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February 09, 2012MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING FEBRUARY 9, 2012 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A27) *January 5, 2012 Special Council *January 12, 2012 Council *January 19, 2012 Special Council *January 26, 2012 Council *January 26, 2012 Public Meeting — Zoning Amendment (Newport) *January 26, 2012 Public Meeting — Zoning Amendment (lu) BUSINESS ARISING FROM MINUTES: 1. St. Thomas More School Site DELEGATIONS REPORTS (C1 -C8) 1. ROADS a) *Monthly Report b) *Report re: Authorization to proceed to tender February 9, 2012 Page 2 2. RECREATION /EMERGENCY MANAGEMENT a) *Monthly Report b) *Report re: Parks and Recreation Committee c) *CEMC Report d) *Rodney Fire Department Report 3. BUILDING a) *Monthly Report for December 2011 b) Year -End Building Report — 2011 4. WATER a) *Monthly Report 5. BY -LAW ENFORCEMENT a) *Monthly Report 6. DRAINS a) Quotations for Hookaway Drain maintenance b) Drainage Superintendent grant 7. WEST ELGIN PRIMARY SYSTEM 8. ADMINISTRATION a) GIS mapping b) *Planner's Report re: Amendment to Zoning By -law (Bianco) c) *Auditor letters — engagement and representation d) Administrator /Treasurer position — further information ACCOUNTS February 9, 2012 Page 3 CORRESPONDENCE (D1 — D23) COUNCIL CONSIDERATION RECOMMENDED: 1. County of Elgin - Accessibility Co- ordinator; 2. Foundation for Rural Living — announcing wind -down of its operations; 3. County of Huron — request support for Low Frequency Noise Committee findings; 4. The Corporation of the Town of Gravenhurst — support of a resolution for paved shoulders on certain provincially owned highways; 5. Township of Malahide — copy of letter to County of Elgin supporting Accessibility Co- ordinator; 6. AMO — Ontario Municipal Partnership Fund (OMPF) Allocations Announced; 7, Heart & Stoke Foundation — Ontario Defibrillator Access Initiative application; 8. Municipality East Ferris — request for support of a resolution regarding changes to the Ontario Building Code 9. Cipu Family — request to waive fees for a benefit dance, Rodney Recreation Centre; 10. Elgin Group Police Services Board — 2011 Year -End Report; 11. Thames Valley District School Board — appoint a Council representative to serve on Accommodation Review Committee; 12. Elgin County — Invitation to County of Elgin Wardens' Charity Golf Tournament; 13. Elgin St. Thomas Public Health — Council representative for Active Transportation Master Plan committee; 14. Town of Penetanguishene — notice of meeting at Ontario Good Roads regarding Rising Costs of Policing; RECOMMENDED TO ACCEPT & FILE: 15. AMO • Watch File — January 12, 2012; • Watch File -- January 19, 2012; • Watch File — January 26, 2012; • Watch File — February 2, 2012; • Report to Members on January 2012 Board Meeting 16. MPAC — Settlement with Ontario Public Service Employees Union (OPSEU) ratified; 17. Intech Clean Energy — Notice of Public Meeting; February 9, 2012 Page 4 18. Elgin Group Policy Services Board — November 16, 2011 Minutes; 19. Town of Huntsville — 2012 OSUM Conference & Trade Show; 20. Elgin St. Thomas Public Health — report supporting the fluoridation of community water 21. Ontario Communities in Bloom Ontario — 2012 Programs; 22. Ministry of Citizenship & Immigration — Lincoln M. Alexander Award, 2012; 23. Operation Clean Sweep — Pitch -In Ontario participation; BY -LAWS: By -law No. 2012 -10 By -law No. 2012 -11 By -law No. 2012 -12 MINUTES (E1 -E2) Amend By -law 98 -47 — Swimming pool fencing Zone Amendment (Bianco) Interim Tax Rate *West Elgin Arena Board — December 13, 2011 `West Eglin Economic Development Committee — December 19, 2011 OTHER BUSINESS (F1 -F3) 1. Frank Cowan Company - reception 2. Council announcements 3. Closed session„ if deemed necessary * Information enclosed CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: February 23, 2012 February 26 -29, 2012 Council ROMA/OGRA conference - Toronto MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL SESSION JANUARY 5, 2012 MEMBERS PRESENT: STAFF PRESENT: Mayor Bgrnie Wiehle, Deputy Mayor Mary Bodnar Councillors: Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Administrator/Treasurer Clerk This special session was called for the purpose of wage negotiations. SUBJECT: CLOSED SESSION RES. NO, 1 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss labour relations or employee negotiations. DISPOSITION: Carried RES. NO. 2 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried Council discussed the requests made by staff and council remuneration. SUBJECT: 2012 REMUNERATION' RES. NO. 3 Moved by Bodnar Seconded by Leatham • RESOLVED that Council authorize a 2% increase for employees and council for 2011 and that the necessary by -laws be prepared. A recorded vote was requested by Councillor Aldred. Bodnar Yes Aldred No DISPOSITION: Carried Leatham Yes Wiehle Yes 1 January 5, 2012...Pg 2 of 2 SUBJECT: PAY EQUITY RES. NO. 4 Moved by Leatham Seconded by Aldred RESOLVED that the Administrator is hereby directed to get cost estimates to complete a pay equity / job equity study. DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 5 Moved by Bodnar Seconded by Aldred RESOLVED that this Sbecial Meeting of Council adjourn at 11:45 a.m. to meet again on January 121h, 2012. DISPOSITION: Carried These minutes were adopted on the Om day of February, 2012. Mayor Clerk MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELON COUNCIL CHAMBERS JANUARY 12, 2012 MEMBERS PRESENT: STAFF PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham Joanne G loch Norma Bn)ant Paul Van Vaerenbergh Jeff Slater Mike Kalita DECLARATION OF PECUNIARY INTEREST: None Administrator/Treasurer Clerk Road Superintendent Recreation Superintendent Water Superintendent SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin approves the agenda for January12, 2012 as printed and circulated with the following addition: • Geotechnical quotations — Graham Road watermain project • Closed Session personnel matter DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 2 Moved by Aldred Seconded by Bodnar RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: December 15, 2011 Council December 15, 2011 Public Meeting — Zoning Amendment (Kersten) December 15, 2011 Public Meeting — Zoning Amendment (Bianco) DISPOSITION: Carried SUBJECT: BUSINESS ARISING FROM THE MINUTES None January 12/12...Pg 2 of 9 SUBJECT: ROAD DEPARTMENT REPORT RES. NO. 3 Moved by Bodnar Seconded by Aldred RESOLVED that the December 2011 Roads Report be received. DISPOSITION: Carried SUBJECT: LANDFILL FALL MONITORING REPORT RES. NO. 4 Moved by Miller Seconded by Leatham RESOLVED that the Fall Monitoring Report for the Landfill Site prepared by WESA be received. DISPOSITION: Carried SUBJECT: RECREATION DEPARTMENT REPORT RES. NO. 5 Moved by Aldred Seconded by Bodnar RESOLVED that the Recreation Report dated January 12, 2012 be received. DISPOSITION: Carried SUBJECT: WEST ELGIN ARENA RES. NO. 6 Moved by Leatham Seconded by Miller RESOLVED that the West Elgin Arena Report dated December 7, 2011 be received. DISPOSITION: Carried SUBJECT: RECREATION COMMITTEE RES. NO. 7 Moved by Aldred Seconded by Miller RESOLVED that the report from the Recreation Superintendent be received and that he contact previous members and advertise again and report back at February 9th meeting. DISPOSITION: Carried SUBJECT: RODNEY FIRE DEPARTMENT RES. NO. 8 Moved by Bodnar Seconded by Leatham RESOLVED that the report from the Rodney Fire Chief regarding replacing the 1979 truck be receive, ed and be forwarded to budget deliberations. DISPOSITION: Carried SUBJECT: WATER DEPARTMENT REPORT RES. NO. 9 Moved by Leatham Seconded by Miller RESOLVED that the December 2011 Water Department Report be received and that the Water Superintendent be directed to investigate the sewer line at PGTP and report back. DISPOSITION: Carried January 12/12...Pg 3 of 9 SUBJECT: DWQMS MANAGEMENT REVIEW COMMITTEE RES. NO. 10 Moved by Bodnar Seconded by Miller RESOLVED that the minutes of the DWQMS Management Review Committee dated August 25, 2011 be received. DISPOSITION: Carried SUBJECT: QUOTATIONS FOR GLOTECHNICAL INVESTIGATION — GRAHAM ROAD WATERMAIN PROJECT Council received the following quotations for geotechnical investigation on the Graham Road watermain project: LVM EXP Services RES. NO. 11 QUOTE (plus taxes) $18,500.00 $20,975.00 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of LVM Inc. ir) the upset amount of $18,500 plus taxes for Geotechnical Investigation— Graham Road Watermain Project. DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 12 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss labour relations or employee negotiations. DISPOSITION: Carried RES. NO. 13 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried SUBJECT: WINTER CONTROL OPERATOR RES. NO. 14 Moved by Leatham Seconded by Miller RESOLVED that the Employee Remuneration By -law include the Winter Control Operator. DISPOSITION: Carried SUBJECT: MCPHERSON ROAD NAME CHANGE RES. NO. 15 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin agrees in principle to change the spelling from McPherson Road to "MacPherson Road' AND that notice be given in accordance with the municipality's notice by- law; AND that the property owners affected by this change be advised by mail. DISPOSITION: Carried January 12/12... Pg 4 of 9 SUBJECT: BUILDING DEPARTMENT REPORTS RES. NO. 16 Moved by Aldred Seconded by Bodnar RESOLVED that the Building Report for November 2011 be received with the correction to read 2010 and 2011 at top of column. DISPOSITION: Carrieoll SUBJECT: BY -LAW ENFORCEMENT REPORT RES. NO. 17 Moved by Bodnar Seconded by Aldred RESOLVED that the Bpi -law Enforcement Report dated January 12, 2012 be received. DISPOSITION: Carried SUBJECT: PONGRACZ DRAIN RES. NO. 18 Moved by Bodnar Seconded by Leatham RESOLVED that Spriet Associates be appointed to prepare a report under Section 78 of the Drainage Act at the request of the Road Superintendent for work on Concessions 9 & 10 Pt. Lots 13 to 15, and that the report be submitted within six months. DISPOSITION: Carried SUBJECT: RODNEY WASTEWATER TREATMENT PLANT RES. NO. 19 Moved by Miller Seconded by Leatham RESOLVED that the 2011 Third Quarter Operations Report for the Rodney Wastewater Treatment Plant be received. DISPOSITION: Carried SUBJECT: WEST LORNE WASTEWATER TREATMENT PLANT RES. NO. 20 Moved by Aldred Seconded by Bodnar RESOLVED that the 2011 Third Quarter Operations Report for the West Lorne Wastewater Treatment Plant be received. DISPOSITION: Carried SUBJECT: 5 YEAR CAPITAL LIST RES. NO. 21 Moved by Miller Seconded by Leatham RESOLVED that the 5 Year Capital List for the West Lorne and Rodney Wastewater Treatment Plants be received. DISPOSITION: Carried n January 12112...Pg 5 of 9 SUBJECT: ACCOUNTS RES. NO. 22 Moved by Miller Seconded by Aldred RESOLVED that the M'iayor and Administrator/Treasurer are hereby authorized to sign Payrinent Voucher #1 amounting to $413,006.84 in settlement of General, Road, Water and Arena Accounts (including cheques: #10248 - 104118). DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1. Rodney Area Senior Shuffleboarders & Carpet Bowlers — request reduced monthly fee for Rodney Recreation Centre Instruction: RES. NO. 23 Moved by Leatham Seconded by Miller RESOLVED that Council authorize a monthly rate of $50.00 for the use of Recreation Centre by tale Shuffleboarders & Carpet Bowlers. DISPOSITION: Carried 2 South Central Ontario Region Economic Development Corporation — Report on Activities Instruction: File 3. City of Waterloo — request for 'support of a resolution regarding the Municipal Property Assessment Corporation Instruction: RES, NO. 24 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 City of Waterloo regarding supplementary and omitted assessment delivery by the Municipal Property Assessment Corporation. DISPOSITION: Carried 4. The Arts & Cookery Bank — Western Elgin Interactive Showcase Instruction: File 5. Municipality of Clarington -- request for support of a resolution for special Provincial Funding to cover Municipal deficits Instruction: File 6. South West LHINS — Community Information Session at St. Thomas Elgin General Hospital Instruction: The Deputy Mayor will attend 7. Township of Stirling - Rawdon — request for support of a resolution regarding Green Energy Projects Instruction: January 12/12...Pg 6 of 9 RES. NO, 25 Moved by Aldred Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the Township of Stirling- Rawdon regarding green energy projects. DISPOSITION: Carried 8. Municipality of North Perth — request for support of a resolution regarding Green Energy Act Instruction: File 9. Eagle Community Centre — request for paving parking lot Instruction: RES. NO. 26 Moved by Miller Seconded by Leathern' RESOLVED that Council authorize legal research into the ownership of the Eagle Community Centre. DISPOSITION: Carried 10. Ministry of Agriculture Food and Rural Affairs — Drainage Courses; Drainage Infrastructure Program; Inquiries to OMAFRA Instruction: File 11. London District School Board — St. Thomas Moore Elementary School surplus land for sale Instruction: Bring back to future council meeting for discussion 12. Rodney Building and Metal Products — fee for site plan application Instruction: No reduction in application fee 13. AMO • Court Security & Prisoner Transportation Upload to Start in 2012 Watch File — December 15, 2011 Watch File — December 22, 2011 • Watch File — January 5, 2012 Instruction: File 14, Municipality of Dutton Dunwich — Notice of Public Meeting regarding Official Plan Amendment Instruction: File 15. MPAC — Assessment Products and Services Delivery Update Instruction: File 16. Electrical Safety Authority — 2010 Ontario Electrical Safety Report Instruction: File 17. AMCO — Municipal Employer Pension Centre of Ontario Instruction: File 18. Municipal Employer Pension Centre of Ontario Annual Report-2010 Instruction: File 19. Elgin County — Severance Application E110/11- tabled — Roodzant Farms Instruction: File January 12/12...Pg 7 of 9 20. Elgin County — Notice of Decision — Consent Application No. E 113/11 - Parezanovic Farms Inc. Instruction: File RES. NO, 27 Moved by Leatham Seconded by Miller RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2012 -01 4 COUNCIL REMUNERATION RES. NO. 28 Moved by Bodnar Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By -Law to provide for remuneration for members of Council for 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 29 Moved by Leatham Seconded by Miller RESOLVED that a By -lbw to provide for the remuneration for members of Council for 2012 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -01 — Council remuneration DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 30 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • Personal matters about an identifiable individual; • A proposed or pending acquisition or disposition of land; • Receiving of advice that is subject to solicitor - client privilege DISPOSITION: Carried RES. NO. 31 Moved by Miller Seconded by Leatham 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 to our solicitor regarding a property disposition matter. Further, the Mayor reported that the Administrator/Treasurer had given notice of retirement, The Administrator had provided an update on a litigation matter. SUBJECT: MINUTES RES. NO. 32 Moved by Miller Seconded by Bodnar RESOLVED that the minutes of the following committee meetings be received: West Elgin Chamber of Commerce — November 29, 2011 DISPOSITION: Carried January 12/12...Pg 8 of 9 SUBJECT: ROMA/OGRA — MINISTER DEPUTATIONS Council agreed that a delegation request should go to the Minister of Environment regarding the potential solar panel project in Rodney and wind turbines in the municipality in genera. SUBJECT: COUNCIL ANNOUNCEMENTS Councillor Leatham reported he had attended the Rodney Fire Department meeting. The station had responded to six calls. Councillor Aldred reported he had attended the Arena Board and Chamber of Commerce meetings. The Chamber has requested grass be cut more often from Highway 401 to lake. He has discus ed this with the Road Superintendent who will forward this request to the county. , The Deputy Mayor reported that 19 people attended Joe Preston's gathering at the Arts & Cookery Bank. Mr. Preston reported that there will be a 6% increase in funding for hospitals. She noted however that Four Counties Hospital reported a 1.5% in their budget. She reported that the Iris Patch is closing. Councillor Miller reported he had spoken to Joe Preston at the gathering, noting the importance of keeping services in the rural areas. He also reported that the Chamber of Commerce is discussing the change to their meetings with quarterly general meeting and monthly executive meetings. The Mayor reported that funding for the St. Thomas — Elgin Hospital renovations and expansion is a big issue for the county. He reported that County Council and the St. Thomas council had a joint meeting bast night. He noted the importance of council discussing their initiatives for 2012 and suggested a time be scheduled for this discussion. Council agreed to a special meeting being scheduled for February 2hc} at 9:30 a.m. SUBJECT: CONFIRMATION BY -LAW RES. NO. 33 Moved by Leatham Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting held on January 5th and 12th, 2012 and this shall be the fiat and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 34 Moved by Bodnar Seconded by Leatham RESOLVED that a By -law to confirm the proceedings of the meeting held on January 5'h and 12th, 2012 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -03 — Confirming By- law January 5 & 12 2012 DISPOSITION: Carried January 12/12...Pg 9 of 9 SUBJECT: ADJOURNMENT RES. NO. 73 Moved by Leathern Seconded by Mi9IIer RESOLVED that this Regular Meeting of Council shall adjourn at 5:15 p.m. to meet again for a Special Council meeting on January 19, 2012. DISPOSITION: Carried These minutes were adopted on the 9th day of February, 2012. Mayor Clerk 'MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL COUNCIL MEETING JANUARY 19, 2012 MEMBERS PRESENT: Mayor Be nie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Richard Leatham, Dug Aldred STAFF PRESENT: Joanne roch Norma Bryant Administrator/Treasurer Clerk DECLARATION OF PECUNIARY INTEREST: I None SUBJECT: DRAFT AGREEMENT TRI COUNTY The Mayor opened the discussion asking Council what direction they wished to follow: separate corporation to operate the primary system, joint ownership or is there another option? Councillor Leatham suggested operates under joint ownership. Use more water for their own benefit. Councillor Miller did no , have a preference but no municipality should profit. The Deputy Mayor stated that ownership should remain with West Elgin. There could be a problem with what a joint oard would do and how affects us. Councillor Aldred stated that everything should be shared, including liability based on water consumption. The Mayor noted that under Standard of Care, joint ownership doesn't absolve individual councillors of responsibility. A separate entity would hold the liability. Dutton/Dunwich and Southwest Middlesex would not make a long term commitment. The Administrator noted that the dra agreement was based on transfer agreement with the province. Liability still rests with the municipality and individual councillors. Our lawyer needs to look at the proposed; structure so that West Elgin doesn't have all the liability. Council agreed that a separate corporation is the best alternative. The following points were raised on the draft agreement: • 1.(c) - based on Purchase of Capacity agreement • 1(j) - there should be representation from each municipality. How deal with Chatham /Kent and Newbury that have only one representative. Should the quorum be higher? • 1(i) and #4 - are there different rules for corporations? • 2(m) - why through board? Do not agree • 8 - Is 18 months long enough? • 8 (a) - if approved capital works are on the books, the party leaving is responsible for their share of capital costs • 8 (b) - what about improvements / changes that are needed? The party leaving should pay, not the system. Plus the party leaving should pay for the preparation of the Terms of Reference - all costs. January 19, 2012...Pg 2 of 3 • 8 (C) - the Board should preplre the Terms of Reference, not the party leaving. • 10 — add prevent contamination of "primary system" • 11 — add — directly adjacent to' primary system • 14 - as recommending a separate,corporation — the duties of the Administering Body, etc may change — no comments at this time • 14 (n) - $1,000 too low, should be $10,000 • 15- Is 2.5% legal? • 24 — Capital budget vary fromyear to year? • 29 (a) — sell reserve that no one has paid for? • 29 (b) —what happens if a pa exceeds their capacity? • 39 — arbitrator should be quali led and have knowledge of water legislation and systems • Schedule C #3 — why differeni form (a) and (b)? • Schedule B — what is meant biy tenants -in- common? SUBJECT: CLOSED SESSION RES. NO. 1 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discus: • a proposed or pending acquisition or disposition of land; • receiving of advice that is subject to solicitor- client privilege. DISPOSTION: Carried RES. NO. 2 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that instructions had been given to legal counsel. SUBJECT: CONFIRMATION BY -Lr RES NO. 3 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the special meeting held on January 19th, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 4 Moved by Leatham Seconded by Miller RESOLVED that a By -law to confirm the proceedings of the special meeting held on January 19th, 2012 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -07 — Confirming By -law January 19 2012 January 19, 2012... Pg 3 of 3 SUBJECT: ADJOURNMENT RES. NO. 5 Moved by Aldred Seconded by Bodnar RESOLVED that this Special Meeting of Council shall adjourn at 4:25 p.m. to meet again on January 26th, 2012 DISPOSITION: Carried These minutes were adopted on the p`" day of February, 2012. MAYOR CLERK )5 MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS JANUARY 26, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillos: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Norma Bryant Clerk Paul VanVaerenbergh Road Superintendent ALSO PRESENT: Ted Halwa Planning Consultant DECLARATION OF PECUNIARY INTEREST: The Deputy Mayor declared a conflict of interest with D5. 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 January 26, 2012 as printed and circulated with the following addition: • Delegation from Chamber of Commerce DISPOSITION: Carried Council recessed to hold a public meeting for zoning amendment for Lot 10 & 11, Concession BF (Newport) and resumed their meeting thereafter. SUBJECT: ZONING BY -LAW AMENDMENT— LOTS 10, & 11, CONCESSION BF (NEWPORT) RES. NO. 2 Moved by Leathern Seconded by Bodnar RESOLVED that the report from Community Planners re: Amendment to Zoning By -law — Part Lot 10 & Part Lot 11, Concession BF (Newport) bereceived. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE — 238 MAIN STREET (OKOLISAN) Also in attendance: Helen Okolisan RES. NO. 3 Moved by Miller Seconded by Aldred RESOLVED that the report from Community Planners re: Proposed Severance — 238 Main Street, West Lorne ( Okolisan) be received. DISPOSITION: Carried January 26 /12...Pg 2 of 9 SUBJECT: PROPOSED SEVERANCE - LOT 4, CONCESSION 7 (VANDE N B RIN K/W I LSO N) Also in attendance: Alan Vandenbrink RES. NO. 4 Moved by Bodnar Seconded by Miller RESOLVED that the report from Community Planners re: Proposed Severance — Part Lot 4, Concession 7 (Vandenbrink/Wilson) be received. DISPOSITION: Carried Council recessed to hold a public meeting for zoning amendment for 233 Munroe Street (Simon Iu) and resumed their meeting thereafter. SUBJECT: ZONING BY -LAW AMENDMENT — 233 MUNROE STREET (IU) Res. No. 5 Moved by Leatham Seconded by Bodnar RESOLVED that the report from Community Planners re: Amendment to Zoning By -law — 233 Munroe Street (Iu) be received. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE - LOT A, CONCESSION 3 (ROELOFS /GASPARATTO) Also in attendance: Mark Gasparatto RES. NO. 6 Moved by Bodnar Seconded by Aldred RESOLVED that the report from Community Planners re: Proposed Severance — Part Lot Concession 3 (Roelofs /Gasparatto) be received. DISPOSITION: Carried DELEGATION: CHUCK QUINTYN CONDITIONS FOR SEVERANCE LOTS 9 & 10, CONCESSION 14 Council reviewed the Tree Preservation and Enhancement Report submitted by Mr. Quintyn to satisfy one of the conditions of approval. He suggested that replanting be a condition of issuance of building permit. The Deputy Mayor asked who supervises the contractors. Mr. Quintyn replied for the driveway installation, it will be himself and Mr. Koudys. The Planner reported that the report would be identified in the development agreement and reflects the obligations of the owner. The Clerk noted it is not the responsibility of the Chief Building Official to police the replanting / tree preservation plan. RES, NO. 7 Moved by Leatham Seconded by Miller RESOLVED that Council accepts the Tree Preservation and Enhancement Report prepared by Ron Koudys Landscape Architect for Charles & Michelle Quintyn. DISPOSTION: Carried January 26112... Pg 3 of 9 SUBJECT: WELL WATER POLICY Also in attendance: Chuck Quintyn, Walter Bianco The Planner presented his report on roposed Well Water Policy. One of the issues is how does staff know if there is an ad §quate and potable water supply on the severed lots? To require a well to be drilled prior to finalizing the severance is a large cost for the owner. When then? What if lots are not sold and municipality has required watermain to be built? The Planner noted that a development agreement could contain a clause to address water and obligation of the development. This would prevent development and sale of lots until the waterline is extended. The Planner further noted there could be an issue with Provincial Policy Statement. A Class EA would be required for the vr}aterline extension which requires the Ministry of Environment approval. Mr. Quintyn stated he prefers extending the waterline and will take the risk that MOE may object. RES. NO. 8 Moved by Leatham Seconded by Miller RESOLVED that the report from Community Planners re: Well Water Policy be received. DISPOSITION: Carried SUBJECT: ZONING BY -LAW AMENDMENT — LOT 11, CONCESSION 14 (BIANCO) Also in attendance: Walter Bianco RES. NO. 9 Moved by Bodnar Seconded by Leatham RESOLVED that the report from Community Planners re: Amendment to Zoning By -law — Walter Bianco be received and that the necessary by -law be prepared. DISPOSITION: Carried DELEGATION: PAUL LEBARGE & MICHAEL PORZUCZEK, rpGLOBAL The gentlemen presented a PowerPoint presentation providing information on the company and the Rodney wind project. The company is looking in the area from McPherson to McMillan around Pioneer Line. They have six sites identified, looking for a maximum of 11. Benefits to the community include tax revenue and contribution of 1.5% for community projects. It is up to the community to decide how dollars are spent. The Mayor asked about conflict with RES proposed turbines. It was noted that the RES project is much larger and RES proposal has been taken into account. DELEGATION: DAVID PEARCE — COMMUNITY MAILBOXES Also in attendance: Road Superintendent Mr. Pearce resides at 114 Graham Road and his mailbox is located on Marsh Line, There is no sidewalk from Lutheran Church on Graham Road to Marsh and along Marsh to the mailbox. Have to go through mud to get there. January 26/12...Pg 4 of 9 The Mayor asked if it would be more convenient to access the mailbox at the arena. Mr. Pearce asked how far he would have to walk. The Road Superintendent reported that asphalt is at the boxes only; cars are pulling up on the grass and onto the asphalt wOch is creating mud. The Canada Post study noted that cars are used most and there was not a need for sidewalks. This is not the only mailbox that has issues. RES. NO. 10 Moved by Aldred Seconded by Miller RESOLVED that the Road Superintendent is hereby directed to set up a meeting with Canada Pbst to inspect the location of the mailboxes. DISPOSITION: Carried SUBJECT: TENDER FOR NEWTENS DRAIN Council received the following tenders for Newtens Drain: Timmermans Drainage A.G. Hayter Contracting Van Bree Drainage TENDER (plus taxes) $185,968.00 $189,672.50 $198,075.00 RES. NO. 11 Moved by Aldred Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the tender of Timmermans Drainage & Excavating in the amount of $185,968.00 plus taxes1for Newtens Drain. DISPOSITION: Carried SUBJECT: SWIMMING POOL FENCING RES. NO. 12 Moved by Miller Seconded by Leatham RESOLVED that the report from the Clerk and Chief Building Official re: Swimming Pool Fencing be received. AND THAT a new section providing for exception for above- ground swimming pools be added to the Swimming Pool Fencing By -law. DISPOSITION: Carried SUBJECT: CORRESPONDENCE: 1. Fisheries and Oceans — proposed listing of Silver Lamprey as Endangered Species Instruction: File 2. Hickory Grove Campground — request for exemption to opening date Instruction: Council did not agree with request 3. Elgin County Land Division Committee — Application for Consent (Roodzant Farms) Instruction: January 26/12...Pg 5 of 9 RES. NO. 13 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin advise the Elgin County Land Division Committee that the same conditions as noted in correspondence dated November 25, 2011 would apply for E110/11 (Roodzant Farms). DISPOSITION: Carried 4. Elgin County Land Division Committee — Application for Consent (Orford Sand & G ravel) Instruction: RES. NO. 14 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application E118/11 applied for by Orford Sand & Gravel. In accordance with Section 10.4.3 of the Municipality of West Elgin Official Plan, Council supports application E118/11. AND FURTHER that the Elgin County Land Division Committee be requested to include the following condition to which the LDC would certify is satisfied: 1. That the lands being conveyed are merged in the same name and title as the landsto which they are being added. 2. That Section 5O(3) of the Planning Act, A.S.Q. 1990, as amended, shall apply to any future transactions or conveyances on the subject lands. DISPOSITION: Carried The Deputy Mayor declared a conflict of interest with the following item and left the meeting. 5. Elgin County Land Division Committee — Application for Consent (Bodnar) Instruction: RES. NO. 15 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application El 20/11 applied for by Steve Bodnar. In accordance with Section 10.4.3 of the Municipality of West Elgin Official Plan, Council supports application E120/11. AND FURTHER that the Elgin County Land Division Committee be requested to include the following condition to which the LDC would certify is satisfied: 1. That the lands being conveyed are merged in the same name and title as the lands to which they are being added. 2. That Section 50(3) of the Planning Act, R.S.O. 1990, as amended, shall apply to any future transactions or conveyances on the subject lands. DISPOSITION: Carried The Deputy Mayor returned to the meeting. 6. Kirkness Consulting — Seaside Waterfront Inc. Instruction: Will be discussed through delegation A )4) January 26/12,.,Pg 6 of 9 7. County of Elgin — County / City of St. Thomas Hockey Game Instruction: File RES. NO. 16 Moved by Aldred Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried DELEGATION: HOWARD CULLIGAN, LAVERNE KIRKNESS, RON KOUDYS RE: SEASIDE DEVELOPMENTS Mr. Kirkness presented a PowerPoin presentation and requested Council input on 6 points. They are working through details with the province. This project won't be successful until amenities, such as restaurant, are built. Need village centre along Havens Lake Road? Seaside needs to feel comfortable before spending more money. The surplus lands are important for t I e development of the commercial block. Asking Council to initiate the secondary plan for Lot 7. To complete the detailed design of the sewage and storm water will cost $300,000 to $500,000. An environmental compliance approval is required which integrates the EA process with the planning process. A municipal responsibility agreement 4l1 be required for the sewage system. Councillor Miller asked what happens when Sixteen Mile Creek is blocked at the mouth. Mr. Culligan reported that the design is for dry ditch discharge which MOE has agreed with. The Mayor asked about the septic system for the commercial block. Mr. Culligan noted that holding tank or new technology would be used. Councillor Miller noted that the village centre is on the slope — is this an impediment to older people? Wouldn't along Furnival or Gray Line be better locations? Mr. Koudys reported that the slope is 8% which is the same as a handicapped ramp. Also, in the design there will be areas for people to stop and rest. This area is different from others as relates to water. Bill Denning representing the Chamber of Commerce made a statement in support of the development. SUBJECT: CORRESPONDENCE FROM KIRKNESS CONSULTING Following the delegation for Seaside Developments discussion on the requests outlined in the correspondence took place. The following points were raised: #1 — confusion regarding the different units and population numbers being presented — the Planner will clarify. Councillor Miller would like to see a lower density. #2 — Councillor Aldred supports a third lane on east side of Havens Lake Road and a parking lot for the Yacht Club. Councillor Miller questions the safety of cars backing out of angle parking into traffic. Councillor Miller feels that Parcel A should stay in municipal ownership, #3 — A report will be presented on February 23`d. One of the items is to resolve sanitary servicing. #4 — need to settle issue around village centre concept. The Planner to provide outline of what needs to be done for the secondary plan and costs. January 26/12...Pg 7 of 9 #5 — Council agreed in principle to adopting a responsibility agreement as long as our lawyer is involved. Request for resolution of support — the Planner will reword the resolution of July 26, 2010 for Council consideration. The above will be included in a reporit from the Planner for February 23`d meeting. The Planner left the meeting. SUBJECT: ACCOUNTS RES. NO. 17 Moved by Aldred Seconded by Leatham RESOLVED that the M yor and Administrator/Treasurer are hereby authorized to sign Payrfent Voucher #1A amounting to $58,237.34 in settlement of General, oad, Water and Arena Accounts (including cheques: #10369 - 10391,10419- 10478). DISPOSITION: Carried SUBJECT: BY -LAW NO. 2012 -02 EMPLOYEE REMUNERATION RES. NO. 18 Moved by Bodnar Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to set rates of remuneration and expenses for municipal officials and employees for the calendar year 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 19 Moved by Aldred Seconded by Miller RESOLVED that a By -law to set rates of remuneration and expenses for municipal officials and employees for the calendar year 2012 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -02— Employee Remuneration DISPOSITION: Carried SUBJECT: BY -LAW NO. 2012 -04 DISCHARGE OF LIEN (NEWMAN) RES. NO. 20 Moved by Miller Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to authorize the signing of a discharge of a lien on Part of Lot 4, Concession 9 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 21 Moved by Bodnar Seconded by Miller RESOLVED that a By -law to authorize the signing of discharge of a lien on Part of Lot 4, Concession 9 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -04 — Discharge of Lien (Newman) DISPOSITION: Carried January 26/12. , . Pg 8 of 9 SUBJECT: BY -LAW NO. 2012 -06 - ZONE AMENDMENT (NEWPORT) RES. NO. 22 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -law to amend Township of Aldborough Zoning By -law No. 90 -50, to change the zoning of lands in Part of Lot 10, Concession BF, from the Agricultural (Al) Zone to the "site- specific" Agricultural (A1 -81) Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 23 Moved by Bodnar Seconded by Aldred RESOLVED that a by -law to amend The Township of Aldborough Zoning By -law No. 90 -50 to change the zoning of lands in Part of Lot 10, Concession BF, from the Agricultural (Al) Zone to the "site- specific" Agricultural (A1 -81) Zone and shall now be read a third time and finally passed, signed, sealed' and numbered By -law Number 2012 -06 — Zone Amendment — Newport DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 24 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: a proposed or pending acquisition or disposition of land; DISPOSITION: Carried RES. NO. 25 Moved by Leathern Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that the Clerk had provided information about a proposed disposal of land. SUBJECT: CONFIRMATION BY -LAW RES. NO. 26 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 January 26th, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 27 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to confirm the proceedings of the meeting of Council held on January 26th, 2012 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012-08- - Confirming By -law January 26 2012 DISPOSITION: Carried January 26/12...Pg 9 of 9 SUBJECT: ADJOURNMENT RES. NO. 28 Moved by Miller Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 4:30 p.m. to meet again for a Special Meeting on February 2, 2012. DISPOSITION: Carried These minutes were adopted on the 6th day of February, 2012. MAYOR CLERK MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS JANUARY 26, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leathern STAFF PRESENT: Norma Bryant Clerk ALSO IN ATTENDANCE: Ted Halwa Planning Consultant SUBJECT: REZONING — LOT 10 & 11, CONCESSION BF (NEWPORT) Also in attendance: Robert Newport The Mayor called the meeting to or+ at 9:30 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 re -zone lands lying on the north side of Beattie Line and west of Furnival Road (County Road No. 103) from the Agricultural (Al) Zone to the `site- specific' Agricultural (A1 - #) Zone to partially fulfill conditions of consent imposed by the County of Elgin Land Division Committee in granting Application for Consent E25/11 to divide the lands into two separa0 agricultural parcels. The parcels were at one time separate legal entities but were subsequently inadvertently merged in title into one entity. The lands proposed to be rezoned 'site- specific' Agricultural (A1 - #) comprise the two parcels created by the above noted application. The northernmost parcel has an area of 23.7 hectares (58.5 acres) while the southernmost parcel has an area of 20.7 hectares (51.1 acres). Both parcels satisfy the minimum lot area requirements (19 ha) of the Al zone, however, both rile without frontage on an open public road, and, therefore, would not meet the minimum lot frontage requirements of the Al zone. Access to the parcels is provided instead via an unopened road allowance. The parcels are devoid of buildings and structures and have been cleared for agricultural purposes with the exception of lands adjacent to the Thames River. No change in use is proposed. The 'site- specific' Agricultural (A1 - #) zoning being proposed would permit an exemption from the minimum lot frontage requirement of the Al zone. No buildings or structures, however, would be permitted as the parcels do not front or abut on a public road and no exemption is being proposed from this requirement of the Zoning By -law. January 26, 2012 ...Pg 2 of 2 The subject lands are designated 'Agricultural' in the Municipality of West Elgin Official Plan. SUBJECT: ADJOURNMENT RES.NO. 1 Moved by Aldred Seconded by Miller RESOLVED that the Public Meeting concerning a proposed Zoning By -law Amendment for land located at Lot 10 & 11, Concession BF (Newport) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 9th day of February, 2012. MAYOR CLERK MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS JANUARY 26, 2012 MEMBERS PRESENT: Mayor Birnie Wiehle, Deputy Mayor Mary Bodnar Councillo s: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Norma Bryant Clerk ALSO IN ATTENDANCE: Ted Ha lwa Planning Consultant SUBJECT: REZONING — 233 MUN IOE STREET (IU) Also in attendance: Simon & Jodi Iu Dave Kelly, Robert Pynaker The Mayor called the meeting to order at 9:50 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. No correspondence was received. The proposed amendment would change the zoning of lands lying on the east side of Munroe Street and south of Queen Street in the Village of Rodney (see attached key map), comprising part of Lot 4 and part of Lot 5, Registered Plan 105, from the Residential First Density (R1) Zone and the Institutional (1) Zone to the `site - specific' Residential First Density (R1 - #) Zone. The applicant is requesting the re- zoning to permit the conversion of a former church that is situated on the lands to residential purposes and to partially fulfill conditions of consent (Application E18/10) granted by the County of Elgin Land Division Committee on July 22, 2010 and amended by the Ontario Municipal Board (Case No. PL100847) on April 1, 2011. The lands proposed to be re -zoned to R1 -# comprise an area of 975 square metres (10,495 sq ft), a frontage of 24.7 metres (81 ft) and a depth of 40.3 metres (132 ft). The parcel is occupied by the former St. Andrew's Presbyterian Church which, until 2009, had functioned as a place of worship since about 1877. The use of the church as a place of worship has officially ceased and the building lies vacant. The owner intends to convert the church to be used exclusively for residential purposes. The permitted uses of the Residential First Density (R1) Zone are restricted to a single unit detached dwelling, home occupation and an accessory use. The lot would satisfy the minimum lot area and minimun'i lot frontage requirements (580 sq. m. and 18 m respectively) of the R1 zone. A 'site- specific' Residential First Density (R1 - #) zoning is proposed to include a "dwelling" as a permitted use and to establish appropriate standards with regard to building setbacks, height and coverage as may be necessary to ensure compliance with the Zoning By -law. January 26, 2012 ..,Pg 2 of 2 The subject lands are designated 'Residential' in the West Elgin Official Plan. The proposed amendment is considered to be in conformity with the Plan, The Planner reported that the new owners, Simon & Jodi lu, are proposing to change the property line which would alleviate the need for the easement. However, these changes would require a new application to the Land Division Committee. Dr. lu reported that this is intended ,as a retirement home. The driveway would be on the north side of the church building with a parking area at the rear of the residential building to allow a turn around. The Deputy Mayor asked if the residential lot is large enough. The Planner reported that it is slightly undersized at 530 square metres (minimum is 580 square metres). The Clerk reported that there are two water meters but a separate sanitary connection is required. The Planner reported that this change should be supported. SUBJECT: ADJOURNMENT RES.NO. 1 Moved by Miller Seconded by Aldred RESOLVED that the Public Meeting concerning a proposed Zoning By -law Amendment for land lobated at 233 Munroe Street, Rodney (lu) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 9th day of February, 2012. MAYOR CLERK JANUARY 2012 ROADS REPORT 1. Between the odd little bits of winter weather we did get, a fair amount of time has been spent on tree removals. And due to dead and dying ash trees more of the same will continue for this year and into next. 2. Tree trimming within both villages has been ongoing. The vast majority of trees only needing pruning but approximately a half dozen trees in each village require removal. 3. An old problem of snow accumulating in the attic of this Municipal building and subsequently melting into the offices below occurred again. Investigation showed that this has been destroying the ceiling insulation as well as the walls. These areas of insulation in the Administrators office were removed and replaced as well as one section of wall. Once the ceiling was removed problems with leaks and unhooked joints in the furnace venting and abandoned electrical and communication wiring were found and repaired. Future budget monies will be required to do the same to the other two offices, which show signs of the same deterioration. The main office and this council chamber have had water damage in the past and will also need to be considered. Paul Van Vaerenbergh C.R.S.I. Roads Superintendent TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: PAUL VAN VAERENBERGH DATE: FEBRUARY 9 2012 RE: AUTHORIZATION TO PROCEED TO TENDER INTRODUCTION: The Municipalities commitment to ongoing Dust Control, Re- gravelling, Asphalt paving programs, and equipment replacement have been in place for a number of years now. Quantities for the programs are traditionally the same year after year. The expected quantities for this year are approximately unchanged and early season tendering would be beneficial in obtaining good prices. DISCUSSION: Due to predicted increases in the near future, the incentive programs that are available now and also the fact that council has supported these programs over the past years an early tender could possibly fetch a better price for the upcoming year. RECOMMENDATION: Since these programs have long been beneficial and well supported by this and past councils it is recommend that Council approves an Authorization to Proceed to Tender for these materials in order for us to take advantage of early season pricing and avoid expected increases. West Elgin Recreation Department Report for West Elgin Council Date Prepared: February 2 2012 To: West Elgin Municipal Council From: Recreation Superintendent Jeff Slater. Subject: Parks and Recreation Committee. Discussion: The West Elgin Parks and Recreation Committee has fortunately been revitalized. The response from both the letter in the Chronicle and the advertisement in the Chronicle has yielded great results. Currently I have a list of seventeen interested parties in participating in the Recreation Committee, possibly 19 if the meeting date is changed. Included in this report will be copies of the Recreation Committee minutes that will support my recommendation at the conclusion. On April 20 2011 the Recreation Committee monthly regular meetings were held at the Rodney Fire Hall training room, as there was limited space available at the Recreation Center ome- member-s-did -not agree with- having-the meetings -at the - Rodney Fire -Hall so on September 21 2011 as indicated in Item # 6.1 of the minutes the members present decided to move the meetings back to the Recreation Center and change the start time to 7:00 pm to accommodate the members. At the November 2 2011 the issue of the meeting date was discussed yet again with little success and no resolution of the issue. Subsequently advertisements as well as an article was placed in the local paper outlining the possible scenarios facing Council and the response has been phenomenal. In attempting to set a meeting date, and after conferring with municipal staff regarding that issue and the availability of the Recreation Center, it was determined that the facility, where the previous committee preferred to have their meetings, was not, and is not available on Wednesday evening. With the renewed interest in the Recreation Committee it is not feasible to conduct the meetings in the small meeting room. Therefore an alternate night is necessary. Again, after conferring with Municipal Staff and considering conversations at the Recreation Committee Thursday night seems to be the best alternate date for the majority of the members. If it is to be Thursday evenings the recommendation of the Recreation Superintendent is to have the Regular Recreation Committee meetings on the third -2- Thursday of every month, at 7:30 pm at the West Elgin Recreation Center. The Recreation Superintendent will arrange a meeting with all of the new members or interested parties on February 16 2012 at the West Elgin Recreation Center to provide the prospective members present with a copy of the by law and what their current duties are. Further that the by law if possible be changed to indicate the minimum number of Committee members needed to be present to hold a meeting, the quorum, that needs to be present, and indicate that for voting procedures the majority of the members present is necessary to pass resolutions. All this is in attempt to encourage members to come out and that their vote means something. If we abide by the bylaw as it is currently, only seven of the people in attendance will have a vote on issues before the committee. Understandably this is as clear as mud, however I would like t work with the administration to see if we can make this happen some how, and change the by law. Possibly amending By Law 2007 -115, 2 (a) to read: The Committee will be composed of a minimum of 8 members, at least two of which are councillors. A quorum for voting on issues before the Recreation Committee will be 5 members. The majority of votes will dictate the outcome of resolutions before the committee. Also to amend By Law 2007 -115 3 (c) : The Committee will meet on the Third Thursday of every month, 7:30 pm or at the call of the chair at the West Elgin Recreation Center. Respectfully Submitted West Elgin Recreation Superintendent Jeff Slater West Elgin Recreation Committee Regular Session September 212011 This regular session of the West Elgin Recreation Committee was called to order at 7 pm with the following members present: Gerry Scafe, Grace Blanchard, Jackie Clayworth, Mona Blain, Lisa Fletcher and Recreation Superintendent Jeff Slater. The Recreation Superintendent presented the committee members present a pedometer . 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 Gerry Scafe Seconded By Grace Blanchard The West Elgin Recreation Committee resolves that the minutes of June 15 2011 be approved as presented. CARRIED Item # 4 Business Arising From the Minutes: 1) C1YC Equipment: After some discussion members of the committee volunteered to meet at the Recreation Shop on Chestnut Street to go through the equipment left by the CIYC and recommend the disposal redistribution of said equipment. They agreed to meet onthe.btiLafOctober__- -- 2) Dance: Members discussed hosting a dance on October 29th: * October 29th 2011 for youth ages 15 -18 *we will require a DJ, member Lisa Fletcher to contact Chris Clark * Dance to run from 9 pm - 12. * Discussion was held regarding hosting the dance in Dutton as opposed to Rodney. Member Jackie Clayworth is to look not this possibility. Recreation Superintendent is to determine if this is feasible. Item # 5 Correspondence; 1) Blue Flag Grant: The Recreation Superintendent reported that he has received correspondence from the Blue Flag Grant people and they have indicated that we did not receive the grant for improvements to the beach area. Item # 6 New Business: 1) Meeting Date: There is concern regarding he existing meeting date, and the ability of some members to make it on the existing date. After some discussion it was decided to discuss this matter at the next regular session when the councillors are here and possibly -2- Moved By: Norm Miller Seconded By: Lisa Fletcher The West Elgin Recreation Committee resolve that the Recreation Committee be authorized to purchase $ 7000.00 worth of fireworks for Canada Day, July 1 2011, and the Civic holiday weekend in August 2011 CARRIED. • Furnival Road Widening: There was some discussion regarding the widening of Furnival Road from Pioneer Line to Aldborough School. This discussion resulted in the passing of the following resolution: The West Elgin Recreation Committee resolves that Elgin County consider including A bicycle lane on Fumival Road South of Pioneer Line to Aldborough Public School As part of the reconstruction project. CARRIED. • Fair Board: the Recreation Superintendent will report on the Fair Boards recommendation for re- organization of Miller Park at the next regular session, as the information becomes available. Item # 7 Adjournment. Moved By Dug Aldred Seconded By: Norm Miller The West Elgin Recreation Committee resolve that this session for the West Elgin -Reereatiorreonnnitty adjour at this -hour- ofS pm and shaii reconvene May 18 2011 at 7 pm at the Rodney Fire Hall or at the call of the chair. CARRIED West Elgin Recreation Committee April 20 2011 This regular session of the West Elgin Recreation Committee was called to order at 7 pm with the following members present: Dug Aldred, Norm Miller, Teri Knott, Lisa Fletcher, and Recreation Superintendent Jeff Slater. Item # 1 Disclosure of Pecuniary Interest: None Noted. Item # 2 Delegations: • YWCA: Jackie Anger and Kellie Coheio attended from the YWCA. Jackie is replacing Kellie while Kellie is on her maternity leave. The dodge ball program will be moved to the arena and incorporate a multi sport perspective to hopefully attract some kids. Up until now there has been no attendance at the dodge ball sessions. Kellie presented a copy of the Recreation Flyer that was or will be circulated in the Chronicle. Item # 3 Adoption of the Minutes: Moved By Lisa Fletcher Seconded By: Dug Aldred The West Elgin Recreation Committee resolves that the minutes of March 16 2011 be approved as presented CARRIED Item Al Business Arising from the Minutes: • May 13th Dance_ Limited information was available regarding the May 13th 2011 dance. Chris Clark was not available to DJ the dance. • Refund Policy: Will have to be passed by resolution at the May meeting. • Budget: The 2011 Parks and Recreation Budget will be presented to council on Thursday of this week for their consideration. Item # 5 Correspondence: • Volunteer Screening: Read and filed. • Good Bye Graffiti; Read and filed Some discussion took place regarding Soda Blasting. Item # 6 New Business: • Fireworks: The Recreation Superintendent presented the previous years invoice for the fireworks for July 1' and Civic long weekend. The Superintendent explained that if we do not order them soon we may not get them prior to July 1g 2011. The following resolution was passed: _2_ more members. Currently the By Law states that the meeting date will be the third Wednesday of the Month. The Committee did agree to start the meetings at 7:30 pm and to resume holding them at the Recreation Center. 2) Olde Jail: Member Gerry Scafe indicated that the Recreation could bring in some dirt and grass seed to repair the area in front of the jail. Item # 7 Adjournment: Moved By: Lisa Fletcher Seconded By: Jackie Clayworth The West Elgin Recreation Committee resolve that this session of the West Elgin Recreation Committee hereby adjourn at this hour of $:20 pm and reconvene on October 19 2011 at 7:30 pm at the Recreation Center or at the call of the chair. 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 -anditerhaps he- committee should_reconsiderhosti ,he-ev_entin ovember. 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 Recreation Committee Resolution Date: € * The West Elgin Recreation Committee resolve that: op I'NrI■ CARRIED 4--' / DEFEATED Chairperson: 06 Feb 12 12:09p West Elgin Recreation Report For West Elgin Council February 9 2012 p.2 d)b :YOU Flii,lYry L71 -;' + ?1' yi: f: ��. •.i.i -:.� 1. As previously indicated the Recreation Superintendent would like to close the Recreation Center to complete some repairs ! renovations. These renovation were budgeted for in 2011 but it is difficult. The best month for us is June, however when talking to Ann Smith she indicated that there is a Reunion scheduled in June that has been in June for years, and she doesn't want to move it. Renovations include new windows in the meeting room ( 2011) , flooring in the Recreation Center, (2011), changing the lights in the Recreation center to the T -8 tubes from the existing T -12 Tubes, new projects for 2012 include new partitions in the washrooms, and the walkway to the front of the building needs to be replaced. All of which will require specifications and will need to be tendered out. Most if not all of these repairs are very difficult to complete while the facility is in use. if we have to wait until the Budget is passed before beginning any of the specification preparation or tendering we probably will run into the same problem as last year, running out of workable time. 2. As per our 5 year Replacement of Equipment plan there is a' /2 ton pick up truck included and I would like to prepare and sent out the tenders for that as well. 3. The arena is operating well. We did have an ammonia leak last week that was contained -and repairedbeforc any_signif t cunt of ammo nia was r ele ased, there was no public safety concerns with respect to this leak. 4. The Recreation Superintendent has been in contact with the Recreation Committee members from council and the date for the information session is set for Thursday February 16 2012 at the Recreation centre. The basis for this decision was included in the Recreation Committee Proposal as presented to council. Respectfully Submitted Recreation Superintendent Jeff Slater 06 Feb 12 12:10p CEMC Report for West Elgin Council February 9 2012 p.4 j F:11Ji'- il1r6w l y V.;:!...11 • The Elgin County Emergency Management Committee met in St. Thomas on January 26 2012 at 1330 at the County Administration Building. • Shelter management was discussed at length during this session. The Red Cross as well as the Salvation Army were discussed and their availability to help with shelter operation. The necessity of having volunteers register with the Municipality and that adequate training and a Municipal Screening process should be developed in advance of the need for volunteers. Also that volunteers skills and areas of expertise should be acknowledged and recorded. • An area that was discussed regarding volunteers is the food handling and the necessity of having volunteers in place that have the " Safe Food Handling " • In an Emergency the Health Department will make an initial visit check food preparation / washroom facilities garbage disposal and leave. Te Municipality will be responsible to maintain facilities and ensure that regulations are being followed. • Emergency Preparedness Week is May 6 to 12 2012. That is also the week of the Fire Chiefs convention in Toronto. • Kevin Englehart the Elgin County CEMC is creating a common Emergency Data Base that will be available to all Elgin County Municipalities, as well as creating a web sight that again all Elgin County Municipalities will have access to. Elgin County is also developing an Emergency Trailer similar to the trailer in use in Middlesex County. It will house cots blankets, have an awning as well as a generator. Among- other- things. — • The tentative date for the County Emergency exercise is Thursday September 20 2012 • The County CEMC is trying to develop a workshop for the EOC Scribe. Kevin Englehart will identify the date and location as it becomes available. • The emergency contact information for the MTO was distributed. • Steve Beaty, the St. Clair Sector Officer as well as Kevin Englehart indicated the importance of including accessibility information in the Emergency plan and indicating that the plan is inclusive of people with disabilities. Submitted February 9 2012 Jeff Slater 06 Feb 1212:09p Rodney Fire Report for West Elgin Council February 9 2012 1. The first training session, Legislation 101, for the Ontario Fire Marshall course curriculum was held on February 4 2012 at the Rodney Station. Twenty three Fire fighters from West Elgin were in attendance. The Course was well received by all in attendance. The Instructors were from the St. Thomas Fire Department from the Training and Fire Prevention Divisions. 2. The Second phase for 2012 includesthe Introduction to Incident Management. This course runs for two weekends, February 18, & 19, and March 3' and 4h. 3. Rodney Station is also upgrading their First Aid Training in two sessions one in April and the other in June, also a two day training sessions. p.3 4. As previously indicated there will be DZ driver training budgeted for. Unfortunately it is becoming a challenge to acquire trainers that are wiling to come to us. The training may have to be re- thought as far as the delivery methods are concerned. TO FROM: DATE: RE: MUNICIPALITY OF WEST ELGIN MONTHLY REPORT COUNCIL OF THE MUNICIPALITY OF WEST ELGIN LORNE McLEOD, CHIEF BUILDING OFFICIAL February 9, 2012 BUILDING REPORT FOR MONTH OF December No. of Permits Issued for Month of December 2011 2010 SFD Units New /Additions 2 Demolitions 1 Storage Buildings New /Additions Storage Buildings New /Additions Demolitions Demolitions Garages/ Car Ports New Garages/ Car Ports New 1 Demolitions Farm Buildings New /Additions Farm Buildings New /Additions Demolitions 1 Demolitions Other New Other New Demolitions Demolitions Septic Permits 13 Septic Permits Estimated Value for Year Permit Revenue for Year $2,809,965.00 Estimated Value Permit Revenue for for Month of December $22,200.00 $31,500.00 Month of December $406.00 $412.40 No. of Permits Issued for year to date SFD Units New /Additions 25 21 Demolitions 2 Storage Buildings New /Additions 1 7 Demolitions Garages/ Car Ports New 5 4 Demolitions 1 Farm Buildings New /Additions 18 11 Demolitions 1 Other New 7 13 Demolitions 7 Septic Permits 13 12 Estimated Value for Year Permit Revenue for Year $2,809,965.00 $6,494,012.00 $25,174.36 $48,976.78 MUNICIPALITY OF WEST ELGIN YEARLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL DATE: February 9, 2012 RE: YEAR —END BUILDING REPORT - 2011 Below is a summary showing the number of permits, number of houses, number of septic permits and value of construction for the past 10 years. YEAR # PERMITS # HOUSES SEPTIC $ VALUE CONSTRUCTION 2002 106 12 ( +2 M.H.) $ 7,669,246.00 2003 108 15 $ 3,817,400.00 2004 97 15 $ 4,109,410.00 2005 80 11 1 $ 5,314,512.00 2006 69 9 13 $ 6,734,238.59 2007 115 14 + 16 Apts. 23 $ 7,297,318.86 2008 87 6 20 $ 4,428,894.00 2009 76 3 12 $2,376,189.00 2010 68 3 12 $6,494,012.00 2011 69 3 13 $2,809,965.00 10 Year Totals 875 91 + 16 apts. 94 $51,051,185.45 0: \reports 120 1 1 lyearly.2011.bldg.report,doc January 2012 Water Department Report 1.A11 required water quality and chlorine samples were taken with no water quality issues to report. 2.After more inspection of the sewers at the Port Glasgow Trailer Park I feel that trying to patch the existing system would not be the answer. I think we need to look at replacing the section that feeds into the new bed. 3.A section of water line that failed last year in the park needs to be replaced. A temporary line was put in to get through last year. More information will be provided on this section, including an estimate on the costs involved. 4.A1l work orders, locates and routine maintenance duties were completed with no issues. Mike Kalita Water _Superintendent z uJ 0 w Z(/) w 00 0 O c\1 uJ z 2 w WI• - • w X 0 O 0_ u_ w z u_ Lu 0 ›- < CO 0) c.c) it 7 F.1 Ck- m-Hry){ -!t Pte ?!`.ne!3 9- 'ddlosor ac> R; iR)tit aet N, r €)' Lon. Community Planners Inc 6 Februray 2012 Tel j51M 9i33 -1028 Fast: '9; 433-777c ail:., �t'Cl G _...0 -t "!' ±y'pE�1�'�',c�^ . : : :r• MEMORANDUM #000812096 TO: Members of Council Municipality of West Elgin FROM: Ted L. Halwa SUBJ: Amendment to the Zoning By -law (P11/2011) — Waiter Bianco — 23573 Gray Line A public meeting was held on December 151h, 2011 with respect to an Application for Re- zoning filed by the owner of above -noted lands, Mr. Walter Bianco, to satisfy a condition of consent imposed by the Elgin Land Division Committee to create two residential building Tots out of the subject lands. The proposed amendment to the Zoning By -law was tabled at the meeting to address concerns expressed by the Ministry of Natural Resources (MNR) through the Ministry of Municipal Affairs and Housing on matters related to natural heritage. Council further reviewed the matter at its meeting on January 26th -- 2012 -and- concurred- with - our - findings - that -the- issues - raised- by- MNR-elid- not- warrant-a-study to determine the impact of the proposed development on natural heritage features prior to giving further consideration to adopting the proposed amendment. A holding symbol has been applied to the proposed building lots which would remain until a development agreement has been entered into with the owner and conditions set out therein have been met to the satisfaction of the Municipality pertaining to the development of the lots. It is our opinion that the proposed amendment is consistent with the Provincial Policy Statement and in conformity with the West Elgin Official Plan. The proposed amendment (refer attached) is in a form suitable for adoption. (original signed by) Ted L. Halwa, MCIP, RPP. 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 Walter Bianco 23573 Gray Line WHEREAS the County of Elgin Land Division Committee has granted permission to the creation of three lots, two of which constitute building Tots (Application for Consent E65 /11) 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 lots being created; WHEREAS the lands are not zoned for the purposes intended in the Zoning By -law of the Township of Aldborough which applies to the subject lands; WHEREAS as a condition of consent imposed by the County of Elgin Land Division Committee included entering into a development agreement with the Municipality of West Elgin; NOW THEREFORE the Council of the Corporation of the Municipality of West Elgin enacts as follows: 1. THAT Schedule "A ", Map No. 77 to By -law No. 90 -50, as amended, is hereby amended by changing from the Agricultural (Al) Zone to the Lakeshore Residential (LR) and Lakeshore Residential- Holding (LR -H) Zone those lands outlined in heavy solid lines and described as LR and LR -H on Schedule "A" attached hereto and forming part of this By -law, being more particularly described as being Part 1, Reference Plan 11 R -6247, being part of Lot 11, Concession XIV, formerly in the Township of Aldborough, now in the Municipality of West Elgin, in the County of Elgin. 2. THIS By -law comes into force upon the day it is passed in the event an appeal has not been filed with the Clerk witPIi?iihe time prescribed-by the Plannina Act, R.S.O. 1990 as amended. In the event an appeal is filed with the Clerk within the time prescribed by the Plannina Act, R.S.O. 1990 as amended, the By -law shall be deemed not to have come intoforce 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 and SECOND time this day of , 2012. READ a THIRD time and FINALLY PASSED this day of 2012 MAYOR CLERK ce W 3 N W CONCESSION XIII GRAY LINE LOT 14 LOT 11 CONCESSION fXIV LIZ -H LAKE ERIE This is Schedule "A" to By -law No. Passed this day of 2012. Mayor Clerk LR LOT 12 Municipality of WEST ELGIN SCHEDULE 'A' 1:5,000 Metres 0 20 40 80 120 180 200 S CRIMGEOLL'u: CHARTERED A,CC0UNTANT COMPANY _ e-- 7/C December 31, 2010 Municipality of West Elgin P.O. Box 490 Rodney, Ontario NOL 2C0 Dear Sirs: The purpose of this letter is to outline the terms of my engagement to audit the financial statements of Municipality of West Elgin, which comprise the statement of financial position as at December 31, 2010, and the statements of operations and accumulated surplus, cash flows and changes in net financial assets for the year then ended, and a summary of significant accounting policies and other explanatory information. I am pleased to confirm my acceptance and my understanding of this audit engagement by means of this letter. My audit will be conducted with the objective of my expressing an opinion on the financial statements. Objective, Scope and Limitations My statutory function as auditor of Municipality of West Elgin is to report to the Council by expressing an opinion on Municipality of West Elgin's annual financial statements. I will conduct my audit in accordance with Canadian generally accepted auditing standards and will issue an audit report. Those standards require that I comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement, whether due to error or fraud. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. It is important to recognize that an auditor cannot obtain absolute assurance that material misstatements in the financial statements will be detected because of: a) Factors such as use of judgment, and the use of testing of the data underlying the financial statements; b) Inherent limitations of internal control; and c) The fact that much of the audit evidence available to the auditor is persuasive rather than conclusive in nature. Furthermore, because of the nature of fraud, including attempts at concealment through collusion and forgery, an audit that is designed and executed in accordance with Canadian generally accepted auditing standards may not detect a material fraud. Further, while effective internal control reduces the likelihood that misstatements will occur and remain undetected, it does not eliminate that possibility. For these Suite 950, 495 Richmond Street London, Ontario N6A 5A9 ^ Phone: 519 -672 -6811 Fax: 519 - 672 -9757 reasons, I cannot guarantee that fraud, error and illegal acts, if present, will be detected when conducting an audit in accordance with Canadian generally accepted auditing standards. Because of the inherent limitations of an audit, together with the inherent limitations of internal control, there is an unavoidable risk that some material misstatements may not be detected (particularly intentional misstatements concealed through collusion), even though the audit is properly planned and performed in accordance with Canadian generally accepted auditing standards. In making my risk assessments, I consider internal control relevant to the entity's preparation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. However, I will communicate to you in writing concerning any significant deficiencies in internal control relevant to the audit of the financial statements that I have identified during the audit. Unless unanticipated difficulties are encountered, my report will be substantially in the following form: INDEPENDENT AUDITOR'S REPORT To the Members of Council, Inhabitants and Ratepayers of the Municipality of West Elgin: I have audited the accompanying financial statements of Municipality of West Elgin, which comprise the statement of financial position as at December 31, 2010 and the statements of operations and accumulated surplus, cash flows and changes in net financial assets for the year then ended, and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the financial statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian generally accepted accounting principles, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. Auditor's Responsibility My responsibility is to express an opinion on these financial statements based on my audit. I conducted my audit in accordance with Canadian generally accepted audit standards. Those standards require that I comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating overall presentation of the financial statements. I believe that the audit evidence I have obtained is sufficient and appropriate to provide a basis for my audit opinion. Opinion In my opinion, the financial statements present fairly, in all material respects, the financial position of the Municipality of West Elgin as at December 31, 2010 and its financial performance and its changes in cash flows and net financial assets for the year then ended in accordance with Canadian generally accepted accounting principles for municipalities as prescribed by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. Any specific restrictions on the use or intended users of the auditor's report, and statement(s) (if appropriate) about the specific restriction(s) will be set out in the auditor's report. If my opinion on the financial statements is other than unqualified, I will discuss the reasons with you in advance. If, for any reason, I are unable to complete the audit or are unable to form, or have not formed, an opinion, I may decline to express an opinion as a result of this engagement. My Responsibilities I will perform the audit in accordance with Canadian generally accepted auditing standards. These standards require that I plan and perform the audit to obtain reasonable assurance about whether the financial statements present fairly, in all material respects, the financial position, results of operations and cash flows in accordance with Canadian generally accepted auditing standards. Accordingly, I will plan and perform my audit to provide reasonable, but not absolute, assurance of detecting fraud and errors that have a material effect on the financial statements taken as a whole, including illegal acts whose consequences have a material effect on the financial statements. One of the underlying principles of the profession is a duty of confidentiality with respect to client affairs. Accordingly, except for information that is in, or enters, the public domain, I will not provide any third party with confidential information concerning the affairs of Municipality of West Elgin without its prior consent, unless required to do so by legal authority, or the Rules of Professional Conduct /Code of Ethics of Institute of Chartered Accountants of Ontario. The objective of my audit is to obtain reasonable assurance that the financial statements are free of material misstatement. However, if I identify any of the following matters, they will be communicated to the appropriate level of management: a) Misstatements, resulting from error, other than trivial errors; b) Fraud or any information obtained that indicates that a fraud may exist; c) Any evidence obtained that indicates that an illegal or possibly illegal act, other than one considered inconsequential, has occurred; d) Significant deficiencies in the design or implementation of internal controls to prevent and detect fraud or error; and e) Related -party transactions identified by us that are not in the normal course of operations and that involve significant judgments made by management concerning measurement or disclosure. The matters communicated will be those that I identify during the course of my audit. Audits do not usually identify all matters that may be of interest to management and those charged with governance in discharging their responsibilities. The type and significance of the matter to be communicated will determine the level of management to which the communication is directed. I will consider Municipality of West Elgin's internal control to identify types of potential misstatements, consider factors that affect the risks of material misstatement, and design the nature, timing and extent of further audit procedures. This consideration will not be sufficient to enable us to render an opinion on the effectiveness of internal control over financial reporting. Use and Distribution of my Report The examination of the financial statements and the issuance of my audit opinion are solely for the use of Municipality of West Elgin and those to whom my report is specifically addressed by us. I make no representations of any kind to any third party in respect of these financial statements and I accept no responsibility for their use by any third party. Management's Responsibilities Management is responsible for Financial statements a) The preparation and fair presentation of Municipality of West Elgin's financial statements in accordance with Canadian generally accepted accounting principles for non -profit organizations. Completeness of Information a) Providing us with and making available complete financial records and related data, and copies of all minutes of meetings of shareholders, directors and committees of directors and other matters; b) Providing us with information relating to any known or probable instances of non - compliance with legislative or regulatory requirements, including financial reporting requirements; c) Providing us with information relating to any illegal or possibly illegal acts, and all facts related thereto; d) Providing us with information regarding all related parties and related -party transactions; e) Any additional information that I may request from management for the purpose of this audit; and f) Providing us with unrestricted access to persons within the entity from whom I determine it necessary to obtain audit evidence. Fraud and Error a) Internal control that management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error; b) An assessment of the risk that the financial statements may be materially misstated as a result of fraud; c) Providing us with information relating to fraud or suspected fraud affecting the entity involving: i) Management, ii) Employees who have significant roles in internal control, or iii) Others, where the fraud could have a non - trivial effect on the financial statements; d) Providing us with information relating to any allegations of fraud or suspected fraud affecting the entity's financial statements communicated by employees, former employees, analysts, regulators or others; and e) Communicating its belief that the effects of any uncorrected financial statement misstatements aggregated during the audit are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. Recognition, Measurement and Disclosure a) Providing us with its assessment of the reasonableness of significant assumptions underlying fair value measurements and disclosures in the financial statements; b) Providing us with any plans or intentions that may affect the carrying value or classification of assets or liabilities; c) Providing us with information relating to the measurement and disclosure of transactions with related parties; d) Providing us with an assessment of all areas of measurement uncertainty known to management that are required to be disclosed; e) Providing us with information relating to claims and possible claims, whether or not they have been discussed with Municipality of West Elgin's legal counsel; f) Providing us with information relating to other liabilities and contingent gains or losses, including those associated with guarantees, whether written or oral, under which Municipality of West Elgin is contingently liable; g) Providing us with information on whether Municipality of West Elgin has satisfactory title to assets, liens or encumbrances on existing assets, or assets that are pledged as collateral; h) Providing us with information relating to compliance with aspects of contractual agreements that may affect the financial statements; i) Providing us with information concerning subsequent events; and j) Providing us with representations on specific matters communicated to us during the engagement. Written Confirmation of Significant Representations a) Providing us with written confirmation of significant representations provided to us during the engagement on matters that are: i) Directly related to items that are material, either individually or in the aggregate, to the financial statements, ii) Not directly related to items that are material to the financial statements but are significant, either individually or in the aggregate, to the engagement, and iii) Relevant to my judgments or estimates that are material, either individually or in the aggregate, to the financial statements. I ask that my name be used only with my consent and that any information to which I have attached a communication be issued with that communication unless otherwise agreed to by us. Reproduction of Audit Report If reproduction or publication of my audit report (or reference to my report) is planned in an annual report or other document, including electronic filings or posting of the report on a Website, a copy of the entire document should be submitted to us in sufficient time for my review before the publication or posting process begins. Management is responsible for the accurate reproduction of the financial statements, the auditor's report and other related information contained in an annual report or other public document (electronic or paper - based). This includes any incorporation by reference to either the full or summarized financial statements that I have audited. I am not required to read the information contained in your website, or to consider the consistency of other information in the electronic site with the original document. Preparation of Schedules I understand that you or your employees will prepare the following schedules and will locate the following documents for my use at the dates specified: a) Prepare various schedules and analyses before my engagement is planned to commence as directed and b) Make various invoices and other documents available to me or my staff. This assistance will facilitate my work and will help to minimize my costs. Any failure to provide these working papers or documents on a timely basis may impede my services and require us to suspend my services or withdraw from the engagement. Working Papers The working papers, files, other materials, reports and work created, developed or performed by us during the course of the engagement are the property of my Firm, constitute confidential information and will be retained by us in accordance with my Firm's policies and procedures. File Inspections In accordance with professional regulations (and by my Firm's policy), my client files may periodically be reviewed by practice inspectors to ensure that I are adhering to professional and my Firm's standards. File reviewers are required to maintain the confidentiality of client information. Fees My professional fees will be based on my regular billing rates plus direct out -of- pocket expenses and applicable HST and are due when rendered. Fees for any additional services will be established separately. The above terms of my engagement will be effective from year to year until amended or terminated in writing. If you have any questions about the contents of this letter, please raise them with me. If the services outlined are in accordance with your requirements and if the above terms are acceptable to you, please sign the copy of this letter in the space provided and return it to me. I appreciate the opportunity of continuing to be of serviee to your Municipality. Yours truly, Signed Chartered Accountant TIpankf Acknowledged and agreed on behalf of Municipality of West Elgin by: Signed Signed Title Title Date Date MUNICIPALIY OF WEST ELGIN P.O. BOX 490 RODNEY, ONTARIO NOL 2C0 September 8, 2011 Scrimgeour Sr, Company Suite 950, 495 Richmond Street London, Ontario N6A 5A9 Dear Madame: PY This representation letter is provided in connection with your audit of the financial statements of Municipality of West Elgin for the year ended December 31, 2010 for the purpose of expressing an opinion as to whether the financial statements are presented fairly, in all material respects, in accordance with Canadian generally accepted accounting principles for municipalities as prescribed by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. We confirm that to the best of our knowledge and belief, having made such inquiries as we considered necessary for the purpose of appropriately informing ourselves: Financial statements • We have fulfilled our responsibilities, as set out in the terms of the audit engagement dated December 31, 2010 for the preparation of the financial statements in accordance with Canadian generally accepted accounting principles for municipalities as prescribed by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants; in particular, the financial statements are fairly presented in accordance therewith. • Significant assumptions used by us in making accounting estimates, including those measured at fair value, are reasonable. • All events subsequent to the date of the financial statements and for which Canadian generally accepted accounting principles for municipalities require adjustment or disclosure have been adjusted or disclosed. The effects of uncorrected misstatements are immaterial, both individually and in the aggregate, to the financial statements as a whole. A list of the uncorrected misstatements is attached to the representation letter. There are none for the year ending December 31, 2010. We approve the attached adjusting journal entries reflected in the approved audited financial statements. Information Provided • We have provided you with: Access to all information of which we are aware that is relevant to the preparation of the consolidated financial statements such as records, documentation and other matters; - Additional information that you have requested from us for the purpose of the audit; and - Unrestricted access to persons within the entity from whom you determined it necessary to obtain audit evidence. All transactions have been recorded in the accounting records and are reflected in the consolidated financial statements. • We have disclosed to you the results of our assessment of the risk that the consolidated financial statements may be materially misstated as a result of fraud. ▪ We have disclosed to you all information in relation to fraud or suspected fraud that we are aware of and that affects the entity and involves: — Management; — Employees who have significant roles in internal control; or — Others where the fraud could have a material effect on the consolidated financial statements. • We have disclosed to you all information in relation to allegations of fraud, or suspected fraud, affecting the entity's financial statements communicated by employees, former employees, analysts, regulators or others. • We have disclosed to you all known instances of non - compliance or suspected non- compliance with laws and regulations whose effects should be considered when preparing financial statements. We have disclosed to you the identity of the entity's related parties and all the related -party relationships and transactions of which we are aware. Yours very truly, Name Title Name Title Page 1 of 1 1 -f Norma Bryant From: Joanne Groch [jgroch @westelgin.net] Sent: January-05 -12 5:13 PM To: Norma Bryant Subject: Fw: County of Elgin Accessibility Coordinator Attachments: Council Report Accessibility Coordinator.doc; JD DRAFT Accessibility Co- ordinator.doc - - -- Original Message From: Rob Bryce To: dleitch(a,centrarelgin.orci ; cao c(�twp.southwold.on.ca ; jgrochc westelgin.net ; kloveland aiduttondunwich.on.ca ; kkrugert bavham.on.ca ; mcasavecchia Atownship.malahide.on.ca ; IreynaertC town.aylmer.on.ca Cc: Mark McDcnald Sent: Thursday, January 05, 2012 3:13 PM Subject: County of Elgin Accessibility Coordinator At the December 15, 2011 meeting of Elgin County Council, a resolution dealing with accessibility matters was carried. It reads as follows: `THAT partner municipa%rt/es be contacted by staff for the purpose of determining interest in receiving from the County advisory and coordinating assistance in all matters related to accessibility; and, THAT upon receipt of such information, Human Resources staff report back to Council with recommendations on how best to proceed in the matter; and, NAT' related personnel costs ofapproadmate/y $70,000 be Included in the 2012 budget deliberations" A copy of the full report presented to County Council and a preliminary draft of the subject job description is attached for your information. The purpose of this communication is to request that you review this matter with your respective Councils and provide me with a response by no later than March 1. 2012 as to whether or not your municipality would like to be a part of this accessibility effort. As part of his/her duties, the Coordinator will provide your municipality with assistance in managing accessibility matters. There are no personnel costs to your municipality associated with initiative. Similarly, there is no obligation to adopt any recommendations, suggestions, or policy advice received. While each municipal partner is responsible for their own plans and actions, the County is confident that such assistance will be of benefit to all parties. Should there be suffident interest expressed by partner municipalities within the County and subject to County budget deliberations, County staff will proceed with a recommendation to County Council that a full time Accessibility Coordinator be hired. In any event, you will be apprised of the outcome. If you have any questions, please contact me through email (rbrycecaelgin- county.on.ca) or telephone 519-631-1460 ext. 125. Regards, Rob Bryce Director, Human Resources The County of Elgin Figin This email may contain confidential information. if you are not one of the intended recipients, if you receive this email or if it is forwarded to you without the express authorization of The County of Elgin, please destroy this email and contact us immediately. Please consider the environment before printing this e-mail 09/01/2012 Elgin F:G;,iCSii.0 al ix3iufr. REPORT TO COUNTY COUNCIL FROM: Rob Bryce Director, Human Resources DATE: December 2, 2011 SUBJECT: County of Elgin and Municipal Partners Accessibility Coordinator INTRODUCTION: For many years, the County of Elgin has diligently performed required accessibility functions by having additional duties placed on one County engineering staff member. On many occasions, the responsibilities have remained with this sole individual due to the limited abilities and resources of the Elgin County /Central Elgin Joint Advisory Accessibility Committee. The evolution of public awareness around the importance of accessibility, together with growing legislative and reporting requirements, necessitates strong consideration of hiring an individual skilled in accessibility matters. County staff recognize that municipal partners would benefit from the assistance of such expertise, particularly in areas of policy development to ensure legislative compliance. The purpose of this report is to share with Council a summary of the accessibility requirements under law that the County and municipal partners are faced with and to offer a solution for consideration as part of 2012 budget deliberations. DISCUSSION: A decade ago, the requirements of accessibility were largely focused around barrier -free access with emphasis on physical or engineering modifications to structures to enhance the participation of those with disabilities. Such types of modifications included ramps and door - opening assistive devices. Requirements changed with the provincial government's introduction of the Accessibility for Ontarians with Disabilities Act, 2005. Customer Service Policy requirements were introduced and the County of Elgin worked hard to comply with the mandated deadline of December 31, 2009 by providing training to all staff. Elgin County is considered a large public sector organization under the Act (50- plus employees) and, as such, there are several more standards that must be met over the next three years. Small public employers (less than 50 employees) will have an additional year to implement the requirements. It is becoming increasingly apparent this will not be possible without dedicated skilled resources leading this effort. In the near term, amendments to the County's Emergency Response Plan are required such that Emergency Plan and public safety information is provided in an accessible format. Over the next year, these accessibility standards will extend to the County's programs, practises, services, and policies. Policies and plans must be developed, implemented, and maintained that pertain to achieving accessibility. Procuring or acquiring goods, services, or facilities will be required to incorporate accessibility criteria and features. Any self service kiosks must do the same. Over the next two to three years, standards of accessibility will increase further. County communications, including website information, must be made accessible to provincial standards. This will include consideration of font size and type, the use of plain language, and white space. Affected communications include job postings, Council reports and minutes, tourism pamphlets, and newsletters, to name a few. Additionally, accessible formats and communication supports for employees will need to be made available. Finally, County libraries will soon be required to acquire and provide materials and resources in accessible formats upon request, with some limitations. County staff recognize that partner municipalities fall under the same legislative requirements, albeit a one -year lag in compliance timing as mentioned earlier, if, as an employer, they have Tess than 50 employees. As such, staff is proposing the duties and responsibilities of a County Accessibility Coordinator be expanded - to_rovide coor -dination_of_.accessibility_ info. rmation ._and_policy.- development_for_ member municipalities. These steps will help ensure that appropriate and timely actions are taken in each local municipality to ensure compliance. It should be noted that the 2011 Business Plan did not include capital funds for major accessibility projects (with the exception of elevators for the administration building) and only minor improvements within the County Library system. CONCLUSION: The evolution of public awareness around the importance of accessibility, together with growing legislative and reporting requirements, necessitates consideration of hiring an individual with specific skill sets in areas of accessibility. It is no longer feasible or practical to conduct such accessibility efforts as the County has in the past. Dedicated and focused efforts of a skilled practitioner will be required to lead the County and partner municipalities through the legislative and policy framework that lies ahead. As a public employer, we have obligation to act in accordance with the law and in manner that is respectful of all residents of Elgin County. RECOMMENDATION: THAT partner municipalities be contacted by County staff for the purpose of determining interest in receiving from the County advisory and coordinating assistance in all matters related to accessibility; THAT upon receipt of such information, Human Resources staff report back to Council with recommendations on how best to proceed in the matter; and, THAT related personnel costs of approximately $70,000 be included in the 2012 budget deliberations. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director, Human Resources Chief Administrative Officer "DRAFT" COUNTY OF ELGIN ACCESSIBILITY CO- ORDINATOR BASIC FUNCTIONS: Reporting to the Manager of Human Resources, the Accessibility Co- ordinator will be responsible for supporting the Joint Accessibility Advisory Committee and to assist in the County of Elgin and local municipal partners' efforts to move towards barrier -free access and legislative compliance. Duties will largely be administrative and clerical. KEY RESPONSIBILITIES: • Provide support to the Joint Accessibility Advisory Committee, including updating the accessibility plan, projecting future needs and making recommendations to ensure that the County and municipal partners are proactive in advocacy. • Provide on -going clerical support to ensure all administrative requirements of the AAC are met in a timely manner; this will include data entry, minute taking and creation of various spreadsheets. • Continuing with the implementation of disability related initiatives and the Joint Accessibility plan. • Ensure compliance with upcoming legislation regarding accessibility and report back to the AAC, County Council, and local Municipal Councils, as appropriate. • Coordinate, develop and implement all legislated training initiatives for the County and local municipal partners. • Identify accessibility issues, needs, resources, and opportunities for integrated accessibility planning across the County • Provide leadership, support and expertise in disability related issues to staff; provide ongoing education to County and local Municipal staffs regarding accessibility. • Perform other job related tasks as directed. CONTACTS: • internal: Staff at all levels. • External: Elected Officials, County and Municipal staffs, members of the public. MINIMUM QUALIFICATIONS: • Community College or equivalent education in community and /or social services. • Two years related experience, preferably in a municipal setting. • Knowledge of the Ontarians with Disabilities Act, 2001 (ODA), Knowledge of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and other provincial and federal legislation impacting persons with disabilities. • Excellent customer service and communications skills. • Experience working with Windows -based systems and excellent Microsoft Word and Excel abilities. - SKILLS AND COMPETENCIES: • The ability to view issues from a variety of perspectives, fostering teamwork and collaboration with a variety of individuals and groups. • Experience dealing with highly sensitive and confidential information. • The ability to manage multiple tasks. • Excellent organizational and communication skills both written and verbal. • The ability to develop solid working relationships between committee members, county and local municipal staff, government agencies and community organizations. • Must be able to take minutes as requested and distribute. Norma Bryant From: Joanne Groch [jgroch @westelgin.net] Sent: January-11- 124:08 PM To: Norma Bryant Subject: Fw: FRL announces wind -down of its operations January 11, 2012 Attachments: image003.jpg for next agenda ----- Original Message - - -- From: Anita Haves Cc: Anita Haves ; Bob Cummings ; Dennis Deters • Douglas Jack ; Eugene Lammerdinq - Gary Davison • Mary Feldskov Sent: Wednesday, January 11, 2012 3:10 PM Subject: FRL announces wind -down of its operations January 11, 2012 Please note the following important announcement from the Foundation for Rural living's Board of Directors. Kindest regards, Anita Hayes, Executive Director Foundation for Rural Living Tel: 519 - 826 -4126 x 230 Email: anitahaves @fri.on.ca FOUNDATION FOR Rr iI. LIVING FRL announces wind -down of its operations January 11, 2012 Dear Friends, Colleagues, Community and Funding Partners, and Rural Stakeholders: For over the past 12 months, the Foundation for Rural Living (FRL) has been engaged in a comprehensive strategic planning process. This process has involved outreach to key stakeholders through surveys, key informant interviews (Nov 2010 to Jan 2011), and a key stakeholder meeting (May 2011). And it is through this process and after much dialogue and thoughtful deliberation that we are writing to let you to know that FRL will be divesting itself of all program delivery effective Friday, February 3, 2012. Shortly thereafter we will be voluntarily revoking our charitable status and closing down FRL. For over 30 years, we have worked in collaboration with public, private and philanthropic sectors partners, and staff and volunteers of community-based organizations to build the capacity of the rural charitable and nonprofit sector. Our programs and collaborations have produced important outcomes over these years, and we are honoured to have contributed in some way to: • incubating emerging rural initiatives some of which have evolved to become incorporated charitable organizations in their own right, • acting as a vehicle to receive and disseminate charitable donations in support of rural relief • establishing a baseline of knowledge on the rural charitable sector, • building the knowledge and skills of volunteers and staff of rural charitable and nonprofit organizations in resource development so they could become more resilient, more sustainable, and better respond to the social and economic priorities of their communities, • influencing funders, policy makers and program delivery agents to re -frame how they relate to rural charitable and nonprofit organizations, • acting as an intermediary to leverage provincial and national resources and assets to grassroots rural charitable and nonprofit organizations, • injecting the needs of rural community-based organizations to mainstream provincial national and even international dialogue and policy development, . building a culture of rural philanthropy through our beliefs, values and programs, • promoting authentic leadership and collaboration through our behaviour, through our relationships and through our work. It is our greatest hope that through you, our friends, colleagues and partners that our efforts to build sustainable rural capacity to enhance the quality of life of rural citizens in Ontario will continue. As such, we're pleased to announce that after months of partnership cultivation, development and stewardship, FRL staff have been successful in transitioning the essence of our current social enterprise capacity building program to new partners and collaborations. The capacity building efforts of our rural development officer program will continue through the legacy that has been built with past and current rural development officers and community partners. We thank the many people who joined with us on our journey. You reminded us to take time to listen and to reflect. You challenged us. You helped us learn. You contributed to creating and actualizing our vision. You have been key to our shared successes. We have truly valued all those who thought enough of our vision, our mission, our organization, and our people to help us make our work more meaningful, more impactful, and more relevant to those we served. We also want to thank our staff, Anita Hayes, Grace Gruber, Jennifer Girvin, Melissa Bosselaar and James Finlay for their unwavering contributions of knowledge, skill and energy to FRL, and in particular for their authentic leadership and their integrity in the face of this difficult decision. Their demonstrated commitment to our vision, mission and programs, to our stakeholders and our community and funding partners serves as inspiration to all those who have had the privilege of working with them. The remaining weeks of operations are as important to FRL as ever. Know that Anita, Grace, Jennifer and Melissa will continue to support our constituents through the final weeks of our programs. For those of you interested in reading about all FRL has achieved this year, final program reports will be posted to FRL's website by Friday, February 3, 2012. Lastly, we want to express to you all what an honour it has been to be FRL's Board of Directors and to have been entrusted with this organization. This decision, though difficult, Is tempered with the knowledge that the essence of our work will be carried forward by those who have shared our vision. In_partnership, The Board of Directors of the Foundation for Rural Living: Eugene Lammerding Douglas C. Jack Dennis Deters Gary Davison Mary Feldskov Bob Cummings Corporation of the COUNTY OF HURON COUNTY CLERK, Barbara L. Wilson, CMO 1 Court House Square, Goderich, Ontario N7A 1M2 bwilson @huroncountv.ca December 2151, 2011. The Honourable James J. Bradley, Minister of the Environment, 11th Floor, Ferguson Block, 77 Wellesley Street West, Toronto, ON M7A 2T5 Honourable Minister: 519 -524 -8394 (ext. 257) Fax 519- 524 -2044 The Council of the Corporation of the County of Huron at their Twelfth Session of Council on November 30th, 2011 passed the following Resolution: THAT: The recommendation of the Low Frequency Noise (LFN) Committee that their findings and recommendations; be approved; AND FURTHER THAT: The recommendation of the Low Frequency Noise (LFN) Committee to circulate their findings and recommendations to all Ontario Municipalities, AMO and ROMA, for endorsement, and to Members of Provincial Parliament (MPP), the Provincial Minister of the Environment the Honourable James J. Bradley and the Federal Minister of the Environment the Honourable Peter Kent; be approved. Attached to this letter is the report to the Huron County Committee of the Whole Day 1 members from the Low Frequency Noise Committee. The Council of the County of Huron appeal to your ministry to review the findings and recommendations in the report. We look forward to hearing your comments and recommendations as the Province of Ontario moves forward with renewable energy options. Sincerely, Barbara L. Wilson, CMO, County Clerk, County of Huron. Enclosure c.c. The Hon. Peter Kent, Federal Minister of the Environment Association of Municipalities of Ontario (AMO) Rural Ontario Municipalities Association (ROMA) Members of Provincial Parliament Municipalities of Ontario T. -3 r CORPORATION OF THE COUNTY OF HURON Planning and Development Department To: Chair and Members of the Committee of the Whole, Day 1 From: Low Frequency Noise (LFN) Committee Date: October 17, 2011 Subject: LEN Committee Findings and Recommendations Recommendation The LFN Committee recommends that its findings and recommendations be approved and circulated to all Ontario Municipalities, AMO and ROMA for endorsement, and circulated to MPPs including the Minister of the Environment, and to the Ministry of the Environment. Background The following motion was approved by County Council on February 2, 2011: "that County Council direct the Planning Department to establish a Committee of Lower Tier and County representatives and County staff to investigate the effect and action that may be taken by governments concerning low frequency noise.,, The LFN Committee is chaired by Councillor Barnim, and consists of the Warden, 2 County Councillors, reprasenfatim from 7 -of the-9 local- rnimicipalities (4 dot cillin—ardr3ahietbuilding officials and a ith Unit and Planning staff. The committee met an April 5, May 3 and October 3, 2011. All meeting notices, meeting summaries, and shared information were sent to an email list including all committee members, municipal clerks, and interested stakeholders (property owners, wind energy companies, etc.). Comments The LFN Committee reviewed and discussed dozens of reports and studies (hundreds of pages) pertaining to Low Frequency Noise and related issues. The findings and recommendations of the LFN Committee are as follows. General low frequency noise (LFN) can be described as sound in the audible frequency range below 100 Hz, and includes sound in the sub - audible range (infrasound) <20 Hz - noise is defined as unwanted sound infrasound ( <20 Hz) can be audible at very high decibels (sound pressure) - the vibrations of some low frequencies may not always be at a level high enough to be perceived by the human ear as sound, but the vibrations may still be perceived through the ear (as pressure, fullness, imbalance, etc.) or through other organs of the body 1 of 2 LFN travels further in the environment because it is attenuated less by buildings and other obstructions than higher frequency noise common sources of LFN are ventilation and air - moving equipment, road traffic, trains, manufacturing processes, farm equipment, and wind turbines a small percentage of the population has a higher sensitivity to sound and may find it bothersome or annoying (the percentage is debated, but seems to be in the range of 2.5 - 10 %) there is no scientific consensus on whether LFN can affect human health, although there is recognition that severe annoyance can lead to stress - related illness - LFN is not adequately regulated in Ontario by the MOE noise regulations (e.g., decibel limits at sensitive receptors; lower frequencies are heavily discounted by the weighting scale used) where a land use that is known to generate LFN is proposed at a scale or location that may create community concern, municipalities should request the proponent to provide studies by qualified professionals on the pre - development background LFN in the area, the modelled additional LFN from the project, and the anticipated effects of the LFN LFN Studies the Ministry of the Environment (MOE) should release its promised LFN study immediately, to be followed by a discussion of the need for / content of a LFN regulation; the public has been waiting for this study since December 2010 - the LFN Committee should provide comments to County Council on the MOE study when released - the Research Chair appointed by the Ontario Government under the Green Energy Act should commission epidemiological studies on LFN and human health (one such study has commenced by an inter - disciplinary team of researchers at the University of Waterloo) REA Comments when commenting on Renewable Energy Approval (REA) applications, where a land use that is known to generate LFN is proposed at a scale or location that may create community concern, municipalities should request the proponent (through MOE) to provide studies by qualified professionals on the pre - development background LFN in the area, the modelled additional LFN from the project, and the anticipated effects of the LFN Lobby Efforts the AMO conference organizing committee should plan a session on LFN (at ROMA, AMO, SW Municipal Conference, etc.) the County should arrange a delegation to present LFN concerns to the relevant Ministers at an appropriate opportunity (e.g., ROMA, AMO, etc.) a motion supporting the above actions should be passed and circulated to all Ontario municipalities, AMO and ROMA for endorsement, and circulated to MPPs including the Minister of the Environment and to the Ministry of the Environment Others Consulted — LFN committee; Report compiled by S. Tousaw and S. Weber, P &D Dept. Budget Implications — Total disbursements for the LFN committee to date are $419.15 (meeting room rentals, refreshments, staff mileage). Apart from meeting expenses, the LFN Committee has not required the budget allocation approved by Council on April 6, 2011 (up to $50,000 from the 2011 Provision for Unforeseen). Hired expertise may be required when reviewing the MOE's LFN study and regulations. 2 of 2 GRAVENHURST GATEWAY TO MUSKOKA Resolution No. Moved By: Seconded By: THE CORPORATION OF THE TOWN OF GRAVENHURST Date: January 17t' - A Alp of WHEREAS the Township of Carling passed a resolution to support the private member's bill Introduced by MPP Norm Miller to have a one metre paved shoulder on certain provincially owned highways; AND' WHEREAS the private member's bill would improve safety for cyclists, pedestrians and motorists; NOW THEREFORE BE IT RESOLVED THAT the Town of Gravenhurst hereby supports the resolution of the Township of Carling and the private member's bill; AND FURTHER THAT a copy of this resolution be forwarded to the Township of Carling, MPP Norm Miller and the Province of Ontario. DISCLOSURE OF PECUNIARY INTEREST RECORDED VOTE MEMBER OF COUNCIL (/) YEA NAY Councillor Bratty Councillor Cairns Councillor Coihoun Councillor Donoghue LOST CAR ED Councillor Jorgensen %) 4 Councillor King ,,,,,A- $1GNATURE Councillor Lorenz C----)... Councillor Watson 1 Mayor Donaldson 87 John Street South Aylmer ON N51-1 2C3 Phone: 519. 7735344 Fax: 519-773-5334 www. male h ide .ca theTOWNSH1Pof MALAII 1DI A proud tradition, a bright future. January 20, 2012. County of Elgin, 450 Sunset Drive, St. Thomas, Ontario. N5R 5V1 15 Attention: Mr. Rob Bryce Dear Sir: RE: Accessibility Coordinator The Malahide Township Council passed the following resolution regarding an accessibility coordinator, at their regular Council meeting an January 19, 2012: THAT the- County -of - Elgin - initiative; -as -set ou in their -Resolu.tion passed -on December 15, 2011, regarding the hiring of an Accessibility Coordinator be supported; AND THAT the County be advised that the Township of Malahide would be interested in receiving from the County, through such an Accessibility Coordinator, advisory and coordinating assistance in all matters related to accessibility; it being noted that such assistance would be at no additional cost to the Township. Yours very truly, TOWNSHIP OF MALAHIDE M. CASAVECCHIA, D.P.A., C.M.O., CMM III Chief Administrative Officer /Clerk Copy - Elgin County Lower Tier Municipalities MICHELLE M. CASAVECCHIA Chief Administrative Officer /Clerk mcasovecchia @malohide.ca SUSAN E. WILSON Director cif Finance swilson @ma la hide.ca Page 1 of 2 Norma Bryant From: communicate@amo.on.ca Sent: January-23 -12 6:06 PM To: nbryant @westelgin.net Subject: AMO Breaking News - OMPF Allocations TO THE IMMEDIATE ATTENTION OF THE CLERK AND COUNCIL January 23, 2012 Ontario Municipal Partnership Fund (OMPF) Allocations Announced Issue: The Ministry of Finance is today confirming individual municipal allocations for 2012. Background: The provincial government has announced Ontario Municipal Partnership Fund (OMPF) allocations to eligible municipalities. Letters to heads of council and treasurers are being mailed at this time. The Ministry's website is http:// www .fin.gov.on.ca /en /budget/ompf /2012. The OMPF is a critical provincial funding program which assists municipalities with social program costs, equalization, policing costs, and has a northern and rural communities component. For 2012, 373 municipalities will receive $583 million in OMPF funding. Some data elements and thresholds have been updated but the OMPF formula remains as it did for 2011. The anticipated value of the social assistance and court security uploads for 2012 is $1.22 billion. This amount is up $279 million from $947 million in 2011. These costs were previously the -- resp-onsibirity—o-f-mcin lities and property taxpayers. Transitional Assistance (formerly known as mitigation) will total $15 million, down $5 million from 2011. It will be distributed to 46 municipalities. Last year's allocation assisted 74 municipalities. The Province advises that this reduction is reflective of the increase in the number of municipalities receiving funding at or close to actual OMPF entitlements. Transition Assistance for northern Ontario municipalities will remain at 95% of the prior year's Combined Benefit. For southern Ontario municipalities it will remain at 90% of the prior year's Combined Benefit. AMO awaits further details regarding the reconciliation of 2010 OMPF allocations. Reconciliation adjusts municipal OMPF allocations for the difference between projected and actual social assistance and policing costs. Some municipalities have not completed Financial Information Returns (FIRs) for 2010. This is a requirement to receive OMPF funding. Municipalities with outstanding FIRs are encouraged to complete them as soon as possible. In the meantime, these municipalities will be provided preliminary OMPF allocations but payments will continue to be held back. AMO Contact: Matthew Wilson, Senior Policy Advisor mwilson cr amo.on.ca or 416- 971 -9856 extension 323. 24/01/2012 Page 2 of 2 PLEASE NOTE AMO Breaking News will be broadcast to the member municipality's council, administrator and clerk. Recipients of the AMO broadcasts are free to redistribute the AMO broadcasts to other municipal staff as required. We have decided to not add other staff to these broadcast lists in order to ensure accuracy and efficiency in the management of our various broadcast lists. DISCLAIMER These are final versions of AMO documents. AMO assumes no responsibility for any discrepancies that may have been transmitted with the electronic version. The printed versions of the documents stand as the official record. 24/01/2012 Norma Bryant Page 1 of 2 From: AED Program Mailbox [aedprogram @hsf.on.ca] Sent: January-25 -12 5:14 PM To: 'nbryant @westelgin.nef Subject: Ontario Defibrillator Access Initiative (ODAI) Attachments: image001.jpg; image003.jpg; image005.jpg HEART &TU STROKE P POUNIDA'rIoN January 25, 2012 Dear Mayor Wiehle, On June 3, 2011, Premier Dalton McGuinty announced the Government of Ontario's commitment to saving lives with Automated External Defibrillators (AEDs) and announced that $10 million will be provided to place the life- saving devices in publicly- funded community sport and recreation facilities and schools with high recreation and sport use across Ontario. A portion of the funding will also be set aside to develop Ontario's first AED registry. This registry will track all of the public access units placed and will link directly into the Emergency Medical Services (EMS) system. As a result, the Heart & Stroke Foundation of Ontario is leading this initiative, called the Ontario Defibrillator Access Initiative (ODAI), and is set to open the largest application process for AED grant funding in Ontario's history. The aim of the ODAI is to distribute a minimum of 2,500 defibrillators and train a minimum of 25,000 people across Ontario, which will significantly add to the current inventory of public- access defibrillators currently in Ontario. This will have a significant impact on cardiac health of all Ontarians. There are no fees associated with this initiative and an AED will come as part of a complete package. In addition, the package includes the following materials and services for every AED that is placed: • One set of Adult electrode pads and one replacement set; • One set of Pediatric (infant /child) electrode pads; • One installed battery and a backup battery, • One display cabinet and signage; • Free CPR -AED certification for at least 10 individuals per device (e.g. employees, frequent facility users); • One Family & Friends"" CPR AnytimeTM Kit to continue training on CPR -AED; and • Listing of the AED on the provincial registry. In addition, each participant receives preferred pricing on any related AED equipment (e.g. AEDs, pads, batteries); and access to preferred pricing on any additional AED -CPR certifications purchased during the length of the Initiative. As AEDs continue to become available in a variety of public settings, they are quickly becoming the 'standard of care' for owners and operators of public spaces. The Good Samaritan Act (2001) protects people who voluntarily offer CPR or first aid assistance in an emergency. Additionally, the Chase McEachern Act (Heart Defibrillator Civil Liability Act, 2006) protects users of AEDs from liability for damages that may occur and protects the owners and occupiers of the buildings where AEDs are installed from liability for damages. If you have any questions about 26/01/2012 Page 2 of 2 this area, we encourage you to seek legal advice. An online application portal is now open, and will close by Friday, February 24, 2012, at noon (12 :00 PM). It can be accessed at the following address: http : / /aedprogram.heartandstroke.ca A background document that includes a helpful Q &A and further information on the importance of AEDs can be found here: http://bitly/wBh85q. I hope you will consider this as an exciting opportunity to make these public facilities and schools safer and more responsive to the emergency needs of your community. Should you have any questions or require further information, please contact us at: 1- 888 - 284 -4188 Sincerely, Andrew Lotto Manager, Resuscitation Heart and Stroke Foundation of Ontario CC: Joanne Groch Norma Bryant Enclosure: http: / /bit.ly /xBF4f5 26/01/2012 MUNICIPALITE • EAST FERRIS • MUNICIPALITY 390 HIGHWAY 94, CORBEIL, ONTARIO POH 1 KO TEL: (705) 752 -2740 FAX: (705) 752 -2452 Corbeil, Ontario December 13, 2011, Session No. 27 Moved by: Terry Kelly Seconded by: Dan Corbel' WHEREAS the North Bay - Mattawa Conservation Authority, as the principal authority in the Ontario Building Code for Part 8, has advised the Municipality of East Ferris of a recommended change to the Building Code that will require denitrification, phosphorus removal and tertiary treatment on -site septic systems within vulnerable areas as described in Drinking Water Source Protection Assessment reports where septic systems are deemed to be significant threats; AND WHEREAS the North Bay- Mattawa Conservation Authority has indicated to the-Ministry-of-Municipal Affairs and- Housingimits- comments as- part -of the - public comment process, that it does not support the proposed changes to the Ontario Budding Code for tertiary treatment systems as a blanket approach to reducing the significance of such threats, particularly in light of the new Building Code requirement for mandatory maintenance inspections for these same systems; AND WHEREAS the septic systems proposed through the amendment to the Ontario Building Code are significantly more costly than a conventional septic system - an additional cost that will have to be borne by each property owner in a vulnerable area; THEREFORE BE IT RESOLVED that the Council for the Municipality of East Ferris requests that the proposed change to Part 8 of the Ontario Building Code, recommended by the Ministry of Municipal Affairs and Housing, requiring the installation of tertiary treatment systems for new or replacement septic systems within vulnerable areas as described in Drinking Water Source Protection Assessment Reports where septic systems are deemed to be significant threat, not be approved; AND FURTHER that a copy of this resolution be forwarded to the Minister of Municipal Affairs and Housing, the Minister of the Environment, the Minister of Natural Resources, Victor Fedeli, MPP (Nipissing), the North Bay — Mattawa Conservation Authority and the Association of Municipalities of Ontario for circulation to all municipalities in the Province. Carried This is a true certified copy of Resolution No. 27 passed by the Council of the Municipality of East Ferris on the 13"' day of December, 2011. John B. Fior Clerk DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers, directors or agents. Page 1 of 1 Norma Bryant From: Ann Smith [westelgin @westeigin.net] Sent: January-19 -12 4:27 PM To: nbryant @westelgin.net Subject: FW: Address From: jeff cipu [mailto:jeff.cipu @ sympatico.ca] Sent: January-19 -12 12:29 PM To: westelgin @westelgin.net Subject: RE: Address To whom it may concern: The community will be hosting a benefit dance on Sat . Mar. 3 for a local family whose 11 year old son has cancer. (Dunn family from Wallacetown) The family does not have any health benefits from our understanding and is spending a lot of time at the Children's hospital In Toronto. We feel that this dance would be a great way to raise any monies for this family, and I am positive that the Dunn family would appreciate this very much!!! My question to council is, if there is any way that you could waive the rental fees of the Rodney Recreation Center for that specific evening? Please let us know ASAP of the decision you have made! Sincerely, The Cipu's From: westelgin @westelgin.net To: jeff.cipu @sympatico.ca Subject: Address Date: Fri, 13 Jan 2012 11:58:08 -0500 Hi Linda: Re: Fund raiser dance — Sat. March 3rd, 2012 Norma Bryant, our Clerk looks after agenda for council. Send letter to: Municipality of West Elgin 22413 Hoskins Line Rodney, Ontario NOL 2C0 Attention: Council e -mail address is: nbryanta(�.westelgin.net Ann 23/01/2012 ELGIN GROUP POLICE SERVICES BOARD Chair Douglas G. Gunn Q.C. 450 Sunset Drive St. Thomas, ON N5R 5V1 Tel. 519 631 -1460 Ext. 161 Fax 519 633 -7661 Res. 519 633 -1292 Municipality of Bayham Municipality of Central Elgin Municipality of Dutton /Dunwich Municipality of West Elgin Township of Malahide Township of Southwold January 24, 2012 Municipality of Bayham 9344 Plank Road P.O. Box 160 Straffordville, ON NOJ 1Y0 Township of Malahide 87 John Street South Aylmer, ON N5H 2C3 Municipality of Central Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Council: Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Rodney, ON NOL 2C0 Municipality of Dutton /Dunwich 199 Currie Road Dutton, ON NOJ 1J0 Township of Southwold 35663 Fingal Line Fingal, ON NOL 1K0 Re: Elgin Group Police Services Board 2011 Year -End Report At its January 18, 2012 meeting, the Elgin Group Police Services Board approved a motion to receive and file the above report, and forward it to the member municipalities. Enclosed please find a copy of the report, for your information. Yours truly, die/4"—pezel Susan McConnell Secretary/Police Services Board 519 - 631 -1460 x 103 *Enclosed ELGIN GROUP Police Services Board 2011 Year End Report `EceCCence in what we do, Integrity in who we are" Elgin County O.P.P. 42696 John Wise Line St Thomas, Ontario N5P 3S9 Tel: (519) 631 -2920 Fax: (519 631 -2923 January 12, 2012 MEMORANDUM Elgin Group Police Services Board 450 Sunset Drive St. Thomas, Ontario N5R 6A1 Attention: Mr. Chairman, and Police Service Board Members am pleased to present the Detachment Commanders 2011 Year End Report. This report includes three sections: General Information Business Pian Commitments Financial Reports /3raa"Th qI Inspector Detachment Commander Elgin County OPP 2 General Information The year 2011 has been a building year for the members of Elgin County Detachment. With the change of leadership in late 2010 I have worked with SISgt McGladdery and the NCOs to create a cohesive and inclusive management team. During 2011 the office has received further renovations and we are scheduled to receive more renovations in March of 2012 that include new change rooms, new paint, flooring, and a new SOCO room. The Dutton office is also receiving some renovations which include a new heating and cooling system. The Elgin Group completed a contract renewal with the OPP in 2011 that will see the OPP providing policing services for the Elgin Group for the next five years. The officers and staff of Elgin County look forward to the many challenges ahead and will ensure our community continues to receive the highest standard of policing services. Staffing Elgin County Detachment has had many changes to staff during 2011. Some members have taken advantage of opportunities to relocate to other areas of the province for personal reasons and many new officers have chosen to come to Elgin Detachment. We have recently received three experienced officers from other Detachments and two experienced officers from other Police Services. These officers are a great addition to our team and bring a wealth of knowledge and expertise with them to Elgin County. We also received two new recruits in January 2012. Mark McKillop, who is the son of Councillor Dan McKillop, and Melissa McGregor of London. I have met with Mark and Melissa and they are both very excited to be working in Elgin County. They have done very well at the Ontario Police College and the OPP Academy and are now working with their coach officers on the road. We are also scheduled to receive two more recruits in May however they will likely be reassigned as a result of the reduction in staff for the contract. Constable Al Guerin retired in December after a long career with the OPP, most of it in Elgin County. Al finished up as our court officer and was very respected for his expertise and dedication. We wish Al and his wife Jennifer a long and happy retirement. The Elgin County Auxilliary Unit is now fully staffed. The Unit Commander, AISISgt Terry Sitts was on an extended leave and has decided to resign from the unit. Auxilliary Constable Terry Williams is presently filling the role of Unit Commander until a new commander can be selected. The unit continues to provide a great service to the community as you will see later in this report. Business Plan Initiatives and Commitments 2012 Business Plan Consultation for the the 2012 Business Plan has begun. This will be the second of the three year strategic plan. As part of the consultation process I will be meeting with the board to discuss goals and objectives they feel should be included in the plan. 2011 Business Plan Our 2011 Business plan priorities as identified with community and board consultation were: Traffic Safety — including reducing speed and personal injury collisions and safe movement of traffic on Emergency Detour Routes during Highway 401 closures. Crime Prevention — increase public safety and confidence through relentless investigation of criminal activities, particularly those crimes against persons and property. Increased Visibility — increase public confidence with a strong presence in our communities, particularly foot patrol, school patrol and community events. Increased interaction with the public through friendly, approachable and responsive contacts. The results of meeting these goals will be provided in detail below. 3 Crime Management Plan Elgin County Detachment has a comprehensive Crime Management Plan that is administered through the leadership of Regional Dective Sergeant Jeff Johnston. The crime unit will undergo some organizational changes in 2012. We are currently running a competition to select an additional Detective Constable that will increase our unit strength to five. The Domestic Violence Investigator and Community Drug Action Team officer will remain in the Crime Unit and be supervised by the Detective Seargent. The Crime Unit is responsible for oversight and investigation of all serious crimes that occur in our detachment area. The foundation of the plan supports the OPP Results Driven Policing methodology and focuses on public safety through crime prevention and investigative excellence. Traffic Management Strategy Elgin County Detachment has developed a Traffic Management Strategy with a goal of reducing motor vehicle collisions, specifically those that result in injury and death. Our focus in 2011 has been enforcement and education around aggressive driving, impaired driving, seat belt use, and distracted driving. These four driving habits are within complete control of the driver and together can have the largest impact on road safety. In 2011 Elgin County OPP initiated a new Traffic Management Team that assigned four members to directed traffic patrol enforcement. This is in addition to the regular assigned traffic enforcement from front line officers. We have had great success with the Traffic Team and have been very responsive to requests from the community for specific traffic enforcement. CrimeStoppers Elgin County OPP continues to support the London Elgin Middlesex Crimestoppers Program. This program has been very successful in 2011, handling over 2200 tips that resulted in the clearance of 141 criminal cases, over 200 criminal charges, over $67,000 in recovered property, 22 weapons seized, over $1,700,000 in seized drugs, and over $33,000 in seized cash. The Crimestoppers Coordinators were recognized in 2011 for their introduction of the Crime Stoppers program into the prison system which is becoming a province wide program, and received the Crime Stoppers Coordinators of the year award. 4 Elgin County Auxiliary Unit Elgin County Auxiliary Year End Summary 2011 2011 was another successful year for the Auxiliary Unit in Elgin County. The year saw recruitment of three new Aux. Constables bringing the total compliment to 14 members. All auxiliary members continue to show dedication and commitment to the community and the OPP. The auxiliary unit attended 32 individual community events, and complimented regular patrol shifts on an ongoing basis, representing the OPP in all of our communities throughout the year. In total, approximately 3,500 volunteer hours were donated by the unit, across Elgin County. Highlights of the community events include; two food drives in four communities supporting local food banks, remembrance day celebrations, support at the Great Lakes Air Show, Port Dover Friday the 13th, Christmas parades, the annual MADD Vigil, local fishing derby's... and many more. The members of the Elgin Auxiliary unit are proud to represent the OPP and to be an integral part of the community. As we turn our minds to the year ahead, we are focused on continuing our commitment and working even closer with the entire Elgin County Community. Elgin County Auxiliary Unit 2011 Summary Month Patrol Hours Community Event Hours Training Hours Administrative Hours Totals January 116 0 66 16 1.9$;,:. February 116 53 88 16 273 March 160 99 66 14 339 April --- -147 43 54 16 May 133 75 60 8 June 147 114 72 20 353; July 261 0 79 16 366 August 230 26 0 15 27'1 ... September 169 22 60 16 October 184 77 54 18 333 November 161 70 72 14 317_ December 159 30 54 13 256 Totals 1983 609 725 182 3499 5 General Highlights by Month Jan - Sixty -four year old West Elgin man arrested and charged with numerous sexual assault offences involving a minor - Winter storms frequent the area Feb - Heavy snowfall and cold temperatires created hazardous driving. - Bayham man arrested and charged with several counts of Fraud over $5000.00 Mar Port Stanley man is killed on Hwy 401 while attempting to change a flat tire. - Impaired driver claims the lives of two passengers in his vehicle when he crashes his vehicle into a culvert in Malahide Twp. Seventeen year old female fights off attacker on George St in Central Elgin Apr May Severe winter storm causes 15 crashes over two hour period. Investigation of found human remains when a foot is found along the Thames River in Southwold Twp. Seventy -three year old West Elgin man dies when the car he is working on falls off the jacks. Port Stanley is hit with a rash of mischiefs when unknown persons paint graffiti on numerous buildings Lynnhurst subdivision is victimized to multiple thefts from vehicles and sheds. Detachment completes a Crime/Traffic initiative across the County with excellent results. Twenty -one year old female fights off attacker on Calton Line, Malahide Twp Jun- - Dutton man dies as a result of injuries received when a beam falls on him while working in barn. - Sixty -nine year old Appin man dies of injuries from crashing his motorcycle on Dexter Line. - The OPP was very busy preparing for the Great Lakes International Airshow that took place on the 25th and 261h. The air show went off without a hitch and residents and visitors alike enjoyed a great show. Jul - Twenty -four year old Langton man drowns in Port Burwell. - Traffic stop in Dutton nets over $54,000 in drugs Aug Officers from Elgin County were called to assist the Town of Goderich after a tornadoe devastated the town and surrounding area. Fire on Beck Line, Central Elgin suspected to be Arson. Sep - Malahide man dies from injuries in crash with impaired driver, three others hospitalized - Witnesses stop fleeing impaired driver after a two vehicle crash that sends two to hospital. Oct - Seventy -five year old London man drowns in Port Bruce removing his sailboat from water. Leamington man dies in car crash on Imperial Rd. - On Oct 28th Elgin County Detachment hosted the OPP Awards Ceremony. The ceremony was attended by over 300 people and over 200 officers and civilians received awards. The ceremony was a good opportunity to showcase Elgin County. 6 Nov - Bart Gas Bar an Wellington St, Central Elgin, robbed by local woman from Springfield who is caught within days. - Four persons charged in Southwold Twp after drug warrant nets over 130 pounds of marijuana. - Three Central Elgin cars and several in St Thomas are painted with racial slurs. Dec - Sixty -five year old Aylmer woman drowns in Port Bruce and is recovered in Niagra River. - Dangerous offender escapes from RMHC and is caught several days later A comparison of incidents from 2010 to 2011 covering the same time period January to December reveals a decrease of 265 incidents. 10000 9950 9900 9850 9800 9750 9700 9650 9600 9550 1400 1200 1000 800 600 — 400 — 200 — 0 2009 2010 Elgin Group Total Calls For Service 2011 aft tut r Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Elgin Group Total Calls for Service 0 2009 0 201 ■ 2011 7 14% 14% 14% 7% ® West Elgin ® Dutton ❑ Southwold ❑ Central 13' ® Malahide ❑ Bayham 38% Elgin Group Total Calls Distribution 2011 Calls for Service Elgin Group by Municipality Traffic Safety The safety of motorists on Elgin County roads has always been a priority for Elgin Detachment. In 2010 we introduced a new stand alone Traffic Management Team that is directly supervised by the Detachment Manager, S /Sgt McGladdery. This has proved to be an effective tool in reducing crashes on our roads and also very responsive to the needs of our community. Our enforcement has remained steady in 2011 with noticible increases in pro active directed patrol, and foot patrol. Officers conducted over 900 hours of static RIDE in 2011, in addition to other tactics used to identify and remove impaired drivers. Festive RIDE was in operation from Nov 25th to Jan 1st. The 2011 Festive RIDE program resulted in over 8000 vehicles being checked and 11 drivers were charged with Impaired Driving. 8 Bayham Malahide Central Elgin Southwold Dutton /Dunwich West Elgin Month 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 January 97 85 82 105 257 247 110 77 51 50 101 116 February 78 79! 93 100 236 240, 77 96 56 61 106 84 March 65 77' 125 90 258 274' 109: 62 60 126 95. April 109 105. 137 94 242 245; 73 97 64 63 121 114 May 129 119 125 96 396 321 131 123 71 91 154 143 June 120 157 113 105 327 390 100 105 61 49 126 142 July 132 145 123 144 409 411,. 113 105 75 83 184 97 August 141 99, 145 120 372 435 104 104 66 51 159 106 September 122 121' 85 107 299 357. 135 112 77 54: 155 94 October 114 121 115 130 302 313 118 95 93 54 128 130 November 105 113 82 129 269 308: 124 105 99 53 105 97 December 101 94 87 105 288 237 98 100 57 55 108 95 Total 1313 1311 1312 1325 3655 3778 1258 1228 832 724 1573 1313 Calls for Service Elgin Group by Municipality Traffic Safety The safety of motorists on Elgin County roads has always been a priority for Elgin Detachment. In 2010 we introduced a new stand alone Traffic Management Team that is directly supervised by the Detachment Manager, S /Sgt McGladdery. This has proved to be an effective tool in reducing crashes on our roads and also very responsive to the needs of our community. Our enforcement has remained steady in 2011 with noticible increases in pro active directed patrol, and foot patrol. Officers conducted over 900 hours of static RIDE in 2011, in addition to other tactics used to identify and remove impaired drivers. Festive RIDE was in operation from Nov 25th to Jan 1st. The 2011 Festive RIDE program resulted in over 8000 vehicles being checked and 11 drivers were charged with Impaired Driving. 8 As you can see from the Motor Vehicle Collision chart below we have seen a substantial reduction in crashes in 2011 especially in the area of personal injury crashes. I believe this is a direct result of targeted enforcement of Impaired Driving, Aggressive Driving, Seat Belt Use, and Distracted Driving. These four factors can often be the difference between a minor crash with no injuries and a major crash resulting in injuries or death. Of the crashes we experienced in Elgin County in 2011; Fatal Crashes Remaining Crashes 3 25 1 37 2 92 UK Motor Vehicle Collisions Alcohol Involved No Seat Belt Aggressive Driving Distracted Driving 1 ENFORCEMENT STATISTICS - Elgin County O.P.P. Property Damage Collisions Persona! Injury Collisions Fatal Motor Vehicle Collisions Car Deer Collisions January 2008 78 2009 85 2010 82 2011 66 2008 13 2009 9 2010 5 2011 4 2008 2009 1 2010 1 2011 2008 24 2009 21 2010 38 2011 23` February 82 51 79 63 11 9 8 6 335 503 370 24 13 20 14 March 62 34 46 68 10 7 2 7 6 10 5 2 22 16 23 26 April 41 43 38 31 11 9 4 3 1 5 1 17 16 15 12 May 46 53 60 53 13 12 8 2 334 1 340 536 23 17 23 21 June 53 44 50 50 7 6 7 4 1 1 1 1 23 15 26 29 July 36 43 44 53 11 8 13 6 1 1 , 1 127.25 7 11 15 14 August 43 35 40 38 12 9 8 7 208 284 1 474 11 7 11 9 September 39 45 36 39 12 12 4 6 1 390. 4 1 15 19 8 10 October 71 73 74 51 14 6 6 9 9 58 1 1 38 45 42 34 November 87 69 89 89 8 5 3 2 2 34 54 65 66 December 101 92 59 12 10 8 3 1 1 1 71 23 42 36 41 TOTAL 739 666 730 696 134 102 76 61 7 5 6 6 261 276 322 299 ENFORCEMENT STATISTICS - Elgin County O.P.P. 9 POA Charges Impaired Charges Foot Patrol Directed Patrol 2009 2010 2011 2009 2010 2011 2009 2010 2011 2009 2010 2011 Jan 304 660 288`- -5 5 5 - 46 25.5 61 369.75 479 210 335 503 370 4 5 4 ; 56 25.5 82 :` 264.25 296 243;',_. Mar 383 593 564 6 10 5 46 48 81 204.75 316 255 533 635 576 11 8 7 :: 66 71 5 365 338 May 399 _ 625 489 , 9 14 6 . 91 69.5 84 360.25 204.25 334 Jun 340 536 382 ' 15 3 11 124 79.5 86 151.75 250.75 254 Jul 252 431 709 1 10 8 ' 77 103.75 96 102.75 152.50 -323 Aug 363 508 448:: 6 5 3 :;; 84 63.5 .77 _ 127.25 190.50 311 Sep 300 514 527. 3 4 4 73 59.25 55 123.25 208 284 Oct 474 408 445 3 7 5 59 52.5 56 78.75 216.25 :`:242 Nov 662 369 390. 4 6 7 _ 62 39.75 55 262.25 167.75 264 Dec 695 184 336 4 3 9 58 41 49 246.25 145.75 251 TOTALS 5040 5966 5474 71 80 74 841.25 678.75 859 2696 2991.75 3309 9 Crime Prevention In 2011 Elgin Detachment reinforced our committement to crime prevention. We have provided four officers with the opportunity to work with the crime unit for a period of six months. This developmental opportunity not only assists the crime unit with extra officers for investigative purposes but also provides a wealth of experience for the officers that will make them a better investigator when they return to front line service. The detachment has also increased our commitment to working with our Community Policing Committees to identify and resolve issues of concern in the community. Our detachment members continue to work with and support our partner stakeholders like The Childrens Aid Society, Violence Against Women Elgin County, The Regional Mental Health Centre, our Justice Partners, and neighbouring Police Services. The charts below provide a detailed report of property crimes and crimes against persons in Elgin County. Break & Enter We have seen a substantial reduction in Break & Enters in Elgin County in 2011. Clearance rates for Break & Enters solved for 2011 was up 7% from 2010. There are a number of factors that have contributed to this success; - strong community involvement in providing information, -good investigations by both front line officers and crime unit members, and -good use of a coordinated directed patrol program in areas of concern. Lindsay Subdivision and Belmont were two areas that had multiple Break& Enters and extensive programs were put in place in both areas that resulted in the identification of suspects, recovery of property, and subsequent arrests. Break and Enter By Municipality 10 Bayham Malahide Central Elgin Southwold Dutton /Dunwich West Elgin Total Month 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 January 1 1 2 0 2 0 1 2 0 2 0 3 7 8 February 1 0 0 0 3 0 3 0 1 1 2 2 10 3 March 3 0 7 0 1 4 2 1 1 0 11 3 25 8. April 1 0 1 0 2 5 2 2 0 1 2 1 8 9 May 0 1 2 0 1 4 0 2 2 0 1 3 6 10 June 2 4 0 0 3 1 3 0 1 0 2 3 11 8 July 0 3 0 4 5 2 3 1 1 2 12 0 21 12 August 1 2 2 1 8 3 2 2 1 0 9 1 23 9 Septembe r 3 2 1 2 1 11 3 0 3 0 3 0 14 15 October 3 1 0 2 2 5 1 0 0 2 3 3 9 13 November 3 4 0 0 3 3 2 0 2 0 2 0 12 7 December 2 2 1 1 3 4 0 0 0 1 1 3 7 11 Total 20 20 16 10 35 42 22 10 12 9 48 22 153 113 10 Domestic Violence Domestic Violence has increased in Elgin County and across the province. In 2011 we identified Domestic Violence as one of the key areas for attention through our Results Driven Policing initiatives. We have worked with our partner agencies to increase awareness and education and instilled a sence of urgency with our officers to ensure victims receive services available to have the greatest impact at the earliest opportunity. It is difficult to say for certain that our attention has contributed to the apparent increase in reported domestic violence occurrences. Domestics by Municipality Other Crimes In 2011 Elgin County experienced some slight increases and notable decreases in other crimes as listed below. Thefts Under $5,000 occurrences have remained consistent with a slight increase of 6% from a year ago. The reported numbered cases were as follows: 2010 — 212 2011 — 225 Thefts included mail boxes, licence plates from vehicles, cell phone, mountain bike from laneway of residence, animal steroids, sweet corn from a field, generators, chainsaws and extension cords taken from construction sites, and a trail camera to name a few. Thefts are generally attributed for quick cash to support a debt andlor drug habit. Assaults occurrences have remained consistent with a slight increase of 4% from a year ago. The reported numbered cases were as follows: 2010 - 190 2011 —198 11 Bayham Malahide Central Elgin Southwold DuttonlDunwich West Elgin Total Month 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 January 4 9 1 2 4 6 0 2 1 2 4 4 14 25 February 3 2 3 4 1 3: 0 2 2 2 4 2 12 15 March 1 4 5 1 2 3 0 4 1 2 0 3 9 17 April 3 1 4 1 2 4 3 2 3 2 5 4 20 14 May 6 3 5 2 7 4 2 1 3 2 2 5 25 17 June 0 2 5 5 6 9 2 0 2 1 4 2 19 19 July 6 5 3 7 10 9 2 2 5 1 6 5 32 29 August 7 7 5 3 15 9 2 4 1 0 7 4 37 27 Septembe r 3 4 4 3 6 8 5 2 2 4 6 6 26 27 October 1 8 2 4 7 6 2 3 6 0 3 8 21 29 November 2 6 2 7 10 9 3 8 3 2 3 4 23 36 December 1 7 0 1 4 6 2 6 1 4 5 9 13 33 Total 37 58 39 40 74 77 23 36 30 22 53 56 251 288 Domestics by Municipality Other Crimes In 2011 Elgin County experienced some slight increases and notable decreases in other crimes as listed below. Thefts Under $5,000 occurrences have remained consistent with a slight increase of 6% from a year ago. The reported numbered cases were as follows: 2010 — 212 2011 — 225 Thefts included mail boxes, licence plates from vehicles, cell phone, mountain bike from laneway of residence, animal steroids, sweet corn from a field, generators, chainsaws and extension cords taken from construction sites, and a trail camera to name a few. Thefts are generally attributed for quick cash to support a debt andlor drug habit. Assaults occurrences have remained consistent with a slight increase of 4% from a year ago. The reported numbered cases were as follows: 2010 - 190 2011 —198 11 These numbers include all assaults including common assaults, which make up the majority, assault with a weapon, sexual assault, and domestic assault. In most of the assault occurrences alcohol was a contributing factor. Depression, unemployment and spousal disagreements were other common facrtors. Successful crime prevention is associated to deterrent programs and the sharing of crime information with our local police agencies and Western Region OPP Intelligence Section. The utilization of intelligence -led policing has deterred crime with this direct approach. The implementation of a pro - active approach utilizing both uniform and crime personnel has been a contributing factor to the significant reduction in the areas noted below. Theft Over occurrences have decreased 32% from 2010. 2010 — 58 2011 —39 Mischief occurrences have decreased 23% from 2010. 2010 — 247 201 1 —190 Theft from motor vehicles occurrences have decreased 16% from 2010. 2010 —112 2011 —94 Other Crimes by Municipality 12 Bayham Malahide Central Elgin Southwold DuttonfDunwich West Elgin Total Month 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 Assaults 22 42 25 21 63 63 18 13 22 12 40 47 190 198 Theft Over 5 8 14 5 23 14 5 5 5 2 6 5 58 39 Theft Under 25 31 26 23 59 83 21 25 25 15 56 48 212 225 Theft from MV 2 6 7 19 58 42 10 11 9 3 26 13 112 94 Mischief 35 24 28 27 93 74 24 23 13 14 54 28 247 190 Total 89 111 100 95 296 276 78 77 74 46 182 141 819 746 12 Drugs Elgin Detachment continues to utilize a Community Drug Action Team officer who works with the Regional Drug Enforcement Section to investigate and respond to drug offences in Elgin County. 2011 Search Warrants C.D.S.A. Charges Value of Seized Drugs Eradication Elgin 10 38 $1,389,353.90 832,000.00 Presentations to Communi 2 Elgin Detachment officers and OPP Organized Crime Enforcement Bureau - Drug Enforcement Unit executed a search warrant at a residence on Fourth Line in Southwold Township in the early morning hours of the 7th of November, 2011. Police seized dried marihuana and marihuana bud valued at over $237,650. Total weight of the dry marihuana seized was in excess of 60 kilograms or 132 Ibs 13 In addition to our CDAT officer we have seen some very good success in drug enforcement from our front line officers. Officers investigated over 80 Drug Related offences in Elgin County during 2011. The photo below was from a traffic stop on July 20th when PC Bill Crawford seized 15 pounds of packaged Cannabis Marihuana, with a potential street value of $34,500, five hundred 80mg tablets of Oxycodone (Oxycontin) with a potential street value of $20,000 and quantity of Canadian currency. Regional Mental Health Centre The Regional Mental Health Centre generates a substantial amount of work for Elgin Detachment. Calls for service to the centre are usually of high risk and high liability to to the patients, staff, and to the community. These calls for service require a substantial amount of police resources and time to investigate. As you can see from the information below the workload generated from the centre has increased substantially over the past 4 years. In 2011 we have strengthened our relationships with the staff at the centre and now meet regularily to share information and best practices. Call for Service at RMHC 2008 — 165 generated police occurrences 2009 — 223 generated police occurrences = +35% increase from 2008 2010 — 202 generated police occurrences = -9% decrease from 2009 2011 -- 240 generated police occurrences = +19% increase from 2010 Calls for Missing Persons at RMHC 2008 — 43 generated police occurrences 2009 — 71 generated police occurrences = +65% increase from 2008 2010 — 61 generated police occurrences = +14% decrease from 2009 2011 — 73 generated police occurrences = +20% increase from 2010 FINANCIAL REPORTS In 2011 Elgin officers delivered 68,682 hours of service to the contract. This exceeded the minimum contract hours required by 7,354 hours. In 2011 officers from Elgin Detachment were called upon to assist with provincial responsibilities on a number of occasions, most notably, the Goderich Tornadoe. The Elgin Group will receive their 2011 reconciliation after the contract has been signed and contract hours can be established for the year. 14 Contract Hours of Service 2011 Month Minimum Required Received Exceeded January 5121.05 6735.75 1614.7 February 5121.05 5236.75 115.7 March 5121.05 6349.75 1228.7 April 5121.05 6761.5 1640.45 May _ 5121.05 6761.5 739.95 June 5121.05 5273.5 152.45 July 5121.05 5171 49.05 August 5121.05 5353.75 232 September 4864.33 5266.75 402.42 October 4864.33 5494.5 630.17 November 4864.33 5200.5 336.17 December 4864.33 5076.75 212.42 Year to Date 60425.72 68682 7354.18 Elgin Group Overtime Report The charts below outline the overtime expended for the Elgin Group contract by Elgin Detachment officers and a breakdown of how it was expended. It is noteworthy to report that the Elgin Group overtime in 2011 was reduced by 1,237.25 hours from 2010, a reduction of 18 %. JANUARY 640.25 FEBRUARY 671 MARCH 257.5 APRIL 510.25 MAY 389 JUNE 823.5 JULY 383.5 AUGUST 449.75 SEPTEMBER 486 OCTOBER 410.5 NOVEMBER 420.5 DECEMBER 194.75 TOTAL: 5654.5 4% 5% 0 Operations 16 % II Court ❑ Admin 1% ❑Special Duty 11% 63% ■Community Service D Personnel Shortage Overtime Expenditure by Percent 15 Elgin Group Revenue Report The chart below outlines the revenue collected on behalf of the municipality for services provided by the OPP. JANUARY $ 4,058.75 FEBRUARY $ 3,413.25 MARCH $ 4,693.00 APRIL $ 5,234.00 MAY $ 4,410.75 JUNE $ 4,690.75 JULY $ 5,391.00 AUGUST $ 6,52575 SEPTEMBER $ 4,093.50 OCTOBER 4,038.50 NOVEMBER $ 5,003.50 DECEMBER $ 3,204.75 TOTAL: $ 54,757,50 The chart below provides a breakdown of criminal records checks completed by Elgin Detachment in 2011. Criminal Record Checks 2011 Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Vulnerable Screening 116 75 171 133 437 179 126 131 156 195 147 122 1988 Regular 44 24 56 35 127 38 39 43 31 34 40 34 545 TOTAL 160 99 227 168 564 217 165 174 187 229 187 156 2533 R.I.D.E. Grant To date $13,051.00 of the awarded $13,351.00 has been utilized. The remaining funds, $300.00, will be used to complete R.I.D.E programs prior to March of 2012. This report has been prepared for the Elgin County Group Police Services Board and contains confidential information. Further explanation is available on request. Kind Regards, Inspector, Detachment Commander Elgin County Detachment 16 DISTRICT SCHOOL BOARD U1N1C!PAU41Y OF k'd{r•ST �;L•�.::2 FEB 0 2 7.01 Bill Tucker, Director of Education and Secretary January 26, 2012 Mayor Bernie Wiehle Municipality of West Elgin P0 Box 490, Rodney, Ontario NOL 2C0 Dear Mayor Wiehle: At a special meeting of the Thames Valley District School Board held on November 29, 2011, trustees approved the establishment of an Accommodation Review Committee (ARC) to study the following Western Elgin and Dutton / Dunwich elementary schools:. Aldborough,- Dunwich - Dutton and West Elgin Senior Public Schools. In accordance With the TVDSB Pupil Accommodation and Facility Organization procedure, developed to comply with. provincial Ministry of Education guidelines, you are invited to appoint a representative of the Municipality to serve as a voting member of the ARC. Accommodation Review Committees bring together schools within areas with particular accommodation challenges, such as aging school facilities, new residential developments, growing program demands, and declining enrolment. The ARC process enables members of each school community, along with municipal and community representatives for the area, to consider alternative ways to accommodate the students who live in the area while maintaining — or enhancing — the quality of the students' educational experience. ARCs must assess each of the schools involved on the basis of the school's value to students, the school board, the community and the local economy, according to specific criteria that are applied equally to all schools involved in the ARC. T- Based on the results of-thevalrratt RC-s ust then make a recommendation MBoard on whether any changes should be made to the schools involved in the ARC to accommodate students, including such options as- school closure, new- school- construction, and additions or renovations to existing schools. The work of the ARC and the comprehensive public input process it must undertake will enable trustees to make fair and appropriate accommodation decisions for our students. It would be most appreciated if you would identify the Council representative to serve on the ARC as described and forward the name to the attention of S. Christie, Supervisor of Corporate Services, by noon on Tuesday, February 7, by email at s.christieetvdsb.on.ca or by fax at 519 -452 -2256. Sincerely, Joyce Bennett Chair of the Board Thames Valley District School Board Corporate Services 1250 Dundas Street, P.O. Box 5688, London, Ontario N6A 511 Tel: 519 - 452 -2000 Ext. 20218 Fax: 519 - 452 -2256 website: www.tvdsb.on.to >$ eeptiof. .dea4,461 eontoteorieq ElgrnCounty Janu'afy 25, 2012 Mayor Bernie Wiehle and Members of West Elgin Council 22413 Hoskins Line, P.O. Box 490, Rodney, Ontario NOL 2C0 Re: Invitation to County of Elgin Warden's Charity Golf Tournament On behalf of Elgin County Council it is my pleasure to invite you to the 2012 Elgin County 4th Annual Warden's Charity Golf Tournament. As you are aware the Ford Plant closed in 2011. The Ford Plant was United Way's number one contributor. As one of the leaders in the category of public sector contributors to the United Way, the County of Elgin is asking you to assist us in bridging the gap in contributions for our community. The seven municipalities within Elgin County (Town of Aylmer, Municipality of Bayham, Municipality of Central Elgin, Municipality of Dutton - Dunwich, Township of West Elgin, Township of Malahide, Township of Southwold,) are working together to make this event a success. The Warden's Charity Golf Tournament is being organized by the Elgin County United Way Special Events Committee (ECUWSEC) and all proceeds will go to the Elgin -St. Thomas United Way. The Golf Tournament will take place on Wednesday, June 13, 2012 at Tarandowah Golfers Club in Avon, Ontario. Registration will begin at 9:00 a.m. Shot gun starts at 10:30 a.m. followed by a Fish Fry and Chicken Dinner at 4:30 p.m. The Golf-Tour=nament will provide an opportmity to have- some-fun; socialize- with - others - while -at - -- the same time realizing the benefits the tournament will provide to the Elgin -St. Thomas United Way. Registration is $100 per player but for a limited time, we are offering an Early Bird Discount! Register and pay for registration in full by May 6, 2012 and receive the benefit of the discounted price of $90.00 per player. Limited spaces are available. In order to secure your spot in the tournament and receive your discount, you must mail or drop off your completed form and your full registration fee to County of Elgin, Attention: Sonia Beavers, 450 Sunset Drive, 2nd Floor, Financial Services, St. Thomas, Ontario N5R 5V1. Registration received after May 6, 2012 will cost $100.00 per player. If you are unable to attend, we have other opportunities available to sponsor the event by contacting ECUWSEC at 519- 631 -1460 ext 456. We thank you in advance for your support and we look forward to hearing from you soon. Kindest Regards, Bill Walters Warden, County of Elgin Progressive by Nature.` County of Elgin Administrative Services 450 Sunset Drive St. Thomas, On N58 5V1 Phone: 519 -631 -1460 www.e Igi n -cou nty.on.ca ELGIN ST. THOMAS PUBLIC HEALTH January 31, 2012 Municipality of West Elgin 22413 Hoskins Line, P.O. Box 490 Rodney, NOL 2C0 Dear Mayor Wiehle and Members of Council, Re: Elgin St. Thomas Active Transportation Master Plan The Ministry of Health and Long -term Care recently assured our local Healthy Communities Partnership funding. This funding must be used for policy development and as such the local partnership, which consists of representatives from most Elgin St. Thomas municipalities, decided to undertake an Active Transportation Master Plan for the County of Elgin, its member municipalities, and the City of St. Thomas. The primary goal of this Master Plan is to highlight opportunities to create connectivity among municipalities for active forms of transportation such as walking, hiking and cycling. Active Transportation includes the following three components: • Active Commuting which involves the use of an Active Transportation mode such as walking and cycling to get to and from work, attend meetings or to deliver materials as part of the work day; • Active Recreation which involves the use of an Active Transportation mode for fitness, exercise or recreation pursuits; and • Active Destination - oriented Trips which involves the use of an Active Transportation mode to get to and from school,_o shopping,_ visit friends and run errands etc. The Healthy Communities Partnership sees this funding as an incredible opportunity to have a coordinated plan for all of Elgin St. Thomas. It is not anticipated that there will be any cost to the municipalities in developing this plan. The timelines for this project are incredibly tight. As such, the Healthy Communities Partnership will be holding a meeting prior to undertaking this initiative to seek municipal input, guidance and support for the initiative. The meeting is scheduled for Friday February 10th at 1pm at Elgin St. Thomas Public Health. We apologize in advance for the short notice and hope that at least one representative from your municipality will be able to attend the meeting. Please RSVP to Erica Arnett at 519 -631 -3159 ext 247 or via email at earnett@elginhealth.on.ca Sincerely, Erica Arnett Health Promoter, BHsc Elgin St. Thomas Public Health 99 Edward Street, St. Thomas, ON N5P 1Y8 Phone: 519 -631 -9900 Toll Free: 1- 800 - 922 -0096 Fax: 519 - 633 -0468 Voicemail: 519- 631 -3159 705 549 3743 11:44:26 a.m. 02 -02 -2012 1 /4 Town of/Ville de Penetanguishene February 2, 2012 Norma Bryant West Elgin 22413 Hoskins Line Box 490 Rodney ON NOL2C0 Dear Norma Bryant: RE: Resolution on Rising Cost of Policing FBI n.2 f. 20111 BY FAX: 519 -785 -0644 Thank you for your letter where West Elgin supports the Town of Penetanguishene's resolution regarding the rising cost of policing. Municipalities from all across the Province are coming together to form a Joint effort to clearly and directly communicate with the Provincial Government on the issue of ever escalating costs of Ontario Provincial Police services. Simply put, these policing costs are debilitating. They are impacting all of us in a negative fashion. They negatively impact our local budgets and our ability to provide other essential services to our communities. You will find attached a quick news article where Premier McGuinty is preparing to battle the federal government for the exact same circumstances we are preparing to challenge his government. -, --1/Ve wish-to ctirectlywi #h the Ministr t f-Cornmunity- Safety and Correctional Services on what we mutually consider to be a desired outcome to reduce costs and to have the Ministry provide a transparent understanding of the "Formula ". A prime step in the cost reduction process will be determining how we best move forward as a group and with a common and united voice. With the above in mind, a meeting has been arranged in conjunction with our attendance at the Ontario Good Roads conference. We can meet on Sunday February 261h, 2012 at The Sutton Place Hotel to discuss these matters. We are asking that no more than two members of your municipality attend this meeting, as space is limited. The agenda and location details are attached. Hope to see you all there! Sincerely, Gerry Marshall, Mayor Town of Penetanguishene 10 rue Robert St. Wesdouesl, P.O.'C.P. Box 5009 Penetanguishene, ON L9M 2G2 Tel: 705.549.7453 Fax: 705.549.3743 www.pcnctanguishene.ca 705 549 3743 11:44:38 a.m. 02 -02 --2012 2 14 s pay Provinces won't a for came bY�i says � � . � Ontario premier ` CBC News Nov 2, 2011 5:32 PM ET Ontario Premier Dalton McGuinty warned the Harper government that provinces across the country will not pick up the tab for any new costs associated with the federal omnibus anti -crime bill that is expected to be passed into law. The premier first spoke of his reluctance at paying for those costs Tuesday in Ottawa, the same day Quebec's justice minister said his province would not foot the bill for any new costs. 'It's easy to sit on high in Ottawa and pass laws.'— Dalton McGuinty, Ontario premier McGuinty on Wednesday appeared to harden his stance on the issue, and suggested the federal government would run i!nto opposition from all provincial governments._ "What we're saying at this point is that crime continues to come down in Ontario and I'd be surprised if any premier of any of the provinces and territories is prepared to welcome new expenditures being foisted upon us by the federal government because they've got some plans with respect to criminal law," McGuinty said. Be- -said_the star o _government -is -focused--o14 "It's easy to sit on high in Ottawa and pass laws, but if there are accompanying costs, we're not prepared to accept those here in Ontario. I don't think premiers across the country are prepared to accept those," he said. "I think there's a corresponding responsibility on the part of the federal government to say if there are new costs, they are going to pick up the tab." The omnibus bill combines nine pieces of legislation that were not passed in previous sessions of Parliament and it makes major changes to several laws, including those that apply to young offenders, and creates new offences in the Criminal Code. It proposes mandatory minimum sentences for a number of new offences, which will mean more convicted criminals in jail and many concerns have been raised about the costs of higher prison populations. Federal Justice Minister Rob Nicholson on Tuesday stood by the bill as it stands. He said the provinces receive transfer payments from the federal government to administer their justice systems and that rehabilitation falls under the jurisdiction of the provinces. 705 549 3743 11:44:52 a.m. 02 -02 -2012 3 /4 AGENDA Rising Cost of Policing Sunday February 26th, 2012 3:00 p.m. — 4:00 p.m. Sheraton Centre Hotel (Google map attached) Simcoe /Dufferin Room 123 Queen Street West • Toronto • Ontario • M5H 2M9 • Canada 1) Welcome 2) Round table introductions 3) Update — January meeting with Minister ( Mayor Reid or other) 4) Update Penetanguishene Data Collected to date ( Gerry Marshall) 5) Discussion Items: 4 Establish a "foundation or body" c/w a president and structured board? -3 Delegations to meet with Ministers 4 Delegations to meet with NDP and PC critics and leaders 4 Define 'ask' for OGRA Conference 4 Next Steps ink Could you please provide us the following data by February 19u'? We will compile results for the meeting pre the meeting. You can fax your response to 705 -549 -3743 or email: scooperPpenetaneuishene.C,a 1. Are contracted or non - contracted? 2. If contract what is your renewal date and length of last contract (is it 5 years ?) 3. Last three years what were your annual policing costs? (pre & post PSU credit) 4. What is your policing cost per household? (please use 2006 census for number of households) 5. Do you get a policing grant under the OMPF program? 6. What is the median income of your community? (2006 census data) 7. What is the average assessed value of a home in your community? Please feel free to email me with agenda items we may have missed " 705 549 3743 Google 11:45:01 a.m. Directions to Sheraton Centre Toronto Hotel 123 Queen Street West, Toronto, ON M5H 2M9 - 418) 361 - 1000 860 m — about 11 mins 02-02-2012 414 rage 1 of 2 Walking directions are in beta. Use caution — This route may be missing sidewalks or pedestrian paths. { Walking directions from the Fairmont Royal York (A) to the Sheraton Centre Toronto Hotel (B). About at 8 -10 minute walk. http: / /maps.google.caknaps ?f =d &source= s_d &saddr= Fairmont +Royal +York, +Toronto, +... 01/02/2012 West Elgin Arena Board Regular Session December 13 2011 This regular session of the West Elgin Arena Board was called to order at 9:30 am with the following members present: Bob Purcell, Mary Bodnar, Dug Aldred, Teri Knott, Alphonse Willie and Recreation Superintendent Jeff Slater. Item # 1 Disclosure of Pecuniary Interest: None noted. Item # 2 Delegations: None noted. Item # 3 Adoption of the Minutes: Moved By: Bob Purcell Seconded By: Teri Knott The West Elgin Arena Board resolve that the minutes of November 8 2011 be approved as presented. CARRIED Item # 4 Accounts and Financial Reports: Member Purcell requested that any current " Arrears " not over 90 days old be considered a receivable rather than an arrears. Moved By: Alphonse Willie Seconded By: Dug Aldred approved for payment. CARRIED -aeeeunts-in -the amounts-ef $484444:6-2 be - Item # 5 Business Arising from the minutes: 1. Resurfacer Letter: The Recreation Superintendent presented a letter that was sent at the Boards request to the respective Councils regarding the new resurfacer. The estimate from Zamboni was also discussed, the exact amount will not to be included in the minutes as this asset will have to be tendered out in the future. The possibility of spanning two years with this capital expense was also discussed. If the order is placed late in the year, after March, there is a great possibility that the order might not be filled until 2013. Thus making it possible to span two years with this capital Expense. The Recreation Superintendent is to look into this possibility. 2. Advertising: The Recreation Superintendent displayed the advertisement that was placed in the Active Elgin Recreation Guide. 3. WLMH Room: The invoice for WLMH portion of the storage room will be prepared and sent to WLMH. The end cost of the room was $ 7913.09. -2- 4. PA Installation: The Recreation Superintendent indicated that he had been in contact Ernie King Music and there has been a delay in receiving the components for The Sound System for the arena. The amplifier for the system has been back ordered. The amplifier should be here early in the new year. Item # 6 Correspondence; No correspondence was received. Item # 7 New Business: 1. Public Skating Cruiser: The Recreation Superintendent presented the applications received for the Public Skating Cruiser position. Discussion ensued and the following resolution was passed: Moved By: Bob Purcell Seconded By: Teri Knott The West Elgin Arena Board resolve that Amanda Bobier be hired for the remainder of the 2011 / 2012 ice season. CARRIED Item # 8 Adjournment: Moved By: Dug Aldred Seconded By: Alphonse Willie The West Elgin Arena Board resolve that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:15 am and reconvene on January 10 2012 at 9 :30 am or at the call of the chair. CARRIED J1 Lw6 r e6C On1 r c L7Ei,iELOPill & -N i DEC6F I3c:2 111 2o1/ Welcome and Call meeting to order at 7:03 Regrets Grace and Bill 7:05 VISION- WE CONNECT YOU TO OUR COMMUNITY (BY WELCOMING YOU, DETERMINING YOUR NEEDS AND PROVIDING SOLUTIONS AND OPPORTUNITIES) .... Corv� rM I7 TE E 14 mins for each question, bring worksheet home and think on it, bring answers back for discussion next month Review of needy tree... Start with West Elgins Need for Community Need for Community is at the heart of everything we do Tools Time People Money West Elgin Opportunity Community In the Need is an Opportunity- we are going to explore that tonight 7 :14 Look at the tools and resources and tie it all back to Need for Community SMART GOALS- Specific, Measurable, Attainable, Realistic, Time bound - As we start to set goals, they need to be firm but not set in stone, the vision will remain but the goals can change Q 1- Where do you need to be healthier to make your difference anytime, anywhere, with anyone? - attitude and customer service - connecting with one another locally - communicating and providing information - money to be self sustaining and Tess reliable on county and provincial resources - active promoting, speaking engagements to our community at large as well as abroad - pride of local heritage ex) Beattie Haven - Wardsville production company for television exposure Q2- Where do you need clarity to make your difference in all you do? - gossip and incorrect info is passed regularly- need a unified message to convey - the chronicle newspaper has a reporter who attends council meeting to share info - lack of information sharing between office and businesses - having current information and sharing current information - use communication tool of choice: website, blog, newspaper - submit a weekly article to the newspaper on behalf of Council - Tips & Tricks on `How to Connect to Your Community" - Have the Chronicle as a partner in engaging Community Business owners (increase readership) Q3- Where are you (personally) needed and wanted in your community? - business cards `free coffee' coupons - building community incentive to want to be better - training for businesses owner - welcoming people, identifying where they need community connect to people and businesses (grocery store, restaurant, gas bar) - lets fix it attitude - (HOMEWORK) Q4- Where are you (as a community) needed and wanted? - talk to people in the County that need and want West Elgin in County - new people to the community need us to inform them of our community - address inferiority complex - don't allow senior public schools to close - seniors residential homes increased - Arts & Cookery Bank needs and wants West Elgin - Beattie Haven needs and wants West Elgin - Partnering /Neighbouring Communities - Is there a potential market for people just coming and going - smaller houses for new families, bring them here and connect them - (HOMEWORK) Q5- Where do you need to grow to be fully empowered to make your difference? pQsitive_attitude . - money - confidence - knowledge - method (tools) to capture the information - method (tools) to relay the information - method to identify areas of need, training for solutions - walking tour of town to learn about our community - pride in and connection to community - develop the asset list - promoting the asset list (medical facilities, schools, etc) Q6- To make your difference in all you do, what community environment do you require? - customer service, know your customers /clients names - participating in team work, actively engage - networking with eachothers networks - source out the individuals who do not feel West Elgin are their community - find out who your markets are - find how to articulate what unifies the community, what the common thread is - kitchen table talk - increased population need /demographic diversification * ** Email the group- cid- bdc.ca link and other OMAFRA link as provided at EDCO training * ** Q7- How much money do you really need to make your difference? - 1 million dollars - no money to make your difference - you need money for tools to make your difference - (HOMEWORK) 9:00 Meetings in 2012 January 23 February 20 March 19 April 23 Cowan Frank C:ovvart Company Frank Cowan Company requests the pleasure of your company at our Annual ORGA/ROMA Conference Cocktail reception. Sunday, February 26, 2012 6:00 p.m. - 8:00 p.m. Joe Badali's Italian Restaurant & Bar 156 Front Street West, Toronto, ON Please extend this invitation to your Municipal staff and Council members. Your RSVP will automatically enter you in a draw to win a KOBO eReader. You are required to wear your delegate's badge to gain entry into the reception. R.S.V.P. Tony Commisso, Prank Cowan Company tony.corrmisso @frankcowan.com phone. 519 - 458 -4331 ext. 55237 fax. 519 - 458 -4366 Municipality: Name: Name: Name: Name: Name: Name: Name: We care about what you care about, www.frankcowan.com