frontage of 77.9 metres (256 ft). The parcel is occupied by a single unit dwelling (erected circa 1930) and three storage barns. No change in use is proposed. The 'site - specific' zoning would permit the creation of a lot greater than the maximum lot area requirement (1 hectare) of the A2 zone. All other yard requirements are capable of being satisfied. Permitted uses include a single unit detached dwelling, home occupation and an accessory use. The lands proposed to be rezoned 'site- specific' Agricultural (A1-#) comprise an area of 41 hectares (101.3 ac) with frontage on Queens Line (County Road No. 104), Downie Line and Blacks Road. The lands have been extensively cleared for agricultural purposes with the exception of a large woodlot which occupies the northeasterly portion of the parcel. No change in use is proposed. The 'site - specific' zoning would prohibit a dwelling being erected in the future as stipulated by the Provincial Policy Statement and the Municipality of West Elgin Official Plan. The subject lands are designated 'Agricultural' in the Municipality of West Elgin Official Plan. ANY PERSON may attend the public meeting and /or make a written or verbal representation either in support of, or in opposition to, the proposed amendment. IF A PERSON OR PUBLIC BODY that files an appeal of a decision of the Council of the Corporation of the Municipality of West Elgin in respect of the proposed zoning by -law does not make oral submissions at a public meeting or make written submissions to the Council of the Corporation of the Municipality of West Elgin before the proposed zoning by -law is adopted, the Ontario Municipal Board may dismiss all or part of the appeal. ADDITIONAL INFORMATION relating to the proposed amendment is available between 9:00 a.m. and 4:00 p.m. at the Municipal Office or from the Municipal Planner, Mr. Ted Halwa, at (519) 963 -1028 (London, Ontario). THE information and material required under Sections 34(10.1) and 34(10.2) of the Planning Act have been provided and this shall serve as sufficient notice of same under Section 34 (10.4) of the Act. DATED AT RODNEY this 15th day of November, 2011. Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Norma Bryant Rodney, Ontario Clerk NOL 2C0 Telephone: (519) 785 -0560 Fax: (519) 785 -0644 Email: nbryant @westelgin.net APPLICATION FORA ZONING BY -LAW AMENDMENT: P1212011 Daniel Karsten 12284 Blacks Road Part of Lot 1, Concession VII (Aldborough) Municipality of West Elgin Municipality of WEST ELGIN I i 1 BF ‘1 I I II Clachan III Municipality of Southwest Middlesex FLENIING LINE BEATTIE LINE '1, . OQ 0 cc z IU ❑ z VI I r I Y 1 V11 I I� 5 I (VIII ai 5 I I A B C 1 IX �MCNIILLAN.UNE 104 QUEENS LINE 1 »� CONCESSIONWITI 104 LANDS PROPOSED TO BE RE -ZONED 1:15,000 'SITE - SPECIFIC' SPECIAL AGRICULTURAL (A2 - #) AIR PHOTO: 2006 LANDS PROPOSED TO BE RE -ZONED SITE SPECIFIC' AGRICULTURAL (Ai -#) 3 14 15 16 17 18 West Lorne I = 19 20 ' 21 22 23 24 1 o w -a au 0 XII Eagle Port Glasgow GRAY LINE LAKE ERIE MUNICIPALITY OF WEST ELGIN NOTICE OF PUBLIC MEETING ZONING BY -LAW AMENDMENT Walter Bianco 23573 Gray Line DATE & TIME: 1:30 p.m. Thursday, December 15th, 2011. LOCATION: West Elgin Municipal Building - 22413 Hoskins Line north of the Village of Rodney. PURPOSE: To consider a proposed amendment to the Zoning By -law for the purposes of creating two residential building lots The proposed amendment would re -zone lands lying on the south side of Gray Line and east of Furnival Road (County Road No. 103) from the Agricultural (Al) Zone to the Lakeshore Residential (LR) Zone to permit their use for residential purposes. The subject lands have an area of 6.9 hectares (17 ac) with a frontage of 234.8 m (770.3 ft) on Gray Line. The lands have been divided into three smaller parcels, two of which constitute building lots. The remaining tot is occupied a single unit detached dwelling and various accessory buildings. Each building lot has an area of approximately 1.8 hectares (4.4 ac), a frontage of 60.9 metres (200 ft) and a depth of approximately 300 metres (984 ft). The remaining lot has an area of 3.3 hectares (8.1 ac), a frontage of 119 metres (390 ft) and a depth of approximately 270 metres (886 ft). The lots were created by the County of Elgin Land Division Committee (Application for Consent E65/11) subject to certain conditions being met including re- zoning for the purposes intended. All three Tots satisfy the minimum lot area and minimum lot frontage requirements (1,500 sq m and 30 m respectively) of the LR zone. The minimum setback and yard requirements of the LR zone including the minimum setback of 100 m from the 100 year erosion limit of Lake Erie are capable of being satisfied. Permitted uses of the LR zone include a single unit detached dwelling and accessory uses. The subject lands are designated `Lakeshore Area' in the Municipality of West Elgin Official Plan. ANY PERSON may attend the public meeting and /or make a written or verbal representation either in support of, or in opposition to, the proposed amendment. IF A PERSON OR PUBLIC BODY that files an appeal of a decision of the Council of the Corporation of the Municipality of West Elgin in respect of the proposed zoning by -law does not make oral submissions at a public meeting or make written submissions to the Council of the Corporation of the Municipality of West Elgin before the proposed zoning by -law is adopted, the Ontario Municipal Board may dismiss all or part of the appeal. ADDITIONAL INFORMATION relating to the proposed amendment is available between 9:00 a.m. and 4:00 p.m. at the Municipal Office or from the Municipal Planner, Mr. Ted Halwa, at (519) 963 -1028 (London, Ontario). THE information and material required under Sections 34(10.1) and 34(10.2) of the Planning Act have been provided and this shall serve as sufficient notice of same under Section 34 (10.4) of the Act. DATED AT RODNEY this 15th day of November, 2011. Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Norma Bryant Rodney, Ontario Clerk NOL 2CO Telephone: (519) 785 -0560 Fax: (519) 785 -0644 Email: nbryant @westelgin.net APPLICATION FORA ZONING BY -LAW AMENDMENT: P11/2011 Walter Bianco 23573 Gray Line Part of Lot 11, Concession XIV (Aldborough) Municipality of West Elgin Municipality of WEST ELGIN Municipality of BF Southwest Middlesex /1+ , I GIBB LINE 11031 II Clachan 6 JOHNSTON LINE III CLACHAN ROAD FLEMING LINE f- IV V MCLEAN LINE BEATTIE LINE'',.. 0.O' z w 0 z MORRISON ROAD J KINTYRE LINE MCDOUGALL LINE VI VI & VII HWY401 HOSKINS LINE DOWNIE LINE r w ;VII sl 104- 15 Q I u I VIII al 2' A B C D IX I X I 01 ZI (9) I I XI a Ur 2I MCMILLAN LINE PIONEER LINE 11031 0 cc cc z w x Rodney QUEENS LINE ZONING Al AGRICULTURAL LR LAKESHORE RESIDENTIAL -a. GBRAY LINE' ' L'�'r60 µm�as ifsQrlm'''x . ;_ {s /CQNCES,SIO�NzXIII- 4 1.8 ha (4.4 ac) AIR PHOTO: 2006 0 1.7 ha (4.2 ac) 3.3 ha (8.1 ac) kaT 11 „, w CONCESjIO{tV X_IV ` • Y LF LAKE ERIE 1:4,000 LANDS PROPOSED TO BE RE -ZONED LAKESHORE RESIDENTIAL (LR) NOTE: ALL BOUNDARIES ARE APPROXIMATE 1 2 3 4 5 6 7 8 9 10 11 12 MARSH LINE LACKS ROAD THOMSON LINE 0 J SILVER CLAY LINE LL TALBOT LINE New Glasgow Port Glasgow . a a a West Lorne 13 14 15 16 17 18 19'2021 22 23 24I o, r e 's 8 I r 0 I Eagle GRAY LINE LAKE ERIE 1:100,000 Metres 0 1,250 2,500 3,750 5,000 NOVEMBER 2011 ROADS REPORT 1. Drier weather allowed us to remove built up shoulder berms along county roads. This operation served 2 purposes, it improves drainage, and reduces snow drifting. 2. Furnival Road shoulder excavated material was used to rehabilitate Kearns gravel pit and the material removed from shoulder berming was used as topsoil in these areas. 3. Gravel roads were scraped and potholes were repaired throughout the Municipality (again!) 4. A suitable candidate to replace our weekend patroller was found from our recent applications. He is a former temporary employee and is therefore familiar with our operations and will fit in quite well. Paul Van Vaerenbergh C.R.S.i. Roads Superintendent TO: FROM: DATE: SUBJECT COUNCIL OF THE MUNICIPALITY OF WEST ELGIN PAUL VAN VAERENBERGH C.R.S.I., ROADS SUPERINTENDENT DECEMBER 8, 2011 THE PONGRACZ DRAIN RECOMMENDATION: Council approves that an engineer be appointed under section 78 to reconstruct the Pongracz drain. INTRODUCTION: The Pongracz drain runs east to west directly alongside Marsh Line east of Kerr Road (lots 13, 14, 15 concessions 9& 10) and was constructed in 1 957. DISCUSSION: Due in part to its age this drain is in poor repair and has been causing sinkhole problems over the last few years. The drain is located directly alongside what is a tar and chip surfaced road. This causes the edge of the road to collapse resulting in costly repairs. The construction of a new drain removed from the road allowance will be beneficial in preserving the expected life span of this section of Marsh Line West Elgin Recreation Report For West Elgin Council Regular Session December 15 2011 1) As indicated the West Elgin Arena Board is considering the replacement of the Ice Resurfacer in the 2012 Budget. The approximate budget figure for this piece of equipment is $ 75,000.00 plus applicable taxes. As with any piece of equipment there are many and varied options which cannot be accurately priced out until the specifications are in place. The existing resurfacer is in excess of 30 years old and has outlived its life span, and is need of replacement. 2) The sound system is currently in the process of being replaced. The new system will provide arena spectators and program participants with quality sound. 3) The Fire suppression system has been replaced in the arena concession, with a Class K system. 4) We are currently acquiring information regarding the installation and replacement of the range hood system at the Recreation Center as well. 5) The leaking roof at the Recreation Center we believe was caused by the heating and air conditioning units duct work. With the hard rains as of late the water / rain was entering the facility by following the duct work from these units. Portions of the insulation had been removed or fallen off and with the driving rain was entering the facility. Recreation Staff will continue to monitor this situation. Also we had water entering the facility from the floor area. The rain was hitting the large door on the east end of the facility, running down the door and had rained enough to fill the header trench located at the south end of the facility, which then overflowed and settled on the floor of the recreation center. Both situations will be monitored and permanent repairs made early in the spring of 2012. 6) There are a number of repairs at the Recreation Center that were budgeted for in 2011 and not completed. Including such things as the front sidewalk, windows, and washroom repairs / renovations. It is difficult to schedule repairs or renovations when the facility is in use. I propose that the Recreation Center be shut down in June of 2012 and the repairs scheduled for completion at that time. The County did the same thing when they renovated the Rodney Library, this is possibly the best and safest way to get the repairs done. There is a lead time of 6 months so the user groups could b e notified in lots of time and the work completed before the summer camp starts in July. 7) The plans or concept for the tractor pull track were submitted to the Road Superintendent for consideration. Recreation Staff attended at the Park, made some measurements using the Fair Boards distances, and the track will just fit. However there are some considerations, one large consideration is drainage around the tractor pull track, and how to incorporate the transition between the two tracks, they will be adjacent to -2- each other, in fact touching, they will be that close even using the minimum distances that the Fair board presented us with. During 2011 we experienced drainage problems within the park. When we excavated a portion of the drain we discovered that the drain was 3/4 full of sand and the like. This Park drain should also be replaced at the same time. The tile around the basketball and skateboard park also runs very slowly. We could not find a drawing to indicate where the drain actually was nor where the outlets were. There needs to be investigation done regarding this drain so as to prevent the creation of additional problems, prior to the excavation for the tractor pull track. 8) I have initiated contact with the Public Services Health and Safety Association to discuss the future of our Health and Safety Program. The PSHSA used to be the Municipal Health and Safety Association and will audit or scrutinize our Health and safety program and recommend changes to keep the Municipality in compliance. Our first meeting will be on December 21 or 22 to discuss and possibly begin the process of reviewing our program. 9) The cedar bushes / trees have been removed or will be in the near future along the back half of Jesse Street in West Lorne to facilitate the installation and moving of the dilapidated street light pole at the end of Jesse Street. The replanting of the same number of trees / bushes in Miller Park will occur in the spring and or fall of 2012. There will be a number of trees planted in the bush or forested area in Miller park in the upcoming years. There are a number of Ash trees located in this area and as such are falling victim to the Emerald Ash Bore. Every year the Parks Department replants, plants several trees at various locations in our parks, not only to replace removed trees but to insure adequate tree coverage. 10) The advertising promotion for the Recreation Committee resulted in one person coming forward to offer to sit on the Committee. This leaves the committee short of fulfilling the By Law. During the Month of December the Municipality has taken the Recreation Committee members out for an appreciation dinner, unfortunately the December meeting was cancelled, or re- scheduled pending the results or our recruiting. Jeff Slater Recreation Superintendent. MUNICIPALITY OF WEST ELGIN MONTHLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL DATE: December 15, 2011 RE: BUILDING REPORT FOR MONTH OF September No. of Permits Issued for Month of September 2011 2010 SFD Units New /Additions 2 Demolitions Storage Buildings New /Additions Storage Buildings New /Additions Demolitions 2 Demolitions Garages/ Car Ports New Garages/ Car Ports New Demolitions Demolitions Farm Buildings New /Additions Farm Buildings New /Additions 3 1 Demolitions Other New Other New 1 Demolitions Septic Permits 7 Septic Permits 2 Estimated Value Permit Revenue for for Year Estimated Value Permit Revenue for for Month of September $118,200.00 $635,500.00 Month of September $1,883.28 $3,591.97 No. of Permits Issued for year to date SFD Units New /Additions 21 19 Demolitions Storage Buildings New /Additions 1 5 Demolitions Garages/ Car Ports New 4 3 Demolitions Farm Buildings New /Additions 16 8 Demolitions 1 Other New 7 13 Demolitions 7 Septic Permits 7 12 Estimated Value Permit Revenue for for Year $2,341;765.00 $6,377,762.00 Year $20,012.64 $47,141.34 TO: FROM: DATE: RE: MUNICIPALITY OF WEST ELGIN MONTHLY REPORT COUNCIL OF THE MUNICIPALITY OF WEST ELGIN LORNE McLEOD, CHIEF BUILDING OFFICIAL December 15, 2011 BUILDING REPORT FOR MONTH OF OCTOBER No. of Permits Issued for Month of October 2011 2010 SFD Units New /Additions 2 Demolitions Storage Buildings New /Additions Storage Buildings New /Additions Demolitions 2 Demolitions Garages/ Car Ports New Garages/ Car Ports New Demolitions Demolitions Farm Buildings New /Additions Farm Buildings New /Additions 1 1 Demolitions 1 Other New Other New Demolitions Demolitions Septic Permits 11 Septic Permits 4 Estimated Value Permit Revenue for for Year Estimated Value Permit Revenue for for Month of October $346,000.00 $55,000.000 Month of October $3,830.72 $702.44 No. of Permits Issued for year to date SFD Units New /Additions 23 19 Demolitions Storage Buildings New /Additions 1 7 Demolitions Garages/ Car Ports New 4 3 Demolitions 1 Farm Buildings New /Additions 17 8 Demolitions 1 Other New 7 13 Demolitions 7 Septic Permits 11 12 Estimated Value Permit Revenue for for Year $2,687,765.00 $6,432,762.00 Year $23,843.36 $47,843.78 C4a November 2011 Water Department Report 1.All required water samples and water quality checks were done with no water quality issues to report. 2. We had a water main break at the corner of Maple St and Ridge St. on the night of November 2"d.All staff came in and worked through the night to get it repaired and service restored. 3.The vehicles that were declared surplus were sold at an auction instead of advertising in the paper. The Rec truck, 2002 Ford Ranger made $1600,Water Dept 2002 Ford van $960, and 1999 Ford F150 made $400. 4.Quotes for a sewer camera will be shown the day of council. 5.There will be info on the Port Glasgow Trailer Park sewage system supplied the day of council. I met an outside source for a second opinion on the state of the bed. His thoughts were it is in a bad location (bottom of the slope) and the sewer infiltration had to be dealt with in order for it to properly function. Soil samples were taken to ensure the proper sand material was used in the bed and 1 shall have results on them for the 15 "' 6.All work orders, locates and other regular duties were completed on time in an orderly fashion. Mike Kalita Water Superintendent 0 Z W a 0 z w a 0 0 co 0) 0 7 i) 0 N ■Q) 0 O N 0 C 0_ W ce W Ca - w Z U w W 2 U O a z� U_ • O • w 03 O Nature of Complaint a r Q) N TO: FROM: DATE: SUBJECT: uni'ciFraCitg of ESQ �C�CYC COUNCIL OF THE MUNICIPALITY OF WEST ELGIN JOANNE GROCH, ADMINISTRATOR/TREASURER NORMA BRYANT, CLERK DECEMBER 15, 2011 WEST ELGIN PRIMARY WATER SYSTEM INTRODUCTION: This report is intended to provide Council with background and a recommendation in relation to the November 11, 2011 proposal from the Municipality of Dutton /Dunwich, a copy of which proposal is attached. The essence of the proposal is that West Elgin transfer to Dutton /Dunwich the Iona Meter Pit. DISCUSSION: The Iona Meter Pit is a component of the West Elgin Primary Water System. The transfer of the Iona Meter Pit will likely result in a significant reduction in water taking by Dutton /Dunwich from the West Elgin Primary Water System. This prospect has been in the offing for several years. Over that period, technical concerns have been expressed both by West Elgin's engineering consultants, Stantec Consulting Ltd., and also by the Ontario Clean Water Agency — Engineering Services. Attached is a copy of the August 10, 2010 letter sent by Stantec Consulting Ltd to OCWA, as well as the July 11, 2011 letter sent by OCWA to West Elgin. Council was provided with copies of each of these letters shortly after they were sent. This report will ensure that members of Council newly elected in October 2011 are aware of these technical concerns. Each letter, one in the summer of 2010 and the second in the summer of 2011, advises of potential negative impacts on the Primary Water System if there is a significant reduction in water taking from Dutton /Dunwich. There are then a number of recommendations for protecting the integrity of the West Elgin Primary Water System. Council has not acted on any of these recommendations. The November 11, 2011 proposal from Dutton /Dunwich makes no reference to potential negative impacts on the West Elgin Primary Water System nor to mitigation recommendations or measures. As the owner of the West Elgin Primary Water System, West Elgin has the obligation under the Safe Drinking Water Act, 2002, to delivery of safe drinking water to the standards prescribed under the Act, to maintain the System in a fit 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 state of repair and to otherwise satisfy the requirements prescribed for the System. In addition to the consequences to the Municipality of failing to meet these obligations, members of Council should appreciate the potential that a contravention of the Safe Drinking Water Act, 2002 could have serious consequences for any person who exercises decision - making authority over the West Elgin Primary Watery System. RECOMMENDATION: Having regard for the statutory obligations imposed by the Safe Drinking Water Act, 2002, West Elgin's senior administrative staff recommends that Council take no action on the November 11, 2011 proposal from Dutton /Dunwich unless and until the attached recommendations of Stantec Consulting and of OCWA have been undertaken. -/-e-c-rfri/L.L ,A/,,,, Joanne Groch, BA, AMCT Attachments Norma I. Bryant, Hon A, AMCT Municipality °}��Dutton /Ounwich MAYOR Cameron McWilliam 28740 Celtic Line, R. R. # i Dutton, NoL iJo DEPUTY MAYOR Bob Purcell 158 Shacldeton Street Dutton, NoL iJo November 11, 2011 Box 329,199 Currie Road, DUTTON, Ontario NoL Lio Telephone: (519) 762 -2204 Fax No. (519) 762 -2278 Clerk Administrator Ken Loveland Tri County Water Management Committee Municipality of West Elgin 22413 Hoskins Line Rodney, Ontario NOL 2C0 Attention: Joanne Groch Dear Joanne: RE: Iona Meter Pit COUNCILLORS Ian Fleck 272 Miller Road Box 542 Dutton, N0L iJo Donald H.Page 7949 Coyne Road R. R. # i Wallacetown, NoL 2Mo Dan McKillop 29094 Silver Clay Line, R.R. # 3 Dutton, NoL 1Jo 18 N!GIPaurr OF WEST BLOM gGCaFVF.f.7 NOV 1 7 2D11 The Council of the Municipality of Dutton/Dunwich would Iike to finalize the transfer of the Iona Meter Pit and proposes to make the transfer within the following framework: 1) Dutton/Dunwich will pay $50,000.00 to the Tri County Water Management Committee for the actual meter pit and all of the meter pit's associated structures and equipment, and with these funds the Tri County Water Management Committee will set -up a reserve fiend for future capital expenses determined at the discretion of the Committee; 2) Dutton/Dunwich will arrange for and pay the cost of Dutton/Dunwich's engineer to make any required amendments to licenses to reflect this transfer; 3) The Southwold -West Elgin System Interconnection and Water Supply Agreement dated July 2003 will be terminated, releasing the Tri County Management Committee of its responsibilities under this agreement, and Dutton/Dunwich will enter into an agreement with the Elgin Area Primary Water Supply System, the St. Thomas Secondary Water Supply System, the Township of Southwold and the Tri County Water Management Committee as necessary to supply water to the Tri County System in the event of an emergency; and 4) Dutton/Dunwich will make the necessary arrangements with the County of Elgin respecting the continuation of the meter pit on the County Road Allowance. The municipality of Dutton/Dunwich would request a response in regards to this matter on or before December 7, 2011. Yours truly, Ken Loveland Clerk Administrator KL:sc AretN Ontarle Clean Water Agency Agegage *Madams- s- es EaorT. ENGINEERING SERVICES July 11, 2011 Municipality of West Elgin P.O. Box 490 22413 Hoskins Line Rodney, ON NOL 2C0 Attention: Mrs. Joanne Groch CAO/Treasurer Dear Mrs. Groch: RE: Municipality of West Elgin Primary Water System System Integrity Issues One Yonge Street, Suite 1700 TEL: 416 -314 -5600 Toronto, Ontario FAX: 416-314-8300 Canada MSE 1 E5 www.ocwa.com Dir Line: 416 -314 -5551 Last year an analysis was undertaken by OCWA Engineering Services and Stantec Consulting to determine the impact on the West Elgin Primary Water System, if there was a significant reduction in water taking from Dutton - Dunwich. The computer modeling simulations showed some potential negative impacts for the Primary Water System. In Stantec's letter of August 10, 2010 (attached), a number of recommended undertakings were outlined that would be required to protect the integrity of the primary water system and meet all regulatory requirements. The recommendations are restated as follows: • Given the potential of degraded water quality and the potential of reverse flow back to the primary water system along Marsh and Talbot Lines, automated flow control, backflow prevention, and chlorine residual monitoring is recommended to maintain the safety of the primary water system. The scope of work and cost to construct and maintain the automated flow control and backflow prevention would need to be investigated; • The SCADA system of the new water treatment plant would require programming changes (ie. reconfiguring the high lift pump stop /start set - points; incorporate new flow control chambers and related appurtenances; alarming, etc.). Further investigation, including consultation with MOE, would be required to confirm the work scope and cost of required upgrades; • Given the risk potential of adverse water quality events occurring, consultation with the MOE would be prudent to confirm if re- chlorination at the new connection points would be required; • The water treatment plant's Licence (formerly CofA) would need to be revised, to reflect the corresponding changes (ie. lona Connection; high lift pump set - points; new flow control chambers, etc.). Consultation with MOE would be prudent to confirm what their expectations would be with respect to amending the plant's Licence and any other requirements to operate the two separate distribution systems; To date, the above mentioned items have not yet been addressed nor acted upon. It is imperative to proceed with the above noted recommendations prior to Dutton - Dunwich significantly reducing their water takings. Please note that we will require a minimum of 6 months advance notice to undertake this work. Tricounty Primary Water System System Integrity Issues July 11, 201 Page 2 If these recommended items are not undertaken before Dutton - Dunwich significantly reduces their water takings, the integrity of the Primary Water System would be put at risk. Additionally, since Southwest Middlesex has also indicated that they may take a majority or all of their water from another water system, the modeling should be updated to understand if there are any potential negative impacts to the Primary Water System. I trust the foregoing is self - explanatory. If you have any questions, please do not hesitate to call me. Yours truly, Andy K. Valickis, P.Eng. Director (A) tlw/ enclosures cc: Stantec Consulting Ltd. (Attn: Elvio Zaghi, P.Eng.) August 10, 2010 File: 165500634 Stantec Consulting Ltd. 800 - 171 Queens Avenue London ON N6A 5J7 Tel: (519) 645 -2007 Fax: (519) 645 -6575 Ontario Clean Water Agency Corporate Office One Yonge St, Suite 1700 Toronto, OIL M5E 1E5 Attention: Andy Valickis, P.Eng. Senior Project Manager Dear Sir: Reference: West Elgin Primary Water Supply Dutton - Dunwich Reduced Water Taking Modeling Analysis As requested, we undertook computer modeling simulations to assess the impact potential to the West Elgin Primary Water System, if Dutton - Dunwich secondary water system were to significantly reduce its water taking from the Tri- County system. The analysis findings and recommendations are described herein. Computer modeling simulations took into consideration historical average day demands and focused only upon the two (2) existing connections between the Dutton - Dunwich Secondary Water System and West Elgin Primary Water System: Marsh Line and Talbot Line. Pioneer Line was not considered as its watermain is currently valved closed after the Hwy 401 Service Centres and there is no plan to open this connection. Currently, the high lift pumps at the Water Treatment Plant operate automatically, starting when the liquid level within the West Lorne Standpipe is low and stopping when the Wallacetown Elevated Tower reaches maximum liquid level. The time duration of pump operation and frequency of pump starts /stops, throughout the day, will vary depending upon water demand across the Tri- County water service area, as well as the rate of supply flow from the Elgin Area Water System through the lona connection. The liquid level conditions within the both the West Lorne Standpipe and Wallacetown Elevated Tower are continuously monitored by the plant's SCADA system. The key findings from the computer modeling simulations are as follow: i) Watermain pressure and flow across the two (2) existing connections between the Dutton - Dunwich Secondary Water System and West Elgin Primary Water System (Marsh Line and Talbot Lines) could vary substantially depending upon the liquid levels within the West Lorne Standpipe and Wallacetown Elevated Tower, the operation of the high lift pumps at the Water Treatment Plant, and the pressure and flow rate from the Iona connection (Elgin Area Water System); ii) Under normal water demand conditions and when the plant's pumps are operating, there is sufficient pressure for water to flow from the West Elgin Primary Water System to Dutton - Dunwich's Secondary Water System. However, the water demand conditions can vary substantially (ie., day -to -day; season - to- season; year -to -year) and even with the plant's pumps operating, there can be occasional periods of low flows, no flows, or potentially reverse flows across the two (2) existing connections along Marsh Line Ranter August 10, 2010 Page 2 of 3 Reference: West Elgin Primary Water Supply Dutton - Dunwich Reduced Water Taking Modeling Analysis and Talbot Lines. Refer to Figure Nos. 1, 3, and 4 that illustrate the variation of flows across watermains along Marsh and Talbot Lines; iii) There could be high risk of water quality deterioration within watermains along Marsh and Talbot Lines. Originally, these watermains were sized and constructed for the purpose of conveying large flows from the West Elgin Primary Water System, to Dutton - Dunwich. By separating Dutton - Dunwich from the primary water system, there will be increasing risk that the water within these watermain will age excessively and degrade. The Preliminary Engineering Report (Dillon, 2010) prepared on behalf of Dutton - Dunwich, identified a minimum daily total flow requirement between 70 and 152 m3/day would be required to maintain a minimum chlorine residual across both the Marsh and Talbot Line watermains. However, as illustrated in Figure Nos. 2 and 3, our computer modelling indicates that under certain conditions the age of water within the interconnections could exceed three (3) days (72 hours), which is the generally accepted standard for maintaining chlorine residual within water. As such, by our calculations, the watermains along Marsh and Talbot Lines could require a combined flow of 260 m3/day (approx), to ensure the water within these watermains stay fresh and the required levels of chlorine residual are maintained. There are many variables that impact the chlorine residual and seasonal monitoring will be required to confirm the minimum flow rates. iv) Given the potential of reverse flow (from Dutton - Dunwich to primary water system) and potential for excessive water age within the watermains along Marsh and Talbot Lines, there could be a safety risk of an adverse event negatively impacting the water quality within the primary water system. Possible mitigating measures could include automated flow control, back -flow prevention, chlorine residual monitoring, and SCADA control, to protect the primary water system; v) Prior to construction of the new water treatment plant, the function of the original plant was to supply water to the primary water system which in turn distributed flows to the secondary water systems. In the case of Dutton - Dunwich and West Elgin, the watermains along Marsh and Talbot Lines were oversized, as such both historically functioned as a single pressure zone system. Hence, the original plant operated as if Dutton - Dunwich and West Elgin acted as a combined system. The new plant was constructed with additional flexibility, to enable pumping potential of three separate discharges, each of different flows and pressures, to the primary water system. The intention of this flexibility was for the future, after the primary water system was modified to support multi- pressure zone capability. In the interim, the plant was to function in the same manner as the original plant, with the new high lift pumps operating automatically, starting when the liquid level within the West Lorne Standpipe is low and stopping when the Wallacetown Elevated Tower reaches maximum liquid level. Consequently, if Dutton - Dunwich were to significantly reduce their water taking from the primary water system, modifications would need to be undertaken to the plant's SCADA system. We understand that OCWA Operations are now running trials for split flow operation, directing flows separately through the primary transmission main along Graham Road and along Talbot Line watermain toward Dutton - Dunwich. The outcome will identify scope of changes required to the plant's SCADA system. Star August 10, 2010 Page 3 of 3 Reference: West Elgin Primary Water Supply Dutton - Dunwich Reduced Water Taking Modeling Analysis RECOMMENDATIONS In conclusion, the West Elgin Primary Water System could be impacted, if Dutton - Dunwich Secondary Water System were to significantly reduce its water taking. The recommendations for mitigating measures are as follow: 1) Given the potential of degraded water quality and the potential of reverse flow back to the primary water system along Marsh and Talbot Lines, automated flow control, backflow prevention, and chlorine residual monitoring is recommended to maintain the safety of the primary water system. The scope of work and cost to construct and maintain the automated flow control and backflow prevention would need to be investigated; 2) The SCADA system of the new water treatment plant would require programming changes (le., re- configuring the high lift pump stop/start set- points; incorporate new flow control chambers and related appurtenances; alarming, etc.). Further investigation, including consultation with MOE, would be required to confirm the work scope and cost of required upgrades; 3) Given the risk potential of adverse water quality events occurring, consultation with the MOE would be prudent to confirm if re- chlorination at the new connection points would be required; 4) The water treatment plant's Licence (formerly CofA) would need to be revised, to reflect the corresponding changes (ie. Iona Connection; high lift pump set - points; new flow control chambers, etc.). Consultation with MOE would be prudent to confirm what their expectations would be with respect to amending the plant's Licence and any other requirements to operate the two separate distribution systems; We trust our analysis findings and recommendations satisfactorily address the impact potential to the West Elgin Primary Water System, if Dutton - Dunwich secondary water system were to significantly reduce its water taking from the Tri- County system. If there are any questions or clarification, please contact the undersigned. Sincerely, STANTEC CONSULTING LTD. Elvio Zaghi, MBA, P.Eng. Project Manager, Environment Tel: (519) 432 -7591 Fax: (519) 645 -6575 ezaghi @stantec.com Attachment: Figure Nos 1 through 5 w:1185500834 - west elgin wst slplanningSreportN65500634.west elgin wsts.lelter modelling analysis.l0aug10.docx Figure 1: Boundary between West Elgin and Dutton - Dunwich on Marsh Line — Flow Pattern Pressure Pipe: P -1316 Discharge versus Time 0.6 0.4 N 0.2 -02 0.0 16.0 320 48.0 64.0 80.0 96.0 Time (hr) Figure 1 illustrates the potential for flow fluctuation and reverse flow within the Marsh Line watermain, between Dutton - Dunwich and West Elgin. Typically, the flow magnitude and flow direction would vary depending upon the operating pressure(s) of the WTP high lift pumps and Iona Connection. If the pressure from the WTP high lift pumps exceeded that of Iona Connection, then the flow direction would be from West Elgin to Dutton - Dunwich. And, higher pressure differential between West Elgin and Dutton - Dunwich would result in higher flows. Conversely, if the Iona Connection pressure was higher than that of the WTP high lift pumps, then the flow direction would be from Dutton - Dunwich to West Elgin. The initial 48 hours of the simulation demonstrates the effect of higher pressure in Dutton - Dunwich, thereby resulting in reverse flow from Dutton - Dunwich to West Elgin. However, between 48 and 96 hours, the flow pattern will fluctuate substantially as the WTP high lift pumps turn "ON" and "OFF" throughout the day. When the WTP high lift pumps turn "ON ", the Clow direction will change from West Elgin to Dutton - Dunwich. And, when the WTP high lift pumps turn "OFF', the flow direction will revert back to, from Dutton - Dunwich to West Elgin. For the purpose of this simulation, the maximum flow rate was limited to 0.90 Us (approx 80 m3/day) Figure 2: Boundary between West Elgin and Dutton - Dunwich on Marsh Line — Age of Water Pressure Pipe: P -1316 Calculated Age versus Time 100.0 I I I I i I I I I I 90.0 r Y r y t r -1 80•0 I f1 I I 1 I I I; I a) J I 1 1 I 1 I/ 1 1 I I I 1 , : I I 60.0 I 1 I I I / I I la �+ 0 50.0 _J (� I 1 1 I L 1 J 1 I _1, I / 1 1 I 1 1 I o 40.0 i __r__ —r—r- _ 1 - -r- _i - -930.0 1 1 1 /I I 0 J I 1 1 I I I I I I I I I I 20.0 1 -- i - -_- - 1 1 1 10.0 -.' T r -r r I 1 1 0.0 00 16.0 320 48.0 64.0 Time (hr) 80.0 96.0 Figure 2 illustrates a 96 hour simulation of t e age of water rom t he point leaving the WTP and to pass through the Marsh Line watermain, between West Elgin and Dutton- Dunwich. As noted in Figure 1, the flow magnitude and flow direction within Marsh Line watermain can vary depending upon the operating condition of the WTP high lift pumps and the Iona Connection. Under certain circumstances, the age of the water through the Marsh Line watermain could potentially reach as high as 100 hours, thereby exceeding the generally accepted standard for maintaining chlorine residual within water of 72 hours. Figure 3: Boundary between West Elgin and Dutton - Dunwich on Talbot Line — Age of Water Pressure Pipe: P -1606 Calculated Age versus Time a 60.0 50.0 to, v 40.0 ci 30.0 U 20.0 10.0 0.0 00 16.0 32.0 48.0 Time (hr) 640 80.0 96.0 Figure 3 illustrates a 96 hour simulation of the age of water through the Talbot Line watermain, from West Elgin to Dutton - Dunwich. Similar to that of Marsh Line (Figure 2), the age of the water through the Talbot Line watermain could also potentially exceed the generally accepted standard of 72 hours, for maintaining chlorine residual within. Figure 4: Boundary between West Elgin and Dutton - Dunwich on Talbot Line - Flow Pattern 2.0 1.5 1.0 0.5-- - tt" ■ 0.0 N" -0.5 -1.0 -1.5,- - 2.0--- - 2.5 0.0 Pressure Pipe: P -1606 Discharge versus Time 16.0 32.0 48.0 Time (hr) 64.0 80.0 96.0 Figure 4 illustrates the potential for flow fluctuation and reverse flow within the Talbot Line watermain, between Dutton - Dunwich and West Elgin. Similar to that of Marsh Line (Figure 1), the flow magnitude and flow direction would vary depending upon the operating pressure(s) of the WTP high lift pumps and Iona Connection. If the pressure from the WTP high lift pumps exceeded that of lona Connection, then the flow direction would be from West Elgin to Dutton - Dunwich. And, higher pressure differential between West Elgin and Dutton - Dunwich would result in higher flows. Conversely, if the lona Connection pressure was higher than that of the WTP high lift pumps, then the flow direction would be from Dutton - Dunwich to West Elgin. The flow pattern will fluctuate substantially as the WTP high lift pumps turn "ON" and "OFF" throughout the day. When the WTP high lift pumps turn "ON ", the flow direction will change from West Elgin to Dutton - Dunwich. And, when the WTP high lift pumps tum "OFF ", the flow direction will revert back to, from Dutton - Dunwich to West Elgin. For the purpose of this simulation, the maximum flow rate was limited to 1.85 Lis (approx 160 m3 /day) 680 Waterloo Street, London, ON N6A 3V8 SISKINDS LAW FIRM EMAIL andrew.wright ©siskinds.com December 12, 2011 Joanne Groeh, B,A., AMCT, Administrator/Treasurer, The Corporation of the Municipality of West Elgin, 22413 Hoskins Line, Post Office Box 490, Rodney, Ontario NOL 1 CO Dear Joanne: FILE NO. 810752IACWlfog Re: Water Purchase Agreements You have asked for summary of the principal agreements which The Corporation of the Municipality of West Elgin (the "Municipality" or "West Elgin ") has in connection with the West Elgin Primary Water System as well as a review of the potential obligations and liabilities to which West Elgin may be exposed on account of its ownership and operation of the West Elgin Primary Water System, Background Context The West Elgin Primary Water System is owned by West Elgin. Since February 2001, the Primacy Water System been operated by Ontario Clean Water Agency (OCWA) under agreement with West Elgin. In addition to supplying water to West Elgin distribution systems, water from the West Elgin Primary Water System is supplied to Chatham -Kent and to local municipalities in Elgin and Middlesex Counties. Those municipalities in turn distribute water to their respective ratepayers via local water distributions systems which are owned and operated by those municipalities (the "Participant Municipalities "). While the West Elgin Primary Water System is operated by OCWA, the local water distribution systems that provide water to West Elgin ratepayers are owned and operated by the Municipality, DIRECT TELEPHONE (519) 660 -7751 FACSIMILE (519) 660 -7752 HEAD OFFICE TELEPHONE (519) 672 -2121 FACSIMILE (519) 672 -6065 1736203.2 London • Toronto • Quebec City SISKINDS.com 680 Waterloo Street, London, ON NSA 3V8 November 1991 Water Purchase Agreements SISKINDS LAW FIRM There are nine separate Purchase Capacity Agreements between the former Village of West Lorne and its PUC with each of the nine then Participant Municipalities, All of the Purchase Capacity Agreements are dated November 5, 1991. The Participant Municipalities at the time were Dutton (an Elgin County Village), Rodney (an Elgin County Village), Glencoe (a Middlesex County Village), Newbury (a Middlesex County Village), Aldborough (an Elgin County Township), Dunwich (an Elgin County Township), Mosa (a Middlesex County Township), Ekfrid (a Middlesex County Township) and Bothwell (a Kent County Town). As a result of municipal restructuring since 1991, Bothwell has become part of the Municipality of Chatham -Kent; West Lorne, Rodney and Aldborough have amalgamated to become the Municipality of West Elgin, Dutton and Dunwich have amalgamated to become the Municipality of Dutton - Dunwich; Glencoe, Mosa and Ekfrid have amalgamated to become Southwest Middlesex; and Newbury remains a stand -alone village. Attached is a copy of the Purchase Capacity Agreements with the Town of Bothwell; the other eight agreements are similar. At the same time, there was a Management Agreement entered into by West Lorne, its PUC and all of the nine then Participant Municipalities. A copy of that agreement is also attached. While the Purchase Capacity Agreements and the Management Agreement include details, the foundation of the arrangement is set out in paragraph 5 of each of the Purchase Capacity Agreements as follows: Nothing in this Agreement shall be interpreted so as to vest in Bothwell any property rights in the West Lorne Primary Water System and/or to impose any public liability arising out of the operation, maintenance and construction of the West Lorne Primary system, The essence of the November 1991 Purchase Capacity Agreements is that the Participant Municipalities contributed to the capital cost of the West Lorne Primary System in return for which they purchased a specified capacity in what is now the West Elgin Primary Water ACW /aew 810752 Page 2 1736203.2 London Toronto Windsor Quebec City SISKINDS.com 680 Waterloo Street, London, ON N6A 3V8 SISKINDS TE LAW System. The capacity allocated to each of West Lorne and the Participant Municipalities is found in Schedule B to the Purchase Capacity Agreements. Up to the amount of the allocated capacity, the Participant Municipalities are to pay for the water delivered from the West Elgin Primary Water System on a non- profit basis with water rates reflecting the cost of production per section 3,13 of the Purchase Capacity Agreements. The Management Committee established under the Management Agreement, now called the Tri - County Committee, was to review and approve West Elgin budgets for the Primary Water System and to approve any additional charges over and above the cost of water production. In our view, the cost of water production includes all reasonable costs of operating the West Elgin Primary Water System in accordance with and in compliance with the Safe Drinking Water Act, 2002 and any other applicable legislation. The Participant Municipalities are contractually committed to paying for such costs of water production whether or not the Tri - County Committee agrees. The Tri- County Committee has no corporate existence. Neither the Tri - County Committee nor the Participant Municipalities have any ownership interest in the West Elgin Primary Water System. Neither the Tri- County Committee nor any of the participant Municipalities nor the members of the Tri - County Committee nor the members of the Councils of the participant Municipalities have any legal liability or responsibility for West Elgin Primary Water System, Allocated Capacity The allocated capacity of each of the Participant Municipalities is set out in Schedule B to the Purchase Capacity Agreements. The allocated capacity imposes a contractual obligation upon West Elgin, The Participant Municipalities do not, however, have any obligation to take even a minimum amount of the water to which they are respectively entitled. The cost of water production is therefore spread over and paid for by those who actually take water from the West Elgin Primary Water System from year to year. The Schedule B allocated capacity is specified in cubic metres per year. There are technical infrastructure constraints upon how much water can be delivered from the West Elgin Primary Water System to a Participant Municipality in any particular period of time. It is not physically possible, for example, to delivery 750,000 cubic meters of water to Dutton/Dunwich in the last two days of a calendar year. This is an engineering issue more than a legal one but, in our view, the Purchase Capacity Agreements must be interpreted reasonably having regard for compliance with the Sufe Drinking ['Voter Act, 2002, and any other applicable legislation. That compliance must be achieved both by the West Elgin Primary Water System and by the Participant Municipality's distribution system into which water is being sold. The delivery infrastructure should be such as to response to the actual ACW /acw 810752 Page 3 1736203.2 London Toronto Windsor Quebec City SISKINDS.corn 680 Waterloo Street, London, ON N6A 3V8 SISKINDS T t i E LAW FIRM intended taking of water by each of the Participant Municipalities out of the West Elgin Primary Water System. Liability for Water Delivered from the West Elgin Primary Water System As we understand it, the Municipality has advice from its engineering consultants about potential negative impacts on the West Elgin Primary Water System. Those engineering consultants have provided a number of recommendations for protecting the integrity of the West Elgin Primary Water System. To date those reconunendations have not been acted upon and you have asked about liability issues should they continue to be ignored, To address the question, we will review the Municipality's obligations and liabilities associated with the supply of inadequately treated or contaminated water. The delivery of inadequately treated or contaminated water would expose the Municipality, as owner of the West Elgin Primary Water System, to civil liability for damages for Toss or injury to property (i.e. livestock) and for personal injury (Le. sickness or worse). Giving notice of the risk of contamination to water users and to the Participant Municipalities will not eliminate the Municipality's liability, though it may reduce the measure of damages by irnposing upon water users and Participant Municipalities an obligation to mitigate, Aside from civil liability, there are substantial fines under the Safe Drinking Water Act, 2002. Primarily the charges would relate to breaches of conditions of the license under which the West Elgin Primary Water System is operated. Where a drinking water health hazard has been created, the fine for Conviction on a first offence is $6.0 million; for subsequent convictions the maximum fines move up to $10.0 million. These amounts represent the maximum for each day or part of a day during which the offence occurs or continues to occur. For a first offence, we would anticipate fines in the range of a few thousand dollars per count; perhaps into the tens of thousands of dollars per count for a second offence. We anticipate that OCWA, as the operator of the West Elgin Primary Water System, would also face charges for contraventions of the operating license. We would expect that OCWA would be able to defend itself against such charges by demonstrating that it has taken all reasonable steps to advise the Municipality of the things the Municipality, as owner, needs to do in order to avoid the problems. This is a so- called due diligence defence. The letters which West Elgin has from Stantec in 2010 and from OCWA in 2011 will be the foundation of such a defence. In addition to fines, in circumstances that the Municipality fails to supply water through the West Elgin Primary Water System or supplies contaminated water, the Municipality would be ACWlacw 810752 Page 4 1736203,2 London • Toronto • Windsor • Quebec City SISKINDS.com 680 Waterloo Street, London, ON NBA 3V8 SISKINDS lAW fIRM exposed to administrative and regulatory Orders, As with prosecutions, most Orders would relate to breaches of license conditions. There is no due diligence defence available for such Orders. In addition, the Ministry or Director would have grounds to issue an under Order under sections 108, 109 and 110 of the Safe Drinking Water Act, 2002 to require West Elgin to purchase and haul potable drinking water to those relying on the West Elgin Primary Water System. The Participant Municipalities would have the same exposure to fines under the Safe Drinking Water Act, 2002. They may or may not have due diligence defences. They too may be faced with administrative and regulatory Orders to provide alternative water to those that depend upon their respective distribution systems. If they are, the costs of doing so would, in all likelihood, be claimed by them against West Elgin. With respect to civil liability, the Participant Municipalities would have the same legal liability as West Elgin but would be in a position to make claims against West Elgin for any damages awarded against them if it can be established that West Elgin is ultimately responsible as the owner of the West Elgin Primary Water System. While it is unlikely that member of Council and senior staff members would be personally liable for civil claims, under the Scrfe Drinking Water Act, 2002 Councillors and senior staff members are not immune from prosecution. They are required to be diligent in ensuring potable drinking water is provided through the West Elgin Primary Water System. In this context, due diligence means that all reasonable steps must be taken to ensure that OCWA is operating and maintaining the system within regulatory requirements, This is the statutory version of the common law due diligence defence. The maximum fines for individual Councillors and senior staff members who fail to meet this due diligence standard range from $4.0 million for a first conviction to $7.0 million for subsequent convictions. Again, this represents the maximum for each day or part of the day that the offence occurs; and again, on a first offence, we would anticipate fines in the range of a few thousand dollars per count. We understand that West Elgin has insurance coverage for its civil liability, including the costs of defending civil claims. We are not aware of the policy limits. With respect to prosecutions, we understand West Elgin has insurance to cover the costs of the defence of Councillors and municipal employees. There are policy limits to that insurance and it only covers the cost of defence, not any fines which may be assessed. Neither the Tri- County Committee nor any of the Participant Municipalities nor the members of the Councils of the Participant Municipalities have any of this liability exposure for the operation of the West Elgin Primary Water System. ACW/acw 810752 Page 5 1736203,2 London • Toronto • Windsor Quebec City SISKINDS.com 680 Waterloo Street, London, ON N6A 3V8 SISKINDS L ABU FIRM As always, if you have questions or desire elaboration, please do not hesitate to communicate with me. Yours truly, Siskinds LLP Per: Andrew C. Wright Municipal & Environmental Law ACW /fog Enclosures ACW /acw 810752 Page 6 1 736203.2 London • Toronto Windsor • Quebec City SISKINDS.corn PURCHASE CAPACITY AGREEMENT THIS AGREEMENT made in quadruplicate this 5 day of November ,1991. BETWEEN: THE CORPORATION OF THE VILLAGE OF WEST LORNE, herein called "the Village " of the First Part A N D: THE CORPORATION OF THE TOWN OF BOT HWELL hereinafter called "Bothwell" of the Second Part A N D: THE PUBLIC UTILITIES COMMISSION OF THE VILLAGE OF WEST LORNE hereinafter called "the Operating Authority" of the Third Part WHEREAS the Village currently owns and operates a water recovery and treatment system (herein called the "West Lorne Primary System" as defined in Schedule "C° annexed hereto) that enables it to supply treated water to its residents and to various other municipalities including Bothwell; AND WHEREAS the West Lome Primary System will be operated and maintained by the Operating Authority; AND WHEREAS the West Lorne Primary System presently has limitations that curtail the volume of water that can be recovered from Lake Erie and made available to its residents and to other municipalities; AND WHEREAS it is in the interest of all current users of water from the West Lome Primary System that the facilities making up the System be upgraded, improved and expanded to meet the current requirements of the users and to properly provide for anticipated future requirements; AND WHEREAS the Capital Cost of upgrading, improving and expanding the West Lome Primary System is beyond the financial capabilities of West Lome; AND WHEREAS Bothwell has requested that the Village take immediate steps to upgrade, improve and expand the West Lome Primary System and thereafter provide and/or make available to Bothwell a limited amount of water, as more fully described herein; AND WHEREAS it is the intent of the Parties that this Agreement will document the rights and obligations of the Parties as regards the financial contribution towards the Capital Cost of upgrading, improving and expanding the West Lome Primary System as described in Schedule "A ", and thereafter in the operation and maintenance of the improved and expanded West Lome Primary System herein referred to as the Works "; AND WHEREAS by Agreement of even date herewith made among the Parties hereto and the other participating municipalities referred to in Schedule "8" annexed hereto, the parties thereto agreed to form a committee (the "Management Committee ") to manage the Works (as herein defined); - 2 - NOW THEREFORE THIS AGREEMENT WITNESSETH THAT the Parties hereto in consideration of the covenants, terms and conditions herein set forth, do hereby covenant and agree each with the other as follows: 1. THE PARTY OF THE FIRST PART HEREIN COVENANTS AND AGREES: 1.1 to construct or cause to be constructed an upgraded, improved and expanded Works as defined in Schedule "A" having sufficient "raw water capacity to meet the current and future needs of West Lorne in addition to the capacity requested by Bothwell as anticipated herein; 1.2 to make application in a timely manner to the Ontario Ministry of the Environment for direct grant funding to assist in paying the capital -Cost of the Works; 1.3 to provide proper operating and maintenance staff to adequately operate and maintain the Works, including staff to monitor the use thereof; 1.4 to provide, upon receipt of reasonable notice from Bothwell, its agents and auditors, access to all books, accounts and records relative to the design, construction, operation and maintenance of the Works, including an accounting of the "Reserve Fund" referred to in Clause 1.9 herein; 1.5 to maintain separate and distinguishable records of all matters and things pertaining to the construction, operation and maintenance of the Works, and in particular, but not so as to limit the generality of the foregoing, separate time dockets for all emptoyees when carrying out any duty relative to the "Works" and financial records indicating all costs related to the Works, including financing and accounting costs; 1.6 to provide and/or make available to Bothwell at the point of separation between the West Lome Primary System and the distribution system owned and maintained by Bothwell; which point is to be determined by the Consulting Engineer retained to plan and implement the construction of the West Lorne Primary System, and is hereinafter referred to as the "Distribution Point "; treated water in a total volume not to exceed a total maximum annual flow of 314,995 cubic meters; 1.7 shall prior to the 1st day of December in each and every year submit to Bothwell a financial statement of estimated income and expenditures for the West Lorne Primary System required for the proper operation and maintenance of same for the forthcoming year, which financial statement (Budget) has been approved by the Management Committee, and which statement shall indicate that portion of income to be paid by Bothwell to West Lorne and /or the Operating Authority in equal monthly payments on the 1st day of each month of the forthcoming year; 1.8 that it will, on or before the 30th day of January in each and every year, submit to Bothwell an unaudited report summarizing the operation of the Works In the preceding year, including and incorporating therein a final unaudited statement of account of Bothwell's portion of the T.O.M.C. (as hereinafter defined) for the immediately preceding calendar year indicating all payments made by Bothwell on account of that year's operation and the balance owing and /or credit due resulting. The balance, if any owing, shall be paid by Bothwell within thirty (30) days of the date of mailing of the report herein referred to. A credit, if any, shall be applied by West Lorne to the immediate future monthly payments to be paid by Bothwell for the immediate forthcoming year of operation. In the event the balance, if any, owing by Bothwell, is not paid within the said thirty (30) days herein referred to the balance or any unpaid part thereof shall bear interest thereafter at the rate of interest equal to the Bank Prime plus 2% annually until paid; - 3 - 1.9 that it will maintain a designated 'Reserve Fund" established by bylaw of the Village to provide for renewals, replacements, alterations, expansions and contingencies in respect of the Works, and the maintenance of same. All interest earned by the said "Reserve Fund" shall be invested and re- invested and/or deposited into the "Reserve Fund ", and shall be expended, used, applied, utilized and appropriated from the Reserve Fund for such purposes and in such amounts as may, in the opinion of the Management Committee be sufficient therefore. 2. THE PART' OF THE_SECOND PART HEREIN COVENANTS AND AGREES: 2.1 that it will construct and maintain a water distribution system connecting at the Distribution Point as herein described to Service its own users: 2.2 that ft will install or cause to be installed and maintained a towmeter at the Distribution Point to measure the quantity of water being received from the Works; 2.3 that it will permit the Operating Authority, its agents and employees to monitor the flowmeter and accordingly have access thereto; 2.4 that it will purchase "capacity" in the West Lorne Primary System as per Schedule "B" herein referred to as the "allocated capacity"; 2.5 that it will pay to the Village and/or the Operating Authority on account of the Total Works Capital Costs (f'.W.C.C.) in accordance with the provisions of paragraph 3.12 hereof, an amount representing the purchase price of the allocated capacity arrived at by applying the following formula: (T.W.C.C. - M.O.E. Direct Grant - $250,000.00) x 7.95% = Purchase Price 2.6 that it will pay annually to the Operating Authority on account of the Total Works Annual Operation and Maintenance Costs (T.O.M.C.) of the West Lorne Primary System an amount called the Customer's Operating and Maintenance Cost (C.O.M.C.) arrived at by applying the following formula: T.O.M.C. x Total Annual Customer Fl w = C.O.M.C. Total Annual Volume of Treated Water produced by Works 3. THE PAR11E MUTUALLY COVENANT AND AGREE: 3.1 the underlying and stated purpose of this Agreement is to permit various municipalities of which the Town and Bothwell are two to estimate their existing and future water requirements and thereafter to design the Works to provide for such requirements (Schedule "B ") and thereafter to allocate to the municipalities their individual requirements (allocated capacity) in the Works. It is understood and agreed that each of the Village and Bothwell retains unto itself the right to Sell their unused allocated capacity to other participating municipalities referred to in Schedule "B" in accordance with the procedure established by the Management Committee, and /or under the specific provision contained in the Management Agreement, and subject to the provisions of Clause 3.11 herein: 3.2 this Agreement is conditional upon the Village receiving direct grant funding from the Ministry of the Environment of the Province of Ontario equal to 39.96% of the eligible Total Works Capital Cost; _4- 3.3 this Agreement is further conditional upon the Parties obtaining. if necessary, Ontario Municipal Board approval to any proposed financing otthe Capital Cost of the Works; 3.4 for the purpose of this Agreement, the term "Total Work Capital Cost" shall be deemed to include cost of all expenditures associated with the Works (M.O.E. Project No. 07- 0987 -01), and in particular, but not as to limit the generality of the foregoing, shall include the costs associated with the following: 3.4.1 Raw Water Intake; 3.4.2 Low Lift Pumping Station; 3.4.3 Raw Water Transmission Line; 3.4A Treatment Plant Modifications; 3.4.5 Slope Stabilization and Shoreline Protection; 3.4.6 Legal Fees and Disbursements; 3.4.7 Property Acquisition; 3.4.8 Engineering Fees and Disbursements. 3.5 the benefit thereof accrues to all Parties to this Agreement. the Total Work Capital Cost will also include the value of the existing debenture on approximately 8.6 kilometres of 400 millimetre (16 inch) diameter (nominal) trunk feed main, owned by the Village of Glencoe, constructed in 1981 from the Queen's Highway No. 3 to the ground level reservoir (owned and operated by the Glencoe Public Utilities Commission) located in the Township of Atdborough. 3.6 for the purpose of this Agreement, the term "Total Operation and Maintenance Cost" shall be deemed to include all expenditures associated with the operation and maintenance of the Works, and in particular, but not so as to limit the generality of the foregoing, shall include the following: 3.6.1 costs associated with operating and maintaining: 3.6.1.1 Raw Water Intake; 3.6.1.2 Low Lift Pumping Station and Grounds; 3.6.1.3 Raw Water Transmission Line and Slope; 3.6.1.4 Treatment Plant and Grounds; 3.6.1.5 Service Road; 3.6.1.6 Designated Water Mains Leading From Treatment Plant to Distribution Point as indicated in Schedule "E` hereto; 3.6.1.7 Stand Pipe and Booster Pump Facilities, located in West Lorne: 3.6.1.8 Administrative Cost Incurred by the Management Committee, and 3.6.2 an annual allowance for a maintenance 'Reserve Fund" referred to in Clause 1.9, the total of which Reserve Fund from time to time shall not exceed 5% of the Total Works Capital Cost or such amount as deemed necessary by the Management Committee. 3.7 notwithstanding anything in this Agreement to the contrary, the Parties hereby acknowledge that in order to provide to all users of the Works the maximum annual flow referred to in Schedule "8", the Water Treatment Capacity must be increased, at a cost to be shared by all users of the Works in direct proportion to their respective allocated capacities. 3.8 that further work required to upgrade the West Lorne Primary System beyond the work described in Schedule "A" would require the participation of only those municipalities that require additional capacity in excess of their allocated capacities. - 5 - 3.9 this Agreement is conditional upon each of the following Municipalities entering into a similar agreement with tine Village and the Operating Authority and assuming their respective proportions of the Total Works Capital Cost as follows: Municipality % of Total Works Capital Cost Payable West Lorne 16.49% Bothwell 10.72% Dutton 13.20% Glencoe 20.62% Newbury 4.95% Dunwich 5.94% Mose 122% Ekfrid 2.88% Ald borough 16.03% Bothwell 7.95% 3.10 in the event of any dispute between the Parties hereto arising out of the interpretation of this Agreement, such dispute shall be heard by the Management Committee which shalt render a written decision thereon. The decision of the Management Committee may be appealed to the Ontario Municipal Board and the decision of the Management Committee may be referred to in any hearing before the Ontario Municipal Board. The decision of the Ontario Municipal Board shall be final and binding on the parties hereto. 3.11 that in the event Bothwell wishes to dispose and/or sell any of its surplus allocated capacity, it shall first offer the same to the Village, if the Village can satisfy the Management Committee that it requires such surplus capacity. 3.12 that upon receiving written notice from the Consulting Engineer for the Works (Proctor & Redfern Limited, MOE Project No, 07- 0987 -01) that the first contract for construction has been awarded, the parties hereto shall within thirty days pay or cause to be paid the monies referred to in Clause 2.5 in the manner and amount as directed by the Consulting Engineer. The said funds shall be maintained by the Operating Authority in a separate interest bearing construction account with all interest earned being allocated proportionately to the payors. 3.13 that the West Lorne Primary System shall be operated on a non -profit basis with water rates reflecting the cost of production and such additional charges as deemed necessary by the Management Committee only. 4. THE PARTY OF THE THIRD PART HEREIN COVENANTS AND AGREES: 4.1 that it has reviewed the terms and conditions herein and to the extent that pursuant to its authority certain duties have been assigned to it, it accordingly agrees to the terms hereof. 5. Nothing in this Agreement shall be interpreted so as to vest in Bothwell any property rights to the West Lome Primary System and /or to impose any public liability arising out of the operation, maintenance and construction of the West Lorne Primary System. 6. This Agreement shall enure to the benefit of and be binding upon the Parties hereto, their servants. Departments, Public Utilities Commissions, and their successors and assigns. In particular but riot so as to limit the generality of the foregoing, the Parties hereby acknowledge that In the event the West Lome Primary System is sold by the Village, the provisions of this agreement shall continue and be binding upon any subsequent purchasor. 7. The Parties hereto hereby covenant and agree that this agreement shalt not be terminated without the express written consent of all of the Participants (as defined in the "Management Agreement ") hereto. 8. To the extent necessary, the Parties hereto agree that the provisions of this agreement supersede the terms and conditions of any previous existing agreements. -7• IN WITNESS WHEREOF the Parties have duly executed this Agreement under their proper seals and by their duly authorized officers. THE CORPORATION OF THE VILLAGE OF WESTLORNE Per:_ bit Imar 0020 THE CORPORATION OF THE TOWN OF BOTHWEt.L Per.011ta1�� A air THE PUBLIC U11ES COMMISSION OF THE VILLA i.. A: I8OTNWELLIPCBOT1W SCHEDULE "A" 1. The expanded and improved raw water facility is defined as the following: 1.1 approximately 610 metres of 800 millimeter diameter (nominal) of main intake pipe, complete with intake crib, access structures and chemical feed, monitoring and sampling lines; 1.2 approximately 20 metres of 600 millimeter diameter (nominal) of standby intake: 1.3 a new tow lift pump station including screens, pumps, valves, piping and controls; 1.4 approximately 100. metres of 400 millimeter diameter (nominal) of raw water transmission line from the low lift pump station to the existing treatment plant; 1.5 chemical feed facilities for the main intake pipe; 1.6 modifications to the existing treatment plant including the chemical storage facilities and system controls; 1.7 bank stabilization and shore protection in the vicinity of the Works; 1.8 a settling lagoon for the collection and pretreatment of plant and intake wastewater; 1.8 a new access road to the Works; all as described in drawings and documents for MOE Project No. 07- 0987 -01 prepared by Proctor & Redfern Limited, Consulting Engineers, 379 Dundas Street, London, Ontario, N6B 1V5, which expanded and improved raw water facility shall have a rated capacity of 5,365,500 cubic metres per year. Purchased Capacity Distribution Point West Lome Primary System Operating Authority Reserve Fund Management Committee West Lome Secondary System - e• pc }{c��u �pvuc ru SCHEDULE "C" Definitions that percentage of total water production capacity of the Works allocated to the Participants as detailed in Schedule "S ". being that point of separation between the Primary System and the Secondary System maintained by the West Lorne Public Utilities Commission andlor the distribution system owned and maintained by the individual Participants, which point is established by the Consulting Engineer, as indicated on Schedule "D" hereto. will be defined as the water recovery, treatment and distribution system owned by West Lome and operated by the West Lorne Public Utilities Commission including the following: a) raw water intake; b) low lift pumping station and grounds: c) raw water transmission tine and slope; d) treatment plant and grounds: e) service road; 0 designated water mains leading from treatment plant to distribution point and 9) stand pipe and booster pump facilities. will be defined as the West Lorne Public Utilities Commission, being that fund established by bylaw of the Village of West Lome for the annual maintenance of the West Lome Primary System. being that Committee formed by all municipatities to manage the Works as created by Agreement dated the day of 1990. being defined as that part of the distribution system owned by West Lome and operated by the West Lorne Public Utilities Commission and not included in the West Lome Primary System as defined herein. NII NMI 111111 Mink WANE I Juan rain IIIIJ11111INIi'IIiI II ••I1iuiri •pwrAt 11iIllhIIItiuiiiii MUM MacDONALD CARTIER FREEWAY HWY: 401 AND TWAT PUMP STANDPIPE J ■ WEST LORNE z E 0 0 w w HWY. 3 LAKE WATER TREATMENT PLANT AND GROUNDS LAWLIFT PUMPING STATION ,ACCESS ROAD AND GROUNDS ERIE I SCHEDULE ' E' 11 m- & Redfern Limited WEST LORNE WATER SUPPLY SYSTEM 'r �9^� PRIMARY SYSTEM ��� ) Municipality West Lome Rodney Dutton Glencoe Newbury Ounwich Township Mosa Township. Ekhid Township Aldborough Township Bothwell SCI -EDULE "B" Allocated Capacity Cubic Metres Per Year 654,080 425,225 523,410 817,600 196,370 235,425 48,545 114,245 635,830 314,995 Total Allocated Capacity 3,965,725 Reserve Capacity (Non- allocated) 1.99.775 TOTAL INTAKE CAPACITY 5,355,500 MANAGEMENT AGREEMENT THIS AGREEMENT made this 5 day of November 1991. BETWEEN: THE CORPORATION OF THE VILLAGE OF WEST LORNE, AND: herein called "West Lome" of the First Part THE CORPORATION OF THE VILLAGE OF DUTTON THE CORPORATION OF THE VILLAGE OF RODNEY THE CORPORATION OF THE VILLAGE OF GLENCOE THE CORPORATION OFTHE VILLAGE OF NEWBURY THE CORPORATION OF THE TOWNSHIP OF ALDBOROUG H THE CORPORATION OF THE TOWNSHIP OF DUNWICH THE CORPORATION OF THE TOWNSHIP OF MOSA THE CORPORATION OF THE TOWNSHIP OF EKFRID THE CORPORATION OF THE TOWN OF BOTH WELL herein called the "Participants" of the Second Part A N D: THE PUBLIC UTILITIES COMMISSION OF THE VILLAGE OF WEST LORNE herein called the "Operating Authority" of the Third Part WHEREAS by agreements of even date herewith (the "Purchase Capacity Agreement") each of the Participants have purchased a certain capacity in the West Lorne water recovery, treatment and primary distribution system (herein called the West Lome Primary System) and have contributed to the Capital Cost thereof. AND WHEREAS the West Lome Primary System will continue to be owned by West Lorne and be operated and maintained by the Operating Authority. AND WHEREAS the Parties hereto have agreed to establish a Management Committee (herein called the Committee) with duties and responsibilities as herein provided. NOW THEREFORE THIS AGREEMENT WITNESSES THAT the Parties hereto in consideration of the convenanls, mutual covenants, terms and conditions herein set forth, do hereby covenant and agree each with the others as follows. 1. GENERAL 1.1 The Parties of the First and Second Part shall each appoint one publicly elected person of their choosing from its Council and/or its Public Utility Commission, if any, to serve as a member of the Committee, and immediately thereafter shall notify the Chairman of the Operating Authority of the name and address of such person, and the term of his.office. 1.2 The Chairman, manager, and one member of the Operating Authority shalt, by virtue of their respective offices, be members of the Management Committee. 1.3 The first meeting of the Committee shall be called and presided over by the Chairman of the Operating Authority at such a time and place determined by the Chairman of the Operating Authority, but in any event shall be convened within sixty (60) days of the "implementation date' as herein provided. - 2 - 1.4 At the first meeting of the Committee, the Committee shall proceed to appoint from among its members a Chairman. Vice - Chairman, and Secretary, and such other officers as the Committee in its sole discretion shall deem advisable. At such meeting the Committee shalt determine the time, place and frequency of all future meetings and the rules of conduct and procedure to be adopted for such meetings. 1.5 Each member of the Committee, save and except the manager of the Operating Authority, shall have one (1) vote on each question pieced before the Committee for resolution, and a simple majority will prevail. 1.8 That subject to the provisions of Clause 3.11 in the Purchase Capacity Agreements, the participants will have the right of first refusal to purchase the unused allocated capacity from another Participant In the event the latter wishes to dispose of same; and upon the sale of the excess non - allocated capacity hereafter called the "Reserve Capacity ", the proceeds shall be paid to the Participants in direct relation to their participation in the Purchase al Capacity Agreement. Subject to the provisions of Clause 3.11 in the Purchase of Capacity Agreement. the Participants will have the right of first refusal to purchase Reserve Capacity. 2. A(JTHORITy The Committee shall have authority 2.1 to request and receive from the Operating Authority from time to time reports as to the operation and maintenance of the West Lome Primary System; 2.2 to approve before payment the amounts and the purpose of any expenditure to be made from the "Reserve Fund" as referred to in the Purchase Capacity Agreements made among West Lorne, the Operating Authority, and each of the individual Participants; 2.3 to hear any dispute that may arise between West Lome and /or the Operating Authority and any of the Participants and to render a decision thereon. This provision shall not be deemed to detract from the arbitration provision contained in the Purchase Capacity Agreement herein referred to but is provided as an assistance to the Parties hereto. The decision of the Management Committee may be referred to in any Arbitration Hearing before the Ontario Municipal Board; 2.4 to approve the operating Budget for the West Lorne Primary System as presented by the Operating Authority, and in particular but not so as to limit the generality of the foregoing, to determine the water rates for the forthcoming year and the portion thereof to be allocated to the 'Reserve Fund ". In the event that the Committee fails to approve the Budget within 30 days after it has been first reviewed by the Committee, the Parties hereto agree that the Budget and /or any part thereof in dispute shall be submitted to an independent third party, the Ontario Ministry of the Environment, or its successor as related to waterworks, for a decision, which decision once made shall be final; 2.5 to approve and determine the method and manner, subject to Clause 3.11 in the Purchase Capacity Agreements, that unused allocated capacity may be transferred from one participant to another and/or determine the terms and conditions under which any other municipality may purchase capacity; - 3 - 2.6 to monitor or cause to be monitored the volume of treated water as measured by the main flow meters installed for that purpose at defined Distribution Points; 2.7 to notify the Participants when the volumes of treated water are approaching or have exceeded the allocated capacity that has been purchased (Schedule "A'); 2.8 to review and make recommendations to the Operating Authority relative to the operation, maintenance and upgrading of the West Lorne Primary System; 2.9 to issue annually a report to be submitted to each Participant relative to the operating and maintenance of the System and incorporating therein any forecast of future requirements and recommendations and in particular the status of the ''Reserve Fund' 2.10 to submit to the Operating Authority its cost of operation to be included in the Budget to be prepared by the Operating Authority. 3. THE OPERATING AUTHORITY HEREIN COVENANTS AND AGREES TO: 3.1 provide annually audited statements regarding the operation, maintenance and upgrading (Atha West Lome Primary System and the Reserve Fund; 3.2 provide, when required by the Management Committee, reports as to the operation and maintenance of the West Lome Primary System or any aspect thereof; 3.3 submit for the approval of the Management Committee an Annual Budget for the forthcoming year, which Budget shalt be submitted on or before the 1st day of December in each year, or at such other date as the Committee may determine; 3.4 consider and report on recommendations received from the Committee; 3.5 be the depository of all minutes of meetings and/or other documentation which are the property of the Management Committee and make the same available to any Participant upon the request of such Participant 4. Nothing in this Agreement shall be interpreted so as to vest in the Management Committee any property rights to the West Lome Primary System and/or to impose on the Management Committee or any member thereof any public liability arising out of the operation, maintenance and construction of the West Lorne Primary System. S. This Agreement shall enure to the benefit of and be binding upon the Parties hereto, their servants, Departments, Public Utilities Commissions and their successors. 6. The "implementation date' herein referred to shad be the date at which time West Lome receives confirmation of "Direct Grant Funding" from the Ontario Ministry of the Environment and /or the Parties hereto have obtained approval, if necessary, from the Ontario Municipal Board of any proposed financing, whichever is the later. 7. The Parties hereto hereby covenant and agree that this agreement shalt not be terminated without the express written consent of all the Participants (as defined herein) hereto. .4- IN WITNESS WHEREOF. the Participants have duly executed this Agreement under their proper seals and by their duly authorized officers. THE CORPOR TYON OF THE E OF WEST L.ORNE Per THE CORPLLp E OF RODNEY Per THE COR f Ai, D ON OF VILLAGE OF GLENCOE Per: 4 QS THE CO; Per A.r RORATION OF ;E VILLAGE OF NEWBURY AO THE CORP Per. TION OF .. WNS - OF ALDBOROUGH THE CORPORATION OF THE TOWNSHIP OF DUNWICH Per. T Mi E CORPOR. OF THE OW f HIP OF MOSA A Pe,, eP• -6- TH RPO1 AT{ON OF THE TOWNSHIP OF EKFRED Pe Per. THE PUBLIC UTIIJTIES wry rte ���ij•! W L /QRNE Per. 'T /i cam a [/ ORPO - AT]O. OF THE TOWN OF BOTHW ELL A• 1VFSTLONAMWESTL OR SCHEDULE A" Allocated Capacity Municipality Cubic Metros Per Year West Lorne 654,080 Rodney 425,225 Dutton 523,410 Glencoe 817,600 Newbury 196,370 Dunwich Township 235,425 MOsa Township 48,545 Ek#rid Township 114,245 Aldborough Township 635,830 Bothwell 314,995 Total Allocated Capacity 3,965,725 Reserve Capacity (Non- allocated) 1,399,775 TOTAL INTAKE CAPACRY 5,365,500 Purchased Capacity Distribution Point West Lome "Primary System" - Operating Authority Reserve Fund West Lorne "Secondary System" SCHEDULE "8" Definitions that percentage of total water production capacity of the Works allocated to the Participants as detailed in Schedule A. being that point of separation between the West Lorne Primary System and the Secondary System maintained by the West Lome Public Utilities Commission and/or the distribution system owned and maintained by the individual Participants, which point is established by the Consulting Engineer. will be defined as the water recovery, treatment and distribution system owned by West Lome and operated by the West Lorne Public Utilities Commission including the following: a) raw water Intake; b} low lift pumping station and grounds; c) raw water transmission line and slope; d} treatment plant and grounds. e) service road; f) designated water mains leading from treatment plant to distribution point; and g) stand pipe and booster pump facilities. will be defined as the West Lome Public Utilities Commission. being that fund established by bylaw of the Village of West Lorne for the annual maintenance of the West Lome Primary System. being defined as that part of the distribution system owned by West Lorne and operated by the West Lorne Public Utilities Commission and not included in the West Lorne Primary System as defined herein. A: \M$CHEDULIMSCHEDUL TO: FROM: DATE: SUBJECT: 4Lutirndittj of C -8a COUNCIL OF THE MUNICIPALITY OF WEST ELGIN NORMA BRYANT, CLERK DECEMBER 15, 2011 AMENDMENT TO HUMAN RESOURCES POLICY RECOMMENDATION: That Council approves the changes to Policy HR -1.7 and that the necessary by -law be brought forward. INTRODUCTION: Clarification to Human Resources Policy regarding overtime pay for Statutory Holidays has been requested. DISCUSSION: Section 2.01 of Policy HR -1.7, Paid Holidays, specifies the days which full -time employees will be granted holidays with pay (see attached). Clarification is needed for the times that staff are called into work on a Statutory Holiday. It has been the understanding that a special rate would apply to those days, such as Christmas Day and Boxing Day, not to the days that are taken in lieu when Saturday or Sundays are involved (see section 2.05, HR -1.7) To avoid confusion an additional clause 2.04 and amendment to clause 2.05 has been drafted. Respectfully submitted Norma I. Bryant Attachment — Policy HR -1.7 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR -1.7 Section: Benefits Effective Date: Feb 17/98 Subject: Paid Holidays Revision Date: Sept 9/10 Page: 1 of 1 1 PURPOSE: 1.01 To establish a policy for full -time employees. 2 POLICY: 2.01 Full -time employees will be granted the following holidays with pay to be calculated at their straight -time rate for the position: (a) New Year's Day (b) Family Day (c) Good Friday (d) Easter Monday (e) Victoria Day (f) Canada Day (g) Civic Holiday (h) Labour Day (i) Thanksgiving Day (j) Remembrance Day (k) Christmas Day (I) Boxing Day 2.02 Full -time employees will be granted one -half day paid holiday on December 24'h of each year. 2.03 Where a paid holiday falls within an employee's vacation period, an extra day off shall be granted at a mutually agreeable time. The additional day shall be taken at a time such that the efficient operation of the Corporation's business is not disrupted. 2.04 If called into work on days specified in section 2.01 above, these days will be considered as "Statutory Holiday" for payment of overtime as per Policy HR -4.2 2.05 Where a paid holiday falls on a Saturday or Sunday and this is a non - scheduled working day, the next working day following will be taken off in lieu. These days are not considered "Statutory Holiday" for payment of overtime as per Policy HR -4.2. 2.06 To qualify for the above, the Employment Standards Act will apply. 3 ADMINISTRATION: 3.01 Heads of Department shall ensure this policy is followed. 4 ATTACHMENTS: 4.01 None Council authorization: By -law 98 -06 By -law 2010 -71 caluniripalitv of TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOANNE GROCH, ADMINISTRATOR/TREASURER DATE: DECEMBER 15, 2011 RE: BELL CANADA LEASE — 121 MUNROE ST. WEST LORNE INTRODUCTION: Notification has been received recently that Bell Canada wishes to renew their lease on a property in West Lorne. DISCUSSION: The former Village of West Lorne signed a Lease agreement with Bell Canada in November 1992 for an initial 20 -year term on a part of James Street — Part 1, Plan 11 R -5020 — map attached. This portion of James Street is an unopened road allowance owned by the municipality. The present lease ends on October 31, 2012. Payments of $200 per annum are made on an annual basis in advance by the 15t day of November of each year. As well, municipal taxes are paid on the assessed value of $76,000 CTN. Clause 3 of the agreement allows for a further 20 -year extension at the same terms and conditions. RECOMMENDATION: It is recommended to proceed with renewal of the lease and passing of the necessary by -law. J nne Groch, B.A., AMCT Administrator/Treasurer 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 sII 1- et in I Y? N • ` 1 0 I s K p t (D H ti z�, •L N3QdOW d K 1:3-e.96L-Los; Et // -� -1/ ! •;* r 7, Ii m'41 CO n A I w (133H1S 113PIdr L1a3 10.4) NOISNITI3M 1 1 1■ i 013 1* • `91 0' i 1 I n — I —,Zf• a -6-h .0) ea J 1 _ ▪ na — 1 T y�MrL( - -z t/ ,2Ei OIti ZS/ 7. q4 ,L5'SE Zo- I9Z- IC:)0 ,VD 4g2r -}oQ¢ G,.w..s..... .. • • - - • _ TO: FROM: DATE: SUBJECT: V.:Ilec1laixrr'tcifraCCik of C gc .egf 'lain COUNCIL OF THE MUNICIPALITY OF WEST ELGIN NORMA BRYANT, CLERK DECEMBER 15, 2011 AMENDMENT TO HUMAN RESOURCES POLICY RECOMMENDATION: That Council approves the changes to Policy HR -1.7 and that the necessary by -law be brought forward. INTRODUCTION: Clarification to Human Resources Policy regarding overtime pay for Statutory Holidays has been requested. DISCUSSION: Section 2.01 of Policy HR -1.7, Paid Holidays, specifies the days which full -time employees will be granted holidays with pay (see attached). Clarification is needed for the times that staff are called into work on a Statutory Holiday. It has been the understanding that a special rate would apply to those days, such as Christmas Day and Boxing Day, not to the days that are taken in lieu when Saturday or Sundays are involved (see section 2.05, HR -1.7) To avoid confusion an additional clause 2.04 and amendment to clause 2.05 has been drafted. Respectfully submitted Norma I. Bryant Attachment — Policy HR -1.7 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2C0 Tel: (519) 785 -0560 Fax: (519) 785 -0644 MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR -1.7 Section: Benefits Effective Date: Feb 17198 Subject: Paid Holidays Revision Date: Sept 9/10 Page: 1 of 1 1 PURPOSE: 1.01 To establish a policy for full -time employees. 2 POLICY: 2.01 Full -time employees will be granted the following holidays with pay to be calculated at their straight -time rate for the position: (a) New Year's Day (b) Family Day (c) Good Friday (d) Easter Monday (e) Victoria Day (f) Canada Day (g) Civic Holiday (h) Labour Day (1) Thanksgiving Day (j) Remembrance Day (k) Christmas Day (I) Boxing Day 2.02 Full -time employees will be granted one -half day paid holiday on December 24th of each year. 2.03 Where a paid holiday falls within an employee's vacation period, an extra day off shall be granted at a mutually agreeable time. The additional day shall be taken at a time such that the efficient operation of the Corporation's business is not disrupted. 2.04 If called into work on days specified in section 2.01 above, these days will be considered as "Statutory Holiday" for payment of overtime as per Policy HR -4.2 2.05 Where a paid holiday falls on a Saturday or Sunday and this is a non - scheduled working day, the next working day following will be taken off in lieu. These days are not considered "Statutory Holiday" for payment of overtime as per Policy HR -4.2. 2.06 To qualify for the above, the Employment Standards Act will apply. 3 ADMINISTRATION: 3.01 Heads of Department shall ensure this policy is followed. 4 ATTACHMENTS: 4.01 None Council authorization: By -law 98 -06 By -law 2010 -71 C_ a y }ra ;'l'1fl' i 6 December 2011 MEMORANDUM #000812115 TO: Members of Council Municipality of West Elgin FROM: Ted L. Halwa SUBJ: Public Meeting - December 15th, 2011 - Amendment to the Zoning By -law (P1212011) - Daniel Kersten -12284 Blacks Road The above - referenced public meeting is to consider a proposed amendment to the Township of Aldborough Zoning By -law with respect to the abovenoted lands. An Application for Re- zoning has been filed by the owner of the lands, Mr. Daniel Kersten, in partial fulfillment of conditions imposed in the granting of Application for Consent (E85/11) by the Elgin County Land Division Committee on 23 September 2011 for the purposes of creating a lot to dispose a surplus farm dwelling. The subject lands are situated on the east side of Blacks Road north of Queens Line (County Road No. 104). The proposed change the zoning is from the General Agricultural (Al) Zone to the 'site - specific' General Agricultural (A1 -80) Zone and to 'site- specific' Special Agricultural (A2 -26) Zone. The lands proposed to be rezoned A2 -26 comprise the lot on which is situated the surplus farm dwelling. The parcel satisfies the minimum lot area and minimum lot frontage requirements of the A2 zone but exceeds the maximum lot area requirement of 1.0 hectares. Provision has been made in the amendment to permit this deficiency. The lands proposed to be rezoned A1-80 comprise the balance of the farm. The parcel satisfies the minimum lot area and minimum lot frontage requirements of the Al zone. The A1-80 zoning prohibits a dwelling being erected on the lands as stipulated by the Provincial Policy Statement (PPS) and the West Elgin Official Plan. Daniel Kersten - Proposed Zoning By -law Amendment Municipality of West Elgin 6 December 2011 page 2 #000812115 The Lower Thames Valley Conservation Authority (LTVCA) has advised (letter dated 1 Dec /11) that it has no objection to the application, although it does note that portions of the subject lands which lie adjacent to the Degraw Award Drain, Morden Drain, Lee Drain and the Taylor Pond Complex Provincially Significant Wetland are subject to the Authority's Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation (R.S.O. 152/06). Any works or construction proposed within the regulated areas will require the approval of the LTVCA. The lands are designated 'Agricultural' in the West Elgin Official Plan. The draft By -law is considered to be consistent with the PPS and in conformity with the Official Plan. A reference plan has been deposited with the Land Registrar and the appropriate legal description has been inserted into the By -law which is now in a form suitable for adoption. (original signed by) Ted L. Halwa, MCIP, RPP enclosure CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY -LAW NO. BEING A BY -LAW TO AMEND THE TOWNSHIP OF ALDBOROUGH ZONING BY -LAW NO. 90-50, AS AMENDED Daniel Kersten 12284 Blacks Road WHEREAS the County of Elgin Land Division Committee has granted permission to the creation of a lot (Application for Consent E85/11) to dispose a surplus farm dwelling consistent with the Provincial Policy Statement and in conformity with the West Elgin Official Plan; WHEREAS the County of Elgin Land Division Committee in granting its permission has imposed conditions pertaining to the zoning of the lot being created and the lands being retained including a restriction that no further residential development be permitted on the retained lands; WHEREAS certain provisions of the Zoning By -law are not capable of being complied with NOW THEREFORE the Council of the Corporation of the Municipality of West Elgin enacts as follows: 1. THAT Section 5.3 to By -law No. 90 -50, as amended, of the former Township of Aldborough being the Exceptions of the Agricultural (Al) Zone, is hereby amended by the addition of the following: "5.3.80 a) DEFINED AREA A1-80 as shown on Schedule "A ", Map No. 34 to this By -law. b) PERMITTED USES accessory use agricultural use dog kennel forestry use hunting preserve landing strip as an accessory use riding school wayside pit wildlife sanctuary" 2. THAT Section 6.3 to By -law No. 90 -50, as amended, being the Exceptions of the Special Agricultural (A2) Zone, is hereby amended by the addition of the following: "6.3.26 a) DEFINED AREA A2 -26 as shown on Schedule "A ", Map No. 34 to this By -law. b) MAXIMUM LOT AREA 2.5 ha" 3. THAT Schedule "A ", Map No. 34 to By -law No. 90 -50, as amended, is hereby amended by changing from the Agricultural (A1) Zone to the `site- specific' Agricultural (A1 -80) Zone those lands outlined in heavy solid lines and described as A1-80 on Schedule "A" attached hereto and forming part of this By -law, being part of Lot 1, Concession VII, formerly in the Township of Aldborough, now in the Municipality of West Elgin, in the County of Elgin. 4. THAT Schedule "A ", Map No. 34 to By -law No. 90 -50, as amended, is hereby amended by changing from the Agricultural (A1) Zone to the 'site - specific' Special Agricultural (A2 -26) Zone those lands outlined in heavy solid lines and described as A2 -26 on Schedule "A" attached hereto and forming part of this By- law, being more particularly described as being Part 1, Plan 11 R -9407, being part of Lot 1, Concession VII, formerly in the Township of Aldborough, now in the Municipality of West Elgin, in the County of Elgin. 5. THIS By -law comes into force upon the day it is passed in the event an appeal has not been filed with the Clerk within the time prescribed by the Planning Act, R.S.O. 1990, as amended. In the event an appeal is filed with the Clerk within the time prescribed by the Planning Act. R.S.O. 1990, as amended, the By -law shall be deemed not to have come into force until the appeal has been finally disposed of, whereupon the By -law (except for such parts as are repealed or amended as so directed by the Ontario Municipal Board) shall be deemed to have come into force on the day it was passed. READ a FIRST time this READ a SECOND time this day of day of , 2011. , 2011. READ a THIRD time and FINALLY PASSED this day of , 2011. MAYOR CLERK LOT 0 DOWNIE LINE 0 a u A1-80 A2 -26 LOT 1 CONCESSION VII 104 LOT 2 This is Schedule "A" to By -law No. Passed this day of , 2011. Mayor Clerk Municipality of WEST ELGIN SCHEDULE 'A' 1:5,000 Metres 0 20 40 80 120 160 200 Planners Inc 13 December 2011 MEMORANDUM TO: Members of Council Municipality of West Elgin FROM: Ted L. Halwa #000812096 SUBJ: Public Meeting - December 15th, 2011 - Amendment to the Zoning By -taw (P1112011) — Walter Bianco — 23573 Gray Line An Application for Re- zoning has been filed by the owner of above -noted lands, Mr. Walter Bianco, to address a condition imposed by the Elgin County Land Division Committee in the granting of Application for Consent (E65/11). The Committee granted a provisional consent for the purposes of creating three residential Tots, two of which would constitute building lots, out of the subject lands situated on the Lake Erie shoreline on the south side of Gray Line between the Mistele Side Road and Kerr Road. The public meeting is to consider a proposed amendment to the Township of Aldborough Zoning By -law to change the zoning from the Agricultural (Al) Zone to the Lakeshore Residential (LR) Zone. The lands proposed to be rezoned LR comprise the three Tots created by the Land Division Committee. The building lots (i.e. the two westerly Tots) each have an area of approximately 1.8 hectares (4.4 ac), a frontage of 60.9 metres (200 ft) and a depth of approximately 300 metres (984 ft). The remaining lot, on which is situated the owner's residence and various accessory buildings, has an area of 3.3 hectares (8.1 ac), a frontage of 119 metres (390 ft) and a depth of approximately 270 metres (886 ft). All three lots would satisfy the minimum lot area and lot frontage requirements (1,500 sq m & 30 m respectively) of the LR zone. The Lower Thames Valley Conservation Authority (LTVCA) has advised (letter dated 1 Dec/11) that portions of the subject lands (approximately one -half) are subject to the Authority's Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation (R.S.O. 152/06). Any works or construction proposed within the regulated areas will require the approval of the LTVCA and the issuance of the necessary permit. It is our understanding from Mr. Bianco that any new dwellings Walter Bianco - Proposed Zoning By -law Amendment Municipality of West Elgin 13 December 2011 page 2 #0008/2096 would be located 'above' the regulatory line established by the Authority although a new owner may ultimately have different plans. The Ministry of Municipal Affairs and Housing (MMAH) has recently (9 December 2011) advised that the impact of the proposed land use change (i.e. re- zoning) on natural heritage features should be addressed prior to adoption of the zoning by -law amendment. Specific concerns raised by the Ministry of Natural Resources (MNR) and conveyed to the Municipality by MMAH by the Ministry include: - portions of the subject lands designated 'Woodlands' in the West Elgin Official Plan. Need to have regard to Section 3.3.7, Section 3.3.8 and Section 3.3.9 of the Plan. Development only permitted in significant woodlands where it can be demonstrated that there will be no negative impacts; -lands are home to several "species at risk" including the Hooded Warbler, Acadian Flycatcher and the American Badger; - unevaluated wetlands within the aforementioned wooded areas surrounding the subject lands; - potential existence of significant wildlife habitat. The above -noted issues appear capable of being addressed albeit not in time for the scheduled public meeting. In the interim, further consideration of the proposed zoning by -law amendment should be tabled to the January 2012 meeting of Council to provide sufficient time to review the issues raised and to provide the owner, as need be, with the opportunity to consult with MNR and MMAH. Once the issues have been addressed and potentially resolved, the proposed amendment could be re- considered. (original signed by) Ted L. Halwa, MCIP, RPP November 3, 2012 CHAIR Brian King Municipality of Chatham -Kent VICE -CHAIR John Kavelaars Municipality of Southwest Middlesex MEMORANDUM TO: CHIEF ADMINISTRATIVE OFFICER MUNICIPALITY OF WEST ELGIN FROM: JERRY G. CAMPBELL T1je Thames, A Cambial' Heritage River RE: AUTHORITY BUDGET & MUNICIPAL LEVY - 2012 Conservation Natural CRarnpions D--I The Lower Thames Valley's proposed 2012 budget and municipal levy was presented to our Board of Directors (your municipal appointees) at a meeting held on Thursday, October 27, 2011. The budget will be presented at the Authority's Annual Meeting in February for final adoption. Since we are aware that you are currently considering your budgets for 2012 we felt that we would forward a copy of our budget and Ievy to assist in your budget deliberations. If you refer to page 8 of our budget you will note that our overall general levy increase is $27,425. Your apportionment of the levy will vary by municipality based on the modified current value assessment relative to your municipality as determined by information provided to us by the Province. As indicated on page 8, your proposed 2012 municipal general levy is $29,525 and direct special benefit levy is $2,115 for a total of $31,640. We trust this information is of assistance to you but if you have any questions regarding the above please contact Sandra Maynard or myself at 519-354-7310. 1961 -201 1 "CELEBRATING FIFTY YEARS OF CONSERVATION" 100 THAMES STREET • CHATHAM, ON • N7L 2Y8 • 519- 354 -7310 FAX 519- 352 -3435 • www.itvca.ca JERRY G. CAMPBELL - GENERAL MANAGER / SECRETARY - TREASURER FYI -i- % ' fL e. Town of Richmond Hill —1 2- P.O. Box 300 225 East Beaver Creek Road Richmond Hill, Ontario Canada L4C 4Y5 905- 771 -8800 www.richmondhill.ca D-A October 28, 2011 Association of Municipalities of Ontario (AM 200 University Ave., Suite 801 Toronto, Ontario M5H 3C6 To whom it may concern, RECEIVED 1 NOV - 4 2011 Richmond Hill Town Council, at its meeting on October 24, 2011, approved the following resolution: WHEREAS, the tick -borne illness know as Chronic Lyme Disease, which mimics many catastrophic illnesses, such as Multiple Sclerosis, Crohn's, Alzheimer's, arthritic diabetes, depression, Chronic Fatigue and Fibromyalgia is increasingly endemic in Canada, but the scientifically validated diagnostic tests and treatment choices are currently not available in Ontario, forcing patience to seek these in the USA and Europe; WHEREAS, the Canadian Medical Association informed the public, governments, and the medical profession in May 30, 2000 edition of their professional journal that Lyme Disease is endemic throughout Canada, particularly in Southern Ontario; WHEREAS, the Ontario Public Health system and Ontario Health Insurance Plan currently do not fund those specific tests that accurately serve the process for establishing a clinical diagnosis, but only recognize testing procedures know in the medical literature to provide false negatives 45 to 95% of the time; (continued) • ...2/ Association of Municipalities of Ontario (AMO) Lyme Disease Petition October 28, 2011 Page 2 That the Council of the Town of Richmond Hill, petition the legislative assembly of Ontario to request the Minister of Health to direct the Ontario Public Health system and OHIP to include all currently available and scientifically verified tests for Acute and Chronic Lyme diagnosis, to do everything necessary to create public awareness of Lyme Disease in Ontario, and to have internationally developed diagnostic and successful treatment protocols available to patients and physicians; That the Ontario Minister of Health and Long -Term Care, Honourable Deborah Matthews; Reza Moridi, MPP Richmond Hill; Helena Jaczek, MPP Oak Ridges - Markham, be advised of Council's support; That the Association of Municipalities of Ontario be advised of the resolution and encourage other municipalities across Ontario to endorse the motion. If you require further information, please contact the Clerk's Office at (905) 77'1- 8800. Sincerely, Sexitc.A., ts Gloria T. Collier Deputy Clerk /Is 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. Corporation of the COUNTY OF HURON �3 WARDEN, Neil Vincent 1 Court House Square, Goderich, Ontario N7A 1M2 nvincentCla huroncounty.ca 519- 524 -8394 Fax 519 - 524 -2044 November 2nd, 2011. The Hon. Kathleen Wynne, Minister of Municipal Affairs and Housing, 17th Floor, 777 Bay Street, Toronto, ON M5G 2E5 Honourable Minister: MUNICIPALITY OP WEST ELCIig nECEIVFr NOV #.7 2011 The Council of the County of Huron at their October 5th, 2011 County Council meeting passed the following Resolution: WHEREAS: Ontario's private woodlots harvested for commercial purposes are a valuable asset and a source of income to the landowners who harvest them responsibly; AND WHEREAS: Once a woodiot is destroyed or rendered useless; for example, the tornado that hit the Goderich area in August 2011; it will take a generation for the woodiot to be sustainable again; AND WHEREAS: The woodiot landowners have no recourse for this Toss of income derived from the responsible harvesting of their woodlots; AND WHEREAS: The Ontario Disaster Relief Assistance Program ( ODRAP) does not currently include claims from the private woodlots harvested for commercial purposes, for their loss of income or product; even when the woodiot landowner can provide evidence of the loss of income sustained from an eligible disaster; AND FURTHER THAT: The losses sustained by the woodiot landowners could be evaluated by a member of the Ontario Professional Foresters Association; AND FURTHER THAT: Woodlots are not insurable under a property owner's insurance; NOW THEREFORE BE IT RESOLVED: The Corporation of the County of Huron strongly supports the woodlot landowners within the Province of Ontario; by requesting the Minister of Finance and the Minister of Municipal Affairs and Housing to conduct an immediate review and include the losses sustained by woodiot owners in the applications for eligible assistance under ODRAP; .../2 The Hon. Kathleen Wynne, Minister of Municipal Affairs and Housing. November 2 "d, 2011 Page 2of2 AND FURTHER THAT: The eligible assistance under ODRAP; be made retro active to the August 21St, 2011 tornado disaster that struck Goderich and area; AND FURTHER THAT: This Motion; be forwarded to all municipalities in the Province of Ontario for their support. This Resolution was forwarded to your predecessor October 5th, 2011. I felt it prudent to forward it to you due to the change in the Provincial Ministries. If I can be of further assistance, please contact me at your convenience. Sincerely, Barbara L. Wilson, CMO, County Clerk, County of Huron. c.c. Minister of Finance, Hon. Dwight Duncan emailed to kwynne.mpo ©liberal.ola.oro this date Ministry of Community Safety and Correctional Services Office of the Minister 25 Grosvenor Street 16th Floor Toronto ON M7A 1Y6 Tel: 416- 325 -0408 Fax: 416 -325 -6067 Minist8re de la S&curite communautaire et des Services correctlonnels Bureau du ministre 25, rue Grosvenor 188 otage Toronto ON M7A 1Y6 T61.: 416-325-0408 Telec.: 416 -325 -6067 NOV 092011 His Worship Bernie Wiehle` Mayor Municipality of West Elgin 22413 Hoskins Line, PO Box 490 Rodney ON NOL 2C0 Dear Mayor Wiehie: MC- 2011 -2311 Thank you for your letter, forwarded to my predecessor by Premier Dalton McGuinty, regarding your concerns about policing costs and services provided by the Ontario Provincial Police (OPP). I apologize for the delay in responding. The increasing cost of policing is an issue that has been raised by many municipalities across the province. It has been largely with savings in mind that, since 1985, over 50 municipal services have been disbanded by municipalities in favour of OPP policing. The OPP policing model has many advantages, including shared services such as recruitment, training and staffing; economies of scale in relation to purchasing; centralized dispatch; and access to technology and research. These advantages translate into significant savings for municipalities. The statement that many OPP policed municipalities of "similar geographies and populations may have widely different deployment complements" reflects the fact that policing costs are based largely upon workload associated with reactive (responding to and investigating calls for service) and proactive (patrol and crime prevention initiatives) measures. These workload activities are driven to a large extent by other factors, such as population demographics, crime and social problems. In co- operation with the OPP, the Municipality of West Elgin could identify specific examples of municipalities with comparable characteristics and workload to facilitate such analyses. The OPP will continue to work with the Municipality of West Elgin to discuss policing options and to explain costs to ensure transparency of its services and invoicing practices. To this end, the OPP Business and Financial Services Bureau will provide rationale and supporting documentation to any municipality upon request. ...12 His Worship Bernie Wiehle Page two 1 have forwarded a copy of your correspondence to OPP Commissioner Chris D. Lewis to ensure he is also aware of your concerns. Again, thank you for writing. Sincerely,. Madeleine Meilleur Minister c: The Honourable Dalton McGuinty Premier of Ontario OPP Commissioner Chris D. Lewis Corporation of the Township of Chisholm Municipal Office: 2847 Chiswick Line RR #4, Powassan, Ont. P011 JZO (705) 724 -3526 - Fax (705) 724 -5099 twpchisholm@ontera.net November 14, 2011 To all Ontario Municipalities: MIUMCIPALIYY OI=wESY ELGN RECEIVES? NOV t72011 Re: Resolution seeking amendments to the Municipal Act re: pregnancy /parental leave Council for the Corporation of the Township of Chisholm, at their meeting on October 25th, 2011, passed the following resolution unanimously in support: WHEREAS the full participation of women should be encouraged at all levels of Government; and WHEREAS it is a reasonable assumption that a Mayor /Councillor may become a new parent during their term in office; and WHEREAS there is no provision in the Municipal Act dealing specifically with pregnancy /parental leave; and WHEREAS Municipal Mayors /Councillors are exempt from the Employment Standards Act which provides seventeen (17) weeks pregnancy leave, and thirty -five (35) weeks parental leave; and WHEREAS Municipal Councils have no legal mandate to rule on human rights issues or issues of gender equality, it may therefore be inappropriate to use Section 259 (1)© of the Municipal Act for pregnancy /parental leave; and Now therefore be it resolved that the Council of the Corporation of the Township of Chisholm recommends to Premier Dalton McGuinty, Honourable Kathleen Wynn, Minister of Municipal Affairs and Housing, Honourable Laurel Broten, Minister responsible for Women's Issues, that there be an amendment to the Municipal Act providing for appropriate pregnancy /parental leave for Municipal Mayors and Councillors that does not require authorization from Council, and further that this resolution be circulated to all municipalities for support through the Association of Municipalities of Ontario, and to M.P.P. Vic Fedeli, Nipissing, and MP Jay Aspin, Nipissing - Timiskaming for their support. The Township of Chisholm is requesting support from all municipalities in Ontario to have an amendment made to the Municipal Act providing for appropriate pregnancy /parental leave for Municipal Mayors and Councillors. Please have your Council consider supporting a similar resolution and forward your support to the appropriate members of provincial government as well as your Members of Parliament. Sincerely, Linda M. Ringler, A.M.C.T. Clerk- Treasurer 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. Jjoefl anada A Heritage and a uture November 16, 2011 Association of Municipalities of Ontario (AMO) #801 -200 University Avenue Toronto, ON M5H 3C6 To All Ontario Municipalities: At their meeting on November 14, 2011, Council for the Town of Ingersoll passed the following resolution: WHEREAS three out of every four youths are victims of bullying, gossip, physical abuse, exclusion or on -line intimidation affecting them regardless of gender, race, religion or nationality; AND WHEREAS communities across Ontario are beginning to recognize the week of November 13`x' -18`" as Bullying Awareness and Prevention Week; AND WHEREAS preventing bullying through education, ongoing communication and awareness is a step towards better understanding of the issue; AND WHEREAS the Thames Valley District School Board (TVDSB) Director's Community Task Force on Anti - Bullying was formed in June 2010, with 15 agencies throughout Thames Valley including the TVDSB, police, Children's Aid Societies, health professionals, mental health providers, Fusion Youth Activity Centre and anti - bullying coalitions to find ways to address the bullying issue in our community; AND WHEREAS almost 600 community members of three counties (Middlesex, Oxford and Elgin Counties) gathered and provided more than 2000 suggestions on how children and youth services, community organizations, health professionals, the media, parents, police and justice, schools and students can prevent and respond to bullying; AND WHEREAS the Report to the Community, released on June 28, 2011 highlighted how each organization will address the issue of bullying in the future AND WHEREAS a unique and creative approach to the TVDSB's effort to work with the community to eliminate bullying behaviour everywhere reads as a pledge and commitment from organizations, schools, students, agencies and individuals making a stand to end bullying; THEREFORE BE IT RESOLVED that the Council for the Corporation of the Town of Ingersoll hereby recognize and support the pledge to end bullying, expressing their commitment to not engage In bullying behavior and to make a stand against bullying; AND FURTHER THAT Council as a whole will read out loud the pledge. The Pledge: "I believe that everybody has the right to live in a community where they feel safe, included, valued and accepted regardless of differences. I pledge to be respectful of others and to make a stand against bullying whenever & wherever I see it." 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 Premier Dalton McGuinty; Minister of Education Laurel Broten; Minister of Children and Youth Services Eric Hoskins; Minister of Community and Social Services John Milloy; Minister of Community Safety and Correctional Services Madeleine Meilleur; Minister of Health Deb Mathews; and Attorney General John Gerretson; Lisa MacLeod, PC Education Critic; Peter Tabuns, NDP Education Critic; Christine Elliott, Deputy Leader and PC Children and Youth Services Critic; Jane McKenna, PC Children and Youth Services Critic; Monique Taylor, NDP Children and Youth Services Critic; Toby Barrett, PC Community and Social Services Critic; Cheri Di Novo, NDP Community and Social Services Critic; Bob Bailey, PC Community Safety Critic; Elizabeth Witmer, PC Health Critic; France Gelinus, NDP Health Critic; and, Jagmeet Singh, NDP Attorney General Critic; AND FURTHER THAT this resolution be circulated to all municipalities In Ontario through the Association of Municipalities of Ontario. The Town of Ingersoll respectfully requests that all municipalities in the Province of Ontario consider supporting this resolution. We also seek the Province's support in recognizing Bullying Awareness and Prevention Week and initiatives identified in the Thames Valley District School Board's Report to the Community. Sincerely, Mars a Paley, M IP, RPP, C Clerk/ Deputy Chief Administ ive Officer c Premier Dalton McGuinty John M €Iloy, Minister of Community and Social Services John Gerretson, Attorney General Christine Elliott, Deputy Leader and PC Children and Youth Services Critic Toby Barrett, PC Community and Social Services Critic Elizabeth Witmer, PC Health Critic France Gelinus, NDP Health Critic Cheri DiNovo, NDP Community and Social Services Critic Jane McKenna, PC Children and Youth Services Critic Lisa MacLeod, PC Education Critic Madeleine Meilleur, Minister of Community Safety and Correctional Services Laurel Broten, Minister of Education Jagmeet Singh, NDP Attorney General Critic Bob Bailey, PC Community Safety Critic Monique Taylor, NDP Children and Youth Services Critic Peter Tabuns, NDP Education Critic Eric Hoskins, Minister of Children and Youth Services Deb Mathews, Minister of Health 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. West Elgin Community Policing Advertising and Promotion Sub Committee Chair, Shirley Slaats P.O. Box 146 Rodney, ON NOL 2C0 November 9, 2011 Municipality of West Elgin P.O. Box 490 Rodney, ON NOL 2C0 MUNICIPALITY OF VEST G4^.5;. RfiCE+viER NOV 24 2013 T- 1 Dear Mayor and Members of Council, Thank you for your generous donation of your past support of your Grant of $500 to our Sub- Committee. The purpose of this letter is to ask for $500 for this upcoming year, 2012, to continue promoting our Sub - Committee to publish articles, advertise meeting and guest speakers in The Chronicle. Coming Events insertions advertising meetings and guest speakers: 10 @ $10 = $100 Publish articles: Total Thank you in advance for your consideration to this matter. Most appreciated, Shirley Slaats� Chair of Sub - Committee of West Elgin Community Policing 4 @$100= $400 $500 • �-g Middlesex H FOUNDATION Hospital Alliance Four Counties Health Services Foundation Open House Information Session In the auditorium at Four Counties Health Services 1824 Concession Drive Newbury Ontario Wednesday January llth2012 @ 5 :00- 6 :OOpm Or Wednesday February 8th2012 @ 5:00- 6:OOpm Agenda • Welcome • Four Counties Health Services today • Four Counties Health Services tomorrow • Diabetes • Tour Of facility RSVP by December 16th 2011 to 519 - 693 -7111 x 2501 or 2438 Please join us for refreshments & appetizers The Corporation of the MUNICIPALITY OF TWEED 255 Metcalf St., Postal Bag 729 Tweed, ON KOK 3J0 Tel.: (613) 478 -2535 Fax: (613) 478-6457 Email: info @twp.tweed.on.ca Website: www.twp.tweed.on.ca November 23, 2011 To: Association of Municipalities of Ontario (AMO) Re: AMO Watch File -- Municipal Resolution Circulation We are requesting your support for the following Council resolution: Date: October 25, 2011 MOVED BY D. DEGENOVA SECONDED BY J. BRAY Jo -Anne Albert REEVE Patricia L. Bergeron, A.M.C.T. CAO /CLERK Meeting No. 17 Resolution No. 350 WHEREAS the Ontario Wildlife Damage Compensation Program provides compensation to eligible applicants whose livestock and/or poultry have been injured or killed as a result of wildlife, and further provides for municipalities to compensate livestock owners and seek reimbursement from the Ministry of Agriculture, Food and Rural Affairs; AND WHEREAS livestock valuers submit the same report to the Ministry of Agriculture, Food and Rural Affairs that they do to municipalities therefore making municipal involvement redundant; AND WHEREAS municipalities are required to pay animal livestock valuer report claims directly, and then apply for reimbursement from the Ministry of Agriculture, Food and Rural Affairs, who in turn have the option to deny such claims although the claim has been paid by the municipality; AND WHEREAS municipalities are required to remunerate livestock valuers although municipalities are not appropriately compensated to cover all related expenses and must do so at the expense of municipal taxpayers; NOW THEREFORE BE IT RESOLVED THAT municipalities no longer be involved in the livestock valuation and compensation program and further that livestock owners, through a Provincial livestock valuer, make application directly to the Ministry of Agriculture, Food and Rural Affairs and be paid from the Ministry for wildlife damage compensation and further that the program guidelines be amended to provide for these changes. Carried. Signed: 9 Albert, Reeve Contact: Patricia Bergeron, CAO /Clerk Municipality of Tweed, Postal Bag 729, Tweed, ON KOK 370 Email: plb @twp.tweed.on.ca Fax: 613 - 478 -6457 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. EaTIrfGwi limbury December 6, 2011. • Association of Municipalities of Ontario (AMO) Attn: Julia Shiu . 200 Universi-ty Ave., Suite 801. Thronte, OntatioM5H 3C6 Dear Ms.. Shiu: Fernando Lamanna, • Deputy Clerk Legal and:Council Support Services 905.478-4282 X12.40 flamanna@eastgwillimbury.ca • risu T On 0 6 2011 For your information and records, at its regiilar meeting held Monday, November 21,.2011, the Municipal Council of the Town of East Gwilliinbury adopted the following resolution: WHEREAS Municipalities are faced with requests from Commercial Fill Operators to place fill.in, for example, either previously undisturbed areas Or expired gravel extraction pits; 4ND WHEREAS municipalities have limited resources and ability to regulate this type of operation other than through zoning restrictions and agreements associated predominantly with operational protocol; AND WHEREAS the issue Of soil quality of fill imported to a receiving site potentially has a significant cross jurisdictional environmental impact that should be elevated to the Provincial level through the Ministry of the Environment,' AND WHEREAS the Ministry of the Environment has established criteria for quality of fill for BrOwnfield redevelopment but not for the importation and Placement offill within, as an example, undisturbed areas or expired gravel extraction pits; BE IT THEREFORE RESOLVED that the Province, through the Ministry of the EnvirOnment, establish guidelines, regulations and a Provincially.regulated approval process to govern the quality of fill imported to a receiving site other than for the purpose of Brownfield redevelopment; AND FURTHER, THAT the Clerltforward copies of this resolution to York-Simcoe MPP, Julia Munroe; the Ministry of theEnvironment, the Association of Municipalities of Ontario and all Ontarib Municipalities for their consideration, If you have any further questions feel free to contact the undersigned. Yours tr ndo Lamanna, BA Deputy Clerk Legal and Council Support Services Our town, Our future" 19000 Leslie Street, Sharon, Ontario LOG IVO Tel: 905-478-4282 Fax: 905-478-2808 www.eastgwillimbury.ca December 6, 2011 Town of Penetanguishene Box 5009,10 Robert Street West Penetanguishene, Ontario L9M 2G2 e -mail: hbryce @penetanguishene.ca / web: www.penetanguishene.ca Phone (705) 549 -7453 Fax (705) 549 -3743 RESOLUTION ON RISING COST OF POLICING WHEREAS the Municipal Act, 2001S.O. 2001, Chapter 25 provides that single, upper and lower tier municipalities in Ontario are responsible for the Protection of persons and property; AND WHEREAS the Police Services Act R.S.O. 1990, Chapter P.15 further provides that every municipality shall provide adequate and effective police services in accordance with its needs; AND WHEREAS there are 444 municipalities within the Province of Ontario, 313 of which are serviced by the Ontario Provincial Police; AND WHEREAS the levels of service and costs associated with said services is controlled by and outlined by the Province of Ontario; AND WHEREAS the cost of police service continues to escalate at a rate four (4) times higher than that of inflation per year; AND WHEREAS the Ontario Government has not directly consulted nor communicated with the municipalities serviced by the Ontario Provincial Police on the rising costs which are transferred to the municipalities as part of the cost formulas for the OPP nor on the financial implications of its negotiations with the police service; AND WHEREAS policing represents a large, if not the largest portion of municipal budgets, particularly in rural and small municipalities; AND WHEREAS all municipalities strive to maintain the tax levy at a rate that their residents can reasonably afford as local governments are largely funded through property taxes; AND WHEREAS the median income and cost of living varies in each municipality resulting in an increased financial burden for rate payers with lower median incomes, particularly in rural and small municipalities; AND WHEREAS Policing salaries make up 90% of policing costs and these salaries can be 2 and 3 times greater than the median income particularly in rural and small municipalities served by the OPP and do not reflect the lower cost of living in these rural and small communities but rather the salaries of the cost of living in the metropolitan areas which are to be used as comparators for the OPP as the "highest paid force "; AND WHEREAS the continued financial pressure of policing is having an adverse affect on municipalities in the delivery of other essential services in their respective communities; NOW THEREFORE BE IT RESOLVED THAT the Town of Penetanguishene request the support of this resolution from all municipalities in Ontario that are serviced by the Ontario Provincial Police (contract or non - contract); AND THAT all municipalities commit to form a joint effort with the assistance of AMO to clearly and directly communicate to the Provincial Government on policing matters and to deal directly with the Ministry of Community Safety and Correctional Services; AND FURTHER THAT this joint effort request meetings with the Premier and the Minister to review how decisions made by the Province dramatically impact our local taxpayers and result in higher property taxes and/or reduced municipal service levels as a result of the increased cost of policing by the OPP and to find mutually beneficial ways and means to contain the costs of policing and/or reduce the impact, particularly in small and rural municipalities; AND FURTHER THAT this joint municipal effort work with the Province to create a salary credit system as part of the OPP costing formula that prorates policing salaries to be more reflective of the median income and cost of living for the area served which would significantly reduce the financial burden on rural and small municipalities; AND FURTHER THAT said municipalities are encouraged to forward letters in support of this resolution to the Premier, Minister of Community Safety and Correctional Services, the Association of Municipalities of Ontario (AMO), the Association of Ontario Police Services Boards (OPSB), Provincial Opposition parties and local Member of Provincial Parliament. AND FINALLY THAT this resolution be forwarded to the appropriate government agencies and communities as outlined within. 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. West Elgin Arena Board Regular Session October 18 2011 This regular session of the West Elgin Arena Board was called to order at 9:30 am with the following members present: Mary Bodnar, Teri Knott, Bob Purcell, and Recreation Superintendent Jeff Slater. Item # 1 Disclosure of Pecuniary Interest: None noted. Item # 2 Delegations: There were no delegations present at this session. Item # 3 Adoption of the Minutes: Moved By: Bob Purcell Seconded By: Tri Knott The West Elgin Arena Board resolves that the minutes of September 20 2011 be approved as presented. CARRIED Item # 4 Accounts and Financial Reports: Moved By: Teri Knott Seconded By: Bob Purcell The West Elgin Arena B oard resolves that the accounts in the amount of $ 5575.16 be approved for payment. CARRIED Item # 5 Business Arising from the Minutes: 1) Seasonal Staff: Moved By: Bob Purcell Seconded By: Teri Knott The West Elgin Arena Board resolves that the Recreation Superintendent be authorized to hire the Seasonal Operations Staff (2) at a pay rate of $ 16.00 per hour. CARRIED 2) Arena Sound System: The Recreation Superintendent reported that the second quote came in higher than the previous quote, and that he is still waiting for the third estimate. 3) Concession Fire System: Moved By: Teri Knott Seconded By: Bob Purcell The West Elgin Arena Board resolve that the Access Fire quotation for $ 2600.00 plus taxes be approved for the concession fire suppression system. CARRIED -2- 4) Arena Security System Upgrade: After some discussion regarding the Arena Security System the following resolution was passed: Moved By Bob Purcell Seconded By: Teri Knott The West Elgin Arena Board resolve that the ECM quote of $ 3497.95 plus taxes for the upgrades to the existing fire and security system at the West Elgin Arena be accepted. CARRIED. 5) Ice Resurfacer: The Recreation Superintendent reported that he had been to the Zamboni factory in Brantford to view their machines. He further explained the differences and options available on the machine. An estimate will follow shortly as the information discussed effected the estimate. 6) Natural Gas Refueling: There was some concern expressed by the various manufacturers of resurfacers that there may be a difficulty in obtaining parts for the natural gas refuelling devices and that might be a consideration when deciding how to fuel the resurfacer. 7) Telephone in the Warm Room: The Recreation Superintendent indicated that the telephone in the warm room was again in need of replacement. After some discussion the consensus of the Arena Board was that because of the popularity of Cell phones and other related devices that they did not consider replacing the telephone a necessity. Item # 6 Correspondence: 1) A Letter / Advertisement Latec instruments: Laser Ice levelling System, read and filed. Item # 7 New Business: 1) Refrigeration Service Contract: The Recreation Superintendent indicated that we will be searching a Refrigeration Contract for the service and maintenance of our refrigeration equipment. Item # 8 Adjournment: Moved By: Teri Knott Seconded By: Bob Purcell The West Elgin Arena Board resolve that this session of the West Elgin Arena Board adjourn at this hour of 10:15 am and shall reconvene on November 8 2011 or at the call of the chair. CARRIED. L- West Elgin Recreation Committee Regular Session October 19 2011 This regular session of the West Elgin Recreation Committee was called to order at 7:30 pm with the following members present: Gerry Scafe, Grace Blanchard, Dug Aldred, Norm Miller, Lisa Fletcher, and Recreation Superintendent Jeff Slater. Item # 1 Disclosure of Pecuniary Interest: None noted. Item # 2 Delegations: Thee were no delegations present at this session. Item # 3 Adoption of The Minutes: Moved By: Grace Blanchard Seconded By: Lisa Fletcher The West Elgin Recreation Committee resolves that the minutes of September 21 2011 be approved as presented. CARRIED Item # 4 Business Arising from the Minutes: 1) Youth Dance: The Youth dance scheduled for October 29th has been rescheduled to November 19th 2011 at the Recreation Center. The age range for the dance is to be 15 - 18 years of age. Chris Clark is to DJ the event at a cost of $ 500.00 for the evening. Dance will run from 9 pm until 12 am. Advertising to be placed in the local paper for the November 10 and 17 2011 editions. 2) CIYC " Stuff ": members of the Recreation Committee, Gerry Scafe, Grace Blanchard, and Jackie Clayworth went through the remaining items of the CIYC Youth Center. They redistributed some items and some items were disposed of. Some items were placed with our own Day Camp Program, and others were donated to the diabetes association, and Good Will. Item # 5 Correspondence: 1) Resignation Letters from Committee members. Item # 6 New Business: 1) Connie Kool: Connie Kool requested a reduction in fees for the Recreation Center to facilitate the operation of a dog walking program. After considerable the committee decided not to support Connie Kools request for a reduction in the Recreation Centers fees. 2) No Bike Path as Such: Member Norm Miller reported that the County decided not to install a bicycle path from Pioneer Line to Aldborough Public School. There will be a wider shoulder installed in this area to make it safer for the kids that ride their bicycles 3 -2- and walk to the Public School. 3) Recreation Committee Meeting Date: The Recreation Superintendent indicated that some of the members had asked to have the meeting date changed to a different date, or day during the week. After considerable discussion the following resolution was passed: Moved By: Lisa Fletcher Seconded By: Norm Miller The West Elgin Recreation Committee resolve that for 2012 the regular meeting date be changed to the fourth Wednesday of every month at 7:30 pm. CARRIED The Recreation Superintendent indicated that this would have to be approved by Council, as this meeting date is established as part of By -Law 2007 -115. 4) Smoking By -Law: Members of the Rodney Minor Soccer Association inquired as to the formalities of establishing smoking regulations for their members at Rodney Soccer events. The Recreation Superintendent after consulting with the Clerk of West Elgin reported that they can establish policy regarding their own members but cannot establish policy for the general public. After some discussion by the committee, members thought that idea might have merit so they passed the following resolution: Moved By Lisa Fletcher Seconded By: Grace Blanchard. The West Elgin Recreation Committee resolve that they request West Elgin Council to consider a smoking by -law / policy to restrict smoking around athletic / recreational facilities in municipal parks_ CARRIED. Item # 7 Adjournment: Moved By: Grace Blanchard Seconded By: Norm Miller The West Elgin Recreation Committee resolve that this session of the Parks and Recreation Committee hereby adjourn at this hour of 8:30 pm reconvene November 2 2011 at 7:30 pm or at the call of the chair. CARRIED West Elgin Chamber of Commerce Agenda / Minutes for 1 November 2011 Rodney Old Town Hall Attendees — John Slaats, Heather Bell, Irene Puddester, Robert White, Bill Denning, Ed Kebbel, Norm Miller, Dug Aldred Regrets — Keith Fretter, Iris Fretter NOTE: There will be a Notice of Motion to amend the by -laws regarding the attendance of meetings by the General Membership at Monthly and Annual General Meeting. Executive and Directors Meeting November 29th, 2011 at 7:30PM. There will be no meeting in December. Our next regular meeting will be January 3rd, 2012 Welcome from Chair — New president, Bill Denning opened the meeting. Approval of Minutes — Moved by Irene Puddester, seconded by Heather Bell that the minutes be accepted as presented. No objections — carried. Business arising from previous meeting -- Concerns for Accessibility Training were raised by Robert White. Deadline is January 1, 2012. Norm Miller will speak with Administration at the municipality, who have completed the training and will get website and contact information. Regarding the incident of membership with Nicole Hibbs, Bill Denning will write a note stating the chamber position on that membership. REPORTS Director's Report: None Correspondence: 2012 Membership in the Ontario Chamber of Commerce. Letter and application turned over to Ed Kebbel. Treasurer: Receipts of $4,156.00, expenditures of $, net income of $. Bank balance is $7,139.16. Membership: There will be a new lead page with a balance of Chamber Benefits and Business Membership welcoming. Draft page will be reviewed with mid November mailout. Welcoming Committee: No report. Committee chair in the hospital. Tourism & Economic Development: MPower program of Cactus, Cattle and Cowboys will be carried forward in 2012. This year has been reported very successful and this group will carrying forward In the future as their own arganization and MPower will be looking at new avenues in 2012. The Dodge Rodeo has folded under financial woes. There is a new initiative for a Rodney Farmers Market next to the D &L Resturant. Business After 5: No report. Committee encouraged to develop another event. Committee will follow -up with new tire business and a possible new format for attracting new membership in the chamber using the Business After 5 function. Community Improvement: StreetScape committee and Community Improvement initatives can be part of the new Economic Development committee. Bill Denning will follow -up on this committee. Website Committee: There are no problems with the website. Email functions are normal and there is no justification for the use of PayPal or similar functions to pay membership dues. Other Business: 1) Immigration Round Table. Chamber did not attend but Bill Denning will follow -up the reporting sent to the chamber secretary. 2) Christmas Parade — Rodney and West Lorne. Chamber needs to make their presence. Hot chocolate handout was discussed. Bill Denning has volunteered his antique ambulance. We will need the banner and several volunteers. West Lorne parade -- November 25th, 2011 and the Rodney parade is December 3`d 2011. Administration at the municipality are the Rodney organizers. 3) Dutton - Dunwich Chamber Dinner meeting — November 22nd, 2011 at Lakeview Gardens. Please Note: Next General Meeting is be January 3rd, 2012. 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.westelainchamber.ca Email the Chamber — secretarv(c�westelginchamber.ca E- West Elgin Recreation Committee Regular Session November 2 2011 This regular session of the West Elgin Recreation Committee was called to order at 7:30 pm with he following members present: Gerry Scafe, Grace Blanchard, Jackie Clayworth, Norm Miller and Recreation superintendent Jeff Slater. Member Gerry Scafe was chairperson for this session. Item # 1 Disclosure of Pecuniary Interest: None noted. Item # 2 Delegations: There were no delegations present. Item # 3 Adoption of the Minutes: Moved By: Grace Blanchard Seconded By: Norm Miller The West Elgin Recreation Committee resolve that the minutes of October 19 2011 be approved as presented. CARRIED Item # 4 Business Arising from the Minutes: 1) Upcoming Dance: The Recreation Superintendent reported that the DJ Chris Clark has been contacted and wants the Superintendent to sign the contract, and the West Elgin Recreation Center has been booked. The Recreation Superintendent indicated that there has been some resignations from the Committee and perhaps the committee should reconsider hosting the event in November. Member Jackie Clayworth suggested that the committee host the dance in Dutton at the Recreation Center. After some discussion the consensus of the committee was to host the dance at the Dutton Recreation Center and member Jackie Clayworth would look into reserving the Dutton Recreation Center for a date in late January to early February. 2) Committee Responsibilities: The Recreation Committee expressed concern or confusion over what their responsibilities were. Again the Recreation Superintendent presented the Recreation and By Law and read from the By Law and explained what the committee was responsible for and what their operational mandate was. After some discussion the committee decide to focus more on the special event side of things rather than the programming side of things. The Recreation Superintendent was directed to inform Ann Smith, Rodney Santa Claus Parade organizer of the Recreation Committees willingness to help. Also that the Recreation Committee suspend the operation of programs with the YWCA until early in 2012. Item # 5 Correspondence: 1) The Recreation Superintendent presented 3 letters of resignation from, Teri Knott, Lisa Fletcher, and Mona Blain. -2- Item # 6 New Business: 1) The Recreation Superintendent presented the three letters of resignation from: Teri Knott, Lisa Fletcher, and Mona Blain. The reasons indicated on their e-mails centered around the meeting date not being good for them, to the Committee wasn't what I expected. Again the issue of the meeting date was discussed, again with no viable alternative decided upon. The Recreation Superintendent was directed to place an advertisement in the Chronicle for new members, and not indicate on the advertisement what the meeting date is. Further that the applications / names be sent to the Recreation Superintendent for presentation to the Recreation Committee. The next regular session of the West Elgin Recreation Committee would not be held until January of 2012 to facilitate receiving the applications for the Recreation Committee. Item # 7 Adjournment: Moved By; Jackie Clayworth Seconded By: Norm Miller The West Elgin Recreation Committee resolve that this session of the West Elgin Recreation Committee hereby adjourn at this hour of 9 pm and shall reconvene at the call of the chair. CARRIED West Elgin Arena board Regular Session November 8 2011 This session of the West Elgin Arena Board was called to order at 9:30 am with the following members present: Mary Bodnar, Dug Aldred, Bob Purcell, Teri Knott, Alphonse Willie and Recreation Superintendent Jeff Slater. Item # 1 Disclosure of Pecuniary Interest: None noted. Item # 2 Delegations: There were no delegations present at this session. Item # 3 Adoption of the Minutes: Moved By: Bob Purcell Seconded By: Dug Aldred The West Elgin Arena Board resolves that the minutes of October 18 2011 be approved as presented. CARRIED Item # 4 Accounts and Financial Reports: Moved By: Teri Knott Seconded By; Bob Purcell The West Elgin Arena Board resolves that the accounts in the amount of $ 20,264.51 be approved for payment. CARRIED The Recreation Superintendent explained that the Erie Excavating wall advertising sign is uncollectible and would like the Arena Board to declare it so. Thus making it possible to have the sign rental removed from the arrears of the West Elgin Arena. Moved By: Alphonse Willie Seconded By: Teri Knott The West Elgin Arena Board resolves that the arena wall advertising sign Erie Excavating sign be "written " off as uncollectible and removed from the arrears section of the West Elgin Arena Board. CARRIED Item # 5 Business Arising from the Minutes: 1) West Lorne Minor Hockey Room Report: The Recreation Superintendent provided the Arena Board a report of the expenses for the construction of the WLMH storage room. The final cost for the room is $ 7913.09. After some discussion the following resolution was passed: Moved By: Bob Purcell Seconded By:Alphonse Willie -2- The West Elgin Arena Board resolves that WLMH be invoiced for 1/2 the cost of the construction of the minor hockey room. CARRIED 2) Concession Fire System: The Recreation Superintendent reported that the new fire suppression system has been installed in the concession. It is a class K system and is comprised of two components: the automatic portion, as well as the Class K fire extinguisher. 3) Arena Sound System: The Recreation Superintendent presented the quotes for the installation of the upgrades to the arena sound system. After some discussion the following resolution was passed: Moved By: Bob Purcell Seconded By: Teri Knott The West Elgin Arena Board resolves that the Recreation Superintendent be authorized to contact Ernie King Music to have the upgrade to the arena sound system installed at the quoted price of $ 9550.00 plus applicable taxes. Plus an additional $ 1000.00 for wireless microphones. The cost sharing to be: the Arena Board the budgeted $ 5000.00, WLMH and WESC to divide the remaining amount in a 50/50 split. CARRIED 4) Arena Security System: The Recreation Superintendent reported that the upgrades to the arena security system are underway and should come in slightly cheaper than was passed by the Arena Board. The reason is that to place a key pad by the rear door of the arena in the resurfacer room would be at an extra cost for wiring, so that key pad which will not affect the over all operation of the system was removed from the system. 5) Zamboni: The Recreation Superintendent reported that the estimate is not available as we are having difficulty determining the exact age of the machine as well as the number of operating hours on our existing machine. Also the sales representative was away last week at a trade show. Item # 6 Correspondence: Thee was no correspondence presented. Item # 7 New Business: No new business was presented by the members. Item # 8 Adjournment: Moved By Dug Aldred Seconded By Bob Purcell The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:15 am and shall reconvene at 9:30 am at the West Elgin Arena on December 13 2011 or at the call of the chair. CARRIED West Elgin Economic Development Committee West Elgin Municipal Office Monday, November 21, 2011 7:00 — 9:20 p.m. Committee Members: Bernie Whiehle Richard Leatham Heather Bell Nancy Kopriva Regrets: Grace McGartland Chair: Marilyn Crewe Facilitator Shayne Wyler Recording Secretary Debra Webster Bill Denning Glenn Degraw Call to Order — Marilyn Crewe Steps for the Strategic Planning Process Review of Strategic Planning Process Issue Vision — last month with Shayne and to continue with Vision Statement Strategy — Activities Tracking — plan is not a static document and changes as necessary Grace McGartland sent a Definition of Terms which was distributed. Defining the Vision for West Elgin Economic Development Step 1. Main words from last meeting: Community and Connections (what we need to bring to community) 3 to 6 words to describe the Community and what's it's all about. Speaks to the heart of the matter. Answer question: What do we do? We meaning the municipality and all that this entails. Discussion followed. We feed cities We provide an alternative to city life We are an agricultural community with connections outside We provide connection to a diversity of lifestyle We blend community with connections. We blend community with connections to the world. Is 'blend' the correct verb? We welcome you to our community. The word 'you' makes the statement personal. We connect you with our community. Our community is waiting for you to do what? Connect with us — change to a 'we' statement We are waiting for you to connect with our community. What is the difference we are out to make to our community? We connect you with community. What is the right /correct verb? We connect you to community. We connect you to a great community. This is 7 words * *We connect you to our community. Inviting to a family, business coming to the community. We are a community of connections. We provide you connections to our community. Criteria for above statement. * *Is this an everything you do? Yes * *Does it directly answer the need for community? Yes * *Does it directly combat the threat of vision? Yes Everyone in the community needs to know what everyone else does. Good knowledge of the community is already in place. We connecting you to our community changes by dropping the 'we' and adding 'ing' to the verb. Connecting you to our community Step 2 — Recognizing your vision. Vision statement: We Connect You to Our Community This a new way to define our vision. Step 3 — Recognize your mission We connect you to our community by or through what By knowing our community — all the businesses and what they do Recognize the need whatever it is for everyone Provide information about our community Tools are the people, website; get and keep everyone in the community connected and involved. How do you get me connected to our community? Community needs to be pro - active and ask what the person needs. What can I help you with? We connect you to our community through communication We connect you to our community by discovering your needs We connect you to our community by making it easy to do business here /by wanting to live here We connect you to our community by welcoming you, (step 1) (step 2) by discovering? Listening? Hearing? Communicating? Engaging? Bridging a gap? Determining your needs (step 3) and providing a solution? Direction? A connection? The connection? Connections? Solutions? Answers? information? Assistance? Possibilities? Is providing the correct verb? Making the connections? Providing opportunities? Offering or presenting solutions? Sharing our resources? Knowledge? Solutions and possibilities? opportunities We connect you to our community by welcoming you, determining your needs, and providing solutions and opportunities. What is your community all about? or We can ask them? They ask you or you ask them. Where question? Where do you need community? Preparation List — what do you need as a community need to go out and connect others to your community Will roll into strategies and goal setting Be well informed -- staying current — know what is available — Tools -- website, municipal book Make sure that those connecting with people coming in are up -to -date and how to communicate with people, that people are pleasant, Educating and training merchants and anyone who deals with visitors coming in Take what the community is doing and have merchants, etc. expand their horizons Have resources available. Eg. Welcome to West Elgin brochure Research on what the needs are Instil attitude and culture on employees, merchants, etc. Buy into things by merchants, etc. how to get them to buy in; why does it not work? Do we need a mystery shopper? Business person of the year award? Encouragement and reward for employees? Constantly looking to be helpful. Becomes part of the culture. Volunteer of the year. Provide small incentives. Publish in newspaper — random. Explain from A B how to, what happens A = no community B = community A = meet many people, stating the need, identify the need, how are they coming to the community, how do you interact with people, people who need community, interacting, talking, personal interaction, we meet a lot of people that need community We meet a lot of people that need community. By welcoming you, determining your needs and providing solutions and opportunities, we connect you to our community, giving you the community you need. The invitation May we (may is the word that needs to be used) connect you with our community? The Fair Trade Naturally do as a follow -up How to? Ask them if they know how to get their? Providing solution or opportunity (step 3) Follow -up with the person you sent them to. Reciprocal / win -win situation. Build list for yourself When would you like this? When may I call you? When are the restaurants open? Tools — printed cards, updated annually; website. Questions? Knew what they wanted but didn't know how to go about it. Thank you from Shayne and all in attendance. Future meetings will be moving into activities (lists already completed) and tools (businesses, people, branding) to track the actions. Next Meeting — Tuesday, December 19 — 7:00 p.m. West Elgin Council Chambers