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April 12, 2012
MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING APRIL 12, 2012 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A17) *March 8, 2012 *March 22, 2012 Council Council BUSINESS ARISING FROM MINUTES DELEGATIONS 11:00 a.m. 11:30 a.m. 1:30 p.m. 1:45 p.m. 2:00 p.m. 3:30 p.m. Ted Halwa, Community Planners Re: Port Glasgow Secondary Plan (C9a & C9b) County of Elgin Draft Official Plan (C9c) Public Meeting — Street Renaming (B1) Erica Arnett, Nicole Jensen, Elgin St. Thomas Public Health Re: Active Transportation initiative Tony Whyte, Stevenson & Hunt Re: Renewal of Employee Benefit Plan (B2) Brad Fishleigh, Inspector Elgin County OPP Re: 2011 Year End Report (see agenda February 9, item D10) Draft Budget — Fire (C8g) April 12, 2012 Page 2 REPORTS (C1 -C9) 1. ROADS a) *Monthly Report b) Brine Tender c) *Report re: Temporary Employee 2. RECREATION /EMERGENCY MANAGEMENT a) *Monthly Report b) *Report re: Elgin County Fire Services Dispatch Agreement c) *Report re: Changes to Recreation By-law 2007 -115 d) *Report re: Appointments to Recreation Committee 3. BUILDING a) `Monthly Report for February 2012 4. WATER a) *Monthly Report b) *Spriet Associates re: Tender for West Elgin Water Distribution Project (West Lorne) 5. BY -LAW ENFORCEMENT a) *Monthly Report 6. DRAINS a) Drainage Apportionment— Wismer Drain 7. WEST ELGIN PRIMARY SYSTEM a) *West Elgin Water Treatment Plant -- 2011 Annual Summary Report 8. ADMINISTRATION a) *Rodney Wastewater Treatment Plant 2011 Annual Report April 12, 2012 Page 3 b) *West Lorne Wastewater Treatment Plant 2011 Annual Report c) *Report re: Human Resources Policy / Group Benefits Policy d) *Report re: Cemetery Maintenance e) *Report re: Policy for Use of Municipal Vehicles f) *Report re: Cleaning Contract West Elgin Community Complex and West Lorne Firehall g) *Draft Budget — Fire h) Sewage treatment plant contracts i) *Proposal for Services — Building Fees 9. Planning a) *Report re: Port Glasgow Secondary Plan b) *Kirkness Consulting — proposal for Terms of Reference for Secondary Plan c) *Report re: County of Elgin Draft Official Plan ACCOUNTS CORRESPONDENCE (DI — D35) COUNCIL CONSIDERATION RECOMMENDED: 1.* Environment and Land Tribunals — Notice of Hearing Chatham -Kent Wind Action Inc.; 2.* Municipality of Clarington — request for support of a resolution requesting a moratorium on wind turbines; 3.* Tiny Tots Co- Operative Nursery School — request for road closure; 4.* 2884 West Elgin Army Cadet Corp — request to waive fees for use of the West Elgin Arena; 5.* Canadian Council of the Blind -- request for donation for Health Van; 6.* Town of Penetanguishene -- request for support of a resolution for an increase to the payments in lieu of taxes; April 12, 2012 Page 4 7.* Town of Halton Hills — request for support of a resolution exempting Royal Canadian Legion from local taxes; 8.* SCOR — Report on Activities; 9.* Township of Havelock - Belmont - Methuen - request for support of a resolution regarding Ontario Wildlife Damage Compensation Program; 10.* LTVCA Invitation — Jack Robertson's Retirement Party; 11.* West Elgin Community Health Centre — request to waive fees for use of the West Elgin Arena; 12.* Elgin County — Invitation to Code of Conduct Presentation; 13.* City of Mississauga — request for support of a resolution regarding Telecommunication tower /antenna facilities; 14.* Elgin County Land Division Committee — Application for Consent No .E 9/12 (Roelofs /Gasparatto); 15.* Elgin County Land Division Committee -- Application for Consent No. El 1/12 (Vandenbrink/Wilson); 16.* Elgin County Land Division Committee — Application for Consent No. El 5/12(Quintyn); 17.* Elgin County Land Division Committee — Application for Consent No. E16/12 (Quintyn); 18.* Elgin County Land Division Committee — Application for Consent No. E17/12 (Quintyn) 19.* Ministry of Natural Resources — Regulatory Change for Sunday Gun Hunting; 20.* St. Thomas —Elgin Ontario Works — Maximum Income Threshold — West Lorne Heritage Homes; 21.* Municipality of Clarington — request for support of a resolution to reinstate Slots at Racetracks; 22.* Elgin Group Police Services Board — Estimated Policing Costs and 2012 Police Services Budget; 23.* Scrimgeour & Company — acceptance of the engagement letter; 24.* Dutton Co- operative Child Care Centre — Spring Family Fun Night and Open House, May 3, 2012 from 6 p.m. to 8 p.m. 25.* Stephen Hannon - geocaching 26.* Minister of Infrastructure — Ontario's 2012 Budget RECOMMENDED TO ACCEPT & FILE: 27. AMO • Watch File — March 8, 2012; • A Few Early Signs Related to Provincial Budget 2012 -2013; • Watch File — March 15, 2012; • Pre - Budget Submission; • Report on Ornge Air Ambulance; April 12, 2012 Page 5 • Watch File — March 22, 2012 • Provincial Budget; • Ontario's Provincial and Municipal Budgets Must be Sustainable; • Watch File — March 29, 2012; • Federal Budget Details — 2012; • Highlights of March 2012 Board Meeting; • Watch File — April 5, 2012 28. Middlesex Hospital Alliance — Board hears about Chiefs Role as SW LHIN ED Lead; 29. Minister Responsible for Seniors -- Senior of the Year Award; 30. Lower Thames Valley Conservation Authority — Minutes — February- 2012; 31. Canadian General Standards Board -- Full Scope — Entire Accreditation West Elgin Water Treatment Plant; 32. Ontario Building Officials Association — OBOA Strategic Plan 2012; 33. Elgin Business Resource Centre -- 2011 Annual Report; 34. Canadian Cancer Society — request for donation 35. Lower Thames Valley Conservation Authority — 2011 Annual Report BY -LAWS: By -law No. 2012 -25 Authorize agreement re: fire dispatch services MINUTES (E1 -E4) *West Elgin Arena Board — February 14, 2012 *West Elgin Chamber of Commerce -- February 21, 2012 *West Elgin Economic Development Committee — February 23, 2012 *West Elgin Economic Development Committee -- March 19, 2012 OTHER BUSINESS (F1 -F3) 1. Intech Clean Energy project — Rodney Solar Farm 2. Council announcements 3. Closed session — receiving advice from solicitor * Information enclosed April 12, 2012 Page 6 CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: April 19, 2012 Special Budget Meeting (draft budget to be presented at meeting) April 24, 2012 Tri County Management Committee, 7 p.m. April 26, 2012 Council MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS MARCH 8, 2012 MEMBERS PRESENT: STAFF PRESENT: ALSO PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Paul Van Vaerenbergh Mike Kalita Administrator/Treasurer Clerk Road Superintendent Water Superintendent Ted Halwa Planning Consultant DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for March 8, 2012 as printed and circulated with the following additions: • Job ad — Administrator/Treasurer • Quotes for backwash tank repair DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 2 Moved by Bodnar Seconded by Leatham RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: February 2, 2012 February 9, 2012 February 23, 2012 February 23, 2012 Special Council Council Council Public Meeting — Zoning Amendment (Parezanovic Farms) With amendment on page M8 of agenda, under Rodney Fire Department Vehicle — delete sentence "The Fire Chief... $37,000" at end of 2nd paragraph. DISPOSITION: Carried March 8112...Pg 2 of 8 SUBJECT: ROAD DEPARTMENT REPORT RES. NO. 3 Moved by Bodnar Seconded by Aldred RESOLVED that the February 2012 Roads Report be received. DISPOSITION: Carried SUBJECT: ALBOROUGH PUBLIC SCHOOL RES. NO. 4 Moved by Miller Seconded by Leatham RESOLVED that Council directs the Road Superintendent to negotiate with the County Engineer for extended paved shoulders on both sides of Furnivar Road from Pioneer Line to Aldborough Public School. DISPOSITION: Carried SUBJECT: GRAVEL TENDER Council received the following tenders for gravel: Supply Haul Haul to TOTAL & Spread Yard (plus taxes) Aaroc Aggregates $5.94 $8.39 $8.19 $500,850 Johnston Bros. (Bothwell) $5.00 $6.47 $6.47 $401.450 Ro -Buck Contracting $6.67 $7.37 $7.37 $456,400 RES. NO. 5 Moved by Aldred Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the tender of Johnston Bros. Bothwell in the amount of $401,450.00 plus taxes for the supply, haul and spread 35,000 tonne of gravel. DISPOSITION: Carried SUBJECT: WATER DEPARTMENT REPORT RES. NO. 6 Moved by Miller Seconded by Bodnar RESOLVED that the February 2012 Water Department Report be received. DISPOSITION: Carried SUBJECT: PORT GLASGOW TRAILER PARK — SEWERS RES. NO. 7 Moved by Leatham Seconded by Bodnar RESOLVED that Council authorize Spriet Associates to prepare a tender for replacement of sewer pipes for Port Glasgow Trailer Park as presented in Option C. DISPOSITION: Carried SUBJECT: RECREATION DEPARTMENT REPORT RES. NO. 8 Moved by Miller Seconded by Leatham RESOLVED that the Recreation Report dated March 8, 2012 be received. DISPOSITION: Carried A -5 March 8 /12...Pg 3 of 8 SUBJECT: BUILDING REPORT RES. NO. 9 Moved by Miller Seconded by Leatham RESOLVED that the Building Report for January 2012 be received. DISPOSITION: Carried SUBJECT: BY -LAW ENFORCEMENT REPORT RES. NO. 10 Moved by Miller Seconded by Bodnar RESOLVED that the By -law Enforcement Report dated March 8, 2012 be received. DISPOSITION: Carried SUBJECT: 2011 COUNCIL REMUNERATION AND EXPENSES RES. NO. 11 Moved by Miller Seconded by Bodnar RESOLVED that the 2011 Council Remuneration and Expenses report as revised be received. DISPOSITION: Carried SUBJECT: ADMINISTRATOR/TREASURER RECRUITMENT Council reviewed and approved the recruitment ad for Administrator/Treasurer. SUBJECT: ACCOUNTS RES. NO. 12 Moved by Bodnar Seconded by Aldred RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher #3 amounting to $896,820.50 in settlement of General, Road, Water and Arena Accounts (including cheques: #10617- 10818). DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1. Ontario 911 Advisory Board — request for donation Instruction: File 2. The Ontario Urban Forest Council — support awareness of the Emerald Ash Borer Instruction: File 3. Cactus, Cattle & Cowboys — request for road closure for July 21, 2012 Instruction: RES. NO. 13 Moved by Aldred Seconded by Miller RESOLVED that Council of the Municipality of West Elgin supports the request of the MPoWER Committee to close Main Street from Wood Street to Graham Road and Graham Road from Main Street to entrance of West Elgin Arena on Saturday July 21St, 2012 from 12:00 p.m. (noon) to 1:30 p.m. DISPOSITION: Carried March 8 /12...Pg 4 of 8 4. West Elgin Skating Club - request for donation for Skating Carnival Instruction: Approve $1000 donation, forward to budget 5. West Elgin Secondary School - 60th Anniversary announcement Instruction: File 6. AMO • Watch File - February 9, 2012 • MOE's Direction to Waste Diversion Ontario • Drummond Recommendations • Watch File - February 16, 2012 • Watch File - February 23, 2012 • Premier Re- Commits to Honour Upload Agreement • Watch File - February 29, 2012 Instruction: File 7. Town of Halton Hills - notification of resolution passed regarding paving highway shoulders Instruction: File 8. Media Release - SCOR Members Meet with Regional MPs Instruction: File 9. Town of Halton Hills - notification of resolution passed regarding Commercial Fill Operations Instruction: File 10. Township of Southwold - 2012 Water Rate Increase Instruction: File 11. Town of Aylmer - notification of interest for hiring an Accessibility Coordinator Instruction: File 12. Service Ontario - West Elgin audit for 2011 Instruction: File 13. LTVCA - Annual Meeting Report Instruction: File 14. Environment and Land Tribunals Ontario - Notice of Preliminary Hearing regarding renewal energy projects Instruction: File RES. NO. 14 Moved by Aldred Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2012 -20 - DEVELOPMENT AGREEMENT (OUINTYN) RES. NO. 15 Moved by Aldred Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to authorize the execution of an agreement between the Municipality of West Elgin and Charles and Michelle Quintyn and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried March 8112...Pg 5 of 8 RES. NO. 16 Moved by Miller Seconded by Bodnar RESOLVED that a By -law to authorize the execution of an agreement between the Municipality of West Elgin and Charles and Michelle Quintyn for a development agreement on Lots 9 & 10, Concession 14 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -20— Development Agreement - Quintyn DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 17 Moved by Bodnar Seconded by Aldred RESOLVED that the minutes of the following committee meetings be received: West Elgin Arena Board — January 10, 2012 West Elgin Recreation Committee — Information Session — February 16, 2012 SUBJECT: COUNCIL ANNOUNCEMENTS The Deputy Mayor thanked Council for the opportunity to attend the OGRA/ROMA convention, Councillor Aldred reported that the seminars he attended and networking brought forward some good ideas. He couldn't attend the West Lorne fire meeting the previous evening as the first ARC meeting was being held. Councillor Leatham reported that he met some interesting people at the convention. Rodney Fire Department responded to four fire calls last month. Councillor Miller reported he had attended the Active Transportation meeting. He attended the waste management seminar at the convention and notes that we should recycle more. Beattie Haven has acquired a new generator and may approach Council to use their facility as a warming station. The Mayor reported that he felt their delegation with the Minister of Environment regarding solar farms went well. Networking at the convention is important. The County of Elgin beat the City of St. Thomas at the charity hockey game and raised $4000.00. The Planner joined the meeting. DELEGATION: STEVE EVANS, MARK MCDONALD, COUNTY OF ELGIN MARK STONE, NICK MCDONALD, MERIDAN RE: COUNTY OFFICIAL PLAN Mr. Stone gave a short PowerPoint preservation providing an overview of the draft official plan. Councillor Miller enquired about the employment numbers used? Mr. Stone reported that a consultant was retained to provide this data. He noted that the County Economic Development plan speaks to other opportunities for employment. There is a need to reduce the hurdles for small business. The Planner asked about the affordable housing targets in the plan. Mr. Evans noted that the targets are of a regional nature, not local targets and these are being met. March 8112... Pg 6 of 8 Mr. Evans noted that there is flexibility in the detailed policies at the lower tier Official Plans. SUBJECT: HAVENS LAKE ROAD The Planner presented mapping showing the proposed layout of Havens Lake Road and the lands subject to the covenant. He noted that the mapping used by the MNR is not accurate with our request. The new road will provide a wider travelled portion, central median and parking. He noted that there has been a suggestion for a third lane. The design for this lane should be looked at by a transportation engineer to see if a third land is justified and how to accommodate. These issues could be dealt with in the secondary plan. The Mayor reported he had met with the Port Glasgow Yacht Club and they have plans to be brought forward. Perhaps there should be consultation between our planner and theirs. It would be helpful to have those plans now to be part of the secondary plan review. The Planner left the meeting. DELEGATION: DAVID JAMES, SHIRLEY VOJIN, BRENDA ECKER EAGLE COMMUNITY CENTRE Mr. James acknowledged that the community centre is not owned by the municipality. However, they feel more revenue would come in with the parking lot paved which would reduce the maintenance costs as well. They request the municipality pave the parking lot. RES. NO. 18 Moved by Miller Seconded by Leatham RESOLVED that Council direct the Road Superintendent inspect the Eagle Community Centre parking lot and report back with a cost estimate to pave parking lot. DISPOSITION: Carried DELEGATION: JASON WEBB, MNR RE: 16 MILE CREEK BUFFER STRIP PROJECT Mr. Webb reported that this project focuses on the creation of a buffer area along 16 Mile Creek. An ideal buffer is 75% natural and 5 metres wide. He presented a map showing locations where a buffer could be established. The property owners will be sent a letter asking them to participate in the program which is voluntary. The buffer would be seeded from the top of banks outwards on both sides. Dale LeBritton, OCWA and the Water Superintendent joined the meeting. SUBJECT: WATER TREATMENT PLANT — 2011 ANNUAL REPORT RES. NO. 19 Moved by Leatham Seconded by Miller RESOLVED that Council of the Corporation of the Municipality of West Elgin accepts the Annual Report under Regulation 170/03 for 2011 for the West Elgin Water Treatment Plant. DISPOSITION: Carried A f) March 8112... Pg 7 of 8 SUBJECT: RODNEY WASTEWATER TREATMENT PLANT — 2011 FOURTH QUARTER REPORT RES. NO. 20 Moved by Miller Seconded by Leatham RESOLVED that the 2011 Fourth Quarter Report — Rodney Wastewater Treatment Plant from OCWA be received. DISPOSITION: Carried SUBJECT: WEST LORNE WASTEWATER TREATMENT PLANT — 2011 FOURTH QUARTER REPORT RES. NO. 21 Moved by Aldred Seconded by Bodnar RESOLVED that the 2011 Fourth Quarter Report — West Lorne Wastewater Treatment Plant from OCWA be received. DISPOSITION: Carried SUBJECT: WASTEWATER TREATMENT — 5 YEAR CAPITAL LIST RES. NO. 22 Moved by Leatham Seconded by Miller RESOLVED that Council accepts the 5 Year Capital List for Rodney and West Lorne Wastewater Treatment Plants. DISPOSITION: Carried SUBJECT: QUOTES FOR BACKWASH REPAIRS — WATER TREATMENT PLANT Council received the following quotations for repairs to the backwash for the water treatment plant: QUOTE (plus taxes) ASL Mill Wrights — floor up repair $1,850 Farmington — floor up repair $2,520 Farmington — ceiling down repair $2,520 RES. NO. 23 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of ASL Mill Wrights in the amount of $1825.00 plus taxes for backwash tank repairs for the Water Treatment Plant. DISPOSITION: Carried SUBJECT: CONTRACT RENEWALS — WASTEWATER TREATMENT PLANTS Council reviewed proposed renewals for the contracts for the Rodney and West Lorne wastewater plants. July 151 is the renewal date for the contract with OCWA. Council directed that this be brought back in April for further discussion. SUBJECT: CONFIRMATION BY -LAW RES. NO. 24 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting held on March 8th, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried A -$ March8 /12...Pg8of8 RES. NO. 25 Moved by Bodnar Seconded by Aldred RESOLVED that a By -law to confirm the proceedings of the meeting held on March 81h, 2012 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -21 — Confirming By-law March 8 2012 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 26 Moved by Leathern Seconded by Miller RESOLVED that this Regular Meeting of Council shall adjourn at 4:17 p.rn. to meet again on March 22 "d, 2012. DISPOSITION: Carried These minutes were adopted on the 12th day of April, 2012. Mayor Clerk MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS MARCH 22, 2012 MEMBERS PRESENT: STAFF PRESENT: ALSO PRESENT: Mayor Bernie Wiehle Councillors: Norm Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Janet Johnston Paul Van Vaerenbergh Lone McLeod Mike Kalita Administrator/Treasurer Clerk Deputy Treasurer Road Superintendent Chief Building Official Water Superintendent Ted Halwa Planning Consultant DECLARATION OF PECUNIARY INTEREST: Councillor Aldred declared a conflict of interest with item C5 (e). SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Aldred Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for March 22, 2012 as printed and circulated. DISPOSITION: Carried SUBJECT: SURPLUS RAILWAY LANDS — THOMPSONS LIMITED Also in attendance: Steve Speller RES. NO. 2 Moved by Aldred Seconded by Miller RESOLVED that the report from Community Planners re: Surplus Railway Lands — Thompsons Limited be received. DISPOSITION: Carried SUBJECT: SECONDARY PLAN — PORT GLASGOW Also in attendance: Howard Culligan, Ron Koudys Council reviewed the report outlining a process for a secondary plan. March 22/12...Pg 2 of 9 RES. NO. 3 Moved by Aldred Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin will hear the delegations from Seaside and Lakewood Trailer Park. DISPOSITION: Carried Mr. Koudys spoke on behalf of Seaside. He noted that their applications were submitted under the old Official Plan which did not require a secondary plan. This is one ownership, often a secondary plan serves to coordinate development between different owners. They have been working on this project for 5 years, now being told to go back to square one. He noted that items (a) to (h) under scope have been completed. Looks like two years before any approvals would be given. A secondary plan deals with broad issues, not these specifics. Feels item (5) should be dealt with through a Community Improvement Plan and developed at same time as subdivision approval. Wendi Dupuis spoke on behalf of Lakewood Trailer Park. She feels it offensive that they were not mentioned nor considered, yet own land. Why is Lot 7 part of the secondary plan when the owner was not consulted? The Planner apologized that Lakewood was not included. Need to consider detail and if Lot 7 should be included. The Mayor suggested the Planner meet with the stakeholders and report back to Council with cost and timing. Councillor Leatham noted that Havens Lake Road needs to be solved. The Planner will report back at the April 12th meeting. RES. NO. 4 Moved by Leatham Seconded by Miller RESOLVED that the report from Community Planners re: Secondary Plan — Port Glasgow be received. DISPOSITION: Carried DELEGATION: DR. VOLLMER, 1NTECH CLEAN ENERGY RE: RODNEY SOLAR ENERGY PROJECT Also in attendance: Chief Building Official Dr. Vollmer presented a PowerPoint presentation outlining the need for green energy. With regard to this project he reported that there are no concrete, permanent structures. He has met with the Drainage Superintendent and will space the panels away from the drain. Connection to the grid will be provided from Flora Street along Victoria. They have consulted with the neighbours on the north side and agreed that the fencing would be set back. The neighbours will cut the grass outside the fence which is 2 metres high. Shrubs will be planted this year. SUBJECT: HARVESTERS BAPTIST CHURCH Council referred to correspondence item D3 — request from the Harvesters Baptist Church for exemption to site plan app= oval. The Chief Building Official noted that we do not have any plans showing the layout on the property. They have hired an engineer to assist them in meeting the Fire Department requirements. No building permits would be issued until all issues are resolved. After discussion, Council agreed that an exemption for site plan would not be granted. The Chief Building Official left the meeting. A-11 March 22/12... Pg 3 of 9 SUBJECT: BY -LAW 2012 -11 - BIANCO REZONING The Planner referred to correspondence item D1. He reported that they felt that the property does not have any significant heritage features so an environmental study was not warranted, The new homes would be built on former farmland. The setback of 50 metres from natural heritage areas is met. SUBJECT: COUNTY OF ELGIN OFFICIAL PLAN The Planner referred to the two maps in the draft plan. He noted that Port Glasgow is missing and the location of former waste disposal sites may be incorrect. Also, he wonders why waste disposal sites would be shown on a county plan is this not left to lower tier plans. Councillor Aldred noted that not all petroleum resource areas are shown. Formal comments will be made. SUBJECT: SECOND RESIDENTIAL UNTIS The Planner reported that an amendment to the Planning Act makes second dwelling units in residential units as a right. Policies will be required in the Official Plan and zoning by -law. DELEGATION: SRANA SCHOLES, GEOFF MOROZ, WESA RE: WEST ELGIN LANDFILL Also in attendance: Road Superintendent, Sam Kirschner Ms. Scholes and Mr, Moroz gave a PowerPoint presentation on matters relating to the West Elgin Landfill. 1. The Annual Monitoring Report was reviewed in summary. It was noted that there were exceedances at MW11 and MW15. MW15 is located in a provincially significant wetland. Concentrations are rising in these wells. 2. It was reported that rather than Certificate of Approval, an Environmental Complaince Approval (ECA) is given by the Ministry of Environment. Proposed revisions were reviewed. The monitoring plan must include trigger measures and a contingency plan. The phased development plan must be followed. The lands covered by the Contamination Attenuation Zone will be required to be purchased by the municipality. RES. NO. 4 Moved by Miller Seconded by Leatham RESOLVED that Council of the Corporation of the Municipality of West Elgin accepts the 2011 Annual Site Monitoring and Operations Report for the West Elgin Landfill Site and that this report be submitted to the Ministry of the Environment. DISPOSITION: Carried 3. Waste Recycling Plan RES. NO. 5 Moved by Aldred Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of WESA in the amount of $4,110.00 plus HST for a Waste Audit and Report. DISPOSITION: Carried March 22/12...Pg 4 of 9 4. 2012 Site Monitoring and Operations Report RES. NO. 6 Moved by Aldred Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of WESA in the amount of $28,550.00 plus HST for 2012 Site Monitoring and Operations Report. DISPOSITION: Carried SUBJECT: WEST ELGIN ARENA BUDGET Also in attendance: Deputy Treasurer The Treasurer presented the 2011 Budget, 2011 Actuals and 2012 Budget for the Arena. She reported that the Arena Board has accepted this budget. Council directed that this budget be forwarded to final budget deliberations. SUBJECT: ROAD DEPARTMENT BUDGET Also in attendance: Deputy Treasurer, Road Superintendent The Treasurer presented the 2011 Budget, 2011 Actuals and 2012 Budget for the Roads Department. The budget includes a $105,000 transfer from reserves and nets a 5.8% increase over 2011 budget. She noted that a sustainability plan is required for gas tax funding. Need to prove savings in green house emissions. Council directed that this budget be forwarded to final budget deliberations. The Deputy Treasurer left the meeting. SUBJECT: FURNIVAL ROAD PAVED SHOULDER RES. NO. 7 Moved by Leatham Seconded by Miller RESOLVED that the Report from the Road Superintendent re: Furnival Road paved shoulder be received; AND Council funds this construction of a 2 -meter paved shoulder on Furnival Road to be financed through the Rodney sidewalk budget. DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 8 Moved by Aldred Seconded by Leatham 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 (M.A. s.239(2)(c) • Litigation or potential litigation (M.A. s.239(2)(e) DISPOSTION: Carried RES. NO. 9 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried March 22112... Pg 5 of 9 The Mayor reported that information was provided to Council relating to potential litigation and direction given regarding a potential land purchase (road budget item). SUBJECT: PARKING ON FURNIVAL ROAD RES. NO. 10 Moved by Miller Seconded by Leatham RESOLVED that the Report from the Clerk and Road Superintendent re: Parking on Furnival Road be received; and That no changes be made to the County of Elgin's parking by -law EG -1; and That a white line to indicate the "travelled" portion of the road be painted on both side of Furnival Road south of the tracks after reconstruction. DISPOSITION: Carried The Road Superintendent left the meeting and the Water Superintendent joined the meeting. SUBJECT: TENDERS FOR PORT GLASGOW TRAILER PARK — SANITARY SEWER REPLACEMENT Council reviewed a report from Spriet Associates outlining the tender results for the Port Glasgow Trailer Park sanitary sewer replacement project: A- Xcavating Ltd. Ro -Buck Contracting Limited All Season Excavating Aar -Con Excavating PV -EX Construction Ltd. TENDER (plus taxes) $154,270.00 $155,900.00 $156,722.12 $163,136.09 $177,2$6.10 RES. NO. 11 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the tender of A- Xcavating Ltd. in the amount of $154,270.00 plus HST for Port Glasgow Trailer Park sanitary sewer replacements and the Mayor and Administrator/Treasurer or Clerk be authorized to sign the necessary documents. DISPOSITION: Carried SUBJECT: WEST ELGIN DISTRIBUTION SYSTEM — 2011 ANNUAL SUMMARY REPORT RES. NO. 12 Moved by Leatham Seconded by Aldred RESOLVED that Council of the Corporation of the Municipality of West Elgin accepts the 2011 Annual Summary Report for the West Elgin Distribution System. DISPOSITION: Carried SUBJECT: WEST ELGIN DISTRIBUTION SYSTEM — 2011 REPORT RES. NO. 13 Moved by Aldred Seconded by Miller RESOLVED that Council of the Corporation of the Municipality of West Elgin accepts the Annual Report under Regulation 170/03 for 2011 for the West Elgin Water Distribution System. DISPOSITION: Carried March 22/12...Pg 6 of 9 The Water Superintendent left the meeting. SUBJECT: RENOVATIONS AT RECREATION CENTRE RES. NO. 14 Moved by Aldred Seconded by Miller RESOLVED that the Report from the Recreation Superintendent re: Closure of Recreation Centre be received; AND that Council authorize the closure of the Recreation Centre for the month of June 2012 to facilitate the necessary repairs to the facility. DISPOSITION: Carried SUBJECT: DRAINAGE APPORTIONMENT — COFFEY DRAIN (PAREZANOVIC FARMS) RES. NO. 15 Moved by Leatham Seconded by Aldred RESOLVED that the Council approves the agreement on share of drainage assessment on the Coffey Drain as requested by Parezanovic Farms under Section 65 (6) of the Drainage Act. Original Assessment New Assessment Concession 8 Pt. Lot 10 48.2AC. 45.9AC. 2.3AC. Benefit - $216.00 Benefit - $216.00 Benefit -$0 Outlet - $111.00 Outlet - $106.00 Outlet - $5.00 DISPOSITION: Carried SUBJECT: DRAINAGE APPORTIONMENT — WILTON DRAIN NO. 2 ( PAREZANOVIC FARMS) RES. NO. 16 Moved by Aldred Seconded by Miller RESOLVED that the Council approves the agreement on share of drainage assessment on the Wilton Drain No. gas requested by Parezanovic Farms under Section 65 (6) of the Drainage Act. Original Assessment New Assessment Concession 8 Pt. Lot 10 34.80 HA. 33.87HA. 0.93HA. Benefit - $0 Benefit - $0 Benefit -$0 Outlet - $50.00 Outlet - $48.00 Outlet - $2.00 DISPOSITION: Carried SUBJECT: DRAINAGE PETITION — CRANDALL DRAIN RES. NO. 17 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the drainage Petition from Peter & Paul Luyks and Bill & Brad Luyks for drainage work on Concessions 8 and 9, Part Lots A & 6, under Section 78 of the Drainage Act. DISPOSITION: Carried A-i5 March 22/12...P9 7 of 9 RES. NO. 18 Moved by Aldred Seconded by Miller RESOLVED that Spriet Associates be appointed to prepare a report under Section 78 of the Drainage Act on the Crandall Drain at the request of Peter & Paul Luyks and Bill & Brad Luyks and that the report be submitted within six months, DISPOSITION: Carried Councillor Aldred declared a conflict of interest with the following matter and did not participate in any discussion thereon. SUBJECT: DRAINAGE PETITION — DYMOCK / ALDRED DRAIN RES. NO. 19 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the drainage Petition from Dug Aldred, Margaret Dymock, Tom Dymock, Claire Dymock for drainage work on Concessions A and B, Part Lots Y & Z, under Section 78 of the Drainage Act. DISPOSITION: Carried RES. NO. 20 Moved by Leatham Seconded by Miller RESOLVED that Spriet Associates be appointed to prepare a report under Section 78 of the Drainage Act on the Dymock/Aldred Drain at the request of Dug Aldred, Margaret Dymock, Tom Dymock, Claire Dymock and that the report be submitted within six months. DISPOSITION: Carried SUBJECT: GARBAGE AND RECYCLING COLLECTION RATES RES. NO. 21 Moved by Leatham Seconded by Aldred RESOLVED that the Report from the Administrator/Treasurer re: Garbage and Recycling Collection Rates be received; and That rates for Rodney Garbage and Recycling collections and the West Lorne Garbage and Recycling collections be calculated using the tax ratios established by the County and that a special levy be charged to each village for the residential, multi - residential and commercial classes. DISPOSITION; Carried SUBJECT: CRIMINAL BACKGROUND CHECKS / VUNERABLE SECTOR SCREENING RES. NO. 22 Moved by Leatham Seconded by Miller RESOLVED that the Report from the Clerk re: Criminal Background Checks / Vulnerable Sector Screening be received; and THAT West Elgin share in the costs of advertising this service; and THAT a notice be placed on the municipal website. DISPOSITION: Carried SUBJECT: CORRESPONDENCE: Ministry of Municipal Affairs & Housing — By -law No. 2012 -11 (Bianco) Instruction: See discussion above March 22112...Pg 8 of 9 2. Ministry of Natural Resources — Wetlands Mapping Instruction: File 3. Harvesters Baptist Church — request for exemption for site plan approval Instruction: See discussion above 4. WESS 60th Reunion — request to waive tees for use of arena Instruction: RES. NO. 23 Moved by Aldred Seconded by Miller RESOLVED that Council of the Municipality of West Elgin authorize the payment of rental fees for the use of the West Elgin Arena on Saturday May 19, 2012 for WESS 60«' Anniversary Dinner /Dance. DISPOSITION: Carried 5. Ministry of Environment — Transition of Accreditation Bodies under Municipal Drinking Water Licensing Program Instruction: File 6. Canadian General Standards Board -- Transition of CGSB Accreditation Program Instruction: File RES. NO. 24 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 -23 — AGREEMENT — USE OF MUNICIPAL PROPERTY RES. NO. 25 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to authorize the execution of agreements between the Municipality of West Elgin and Michael John Howard and Ernest Fenn for the use of municipal property and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 26 Moved by Aldred Seconded by Miller RESOLVED that a By -law to authorize the execution of an agreement between of agreements between the Municipality of West Elgin and Michael John Howard and Ernest Fenn for the use of municipal property be now read a third time and finally passed, signed, sealed and numbered By-law Number 20012 -23 — Agreement - Use of municipal property (155 Furnival Rd) DISPOSITION: Carried March 22/12...Pg 9 of 9 SUBJECT: CONFIRMATION BY -LAW RES. NO. 27 Moved by Aldred Seconded by Miller RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting of Council held on March 22nd 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 28 Moved by Miller Seconded by Aldred RESOLVED that a By -law to confirm the proceedings of the meeting of Council held on March 22 "d, 2012 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -24 — Confirming By -law March 22 2012 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 29 Moved by Leatham Seconded by Miller RESOLVED that this Regular Meeting of Council shall adjourn at 4:35 p.m. to meet again on April 12th, 2012. DISPOSITION: Carried These minutes were adopted on the 12th day of April, 2012. MAYOR CLERK MUNICIPALITY OF WEST ELGIN PUBLIC MEETING NOTICE PURPOSE: To consider changing the name of "McPherson Road" to "MacPherson Road" WHEN: Thursday, April 12th, 2012 at 11:30 a.m. WHERE: Council Chambers, West Elgin Municipal Office 22413 Hoskins Line, Rodney Interested parties are welcomed to attend. For more information contact the municipal office at 519 -785 -0560. 6 Employee Benefits Renewal Report Renewal Date Prepared by Policy # May 1,2012 Tony Whyte Lori Grant 96778 Current Plan Design — Life Insurance and AD &D Description Benefit All Employees 1.5 times annual earnings Non - Evidence Limit $125,000 Maximum $150,000 Benefit Reduction 50% at age 65 Termination Age 70 or earlier retirement Note: The benefits referenced above are for information purposes. For complete details of plan coverage, exclusions and limitations please refer to the contract and/or booklet. Current Plan Design — Long Term Disability Description Benefit All Employees 66.67% of monthly earnings Maximum Benefit $5,000 Non - Evidence Limit $3,000 Elimination Period 120 days All Source Maximum 85% of pre - disability earnings Definition of Disability Qualifying period plus two (2) year "own" occupation Benefit Period To age 65 Termination Age 65 or retirement if earlier Note: The benefits referenced above are for information purposes. For complete details of plan coverage, exclusions and limitations please refer to the contract and /or booklet. stevenson hunt Page 2 Current Plan Design — Extended Health Care Benefit Coinsurance All Employees 100% of eligible benefits Deductible Nil Drug Coverage Pay Direct Drug Plan $5.00 per prescription deductible $10,000 drug maximum per calendar year Out -of- Country Emergency Covered Private Hospital Covered Convalescent Hospital 120 days per disability Ambulance Air /Ground Licensed /Registered Practitioners $500 per paramedical discipline per year Physician Recommendation Required No 1St Dollar Chiropractic and/or Podiatry Services Yes Orthopaedic Shoes $150 per calendar year Orthotics $400 per 3 calendar years Hearing Aids $500 every 5 calendar years Vision Care $250 per 2 calendar years Registered Nursing $10,000 per calendar year Medically Necessary Appliances Reasonable & Customary Accidental Dental Treatment must be rendered with 12 months of the accident Survivor Benefits 24 months Termination The earlier of retirement or age 70 Note: The benefits referenced above are for information purposes. For complete details of plan coveraoe. exclusions and limitations please refer to the contract and/or booklet. Current Plan Design — Dental Care Benefit Coinsurance All Employees 100% for basic endodontic & periodontic services Deductible Nil Maximum $1,500 per year Oral Recall Examinations Twice per calendar year General Practitioner Fee Guide Current year minus (2) years Survivor Benefits 24 months Termination The earlier of retirement or age 70 Note: The benefits referenced above are for information purposes. For complete details of plan coverage, exclusions and limitations please refer to the contract and /or booklet. stevensong2 hunt Page 3 Extension of Benefits during Disability Under current legislation, group benefits must be extended for a maximum of one year from the date of disability in situations where employees are receiving WSIB benefits. Group insurance benefits must also be extended during periods of maternity or parental leave. In both of these situations, benefits only have to be extended if the employee agrees to continue his/her pre - disability cost sharing arrangement. We recommend employers obtain the employee's written direction regarding the continuation or discontinuation of benefits prior to the commencement of the leave. Many employers do not establish a policy for extending benefits in non -work related disability situations. It is our recommendation that The Municipality of West Elgin establish a written policy for extending group insurance benefits during non -work related disabilities. The policy should be reviewed with your employment lawyer prior to implementation. Before implementing a policy, please discuss the proposed policy with your benefits consultant so that they can ensure that the group insurance contract(s) will allow the extension of benefits as outlined in any proposed policy. Should you decide to adopt a policy for extending group insurance benefits to disabled employees, we suggest you communicate the policy in writing to your employees, either through a letter or through a revision of your employee handbook. If you currently have employees for whom you are extending benefits, you may want to discuss this situation with your legal counsel before terminating their benefits coverage under the terms of any new policy. stevensong2 hunt Page 4 MARCH 2012 ROADS REPORT 1. Summer seems to have come early this year! We were able to get the scrapers on the gravel roads at just the right time to smooth them out before they became too hard or dusty. The scrapers which are pulled behind the tractors did all gravel roads with the two graders being used very little, thus decreasing costs as well as wear and tear on these pieces of expensive equipment. 2. Cold patching on paved roads as well as village streets was done during this warm stretch of weather with County road # 5 being the main focus as this road is deteriorating badly. 3. And as everyone has been saying that "we will pay for this good weather plows remain intact and ready to go just in case they are right! Paul Van Vaerenbergh C.R.S.I. Roads Superintendent (a) TO: FROM: DATE: SUBJECT C l Lc) / COUNCIL OF THE MUNICIPALITY OF WEST ELGIN PAUL VAN VAERENBERGH C.R.S.I., ROADS SUPERINTENDENT APRIL 12, 2012 TEMPORARY OPERATOR RECOMMENDATION: That a temporary employee be hired to replace a full time employee who is on S.T.D. and quite likely will move to L.T.D. INTRODUCTION: The employee is limited as to what he is able to do and is unable to perform the duties required of the roads department. DISCUSSION: It is suggested that a temporary employee, with the proper training and experience be advertised to assist the roads department with the maintenance and construction program. c�� West Elgin Recreation Report April 12 2012 1. The ice was taken out of the arena an April 2 2012. The ice surface was in use up until April 1 where WLMH played their last play off game. 2. The West Elgin Skating Club held their Annual Carnival on March 31. It proved to be an entertaining well attended event. Congratulations to all that planned and participated. 3. Due to the unseasonable nice weather work in the parks has begun. The spring clean up and yes grass cutting is under way. 4. The advertisements were in the paper and the process of hiring of the Lifeguards as well as the summer parks students and Day Camp Staff is underway. 5. The West Elgin Recreation Committee met on March 20 2012.There are two changes or amendments that the Committee members would like to see made to the Recreation By Law. Separate proposal are being presented to council regarding this matter. 6. The Beach at Port Glasgow seems to have a lot more debris washed up on it, just to let Council know we are aware of this and will be getting down to the beach as soon as possible. 7. Specifications are underway for the projects at he Recreation Center. We had discussed not replacing the steps at the Recreation Center and just going with a ramp. However it is much easier and just as effective to replace the existing ramps and stairs. 8. The Road Department is working on the drain in Rodney Park. The outlet on Queen Street is all but completely blocked. As of Thursday April 5 it was not determined if it could be cleaned out or that section would need to be replaced. 9. I have notified our Administrator that I simply do not have time to adequately complete the duties of the Managerial Representative on the Health and Safety Committee, and therefore would like to be replaced in this position. To complete all of the legislated requirements takes a significant amount of time, and support from the other departments. Originally I accepted this responsibility and the CEMC responsibilities on a trial basis in addition to my Recreation Department responsibilities and there is just is not enough time. The CEMC responsibilities goes hand in hand with Fire Department and although it to takes up significant amounts of time, it is manageable. 10. Regarding the CEMC duties, the Emergency Operations Center for the Emergency Control Group is in the Rodney Fire Hall. From time to time it is necessary to work on the Emergency Plan and associated meetings and such, just to advise Council that I will be working in the Rodney Fire Hall on the Community Emergency Plan, periodically. West Elgin Fire Department Rodney Station Report for West Elgin Council Date: April 12 2012 To: Municipal Council of West Elgin From: Rodney Fire Chief Jeff Slater Subject: Renewal of Fire Dispatch Agreement Discussion: The current Fire Dispatch Agreement with the Town of Tillsonburg expires on May 31 2012, and has been in effect since June 2007. A new agreement with Tillsonburg has been in the works for several months now. The new agreement runs from June 12012 for a period of five years. The rate for Fire Dispatch Services in the new agreement is $ 3.50 per resident plus HST, with a three percent increase in the fee for each year the agreement is in effect. Based on the Statistics Canada 2011 Census Profile the population of West Elgin currently stands at 5157. Therefore the cost to The Municipality of West Elgin for Fire Dispatch Services for 2012 should be: 5157 X 3.50 = $ 18,049.50 plus HST. Initially in 2007 the Municipality was paying $ 2.35 per resident, based on a population of 5223. The Town of Tillsonburg meets or exceeds the NFPA requirements for Fire Dispatch Services and complies with the Standard Operating Guidelines for the provision of such services. Therefore it is the recommendation of the Rodney Fire Chief that the Municipality of West Elgin accept the Agreement as presented for Fire Dispatch Services. Sincerely Jeff Slater Chief Rodney Fire Cac West Elgin Recreation Proposal for West Elgin Council Date: April 12 2012 To: West Elgin Municipal Council From; West Elgin Recreation Superintendent Jeff Slater Subject: Changes to Recreation By Law 2007 -115 Discussion: At the march 20 2012 session of the West Elgin Recreation Committee changes to the Recreation 13y Law 2007 -115 were discussed. The Committee discussed Section # 2a, Committee Composition, and item # 3c, Committee meeting dates. Section # 2a. The Committee discussed and duly passed a resolution requesting Council to amend Section 2 a. Replacing it with: " The Committee be composed of a minimum of five (5) members, and five members shall constitute a quorum." Removing the Councillor component as well as the five members appointed at large. Section # 3c. The Committee discussed and duly passed a resolution requesting Council to amend Section 3c. Replacing it with ' The Committee meet monthly as determined by the committee" Respectfully Submitted Jeff Slater Recreation Superintendent April 4 2012. THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY -LAW 2007 -115 BEING A BY -LAW TO ESTABLISH A RECREATION COMMITTEE WHEREAS Section 11(3) of the Municipal Act, 2001, S.O. 2001, c,25, as amended, provides that a lower -tier municipality may pass by -laws respecting culture, parks, recreation and heritage; AND WHEREAS Section 23:1 authorizes a municipality to delegate its powers and duties under the Act; AND WHEREAS it is deemed desirable to establish a Recreation Committee for the purpose of creating a community recreation program; NOW THEREFORE THE COUNCIL OF THE MUNICIPALITY OF WEST ELGIN ENACTS AS FOLLOWS: 1. That the West Elgin Recreation Committee is hereby established. 2. APPOINTMENTS The Council of the Corporation of the Municipality of West Elgin shall appoint the West Elgin Recreation Committee as follows: a) The Committee shall be composed of seven members including two members of Council and five members appointed at large. b) Special consideration shall be given in appointing members in an effort to ensure representation of certain priority groups as identified by the Ministry of Tourism and Recreation, namely children and youth, women, working families, native people, Franco - Ontarians, persons who are disabled, visible minorities and older adults. 3. ADMINISTRATION a) In carrying out the provisions of this By -law the Committee shall, at all times be the agent of the Municipality of West Elgin and while acting bona fide within the limits of the authority of this by -law, neither the Committee nor any member thereof, shall incur any liability by reason of anything done or left undone by the Committee; provided, however, that nothing in the paragraph contained shall authorize or empower the Committee to incur any debt, liability or obligation for which the Municipality of West Elgin shall become liable, without previously obtaining the consent of Council. b) The Committee shall be responsible for all policies and procedures relating to programs, community festivals and special events for the municipality, Effort should be made to operate recreation programs on a cost recovery or profit basis. c) The Committee shall meet monthly, on the third Wednesday of each month at 7:30 p.m. d) The members of the Committee shall be appointed by resolution of the Council of the Municipality of West Elgin. 4. FINANCIAL a) An annual operating budget shall be prepared which includes allocation of staff costs, facility usage, advertising and other related expenses for each program, special event or community festival. The budget shall include but is not limited to special events such as fireworks, parades and programs for day camp, pool. Recreation Committee Page 2 b) The operating budget shall be presented to Council on a yearly basis. c) The Committee shall make recommendations to Council regarding capital improvements and equipment purchases. d) All accounts for payment will be approved by the Parks and Recreation Superintendent and submitted for payment. e) The Committee may solicit or receive on behalf of the municipality any gifts or bequests of money or services or any donations to be applied, principal or income, for recreation equipment, programs or other recreational purposes. 5. PROGRAMS a) The Committee shall encourage, assist, and where necessary conduct the programs of recreation that will meet the needs and interest of the inhabitants of the Municipality of West Elgin. Such programs shall include the social, cultural and physical aspects of recreation as applied to each age group, both male and female with special consideration for children and youth, women, working families, native people, visible minorities and older adults. b) The Committee shall assist in the coordination of community recreation activities. c) The Committee shall at all times keep the inhabitants of the Municipality of West Elgin aware of the recreational opportunities which are available and will continually interpret to the public the total community program of recreation. 6. That By -laws 99 -04 and 2001 -47 are hereby repealed. READ A FIRST AND SECOND TIME THIS 20TH DAY OF DECEMBER, 2007. READ A THIRD TIME AND FINALLY PASSED THIS 20TH DAY OF DECEMBER, 200. j' 2 CLERK c .2 I., West Elgin Recreation Proposal for West Elgin Council Date: April 12 2012 To: West Elgin Municipal Council From; West Elgin Recreation Superintendent Jeff Slater Subject: Appointments to the West Elgin Recreation Committee. Discussion: The following have expressed an interest in becoming appointed to the West Elgin Recreation Committee: 1. Jolmathan Wolf 2. Paul Cassel 3. Joe Seaman 4. TaresaTellier 5. James Husband 6. Andrea Ellison 7. Ken Neil 8. Jack Matos 9. Shannon Serle 10. Grace Blanchard 11. Dug Aldred 12. Norm Miller 13. Valarie Parker 14. Jason Higgins 15. Doug Stadon 16. Bruce Ellison 17. Jackie Anger YWCA Respectfully Sumbitted for Council consideration April 12 2012. Recreation Superintendent Jeff Slater. MUNICIPALITY OF WEST ELGIN MONTHLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL DATE: April 12, 2012 RE: BUILDING REPORT FOR MONTH OF FEBRUARY No. of Permits Issued for Month of February 2012 2011 SFD Units New /Additions Demolitions 1 Demolitions Storage Buildings New /Additions Storage Buildings New /Additions Demolitions Demolitions Garages/ Car Ports New Garages/ Car Ports New Demolitions 1 Demolitions Farm Buildings New /Additions Farm Buildings New /Additions 1 2 Demolitions 1 Other New Other New Demolitions Demolitions Septic Permits Septic Permits Estimated Value for Year Permit Revenue for Year . $151,900.00 Estimated Value for Month of February Permit Revenue for Month of February $61,900.00 $86,300.00 $373.60 $681.20 No. of Permits Issued for year to date SFD Units New /Additions 2 Demolitions Storage Buildings New /Additions Demolitions Garages/ Car Ports New 1 Demolitions Farm Buildings New /Additions 1 Demolitions 2 1 Other New 1 Demolitions Septic Permits Estimated Value for Year Permit Revenue for Year . $151,900.00 $261,300.00 $743.60 $2,068.70 0:lreports120121Blank .building.report.doc March 2012 Water Department Report 1. All water sampling and water quality checks were done and there are no water quality issues to report. 2. The contractors started work on the sewer replacements at the Port Glasgow Trailer Park, and so far the job is moving along exceptionally well. 3. We completed our first round of Lead Testing for the year. It went very smooth, and all results are way under the limits. 4. The tenders were opened for the Graham Rd project, and we have a letter of recommendation from Sprits. 5. All work orders, locates, and routine maintenance duties were completed. Mike Kalita Water Superintendent Mrs. Joanne Groch, BA, AMCT Treasurer - Administrator Municipality of West Elgin Box 490 RODNEY, Ontario NOL 200 Dear Mrs. Groch: April 2, 2012 Re: West Elgin Water Distribution System 2011 Our Job No. 211436 SPRIET ASSOCIATES ENGINEERS 155 York Street London, Ontario N6A 1A8 Tel. (519) 672 -4100 Fax (519) 433 -9351 E -mail: mail@ spriet.on_ca www.spriet.on.ca We have completed our review of the tenders submitted on March 29, 2012 for the West Elgin Water Distribution System 2011 project. The following is a summary of the tenders as received: CONTRACTOR CONTRACT PRICE CONTRACT PRICE SUBMITTED CORRECTED (excl. H.S.T.) (excl. H.S.T.) 1. Aar -Con Excavating (2001699 Ontario Inc.) $ 1,237,466.37 2. Birnam Excavating Ltd. $ 1,236,993.73 3. Omega Contractors Inc. $ 1,238,326.89 4. Henry Heyink Construction Ltd. $ 1,349,000,00 5. Van Bree Drainage and Bulldozing Ltd. $ 1,370,469.00 6. Tri -Con Excavating Inc. $ 1,406,635.60 7. Blue -Con Construction $ 1,467,836.10 8. 291 Construction Ltd. $ 1,634,028.45 All tenderers submitted the following required documentation: i) "Bid Deposit" in the amount of 10% of the Tender Price ii) 50% Performance Bond iii) 50% Labour and Material Bond iv) Form of Tender Statements 'A' to 'D' v) Verification of receipt of the three (3) project addenda. $ 1,234,338.01 $ 1,238,223.89 $ 1,368,369.50 $ 1,406,535.60 $ 1,634,025.45 Mathematical errors were found in five (5) of the eight (8) submitted tenders, with the corrected submission Contract Prices as noted above. As you can see from the tabulation above, the ranking of the submitted tenders has changed the low two contractors in terms of submitted Contract Price. As such, based upon the mathematical review and corrections performed by our office, the low tender has been submitted by Aar -Con Excavating. Aar -Con Excavating have completed construction of several projects of a similar nature to the West Elgin Water Distribution System 2011 project and have proven themselves to be competent in performing construction. Associates: A.M. SPRIET • J.R. SPRIET • A.L. GIGUN • K. McILMURRAY • M.P. DEVOS • J.M. SPRIET • C.S. LIERMAN 2 Based on the above, it is our recommendation that a contract be awarded to Aar -Con Excavating. For clarification, the tender advertisements for this project were placed in the London Free Press on Saturday March 17, 2012 and the West Lorne Chronicle on Thursday March 22, 2012. It is our pleasure to be of service. Yours truly, SPRIET ASSOCIATES LONDON LIMITED C. S. Lierman, P. Eng. C u- N 3 z w d 0 H � o O N a W cV � r ✓ J Z 2 W Q U ce O 0_ LL uJ w • LL 0 w CO ❑ Nature of Complai It I LL�r ❑ ❑ � CD w 000 c 0 as c co Z Z N c�- � N a 1200' n o 0 0 = O N O NM N�M�M:M .Y:N N Ontario Clean Water Agency Agence Ontarienne Des Eaux Annual Summary Report For the West Elgin Water Treatment Plant 2011 Prepared for the Municipality of West Elgin By the Ontario Clean Water Agency Table of Contents 1 Overview of System 1 2 Compliance with Regulations Schedule 22 -2 (2)(a) List the requirements of the Act, the regulations, the system's approval, drinking water works permit, municipal drinking water licence, and any orders applicable to the system that were not met at any time during the period covered by the report 1 3 Corrective Actions Schedule 22 -2 (2)(b) For each requirement referred to in section 2 that was not met, specify the duration of the failure and the measures that were taken to correct the failure. 3 4 Flow Summary Schedule 22 -2 (3) 1. A summary of the quantities and flow rates of the water supplied during the period covered by the report, including monthly average and maximum daily flows. 2. A comparison of the summary referred to in paragraph 1 to the rated capacity and flow rates approved in the system's approval, drinking water works permit or municipal drinking water licence, or if the system is receiving all of its water from another system under an agreement pursuant to subsection 5 (4), to the flow rates specified in the written agreement. 4 APPENDIX A Raw flows for January 1, 2011 to December 31, 2011 APPENDIX B Treated Flows for January 1, 2011 to December 31, 2011 APPENDIX C Iona Interconnection Flows forJanuary 1, 2011 to December 31, 2011 SECTION 1: Overview This report is a summary of water quality information for the West Elgin Water Treatment Plant (West Elgin WTP), published in accordance with Schedule 22 of Ontario's Drinking Water Systems Regulation for the reporting period of January 1, 2011 to December 31, 2011. The West Elgin Water Treatment Plant is categorized as a Large Municipal Residential Drinking Water System. The West Elgin Water Treatment Plant is operated under waterworks number 260091117. The distribution system is operated under this waterworks number as well but is not covered off by this report. A separate report for the distribution system has been prepared by the operating authority for that system. The West Elgin WTP operated according to the Municipal Drinking Water Licence 043 -101 (Issue 2: June 4, 2010) and Drinking Water Works Permit 043 -201 {Issue 2: June 4, 2010). This report was prepared by The Ontario Clean Water Agency on behalf of the Municipality of West Elgin and must be supplied to the West Elgin Municipal Council by March 31, 2012. SECTION 2: Compliance The West Elgin Water Treatment Plant was operated and maintained in such a manner that treated water supplied to the consumers serviced by the system satisfied Ontario Drinking Water Quality Standards. However, some of the regulatory requirements were not meet as identified in the MOE inspection Report. The routine inspection was conducted on February 18, 2011 by the MOE and no Ministry of the Environment Provincial Officer's Orders issued. There were three non - compliances with regulatory requirements identified in the inspection report. Two of the three were for the West Elgin Water Treatment Plant; the last one was for the distribution system and will not be discussed in this report. Non - Compliances with Regulatory Requirements and Actions Required for the West Elgin Water Treatment Plant as appeared in the Inspection Report: 1. The owner had not ensured that all equipment was installed in accordance with the Permit, Licence or Approval issued under Part V of the SDWA. Condition 4.0 (minor Modifications to the Drinking Water System) of the Drinking Water Works Permit provides the owner with criteria and permission to complete pre- authorized minor modifications to the drinking water system. However, the owner /operating authority must maintain records of any changes to the system as per Condition 4.0 through completion of Form 2 (Record of Minor Modification and Replacements to the Drinking Water System). • Page 1 of 4 During the inspection, it was observed that the owner/operating authority completed works under Schedule B Condition 4.0 which included replacing microstrainers after the recycle tank at the Water Treatment Plant and a sodium hypochlorite storage tank at the Iona Rechlorination Station. The owner /operating authority did not fulfill the requirements for documenting the work under Form 2 as per the permit. Action(s) Required: For all minor modifications completed under the Drinking Water Works Permit Schedule 8 4.0, the owner shall complete Form 2 and submit the completed forms to the author of this report by April 30, 2011. The owner shall develop a procedure for the pre- authorization for minor modifications to the system to ensure that the requirements specified in the DWWP Schedule B Condition 4.0are met. The procedure shall be submitted to the author of this report by April 30, 2011. 2. The facility and equipment did not appear to be maintained or in a fit state of repair. It is recognized that the water treatment plant and distribution system have undergone significant upgrades in recent years. For the most part, records indicate that the components of the system are operated and maintained to meet regulatory requirements in Ontario. However, during the inspection, the evidence collected indicates that two (2) components of the system did not appear to be in a fit state of repair. These components are described below. 1. The West Elgin Water Treatment plant has two (2) intake pipes: a main intake and an emergency intake. An underwater intake pipeline inspection was carried out by WATECH SERVICES Inc. (London) on October 6 and 7 2010. Although the inspection revealed that the main intake structure appears to be in good condition, the emergency intake, just off -shore from the low lift station, is in very poor condition. The intake structure is partially collapsed and armour stone has shifted and is blocking the inlet. The report recognizes that repairs to the existing emergency intake may not be practical due to its proximity to the shore line and water depth. As an alternative, the report recommends the following: - construct an emergency intake that extends the intake beyond the surf and potential ice damage zone - construct a larger and heavier grate that could be completely covered in a larger stone to protect the structure within the surf and ice damage zone. 2. The Ontario Clean Water Agency (OCWA) operates the Iona Re- Chlorination Facility, an above grade building housing re- chlorination equipment. During the physical inspection, an assessment was conducted to determine whether the facility and equipment appear to be generally well maintained and in a fit state of repair. The facility was found to have sodium hypochlorite leaks and poor building ventilation which has led to excessive corrosion of treatment equipment, support fixtures and building components. Page 2 of 4 Actions) Required: The owner /operating authority shall: 1. Develop a strategy and plan for the effective management of the emergency intake pipe. The strategy and plan shall include justification and timelines for its decommissioning or upgrade renovation, etc. The owner /operating authority shall submit the plan to the author of this report by October 31, 2011. 2. Assess the building and its components at the Iona Re- Chlorination Facility to address ongoing issues related to excessive corrosion and equipment within the facility. Additionally, the owner /operating authority shall ensure that all aspects of the facility such as: spare critical instrumentation equipment, chemical pumps, analyzers, controllers, electrical system components, ventilation system, roof, doors, drainage systems, sampling ports, etc. are managed, maintained and operated to comply with all applicable regulations. As of March 2011, the owner /operating authority proceeded with upgrading portions of the facility. A new header panel was installed for sodium hypochlorite solution injection lines and pumps. Other components within the facility are being reviewed at the time of the release of this report. The owner /operating authority shall provide a summary report by May 31, 2011 which identifies deficiencies at the facility along with the corrective actions (e.g. upgrade, repair or replace) an implementation schedule. The owner /operating authority shall ensure that all deficiencies are corrected by October 31, 2011. The West Elgin Water Treatment Plant operates under the Permit to Take Water #0515- 8L9GX7. The old permit (0815- 6QQH9A) expired July 15, 2011. There were no changes made to the new Permit to Take Water. SECTION 3: Corrective Action The non - compliances identified in the MOE Inspection Report were all addressed in their respected timelines to the Ministry of Environment. The following is a list of the corrective actions taken. 1. To address the first non - compliance, the Form 2 was completed for the microstrainer on the RFR tank and was submitted to the MOE on March 10, 2011. It was decided to go back to using the Sodium Hypochlorite storage tank and therefore a Form 2 was not necessary for the Iona Re- chlorination Facility. An SOP was developed for Minor Modifications to the Drinking Water System. As well as a signed authorization from the owner for Dale LeBritton to sign the Form 2 on the owners behalf. 2. Stantec was hired to conduct a study on the Standby Intake to determine whether rehabilitation or abandoning the intake was best suited. There were two letters sent to the MOE to address the corrective actions taken thus far for the Standby Intake. These were dated May 19th, 2011 and May 30th, 2011. The consultant is continuing with the study of the Standby Intake and therefore a decision has not been made to its rehabilitation. Page 3 of 4 3. Iona Re- chlorination facility was assessed to address the concerns. A new chlorine panel was installed with new PRVs. Painting was completed on the eyewash and entrance door to the building. A sample tap was installed for ease of sampling and testing the water. A letter detailing the work completed was forwarded to the MOE on May 19th, 2011. SECTION 4: Summary and Discussion of Quantity of Water Supplied In accordance with Schedule 22 -2(3) find a summary and discussion of the quantity of water supplied during the reporting period compared to the rated capacity specified in the MDWL, DWWP and Permit to Take Water, including monthly average and maximum daily flows. Attached as Appendix A, find a summary of the raw flows including total, average, and maximum daily flows, and peak flow rates for the reporting period. As well, a comparison of flows to the Permit to Take Water limits. The Permit to Take Water specifies flow rates and total water takings permitted. For the West Elgin Water Treatment Plant the maximum flow rate limit is 9,400L /min. The total daily water taking is 13,500m3 /day. There were two instances where the peak flow rate in litres per second was exceeded in 2011, this did not result in a permit exceedance as the permit specifies a litre per minute and the flow rate didn't exceed for longer than a minute. This was due to a third pump being initiated prior to complete shutdown of the second pump. The West Elgin Water Treatment Plant is at 28.2% capacity of the total water taking limit, which is down 1.4% from last year. Attached as Appendix B, find a summary of treated water flows including total, average, and maximum daily flows for the reporting period. As well, a comparison of flows to the MDWL rated capacities. The rated capacity of the plant is 12,160m3 /day of treated water as specified in the MDWL. The daily average flow for the reporting period was 3,622m3 /day, which is a 4.6% decrease from 2010. The maximum daily flow for the reporting period was 6,880m3 /day which corresponds to a 4.4% increase from 2010. The plant is operating at 29.8% of its rated capacity, down from 2010 by 1.4 %. Attached as Appendix C, find a summary of flows including total, average, and maximum daily flows for the reporting period for the Iona Interconnection. The Iona Interconnection rated capacity is 1,600m3 /day as specified in the MDWL. The daily average flow for the reporting period was 379m3 /day, which corresponds to a 10.2% decrease from the previous year. The increased capacity of the WTP has allowed the decrease in flow taken from the interconnection to the minimal requirement of the contract with Southwold. As well, the programming at the WTP allows for more precession to meet the minimum requirements. The West Elgin Water Treatment Plant is capable of meeting its current uses for the system. It is operating at well below the limits set out in the Permit to Take Water and the design capacity for the plant. Page 4 of 4 APPENDIX A The maximum flow rate r 10 F- 44 E CJ O. a c E a � -o u In O 0i O S O oLfl ami 0) L E E O s= V f4 C aL M 4■ O. R C .1 M m L 3 m C • tC OD in E CU J ate.■ o w � I1 0 0 a, JO ed Q 0. u, v a- 0o . LD = m rI 00 LD M u'1 0 V'1 M M N 00 01 01 01 r,1 Ql 01 01 01 01 LD LD M ci to 00 al N L11 41 00 00oLaoofa;Lrlr. N 400 m In _l Ln Ih ‘at czr cr 1 v N r-I N N M 00 r-E N Q L!1 ui 00 N u1 n i• La 01 rl 4 m N N m m a. LA m m M M m 1.0 00 N ai CO N CO r O N M CO 00 L0 00 m 00 0 N Ol 000 N N l0 d M M - LD N u t ct u1 C C N oOo.- lams -l0oo m m v r; r.i r` ri 0 Ci LD r-. N N N N N M M M m m N N r- l0 OO 00 rr eh 00 0 Cr I', CD tt 01 N N M V1 N 0 00 01 111 r-I N rI r l M lD 0 r'I 0 0 (0 LO M m M M M Cr u1 4 M M Q1 l0 en N �� O N L�fl 000 l nt 01 mi L L L a L a, a L 4,''.R a1 - - 7 fo L E ro C > O E- E E o. (aLL�¢2� -'¢ eL o a0i / Z d Li) LAD I 00 4 -i a 0 r 00 rn N i1 CO M N 00 o 00 ->a a, -6 -0 a, `r' u W a a X O a O C � N f0 3 a p m a t m t 4-, 0 m �a v° a, s- r V1 (0 CD j o > 0) _ 3 co _C aJ E ID a, C E 0 CU c 0 C m N a 0 0 aJ L I4 0 In C no 0 1 C O CO -J in 01 J 111 - m a O 0 Li 'a u_ T x fG o 2 10 L 7. D g N y a M C r-1 , R C c0 APPENDIX B c m 0. u a i0 M E 0 a-1 N ei 0 'u m u as 10 L 41 4- u a 0. a r •r 0 a co 0. E 0 u a 4, a E l0 L. CIS m 4- W 3 a L 0 O ▪ u u w w u 'CI J QI IO i+ a m I - LO al 00 00 r-I n N LD -1 0 O N 4 m N N M rn C!• Ln M d' M M ▪ CO LD cn N n O a1 'Cr .-1 N ▪ M Lf1 00 in Ol 00 Le) m O N o • C!' N in rl co O 00 al 0 N C}- m M m in' QS Ln 4 M [p LO rl r-i 00 n Ln O M O n Lit LA 4 4 Lri 00 4 al rn N N 00 00 N N N N N en m M M rn N N n N LD m n n n CO N r1 1-1 CO cr CO n o .--i m m a> ri 01 a1 .- v ri CO O al CO •• tri r i ni m m t d' v m cri m m rn 00 m o0 m 0 O N. 4.D My 0 N o0 0 6t o m o Ln a; LD n 00 LD o o N LD N r-1' 00 Ln a1 v n o v n cri CO ▪ O N CI' N e-1 N 0 0 L - L *' -0 Lm _0 a to z i C O. m C z 00 v p E E C a)4 -1 -, Q �"o nui Qj '''y z n m N N m .-i l0 O 00 N N LD West Elgin has APPENDIX C ooOOao tD al O O 00 O 1ri u'i IJ1 u'] 1/1 in N N M lD N K1 N N N N N N N LO CO l0 V1 CO 0 0 0 0 0 0 d al n a1 CO e-I Ol r-1 M d• L-; Lf1 M In M N M M fV N N N N N N N N N N N N .o 1n al O n N N M N CO N O N 11 a1 0 00 In n n Ln 1.A ▪ d m m m M M M M M M O r--1 N r1 lD 01 n N Cl 00 .-1 00 r1 CG O awl 111 a'-1 N N N 1n tD N m 0 v a, N u1 N r O ; I- M N N o .-i d a- 4 r1 ri rl c-1 -1 rl e-1 c-1 L • L L '107 16 1= 01 C 0J N 0 TO 4.4 1- tD m 01 n m MUNICIPALITY OF WEST ELGIN RODNEY WASTEWATER TREATMENT PLANT 2011 ANNUAL REPORT January 1 to December 31, 2011 Certificate of Approval # 3- 0871 -88 -949 Prepared by: Ontario Clean Water Agency y Agence Ontarienne Des Eaux Table of Contents Page Number Section 1: Overview 1 Section 2: Monitoring Data 2 Section 3: Operating Problems and Corrective Actions 9 Section 4: Maintenance 9 Section 5: Effluent Quality Assurance 9 Section 6: Calibration and Maintenance 9 Section 7: Effluent Quality 10 Section 8: Biosolids 10 Section 9: Community Complaints 11 Section 10: Bypasses, Spills, and Abnormal Discharges 11 Section 11: Summary 12 Appendix A: Analytical Data Appendix B: Daily Flow Summary Section 1: Overview Overall the Rodney Wastewater Treatment Plant provided effective wastewater treatment in 2011. The wastewater treatment plant was operated under Certificate of Approval 3- 0871 -88- 949 dated April 12, 1994 with amendments September 24, 1998. Collection System The collection system maintenance is carried out by the Municipality of West Elgin. It contains gravity sewers that lead to the Main Pumping Station located on Furnival Road. The pumping station is operated by OCWA. It contains a wet well with two submersible pumps that pump to the treatment plant. Backup power is supplied by an onsite generator. Plant Description The Rodney Wastewater Treatment Plant is an extended aeration facility which consists of: extended aeration, settling, UV disinfection (seasonal), phosphorus removal, and filtration. The extended aeration process is designed to remove carbonaceous and nitrogenous organic compounds (BOD). Aluminum Sulphate is used for phosphorus removal. After the clarifier the effluent is filtered and seasonally disinfected using ultraviolet light, then discharged to Sixteen Mile Creek. Sludge is directed to the lagoon for storage and settling. Decant liquid off the lagoon is returned to the influent of the plant. Process Details • Wastewater is directed into the sewage lift station from the Village of Rodney by gravity. Wastewater is pumped from the sewage lift station located near the junction of Furnival Road and King Street by force main into a reinforced concrete sputter chamber, provided with a mechanical rake bar screen. • The secondary treatment system consists of two aeration basins, one reinforced concrete clarifier tanks and two return activated sludge pumps. • The phosphorous removal system consists of one 30,000 L fiber reinforced tanks with spills containment, 2 diaphragm type metering pumps 1 duty and 1 standby. • The objective of the system is to remove organics, total Kjeldahl nitrogen (TKN), Phosphorous and ammonia - nitrogen. • Three mechanical aerators in each aeration tank provide oxygen at a low pressure in the aeration tanks. • The tertiary treatment system consists of four continuous back wash 2 metre deep bed, granular single media sand filtration units housed in the filter building. Hydrogen peroxide is introduced for filter cleaning when necessary. • The disinfection system consists of a ultra - violet (UV) unit through which the effluent is discharged seasonally. • A concrete V -notch weir flow measuring chamber is installed between the clarifier and the filter building. • Operations are controlled by a programmable logic controller (PLC). A data logging computer system with local monitoring capability is used to monitor, trend, and record select process parameters. • Laboratory space is also located at the WWTP to allow for basic laboratory analyses to be conducted by the plant operator. • Process control is monitored by SCADA at the West Lorne Wastewater Treatment Facility. Page 1 of 12 Section 2: Monitoring Data Sample Collection and Testing All samples are collected and tested as per the requirements of the Certificate of Approval. Raw sewage is sampled bi- weekly and tested for BOD5, total suspended solids, total phosphorus, and total Kjeldahl nitrogen. The raw samples are collected as 24 hour composite samples. Final effluent is sampled bi- weekly and tested for BOD5, total suspended solids, total phosphorus, free ammonia nitrogen, total Kjeldahl nitrogen, nitrite, nitrate, pH and alkalinity. Samples are collected using an automatic composite sampler and collected over a twenty -four hour period. Grab samples for dissolved oxygen and temperature are collected bi- weekly. A grab sample for E. coli is sampled bi- weekly during the disinfection period from April 15 to October 15. in -house tests are conducted on a weekly basis on the final effluent, raw influent and the mixed liquor suspended solids at the plant to check plant performance and to make any operational changes required. In 2011, all chemical and microbiological sample analyses were conducted by SGS Lakefield Research. Temperature, pH and dissolved oxygen were conducted by staff at the treatment plant. The receiving stream temperature is performed at Sixteen Mile Creek. Flows Detailed monthly flow information is summarized in Appendix A and B. The total flow treated in 2011 was 190,228m3, which corresponds to a 31.3% increase from 2010 raw flows. The annual average daily flow for the reporting period was 521m3 /day, or 88.3% of the plant's rated design capacity of 590m3 /day (see Chart 1). The design average daily flow for the plant was exceeded 97 times during the year, see Appendix B. The hydraulic peak flow of 2,190m3 /day for the plant was not exceeded 2011. Page 2 of 12 Chart 1. The monthly average raw sewage flow to the plant in 2011 compared to 2010. 800 700 600 500 400 300 200 100 0 n o fl c ago fl ,..) o" no ro C c • 2010 Avg. Raw Flow (m3 /d) • 2011 Avg. Raw Flow (m3 /d) Raw Sewage Quality The annual average raw sewage BOD5 concentration to the plant was 102.3mg /L with a maximum concentration of 251mg/L. The average BOD5 loading to the plant was 53.3kg /d for 2011. The annual average concentration of BOD5 has decreased 2.6% from 2010, see Chart 2. Chart 2. The average monthly raw concentration of BOD5 for 2011 compared to 2010. 300 250 200 150 100 50 0 L 2 a 2 • 2010 Raw BOD5 (mg /L) • 2011 Raw BOD5 (mg /L) Page 3 of 12 The annual average raw sewage suspended solids (TSS) concentration to the plant was 98.0mg /L, with a maximum of 358mg /L. This corresponds to an average TSS loading to the plant of 51.1kg /day. The average concentration of TSS has decreased 9.6% from 2010, see Chart 3. Chart 3. The average monthly raw concentration of TSS for 2011 compared to 2010. 300 250 200 150 100 50 ii•ii 1 1s1 CO 6 113 . u < in O 0 z c c Q • 2010 Raw TSS (mg /L) ■ 2011 Raw T55 (mg /L) The annual average raw sewage Total Kjeldahl Nitrogen (TKN) concentration to the plant was 22.Smg /L, with a maximum of 51.9mg /L. This corresponds to an average TKN loading to the plant of 11.9kg /day. The average concentration of TKN has decreased 13.2% from 2010, see Chart 4. Chart 4. The average monthly raw concentration of TKN for 2011 compared to 2010. 60 50 40 30 20 10 0 IIITI'FIIllll a a v a Z a lib a To C C C a ■ 2010 Raw TKN (mg/L) • 2011 Raw TKN (mg/L) Page 4 of 12 The annual average raw sewage Total Phosphorus (TP) concentration to the plant was 2.85mg /L, with a maximum of 5.99mg /L. This corresponds to an average TP loading to the plant of 1.49kg /day. The average concentration of TP has decreased 19.4% from 2010, see Chart 5. Chart 5. The average monthly raw concentration of TP for 2011 compared to 2010. 9 8 7 6 5 4 3 2 1 0 11II 171III1II rti LL m i?, i'o c ao a o a n6 2 - a "' Q z . m c c Q ▪ 201Q Raw TP (mg /L) • 2011 Raw TP (mg /L) Effluent Limits Detailed analytical data is attached to this report as Appendix A. The following table provides a summary of the monthly average concentration and loading ranges compared to the limits set in the Certificate of Approval. Summary and Comparison of Compliance Data Table 1. Monthly average concentration and loading ranges for 2011. Monthly Average Loading Limit (kg /d) Parameter BOD5 Monthly Average Effluent Limit (mg /L) 10(a) Monthly Average Effluent Result Ranges (mg /L) <2 -9 15(b) <2 -4 6.9 Monthly Average Loading Result Ranges (kg /d) 0.8 -3.7 Suspended Solids Total Phosphorus 10(a) <2 -3.5 15(b) 0.5(a) <2 -5 <0.04 -0.23 1.0(b) 0.11 -0.25 6.9 0.4 0.8 -2.2 0.01 -0.12 Total (Ammonia + Ammonium) Nitrogen E. coli 3.0(a) <0.1 -0.65 5.0(b) 200 <0.1 - <2.45 <2 -2 NOTE: (a) limit applies during the non - freezing period (b) limit applies during the freezing period 2.2 0.04 -0.97 Page 5 of 12 Discussion on Monitoring Data as Compared to the Effluent Limits The monthly averages were all met as prescribed in the Certificate of Approval. The plant is providing effective treatment with meeting all compliance monthly average concentration and loading limits. The annual average effluent BOD5 for 2011 was 2.73mg /L, which is a 6.6% decrease from 2010 (see Chart 6). The annual loading of BOD5 at the plant in 2011 was 1.4kg /d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 6. The effluent monthly average concentration of BOD5 in 2011 compared to 2010 concentrations. Page 5 of 12 The annual average effluent Total Suspended Solids (TSS) for 2011 was 2.65mg /L, which is a 22.6% decrease from 2010 (see Chart 7). The annual loading of TSS at the plant in 2011 was 0.4kg /d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 7. The effluent monthly average concentration of TSS in 2011 compared to 2010 concentrations. 10 9 8 7 6 5 4 3 2 1 0 1111 11 1111 c 1 'EL c ▪ ao . •' > CO ui 2 Q N Q N O z C] Q "To a c c • 2010 Effluent TSS (mg /L) • 2011 Effluent TSS (mg /L) The annual average effluent Total Ammonia + Ammonium Nitrogen (TAN) for 2011 was 0.33mg /L, which is a 193% increase from 2010 (see Chart 8). Despite this large increase the concentrations are well below the limit of 3.0mg /L. The annual loading of TAN at the plant in 2011 was 0.17kg /d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 8. The effluent monthly average concentration of TAN in 2011 compared to 2010 concentrations. 3 2.5 2 1.5 1 0,5 0 LmiLei ▪ L a c ▪ 130 0. +' 9 v co c c ® 2010 Effluent TAN (mg /L) ■ 2011 Effluent TAN (rng /L) Page 7 of 12 The annual average effluent Total Phosphorus (TP) for 2011 was 0.11mg /L, which is a 7.9% increase from 2010 (see Chart 9). The annual loading of TP at the plant in 2011 was 0.05kg /d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 9. The effluent monthly average concentration of TP in 2011 compared to 2010 concentrations. • 2010 Effluent TP (mg /L) NN 2011 Effluent TP (mg /L) The annual geometric mean effluent E.coli for 2011 was 2cfu /100mL, which is a 10.1% decrease from 2010 (see Chart 10). Refer to Table 1 for a list of monthly geometric mean effluent limits. Chart 10. The effluent monthly geometric mean concentration of E. coli in 2011 compared to 2010 concentrations. ® 2010 Effluent E. coli {cfu /100mL) u 2011 Effluent E. coli (cfu /100mL) Page 8 of 12 Section 3: Operating Problems and Corrective Actions There have been 97 occasions where the raw flow rates have exceeded the design flow rate causing some operational issues, but no non - compliance issues (See Appendix B). All high flows are due to rain events. Cold temperatures can affect the treatment of the sewage. The mechanical aerators add to the lowering the temperature of the aeration tank. With adjustments to the mixed liquor suspended solids the plant was able to remain in compliance during the cold periods. Section 4: Maintenance Regular scheduled monthly preventative maintenance is assigned and monitored using the Workplace Management System (WMS) program. The following is a summary of maintenance performed other than WMS work orders: - Generator repairs - Raw sampler fridge repaired - Repaired sanitary pump discharge pipe - Repaired limit switch on raker - Repaired heat trace on alum line - Repaired decant pump for lagoon - Replaced filter reject pump - Replaced drive coupler spider on Aerator #4 Section 5: Effluent Quality Assurance Effluent quality assurance is evaluated by monitoring parameters and changes throughout the plant processes. The operators monitor the aeration tank by performing weekly tests on the mixed liquor. These tests include Dissolved Oxygen, pH, temperature, settling tests, Mixed Liquor Suspended Solids (MLSS), and Mixed Liquor Volatile Suspended Solids (MLVSS). As well, monitoring of the alum dosages, wasting volumes and Return Activated Sludge Suspended Solids is completed. Data collected from these tests provide information to the operator to make the appropriate adjustments in the treatment process and take corrective actions before the plant reaches its effluent limits. Section 6: Calibration and Maintenance Regular scheduled monthly preventative maintenance is assigned and monitored using the Workplace Management System program. Annual maintenance on the generator was completed in July by Gencare Services Limited. Flowmetrix Technical Services Inc. performed the annual calibration on the flow meter in May. In house meters for pH and dissolved oxygen are calibrated by OCWA operators as per manufacturer's instructions. Page 9 of 12 Section 7: Effluent Quality Effluent Objectives The following table shows the monthly average effluent concentrations ranges and loadings to the effluent objectives outlined in the Certificate of Approval. Parameter Average Monthly Effluent Objective (mg /L) Average Monthly Effluent Result Ranges (mg /L) Average Monthly Loading Objectives (kg /day) Average Monthly Loading Result Ranges (kg /day) BODS 5(a) <2 -9 3.9 0.8 -3.7 10(b) <2-4 Suspended Solids 5(a) <2 -3.5 3.9 0.8 -2.2 10(b) <2 -5 Total Phosphorus 0,3(a) <0.04 -0.23 0.28 0.01-0.12 0.8(b) 0.11 -0.25 Total (Ammonia + Ammonium) Nitrogen 2.0(a) <0.1 -0.65 1.57 0.04 -0.97 4.0(b) <0.1 - <2.45 E. call 150 <2 -2 Dissolved Oxygen 5 8.3 -13.0 Discussion of Effluent Objectives The Rodney WWTP did not meet one effluent objective set out in the Certificate of Approval, which was for BODs. The September average BODS concentration was 9mg /L, which is above the objective of 5mg /L. The annual average flow for 2011 was 521m3/d, which is below the design flow of 590m3/d. However, as seen in Appendix B, there were 97 instances where the design flow was exceeded, this is up from 11 in 2010. These were all due to infiltration into the collection system when during a rain event. This infiltration issue is being addressed by the municipality through identification of the areas within the collection system that could be the problem. Rain catchers have been put in place in low lying manholes. Further evaluation of the system will occur to determine the best course of action to address the infiltration problem. Section 8: Biosolids The lagoon is used for sludge digestion and storage as per the Certificate of Approval. The waste activated sludge process transfers to the lagoon. The sludge is allowed to settle at the bottom of the lagoon and the liquid is pumped back to the head of the plant for treatment. There is some sludge build up at the discharge pipe from the plant to the lagoon. This has been put on the capital list for its removal. Page 10 of 12 Section 9: Community Complaints No community complaints with regards to plant operations were received in 2011. Section 10: Bypasses, Spills, and Abnormal Discharges There were no by -pass events for the Rodney WWTP during 2011. The Rodney Wastewater Treatment Plant directs the sludge from the treatment process to the onsite lagoon for settling based on a timer at the plant. The sludge remains on the bottom of the lagoon for digestion and storage. Normally the clear liquid is then pumped back to the head of the plant. This pump was out of service and has recently been returned from repairs. Due to the unusually rainy year and the decant pump out of service, the lagoon filled up quicker than anticipated. It was uncertain if come spring there would be enough room in the lagoon to handle the snow melt and precipitation. At this time we conducted preliminary testing on the lagoon contents and found that it met the effluent discharge limits set out in the Certificate of Approval. We approached the Ministry of the Environment in December to enable us to discharge the lagoon directly without going to the head of the plant. The decant pump was scheduled to be returned from repairs in six weeks, which it was predicted that there would be ice coverage on the lagoons and this would prevent us from decanting. The MOE Inspector issued the Municipality of West Elgin a Provincial Officer's Order #3123- 8PLRA2 to allow the one time authorization for an emergency discharge of the contents of the lagoon. The lagoon and discharge outlet at Sixteen Mile Creek were inspected on Monday, Wednesday and Friday while the lagoon was being discharged. Due to Statutory holidays and not being able to ship samples to the lab the lagoon was shut down December 25th to the 28th and again January 1st to the 3`d. Discharge was completed on January 10th. The regular inspections of Sixteen Mile Creek and the lagoon indicated no adverse affects. The total volume discharged was approximately 14,250m3. Discharge was terminated at this time to prevent disturbing the sludge on the bottom of the lagoon and this should provide sufficient room until the spring when we can commence decanting to the head of the plant. Sample results from both in house and laboratory samples indicated the average concentrations during the discharge period met the compliance limits set out in the Certificate of Approval. One sample for BOD5 did exceed the Certificate of Approval limit of 15mg /L, with a result of 16mg /L. Parameter Average Concentration over the discharge period Certificate of Approval Limits BOD5 (mg /L) 8.625 15 Suspended Solids (mg /L) 5.75 15 Total Ammonia as Nitrogen (mg /L) <0.175 5 Total Phosphorus (mg /L) <0.06 1 Page 11 of 12 The Ontario Clean Water Agency has provided the Municipality of West Elgin with the recommendation to apply for modification to the Certificate of Approval to allow for the direct discharge of the lagoon providing meeting compliance with effluent limits. Section 11: Summary Overall the Rodney Wastewater Treatment Plant provided effective treatment in 2011. No alterations have been made in 2011. Some capital item recommendations have been provided to the Municipality to consider for completion in 2012 are: - Filter Building and Lab Building roof repair -Alum feed system replacement - Replace Reject Pump - Sludge removal at the discharge pipe in lagoon - Replace Clarifier Motor -SCADA upgrades -WWTP Tanks cleanout - Certificate of Approval Amendments Page 12 of 12 APPENDIX A Analytical Data If 2 O p ° ,y A a ! a1 Y ! TA 2 3 $$° n ° ;mgo. un+.n r .+ h�° n. _ pp N O Q FL. m P m ip h 40 ✓ v V V V ww mp p «« o a ^ o Q N � . .-1 V VV V .V V V 0 p i fh P M y�^ .-i rdi ens w N� N n 0 8 ° u v ✓ V :V V V V V v, v v 0 8 A P 8 p N of O m 2 h w r N ry N N a d C¢ G G O O O H H `s O O O A Ih th ai ✓ V ✓ V V 3E 3 Y g }e� 3 ^ s3 3 9 p3 3 3 9 e� rn 0°5 ^ Q N °. m a n n a m a� r-4enoif0 VAddv N N O Q O of g.°.wrra+r5N V n t-i m m ao ° Q O .▪ I M p a H N N iP P Q ey P Q O O O a D o O C N vPi n V VlV V V V O S A d P S1 i d o a"""' 0dddaa ag$o.Pr..nna "+ �'c °ddwOdddnnnddannui �+ yyV V V V V t9 V V V V V a O n o P O d 0 o d P. ✓ V V rns ro a p n n N ✓ V V V V V V, V V V V O 4� G G ° w w 5 Q 0. . m Q n 5 N m Bpi. n m N d d d c" d d c d Via+ � d d g v v v V V V V V ; V V P.! 3 1 3 3 a a g v nl °i P „ f m n W n ry m m N N .dd T m N N N Y v 3 3 n n d •' � ^ r•i N 8 ✓ V V VV V V S ^ d v d 01 d p• „ g .i u, n n m Q a «m 1 n Q w A ✓ V 8 A R Fi p m a Y m m g N T « � � N M ✓ V . V V V v v V V 3 33 p� T N h V V V a ti vai T 0 1 aEv'ic'if „aia�ge$aii a'Sia.�aF�a'�eFf¢fia'�F a' f¢E.3 � � ag a- a- a� l2 zfi �E Wye w m E x i 0 W .- E O! 'L g= z w a E E ra . W VI-037'3'320' a- B u C E n o Z ti f3 Ei APPENDIX B Daily Flow Summary Daily Raw sewage flow to the Rodney Wastewater Treatment Plant. mlll re. ®us ID Ellry ... N O' Cr ul 2 ., Na N'� V V V Q 00 rv0� ni 1 v 2 v � El 0 f F`. �3 m V V N N11 , 1 ^aa5LIi CIO .d r.':: ,en 3 0 L, 011 D O 10 :!!O!!I m q Jy MI aui N V. N o m N N N ?n'3 M M v N EIENO E 'iri8a 1 S il . 0 .a-1 0 m N N m N 00 . .mod iPi C N 00 a N lieLinr §i 10 � o_ ' rq v m m c.i 18 pmMmve CIO E115' m °v m aE � i li a v ° v m L E O 0 00 0 00 0000000000 0 03 f 00 N 03 Vml d 01 M 08u1 0 0 E 0 F r 4§ 5000 EWE': ,31°5.1 0 2 0 tp1,. 2 r On 01:11 11 FI L'I r.2, § irr 0 m 1 1 ra libt s7; c7V-1 ‘,1 ns 8 ..4. <1. El i a 01 w a v 4 W 11 3i 3m v v ° '..7' 0 EIEM :Z El ai LA CIO 1m001 la iS. 1.4 N ei l6 V-1 N m N lO pNppp N '�O. [1P. Ch Q, 111 m 00 aa m 7 N O. 7 GO - .o 4`d42 c. es givato -, -, 4 an OZC Note: There were 97 design flow exceedances in 2011. g% MUNICIPALITY OF WEST ELGIN WEST LORNE WASTEWATER TREATMENT PLANT 2011 ANNUAL REPORT January 1 to December 31, 2011 Certificate of Approval # 3- 0442 -90 -938 Prepared by: 1 Ontario Clean Water Agency v Agence Ontarienne Des Eaux Table of Contents Page Number Section 1: Overview 1 Section 2: Monitoring Data 2 Section 3: Operating Problems and Corrective Actions 10 Section 4: Maintenance 11 Section 5: Effluent Quality Assurance 11 Section 6: Calibration and Maintenance 11 Section 7: Effluent Objectives . 12 Section 8: Biosolids... 13 Section 9: Community Complaints 13 Section 10: Bypasses, Spills, and Abnormal Discharges 13 Section 11: Summary 13 Appendix A: Analytical Data Appendix B: Daily Flow Summary Section 1: Overview Overall the West Lorne Wastewater Treatment Plant provided effective wastewater treatment in 2011. The wastewater treatment plant was operated under Certificate of Approval 3 -0042- 90 -938 dated November 8, 1993 with amendments July 6, 1994 and September 24, 1998. Collection System The collection system maintenance is carried out by the Municipality of West Elgin. It contains gravity sewers that lead to the Main Pumping Station located on Marsh Line. The pumping station is operated by OCWA. It contains a wet well with three submersible pumps that pump to the treatment plant. There is a receptacle for a portable generator should the need arise for back up power. There is an overflow that discharges to the West Lorne Lagoon for emergencies. Plant Description The West Lorne Wastewater Treatment Plant is an extended aeration facility which consists of: grit removal and screening, extended aeration, settling, phosphorus removal, filtration and UV disinfection (seasonal). The extended aeration process is designed to remove carbonaceous and nitrogenous organic compounds (BOD). Aluminum Sulphate is used for phosphorus removal. After the clarifier the effluent is seasonally disinfected using ultraviolet light, then discharged to Zoller Drain. Zoller Drain is connected to Brock's Creek and then from there it goes to Lake Erie. Sludge is directed to the lagoon for storage and settling. Decant liquid off the lagoon is returned to the influent of the plant for treatment. Process Details • Wastewater is directed into the sewage lift station from the Village of West Lorne by gravity. Wastewater is then pumped from the sewage lift station located on Mash Line into a reinforced concrete inlet channel, provided with a mechanical rake bar screen. • The secondary treatment system consists of two trains each consisting of: aeration tank, clarifier tank, and two return activated sludge pumps. • The phosphorous removal system consists of one 15,000L plastic tank with 2 diaphragm type metering pumps 1 duty and 1 standby. • Lime system for pH and alkalinity control • The objective of the system is to remove organics, total Kjeldahl nitrogen (TKN), phosphorous and ammonia- nitrogen. • Two rotary lobe blowers one duty and one standby supply low pressure air to the aeration tanks. • The tertiary treatment system consists of three continuous back wash, up flow, deep bed, granular single media sand filtration units housed in the filter building. The disinfection system consists of a ultra - violet (UV) unit through which the effluent is discharged. • Operations are controlled by a programmable logic controller (PLC). A data logging computer system with local monitoring capability is used to monitor, trend, and record select process parameters. • Laboratory space is also located at the WWTP to allow for basic laboratory analyses to be conducted by the plant operator Page 1 of 13 Section 2: Monitoring Data Sample Collection and Testing All samples are collected and tested as per the requirements of the Certificate of Approval. Raw sewage is sampled bi- weekly and tested for BOD5, total suspended solids, total phosphorus, total Kjeldahl nitrogen, and alkalinity. The raw samples are collected as 24 hour composite samples. Final effluent is sampled bi- weekly and tested for BOD5, total suspended solids, total phosphorus, free ammonia nitrogen, total Kjeldahl nitrogen, nitrite, nitrate, pH and alkalinity. Samples are collected using an automatic composite sampler and collected over a 24 hour period. A grab sample of temperature and dissolved oxygen is collected bi- weekly. A grab sample for E. coli is sampled bi- weekly during the disinfection period from April 15 to October 15. In -house tests are conducted on a weekly basis on the final effluent, raw influent and the mixed liquor suspended solids at the plant to check plant performance and to make any operational changes required. In 2011, all chemical and microbiological sample analyses were conducted by SGS Lakefield Research. Temperature, pH and dissolved oxygen were conducted by operators at the treatment plant. The receiving stream temperature is monitored. Flows Detailed monthly flow information is summarized in Appendix A and B. The total flow treated in 2011 was 241,741m3, which corresponds to a 45.8% increase from 2010 raw flows, see Chart 1. The dramatic increase in flow in 2011 is attributed to high precipitation over the year. The annual average daily flow was 562m3 /day, or 73.6% of the plant's rated design capacity of 900m3 /day. Page 2 of 13 Chart 1. Average raw flow for 2011 compared to 2010. 1200 1000 800 600 400 200 0 r II11T 111 `° LL • 2¢ 2 • Z o e. E E • 2010 Avg. Raw Flow (m3 /d) ■ 2011 Avg. Raw Flow (m3 /d) The design average daily flow for the plant was exceeded 68 times during the year, compared to five times in 2010 (Refer to Appendix B). The hydraulic peak flow of 2,700m3 /day for the plant was exceeded once in 2011, with a maximum daily flow of 2,771m3 /day (see Chart 2). Chart 2. The maximum flow each month in 2011 compared to 2010. Page 3 of 13 Raw Sewage Quality The annual average raw sewage BOD5concentration to the plant was 76.3mg /L with a maximum concentration of 195mg /L. The average concentration of BOD5 has decreased 32.2% from 2010, see Chart 3. The average BOD5loading to the plant was 50.6kg /d for 2011. Refer to Appendix A for detailed analytical data. Chart 3. Raw sewage average monthly concentration of BOD5 for 2011 compared to 2010 concentrations. 9 2010 Raw GODS (mg /L) 1 2011 Raw GODS (mg /L) The annual average raw sewage suspended solids (TSS) concentration to the plant was 91.4mg /L, which is a 25.8% decrease from 2010 (see Chart 4). This corresponds to an average TSS loading to the plant of 60.6kg /day. Refer to Appendix A for detailed analytical data. Chart 4. Raw sewage average monthly concentration of TSS for 2011 compared to 2010 concentrations. 11112010 Raw TSS (mg /L) • 2011 Raw TSS (mg /L) Page 4 of 13 The annual average raw sewage nitrogen concentration (as represented by TKN) to the plant was 16.8mg /L with a loading of 11.1kg /d. This is a decrease of 38.3% from 2010 annual average concentration, see Chart 5. Refer to Appendix A for detailed analytical data. Chart 5. Raw sewage average monthly concentration of TKN for 2011 compared to 2010 concentrations. 45 40 35 30 25 20 15 10 5 0 1 1� 1 117� 1��11��11111 ou To c c II 2010 Raw TKN (mg /L) ■ 2011 Raw TKN (mg /L) The annual average raw sewage total phosphorus (TP) to the plant was 1.97mg /L, with a loading of 1.30kg /d. This is a decrease of 43.9% from 2010 annual average of TP, see Chart 6. Refer to Appendix A for detailed analytical data. Chart 6. Raw sewage monthly average concentrations of TP for 2011 compared to 2010 concentrations. 6 5 3 2 17TO 11.1 1 1 N (i 0. ro 0 0 DA y ,' o °y° LL 2 a < r' D z a ro c c a ■ 2010 Raw TP(mg /L) ■ 2011 Raw TP (mg /L) Page 5 of 13 The annual average raw sewage alkalinity to the plant was 249.3mg/L. This is a decrease of 4.8% from 2010 annual average alkalinity, see Chart 7. Refer to Appendix A for detailed analytical data. Chart 7. Raw sewage average monthly concentrations of alkalinity for 2011 compared to 2010 concentrations. 350 300 250 200 150 100 50 0 un1iorn'ummm uIIIrIuI1uII ▪ L L. T C b 0. y ? Qu1 4,1 to 0. r `J a3 u o - u. 2 Q Z o OD its c C ® 2010 Raw Alkalinity (mg /L) ■ 2011 Raw Alkalinity {mg /L} Overall the annual average raw concentrations of BOD5, TSS, TKN, TP and alkalinity have all decreased. This could be attributed to the high flows due to increased precipitation. Effluent Limits Detailed analytical data is attached to this report as Appendix A. The following table provides a summary of monthly average effluent result ranges and loading ranges compared to the compliance limits in the Certificate of Approval. Page 6 of 13 Summary and Comparison of Compliance Data Table 1. Monthly average Effluent limits and monthly average loading limits compared to ived at the West Lorne WWTP. Parameter Monthly Average Effluent Limit (mg /L) Monthly Average Effluent Result Ranges (mg /L) Average Monthly Loading Limit (kg /d) Monthly Average Loading Ranges (kg /d) BOD5 10(a) <2 - <16 9.0(a) 1 -6 15(b) <2 - <2 13.5(b) 1 -1 Suspended Solids 10(a) <3 -6 9(a) 1 -5 15(b) 2 -3 13.5(b) 1 -2 Total Phosphorus 0.5(a) <0.03 -0.22 0.45(a) 0.01 -0.25 1.0(b) 0.10 -0.15 0.9(b) 0.06 -0.08 Total (Ammonia + Ammonium) Nitrogen 3.0(a) <0.1 - <0.1 2.7(a) 0 -0.1 5.0(b) <0.1 -0.2 4.5(b) 0.1 -0.1 E. coli 200 <5 -80 NOTE: (a) limit applies during the non - freezing period (b) limit applies during the freezing period Discussion on Monitoring Data as Compared to the Effluent Limits The annual average effluent BOD5 limit in 2011 was 3.31mg /L, which is an increase by 13.2% from 2010 (see Chart 6). The annual loading of 8OD5 was 2.19kg /d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. In July, there was a monthly average limit exceedance which was reported to the Ministry of the Environment on August 10th, 2011. The monthly average was made up of two samples the first sample on July 12 was less than 2mg /L and the second sample on July 26 was 30mg /L. There were no issues observed at plant to account for this obscure result. Our next sample date was August 9 and the results were less than 2mg /L. Page 7 of 13 Chart 6. The effluent monthly average concentration of BOD5 in 2011 compared to 2010 concentrations. 18 16 14 12 10 8 6 4 2 0 Liduu 113 CLI ro 2 U v ',, o z o lab ra c C ■ 2010 Effluent BOD5 (mg /L) ■ 2011 Effluent BOD5 (mg /L) The annual average effluent Total Suspended Solids (TSS) for 2011 was 3.5mg /L, which is a 13.3% decrease from 2010 (see Chart 7). The annual loading of TSS at the plant in 2011 was 2.3kg /d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 7. The effluent monthly average concentration of TSS in 2011 compared to 2010 concentrations. 8 7 6 5 4 3 2 1 0 111 111111FMII 111111.111 c ra LL u aJ ao co 112010 Effluent TSS (mg /L) 112011 Effluent TSS (mg /L) Page 8 of 13 The annual average effluent Total Phosphorus (TP) for 2011 was 0.12mg /L, which is a 15.8% decrease from 2010 (see Chart 8). The annual loading of TP at the plant in 2011 was 0.08kg /d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 8, The effluent monthly average concentration of TP in 2011 compared to 2010 concentrations. 0.25 0.2 0.15 0.1 0.05 0 IIIIIN1III r • r0 0) Q L L ,. � eL t' > V u. j up Q Q Z • To c c B 2010 Effluent TP (mg /L) • 2011 Effluent TP (mg /L) The annual average effluent Total Ammonia + Ammonium Nitrogen (TAN) for 2011 was 0.11mg /L, which is a 9.6% decrease from 2010 (see Chart 9). The annual loading of TAN at the plant in 2011 was 0.07kg /d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 9. The effluent monthly average concentration of TAN in 2011 compared to 2010 concentrations. N 2010 Effluent TAN (mg /t) 91 2011 Effluent TAN (mg /L) Page 9 of 13 The annual geometric mean effluent E. coli for 2011 was 16cfu /100mL, which is a 136% increase from 2010 (see Chart 10). Despite this large increase in percentage from 2010, the plant remains to be in compliance for E. coli. Refer to Table 1 for a list of monthly average effluent limits. Chart 10. The effluent monthly geometric mean concentration of E. coli in 2011 compared to 2010 concentrations. ■ 2010 Effluent E. coli (cfu /100m L) There was one effluent limit exceedance for the reporting period of 2011; this was the monthly average of 16mg /L for BOD5 in July. All other monthly averages were met as prescribed in the Certificate of Approval. This plant provides an effective treatment process to comply with the monthly average limit requirements. Section 3: Operating Problems and Corrective Actions There have been several occasions where the raw flow rates have exceeded the design flow rate causing some operational issues. The sand filters continue to be an ongoing issue. They will be going through an overhaul over the next few years to make the necessary upgrades for operation. During the summer months the pH in the plant was lower than normal, consideration to use the pH /alkalinity adjustment equipment may be necessary in the future. Ongoing monitoring will continue and an assessment will be made. In March, it was observed that there were dead catfish in the sludge holding lagoon. The MOE were notified and it was determined that the fish were unable to survive the winter due to freezing of the lagoons (see Section 9). Page 10 of 13 Section 4: Maintenance Regular scheduled monthly preventative maintenance is assigned and monitored using the Workplace Management System (WMS) program. The following is a summary of maintenance performed other than WMS work orders: - Replaced raker room doors - Replaced control boards and ballasts for UV System - Replaced hot water tank -Marsh Pump Station Pump 1 and 2 Rebuilt Section 5: Effluent Quality Assurance Effluent quality assurance is evaluated by monitoring parameters and changes throughout the plant processes. The operators monitor the aeration tank by performing weekly tests on the mixed liquor. These tests include Dissolved Oxygen, pH, temperature, settling tests, Mixed Liquor Suspended Solids (MLSS), and Mixed Liquor Volatile Suspended Solids (MLVSS). As well, monitoring of the alum dosages, wasting volumes and Return Activated Sludge Suspended Solids is completed. Data collected from these tests provide information to the operator to make the appropriate adjustments in the treatment process and take corrective actions before the plant reaches its effluent limits. Section 6: Calibration and Maintenance Regular scheduled monthly preventative maintenance is assigned and monitored using the Workplace Management System program. Annual maintenance on the generator was completed in June by Albert's Generator Service. Flow Metrix Technical Services Inc. performed the annual calibration on the flow meter in May. In house meters for pH and dissolved oxygen are calibrated by OCWA operators as per manufacturer's instructions. Page 11 of 13 Section 7: Effluent Quality Effluent Objectives The following table represents the monthly average effluent result ranges and the monthly average loading ranges compared to the objective outlined in the Certificate of Approval. Parameter Effluent Objective (mg /L) Monthly Average Effluent Ranges (mg /L) Monthly Loading Objective (kg /day) Monthly Average Loading Ranges (kg /d) BOD5 5(a) <2 - <16 4.5(a) 1 -6 10(b) <2 -<2 9.0(b) 1 -1 Suspended Solids 5(a) <3 -6 4.5(a) 1-5 10(b) 2 -3 9.0(b) 1 -2 Total Phosphorus 0.3(a) <0.03 -0.22 0.27(a) 0.01 -0.25 0.8(b) 0.10 -0.15 0.72(b) 0.06 -0.08 Total (Ammonia + Ammonium) Nitrogen 2.0(a) <0.1 - <0.1 1.8(a) 0 -0.1 4.0(b) <0.1 -0.2 3.6(b) 0.1 -0.1 E. coli 150 <5 -80 Dissolved Oxygen 5 7.64 -11.06 Design Flow (m3 /d) 900 398 -1130 Note: (a) objective applies during the non - freezing period (b) objective applies during the freezing period Dissolved Oxygen objective is expressed as a minimum, where all other parameters are expressed as maximums. Discussion of Effluent Objectives The West Lorne WWTP didn't meet all of its effluent objectives and design flow criteria, the following table shows the objectives that were not met in 2011. Parameter Result Date Comments /Cause BOD5 5kg /d March High Raw Flow TSS 6mg /L March High Raw Flow TSS 6kg /d March High Raw Flow TSS 6mg /L April Filter Issue TSS 5kg /d April Filter Issue BODS 16mg /L July Unknown issue BODS 6kg /d July Unknown issue There were three monthly average effluent objectives exceeded and four monthly average loading effluent objectives exceeded in the 2011. In March the objectives that were exceeded for BODS and TSS are attributed to high raw flow rates due to excessive precipitation. In April, the TSS exceedances are attributed to filter issues. An assessment for repairs to the filters Page 12 of 13 remains on the capital list for 2012. The BOD5 issue in July, which resulted in a non compliance, cause was not determined. The annual average flow for 2011 was 662m3/d, which is below the design flow of 900m3/d. However, there were 68 instances where the daily design flow was exceeded (refer to Appendix B). These were all due to infiltration into the collection system when there was snow melt and rain. This year was an unseasonably wet year. Rain catchers were put in place in low lying manholes in 2010. Further evaluation of the system will need to occur to determine the best course of action to address the infiltration problem. Section 8: Biosolids The lagoon is used for sludge digestion and storage as per the Certificate of Approval. The waste activated sludge is transferred to the lagoon. The sludge settles on the bottom of the lagoon and the liquid is pumped to the head of the plant for treatment. The lagoon has ample storage for the sludge and will not require cleanout in the coming year. Section 9: Community Complaints There was one community complaint received in 2011. This occurred on March 31, 2011 where it was noticed that there were dead catfish on the banks of the lagoon. It was determined that the catfish didn't make it through the winter. The Ministry of Environment was notified of the situation. in. house testing of the lagoons was completed and the dead fish were cleaned up from the banks. Section 10: Bypasses. Spills, and Abnormal Discharges There was no by -pass, spill or abnormal discharge events for the West Lorne WWTP or for the Pumping Station during 2011. Section 11: Summary Overall the West Lorne Wastewater Treatment Plant provided effective treatment in 2011. No alterations to the system have been made in 2011. Items presented to the Municipality of West Elgin for Capital Items to consider in 2012 are: • An assessment and recommendations to improve the filter system • SCADA system upgrades • Clearing of new growth of shrubs around berm of lagoons • Draining, cleaning and inspecting WWTP tanks • Phase protection at WWTP • Power washing of portions of collection system • Assessment of the high infiltration to the collection system Page 13 of 13 APPENDIX A Analytical Data s4 a; ai aY 3 ®111111111®111191 I I1111©IiIIII III 1®111111■ 111111 ■1 eiliiiiiMMEMZENCEMMEMOINESS ®111111111 11111111111 1111I11I1IE111111■111111■1 © IIIIII SSOIIII E C MmUME II @MEMIIIII 1 ® IIIIIIIII�I] LlIIHIIIIJ11I11i11t111111U111U1u1 ®Qlii iii0MO I COI IMENI •: • 11 0IME i unnii1181 IIIIuIIIIIIIIJIHHI11EI11111 ■111 ■1 ■I HiliiiiiMMEEMUMINENEEENMEME NINIMENIMENNIMIN MENIMMEINIMMENEE EMINEINIMMEHIMEI ®IIIIIIILiIi ]HI IIHIIII IIIIII111®II II1111111II I1 DENNIESIMISMINIMIZ•EMEMEINE ummiumuirinnimmumminimm DINIMPIMPROBERIMPIIMII ®cw.azo ®IIIIIIIL LIIIIIIIIIIIIiIIIIIIII ®I1111I■IIIIIII I"IIIUHIIIIIII 1 IIIIIIIIIIIIIIIIII 111 IIIIIIIIIIIIIIII X11111! m 11111 NiB11111111 11101 8�� �� TEM ° s E s a ;� @g E E E '� S E a�� �� E ffi E ®w E E2 8 a— a APPENDIX B Daily Flow Summary Daily Raw sewage flow to the West Lorne Wastewater Treatment Plant. .g m*0 0 N CO *0 M m a to h N 00 6 m 0 h 'nn'i.:M h 161 0. 0 00 Q no . N <+I 7 Q :h n ;. b n in N N Q V rl 'M i 0 :p_ CO }p - N N a G{ V re en 01 m Q r1 (n o M1 N m 03 N F.,1 a . ., k Tw IO 0 * O 00 N n O m 7 m M1 N ID In h 00 m N V 0) CO 00 m Q Ilo 00 n N OS .. OS I M M N m Dl IND 1n Q in M1 N to N V N CO LS N M V V N DVII W n 0 p. YQ..Q1. N OF 0(0 Q0 1 CO ��ll 0 al ID F:t- 10 M V V ID IO IN 1 110k • h ws rail M *0 n Id Iy `�h W m ■ M n Q� m n m m Q• m 0 m ID 0 W T ID _ v `, x 0 m v,A..4 mp K °.. i ;e n m 7 P1 m o m a k: _ a Cr m v CO vl lD ii .. 2 K. 01E1 eq co n a CO 0 8 Q s-1 rn M1 Orel re 0 03 LO Ni ri In 00 .Ni. 0 a v A C $ m m vl e1N N 00 0 F„ a. N b a n 7,1 m V Q L•cs fib w,71 TS en VI N In 1: 4 vl �0 'a nm ° D en � co 0 °'• m' lir Q 00 }d Q n In •0 ID h N N N N Q Q h 1- 10 ID m N N h 00 m m b*0 M o In n N 1, N CO N n N eel N 0. M rs Q ne I N N en V n1 M 10 m N I`# Q 00 00 m w m 00 — Q V n Kil Yl Ill M N co M Q 111 V a E g'4 4 gi m 2 $s.;x 1:1 N ID en en LI. is, F. N b LO m O v m L.0 ' v 4 111 0 -Hoo ri gl P Z 0 e0 m N n 1� 0 N N M O N N Q W In v m m ne en ,1-1. N i N N n, ;rfl h N.0 ne N ,'F tel Cr) V. ,-,-, :e1 IDD 10 a 1. Q Q m O 10 V CO ul CO .-I ID Q CO 10 Ia�n{{ M • .1 ID Q SO ID Y41 011 P 01 r1 IO m 10 m O 0 h .1 'o M .a 0. Q D1 h ID M1 a V W 11pp N Lini v h *0 m in N ;In to 'm al 0 N 01 m -' In CO .-I en ru '00 ~ 00 °a h n ID Imo '0 a v a N .. , 'T - m ;0, VD c n UD m n n 04 m tl Q h ON n1 h m >m in •'[ 4 .. g a >" g -. E0 a a y w o 0 0i z o The zxxr`rcrpalitv of E tYt TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOANNE GROCH, ADMINISTRATOR/TREASURER DATE: APRIL 12, 2012 RE: HUMAN RESOURCES POLICY /GROUP BENEFITS POLICY RECOMMENDATION: That group benefits be extended for a maximum of one year from the date of disability and that the Human Resources Policy be amended accordingly. INTRODUCTION: The Municipality currently has no policy in place for extension of benefits in non - work related disability situations. Benefits are covered for the 16 week period while an employee is on Short Term Disability but there is currently no provision to extend benefits while on Long Term Disability. DISCUSSION: Under current legislation, group benefits must be extended for a maximum of one year from the date of disability in situations where employees are receipt of WSIB benefits. Group insurance benefits must also be extended during periods of maternity or parental leave. It would seem appropriate that if an employee receives group benefit coverage to a maximum one year period if on WSIB then he/she should also receive it for non -work related disability situations while on LTD. Joanne Groch, B.A., AMCT Administrator/Treasurer 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax. (519) 785 -0644 C- L Tile 4ffunirij3di uniripalitv Elf rot Pgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOANNE GROCH, ADMINISTRATOR/TREASURER DATE: APRIL 12, 2012 RE: CEMETERY MAINTENANCE RECOMMENDATION: It is recommended that the annual care and maintenance of the following cemeteries — Fleming, Graham, McIntyre and Patterson be under the responsibilities /supervision of the Roads Department until such time that the cemetery maintenance program is re- evaluated. INTRODUCTION: The following cemeteries under the Municipal Licence and are classed as Inactive: Fleming Cemetery Lot 6, Conc BF Graham Cemetery Lot B, Conc B McIntyre Cemetery Lot 9, Conc 12 Patterson Cemetery Lot 5, Conc 8 There are 2 cemeteries that are classed as Active: Ford Cemetery Lot B, Conc 12 St. Peter's Evangelical Lutheran (Schliehauf) Cemetery Lot 13, Conc 11 There are no Care and Maintenance Trust Funds on deposit for any of the above. DISCUSSION: Under the Cemeteries Act as amended the municipality is responsible for the maintenance and upkeep of abandoned/ inactive cemeteries and active cemeteries under our control. Every cemetery owner shall maintain the grounds of the cemetery, including all lots, structures and markers to ensure the safety of the public and to preserve the dignity of the cemetery. Maintenance on the Inactive Cemeteries has been carried out on an annual basis by Don Byers. Don and previously his father have done a spring cleanup for over 25 years. Mr. Byers has notified me that he is unable to continue with the maintenance. 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2C0 Tel: (519) 785 -0560 Fax: (519) 785 -0644 Ford Cemetery is maintained by the Ford family. The municipality maintains the Schliehauf Cemetery cutting the grass regularly throughout the season. We have a contract with Adam Okolisan to do this. I have had discussions with the Road Superintendent and he has advised that the Roads Department could do the annual spring maintenance on the Inactive Cemeteries. However, in the future when A. Okolisan no longer maintains the Schliehauf Cemetery, Council should re- evaluate the cemetery maintenance program. (16-eAl oanne Groch, B.A., AMCT Administrator/Treasurer TO: FROM: DATE: SUBJECT: CSe, Tile of �ffIin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN NORMA BRYANT, CLERK APRIL 12, 2012 POLICY — USE OF MUNICIPAL VEHICLES RECOMMENDATION: That Council approves the policy "Use of Municipal Vehicles" and that the necessary by -law be brought forward. INTRODUCTION: The municipality does not have a policy covering the use of municipal vehicles by Superintendent. DISCUSSION: This policy would address the use of municipal vehicles, primarily pick -up trucks, by Superintendents to go to meetings, educational seminars, and professional conventions. Further, the policy permits these employees to drive the vehicle to and from their residences subject to the Income Tax Act regulations. Respectfully submitted 72e L„w.t_G Norma I. Bryant Attachment — Policy HR -4.7 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR -4.7 Section: Terms of Employment Effective Date: Subject: Use of Municipal Vehicles NEW Revision Date: Page: 1 of 1 1 PURPOSE: 1.01 To provide a policy for the use of municipally owned vehicles. 2 POLICY: 2.01 The Municipality may make a vehicle or vehicles available to Roads Superintendent, Recreation Superintendent, Water Superintendent and Roads Foreman to perform municipal business. 2.02 The Superintendents shall submit a request in writing to the Administrator. 2.03 The Superintendents of each department are responsible for the use, regular maintenance and repairs of the vehicles. 2.04 All incidents of malfunction or major damage must be reported to the Administrator as soon as possible. 2.05 The vehicles will be utilized for Municipal business only which includes work related events such as meetings, educational seminars, professional conventions and other approved events. 2.06 Personal use of municipal vehicles is prohibited. Non -work related passengers, including family members, shall not be transported in municipal vehicles. 2.07 An exception to Section 2.04 is granted to allow employees to drive the vehicle to and from their residences. 2.08 If Section 2.06 applies, employees will be charged in accordance with the regulations made under the Income Tax Act for personal use of municipal vehicles. Information on the kilometers traveled and other applicable information shall be provided to the Payroll Department. 2.09 Fuel consumption shall be monitored for all vehicles. 2.10 Employees using municipal vehicles must: (a) Hold a valid Ontario driver's license that is not under suspension. (b) Not drive the municipal vehicle while under the influence of alcohol, illicit drugs, or prescription drugs, if the prescription drugs might impair driving ability. (c) Obey all traffic laws by driving in a safe and courteous manner. Any traffic infractions will be the responsibility of the driver. 3 ADMINISTRATION: 3.01 The Administrator and Department Superintendents will follow this policy. 4 ATTACHMENTS: 4.01 None Council authorization: 1e4Jflunitijrn1ifi of .izt t COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOANNE GROCH, ADMINISTRATOR/TREASURER DATE: APRIL 12, 2012 RE: CLEANING CONTRACT WEST ELGIN COMMUNITY COMPLEX AND WEST LORNE FIREHALL RECOMMENDATION: That Council authorize a renewal of the cleaning contract for the West Elgin Community ComplexlFirehall with Robyne Burn in the amount of $578.65 per month plus taxes if applicable effective July 1, 2012. INTRODUCTION: The cleaning at the West Elgin Community Complex and Firehall was tendered in mid 2008 and Robyne Burn was the successful bidder. The contract is renewable yearly. Prior to this time the work was completed by a municipal staff person who retired. The contract includes provision of all cleaning supplies and equipment necessary to complete the job. DISCUSSION: In 2009 the contract was renewed with a 3% increase of $15.90 per month. Since then the contract has been renewed with no increase. As a basis, using the same increase that staff got over the 3 year period would equal 6% and would total $32.75 per monthly or $393.00 for the year. Considering that Robyne does an excellent job for us and we have never had a complaint about her work I would recommend that Council continue to renew her contract. Joanne Groch, B.A., AMCT Administrator/Treasurer C fif 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2C0 Tel: (519) 785 -0560 Fax: (519) 785 -0644 -11 A- RODNEY FIRE 2011 2011 2012 BUDGET ACTUAL BUDGET OFFICER PAY, ALARMS, PRACTICES, MTGS $ 60,620 $ 57,907 $ 74,620 TRAINING: : r- memberships $ 700 $ 1,281 $ 1,400 - advanced training $ 2,500 $ 5,352 $ 2,500 - mileage $ 4,000 $ 5,077 $ 4,000 FIRE PREVENTION: - schools, parades, musters $ 2,000 $ 2,168 $ 2,000 (wages under payroll) COMMUNICATIONS: - dispatch /phones /dish $ 10,500 $ 9,784 $ 10,500 - radio /pager repairs $ 1,500 $ 2,046 $ 1,500 - license $ 650 $ 608 $ 650 - software contract $ 1,000 $ 933 $ 1,000 MISCELLANEOUS: - insurance $ 3,000 $ 3,307 $ 3,500 - life insurance /accidental -24 hrs(50 %) $ 4,500 $ 4,014 $ 4,500 - WCB /EHT $ 4,500 $ 4,936 $ 6,000 - utilities $ 7,000 $ 3,131 $ 5,000 - air tests /cert $ 4,000 $ 2,889 $ 4,000 - miscellaneous $ 3,000 $ 1,502 $ 3,000 - office $ 500 $ 2,597 $ 1,000 - meals $ 800 $ 557 $ 800 -foam $ 2,500 $ 1,084 $ 2,500 - Christmas party $ 1,000 $ 901 $ 1,000 - building maintenance $ 3,000 $ 8,914 $ 5,000 VEHICLE EXPENSE: FUEL, REPAIRS $ 16,000 $ 23,047 $ 20,000 EQUIPMENT: - boots, gloves.mask $ 1,000 $ 2,460 $ 1,000 - uniforms,station wear $ 1,000 $ 2,640 $ 2,500 - freezer - 1/2 share with Assoc. $ $ 534 $ - - portable radios /mobiles /mic $ 6,000 $ 5,408 $ - desk,chair $ - $ 468 $ - -air packs - 3 $ 12,000 $ 11,547 $ 4,500 - helmuts $ 1,500 $ 1,137 $ 1,500 - pagers - 4 $ 1,900 $ 1,787 $ 1,900 - speaker on masks - 3 $ $ 1,231 $ 1,500 - medical supplies $ 2,000 $ 1,866 $ 1,000 - bunker gear(11- 11)(4 -12) $ 18,500 $ 18,255 $ 6,400 - tools $ - $ 268 $ 500 - training room shelving $ 600 $ 193 $ 600 -11B- 2011 2011 2012 BUDGET ACTUAL BUDGET - ground monitor $ $ $ 3,500 - computer $ - $ - $ 2,000 TOTAL EXPENDITURE $ 177,770 $ 189,829 $ 181,370 MEETING PAY: Meetings $15 x12x20 men $ 3,600 $ 3,015 $ 3,600 Training $50 x16x20 men $ 16,000 $ 18,950 $ 30,000 Work party & meetings $ - $ Chief - $1001mtg for mutual aid & chief mtgs $ 1,000 $ 4,500 $ 1,000 & out of area mtgs(chief /dep.c.) H & Safety $40 /mtg $ 320 $ 500 $ 320 Fire prevention(incl in work party) $ $ Mutual Aid meetings $15 /mtg $ 1,500 $ - $ 1,500 Mileage Alarms - 1000 hrs x $25 /hr $ 25,000 $ 20,550 $ 25,000 Chief $ 5,000 $ 5,000 $ 5,000 Deputy chief $ 2,000 $ 2,000 $ 2,000 Captains - 4 x 800 $ 3,200 $ 2,392 $ 3,200 Secretary- Treasurer $ 1,000 $ 1,000 $ 1,000 Training Officers - 2 x1000 $ 2,000 $ - $ 2,000 TOTAL TO PAGE ONE $ 60,620 $ 57,907 $ 74,620 REVENUE: Fire Calls - MTO $ 5,000 $ - $ 5,000 Miscellaneous revenue $ - $ 106 $ HST rebate $ $ 2,913 $ Association - 1/2 freezer $ - $ 267 $ - TOTAL REVENUE $ 5,000 $ 3,286 $ 5,000 SUMMARY OF REVENUE & EXPENDITURES Expenditures $ 177,770 $ 189,829 $ 181,370 Revenue $ 5,000 $ 3,286 $ 5,000 NET TO LEVY $ 172,770 $ 186,543 $ 176,370 COMMUNICATIONS RESERVE BAL DEC 31/11 - $100,000 EQUIPMENT RESERVE BALANCE DEC 31/11 - $100,000 (JOINT WITH WL) INCREASE OF 2% April 12, 2012 -11C- WEST LORNE FIRE OFFICER PAY, ALARMS, PRACTICES, MTGS TRAINING: - memberships - advanced training - mileage FIRE PREVENTION: - schools, parades, musters (wages under payroll) COMMUNICATIONS: - dispatch /phones /internet - radio /pager repairs - license - software contract MISCELLANEOUS: - insurance - fife insurance - 24 hrs - WCB /EHT - utilities - air tests /cert - building maintenance - Christmas party - miscellaneous -meals - office supplies - cleaning & repair - bunker gear VEHICLE EXPENSE: FUEL, REPAIRS EQUIPMENT: - gloves - 6(11) - mist equipment/repairs - rescue saw - uniforms & alterations -H2S monitor - pagers - 2 -boots - 11(10) , 6(11) - helmuts - 8,bib hoods - bunker gear -8 sets - includes boots helmuts, balaclavas TOTAL EXPENDITURE 2011 BUDGET $ 75,120 $ 500 $ 3,000 $ 2,500 $ 1,000 $ 10,000 $ 1,800 $ 1,000 $ 1,000 $ 2,500 $ 4,500 $ 4,500 $ 6,000 $ 2,500 $ 3,500 $ 1,000 $ 4,000 $ 500 $ 500 $ 1,000 $ 16,000 $ 540 $ 1,000 $ $ - $ $ 1,400 $ 1,200 $ 1,940 $ 14,000 $ - $ 162,500 2011 ACTUAL $ 63,745 2012 BUDGET $ 75,120 $ 243 $ 500 $ 583 $ 5,000 $ 955 $ 2,500 $ $ 1,000 $ 9,095 $ 10,500 $ 255 $ 1,800 $ 796 $ 1,000 $ 933 $ 1,000 $ 2,197 $ 2,500 $ 4,014 $ 4,500 $ 5,069 $ 5,500 $ 5,961 $ 6,500 $ 1,139 $ 5,000 $ 4,157 $ 3,500 $ 560 $ 1,000 $ 1,771 $ 4,000 $ 152 $ 500 $ 202 $ 500 $ 9,448 $ 12,000 $ 569 $ - $ 254 $ - $ 407 $ 1,329 $ 914 $ 2,868 $ 14,215 $ - $ 131,831 $ 540 $ $ $ 1,000 $ $ 1,400 $ $ $ 15,500 $ - $ 162,360 -11D- 2011 2011 2012 BUDGET ACTUAL BUDGET MEETING PAY: Meetings $151mtgx12x20 $ 3,600 $ 2,670 $ 3,600 Training $50/session x24x20 $ 26,000 $ 25,425 $ 26,000 Advanced training - $75/day $ $ 750 $ - Chief - $100/mtg for mutual aid & chief mtgs $ 1,000 $ $ 1 ,000 & out of area mtgs H & safety $401mtg $ 320 $ $ 320 Work party & meetings $ $ 525 Mutual Aid meetings - $151mtg $ 1,600 $ 4,300 $ 1,600 Alarms $25/hr x 1208 hrs $ 30,200 $ 17,675 $ 30,200 Chief $ 5,000 $ 5,000 $ 5,000 Deputy chief $ 2,000 $ 2,000 $ 2,000 Captains - 3 x 800 $ 2,400 $ 2,400 $ 2,400 Secretary - Treasurer $ 1 ,000 $ 1,000 $ 1 ,000 Training Officers - 2 x 1000 $ 2,000 $ 2,000 $ 2,000 TOTAL TO PAGE ONE $ 75,120 $ 63,745 $ 75,120 REVENUE: Fire Calls - MTO $ 3,000 $ 5,740 $ 3,000 Miscellaneous -HST $ - $ 2,403 $ Miscellaneous - IPM $ 837 Miscellaneous - inspections $ $ 300 $ TOTAL REVENUE $ 3,000 $ 9,280 $ 3,000 SUMMARY OF REVENUE & EXPENDITURES Expenditures $ 162,500 $ 131,831 $ 162,360 Revenue $ 3,000 $ 9,280 $ 3,000 NET TO LEVY $ 159,500 $ 122,551 $ 159,360 COMMUNICATIONS RESERVE BAL DEC 31/11 - $100,000 EQUIPMENT RESERVE BALANCE DEC 31/11 - $ 100,000 (JOINT WITH RODNEY) April 12, 2012 Tunnock Consulting Ltd. 247 Hearst Street North Bac. Chttafio P LB 57.3 Tel: (705)475-0040 Fay (705) 475- 0030 1 -((00 -024 -0 138 Email: gtttnnack @tunnackconsttlting.ca G community planning a building administration adult education and training o municipal restructuring Sent via email March 22, 2012 File PD -1171 Municipality of West Elgin "F Municipality of Dutton - Dunwich Township of Southwold Municipality of Central Elgin Township of Malahide Town of Aylmer Municipality of Bayham Dear Sir or Madam RE: Proposal for Services: Building Fees — Elgin County Municipalities Executive Summary This submission is based on the adaptation of a methodology we have used successfully in undertaking some 57 studies across Ontario under Bill 124 (Building Code Act), the Planning Act and the Municipal Act, respectively, in the review of user fees for building, planning (and engineering), including three of the seven municipalities listed above. In summary we will review the direct and indirect costs of the administration and enforcement as set out under Section 7 of the Building Code Act. The methodology will use an excel spread sheet to correlate types of fee applications /processes to the time taken by staff responsible for the processing multiplied by staff costs (hourly salary/benefits). Added to this will be an hourly rate designed to reflect overhead costs. The formulae embedded in the spread sheets will enable participant municipalities to adjust user fees as staffing and overhead costs increase in future years. Both operational and capital costs will be considered in the review. The key objective is to identify all costs that are legislatively recoverable notwithstanding that municipalities have the prerogative to levy user fees that may be less than I00% cost recovery or cost recovery plus a surcharge to create or add to a Cost Stabilization Reserve Fund for their respective municipalities. As part of our investigation we will work with municipal staff to determine whether certain classes of building fees can be consolidated and/or whether new fees should be added. Since three of the municipalities have been a client of ours in the past, we will reduce our fees for an update to the 2005 studies we prepared. We will also provide a cost saving for multiple clients on the premise that all of the studies would be conducted concurrently. Our budget would be based on the following cost scenarios: Proposed Budget For Building Permit Fee Review Municipality Population Non- Discounted Cost @ $0.45 /capita Discounted Cost for Repeat Clients (20 %) Discount for 5 or more Municipalities (25 %) HST Total based on 25% Cost Discount West Elgin 5,157 $ 2,320.65 $ 1,740.49 $226.26 $ 1,966.75 Dutton- Dunwich 3,876 $ 1,744.20 $ 1,308.15 $170.06 $ 1,478.21 Southwold 4,494 $ 2,022.30 $ 1,516.73 $197.17 $ 1,713.90 Central Elgin 12,723 $ 5,725.35 $ 4,580.28 $ 4,294.01 $558.22 $ 4,852.23 Malahide 9,146 $ 4,115.70 $ 3,292.56 $ 3,086.78 $401.28 $ 3,488.06 Aylmer 7,151 $ 3,217.95 $ 2,574.36 $ 2,413.46 $313.75 $ 2,727.21 Bayham 6,989 $ 3,145.05 $ 2,358.79 $306.64 $ 2,665.43 Total $22,291.20 $ 10,447.20 $ 16,718.40 $18,891.79 Please note that these fees do not include advertizing costs for a public meeting notice. The study will be undertaken within a 4 -6 week time period depending on the participant municipalities being able to meet our data collection requirements. Our expectation is that we would spend approximately 1/2 day meeting with each municipality over 3.5 sequential days. Deliverables will include one digital copy of the draft report and one digital and five (5) hard copies of the final reports. Our proposal also includes one meeting with staff. Building Permit Fees 1. Introduction Municipalities in Elgin County are proposing to review Building Permit Fees based on the requirements of the Building Code Act. The project will be an update of the fees adopted on the basis of the 2005 study (which was prepared by our firm) for three of the municipalities and a new study for each of the others. 2e enilding Code Act Section 7 of the Building Code Act permits a council of a Municipality to pass a by -law, "prescribing classes of permits requiring the payment of fees on applications for and issuance of permits and prescribing the amounts thereof; (and) providing for refunds of fees under such circumstances as are prescribed." The Building Code Act establishes greater accountability for the fees levied for building permits. Section 7 sets out the requirements with respect to calculating fees and informing the public of changes to fees or the introduction of new fees. Section 7(2) states that the "The total amount of the fees authorized under clause (1) (c) must not exceed the anticipated reasonable costs of the principal authority to administer and enforce this Act in its area of jurisdiction ". The legislation imposes a high level test or "anticipated reasonable cost" without explicitly setting out the scope of those costs or what is reasonable. It does not indicate that the cost must be determined for each class or type of permit issued. However, any changes to fees or the introduction of new fees will require any Municipality to meet the requirements of the Act. A Municipality is expected to calculate both the Direct and Indirect costs of Administration and Enforcement of the Act. Section 7(4) sets out the reporting requirements. An Annual Report on Fees and costs is required. Specifically, "Every 12 months, each principal authority shall prepare a report that contains such information as may be prescribed about any fees authorized under clause (1) (c) and costs of the principal authority to administer and enforce this Act in its area of jurisdiction." Section 7(5) states that the report must be available to the public. Where there is a change in fees, (as would be anticipated as a result of this study), Section 7(6) requires that Public Notice be given and a meeting held. However, notice of the meeting only has to be given to those who requested notice by writing to the Clerk of a Municipality. A Municipality must maintain a registry of those who submitted written requests to be notified and has provided an address for the notice. This includes any person and organization who filed a request within the previous five years. Notice of the meeting must be sent by regular mail at least 21 days prior to the proposed meeting. (Despite the requirements of the Act, our experience is that Municipalities will place a notice in the newspaper to advertize the public meeting.) Finally, as a component of the accountability, the Municipalities must identify how surplus revenues or a reserve are used where, for example, the fees collected in any given year exceed the cost of the service provided and the surplus is carried over to the next fiscal year. Surpluses are to be placed in what is called the Cost Stabilization Reserve Fund. We do not know if such Reserve funds have been established in the Elgin County municipalities. aailding Permit Fee Review Methodology The following sets out in detail, the steps required to determine a proposed building permit fee structure. This is based on work we have undertaken for some 57 other municipalities across Ontario as well as our interpretation of the Building Code Act related to fees. The following tasks will be undertaken in consultation with municipal staff (e.g. CBO, CAO, and Finance Director): A. Building permit activity will be collected for the period 2006 -2011 (minimum) to determine the median level of activity for each permit type. This will for the basis of the data collection and the determination of an `average level of permit activity' over the past 5 -year period. For 3 municipalities the time period would be 12 years (2000 -2011) B. We will also need information on the average floor area of a single detached dwelling, and if possible, a typical per square foot construction cost for 2011 for residential and non- residential building types. C. Financial information will be collected from the 2012 municipal budget in order to calculate direct and indirect costs related to building permit fees. This will include a breakdown of salaries and benefits and overhead costs for all departments which provide support services to the Building Department, as well as the Building Department itself (direct costs). We will also ask for fee revenue statements and a copy of the Annual Report (required by the Building Code Act) for the period 2006 -2011 to establish revenue trends. ec i't`oeess D. We propose to interview the CBO and the a representative of the Finance Department to determine the following: a Strengths and weaknesses with respect to the administration of the current fee structure; • A review of the building permit application and field inspection process; Correlation of the Cost Stabilization Reserve Fund to operational and capital costs over the last 5 year period. E. Tirne allocation information will be collected for municipal personnel who perform support services to the building service (indirect costs). These typically include Council, CAO /Clerk's Department, Finance, Fire Department, and Legal. This allocation focuses on the time spent over the course of a year on building - related duties as a percentage of the total work year (i.e. a 35 hour week = 1820 hours). This in tum will be multiplied by the salary, benefits and overhead to determine the actual indirect costs for the administration. Specific hourly rates will be required for each staff person who has responsibility for delivering building - related support services to the Building Department. F. Time allocation information will also be collected on the average time spent by the Chief Building Official and other building department staff in the processing of various types of building permits including receiving the application, reviewing building plans, conducting field inspections, carrying out records management and enforcement. This information will be used to determine the direct costs for enforcement and will be distinguished from other responsibilities building officials perform, but which are not an eligible component(s) to be funded under Section 7 of the BCA ( i.e. property standards). Specific hourly rates for all building department staff and benefits will also be collected. Part of this task will be to review the classes of permits to determine whether revisions are required. G. A permit fee calculation will be undertaken for each class of permits that distinguishes the Indirect Administration and Enforcement Costs and the Direct Administration and Enforcement Costs whose tabulation will yield a representative building permit fee for that class of permit. An adjustment will be made to the candidate fee structure for minor permits such as a conditional permit, change of use permit, demolition permit, renewal permit and minor renovation permits i.e. to provide for a cross - subsidy to avoid an undue fee for minor permit types. This is representative of practices across. H. Recommendations will be made for a Building Permit Fee structure (regime) that meets the requirements of the Building Code Act and associated regulation. The recommendations will be made on the basis of 100% cost recovery subject to any relevant adjustments for the Cost Stabilization Reserve Fund. The proposed Building Permit Fees will be formatted so that it is directly transferable to area municipalities and the Building By -law. J. This study program includes a Building Permit Fee Report (5 final copies), a digital copy, all excel sheets encrypted with formulae, a public meeting notice and a template for an Annual Report. The above list sets out the essential ingredients for this project. Despite the emphasis on updating the work we did in 2005 for three of the municipalities, we are committed to ensuring that all benefit from the modifications to our methodology gained from the experience of working with many municipalities since 2005. We also recognize that there have been changes to the technologies municipalities use in the processing of building permits (i.e. on -line services, in- field data inputs); hence we will also ensure that any changes or proposed changes are reflected in the processing times. Municipal Resource Commitments Municipal staff will be asked to complete /provide information in a spread sheet format (Excel) as part of the process. This will be in addition to other information to be collected: Approximate time commitments to provide us with information are as follows: • CBO: 2.0 -2.5 days — project administration, interview, review classes of permits • Building Administrative Assistant: 1.0 days — collect and input of building permit activity information • Finance Director or equivalent: 1.0 days - provide excerpts from 2012 budget and revenue information from past budgets, calculate time allocation for budgeting and support services of finance staff; provide salary and benefits rates for all affected staff, provide information and/or calculations on overhead costs The above list does not preclude consideration of other municipal departments who may be implicated by the building inspection service. Project Management and Deliverables This project will be undertaken solely by GIenn Tunnock who will be responsible for all the professional and technical services requirements. There will be no sub - contracted services. As indicated in the Qualifications below, Glenn has authored many of these studies across Ontario over the last decade. Project deliverables may be summarized as follows: • 1/2 day working meeting with municipal staff to explain methodology, conduct interviews and collect background information • Draft report (1 digital) • 5 copies of final report and 1 digital copy • All Tables in excel format with encrypted formulae All intellectual property generated by this study is understood to be owned by the respective municipality. Quallflcatkrns Tunnock Consulting Ltd. is active in carrying out building, planning and municipal user fee studies across Ontario. Glenn Tunnock, MPA, RPP, CMM 1, has developed and applied a methodology which has been widely accepted across Ontario and has resulted in the adoption of new user fee by -laws in over 57 municipalities in Ontario. References Leon Bach, CBO City of St. Thomas 545 Talbot Street St. Thomas, Ontario, N5P 3V7 Tel 519 631 -1680 lbach(a,city. st- thomas. on. ca Don Wilson, RPP Manger, Planning Corporation of the City of Windsor 350 City Hall Square West, 4th Floor Windsor, Ontario N9A 6S 1 Tel 519 255 -6281 x6250 dwilson @citv.windsor.on.ca Colleen Sauriol, RPP Director of Planning and Development City of Pembroke 1 Pembroke Street East PEMBROKE ON K8A 6X3 Tel 613 735 -6821 x 1301 csauriol@nembroke.ca This is to indicate that Tunnock Consulting Ltd. has no conflict of interest with respect to this study; that the company carries professional liability, comprehensive and automobile insurance; and that the company is covered by WSIB. Thank you once again for your expression of interest in our services. We would be pleased to answer any questions you may have with respect to our proposal. Yours sincerely, Glenn Tunnock, MPA, RPP Building and Plannin Permit Fee Studies Durham Region York Region Elgin County Ajax* Pau! Allore Georgina* _ Deborah Buck St. Thomas Leon Bach Brock Joseph Bonura King Brian Grubbe Essex County Niagara Region Bruce County Tecumseh* Brian Hillman Pelham Ernie Cronier South Bruce Peninsula Wayne McFadden Windsor* Lee Anne Doyle Wainfleet Scott Luey Elgin County Frontenac County Central Frontenac Cathy MacMunn Waterloo Region Aylmer Daniel Dale Central Elgin Al Shaw North Dumfries Darryl Denny Malahide Eugenio DeMeo North Frontenac George Gorrie Grey County Meaford Blue Mountains Richard Carefoot Greg Miller Haldimand County Haldimand Es Vanderwindt Middlesex County Adelaide Metcalfe Lucan Biddulph Middlesex Centre Strathroy- Caradoc Jeff Denomy Ron Reymer Matthew Stephensen Perth County St. Marys Grant Brouwer Peterborough County Galway - Cavendish - Harvey Peterborough Mike Zimmer Malcolm Hunt Huron County Bluewater South Huron Lanark County Lori Wolfe Dwayne McNab Thames Centre Northumberland Cobourg Cramahe Dave Murray County Frank Lukes Mora Chatterson Precott - Russell County Alfred & Plantagenet Casselman Clarence - Rockland Marc Daigneault Mario Villeneuve Daniel Gatien Lanark Highlands Amanda Mabo Renfrew County 1 Colleen Sauriol Slmcoe County Clearview Scott MacLeod Wellington County Erin Sharon Marshall Port Hope Algoma District Blind River Elliot Lake Hilton Township Huron Shores Ken Andrus Jocelyn Township Johnson Township John Jones Lesley Sprague Ron LeBlanc Bev Eagleson Ron Leblanc Lennie Smith Russell Julia Tuff Muskoka District Georgian Bay J Lennard Leitch Nipissing District Calvin Mattawan Papineau- Cameron North Bay* Lynda Kovacs Gerry Du uis Gerry Dupuis Shawn Kiilins West Nipissing Alain Bassinet Planning Application Fee studies indicated by an * and are in addition to building permit fees for the municipality indicated. et(a. Planners Inc 10 April 2012 MEMORANDUM TO: Members of Council Municipality of West Elgin FROM: Ted Halwa RE: Secondary Plan - Terms of Reference - Port Glasgow - 2' Report #031812155 Further to our previous report dated 19 March 2012 and discussions with Council on 26 March 2012 with respect to the above- mentioned matter, we have revised the preliminary version of the Terms of Reference for Council's consideration in moving forward with this undertaking (refer attached). In the course of doing so, we have met with representatives of Seaside, Port Glasgow Yacht Club, Lakewood Trailer Park and the Ministry of Municipal Affairs and Housing. It would appear to be a fair observation that all parties support the preparation of a secondary plan, although it is important to acknowledge that Seaside maintains that one is not necessary and that if the decision is ultimately made to prepare one, it has its own proposal as to its scope and the manner in which it should be carried out. Seaside's proposal has been provided to Council under separate cover. Its essential features which significantly distinguish it from the attached Terms of Reference are: a) Seaside would prepare the secondary plan with assistance from West Elgin limited to facilitating the staging of public meetings i.e. venue, notices, advertising; b) Seaside would finance the preparation of the secondary plan; c) Seaside's work to date would form the basis for the secondary plan; d) Seaside's draft plans of subdivision /condominium and rezoning would be part of the secondary plan process; e) The secondary plan would form an appendix to the Official Plan; f) The secondary plan would be limited to Lot 6, Con XIV; g) The secondary plan would be more limited in scope; h) Issues pertaining to Seaside's proposals for Havens Lake Road would be resolved through a one day public workshop; Secondary Plan - Port Glasgow Terms of Reference Municipality of West Elgin 10 April 2012 page 2 i) Outside expertise would not be retained. #031812155 Seaside has maintained that the secondary plan should be scoped, brief, concise and not costly with the emphasis on Havens Lake Road. A secondary plan provided to us by the Ministry of Municipal Affairs for a developed area, St Clair North on the fringe of the City of Chatham, would be used as a template by Seaside. The secondary plan for the area comprises an amendment to the official plan and a supporting background report. With respect to the inclusion of Lot 7, Con XIV (and a small sliver of Lot 8, Con XIV), it would also seem to be a fair observation that all parties, with the exception of Seaside, are supportive. This support is premised on the basis that these lands are only included in a general level; meaning that their inclusion does not trigger any technical research or particular study at this time and that it recognizes the status quo for existing uses /development and previous commitments given to undeveloped lands. Seaside's first preference is to exclude Lot 7, Con XIV, however, it appears it would not oppose it (albeit reluctantly) provided it is on the basis described above. The advantage, as we would submit, to including Lot 7, Con XIV is that it will engage all landowners in Port Glasgow on an equal basis in the preparation of the plan and has a greater potential to result in a more cohesive, integrated and balanced plan than it would otherwise. It may also save Lakewood Trailer Park the time and expense of preparing a secondary plan or amending the proposed secondary plan at the time it elects to move forward with a proposal for its undeveloped lands in Lot 7, Con IX. It is understood that Seaside will continue with the EA process commenced in 2008 by Spriet Associates on the matter of waste water servicing in Port Glasgow. This process was terminated by the Municipality upon determination that a need was not found to be apparent for a municipal sanitary sewage system to service existing and future development but rather only future development in Port Glasgow. Completion of the process will focus on the provision of a sanitary sewage treatment plant dedicated exclusively to service the development proposed by Seaside. If during that course of completion of the process, a need or demonstrated is identified to service existing development, Seaside would inform the Municipality and the secondary plan process modified accordingly. Similarly, if during the preparation of the secondary plan, a need or demonstrated benefit is identified to service existing development by a sanitary sewage system, Seaside would be informed by the Municipality and the implications to completing the EA process reviewed and modified accordingly. Secondary Plan - Port Glasgow Terms of Reference Municipality of West Elgin 10 April 2012 page 3 #0318 /2155 Integration of required approvals under the Environmental Assessment Act with required approvals under the Planning Act is provided for under the "Municipal Class Environmental Assessment Guidelines" (Section A.2.9) as a means to streamline the approval process and to facilitate public understanding and input. This feature is discretionary as opposed to mandatory. It has been the topic of considerable and recent discussion led by Mr. Richard Pellarin of Sco -terra on behalf of Seaside as it relates to the approvals it requires for a proposed communal private sanitary sewage system to service its proposed development as per its draft plans of subdivision and common elements condominium submitted to the Ministry of Municipal Affairs and Housing (MMAH) for approval. Both MMAH and the Ministry of Environment have been involved in these discussions. It is Seaside's preference, at this stage, to integrate the approvals it requires under the Environmental Assessment Act with the approvals it requires under the Planning Act. This would appear to be an appropriate approach and one the Municipality should support and facilitate. (original signed by) Ted L. Halwa MCIP, RPP Terms of Reference Port Glasgow Secondary Plan Municipality of West Elgin April 10, 2012 1. Purpose of the Secondary Plan: to provide a context or framework for the future character and form of the settlement area of Port Glasgow against which changes in use and the development and redevelopment of individual parcels would be evaluated and future decisions made with respect to municipal infrastructure and facilities in accordance with a stated vision, goals, objectives and policies; compatible and effectively integrated and with existing development; consistent with the Provincial Policy Statement and in conformity with the West Elgin Official Plan. 2. Study Area: the settlement area being Lot 6 and Lot 7, Con XIV (refer attached). 3. Scope: a) Population and Demographic Characteristics; b) Natural Heritage and Cultural Heritage; c) Natural Hazards — Hazardous Lands; d) Existing Land Use; e) Type and Designation of Future Land Uses; f) Urban Design Principles and Features; g) Viewing Sheds and Vantage Points; h) Vehicular Needs and Circulation; i) Pedestrian Needs and Circulation; j) Servicing Needs /Requirements. 4 Specific Issues for the Secondary elan to Address: a) location, limits and character of a 'town centre' (or centres); b) location and form of future development along HLR; c) ultimate desired cross section and road allowance of HLR; d) need for a dedicated lane on HLR for vehicles hauling boats; e) enhancement of and access to lakefront views; f) land dedication for parkland; g) amount and location of parking areas to meet future demands; h) potential expansion of the Port Glasgow Marina; i) optimum location for STP and SWM facility; j) design guidelines for new development and public improvements; k) traffic and pedestrian circulation system; I) municipal services and facilities to service design population. Terms of Reference - Port Glasgow Secondary Plan Page 1 Municipality of West Elgin 5. Level of Detail: a) between level of an official plan and above the level of a master plan or proposed plan of subdivision or a site plan; b) 'mid - level' as opposed to `high level' or 'low level'. 6. Required Areas of Expertise: a) and use planning; b) urban design; c) transportation planning; d) civil engineering; e) environmental planning. 7. Existing Information and Reports: a) Seaside Waterfront Inc. — technical reports b) Seaside Waterfront Inc. — draft plans and site plan c) Municipality of West Elgin — Official Plan and Background Report d) County of Elgin — draft official plan and related reports 8. Outputs: a) background report; b) vision statement; c) goals and objectives; d) policies; e) guidelines; f) plans and drawings. 9. Public Engagement: a) public meetings — minimum of three: i. one at the beginning of the process to explain what is being done and to ensure all pertinent issues are being addressed; ii. one mid -way to present findings and scenarios /options /solutions being considered; iii. one near the end to present recommended plan (statutory); b) one day public workshop on HLR alternatives; c) meetings with key stakeholders; d) meeting with Douglas Line residents; e) social media. Terms of Reference Port Glasgow Secondary Plan Page 2 Municipality of West Elgin 10 Agency Consultation: a) Provincial Ministries (coordinated by MMAH); b) Lower Thames Valley Conservation Authority; c) County of Elgin. 11. Estimated Cost (Labour & Expenses): $47,450.00 (refer Table 1 - attached) 12. Time Frame: April - October 2012 April 15 - May 30 - introductory public meeting - undertake required research and mapping - development of alternatives - agency consultation - meetings with key stakeholders & Douglas Line June - public workshop on alternatives for HLR - 2nd public meeting to present findings; - stakeholder consultation - agency consultation July 7 :August..::.:. - prepare background report and secondary plan - circulation and distribution September - consultation and review - 3`d public meeting (statutory) October - final revisions - notice of intent to adopt - adoption by Council Terms of Reference - Port Glasgow Secondary Plan Page 3 Municipality of West Elgin r r unrcr •art o rr • RT . LA • it CACV es C) H U O in ,1 o O CV 69 Environmental I 00'0001$ 0 O 0 69 Engineering O O 0 0 u N 69 00.00s$ Urban Design o 0 Lt (p 61 0 0 kn N 69 0 0 0 Z W A Planning I Technician M v) CV N 0 O O in vt $375.00 0 O N ti ri 41 N VI 0 0 O fA 0 0 r4 69 0 0 O N- v9 Dan Smith 1 Project Planner 1PHASE 1: Background Reasearch m 22.5! 585.00 0 N (D VI VI 0 f■ CO cp 1-I 69 PHASE I1: Review 0 0 0 v; O) 69 0 vl N CO In 69 0 O 69 T. Halwa Project Manager in 37.5 O LA N O O In N .1 44 O O LA N In 6R m in ni N 0 V1 N 64 O 0 1!] N 1- 1 69 1 $3,375.00 Population & Demographic Characteristics 'Natural Heritage and Cultural Heritage Natural Hazards - Hazardous Lands 'Existing Land Use 1 Urban Design Principles & Features 1 Viewing Sheds & Vantage points Vehicular Needs & Circulation 1 Pedestrian Needs & Circulation Servicing Needs /Requirements 1 Havens Lake Road Alternatives 'Project Management 1 Man-Days co, o x 2 Hourly Rate E ' A 4. N U Public Workshop on HLR I2nd Public Meeting 'Stakeholder Consultation 'Agency Consultation 'Project Management Man-Days y o Z Hourly Rate Per Diem H U 0 V su 0 ca b-4 wl Q0 u ° N ...-1 fl 0 f� N. CO 6h 0 0 in N c °a 0 EIi = 0, �t 0' �.i VI C ar .,L, O O 0 0 0 0 ba O m.T. ni ni ea Z C Z w O o in m 64 0 0 0 61 0 °o 0 o ... to" Iff V1 f` m 0 O 0 in 69 0 O Vi N. 00 yy M In of (V 0 o 0 In da 0 o lit f, m 0 O I:l N ,-f r i 'A M' 0 vi F. 00 Tr 64 LA N N. M 0 in N EID in 69 O in Ni 00 N :id) N N O N 0 in b3 O LA N .--I iiiiir 0 8 Ln N A lfl 69 LA LA N. en 0 O in N ,� 69 O O N 1.0 6699 m LA N. m 0 Q N .■ 69 0 O N (0 6N9 00 .w 0 0 U7 N N 69 0 6 0 0 O 6 0 In 6q 0 6 0 — b4 00 0 00 - fA 6 In FA x x A L. " 0 00 cei 613 0 0 0 0. a O b4 0 O v a 0 0 Kirkness Consulting Urban and Rural Planning 1647 Cedarcreek Crescent, London, Ontario N5X 008 TEL: 519- 672 -6550 FAX: 519- 672 -4290 Laverne @kirknessconsultinginc.ca www.kirknessconsultinginc.ca April 6, 2012 WITHOUT PREJUDICE Norma Bryant Municipality of West Elgin 22413 Hoskins Line PO Box 490 Rodney, Ontario NOL 2C0 Re: PROPOSAL from SEASIDE WATERFRONT Inc. on Terms of Reference to prepare the SECONDARY PLAN and to REQUEST TO APPEAR AS A DELEGATION by Seaside Waterfront Inc. for Council meeting of April 12, 2012, West Elgin, County of Elgin. Dear Ms. Bryant: Please find enclosed the terms of reference that is being proposed by Seaside Waterfront Inc. to complete the Secondary Plan, and would hope to present it to Council as a delegation on that day, notwithstanding our recent conversation about the fullness of the agenda. Thank you Yours truly, Kirkness Consulting Inc. ,Urban and Rural Planning Laverne Kirkness, BES.RPP.MCIP. Encl. cc. Seaside Waterfront Inc. cc Ricahrd Pellerin — Scoterra Engineering cc. Ron Koudys — RKLA Inc. cc. Community Planners Inc. 1 SECONDARY PLAN -- Port Glasgow (Without Prejudice) Terms of Reference -- March 24, 2012 Prepared by Seaside Waterfronts Inc. Development Team BACKGROUND Various events over the last several months have offset Seaside's efforts to advance the development applications and approvals pertaining to its Part Lot 6 lands. These activities include: 1. The PGYC breaking off discussions and acting in bad faith with respect to its interests in Haven's Lake Road and prior commitments made to Seaside; 2. West Elgin Council being unable to fulfil the agreements to swap /convey surplus lands along Haven's Lake Road; 3. West Elgin Council deferring the rezoning application for the Seaside commercial block at the base of Havens Lake Road; 4. The apparent increasingly restrictive position of the MNR on the lands along Havens Lake Road. 5. The Secondary Plan Report and recommendation to Council by Community Planners Inc. on March 22, 2012; which matter was referred by Council for clarification of the following: a. The SP should be concise, not costly and include Lot 6 only; b. The SP should reflect much of the detailed work that Seaside has already completed; c. The SP primary issue is "what do we do with Haven's Lake Road ? "; d. The method of waste water servicing has already been decided upon with an EA in 2009 and does not need to be started over. The above developments are of serious concern to Seaside's Shareholders and Consultant Team, with due regard for the fact that the project commenced in 2008, with 4 years of extensive planning, public- agency consultation and technical studies; yet insufficient progress has occurred with respect to gaining planning approval of its applications as follows: ➢ Draft Plan of Subdivision approval; ➢ Draft Plan of Common Elements Condominium Approval; • Application for an Amendment to the Zoning Bylaw in connection with the aforementioned Draft Plan approvals; ➢ Application for an amendment to the Zoning Bylaw for the Commercial Block at the base of Havens Lake Road. 1 TERMS OF REFERENCE FOR SEASIDE INITIATED LOT 6 SECONDARY PLAN (SP) 1. The Secondary Plan to align with MMAH -WE— Seaside discussions of September 9, 2011 where: a. the significant amount of work completed by Seaside ( approximately $935,000) should be recognized and utilized; b. Seaside's work should form the basis for the Secondary Plan; c. Secondary Plan should be scoped and brief — approximately 7 to 20 pages; d. Secondary plan would form an Appendix to the WE Official Plan; e. the Secondary Plan could be a part of a motion of settlement of Seaside's appeal before the OMB. 2. The Secondary Plan would be based on the following parameters and components: a. Lot 6 would be the subject of the SP; b. Seaside's work would be reflected in the SP; c. The list of 8 items in the MMAH proposed modification #40 would be the backbone of the SP, together with appropriate Vision, Goals and Objectives; d. SP would identify that Wastewater Servicing (schedule "C" activity) remains subject to fulfilment of the Municipal Class EA planning process; e. The specific issue of "what to do with Havens Lake Road" would be the subject of a special public participation element as per West Elgin Council's sentiment; f. The SP would contain significant communication with the local Council, Administration and the Public; g. Seaside's applications for Draft Plans and Rezoning will be a part of the SP process which will enable completion of statutory requirements — sanctioned by MMAH; h. Seaside will lead and finance the SP, with logistical assistance from West Elgin with such matters as public meeting locations, public advertising and notices. 3. The Secondary Plan Process would following a 6 month schedule ( April thru September): a. April — prepare SP by Seaside team; b. April — hold 1 day -long public workshop on issues of Havens Lake Road, that would deal with land use along Havens Lake Road, ultimate road width and cross section, surplus lands, on- street parking, off- street parking, traffic operations, and pedestrian facilities; c. May — presentation to Council and staff (and MMAH if desired); d. May — open house, information session and public meeting for SP and DPs and rezoning, including the commercial block; e. June — revisions and additions to the SP by Seaside; f. June — presentation to Council and staff (and MMAH if desired); g. June — open house, information session and public meeting for SP, DPs and rezoning — including the commercial block; h. July — submission to MMA for review; i. August — discussion amongst MMAH, WE and Seaside to finalize SP; j. September — request hearing before the OMB — either for settlement OR hearing, depending on agreement and consensus; k. September -- If consensus is achieved per item j. above, Draft Plan Approvals granted by MMAH and zoning bylaw approved by local Council. If no consensus, or appeal by public, then move forward to consolidated hearing — likely in winter of 2013.- - decision in Spring- Summer 2013. [the end] 2 C 1(c) Community Planners Inc. Middlesex County Building 399 Ridout Street No London, Ontario N6A 2P1 Community Planners inc Tel: (519) 983 -1028 Fax: (519) 438 -7770 e -mail: lndon@communityplanners.cont 10 April 2012 MEMORANDUM TO: Members of Council Municipality of West Elgin FROM: Ted Halwa RE: County of Elgin - Draft Official Plan — Submission - West Elgin #000811591 We have reviewed the draft Official Plan for the County of Elgin from the perspective of the Municipality of West Elgin and make the following suggestions and recommendations for forwarding to the County to take into account in the preparation of the final draft for adoption by County Council. 1. Purpose of the Plan (p. 1) — states The purpose of the Elgin County Official Plan is to provide direction and a policy framework for managing growth and land use decisions..." While the County as -a whole has been increasing, the Municipality of West Elgin (or at least the three former municipalities now comprising the Municipality of West Elgin) has been declining in population since 1996. Other municipalities In Elgin County have also been experiencing population decline. Those municipalities experiencing decline would perhaps be better served (or, at least, feel better served) by a county official plan that makes a meaningful gesture to addressing decline as well as growth in Elgin County. 2. A2 Community Vision (p.6) — the description of the Lake Erie shoreline with its high bluffs is contrasted to low lying shorelines elsewhere along the Great Lakes leads to the statement As a consequence, much of the shoreline area remains undeveloped and the views are extraordinary." This statement implies the existence of a significant untapped resource which may be misleading. In fact, it is because of the high bluffs which makes access to the shoreline limited and treacherous and because of the erosion prone nature of the bluffs that the shoreline remains largely undeveloped. What this leads to is the challenges faced by development along the shoreline, the need for creative yet effective strategies to shoreline management and the added significance of revitalizing the various ports along the shoreline where access is feasible and public ownership presents opportunities for public access. Community Planners Inc Draft Official Plan of the County of Elgin Municipality of West Elgin 10 April 2012 page 2 #0008/1591 In this section it is stated that with respect to geography, the County consists of three distinct components" (p. 6) and goes on to identifying them as comprising the Lake Erie shoreline, the many rivers that flow into Lake Erie and extensive areas of prime agricultural land. We would suggest that the County's extensive areas of natural heritage (particularly evident in West Elgin and Bayham) deserve recognition as well. The statement " many of the settlements in the County are located on Lake Erie" (p.7), In fact of the ones recognized in Table 1 of the Plan, only four are located on Lake Erie and one of these is Duttonna Beach which scarcely qualifies as a settlement area. On the other hand, Port Glasgow in West Elgin is not and should be. 3. A5 Economic Strategy (o.12): A stated policy of this section (p.13, d)] is to support the efforts of "existing Business Improvement Areas " Perhaps unintentional but it is not apparent why this statement is limited to "existing ". Establishing a joint business improvement area to serve the town centres of Rodney and West Lorne in West Elgin is a recommendation of the Community improvement Plan for the town centres of these two villages adopted by the Municipality in 2009. While initially turned down, it is conceivable that a BIA will ultimately be established as recommended. » » » » » » » » »» » » » » » »> > » » » » » » » » » » » » » » » » » » » » »» NOTE: This report is incomplete at the time of writing. In light of the request of the County to forward comments, it was our hope to have this submission completed in time for Council's consideration on April 12, 2012. This proved not to be possible. We do intend to provide a more complete submission at the meeting and present Council with the options available in terms of endorsing the submission and forwarding same to the County. (originally signed by) Ted L. Halwa MCIP, RPP Environment and Land Tribunals Ontario Environmental Review Tribunal 655 Bay Street, Suite 1500 Toronto ON M5G 1 E5 Telephone: Toll Free: Fax: Website: (416) 212 -6349 1- 866 -448 -2248 (416) 314 -4506 www.elto.gov.on.ca February 22, 2012 Tribunaux de I'environnement et de I'amenagement du territoire Ontario Tribunal de I'environnement 655 rue Bay, suite 1500 Toronto ON M5G 1 E5 Telephone: (416) 212 -6349 Sans Frais: 1-866-448-2248 Telecopieur: (416) 314 -4506 Site Web: www.elto.gov.on.ca NOTICE TO ALL OWNERS OF NEARBY LANDS AND INTERESTED PARTIES: Enclosed is a Notice of Hearing for an appeal before the Environmental Review Tribunal. You are being notified of this hearing because you are an owner of land near the approved renewable energy project or a person who may have an interest in this hearing. Owners of nearby lands and interested parties may seek the opportunity to participate at the Hearing. you are not required to attend the hearing, but if you do wish to be involved, there are four ways in which you may do so. They are as follows: 1. You may attend the hearing and observe the proceedings, but not actively participate. 2. You may request the hearing panel to grant you presenter status at the hearing. If granted presenter status, you will be able to provide your testimony under oath or solemn affirmation on a given day at the hearing, and be cross- examined by all parties. You may also file written material in addition to your oral presentation. 3. You may request that the Tribunal grant you participant status at the hearing. If granted participant status, you will be able to provide your testimony under oath or solemn affirmation on a given day at the hearing, and be cross- examined by all parties. You may also file written material in addition to your oral presentation and make submissions at the beginning and end of the hearing. 4. You may request that the Tribunal grant you party status. If granted party status, you will be able to present evidence through witnesses, cross - examine witnesses and make submissions at the beginning and end of the hearing. Parties are often represented by legal counsel. Parties are expected to attend all hearing days. Parties are also subject to the Tribunal's costs rules. Should you wish to participate in this hearing, you should immediately write, fax or email the Case Coordinator to indicate your intention. You should visit the Tribunal's website to obtain a copy of the Rules of Practice and Practice Directions of the Environmental Review Tribunal and the relevant Guide. The Tribunal's website is located at www.ert.gov.on.ca. If you do not have Internet access, a copy of the Rules of Practice and Practice Directions and the relevant Guide will be mailed upon request. Yours truly, Donna Symonds Deputy Registrar Assessment Review Board - Board of Negotiation - Conservation Review Board - Environmental Review Tribunal - Ontario Municipal Board Niagara Escarpment Hearing Office - Office of Consolidated Hearings Environment and Land Tribunals Ontario Environmental Review Tribunal 655 Bay Street, Suite 1500 Toronto ON M5G 1E5 Telephone: Toil Free: Fax: Website: (416) 212-6349 1- 866 -448 -2248 (416) 314 -4506 www.eltagov.on.ca Tribunaux de t'environnement et de I`amenagement du territoire Ontario Tribunal de I'environnement 655 rue Bay, suite 1500 Toronto ON M5G 1 E5 Telephone: (416) 212 -6349 Sans Frais: 1- 866 - 448 -2248 Telecopieur: (416) 314 -4506 Site Web: www.elto.gov.on.ca Ontario Case No.: 12 -004 NOTICE OF PRELIMINARY HEARING AND HEARING In the matter of an appeal by Chatham -Kent Wind Action Inc. filed February 6, 2012 for a Hearing before the Environmental Review Tribunal (Tribunal) pursuant to section 142.1 of the Environmental Protection Act, R.S.O. 1990, c. E.19, as amended with respect to a Renewable Energy Approval issued by the Director, Ministry of the Environment, on January 19, 2012 to Gesner Wind Farm LP under section 142.1 of the Environmental Protection Act, regarding the construction, installation, operation, use and retiring of five (5) wind turbine generators each rated at 2 megawatts generating output capacity with a total name plate capacity of 10 megawatts, designated as source ID Nos. WTG1 to WTG5, each with a hub height of 90 metres above grade; and associated ancillary equipment, systems and technologies including supporting technical equipment, distribution lines and access roads. located at Lots 15 to 17, Concession III and IV in Chatham -Kent Municipality. The purpose of the Hearing is for the Tribunal to review the Director's decision and consider only whether engaging in the renewable energy project in accordance with the Renewable Energy Approval will cause serious harm to human health or serious and irreversible harm to plant life, animal life or the natural environment. If the Tribunal determines that such harm will be caused, the Tribunal may revoke the Director's decision; by order, direct the Director to take such action as the Tribunal considers appropriate; or alter the Director's decision, for which purpose the Tribunal may substitute its own opinion. If the Tribunal determines that such harm will not be caused, the Tribunal shall confirm the Director's decision. Preliminary Hearing: A Preliminary Hearing will be conducted by the Hearing Panel on March 22, 2012 at 10:00 a.m. in Brunner Community Centre, Ferguson Park, 32 Wallace Street, Thamesville, Ontario. The purpose of the Preliminary Hearing will be to rule on requests from groups and individuals for Party, Participant or Presenter status, to identify the issues to be considered at the main Hearing and to deal with any preliminary matters that may be raised by Parties, Participants and Presenters. How to Participate: Any person who wishes to participate in this Hearing as a Party, Participant or Presenter should provide their request in writing (preferably by email) to the Case Manager by 4:00 p.m. no later Assessment Review Board - Board of Negotiation - Conservation Review Board - Environmental Review Tribunal - Ontario Municipal Board Niagara Escarpment Hearing Office - Office of Consolidated Hearings 2 than Monday, March 19, 2012 stating what status they are seeking; their interest in the proceeding; a statement of the issues, facts and submissions relevant to the appeal that they wish to present; and whether their participation is likely to make a relevant contribution to the Tribunal's determination of whether engaging in the renewable energy project in accordance with the approval will cause serious harm to human health or serious and irreversible harm to plant life, animal life or the natural environment. If a written request is not received by the required deadline, the Tribunal may refuse the request. Main Hearing The hearing of evidence in this appeal will commence on April 23 2012, at 10:00 a.m. in the Brunner Community Centre, Ferguson Park, 32 Wallace Street, Thamesville Ontario and will continue, for the remainder of the week at the same location. There will be no reporting services provided by the Environmental Review Tribunal for the Hearing. If Parties consider that they require a transcript of the proceedings they may obtain such service at their own expense. We are committed to providing the highest quality of service to the public. This includes a commitment to providing an inclusive and accessible environment in which all members of the public have equal access to its services and are treated with dignity and respect. If you have any needs with respect to accessing the Tribunal's services, please contact us as soon as possible. If you require the Hearing to be translated into French, please advise the Case Manager as soon as you receive this notice. Si vous avez besoin de services en franrais, veuillez appeler le Tribunal de I'environnement au 416 -314 -4600 (sans frais 1- 866- 448 - 2248). TAKE NOTICE that the Preliminary Hearing and Hearing dates are peremptory to all Parties, Participants and Presenters. If you do not attend at the Preliminary Hearing and identify yourself to the Tribunal, the Environmental Review Tribunal may proceed in your absence and you will not receive any further notice in these proceedings. The Tribunal may make orders with respect to the conduct of the proceeding which will be binding on all present and future Parties, Participants and Presenters. Please note that any information or documents you provide to the Tribunal in relation to this case become part of a public record which is open to inspection by any person, unless a document is marked "confidential" by order of the Tribunal. For more information, please consult Rules 210 and 211 of the Tribunal's Rules of Practice. For more information, please review the Environmental Protection Act, the Rules of Practice and Practice Directions of the Environmental Review Tribunal, and "A Guide to Appeals under section 142.1 of the Environmental Protection Act", which are available on the Tribunal's website at www.elto.gov.on.ca. DATED at TORONTO, this 22 day of February, 2012. Assessment Review Board - Board of Negotiation - Conservation Review Board - Environmental Review Tribune! - Ontario Municipal Board Niagara Escarpment Hearing Office - Office of Consolidated Hearings 3 44-na, Donna Symonds Deputy Registrar Information Contact: Tracee Wessam Case Coordinator Environmental Review Tribunal 655 Bay Street, Suite 1500 Toronto, Ontario M5G 1 E5 Case Manager's email: tracee.wessam@ontario.ca Tel: (416) 314 -4681 Toll Free: 1- 866 - 448 -2248 Fax: (416) 314 -4506 Tribunal website: www.elto.gov.on.ca Assessment Review Board - Board of Negotiation - Conservation Review Board - Environmental Review Tribunal - Ontario Municipal Board Niagara Escarpment Hearing Office - Office of Consolidated Hearings Cijirington the Way March 6, 2012 The Honourable Dalton McGuinty Premier of Ontario Legislative Building, Queen's Park Toronto ON M7A 1A1 Dear Premier: RE: REQUEST FOR MORATORIUM ON WIND TURBINES FILE NO.: EO5.GE At a meeting held on March 5, 2012, the Council of the Municipality of Clarington approved the following Resolution #GPA- 184 -12: WHEREAS the Ontario Federation of Agriculture which is Ontario's largest farm organization has asked Premier McGuinty and the Provincial government to suspend the building of Industrial Wind Turbines across the province as of January 20, 2012; WHEREAS dozens of municipalities across this province have repeatedly asked for moratorium on the construction of Industrial Wind Turbines until questions such as health concerns of people living in proximity to the Industrial Wind Turbines, proper setbacks of Industrial Wind Turbines, devaluation of neighbouring properties, decimation of the rural landscape, and destruction of wildlife habitats are properly studied and addressed; WHEREAS many of these municipalities have asked for the province to hand back the planning authority of Industrial Wind Turbines, but to no avail; and CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905- 623 -3379 Premier McGuinty 2 March 6, 2012 WHEREAS the Ontario Auditor General has even tried to explain to this government the serious errors being made under the Green Energy Act with regards to more jobs being lost than created, the consumer and taxpayer subsidizing the Industrial Wind Turbine projects to create huge profits for large offshore companies while making electricity very expensive for the citizens of this province, of the implications of decommissioning Industrial Wind Turbines twenty years from now; NOW THEREFORE BE IT RESOLVED THAT the Municipality of Clarington, along with all other municipalities across this province who share these concerns regarding the damaging and devastating repercussions within our communities, hereby request that the Premier invoke an immediate moratorium of one year, with yearly extensions as required on the construction of Industrial Wind Turbines within the Province of Ontario until the concerns noted above are properly studied and addressed; and FURTHER THAT this motion be forwarded to AMO, to all municipalities in the Province of Ontario, Premier McGuinty, Local. Members of Provincial Parliament, the Minister of Energy and the Minister of Environment. Yours truly, tine 3ree Deputy Clerk CAG /jeg c. The Honourable Christopher Bentley, Minister of Energy The Honourable James J. Bradley, Minister of the Environment John O'Toole, M.P.P. Jerry Ouellette, M.P.P. Christine Elliott, M.P.P. Wayne Arthur's, M.P.P. Association of Municipalities of Ontario All Ontario Municipalities D. Crome, Director of Planning Services 03/08/2012 15:50 5197851833 March 8, 2012 Municipality of West Elgin Rodney, Ontario Dear Council Members: Tiny Tots will be holding our annubIt3?rike- a -thon and Silent Auction this year on Saturday, May 26`h, 2012. SERVICEON /TINYTOTS MUNICIPALITY OF Wall' F. LCii1~e MAR 0 8 202 Tiny Tots Co- operative Nursery School 217 Furnival Rd, Box 539, Rodney, On NOL 2C0 Phone: 519 - 785 -2164 Fax : 519 -785 -1833 Email: ttcns @bellnet.ca PAGE 01 We are requesting the closure of Ituival Road from the corner of Gigi's Variety/Patterson House Eatery to Exact Auto /Canada Post from itC0 a.m. until 1:00 p.m. We would also like to request the use of the Municipal Parking Lot during the *me hours. In the event of rain, we would like4 request the use of the Recreation Centre for the same time frame. Thank you for your time and consi iejation in this matter. Your continued support is greatly appreciated. Sincerely, Shelley Smith Director Tiny Tots Co -op Nursery School T3 2884 West Elgin Army Cadet Corps February 23, 2012 Municipality of West Elgin Hoskins Line, Rodney, ON NOL 2C0 {" PI iii F "6 Gill' To: Mayor Whiele and Council Members: On 02 June 2012, at 10:00 am, *2884 West Elgin Army Cadet Corps will be holding their 10th Annual Inspection. We are very thankful for your past support in allowing the use of the West Elgin Arena. Since we are sponsored by our local Legions, we would like to ask you waive the rental fee for the use of the arena for this day. Please consider this request keeping in mind that our cadets really enjoy participating in the local parades, Canada Day celebration, and Remembrance Day Services within the community. And as the DCO of this Corps am very proud to be a part of one of your community youth organizations, namely *2884 West Elgin Army Cadet Corps. Sincerely, CO Katherine Drumrnelsmith #2884 West Elgin Army Cadet Corps CCB - Health Van project translate +1 o� Like 0- Comment Page 1 of 2 1 [Tweet March 2012 Founded in 1944 HEALTH VAN FOR EASTEARN ONTARIO CANADIAN COUNCIL OF THE BLIND (CCB) Municipality of West Elgin 22413 Hoskins Line, PO Box 490 Rodney, Ontario NOL 2C0 Attention: Mayor Bernhard Wiehle Dear Mayor, 26% of our children are overweight or obese. Our population is aging. By the year 2014, 3.5 million Canadians will have diabetes. Vision loss cost Canadians $15.8 billion a year. Emergency rooms are overcrowded, and unnecessary visits are costly. These are just some of the healthcare issues that Canada faces. The CCB has committed $100,000 toward our first Health Van and we are looking for external support to collect the balance of $450,000. You may wonder why we are asking for your municipality's support, especially when there are other health services immediately available. The mobile van will offer primary health care for heart and stroke, diabetes, hearing and vision assessment, and, most importantly, information on illness prevention and general wellness. As economist Don Drummond notes, information on prevention of health complications may be more important than building new hospitals. Just think of the van's visit to a school http: /lus l .campaign- archive2.coml ?u =271 c3bc091388681 a65bc 11 cc &id= f2cf92422e &e =... 15/03/2012 CCB - Health Van project Page 2 of 2 in your area and the impact it can have on students' lifestyles. All donors will be listed on our Patrons Plaque inside the van, and priority for visits will be given to municipalities who participate. A donation, large or small, would be appreciated. Funds are deposited in a restricted -use account designated for the mobile van. Donations can be made online with a MasterCard or Visa at www.ccbnational.net/mobilevan. You may also mail a cheque to 20 James Street, Suite 100, Ottawa, ON, K2P 0T6 payable to Canadian Council of the Blind. I thank you for your attention. Should you require further information, please do not hesitate to contact me. Yours truly, Jim Prowse Executive Director www.ccbnationai.net Unsubscribe bemiewiehle @gmail.com from this list 1 Forward to a friend ! Update your profile Copyright (C) 2012 The Canadian Council of the Blind Al! rights reserved. http: / /usLeampaign-archive2.com/?u=271c3bc091388681a65be 1 1 cc&id=f2cf92422e&e—... 15/03/2012 1--(3 Town of/Ville de Penetanguishene March 8, 2012 Dalton McGuinty, Premier Legislative Building, Queen's Park Toronto, Ontario M7A 1A1 Dear Premier McGuinty: Re: Payment in Lieu of Taxes for Heads and Beds The Town of Penetanguishene at their Regular Council meeting of February 29th, 2012, approved the following motion: Whereas in 1970 the rate of provincial payments in lieu of taxes for universities was arbitrarily set at $25 per full time student; and Whereas In 1973 that was doubled to $50 per student and the payment was expanded to include hospitals and provincial correctional institutions; and Whereas in 1987 that rate was increased by 50 %, still without apparent justification, to $75 per student and bed; and Whereas that rate has remained constant since that time despite the fact that inflation would in 2012 require an almost doubling the payment ($146); and Whereas at least sixty -five communities have called for an increase in payments; and Whereas heads of universities are supporting that call; and Whereas Premier McGuinty has looked to the municipalities of the province to be the economic engine of Ontario; and Whereas the payments in lieu of taxes do not meet the actual costs of municipalities to provide the necessary services for the various institutions, thus placing an unfair tax burden on their property tax payers, thereby jeopardizing a municipality's ability to meet infrastructure demands, and consequently weakening their ability to act as economic engines; ' 0 rue Robert Si . : \-‘2.0 r.u�s P.(l. C'.1' lto.\ '‘t)tl') 1'�n s,)st_an litnc. s iti ! ')\4 ( 7f)5- :.1.4. 74S.; fix- 705_3-19..1743 =.S. pcnci.!n,u»fk:nc is Therefore be it resolved that the Town of Penetanguishene calls on the government of the Province of Ontario to include in the budget now being prepared an increase to the payments in lieu of taxes; and Further be it resolved that the Town of Penetanguishene calls on the Province of Ontario to meet with the host municipalities for the purpose of reviewing the basis for payments in lieu of taxes, and determining a stable foundation going forward for those payments that meets associated costs prior to the 2013 budget cycle; and Further be it resolved that copies of this motion be sent to: the Premier Dalton McGuinty; the Honourable Dwight Duncan, Minister of Finance; Garfield Dunlop, MPP for Simcoe North; all Ontario municipalities with any of hospitals, post secondary institutions or provincial correctional institutions; the Ontario Small Urban Municipalities (OSUM); the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO), the Association of Municipal Tax Collectors of Ontario ( AMTCO) and the Association of Municipalities of Ontario (AMO). The City of Kingston and other municipalities met with the Minister at the AMO conference in 2011. The Town has also requested on several occasions meetings with the Ministry of Finance to discuss this issue. To date, no progress has been made and the Town is hopeful that you as Premier will be able to ensure that the municipalities are compensated fairly for the services provided to these institutions. Should you have any questions or concerns regarding this matter, please do not hesitate to contact me. Yours truly, Gerry Marshal Mayor c. The Honourable Dwight Duncan, Minister of Finance Garfield Dunlop, MPP (Simcoe North) AMCTO AMTCO AMO OSUM All Municipalities in Ontario 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 off Ontario (AMO), its subsidiary companies, officers, directors or agents. TOWN OF RUTON HILLS Working Together Working for You! March 14, 2012 Premier Dalton McGuinty Legislative Building Queen's Park Toronto, ON M7A 1A1 Dear Premier McGuinty, Re:_C.ouncil_Resolution re.aardino Report No, CS- 2072 -0012 dated January 23. 2612, tre. rdina Ekernotion from Taxation,— Rovat'Canadian Lemon 'FNte No F22/TA . Please be advised that Council for the Town of Halton Hills at its meeting of Tuesday, March 6, 2012, adopted the following Recommendation: Recommendation .No. GC- 2012 -0028 (Resolution No. 2012-0065) THAT Report No. CS -2012 -0012 dated January 23, 2012, regarding the Exemption from Taxation — Royal Canadian Legion be received; AND FURTHER THAT Staff be authorized to prepare a by -law exempting the lands and buildings of the Royal Canadian Legion Branches 120 and 197 from local taxes for a period of ten years commencing in 2012. AND FURTHER THAT Staff request the Region of Halton to pass a similar by- law exempting the Royal Canadian Legion Branches in Halton Hills from regional taxes. AND FURTHER THAT the Council for the Town of Halton Hills requests the Province to exempt all Legion Halls in Ontario from Property Tax Rolls within the Province of Ontario; AND FURTHER THAT the Province contribute back to affected municipalities a Payment in Lieu of Taxes (PILT) for their Legion Halls that are eligible for a tax exemption; AND FURTHER THAT a copy of this resolution be forwarded to the Premier of Ontario, Minister of Finance, Ted Arnott MPP, and all Ontario municipalities for their support. ...2 1 Halton Hills Drive, Halton Hills, Ontario L7G 5G2 Tel: 905 - 873 -2601 Toll Free: 1 -877- 712 -2205 Fax: 905 -873 -2347 Web: www.haltonhills.ca TOWN OF HALTON HILLS 1501r4 Tbgeiier}iirkhtgfarYaut BY -LAW NO. 2012-0020 A By-law to exempt the Royal Canadian Legion Branch 120 and 197 from Municipal taxation. WHEREAS Section 6.1 of the Assessment Act, R.S.O. 1990 Chapter A.31, permits the municipality to pass a by -law to exempt from taxes for its purposes any real property actually used and occupied as a memorial home, clubhouse or athletic grounds by person who served in the armed forces of His of Her Majesty or an ally of His or Her Majesty in any war; and AND WHEREAS Council wishes to provide such tax exemption. AND WHEREAS on March 6, 2012, Council for the Town of Halton Hills approved Report No. CS- 2012 -0012, dated January 23, 2012, In which certain recommendations were made relating to Exemption from Taxation — Royal Canadian Legion. NOW, THEREFORE, BE IT RESOLVED THAT THE COUNCIL OF THE CORPORATION OF THE TOWN OF HALTON HILLS ENACTS AS FOLLOWS: 1, That for the years 2012 to 2021 inclusive, the portion of the land and buildings owned and occupied by the Royal Canadian Legion, Branch 120 situated at 127 Mill Street, Georgetown Plan 27, Part Lots 4, 47, 48 and Branch 197 situated at 15 Wright Avenue, Acton, described as Plan M140 Block B to Block H, in the Town of Halton Hills, fs hereby exempt from municipal taxation. BY -LAW read and passed by the Council for the Town of Halton Hills this 6th day of March, 2012. MAYO , — Rick Bo netts r. March 19, 2012 Warden Walters 450 Sunset Drive St Thomas, ON N5R 5V1 Dear Warden Waiters: RE: Report on Activities from SCOR Economic Development Corporation On behalf of the Board of Directors of the SCOR EDC, I am pleased to provide you with an update on our most recent activities and successes, and ask that you distribute this document to all elected officials and Chief Administrative Officers. SCOR is currently working on a number of projects. SCOR has been advocating on your behalf on a number of fronts. We have met with several Ministers at the Association of Municipalities of Ontario (AMO) Conference to discuss the following issues that were brought to us from you, our partner Counties,: a. Minister Duguid- Energy regarding political support for investments in biomass as an energy source and particularly use our research facilities to further clean energy production, and an agreement that biomass will be considered for at least some of the fuel source for the Nanticoke Generating Station b. Ministers Bentley- Attorney General & Minister Bradley- Community Safety & Correctional Services regarding cost of policing for rural and small urban com- munities c. Minister Duncan - Finance regarding the formula and stability of the Ontario Mu- nicipal Partnership Fund d. Minister Matthews - Health asking that the government reconsider the criteria used to determine service levels in rural areas in terms of health care profes- sionals e. Minister Hoskins- Citizenship & Immigration to assist the SCOR partners to de- velop a plan to facilitate increased immigration in the SCOR region and provide the required infrastructure to attract and retain skilled immigrants in our rural communities. f. Minister Jeffery- Natural Resources asking the ministry to commit to providing fi- nancial and other resources to support rural and small urban municipalities in implementing the recommendations in the Source Water Protection Report. g. Minister Mitchell - OMAFRA to thank her for her ministries support to date and ask to review the funding priorities in the Rural Economic Development program to more strongly focus on community driven projects South Central Ontario Region Economic Development Corporation (SCOR) 4 Elm Street, Tillsonburg, ON N4G 0C4, P: 519- 842 -6333 F: 519- 842 -7123 E: gm @scorregion.com h. Minister Wynn - Transportation asking her to commit to partnering with SCOR on improved transportation infrastructure given a risk/benefit submission prepared by SCOR, its partners and other key stakeholders. This could serve as a model /template for other rural regions in Ontario. 2. At the Rural Ontario Municipal Association (ROMA) conference SCOR members also met with the following Ministers: a. Minister Bentley- Energy to consider our request to promote and support the needed research in the related technologies of Energy from Waste and Biofuel. In addition, we requested support to establish pilot projects at Research Sta- tions in the region such as the Delhi and Simcoe locations. b. Minister Duguid -MEDI to ask that SCOR have input into the design and delivery model of the newly announced Southwestern Ontario Economic Development Fund and to include leaders from Western Ontario on an ongoing advisory panel. c. Minister Chiarelli- Transportaton and Infrastructure to request support in a re- gional water capacity study and subsequent plan. The need for regional water plan is agreed on by all regional partners. Many areas are near or at supply capacity. By moving forward sooner rather than later it will give the region competitive edge in investment retention and attraction plus an infrastructure in- vestment plan that provides efficient planning and best use of scarce invest- ment capital. d. Minister Meilleur- Community Safety & Correctional Services to consider our re- quest to determine alternate means to determine costs for rural policing e. Minister Broten - Education to ask that the Minister support our rural schools. Our school Boards prefer not to have to make decisions regarding closures every few years. As our population demographics change we need to view our rural schools as community economic assets and not just cost centres. We need to be creative in developing solutions for their sustainable use to retain them in small urban and rural communities. f. Minister Duncan - Finance to consider reviewing MPAC policy on assessment for on -farm secondary enterprises and value -added businesses (grain drying and storage, small processing and packing operations) to create an even play- ing field. g. Minister Matthews - Health requesting consideration of policies and initiatives that might ease the shortage of health care professionals in small urban and ru- ral communities. We need assurance of adequate service to retain and attract skilled people and to grow our economies. h. Minister Wynne - Aboriginal Affairs & Municipal Affairs & Housing to discuss Pro- vincial Policy Statement as it relates to small urban and rural communities. We also discussed the policy on farm assessment and the way it deals with value added buildings and equipment. We also spoke with the Minister asking her to facilitate and encourage harmonized standards for water and sewage systems shared between local jurisdictions and First Nations communities operating on federally regulated standards. South Central Ontario Region Economic Development Corporation (SCOR) 4 Elm Street, Tillsonburg, ON N4G 0C4, P: 519 - 842 -6333 F: 519 -842 -7123 E: gm @scorregion.com 3. SCOR Board and staff also met with the area MP's to discuss federal issues including the need for further assistance in supporting the economic recovery in the region; seed funding for regional infrastructure planning; assistance in attracting newcomers to the region and sustaining investment in regionally based research stations to focus on commercialization of new products and processes to sustain growth in the region's economy. 4. We have received positive feedback on our Manufacturing Capabilities Project that we are partnering with the Excellence in Manufacturing Consortium (EMC) on. We have been appointed an analyst by FedDev and have met with him in person and had sev- eral teleconference meetings to forward out project. This project will help manufactur- ing organizations (large and small) within the region to identify their current capability and what they may be able to do in terms of new products and new markets. The second part of this project is to help match manufactures with a specific set of ca- pabilities with those in need of those services and areas of expertise. We are seeking FedDev funding of approximately $500,000 for this project. 5. We have signed a framework agreement with the five CFDC's in the SCOR region. As indicated in our last report we have put forth a project proposal with the five SCOR re- gion Community Futures Development Corporations to FedDev for a $20,000,000 loan and project fund. This will be based on an administration model similar to Sand Plains. We now have other projects that we are collaborating on with encouragement from Minister Goodyear's office. 6. We are working with the Erie Innovation and Commercialization Centre, the Value Chain Management Centre (which is affiliated with the George Morris Centre) and a major retailer to bring local product to more supermarkets. This project will begin pri- marily focusing on berry production and ethnic vegetables in the region. 7. We have received tentative approval for approximately $120,000 from Communities in Transition fund to update our SCOR's strategic plan and integrate our plans with those of our county partners. The updated strategy will help steer SCOR and our partners to build on our areas of competitive advantage and to help identify new partnership oppor- tunities. 8. Southcoast Wineries and Growers Association project to create key connections with post - secondary institutions in the region. 9. We have also entered into an agreement with Rural Ontario Institute and Social Sci- ence and Humanities Research Council http:I/www.sshrc-crsh.oc.cafhome- accueil- eng.aspx This agreement will provide a resident graduate student to study best - practices in transportation and access to services. It also gives SCOR access to a na- tion -wide network of researchers and assistance to participate in national conferences and events. 10. We are working closely with our Competitive Edge Team and County Engineers to put forth a proposal for funding for a long term water supply strategy and optional business South Central Ontario Region Economic Development Corporation (SCOR) 4 Elm Street, Tillsonburg, ON N4G 0C4, P: 519 -842 -6333 F: 519- 842 -7123 E: gm @scorregion.com models that address both municipal system needs and industrial / agricultural future demands. The strategy will give the region a competitive edge in retaining and attract- ing economic opportunities related to adequate, dependable supplies of high quality water at an affordable cost. SCOR office staff continues to build relationships. SCOR is being sought out by organizations, businesses and individuals within the five counties for assistance and support on a number of activities and projects. We have been asked to support and provide input on a number of re- gional projects such as: 1. Middlesex Tourism —Rural Tourism Conference "Beyond the City Lights" 2. Southwest Ontario Tourism Corporation- Spring Launch Event 3. Southcoast Wineries & Growers Association 4. Arts Country (Studio Tour Marketing Group) 5. OFVGA Broader Public Sector business plan model 6. ICE incubation network throughout the SCOR region 7. Southwest Economic Alliance (SWEA) — Intelligent Communities 8. Rural Transportation Initiatives 9. Rural Oxford Economic Development (ROED) 10. OMAFRA - Performance Measures Tools for Municipalities 11. EDCO -RRP 12. Biomass and Energy from Waste projects SCOR continues to improve its main website and continues to maintain and improve the SCOR Business Portal. www.scorreqion.com and www.scorbusinessportal.com. We continue to develop relationships and seek opportunities to work together with the South- west Ontario Tourism Corporation, Southwest Economic Alliance (SWEA), Western Ontario Wardens Caucus (WOWC) and Southwestern Ontario Marketing Alliance (SOMA). We continue to develop relationships with post - secondary institutions in and around the region to work with us on various projects. SCOR takes this opportunity to thank you for your continued support and commitment. Our mutual cooperation and dedication is vital in achieving our goals of economic diversity and growth in the region. Please do not hesitate to contact me should you have any questions or if you wish to have a detailed presentation made to your Council. Yours truly, Dennis Travale, Chair Board of Directors South Central Ontario Region (SCOR) Economic Development Corporation South Central Ontario Region Economic Development Corporation (SCOR) 4 Elm Street, Tillsonburg, ON N4G 0C4, P: 519- 842 -6333 F: 519- 842 -7123 E: gm @scorregion.com PO Sox 10, 1 Ottawa St. E, Havelock, Ontario MI. SZO Phone: 705718 =2308 Toll Free:1- 877.781 -2795 Fax 705- 778 =5248 Finad: havbeimeI@hbmtgtp.ca THE CORPORATION OF THE TOWNSHIP OF HIAMMOUtaELIVEONST4AtINVEN vovw. havelockbelmontmethuen. on.ca Ontario Wildlife Damage Compensation Program The following motion concerning the Ontario Wildlife Damage Compensation Program was duly passed by the Council of the Corporation of the Township of Havelock - Belmont- Methuen at its regular meeting held the 5rh day of March, 2012. Council respectfully requests the consideration and support of the following motion from all Municipal Councils in the Province of Ontario: Whereas predation of livestock by Wildlife is a recognized problem in Ontario as evidenced by the need for the Ontario Wildlife Damage Compensation Program; and Whereas the purpose of the Ontario Wildlife Damage Compensation Program is to provide financial assistance to producers whose livestock, poultry or honey bees have been injured or killed as a result of Wildlife; and Whereas one of the recent changes to the eligibility requirements under the Ontario Wildlife Damage Compensation Program is that all applicants must have a valid Farm Business Registration Number (FBR); and Whereas the change in eligibility requiring a valid FBR is very unfair for those who do not meet the eligibility criteria, such as hobby farmers that do not meet the criteria for a FBR number, those that raise their own meat to support their families, or those that have animals as pets or for pleasure, are now deemed ineligible for reimbursement under the program; NOW THEREFORE BE IT RESOLVED that the Minister of Agriculture, Food and Rural Affairs is asked to reconsider the eligibility requirement that all applicants must have a valid Farm Business Registration Number, with the intent to enable financial assistance similar to the previous program to a wider array of livestock producers whose livestock have been injured or killed as a result of Wildlife; and FURTHER that a copy of this resolution be circulated to the Minister of Agriculture, Food and Rural Affairs; MPP Jeff Leal; the Association of Municipalities of Ontario; and all the municipalities in Ontario to request their support. •sari 1�!} commUni y, bridging past and present; working together, making dreams come true. -D 9 C=O tea EG HHQO a 112, 0 0 ti 0 [Jl U U 0 O G N_ CC er D-0 West Elgin Community Health Centre 153 Main Street, P.Q. Box 761 West Lorne, Ontario NOL 2P0 Tel: (519) 768.1715 Fax: (519) 768.2548 March 20, 2012 Municipality of West Elgin Box 490 22413 Hoskins Line Rodney, ON NOL 2C0 Dear Mrs. Norma Bryant: The West Elgin Community Health Centre along with other community partners have begun planning for the Youth Safety Day. The event is geared to youth in grades 4 -6 from all three of the elementary schools in our area. This year the event will take place on June l lth from 10:00 a.m. to 2:30 p.m. This is the 6th year we have offered this event to our youth. The Youth Safety Day is offered every three years. In 2006 and 2009 Council generously donated the use of the West Elgin Arena for this worthwhile event. It is our hope that Council could also consider waiving the fee for the use of the arena, for this year's event. This event will touch approximately 400 children and will have an amazing impact on the safety of our community youth. Fifteen presentations will be made on various topics such as water safety, hydro safety, chemical safety, fire safety and farm machinery safety, etc... This event may make all the difference to a community our size, in regards to preventing a disaster. Our children are our most important asset and their safety is of the utmost importance to us. Your consideration in this matter is greatly appreciated. If you have any questions or concerns, please feel free to contact me at your earliest convenience Sincerely, Diane Van Dyk Health Promoter /Systems Navigator EVERY ONE MATTERS. Norma Bryant From: Bernie Wiehle lbwiehle @elgin- county.on.ca] Sent: March -16 -12 7:32 PM To: Norma Bryant; Joanne Groch Subject: Fwd: Code of Conduct Presentation Attachments: Presentation Code of Conduct.pdf; ATT00001.htm Important FYI for council Bernie Wiehle Councillor, County of Elgin Begin forwarded message: From: "Susan McConnell" <smcconnel @elgin- county.on.ca> To: "Councillors" < councillors @elgin- county.on.ca >, "Joanne Groch" <igroch @westelgin.net>, "Kyle Kruger" <kkruger@bayham.on.ca >, "Ken Loveland" < kloveland@duttondunwich.on.ca >, "Don Leitch" <dleitch @centralelgin.org >, "jreynaert @town.aylmer.on.ca" <jreynaert c,town.aylmer.on.ca >, "Donna Either" <caoAtwp.southwold.on.ca >, "Michelle Casavecchia" < mcasavecchia @township.malahide.on.ca> Subject: FW: Code of Conduct Presentation Dear Mayors, Council Members and CAOs /Clerks: On behalf of Warden Bill Walters and Elgin County Council, I am pleased to invite you to an afternoon session on Code of Conduct on Tuesday, April 24, 2012, 1 p.m. -3 p.m., lower meeting room, County Administration Centre, with a presentation by expert Barbara Humphrey. Attached please find information on Ms. Humphrey and a report by county CAO Mark McDonald regarding Elgin County Council's decision to review its Code of Conduct policy and to sponsor this special event. There is no charge. Please RSVP to extensions 156 or 161 by no later than Friday, April 13; or email: mpayler@ elgin- county.on.ca <mailto:mpay1er(r elgin- county.on.ca> or jrasmussen cr elgin- county.on.ca <mailto: jrasmussen ( elgin- county . on.ca> I would also like to request the CAOs /Clerks include this invitation on the next agenda of their respective councils. Thank you. Susan McConnell Administrative Services Coordinator 519- 631 -1460 x 103 05/04/2012 ElginCcunty REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer DATE February 15, 2012 SUBJECT: Review of Code of Conduct for Municipal Council and Outside Boards INTRODUCTION: Council has recently adopted an updated procedural by -law. Included in said by -law is council's code of conduct which has not been updated since 2007. Reviewing policies at five -year intervals is important to ensure relevancy. The original code was developed with the assistance of a professional ethics lawyer. This report recommends that Elgin's code of conduct for council and outside board appointees be updated with professional assistance and that each local municipality be invited to hear and review the report from the recommended advisor for their own benefit. DISCUSSION: A code of conduct is an essential policy for every municipal council. It establishes guidelines and interpersonal standards of conduct and provides a process for resolving complaints about inappropriate behaviour that may arise. While Elgin County Council has never had a formal complaint in reference to the code since its establishment in 2004, it is important that it be current and reflects modern expectations. This can be funded from Council's "legal- professional" project account. CONCLUSION: It is customary to review policies at five -year intervals. Accordingly, council's code of conduct should be reviewed and updated to remain current, appropriate and relevant. This is best done by a professional in the field of ethics. This review may be of benefit to local municipalities and an invitation to hear the advisor's presentation should be extended. RECOMMENDATION: THAT staff be directed and authorized to engage a professional to review and update council's code of conduct; and, That the cost of said review be allocated to an existing project account under "Legal- professional" services; and, THAT an invitation be extended to constituent municipalities to attend the presentation of the revised policy with a view to adopting a similar policy for their own use. All of which is Respectfully Submitted Mark G. McDonald Chief Administrative Officer Barbara's Biography « Barbara Humphrey Professional Corporation Page 1 of 3 DAROARA O. HUMPHREY PROFESSIONAL CORPORATION • Home • About BGH o Barbara's Biography • Services • Conflict Resolution • BGH Training and Seminars • Public Programs and Registration • BGH Human Resource Alert • Contact BGH uman Rights Law — A and Solutions for Employers Human aii i.ghis .La ut o s for Employers ers http : / /www.barbarahumphreylaw.com /about /barbaras- biography 3/14/2012 Barbara's Biography « Barbara Humphrey Professional Corporation Page 2 of 3 Barbara's Biography Barbara G. Humphrey Practice Areas • Human Rights • Employment Law • Labour Relations • Conflict Resolution Barbara represents employers in a broad range of employment - related matters including human rights, conflict resolution, employment standards, labour relations and wrongful dismissal. Her experience includes: • being recognized nationally in the employment law and employer community for her significant expertise in human rights, internal investigations, workplace audits and conflict resolution • a leader in the employment community in introducing initiatives supporting employers and workplaces in maintaining compliance with human rights and equality rights obligations • providing in -house expertise to ensure compliance with increasingly onerous human rights, disability management, violence prevention, and attendance management • developing and implementing policies and training initiatives to facilitate compliance with human rights obligations, violence prevention, implementation of duty to accommodate, disability management, and respectful workplaces Barbara's services are regularly retained in connection with conducting independent investigations, mediation initiatives, advisory support and internal audits to determine and resolve human rights, workplace environment and workplace conflict issues within organizations. Her counsel and advisory support is regularly accessed by public and private sector employers to respond to challenging rights, disability management, and attendance management issues. She is recognized for her expertise in conflict resolution. Barbara shares her expertise regularly as a frequent speaker at conferences across the country; through papers and articles regularly published and through the development and delivery of a broad range of employment training programs delivered in public and private sector workplaces. In 2003 Barbara was recognized by Lexpert as one of the http:// www. barbarahumphreylaw .com /about/barbaras- biography 3/14/2012 Barbara's Biography « Barbara Humphrey Professional Corporation Page 3 of 3 top 25 women lawyers in Canada. She is recognized as a leading human rights and equality rights practitioner by Lexpert. Publications ® Author of the book "Human Resources Guide to the Duty to Accommodate," Canada Law Book ® Author of in -house electronic bulletins on Human Rights, Accommodation, Violence in the Workplace, et al • Articles are reprinted in CCH Canadian Limited, Lancaster House, Bar -X, and others Read Barbara's full biography. Cam INCRACY cQ 2010 Barbara G. Humphrey Professional Corporation • Home/ • Contact Info/ ▪ Privacy Statement http:// www. barbarahumphreylaw .com /about/barbaras- biography 3/14/2012 OF MISS /S� -9 FORAI° OFFICE OF THE MAYOR March 12, 2012 Ms. Pat Vanini Executive Director Association of Municipalities of Ontario 200 University Avenue Suite 801 Toronto, Ontario M5H 3C6 Dear Ms. Vanini: Re: City of Mississauga Telecommunication Tower /Antenna Facilities Interim Protocol The Council of the Corporation of the City of Mississauga at its meeting on March 7, 2012, adopted the enclosed Resolution 00046 -2012 with respect to the City of Mississauga' interim telecommunication tower /antenna facilities protocol. I urge the Association of Municipalities of Ontario (AMO) to work with the municipalities across the Province of Ontario and wireless service providers to request that Hydro One reconsider its moratorium on the location of telecommunication antennas on existing hydro infrastructures. In the interim I would ask that AMO officials meet with City of Mississauga staff to discuss the growing need to have Hydro One change its practice. To facilitate this meeting contact Timothy Lee, Planner, Planning and Building, (905) 615 -3200, ext. 3205 or by email at timothy.lee @mississauga.ca. On behalf of the members of Council, I ask that serious consideration be given to the requests outlined in the enclosed Resolution. I look forward to your favourable reply. Sinc EL McCALLION, C.M., LLD. MAYOR Mr MISSISSAUGA Leading THE CORPORATION OF THE CITY OF MISSISSAUGA 300 CITY CENTRE DRIVE, MISSISSAUGA, ON L58 3C1 TEL: 905 - 896 -5555 FAX: 905 -896 -5879 mayor@ mississauga.ca -2- cc: The Honourable Christian Paradis, Minister of Industry and Minister of State (Agriculture) Mississauga MPs Mississauga MPPs Members of Council All Municipalities across the Province of Ontario Federation of Canadian Municipalities Matthew Milligan, Real Estate and Municipal Relations Advisor, Bell Mobility Inc. Tatyana Moro, Municipal Relations Specialist, Network Implementation, Rogers Wireless Karim Balbaa, Manager, Real Estate, Public Mobile Joseph Boutros, Network Deployment Projects & cost Control Manager, Wind Mobile Bill Reoch, Director, Real Estate, Mobilicity Joey Sayantharajah, Manager, Technology Strategy Property Management, Telus Ed Sajecki, Commissioner, Planning and Building Enc. MISSISSAUGA RESOLUTION 0046 -2012 adopted by the Council of The Corporation of the City of Mississauga at its meeting on March 7, 2012 0046 -2012 Moved by: Pat Saito Seconded by: Katie Mahoney 1. That the Report dated March 5, 2012 from the Commissioner of Planning and Building entitled "City of Mississauga Telecommunication Tower /Antenna Facilities Protocol ", be received for information. 2. That the revised "City of Mississauga Telecommunication Tower /Antenna Facilities Protocol" attached as Appendix 2 in the Report dated March 5, 2012, from the Commissioner of Planning and Building entitled "City of Mississauga Telecommunication Tower /Antenna Facilities Protocol ", be adopted as an interim protocol. 3. That the Report dated March 5, 2012, from the Commissioner of Planning and Building entitled "City of Mississauga Telecommunication Tower /Antenna Facilities Protocol" and resolution of Council be circulated to all Mississauga wireless service providers, local Members of Parliament and Ratepayer Associations in Mississauga. 4. That a fee of $2,500.00 be approved for the processing and consultation required for Telecommunications Tower /Antenna Facilities Request Forms and that the necessary amendment to the City's Fees and Charges By -law be brought forward to Council for consideration. 5. That a fee of up to $4,000.00 plus 15% administration fee be approved for the purposes of retaining a consultant, when and if required, to assist with the review and consultation required for Telecommunication Tower /Antenna Facilities requests and that the necessary amendment to the City's fees and Charges By- law be brought forward to Council for consideration. 6. That the Commissioner of Planning and Building report back on the effectiveness of the new process by December 31, 2012. Page 1 of 2 7 That the City of Mississauga request that the Association of Municipalities of Ontario (AMO) work with municipalities across the Province of Ontario and wireless service providers to request that Hydro One reconsider its moratorium on the location of telecommunication antennas on existing hydro infrastructure. 8. That the City of Mississauga staff meet with AMO officials as soon as possible in view of Mississauga's and other municipalities' growing need to have Hydro One change its practice; and that the local Members of Parliament and local Members of Provincial Parliament are asked to support this request by writing to AMO, the Province of Ontario and Hydro One. 9. That the City of Mississauga request that Industry Canada reconsider the exclusion criteria established in their document CPC- 2 -0 -03, Section 6, to require proponents to consult with the Land Use Authority and the public for new telecommunication towers with a height of less than 15m (49.2ft.) above ground level. Page 2 of 2 f J 13_ CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 9/12 PART LOT A, CONCESSION 3, MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by DONNA MARIE ROELOFS AND MARK ANDREW GASPARATTO, 20137 Johnston Line, WARDSVILLE, Ontario, NOL 2NO, for a consent pursuant to Section 53 of the Planning Act, 1990, as amended, to sever lands municipally known as 20137 Johnston Line, legally described as Part Lot A, Concession 3, Municipality of West Elgin. The applicants propose to sever a parcel of land with a frontage of 623.7 metres along McPherson Line by a depth of 619.6 metres, Area 44.5 hectares, proposed to create one new lot for agricultural use. The owners are retaining 32.4 hectares containing one house and one barn, proposed to remain in agricultural use. The location of the property is shown on the Key Map below: ADDITIONAL INFORMATION regarding the application is available for inspection daily, Monday to Friday, between 8:30 A.M. and 1:30 P.M., at the County Municipal Offices, 450 Sunset Drive, St. Thomas or at a Public Hearing to be held on: atuNl �— ..'— PAf�!'!y O67F NjFc Airr f2 �gCFnrE�, WEDNESDAY APRIL 26, 2012 at 10:15A.M. in Committee Room #2, County Municipal Offices, 450 Sunset Drive, St. Thomas. Any person or public body may attend the Public Hearing and/or make written or verbal representation either in support of, or in opposition to the proposed consent. If you wish to be notified of the decision of the Land Division Committee in respect of the proposed consent, you must submit a written request to the Land Division Committee. This will also entitle you to be advised of a possible Ontario Municipal Board Hearing. Even if you are the successful party, you should request a copy of the decision since the Land Division Committee decision may be appealed to the Ontario Municipal Board by the Applicant or another member of the public. If a person or public body that files an appeal of a decision of the Land Division Committee in respect of the proposed consent does not make written submission to the Land Division Committee before it gives or refuses to give a provisional consent, the Ontario Municipal Board may dismiss the appeal. Dated at the Municipality of Central Elgin this 23ta day of March 2012. KEY MAP: (not to scale) rf SUBJECT LANDS Susan D. Galloway Secretary- Treasurer Land Division Committee 450 Sunset Drive St. Thomas, Ontario N5R 5V1 County of Elgin Engineering Services 450 Sunset Drive St. Thomas, On 55R 5V1 Phone: 519. 631 -1460 vmw. el gi n -co u n ty. o n. c a • Elgin CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 11/12 EAST % LOT 4, CONCESSION 7, MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by ALAN VANDENBRINK AND MARIA WILSON, 21716 Queens Line, RODNEY, Ontario, NOL 2CO3 for a consent pursuant to Section 53 of the Planning Act, 1990, as amended, to sever lands municipally known as 21716 Queens Line, legally described as East 1/2 Lot 4, Concession 7, Municipality of West Elgin. The applicants propose to sever a lot with a frontage of 60.96 metres along Queens Line by a depth of 67 metres, Area 4087.73 square metres containing one house and one garden shed, proposed to create one new lot surplus to the needs of the applicants. The owners are retaining 38.93 hectares containing one grain bin -- dryer storage, proposed to remain in agricultural use. The location of the property is shown on the Key Map below: ADDITIONAL INFORMATION regarding the application is available for inspection daily, Monday to Friday, between 8:30 A.M. and 1:30 P.M., at the County Municipal Offices, 450 Sunset Drive, St. Thomas or at a Public Hearing to be held on: in Committee Room 2, County 6 Municipal Officsa450 Sunset Drive, St. Thomas. Any person or public body may attend the Public Hearing and/or make written or verbal representation either in support of, or in opposition to the proposed consent. If you wish to be notified of the decision of the Land Division Committee in respect of the proposed consent, you must submit a written request to the Land Division Committee. This will also entitle you to be advised of a possible Ontario Municipal Board Hearing. Even if you are the successful party, you should request a copy of the decision since the Land Division Committee decision may be appealed to the Ontario Municipal Board by the Applicant or another member of the public. If a person or public body that files an appeal of a decision of the Land Division Committee in respect of the proposed consent does not make written submission to the Land Division Committee before it gives or refuses to give a provisional consent, the Ontario Municipal Board may dismiss the appeal. Dated at the Municipality of Central Elgin this 23`d day of March 2012. KEY MAP: (not to scale) Susan D. Galloway Secretary- Treasurer Land Division Committee 450 Sunset Drive St. Thomas, Ontario N5R 5V1 County of Elgin Engineering Services 450 Sunset Drive St. Thomas, On 1.150 5V1 Phone: 519. 631 -1460 svw w. a I gi m c0 u n ty, o n. ce Progressive by Nature CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 15/12 PART LOTS 9 & 10, CONCESSION 14, MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by CHARLES AND MICHELLE QUINTYN, 800 Waterloo Street, LONDON, Ontario, N6A 3W4, for a consent pursuant to Section 53 of the Planning Act, 1990, as amended, to sever lands municipally known as 23011 Gray Line, legally described as Part Lots 9 & 10, Concession 14, Municipality of West Elgin. The applicants propose to sever a lot with a frontage of 91.4 metres along Gray Line by a depth of 362 metres (east lot line), Area 3.31 hectares, proposed to create one residential building lot. The owners are retaining 17.7 hectares containing one house (east retained parcel) and 12.2 hectares (west retained parcel), proposed to remain in residential use. The effect of Application E15/12, E16/12 and E17/12, permits the establishment of one residential parcel containing one house and four residential building lots. The location of the property is shown on the Key Map below: ADDITIONAL INFORMATION regarding the application is available for inspection daily, Monday to Friday, between 8:30 A.M. and 1 :30 P.M., at the County Municipal Offices, 450 Sunset Drive, St. Thomas or at a Public Hearing to be held on: WEDNESDAY APRIL 25, 2012 at 11 :30A.M. in Committee Room #2, County Municipal Offices, 450 Sunset Drive, St. Thomas. Any person or public body may attend the Public Hearing and /or make written or verbal representation either in support of, or in opposition to the proposed consent. If you wish to be notified of the decision of the Land Division Committee in respect of the proposed consent, you must submit a written request to the Land Division Committee. This will also entitle you to be advised of a possible Ontario Municipal Board Hearing. Even if you are the successful party, you should request a copy of the decision since the Land Division Committee decision may be appealed to the Ontario Municipal Board by the Applicant or another member of the public. If a person or public body that files an appeal of a decision of the Land Division Committee in respect of the proposed consent does not make written submission to the Land Division Committee before it gives or refuses to give a provisional consent, the Ontario Municipal Board may dismiss the appeal. Dated at the Municipality of Central Elgin this 23rd day of March 2012. KEY MAP: (not to scale) Susan D. Galloway Secretary- Treasurer Land Division Committee 450 Sunset Drive St. Thomas, Ontario N5R 5V1 County of Elgin Engineering Services 450 Sunset Drive St, Thomas, On N5R 5V1 Phone- 519 -631 -1460 vn nv.elgimcounty.on.ca Ei7E CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 16/12 PART LOTS 9 & 10, CONCESSION 14, MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by CHARLES AND MICHELLE QUINTYN, 800 Waterloo Street, LONDON, Ontario, N6A 3W4, for a consent pursuant to Section 53 of the Planning Act, 1990, as amended, to sever lands municipally known as 23011 Gray Line, legally described as Part Lots 9 & 10, Concession 14, Municipality of West Elgin. The applicants propose to sever a lot with a frontage of 70 metres along Gray Line by a depth of 370 metres (east lot line), Area 2.59 hectares, proposed to create one residential building lot. The owners are retaining 18.1 hectares containing one house (east retained parcel) and 9.7 hectares (west retained parcel), proposed to remain in residential use. The effect of Application E15/12, E16/12 and E17/12, permits the establishment of one residential parcel containing one house and four residential building lots. The location of the property is shown on the Key Map below: ADDITIONAL INFORMATION regarding the application is available for inspection daily, Monday to Friday, between 8:30 A.M. and 1:30 P.M., at the County Municipal Offices, 450 Sunset Drive, St. Thomas or at a Public Hearing to be held on: WEDNESDAY APRIL 25, 2012 at 11:30A.M. in Committee Room #2, County Municipal Offices, 460 Sunset Drive, St. Thomas. Any person or public body may attend the Public Hearing and/or make written or verbal representation either in support of, or in opposition to the proposed consent. If you wish to be notified of the decision of the Land Division Committee in respect of the proposed consent, you must submit a written request to the Land Division Committee. This will also entitle you to be advised of a possible Ontario Municipal Board Hearing. Even if you are the successful party, you should request a copy of the decision since the Land Division Committee decision may be appealed to the Ontario Municipal Board by the Applicant or another member of the public. If a person or public body that files an appeal of a decision of the Land Division Committee in respect of the proposed consent does not make written submission to the Land Division Committee before it gives or refuses to give a provisional consent, the Ontario Municipal Board may dismiss the appeal, Dated at the Municipality of Central Elgin this 23rd day of March 2012. KEY MAP: (not to scale) SUBJECT LANDS LAKE ERIE Susan D. Galloway Secretary - Treasurer Land Division Committee 450 Sunset Drive St. Thomas, Ontario N5R 5V1 County of Elgin Engineering Services 450 Sunset Orive St Thomas, On NER 5V1 Phone, 519- 631 -1460 wvJw.elgin- county,on -ca CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 17/12 PART LOTS 9 & 10, CONCESSION 14, MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by CHARLES AND MICHELLE QUINTYN, 800 Waterloo Street, LONDON, Ontario, N6A 3W4, for a consent pursuant to Section 53 of the Planning Act, 1990, as amended, to sever lands municipally known as 23011 Gray Line, legally described as Part Lots 9 & 10, Concession 14, Municipality of West Elgin. The applicants propose to sever a lot with a frontage of 70 metres along Gray Line by a depth of 373.4 metres (east lot line), Area 2.61 hectares, proposed to create one residential building lot. The owners are retaining 18.1 hectares containing one house (east retained parcel) and 7.1 hectares (west retained parcel), proposed to remain in residential use. The effect of Application E15/12, E16/12 and E17/12, permits the establishment of one residential parcel containing one house and four residential building lots. The location of the property is shown on the Key Map below: ADDITIONAL INFORMATION regarding the application is available for inspection daily, Monday to Friday, between 8:30 A.M. and 1:30 P.M., at the County Municipal Offices, 450 Sunset Drive, St. Thomas or at a Public Hearing to be held on: WEDNESDAY APRIL 25, 2012 at 11:30A.M. in Committee Room #2, County Municipal Offices, 450 Sunset Drive, St. Thomas. Any person or public body may attend the Public Hearing and/or make written or verbal representation either in support of, or in opposition to the proposed consent. If you wish to be notified of the decision of the Land Division Committee in respect of the proposed consent, you must submit a written request to the Land Division Committee. This will also entitle you to be advised of a possible Ontario Municipal Board Hearing. Even if you are the successful party, you should request a copy of the decision since the Land Division Committee decision may be appealed to the Ontario Municipal Board by the Applicant or another member of the public. If a person or public body that files an appeal of a decision of the Land Division Committee in respect of the proposed consent does not make written submission to the Land Division Committee before it gives or refuses to give a provisional consent, the Ontario Municipal Board may dismiss the appeal. Dated at the Municipality of Central Elgin this 23`d day of March 2012. KEY MAP: (not to scale) Susan D. Galloway Secretary - Treasurer Land Division Committee 450 Sunset Drive St. Thomas, Ontario N5R 5V1 County of Elgin Engineering Services 450 Sunset Drive St. Thomas, On N5R 5v1 Phone: 519- 631 -1460 ,AV- v- eigin- county.on.ca rogresswe bY re .Z. Norma Bryant Page 1 of 1 1- 19 From: Dungavell, John (MNR) [John.Dungavell@ontario.ca] Sent: March -27 -12 3:16 PM To: dharnett@swox.org; jayne.carman @brant.ca; nbryant @westelgin.net Cc: Adam Crozier Subject: Sunday Gun Hunting - Regulatory Change Attachments: 15- 02 _Sunday_Hunting_map_public_SO tabloid_20120120.pdf; DOC 1.pdf Dear Ms. Harnett, Ms. Carman, and Ms. Bryant, Based on requests received from your municipal councils, please find attached a regulatory change signed by the Minister of Natural Resources which adds your municipality to the list of municipalities where hunting with a gun on Sunday is permitted under the Fish and Wildlife Conservation Act. The change comes into effect on April 1, 2012. A full list of municipalities where Sunday Gun Hunting is permitted can be found on the E -Laws website at www.e- laws,gov.on.ca. I have also attached a map which will be posted to the MNR website prior to April 1, 2012. Please let me know if you have any further questions about Sunday Gun Hunting. Thank you, john John Dungavell I Legislative Specialist 1 Wildlife Policy Section 1 Biodiversity Branch I Ministry of Natural Resources 1 300 Water St, 5th Floor North Tower, Peterborough, Ontario, K9J 8M5 I ph: 705 -755 -13731 This electronic transmission and any accompanying attachments contain information that is confidential. Any distribution, review, dissemination, or copying by anyone other than the intended recipient(s) is strictly prohibited. 27/03/2012 CONFIDENTIAL Until filed with the Registrar of Regulations CtEC!S T FAF; OF `EGULAi IONS '360 z. FlIcc; a :, On MAR 2 6 2012 Proposed sourco law puolicalion dates: e-Letws MavCI zi3 /f z Ontario Gazette. reg2012.0106,e01 1 -MFL ONTARIO REGULATION made under the FISH AND WILDLIFE CONSERVATION ACT, 1997 Amending O. Reg. 663/98 (Area Descriptions) Note: Ontario Regulation 663/98 has previously been amended. For the legislative history of the Regulation, see the Table of Consolidated Regulations — Detailed Legislative History at www.e- Laws.gov.on.ca. 1. Schedule 1 to Part 7 of Ontario Regulation 663/98 is amended by adding the following: Brant. County of Brant South -West Oxford, Township of [Oxford West Elgin, Municipality of 1 Elgin Commencement 2. This Regulation comes into force on the later of April 1, 2012 and the day it is filed. Made by: Date made: Winister of Natural Resources Please sign in blue ink lok 114 li l_f fY P. •u ST. THC )s[AS March 27, 2012 ST. THOMAS - ELGIN ONTARIO WORKS 423 Talbot Street St. Thomas, Ontario N5P 1C1 Doug Staddon, President West Lome Heritage Homes Not For Profit Corporation 17 - 154 Munro St. West Lorne, ON NOL 2P0 Re: Maximum Income Threshold - Heritage House Dear Mr. Staddon, Thank you for submitting the Annual Occupancy Report Schedule "I" for Heritage House for the period January 1 to December 31, 2011. The report was received in our office on March 22, 2012. In Part 2 of the report, it is noted that the total gross household income of the tenants occupying unit exceeds the maximum household income limit allowed under the Affordable Housing Program by $8,880. The Service Manager Contribution Agreement between the City of St. Thomas and West Lome Heritage Homes Not For Profit Corporation signed on August 13, 2007, sets out the terms and conditions for Affordable Housing Program funding in the amount of $1,167,892. Schedule D, the Rental Protocol section of the agreement, establishes the maximum income limits for all units at Heritage House as follows: 8.1 Gross tenant household income from all sources for tenants of assisted affordable rental housing can be no greater than five (5) times their Monthly Occupancy Cost. Proponents will be required to check incomes for prospective tenants of Assisted Affordable Rental Housing units to ensure compliance with this requirement at initial occupancy ( "rent up ") and when any new tenants are selected as ensuing vacancies occur during the twenty (20) year period following the Project Completion Date. Proponents are not required, expected or allowed to check incomes for approved tenants once they have taken possession of their units. For a one - bedroom unit, therefore, a new tenant's annual income may not exceed $31,440 (5 x the monthly rent of $524 x twelve months). The annual income of the tenants in Unit as reported in the Annual Occupancy Report, is $40,320. The purpose of the Affordable Housing Program is to provide affordable rental accommodations for low /medium- income households. Renting a unit to tenants that exceed the maximum household income threshold is considered a default or "failure" under the terms of the agreement, section 10. As such, the City has the right to declare the Affordable Housing Program loan payable immediately unless the Corporation takes steps to correct the default. Please provide a letter to my attention before April 30, 2012 stating how the Board intends to rectify the current situation and prevent future breaches of the terms of the agreement regarding income requirements for tenants. Sincerely, Elizabe Hous cc: Bernie Wiehle, Mayor, Municipality of West Elgin Joanne Groch, Administrator /Treasurer, Municipality of West Elgin Barbara Arbuckle, Director, Ontario Works & Social Housing LCftirington ng the Way March 28, 2012 Members of Parliament RE: HORSE RACING INDUSTRY FILE NO.: ROO.GE At a meeting held on March 26, 2012, the Council of the Municipality of Clarington passed the following resolution: "WHEREAS Ontario Slots at Racetracks program has, for over a decade, provided mutual benefit to the Province of Ontario and the horse racing industry; and WHEREAS the Government has announced the cancel[ation of the Slots at Racetracks Program, jeopardizing the future of the horse racing and breeding industry in Ontario at the cost of thousands of jobs and $2 billion in economic activity; and WHEREAS Clarington Council supports the various sectors of agriculture with regard to policies that affect the health, economic viability and sustainability of agriculture; and WHEREAS the horse breeding, rearing and training industry in Clarington, plus the spin -off jobs for farmers that grow the feed, veterinarians, blacksmiths, tack industry, mechanics, drivers and racetrack employees; NOW BE IT RESOLVED THAT Clarington Council request the Government of Ontario work with the horse racing industry to reinstate and improve the Slots at Racetracks Program with its revenue sharing agreement to sustain and grow the horse racing industry to the benefit of our communities; and FURTHER THAT this resolution be circulated to the Legislative Assembly of Ontario and all members of AMO." Yours trul 4 P 1121 rrlee, CMO Municipal Clerk PLB /ta cc: Members of Association of Municipalities of Ontario CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO LIC 3AS T 905 -623 -3379 ELGIN GROUP POLICE SERVICES BOARD Chair Douglas G. Gunn Q.C. 450 Sunset Drive St. Thomas, ON N5R 5V1 MAR 2 2P Tel. 519 631 -1460 Ext. 161 Fax 519 633 -7661 Res. 519 633 -1292 Municipality of Bayham Municipality of Central Elgin Municipality of DuttonfDunwich Municipality of West Elgin Township of Malahide Township of Southwold March 26, 2012 To: Member Municipalities Estimated Policing Costs and 2012 Police Services Budget Please be advised the Elgin Group Police Services (PSB) has been notified by the Ontario Provincial Police (OPP) of the 2012 revised estimated policing costs, in accordance with the recently signed contract between the PSB and the OPP. Correspondence (dated February 27, 2012 and December 7, 2011) outlining the cost estimations and schedule are enclosed for your information. Based on this information, the percentage cost share by each member municipality has been calculated and is enclosed. In addition, the PSB on January 18, 2012, approved the 2012 budget for the board's operation, a zero per cent increase. This has also been enclosed for your information. If you have any questions or comments, please do not hesitate to contact me. Yours truly, 4A- .71/1,61,4-eil Susan McConnell Elgin County Administrative Services Coordinator *Enclosed. E1ginCq : „t Progressive by Nature MEMO TO: Elgin Group -- Municipalities FROM: Jennifer Ford, Financial Analyst on behalf of Jim Bundschuh, Director of Financial Services DATE: March 15, 2012 SUBJECT: Estimated 2012 Policing Costs and 2012 PSB Budget The estimated policing costs for 2012 in the amount of $5,990,905, an increase of 2.5% over the revised estimate of last year. This increase is due to a change in the Ministry's cost recovery formula as explained in the attached letters from the OPP. The estimated breakdown to each member municipality is as follows: Municipality % cost share Estimated Policing for 2012 Bayham 13.40% $ 802,481.72 Central Elgin 36.82% $ 2,205,701.45 DuttonlDunwich 8.62% $ 516,265.24 Matahide 13.89% $ 831,837.16 Southwold 11.87% $ 711,120.42 West Elgin 15.42% $ 923,498.01 TOTAL 100.00% $ 5,990,905.00 The impact of any other changes from the estimated 2012 policing costs will be reflected in the 2012 reconciliation. tostyefastri MandalSwfees 450SvnsetDave Stlhetds,ONN5R5V1 Phre.519b31.14fi0 ext141 -. Progressive by Ontario Provincial Police Police provinciale de 1'Ontario February 22, 2012 Elgin Group Mr. Douglas Gunn, Chairperson Elgin Group Police Services Board CiO CAO Mark McDonald County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 RECE Fy 7 2612 COTIV Business and Financial Services Bureau Bureau des services oporaflannels et financiers 777 Memorial Ave. Oriillla, (ON) t3V 7V3 Tel: (705) 319 -6652 777, aye Memorial prima, (ON) L3V 7V3 Fax; (705) 329 -6265 Fife Reference: 511- W-6915 Dear Mr. Gunn: Re: Revised Estimated 2012 Policing Costs — Ontario Provincial Police (OPP) Please find attached the 2012 estimated OPP policing costs for the Elgin Group. The estimated costs are in accordance with the recently signed contract between the County and the Ministry of Community Safety and Correctional Services (MCSCS), effective September 1, 2011. The estimated salaries are based on the 2012 uniform and civilian salary rates outlined in the 2011- 2014 Compensation Framework Agreement, between the Ministry of Governmental Services and the Ontario Provincial Po[ioe Association. Current benefit rates have been included in the annual estimate and will be applied to the final year end reconciliation, (25.0% for uniform officers and 24.9% for civilian staff). The new 2010 Cost Recovery Formula has been integrated into the 2012 policing cost estimates for support costs and other direct operating expenses. The Ministry of Community Safety and Correctional Services will forward an invoice in March 2012 based on the attached estimate in the new monthly amount of $499,242. At that time a $56,016 invoicing adjustment will be issued for the difference between the current and the revised monthly billing amounts for the period January to February 2012. Municipalities under contract are billed on the 15s' day of the month for the current month's service. Please note that interest will be charged on overdue accounts and it is applied retroactively to outstanding balances. If you have any questions regarding this estimate, please contact Audrey Sage, Financial Analyst, Municipal Policing Financial Services Unit, at (705) 329 -6228. Yours truly, Andrew Eamer Bureau Commander Business and Financial Services Bureau Attachments a: Chair, Police Services Board Commander, Elgin County Detachment Manager, Contract Policing Section ec: Commander, West Region 60 O.P.P. COSTING SUMMARY - Elgin Group Estimated Policing Costs for the period January 01, 2012 to December 31, 2012 Updated to 2010 Formula (Note 1) Salaries and Benefits Uniform Members Notes Positions $ inspector 0.67 86,916 Staff Sergeant-Detachment Commander - - Staff Sergeant 0.67 74.113 Sergeant 2.66 260,927 Constables 34.54 3,013,270 • Part -Time Constables (Note 2) 1.25 83,488 Total Uniform Salaries (Note t) 3,518,714 Overtime Prov. Avg. 298,566 Contractual Payout (Vacation & Statutory Holidays) 120,233 Shift Premiums 23,070 Benefits (25.0% of Salaries; 19.6% Part-Time; 2% of Overtime) 881,141 Total Uniform Salaries & benefits Civilian Members Positions $ Detachment Administrative Cleric 2.66 147,468 Communication Support 199,069 Prisoner Guanis/Expenses 48,683 Office Automation Support Salaries & Benefits 26,500 Telephone Support Salaries & Benefits 4,695 Operation Support Salaries & Benefits 146,387 Total Civilian Sa {aries 572,783 Benefits (24.9% of Salaries; 19.5% Part -Time) 36,719 Total Civilian Salaries & Benefits (Note 1) 05S Pay and Benefit Charge (Note 3) 4,841,724 609,503 1,57e Other Direct Operating Expenses Communication Centre 9,749 Operational Support 37,522 RHQ Municipal Support 70,667 Vehicle Usage 348,163 Administrative Vehicle (Note 4) 9,788 Telephone 47,987 Office Supplies & Equipment 18,463 Accommodation 19,139 Uniform & Equipment 48,186 Cleaning Contract 7,759 Mobile Radio Equipment Repairs & Maintenance 24,869 Office Automation - Uniform (Note 5) 69,273 Office Automation - Civilian - 5 2280 Total Other Direct Operating Expenses 716,842 OSS Financial Services Fee 8,244 '' A��T4r E §3*eiNtt a rrnig E x " : _ S a_t R_ _ . �. e 4n�.� alC (188,984) Provincial Services Usage (Notes) r � TO� l� ggnmF TE aIT QS�' .- l t k tr 3 ..g-0.9 0&../ p.1 �N aa-� �. ; 2 NANIAu 144 --.1 61 O.P.P. COSTING SUMMARY - Estimated Policing Costs for the period January 01, 2012 to December 31, 2012 Notes: Elgin Group 1) The estimated policing cost for 2012 are based on the Uniform and Civilian 2012 Salary schedules under the 2011 -2014 Compensation Framework Agreement. The recently approved approved cost recovery formula, the 2010 Formula, has been applied to the cost estimate. 2) Part -time Constables are classified as casual part-time. They are included In the overtime and shift premium calculations. They am not entitled to the Contractual payouts. They are entitled to certain benefits which are calculated at 19.6% of their salaries. Their positions are also taken into consideration for the calculation of other direct operating expenses. 3) Ontario Shared Services (OSS) Payroll and Benefit charge is calculated at $394 per new FIE. Three enhancements in the year 2007 and one enhancement with an effective start date May 1, 2008. 4) Administrative Vehicle hes an annual cost of $9,788. 5) Office Automation - Uniform is calculeted at $1,707 per uniformed member. Included In cost is one additional OPP Standard desktop computer at art annual cost of $1,351 required for the Administrative Sergeant position. 6) A Provincial Services Usage (PSU) reduction of the estimated 2011 policing cost Is given to the municipality. It is based on a calculation of 50% of the municiparity's 3 Year average (2008, 2009, 2010) of actual PSU experience to a maximum of 5 %. The three year average used for this eostrng Is 3.03 %. 62 Ontario Police Provincial provinciale Police de I'Ontario November 21, 2011 CAO Elgin Group Contract 450 Sunset Drive St. Thomas ON N5R 5V1 Dear Sir/Madame: fYJa -4 Business and Financial Services Bureau Bureau des services opErationnels et financiers 777 Memorial Ave. 777, ave Memorial Orillia, (0N) L3V 7V3 Orillia, (ON) L3V 7V3 Td: (705) 329 -6200 Fax: (705) 329 -6217 File Reference 46020 511 -W -6915 • EC ED DEC 0f 21011 Com OF ELGIN ADMINISTRATIVE SERVICES Re: 2012 Municipal Policing Cost Estimate Billings — Ontario Provincial Police (OPP) The five -year municipal policing contract between the Elgin Group and the Ministry of Community Safety & Correctional Services expired on August 31, 2011. Contract renewal negotiations are being conducted and you either have received or will be receiving a costing proposal from the OPP. The OPP is required to provide a 2012 cost estimate for policing services to all contract municipalities. However, until your municipality enters into a new contract with the Ministry of Community Safety and Correctional Services, the OPP will continue to invoice your municipality based on your last annual cost estimate. When the new contract is approved, the OPP will make the necessary retroactive billing adjustments to align your 2012 estimate with the approved contract. The OPP Commissioner has recently advised all OPP- policed municipalities of an approved update to the cost recovery formula used to determine municipal policing costs. A standard cost schedule based on the 2010 Formula rates has been attached for your reference. A municipality transitioning from the 2008 Formula would incur a small overall cost increase, approximately 2 %, as result of the implementation of the new Formula. A municipality transitioning from the 2003 Formula this year would incur a cost increase of approximately 9 %. The formula recovers costs based on expenditures in 2008 -09 and therefore updates the municipal policing costs to more current costs. The OPP is authorized to update the cost recovery formula rates on an annual basis going forward. At the August 2011 meeting of the Association of Municipalities of Ontario (AMO), the Ministry of Community Safety and Correctional Services committed to provide each OPP- policed municipality with a summary of the OPP Deployment Model methodology. For your reference a summary of the methodology is attached. The OPP is looking forward to ongoing dialogue on potential options for managing costs and transparency around the cost recovery formula and the deployment model. Please note that interest will be charged on overdue accounts and it is applied retroactively to outstanding balances. 83 2 If you have any questions or comments related to this process, please contact Audrey Sage, your financial analyst in Orillia, at (705)329 -6228. Operational policing matters should be referred to Inspector Brad Fishleigh, Commander of Elgin County Detachment at (519)631 -2920. Yours truly, Andrew Earner Bureau Commander Business and Financial Services Bureau Ontario Provincial Police Attachments c: Chair - -Elgin Group Police Services Board Detachment Commander, Elfin CountyDetachmeat Manager, Contract Policing Section ec: Commander, West Region 64 Ontario Provincial Police 201.2 Cost Estimate Schedule for Municipal Policing (Based on 2010 Formula) Item Uniformed Staff Salaries (Based on 2012 salary rates) Overtime Rate Shift Premium Contractual Payouts Rate (Vacation and Statutory Holidays) Civilian Staff Salaries 0 (Based on 2012 salary rates) Benefit Rates 0 Ontario Shared Services (OSS) Payroll Fee Support Salaries and Benefits .. (Cost per uniformed member) Other Direct Operating Expenses (ODOE) (cost per uniformed member, unless otherwise stated) 2012 Estimates Inspector $ 129,726 Staff Sergeant $ 118,951 (Detachment Commander) Staff Sergeant $ 110,616 (Program Manager) Sergeant $ 98,093 Constable $ 87,240 Part -time $ 66,790 8.7% of uniformed staff salaries $600 per uniformed member — sergeant and below 3.5% of full -time uniformed staff salaries Court Officer Detachment Administrative Clerk Caretaker $ 57,255 $ 55,439 $ 46,961 25.0 % uniformed staff 24.9 % civilian staff 19.6 % part-time uniform staff 19.5 % part -time civilian staff 2 % overtime payments $394 per new FIB Cothmunicatiotf Opeiators $5,003 Prisoner Guards $1,223 OfficeAutoivation Support $666 Telephone Support $118 Operational Support * $3,679 (* Includes Training, Forensics, Contract Policing, Recruiting) Communication Centre Operational Support * RHQ Municipal Support Vehicle Usage Telephone Office Supplies & Equipment Accommodation ' Uniforms & Equipment Cleaning Contract Mobile Radio Maintenance Office Automation - Uniform - Civilian OSS Financial Services Fee °Municipalities are billed based on actual costs at year -end ©Current annual rates, updated as required A 2008 Cost Recovery Formula comparison follows. $245 $943 $1,776 $8,750 $1,206 $464 $481 $1,211 $195 $625 $1,707 $I,985 (per civilian member) 1.15% of total ODOE 65 /2 R Ontario Provincial Police Cost Recovery Formula Comparison 2012 Cost Estimate For One Costa hie `ter` � . . f,;�_� 5r Y,,,,,,'i.E - $ °=,. ,,,,,, ., q• •r i yy - 'Cn� `11. � i i- i �k k�xi i . - -4,- -` A q-=, -0. to -d ~ .. -a `��c -- r'f .., zit ' ;-.P. it La - Lst i1' -c,_, '-d,-,.... `" ti. ^'z",L:}' '3 ,'y' t , _r7i Y.3 -" "A , tT r- 3-1 . "A n�Ts sl ry.2 k , - -, 9' I , „ • ' 1�` ;'F ;ik . -''° - 1 ! y 'p r -1:, -, ei .- T , ■ - V:2, : t ~rr,t - �1i-ii �`I F: tt' of Uniform Salaries and Benefits Constables 1.0 FTE Total Uniform Salaries 2012 rates ' 587,240 $87,240 Overtime (Provincial Average) 57.590 8.7% 57,677 8.8% -587 -1.1% Contractual Payout (Vacation & Statutory Holidays) (Provincial Average) 53,053 3.5% $2,512 3541 21.6% Shift Premiums $600 $458 5142 21.0% Benefits (25% salary and 295 overtime) 2012 rates 521.962 521,964 -52 0.0% Support Staff Costs Rotaries and Benefits} Communication Operators $5.003 54,784 5219 4.6% Prisoner Guards $1,223 51,199 524 2.0°% Office Automation Support Note 1 5868 5556 5110 19.7% Telephone Support Note 1 5118 5133 415 -11.3% Operational Support" Note 1 & 2 53,679 $1,049 52,630 250.7°% Subtotal Support Staff Costs 510,689 57,722 52,967 38.4% Other Direct Operating Expenses (ODOE) Communication Center 5245 $220 525 11.4% Operational Support" Notes 1 & 2 5943 5400 5543. 135.8 %r RH4 Municipal Support . 51,776 - 51.667 5119 7.2% Vehicle Usage 58,750 '59,707 - -$957 -9,9% Telephone Note1 $1,206 $1,215 , 49 _ 0.8 %. Office Supplies and Equipment •- 546-4 $440: '_ . 524 ' 5.6% Accommodation $481 - 5457 $24 5.2% Uniform & Equipment 51,211 51,202 59 0.7% Cleaning Contract 5195 $183 512 5.7'% Mobile Radio Equipment Maintenance 5625 5732 .$107 - 14.6°% Office Automation Note 51,707 51,947 -5240 -12.3% Ontario Shared Services (OSS) Financial Services Fee 1.15°% 5202 $209 47 -3.3°% SupportCosts Sub-tabs! 000E Support 511.805 518,369 $.564 -3.1 % ' - SSike.4/0ark 2� i-V �� 11 i, . ` "Cq. 0glifl$, Vij,:].:J ] ,iA'`' ii :31'. i -`` ' 7Lc; 'i. rJrat ilkw ' ^y, - fS'TA:- . P .- y,' °1 ,PP.4` '. i 1,,- K • k; - y '8. g g Notes: 1) For comparative purposes the2008 Formula details above fist support staff costs (salaries and benefits) separately. In the 2008 Formula these costs were grouped together with other direct operating expenses. They are now detailed separately in the 2010 Formula. 2) Operational Support includes training, forensics, Contract Policing unit, recruiting 66 Elgintounty Progressive by Nature March 15, 2012 The approved 2012 Police Service Board budget is as follows, representing a 0% increase: RE BAYHAM CENTRAL ELGIN DUTfONIDUNWICH MALAH I DE SOUTHWOLD WEST ELGIN TOTAL Based on 4 Year Average Migrated over 4 Years 2011 Percent 2011 2012 Percent 2012 13.40% $4,533 13.40% $4,533 36.82% $12,459 36.82% $12,459 8.62% $2,916 8.62% $2,916 13.89% $4,699 13.89% $4,699 11.87% $4,017 11.87% $4,017 15.42% $5,216 15.42% $5,216 $33,840 $33,840 Please do not hesitate to contact this office if you require any additional information. Yours truly, ennifer Ford, Financial Analyst on behalf of Jim Bundschuh Director of Financial Services Frogressne`l�y Nature; County o1 Elgin Financial se„4ce. 451:1Salset alve SL Thus; 0VNSRSV1 Phol51111391.1041 ex1.141 HONORARIUM Chair- Honorarium - $2,000 Board Members Honorarium = $1500 x 4 * Board Secretary/Administrator Honorarium $1,200 TOTAL Honorariums and mileage to be paid twice a year in June and December, to reduce administration costs. Note: This honorarium is paid directly to the County, not to the Secretary/Administrator 57 $ 2,000 $ 6,000 $ 1,200 $ 9,200 PSS — PROFESSIONAL DEVELOPMENT MEMBERS CONFERENCE - Secretary/Administrator not included Travel 1235 km x $.495 x = $1,833.98 Accommodation $156 plus 13% = $176.28 x 3 nights x 5-3 = $1,586.52 Registration $430.50 x 5-3 = $1,291.50 Per Diem $150 x 3 x53= $1,350.00 Meal Allowance $75 x 3 x53= $675.00 Parking Free $0.00 SUB TOTAL $6,737.00 $6,737.00 PLUS INSPECTOR'S CONFERENCE - Travel - 1235 km x $.495 $611.33 Accommodation - 3 nights $528.84 Registration $431.00 Meals - 3 days $225.00 Parking $0.00 TOTAL $1,796.17 $1,796.17 $8,533.16 ONE SEMINAR Travel $.495 x 65 km x 5 = $160.88 Registration $350x5= $1,750.00 Par Diem $150 x5= $750.00 Meal Allowance $75x 5= $375.00 Parking $10 x 5 $50.00 SUB TOTAL $3,085.88 $3,085.88 CONFERENCE & SEMINAR TOTAL $11,619.04 Misc $2,380.97 Total $14,000.00 58 ADMINISTRATIVE OVERHEAD Paper, faxes, telephone, advertising $1,000 OAPSB Membership fee $1,140 insurance $6,500 TOTAL $8,640 Assumes the County or the OPP Headquarters will supply office, computer, etc. for Board and Secretary/Administrator 59 January 29, 2012 Ms. Joanne Groch The Corporation of the Municipality of West Elgin P.O. Box 490 Rodney, Ontario NOL 2C0 Dear Joanne: Enclosed please find the following for the Corporation of the Municipality of West Elgin for the year ending December 31, 2011: Two copies of the engagement letter for the above -noted year. Please have the Mayor and yourself sign and return the designated copy. The second copy is for your records. if you have any questions regarding these documents, please do not hesitate to contact my office. Sincerely, Christen A. Scrimgeour, B.A., C.A. Scrimgeour & Company, Chartered Accountant Suite 950, 495 Richmond Street London, Ontario N6A 5A9 Phone: 519 -672- -6811 Fax: 519 - 672 -9757 SCRIMGEO COMPANY CHARTERED ACCOUNTANT December 31, 2011 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, 2011, 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. This engagement letter includes the audit of the Trust Funds of the Municipality of West Elgin. These financial statements are prepared 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. [ 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. 1 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. Suite 950, 495 Richmond Street London, Ontario N6:1 5A9 ° Phone: 519 -672 -6811 Fax: 519 - 672 -975-' 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 reasons, 1 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, 201 1 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, 2011 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 1 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 1 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. Other Services In addition to the audit of the financial statements, my firm performs the following work: 1. Assist Treasurer in completion of the EFIR/MPMP submission to MMAH. 2. Audit of the Annual Gas Tax Report as required by AMO. 3. Write up for the Port Glasgow Yacht Club. Working Papers The working papers, files, other materials, reports and work created, developed or performed by me 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. I will use all reasonable efforts to complete the engagement as described in this letter within the agreed upon time frames. However, I shall not be liable for failures or delays in performance that arise from causes beyond my control, including the untimely performance by the Municipality of its obligations. 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 service to your Municipality. Yours truly, Signed Chartered Accountant Acknowledged and agreed on behalf of Municipality of West Elgin by: Signed Signed Title Title Date Date Paz+ Municipality Of West Elgin 22413 Hoskins Line, P.O. Box 490 Rodney, Ontario NOL 2C0 March 8, 2012 DUTTON CO- OPERATIVE CHILD CARE CENTRE INC. 3 LIONS ROAD, DUTTON, ONTARIO NOL 1J0 (519) 762 -2399 www.duttonchildcare.ca Dear Mayor Wiehle and Councillors, The Dutton Co- Operative Child Care Centre Inc. is hosting a Spring Family Fun Night and Open House on Thursday May 3, 2012 from 6 pm — 8 pm. We are coordinating this event and have invited community partners to showcase their programs in an effort to promote and increase public awareness about the wonderful children's organizations we have in the western end of Elgin County. Various organizations have accepted our invitation and are grateful for including them in this community awareness opportunity. Participants will be on hand to provide contact information and details about their services. The child care centre will provide refreshments and a light dinner to all attending. We are enclosing a copy of the event flyer outlining all of the activities planned and the community partners that will be participating. The Dutton Child Care Centre is seeking financial support from the Municipality to help with the organizational and advertising expenses associated with the event. We would appreciate a small donation of $500 to help with these costs. The Dutton Co- Operative Child Care Centre Inc. would like to invite all of the Council members to attend this free community event. We would really appreciate your public support. We are requesting a reply of who will be attending from your organization and if a donation has been approved by March 23rd. The organizing committee looks forward to hearing a positive response from you and is requesting approval to attach your logo to this community event. Sincerely, Pam Wardell Executive Director Worrijng togetherforthe cfiifiren in our community. ��aC;d Care CP�� gA DUTTON CO- OPERATIVE CHILD CARE CENTRE INC. Would like to invite everyone to our spzik, ga.,44 gt. Jittiat Er o ug Admission is Free! Thursday May 3, 2012 6pm - 8pm 3 Lions Rd. Dutton Enjoy a light dinner, refreshments, activities, crafts, guessing games and more. Meet & greet with community partners, children's organizations & recreational clubs. "Come out and see what services are available in your community." Featuring: *Scholastic Book Fair *West Lorne Minor Hockey Association *YWCA Program *Info. from Barb Trudell Dance *Tiny Tots Nursery School Ontario Works- Child Care Subsidy *St. Thomas Public Health Nutrition & Dental Information *West Elgin Community Health Centre *Dutton Dolphins Swim Team *John Kenneth Galbraith Reference Library Programs *Tyke Talk *West Elgin Skating Club *All Kids Belong * Minor Soccer *Minor Baseball *Big Brother Big Sisters *Dutton Child Care Programs and More! Open to the public, first 25 families receive a free goodie bag! Door prizes drawn every 1/2 hour! Come see what's in your community for your little star! For more information or to be part of this event please call 519 - 762 -2399 www.duttonchildcare.ca 4/8/2012 1;11 PM FROM: Fax Homo TO: 519,7850644 PAGE: 001 OF 001 Stephen and Rosemary Hannon 103 Mamelon Street, London, Ontario N5Z 1X9 s.hannon @sympatico.ca Municipality of West Elgin 22413 Hoskins Line PO Box 490 Rodney, Ontario NOL 2C0 To the Council Dear members of Council, A / 2PV As a member of the Geocaching community I would like to request the permission to place a cache off the walk trail below the Port Glasgow Trailer park. The cache will be a small weather proof canister with a magnetic base to secure it to the interior top portion of the metal retaining wall beside the path. The container will have a pad for signing in of those members of the Geocaching community who locate the cache. There will also be a number of trinkets for trade with the community. What is Geocaching - A pastime in which objects are hidden at secret locations for participants to find using GPS positions posted on the Internet. Visit www.geocachin2.com/ or www.ontgeocaching.com/ for further information. If approval is granted could notification be given via Email as I will be living at our trailer located at lot 96 in the Port Glasgow Trailer park as of May 1st Respectfully Stephen Hannon Ministry of Infrastructure Ministry of Transportation Office of the Minister Ferguson Block, 3'd Floor 77 Wellesley Street West Toronto ON M7A 1Z8 416 - 327 -9200 April 5, 2012 Ministere de ('Infrastructure Ministere des Transports Bureau du ministre Edifice Ferguson, 3e etage 77, rue Wellesley ouest Toronto (Ontario) M7A 1Z8 416- 327 -9200 MEMORANDUM FROM: The Honourable Bob Chiarelli RE: Ontario's 2012 Budget yak CCM AT= Ontario Strong Action for Ontario Ontario's bold 2012 Budget was recently presented by the Minister of Finance. We need to strengthen the foundation of the economy. To ensure strong job growth into the future, Ontario must eliminate the deficit. I am pleased to note the provincial budget is on track to be balanced in 2017 -18. Infrastructure After a careful review of the capital plan, the government has found capital savings of more than $3.2 billion over the next six years. Four major hospital projects have been cancelled and two others rescoped, unannounced funding for schools and postsecondary institutions has been reduced, and transportation funding has been reduced over the next six years. However, the Budget continues our government's strong record of infrastructure investment. Our capital plan remains robust. We plan to invest more than $35 billion over the next three years, including $12.9 billion this year -- a level of investment far higher than that of the 1990s and early 2000s. We are building the infrastructure that Ontario needs, and our infrastructure investments will help create or preserve over 100,000 jobs on average in each of the next three years. We are focusing our investments on the most critical areas, to maximize the return on those investments. Building Together, Ontario's long -term infrastructure plan released in June 2011, will continue to guide the investments we make, with its principles of investing in core economic infrastructure, aligning our investments to demographic change, and ensuring strong asset management. Our investments in smart infrastructure will strengthen Ontario's economy for future growth and prosperity, and support the government's priorities in health and education. ... /cont'd - 2 - Government of Ontario Total Infrastructure Investment $ Billions 16 i• 14 12 • 10 - 6P 4P 2001 -02 2002 -03 2003 -04 ▪ 2004 -05 ▪ 2005 -06 2006 -07 2007 -08 2008 -09 ▪ 2009 -10 2010 -11 2011 -12 2012 -13 Interim Plan Total Infrastructure Investment is net of third-party contributions and is presented on a nominal basis Nate: Starting in 2002 -03, Infrastructure Investments includethe cost of tangible capital assets acquired by the province and consolidated government organizations. Starting in 2005 -06, the provincial reporting entity was expanded to include colleges, school boards, and hospitals. Source: Ontario Ministry of Infrastructure. Key Infrastructure Investments Some of the benefits from our government's infrastructure projects include: • Better movement of goods and people across Ontario's highway network. Investments in highway projects like the Windsor -Essex Parkway, the Highway 407 East extension, and the significant expansion of Highway 417 in Ottawa will reduce travel times and boost the economy. The continued four - laning of sections of Northern Ontario's Trans - Canada Highway corridors will support the Growth Plan for Northern Ontario, helping to promote economic growth, sustain an evolving industrial base, and meet the social needs of northern residents. • More public transit investments. Modern transit systems such as the Ottawa Light Rail Transit system and the York Viva Bus Rapid Transit, and continued improvements to the GO Transit network like the Air Rail Link, reduce congestion and provide more transportation choices to Ontarians. Our government is also continuing to support municipalities' transit systems through a guaranteed share of the provincial gas tax. Since 2003, we have invested more than $13.4 billion in public transit in Ontario, including more than $6 billion in GO Transit. We have committed more than $3.8 billion in the TTC, and additionally our Toronto Caucus has been able to secure $8.4 billion to be further invested in transit in Toronto. ...fcont'd - 3 Examples of Public Transit Commitments Under Construction Provincial Commitment Metrolinx Rapid Transit Projects in Toronto $8.4 billion Gas Tax Invested $1.9B since 2004 York Region VIVA Bus Rapid Transit $1.4 billion Toronto -York Spadina Subway Extension $870 million Ottawa LRT $600 million Toronto Streetcars $416.3 million Union Station Improvements and GO Transit Train Shed $372 million Waterloo Region Rapid Transit Project $300 million Union - Pearson Air Rail Link – Spur Line & Terminal One Station $128.6 million Brampton Zum Bus System $95 million Durham Hwy 2 Bus Rapid Transit $82 million Mississauga Transitway* $65 million * Note: An additional $48 million will flow through GO Transit for the western portion of the Mississauga Transitway project from Winston Churchill Boulevard to Erin Mills Parkway • A stronger education system. Capital funding to fully implement full -day kindergarten will provide improved places for children to learn. New postsecondary education facilities, such as the 19 new college and university projects that were announced following the launch of Building Together last spring, will help ensure that infrastructure is aligned with the needs of students and can provide the well- trained workforce Ontario's economy needs. • Healthier lifetime outcomes. Modern healthcare infrastructure, including more than 30 new major hospital projects planned, in addition to the 25 major projects currently under construction, enables patients to be treated in state -of- the -art facilities. The government is also working to provide more appropriate care for those patients who no longer need expensive acute care spaces in hospitals. Through expanded use of Infrastructure Ontario, we will ensure that more infrastructure projects come in on time and on budget, and that a wider range of projects and sectors use the Alternative Financing and Procurement model. We are building on strong foundations — since 2005, Infrastructure Ontario has completed more than 20 large complex infrastructure projects using the AFP model, with estimated value for money savings of over half a billion dollars. We will also work with our infrastructure partners across the broader public sector to improve asset management practices, ensuring that public dollars are spent as carefully and effectively as possible. ...Icont'd - 4 - The Federal Long -Term Infrastructure Plan When we launched Building Together, we spoke about the need for co- ordination and meaningful dialogue between Ontario and the federal government around future federal infrastructure programs. We are pleased that the federal government has now started the process for their own long -term infrastructure plan, and we are working with them, our municipal partners and Ontario's stakeholders to ensure that the federal plan meets Ontario's core infrastructure priorities and contributes to job creation and economic growth. Transportation Since 2003, we have invested more than $14 billion to expand and improve Ontario's highways. This is double what the previous government invested. We have invested more than $3.8 billion in Northern Ontario's highways. This year we are investing an additional $550.5 million in Northern Ontario highway construction. Our focus continues to be on ensuring that the province's highways and bridges remain safe, while also making the necessary investments in transit. In fact, since 2000, the total capital infrastructure investments (including southern and northern highways as well as Metrolinx investments) have increased from over $1.1 billion in 2000/01 to aver $5.7 billion in 2012/13. 6,000 - 5,000 - 4,000 - 3,000 - 2,000 - 1,000 - 0 Government of Ontario Total Transportation Investment $1,106 $1,024 $1,272 'Masi F1 th!• $1,480 $3,234 $3,048 $1,615 $3,902 $4,067 n4 r $4,423 $5,108 $5,719 2000 -01 2001 -02 2002 -03 2003 -04 2004 -05 2005 -06 2006 -07 2007-08 2008 -09 2009 -10 2010 -11 2011 -12 2012 -13 INTERIM PLAN Source: Ontario Public Accounts (2000 -01 to 2010 -11) and the 2012 Ontario Budget. To help support these investments, the government charges a variety of transportation - related fees. As you may know, Ontario is changing driver and vehicle licence fees for the first time in many years. Some fees have not changed in a generation. This will help make sure the province's roads and bridges remain safe and in good repair. Safety of our provincial highways and bridges remains a top priority. ... /cont'd - 5 - The ministry will be increasing fees incrementally, based on the cost to deliver transportation infrastructure and services. We balanced between personal and commercial impacts. This moderate approach will generate approximately $57 million in 2012 -13. Affected fees include: • permit fees for truck and bus operators • permits for trailers and vehicles • new driver's licences and renewals • farm and off - road /snow vehicles. The government is also proposing legislation to provide authority to toll the new Highway 407 East (between the easterly end of Highway 407 and Highway 351115), which is needed before the first phase of the extension's anticipated opening in 2015. These tolls will be collected and retained by the province. I look forward to continuing to work together to build a strong, economically competitive Ontario for the future. Sincerely, Bob Chiarelli Minister & ,_,ic„ West Elgin Arena Board Regular Session February 14 2012 This regular session of the West Elgin Arena Board was called to order at 9:30 am with the following members present: Mary Bodnar, Bob Purcell, Alphonse Willie, Dug Aldred, and Recreation Superintendent Jeff Slater. Item # 1 Disclosure of Pecuniary Interest: None noted. Item # 2 Delegations: There were no delegations at this session. Item # 3 Adoption of the Minutes: Moved By Alphonse Willie Seconded By: Dug Aldred The West Elgin Arena Board resolve that the resolution in item # 4 , of the January 10 2012 Minutes be changed to read $ 22,188.99, rather than $ 2218.89. That the minutes of January 10 2012 be approved as amended. CARRIED Item # 4 Accounts and financial Reports: Moved By Bob Purcell Seconded By: Dug Aldred The West Elgin Arena Board resoles that the accounts for January minutes be approved as presented in the amount of $ 22,188.89 CARRIED Moved By Alphonse Willie Seconded By: Bob Purcell The West Elgin Arena Board resolves that the accounts presented in the amount of $ 29,170.39 be approved for payment. CARRIED Item # 5 Business Arising from the Minutes: 1. Ice Rates: The Recreation Superintendent presented a report outlining the costs of ice time at SWM arenas and proposed the 2012/2013 Season Ice rates. That proposal resulted in the following resolution: Moved By: Dug Aldred Seconded By: Alphonse Willie The West Elgin Arena Board resolves that: the 2012/2013 ice rates for Minor Sports be set at$ 116.81 + 15.19 HST =$ 132.00 per hour. Further that the 2013 / 2014 ice rates be set at: Prime Time: 137.17 + 17.83 HST = $ 155.00 Day Ice: 48.67 + 6.33 HST = $ 55.00 per hour -2- Minor Sports Rate: 119.47 + 15.53 HST = $ 135.00 per hour CARRIED Item # 6 Correspondence: There was no correspondence presented at this session. Item # 7 New Business: 1. ATM: Member Dug Aldred suggested Recreation Superintendent look into the possibility of having and ATM machine installed at the arena. The Recreation Superintendent is to investigate. 2. Alternate Programming: There was discussion regarding the possibility of organizing a no body contact " league" for boys that are bantam / midget aged players as several of this age group of players leave the game because of the body contact. The Recreation Superintendent is to look into this possibility. Item # 8 Adjournment: Moved By: Dug Aldred Seconded By: Bob Purcell The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:30 am and reconvene on March 13 2012 at 9:30 am or at the call of the chair. CARRIED. WEST ELGIN CHAMBER OF COMMERCE MEETING FEB 21, 2012 @ 7:00 PM In attendance: Bill Denning, Irene Pi.i.ddester, Robert White, John Slaats, Dug Aldred, Ed Kebbel, Terry Eckersley, Heather Bell Welcome from the Chair- Welcome and thank you for joining us at The Hub. And special welcome to Pete and Gail Hack our guests this evening. Approval of Minutes- Minutes were moved by Irene Puddester and seconded by Robert White that they be accepted. No objections and were carried. Business arising from previous meeting- Bill confirmed that changes are being made to the website and the minutes of the meetings will be posted in due course. We will notify you once this has been completed. We have added to our Ambassador List both Legions and Heather Bell has volunteered to write some scripting on what tips we can provide to our ambassadors- please email Heather with any suggestions. The "Tip of the Hat" program was also discussed. Bill was hoping to have recognition for the AGM meeting but after some discussion is was agreed that for this year we really want to ramp up this program so, monthly recognition or recognition when due (ie....may not have Tip of the Hat every month). Please email any "Tip of the Hat" recognition to Terry at terry.eckersley @rbc.com. It is the Chamber's hope that this program will flourish and eventually we will have a "Tip of the Hat" and "Hats off' for business of the year award as two different awards. But in the meantime, let's make sure we get started with our "Tip of the Hat" program and send me those recognitions. REPORTS Welcoming Committee- Report from Pam that 1 Welcome bag was delivered. Tourism & Economic Development- Report from Robert White that Cactus and Cowboy planning is well underway. There will be a free concert from West 76 and many tables /vendors have already secured their spot. "Home for Christmas" is being considered by The Bank to take over this activity. It was requested that the Chamber of Commerce plan to pay for the Lure Brochure. Cost last year was approximately $1700. This motion was made by Irene Puddester that Chamber pick up the tab and seconded by Heather Bell . Correspondence- Health at Work 4 All- invite to March 2 healthy huddle. Pitch -In- Canada invite to participate in 45th anniversary of pitching in to clean up week of April 23 -30`h. Invitation from The Bank to participate in the Heritage Pathway. Newsletter from Elgin St Thomas Public Health highlighting Healthy Eating, Driven to Quit and Bed Bugs. Treasurers Report -Ed Kebbel provided treasurer's report and he indicated we have a balance of $8493.00 in the bank. Report was moved by Irene Puddester and seconded by Terry Eckersley. No objections and report was carried. Business after 5- The next Bus after 5 will be held at Xact Auto Service on March 27th from 5 -7 pm. May 1$` will be the next Bus after 5 -no location has been determined at this time but we are hoping that it can be held at Four Counties Hospital with invites to other local chambers ie Dutton, Glencoe arid Newbury. Community Improvement- Heather Bell provided this report. Heather described that the Community Improvement committee that her and Bill were on met once a month and often have homework to complete such as ....what do we need — More resources for seniors? More access to the marina? And this homework is sent back in after the monthly meetings to build upon the next assignment. Website Committee -no update. Chamber Minutes will be posted on the website in due course. West Elgin Council News- report provided by Dug. Joanne Groch is retiring after 28 years and the council has hired a recruiter. Joanne's title is Chief Administrator Officer /Treasurer which suits the needs of this council and this is the position that will be posted. There have been no formal meetings with respect to school closures yet. With respect to the development known as Seaside an appeal period has been extended as not all upper government requirements have been met. Other Business -Gail and Pete Hack "Mickey's Diner" hope to reopen this summer. There was lots of water damage. Tables, chairs and stock will need to be replaced. The new owner of the building will complete the appropriate changes and expect to have the facility ready for summer. The fire was definitely arson and two charges have been laid. Motion on the floor- The Chamber of Commerce will hold quarterly general meetings. All other meetings will be "Call of the Chair" except for the AGM meeting. Robert White moved the motion, seconded by Heather Bell. No opposition - carried. This will change Article 6.2 which states regular meetings will be held monthly at such time and place designated by the Board. Unless such general meetings take place on a monthly basis at least one week's notice of meeting shall be given. Revised to- Regular meetings will be held quarterly at such time and place designated by Board. The first quarterly meeting will be held on March 27`h after Business after 5. Meeting Adjourned- Moved by Robert White and carried by Irene Puddester. PLEASE JOIN US ON MARCH 27TH AT 5 PM AT XAct AUTO Located at 229 Furnival Road, Rodney On for Business after 5 West Elgin Economic Development Committee West Elgin Municipal Office Thursday February 23, 2012 7:00 — 9:00 p.m. Committee Members: Bernie Wiehle Richard Leatham Bill Denning Heather Bell Nancy Kopriva Regrets: Glenn Degraw, Grace McGartland Chair /Resource: Marilyn Crewe Guest Facilitator: Shayne Wyler Minutes: Melinda Cockburn AGENDA 1. 7:00 CaII to Order 7;02 pm 2. 7:02 Committee Update Shayne will leaving EBRC to go back to run his own business, effective March 9, 2012. Discussions are in progress about Shayne remaining part of the project until the end (Aug). 3. 7:05 SMART Goal Development No gold stars for those who did homework. Goal tonight is to get down to 2 or 3 manageable goals for the strat plan. Write down tools that go together on same page /category. Goals from homework: getting the community connected Communicating & providing information and active promoting Update website, contemporary, connecting tool for the community, (communication tool) Engaging people by educating key people to not be afraid to connect with (communication) Fill our store fronts and commercial spaces with businesses Chronicle to have community update (communication) Using social media to broadcast information Because of seniors will have to maintain traditional methods Face to face conversations (communication) Unified message of branding (communication /education) Expand the message out in a very consistent way. How to get to people to buy into it, what's the motivation for community (education /communication) Why should someone care? How to encourage, support ,nurture sense of ownership in community. Make them care. Sense of community fills voids Positive attitude Welcoming new people and seeking their community needs Ownership (potential goal) Look for those positive community members, create ambassadors group — Elgin County has ambassadors should have people from WE as part of that group. Start there. Find out what makes people in the community unhappy Incentive, education, empowering them to communication As a community look after those in the community, would provide a labour pool Need for more volunteers (are a tool) Survey to community (through water bill) to find needs in the community and asking them if they would volunteer their time with organizing these needs Targeted volunteers If they recognize the idea that creates the ownership May not be a lack of volunteers just not getting the message to them What is their piece in keeping that going? What is important in community that you do not want to live without and what things are missing in the community that you want to have Start Stop Contiune tool Pulled out strat plan from community to view the four pillars and compared to the notes from meetings 1. Build social capital , social network building, show county how to achieve that goal 2. Enhancing built environment 3. Develop talented entrepreneurs 4. Tell their story Lining up with what has been being discussed. Need money for tools to communicate When to recognize need and then recognize when to bring into play Here on out committee will be taking more of a lead, will then be taking ownership Where does community events and festivals fit in? Events: There are a number of them now, take lots of people to organize, some have fell by the wayside due to lack of organizers, how to revive those forgotten events. Bring out older crowd who will then bring out their grandkids, etc. County should be supporting and promoting them (part of strat plan) Community booster groups focusing on community event (ie: bbq, community day, etc) Message of event, celebration of community, (communication to get them there, opportunity to educate, identify uniqueness of community, WE 's is diversity)challenges may have arisen due to issues such as insurance, health board inspections Catalyst: Information centres in the businesses, potential ambassadors Signs coming into WE and a list right there the ambassador businesses Invitation goes to all businesses to give the sense of community instead of picking business that only people from outside the community visit Ongoing training then comes in Once 1 business starts booming because they are ambassador then others will become interested Storefronts, attract businesses, entrepreneurs, need businesses in the downtown, can put a number on that due to knowing the number of spaces. Incentives /funding through municipality (ie. Tax break) Use 401 as marketing tool to promote starting businesses to locate to the community 401 signs can only be location signs Look outside the retail market and look at all possibilities Not just one business in a single location Use survey's to decide needs and then prove that there is a market there for businesses Portuguese shop is a need due to the large # of Portuguese community People to recognize those needs Use ambassadors to report those needs Ownership: layers 1. Buy in from the community 2. Here are the real needs and it is up to us to make sure they are felt and meet (What is my role in the community ?) Asking community what they need could be a tool for the business owners Need to know what each other in the community is doing Connection What goals could potentially be: Community Ownership: • Pride in community • Taking responsibility in growth development • Taking ownership of people in the community • Encourage the mindset to live here for a long time • Improvement Think where would your community would be without you? Write down three words and enter the things just discussed under ownership Catalyst: • Problem solver • Providing the tools • Creation /rebirth of and event to get people out and connecting with the community • Dropping the things that are not working Have ipads at information stations around the community Connection: • Make sure people in community are connected to their needs plus expanding that connection to those outside the community Assignment Take words through smart tool and find smart goals for each of these. Develop three goals Specific goal to build ownership in the community each person understand their role and their part in the community. What does it sound and look like, what is the wording of it, how to express that goal Create ownership vs. take ownership Catalyst: the community is a vehicle to having the needs met (the bridge) Connection: what does connection mean to you? Knowing where you are going and feeling comfortable and confident Clarify what it means to you by next Friday March 2 2nd assignment Go through start stop continue exercise for the community. By march 14. Next meeting: what are the tools that we need to accomplish these goals Take a look at the county's action plan to see where we are going 4. 8:55 Next Meeting - March 19 5. 9:00 Adjournment 9:05 West Elgin Economic Development Committee Meeting Monday, March 19, 2012 — 7:00 p.m. — 9:00 p.m. Present: Bernie Wiehle Heather Bell Richard Leatham Glenn Degraw Regrets: Bill Denning Nancy Kopriva Chair /Resource: Marilyn Crewe Facilitator: Shayne Wyler Minutes: Debra Webster Call to Order by Marilyn Crewe at 7:00 p.m. Grace McGartland Shayne revised the agenda — spend time on SMART goals and then on to the Tools portion Where is clarity needed on SMART goals? Didn't know how to fill in the blanks Ownership Catalyst Connection How to measure, be specific and how to slot them. Some mean the same thing and come together. Could become too global or too specific Seniors home is classified as a tool to achieve the goal Naturally jump to the tools Welcome people to conversation, find out what they need and then offer the tools Connecting others to the community Need to know what the people want —they need to tell you if they are dissatisfied so that other can become part of the solution Examples were given by 2 committee members present of how they were able to take Ownership, be the Catalyst and become the Connection 5 items to set a goal SMART 1. Realistic 2. Specific 3. Obtainable 4. Measureable Over reaching goal to keep you moving forward How to match the SMART goals to the words was clarified Ownership —what does this goal potentially look like- needs to be simple and understandable To encourage people to become involved . achieving (as a team) what is needed together people take ownership of the right things, positive, fix -it attitude there is an issue and make it right work in the language you already have— how does taking ownership help us connect others to our community to encourage all to take responsibility — recruit others as you go along determining their needs — by taking ownership you find out where the holes are — each person takes ownership of what they do how do we find the real needs of the community — this is the conversation of tools passion and pride in ownership — look after it respect for each other, our town what is your role in the community? — question to ask people assemble a group of community members — we take ownership of our community and look after it / for everyone to take ownership of our community and look after it — take that and make it SMART how to define West Elgin as a goal that group of people — residents and those interested in West Elgin all members of the West Elgin community (we) there Is ownership in the word `member' describe what ownership means as a goal 1. All members of the West Elgin community taking responsibility, —is it specific? Population 5,157 per 2011 census thinking of connecting people to our community are we out to achieve our needs or their needs? total different results between taking pride and taking responsibility Catalvst /Bridge Causes an important event to come together Person /persons make something happen — speed up the process — work more efficiently Recognition by the doers — getting people to come together and participate and making it work Recognize and implement action Problem solver Drop what doesn't work which will speed up the process — streamlining What is the catalyst — people of the community, the municipality, the catalyst is the people who take ownership - 2 All members of the West Elgin community working together to achieve your needs Connection — ambassadorship Activity bringing people together to achieve a common goal which Is community Achieve a common goal (is people's need for community) — all people How does connection fit in in connecting others to our community 3. All members of the West Elgin community connecting to provide solutions and opportunities Work through #1 Assignment work on #2 and #3 #1— All members of the West Elgin community taking responsibility tools we need to take communication tools — paper, facebook, social media, training, someone responsible for seeing what is needed and what areas we are going to be working in, Tillable form, list of all businesses and areas of expertise with phone numbers (Chamber of Commerce website has some).WE municipal website has links — training where people are to go for specific needs. Need welcoming committee for businesses as well as households. Need to get the by -in from everyone in the community. What do you need in place for this to become a reality? Ambassadorship program — strategically placed community information connection sign — develop and then market to other communities ( potential income stream). ComCon. Is it a pamphlet rack, kiosk? I -phone app (your town is a free app) — county looking into this. Signage in the community and how to get where. Each municipality would set up their own Time, people, opportunity, money, etc. #2 Seniors home Next time everyone's list and combine them Should the group get together between meetings and work on homework, etc. -- yes and would provide an opportunity for Nancy and Bill to become involved. Time line — attach for strategic plan (eg. 3 years) for to be in place, but this is ongoing process and therefore timeless. Could add another item for the 4th year. Tools are more defined regarding time — this is where operational plan (next year's plan) comes into play and budget. These 3 goals meet the SMART process. **Next meeting committee members only — April 2 — 7:00 p.m. What tools do we need to achieve these goals? ** Minutes to be sent out this week. Upcoming meetings April 23 May 14 June 18 July 16 August 13