The URL can be used to link to this page

June 14, 2012 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING JUNE 14, 2012 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ------------------------------------------------------------------------------------------------------------ DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A29) *May 3, 2012 Special Council *May 10, 2012 Council *May 10, 2012 Committee of Adjustment — Chase Enterprises *May 24, 2012 Council *May 24, 2012 Public Meeting — Zoning Amendment (Roodzant Farms) *May 30, 2012 Special Council *May 30, 2012 Special Planning Meeting BUSINESS ARISING FROM MINUTES DELEGATIONS 11:30 a.m. Jim Simpson, Manager Port Glasgow Trailer Park Wendi Dupuis, Lakewood Trailer Park 1:30 p.m. Public Meeting — 2012 Budget REPORTS (C1-C9) 1. ROADS a) *Monthly Report b) *Report from County of Elgin — Vegetation Control and Roadside Maintenance June 14/12..........Page 2 c) Port Glasgow Yacht Club — request to widen lane (at Picnic Hill) 2. RECREATIONIEMERGENCY MANAGEMENT a) *Monthly Report b) *Report re: County Wide Emergency Support Trailer 3. BUILDING 4. WATER a) *Monthly Report 5. BY-LAW ENFORCEMENT a) *Monthly Report S. DRAINS 7. WEST ELGIN PRIMARY SYSTEM 8. ADMINISTRATION a) *Quote for replacement of UV boards & ballasts for West Lorne wastewater treatment plant b) *Quote for replacement parts for check valves for Rodney wastewater treatment plant c) *Quote for transmitter for West Lorne wastewater treatment plant d) DWQMS e) *Report re: Source Water Protection f) *Report re: Council Code of Conduct g) Insurance RFP ACCOUNTS June 14/12..........Page 3 CORRESPONDENCE (D1 — D27) COUNCIL CONSIDERATION RECOMMENDED: 1.* Durham Region — request for support of a resolution regarding proposed source protection plan report 2012-J-12; 2.* Durham Region — request for support of a resolution regarding proposed source protection plan report 2012-J-13; 3.* Ministry of Agriculture, Food and Rural Affairs — response regarding proposed solar energy facility in the village; 4.* OPP — Ministry of Municipal Affairs & Housing (Performance Measurement Program); 5.* Serbian Orthodox Church — request for support for outdoor festival August 5, 2012; 6.* Royal Canadian Legion Branch 221 — request for support for a beer garden at Cactus, Cattle & Cowboys, July 21, 2012; 7.* Halton Region — Report — Universal Influenza Immunization Program; 8.* Port Glasgow Yacht Club — letter of accomplishments; 9.* Elgin County Land Division Committee - Notice of Application for Consent —Application No. E40112 (Okolisan); 10.* Elgin County Land Division Committee — Notice of Application for Consent —Application No. E49112- (Perovich); 11* Amy Ingratta — request to be exempt from sewage costs re; grass planting; 12.* Canadian Association of Community Television Users & Stations — request for public in put regarding free over-the-air service in the future; 13.* Municipality of Clarington - correspondence from Ministry of Environment regarding soil management; 14* Municipality of Huron East — request for support of a resolution prohibiting solar ground mounted projects on prime agricultural lands; 15.* Township of West Lincoln — request for support of a resolution to not support any future industrial wind turbine applications; 16.* Ministry of the Environment — New Accreditation Bodies under the Municipal Drinking Water Licensing Program; RECOMMENDED TO ACCEPT & FILE: 17. AMO • Watch File — May 10, 2012; • Watch File — May 17, 2012; • Watch File — May 24, 2012; • Watch File — May 31, 2012; • Watch File — June 7, 2012; 1$. FCHS — request for pledge contribution; 19. Elgin Group Police Services Board — Minutes of January 18, 2012; June 14/12..........Page 4 20. Elgin Group Police Services Board — Minutes of March 21, 2012; 21. Ministry of Citizenship and Immigration — Ontario Medal for Good Citizenship; 22. Independent Electricity System Operator— 2011 Annual Report; 23. Elgin County— Conference Series — E-Marketing; 24. Middlesex Hospital Alliance — June 1 st — Media Release; 25. Elgin County — Notice of Decision — Application No. E-30112 (Quintyn); 26. Thames Talbot Land Trust-- June, 2012 Newsletter; 27, Elgin Federation of Agriculture — June, 2012 Newsletter; BY-LAWS: By-law No. 2011-40 2012 Tax Rates By-law No. 2011-43 Appoint Chief Administrative Officer and Treasurer By-law No, 2012-44 Amend Employee Remuneration By-law 2012-02 MINUTES (E1-E2) *West Elgin Arena Board — April 10, 2012 `West Elgin Recreation Committee —April 17, 2012 OTHER BUSINESS (F1-F2) 1. Council announcements 2. Closed session — personal matters about an identifiable individual * Information enclosed CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: June 28, 2012 Council July 19, 2012 Council — Planning meeting July 24, 2012 Tri County Management Committee, 7:00 p.m. August 9, 2012 Council — Regular meeting �J MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL COUNCIL MEETING MAY 3, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Joanne Groch Administrator/Treasurer Norma Bryant Clerk Janet Johnston Deputy Treasurer The Mayor opened the special meeting for a closed session to discuss the recruitment for the Administrator/Treasurer and 2012 budget. RES. NO. 1 Moved by Bodnar Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss personal matters about an identifiable individual (M.A.s239(2)(b). DISPOSITION: Carried RES. NO. 2 Moved by Leatham Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that interviews for the Administrator/Treasurer position will be scheduled for May 15"'. The Deputy Mayor left the meeting SUBJECT: 2012 BUDGET Also in attendance: Deputy Treasurer The Treasurer presented the 2011 Budget, 2011 Actual and 2012 Budget for the following: • Schedules for Revenue and Expenditures • Miscellaneous projects—Canada Day—fireworks (to be discussed at May 1& meeting) • West Lorne Heritage House • Port Glasgow planning and Yacht Club proposal • Interest& Investments + Building, amended mileage • Roads, amended reserve, unfinanced capital operations • Gas Tax Allocation, amended • West Lorne collections, amended surplus A-i May 3112...Pg 2 of 3 BUDGET cont'd • Water Department, amended salaries • Tri County Management Committee • Licensing office • Reserves • County of Elgin levy • Comparison of assessments 2012 to 2011 The Treasurer reported that this budget is a decrease of 1.29%. Discussion took place regarding grants to Four Counties Hospital and Arts&Cookery Bank. Council requests that the Arts &Cookery Bank provide a business plan before a decision will be made. SUBJECT: OFFICE PART-TIME STAFF The Administrator/Treasurer presented a report requesting authorization to hire a part- time employee for the office. RES. NO. 3 Moved by Leatham Seconded by Miller RESOLVED that Council authorize the hiring of a temporary part-time employee for the office. DISPOSITON: Carried SUBJECT: RESERVES RES. NO,4 Moved by Aldred Seconded by Miller THAT the Council of the Municipality of West Elgin amend the 2011 Reserve transfers as follows: 1. the amount of$4951.00 be transferred from the County Equipment/Housing Reserve account for the 2011 Budget. 2. the amount of$103,766 transferred to the West Lorne Heritage House and Hub Reserve account for the 2011 Budget 3. the amount of$64,000 be transferred to the Roads Reserve account not$50,000 as shown on the Expenditures Summary Schedule C3 of By-law 2011-47. DISPOSITION: Carried SUBJECT: CONFIRMATION BY-LAW RES NO. 5 Moved by Aldred Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the special meeting held on May 3, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 6 Moved by Miller Seconded by Leatham RESOLVED that a By-law to confirm the proceedings of the special meeting held on May 3, 2012 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-33-Confirming By- law May 3 2012 .A 3 May 3/12...Pg 3 of 3 SUBJECT: ADJOURNMENT RES. NO. 7 Moved by Miller Seconded by Leatham RESOLVED that this Special Meeting of Council shall adjourn at 3:30 p.m. to meet again on May 10`x', 2012. DISPOSITION: Carried These minutes were adopted on the 14«day of June, 2012. MAYOR CLERK A � MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS MAY 10, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Joanne Groch Administrator/Treasurer Norma Bryant Clerk Paul Van Vaerenbergh Road Superintendent Mike Kalita Water Superintendent Jeff Slater Recreation Superintendent Bruce Boughner Roads Foreman 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 May 10, 2012 as printed and circulated with the following addition: • Report from Administrator/Treasurer re: Ontario Regulation 284109 Budget Matters- Expenses DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 2 Moved by Aldred Seconded by Bodnar RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: April 12, 2012 Council. April 19, 2012 Special Council April 26, 2012 Council DISPOSITION: Carried SUBJECT: TREE REMOVAL 1 TREE PLANTING POLICY Also in attendance: Bill Prieksaitis Mr. Prieksaitis congratulated Council for considering a policy to plant trees and suggested a variety of trees be planted at the Port Glasgow Trailer Park. He referred to point#5 in the tree removal policy noting that there is no source for appeal—the Road Superintendent has the final say. The final decision should be up to Council and the Road Superintendent. A3 May 10/12...Pg 2 of 12 The Road Superintendent noted there is no risks to the landowners as the tress are on municipal property. Should be up to the municipality to decide if the tree should be removed. Size of trees?After planting need to water, etc—who will do that? If planting in rural areas, need buy-in from adjacent landowners; for example not run a combine over the new trees. After discussion Council agreed that a report would be provided from municipal arbourist only and if there is a dispute between the Road Superintendent and the landowner, Council will decide. The Clerk to revise policy into our standard format for the committee to review and present to Council for formal adoption. The Mayor noted a similar policy should be prepared for parks with a list of species and a policy regarding vegetation along roads. RES. NO. 3 Moved by Miller Seconded by Leatham RESOLVED that the Committee is hereby directed to prepare a draft policy fo r: 1. tree planting in parks; 2. vegetation policy along municipal roads DISPOSITION: Carried SUBJECT: USE OF MUNICIPAL VEHICLES Also in attendance: Roads Foreman The Administrator noted that the Road Superintendent was permitted to take a municipal vehicles home for over 25 years. In 1998 this was extended to the Roads Foreman to use for county roads patrol. What about those on standby? Should there be a maximum distance that this policy would apply; for example 75 km. from the Roads Garage? The Road Superintendent brought forward a request to consider weekend patrols in winter. It would be beneficial if this employee could start their patrol from their home on the weekends, The Administrator noted that this would be a taxable benefit for that employee. RES. NO. 4 Moved by Miller Seconded by Aldred RESOLVED that the Administrator is hereby directed to prepare a policy regarding winter patrol taking municipal trucks home. DISPOSITION: Carried The Roads Foreman left the meeting. SUBJECT: ROAD DEPARTMENT REPORT RES, NO. 5 Moved by Bodnar Seconded by Aldred RESOLVED that the April 2012 Roads Report be received. DISPOSITION: Carried May 10112...Pg 3 of 12 SUBJECT: TRACTOR PULL TRACK Council reviewed the reports from the Road Superintendent and the Recreation Superintendent regarding the Fair Board proposal for changes to the track to accommodate the tractor pull. RES. NO. 6 Moved by Miller Seconded by Leatham RESOLVED that Council authorize the following for the tractor pull track located in the Rodney Park: • Install a perimeter tile drain around the proposed area for the track • Spray the track area with an OPA approved herbicide and then be roto tilled • Top soil be excavated, removed and stock piled at the Scott Pit DISPOSITION: Carried SUBJECT: ASPHALT TENDER Council received the following tenders for asphalt: Asphalt Miffing TOTAL (1200 tonnes) (60 sq. m.) (plus taxes) Huron Construction $106,800.00 $ 1,020.00 $107,820.00 Del-Ko Paving $131,164.00 $ 4,500.00 $135,684.00 Dufferin Construction $119,436.00 $ 3,100.20 $122,536.20 RES. NO. 4 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the tender of Huron Construction in the amount of$107,820.00 plus taxes for 1200 tonnes of asphalt and 60 square metres of milling. DISPOSITION: Carried SUBJECT, RECREATION DEPARTMENT REPORT RES. NO. 8 Moved by Miller Seconded by Aldred RESOLVED that the Recreation Report for May 2012 be received. DISPOSITION: Carried SUBJECT: QUOTATIONS FOR SIDEWALK&STEPS—RECREATION CENTRE= Council received the following quotations for the installation of a sidewalk and steps at the West Elgin Recreation Centre: QUOTATION (plus taxes) J.R. (Rick) Falkins Construction $5,650.00 Dave Lilley& Son Excavating $3,500.00 Joe Machado $5,525.00 RES. NO. 9 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Dave Lilley&Son Excavating in the amount of$3,500.00 plus taxes for installation of sidewalk and steps at the Recreation Centre. DISPOSITION: Carried A-7 May 10/12...Pg 4 of 12 SUBJECT: QUOTATIONS FOR WINDOWS—RECREATION CENTRE Council received the following quotations for replacement of windows at the West Elgin Recreation Centre: QUOTATION (plus taxes) Erie Glass $ 6,494.00 Peacock Windows & Doors $12,144.00 J.R. (Rick) Falkins Construction $10,848.00 Joe Machado $ 6,690.40 RES. NO. 10 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Erie Glass in the amount of$6,494.00 plus taxes for replacement of windows at Recreation Centre. SUBJECT: FIRE SUPPRESSION SYSTEM—RECREATION CENTRE Council received the following quotes for a stainless steel hood and fan for the kitchen at the West Elgin Recreation Centre; QUOTATION (plus taxes) Access Fire $8,000.00 Service Experts Heating $8,050.00 West Metal Fabricators Limited $9,120.00 The Recreation Superintendent reported that Access Fire will also install the required suppression system at the fee of$2,600.00 plus taxes. RES. NO, 11 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Access Fire in the amount of$10,600.00 plus taxes for installation of fire suppression system at West Elgin Recreation Centre. DISPOSITION: Carried SUBJECT: FIREWORKS DISPLAYS RES. NO. 12 Moved by Aldred Seconded by Miller RESOLVED that Council approve Spectacular Fireworks to perform July 1, 2012 and August 5, 2012 at the cost of$7,000.00 plus taxes. DISPOSITION: Carried SUBJECT: RECREATION COMMITTEE REMUNERATION The Administrator reported that the remuneration for the Recreation Committee and the Arena Board are different and asked Council if the amounts should be the same. Council agreed to leave as is. SUBJECT: WATER DEPARTMENT REPORT RES. NO. 13 Moved by Leatham Seconded by Miller RESOLVED that the April 2012 Water Department Report be received. DISPOSITION: Carried May 10112...Pg 5 of 12 SUBJECT: QUOTATION FOR REPLACEMENT OF DOORS AT WATER DEPARTMENT SWOP Council received the following quotations for the replacement of three doors at the Water Department shop: QUOTATION (plus taxes) Dor-Co Garage Doors $9,930.00 Rodney Building and Metal Products $8,909.13 Alan Vandenbrink $9,750.00 RES. NO. 14 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Rodney Building in the amount of$8,909.13 plus taxes for replacement of 3 doors at Water Department shop. DISPOSITION: Carried SUBJECT: CHANGES TO DISCONNECT POLICY RES. NO. 15 Moved by Leatham Seconded by Miller RESOLVED that the report from the Water Superintendent regarding disconnect policy be received; AND that the disconnect I reconnect charge be changed to $50.00 each. DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 16 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss a proposed or pending acquisition or disposition of land (M.A. s.239 (2) (c) DISPOSITION: Carried RES, NO. 17 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that direction had been given to Road Superintendent regarding a proposed purchase of land. SUBJECT: BUILDING REPORT RES. NO. 18 Moved by Bodnar Seconded by Aldred RESOLVED that the Building Report for March and April 2012 be received. DISPOSITION: Carried Al May 10112...Pg 6 of 12 SUBJECT: BY-LAW ENFORCEMENT REPORT RES, NO. 19 Moved by Leatham Seconded by Miller RESOLVED that the By-law Enforcement Report dated May 10, 2012 be received. DISPOSITION: Carried SUBJECT: QUOTATIONS FOR GRASS CUTTING Council received the following quotations for grass cutting: QUOTATION (plus taxes) Green Street Landscaping $60.00 per hour Rural Routes Landscaping $90.00 per hour RES. NO. 20 Moved by Aldred Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Green Street Landscaping in the amount of$60.00 per hour plus taxes for grass cutting. DISPOSITION: Carried Council recessed to sit as Committee of Adjustment and resumed their meeting thereafter. DELEGATION: VICKI KYLE, GLENCOE ANIMAL SHELTER Ms. Kyle noted she is requesting a 3% increase for 3 years. Discussion took place regarding cats and feral cats. Should we tag them to cover costs? Ms. Kyle will check what other municipalities do and report back. Ms. Kyle reviewed with Council what the present contract covers; for example, picking up dogs, boarding, finding homes, 1-800 phone number. The Administrator noted that a 3% increase would equal about an additional$40.00 per month. Council agreed with the request. The agreement to be amended and brought forward. SUBJECT: WEST ELGIN LANDFILL RES. NO. 21 Moved by Bodnar Seconded by Leatham RESOLVED that the amendment to the Environmental Compliance Approval for the West Elgin Landfill site be received. DISPOSITION: Carried SUBJECT: ISSUANCE OF HUNTING LICENSES The Administrator referred to correspondence received from Service Ontario giving permission for our office to issue hunting licenses. She has contacted Ministry of Natural Resources and was informed that they only allow individuals to apply to issue hunting licenses. Corporations cannot make an application. May 10/12...Pg 7 of 12 SUBJECT: RODNEY LIBRARY SIGN RES. NO. 22 Moved by Leatham Seconded by Miller RESOLVED that Council authorize the installation of an illuminated sign with digital message board on 4"square cast aluminum Victorian style posts at the Rodney Library as presented by McBain Signs. DISPOSITION: Carried SUBJECT: ONTARIO REGULATION 284109 RES. NO. 23 Moved by Bodnar Seconded by Aldred RESOLVED that the report on Ontario Regulation 284109 from the Administrator/Treasurer re: Budget Matters-Expenses be approved. DISPOSITION: Carried SUBJECT: BUDGET The Treasurer presented the following: • Index • Education Taxation • Rodney and West Lorne Garbage& Recycling • General Tax rate • Summary of all rates for 2012 • Tax Levy comparison She reported that the formal public meeting to present the budget is scheduled for June 14tH SUBJECT: PORT GLASGOW SECONDARY PLAN The Clerk reported that a public focus meeting should be scheduled to begin the public consultation for the Port Glasgow Secondary Plan. Council agreed that the meeting be scheduled for Wednesday May 301"at 7:00 p.m. at the Rodney Legion. SUBJECT: ACCOUNTS RES. NO. 24 Moved by Bodnar Seconded by Leathern RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#5 amounting to$922,019.04 in settlement of General, Road,Water and Arena Accounts (including cheques: #11210-11341). DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1. Rodney Aldborough Agriculture Society—request for support of a `Beer Garden" at the annual fair Instruction: RES. NO. 25 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin gives approval to the Rodney Aldborough Agricultural Fair to hold a "Beer May 10112...Pg 8 of 12 RES. NO. 25 cont'd Garden" in a fenced off area at the north end of the grandstand on September 14th, 2012 from 7:00 p.m. to 12:00 a.m. DISPOSITION: Carried 2. Rodney Aldborough Agriculture Society—request for road closure for parade Saturday, September 15, 2012 Instruction: RES. NO. 26 Moved by Miller Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin supports the request of the Rodney Aldborough Agricultural Society to close Furnival Road from Queen Street to Victoria Street on Saturday September 15th 2012 from 12:00 p.m.(noon)to1:00 p.m. for the Fair Parade. DISPOSITION: Carried 3. Oxford County—request for support of a resolution regarding landfill sites and recycling Instruction: RES, NO. 27 Moved by Miller Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by Oxford County regarding a review of alternatives to landfills. DISPOSITION: Carried 4. Township of Wainfleet—request for support of a resolution regarding Wind Turbine Generators Instruction: RES. NO. 28 Moved by Miller Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin supports the Township of Wainfleet regarding construction of all industrial wind turbines. DISPOSITION: Carried 5. The Premier of Ontario—acknowledgement of resolution regarding proposed solar energy projects Instruction: File 6. Fisheries and Oceans Canada— Invitation to Comment on Proposed Recovery Strategy for Spotted Gar Instruction: File 7. Elgin County--Application for Consent— E-30112- Charles &Michelle Quintyn Instruction: RES. NO. 29 Moved by Aldred Seconded by Miller WHEREAS the Municipality of West Elgin has entered into a development agreement with Chuck and Michelle Quintyn for the lands located on part of Lots 9& 10, Concession 14; THEREFORE BE IT RESOLVED that the Council of the Municipality of West Elgin has no objections to applications for severance E30112 submitted by Chuck and Michelle Quintyn. DISPOSITION: Carried May 10112...Pg 9 of 12 8. Town of Penetanguishene—Mayors Coalition for Affordable, Sustainable, Accountable Policing Instruction: RES. NO. 30 Moved by Miller Seconded by Leatham RESOLVED that Council approve a grant in the amount of$1,000.00 for the Mayors Coalition regarding affordable, sustainable and accountable policing in Ontario. DISPOSITION: Carried 9. Ontario Human Rights Commission—Request for Ontario Human Rights Code Day/Week Proclamation Instruction: File 10. Port Glasgow Yacht Club—approval of two picnic shelters Instruction: RES. NO, 31 Moved by Leatham Seconded by Aldred RESOLVED that Council authorize the Port Glasgow Yacht Club to erect two temporary picnic shelters on the north side of the marina basin. DISPOSITION: Carried 11. Minister of Environment—proposed solar farm Instruction: File 12. City of Sudbury—request for support of a resolution regarding a national dementia strategy Instruction: RES. NO. 32 Moved by Aldred Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by City of Sudbury regarding the adoption of a national dementia strategy. DISPOSITION: Carried 13. Ministry of Environment—Transition of Accreditation Bodies under the Municipal Drinking Water Licensing Program Instruction: File 14. Ministry of Natural Resources—Bear Wise program Instruction: File 15. AMO • Watch File—April 12, 2012 • Watch File—April 19, 2012 • Watch File—April 26, 2012; • Addressing the Rising Cost of Police Services—Update to Members; • Watch File—May 23, 2012 Instruction: File 16. MPAC—2011 Annual Report and Financial Statements Instruction: File ko May 10112...Pg 10 of 12 17. Elgin County—Notice of Decision—Application No. E 9112— Roelofs/Gasparatto) Instruction: File 18. Elgin County—Notice of Decision—Application No. 11/12 -Vandenbrink and Wilson Instruction: File 19. Elgin County—Notice of Decision—Application No. 15/12—Quintyn Instruction: File 20. Elgin County—Notice of Decision—Application No. 16/12—Quintyn Instruction: File 21, Elgin County—Notice of Decision—Application No. 17/12—Quintyn Instruction: File RES. NO. 33 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. 2011-38—KALITA-PFEIFER DRAIN RES. NO. 34 Moved by Bodnar Seconded by Aldred RESOLVED that a By-law to provide for a drainage works in the Municipality of West Elgin, in the County of Elgin to be called and known as the Kalita-Pfeiffer Drain be now read a third time and finally passed, signed, sealed and numbered By-law Number 2011-38—Kalita-Pfeifer Drain DISPOSITION: Carried SUBJECT: BY-LAW NO. 2011-39—TALBOT LINE DRAIN RES. NO, 35 Moved by Leatham Seconded by Miller RESOLVED that a By-law to provide for a drainage works in the Municipality of West Elgin, in the County of Elgin to be called and known as the Talbot Line Drain be now read a third time and finally passed, signed, sealed and numbered By-law Number 2011-39—Talbot Line Drain DISPOSITION: Carried SUBJECT: BY-LAW NO. 2012-31 —AMEND HUMAN RESOURCES POLICY RES. NO. 36 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to amend the Human Resources Policy HR-1.4 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 37 Moved by Aldred Seconded by Bodnar RESOLVED that a By-law to amend the Human Resources Policy HR-1.4 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-31 —Amend Human Resources Policy HR-1.4 DISPOSITION: Carried AA May 10112...Pg 11 of 12 SUBJECT: RECREATION COMMITTEE RES. NO. 38 Moved by Aldred Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to amend By-law No. 2007-115 being a by-law to establish a Recreation Committee and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 39 Moved by Leatham Seconded by Aldred RESOLVED that a By-law to amend By-law No. 2007-115 being a by-law to establish a Recreation Committee be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-32—Amend Recreation Committee By-law 2007-115 DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 40 Moved by Bodnar Seconded by Aldred RESOLVED that the minutes of the following committee meetings be received: Tri County Management Committee—November 28, 2011 Tri County Management Committee—Special Meeting—January 24, 2012 West Elgin Arena Board—March 13, 2012 West Elgin Recreation Committee—March 20, 2012 DISPOSITION: Carried SUBJECT: COUNCIL PRIORITIES In preparation for interviews for the Administrator/Treasurer, Council discussed questions presented by the consultant as follows: • Vision for municipality—progressive, forward thinking, take advantage of opportunities, accountable, be a healthy happy community • What is attractive about the job—small community, personable, see merits of own work, seen as person rather than a number, can make a difference • What is unattractive about the job—small community, in the lime light all the time; not enough jobs for those who live in municipality, part of Ontario's small town rural community that is in serious trouble SUBJECT: COUNCIL ANNOUNCEMENTS Councillor Miller reported that the Chamber had a tour of Four Counties Hospital. Councillor Leatham reported that the Rodney Fire Department had five call outs in April. The Community Policing Committee has asked if the speed could be reduced more in the area of the Aldborough Public School. The Mayor noted that Furnival Road is under construction. A-15 May 10112...Pg 12 of 12 SUBJECT: CLOSED SESSION RES. NO. 41 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss litigation or potential litigation (M.A. s.239 (2) (e) DISPOSITION: Carried RES. NO.42 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that direction was given to our solicitor regarding a litigation matter at Small Claims Court. SUBJECT: CONFIRMATION BY-LAW RES. NO. 43 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on May 10th, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.44 Moved by Aldred Seconded by Bodnar RESOLVED that a By-law to confirm the proceedings of the meeting held on May 10'h, 2012 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-34 —Confirming By-law May 102012 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 45 Moved by Aldred Seconded by Bodnar RESOLVED that this Regular Meeting of Council shall adjourn at 4:30 p.m. to meet again on May 24 h 2012. DISPOSITION: Carried These minutes were adopted on the 14'h day of June, 2012. Mayor Clerk �J l MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN COMMITTEE OF ADJUSTMENT WEST ELGIN COUNCIL CHAMBERS MAY 10,2012 MEMBERS PRESENT: Chairman: Bernie Wiehle Members: Mary Bodnar, Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Norma Bryant Secretary—Treasurer Joanne Groch Administrator/Treasurer Chairman Bernie Wiehle called the meeting to order at 1:30 p.m. SUBJECT: MINOR VARIANCE APPLICATION A1I2012—CHASE ENTERPRISES Also in attendance: Charles Chase, Ray Michaud The Chairman announced a Minor Variance Application of Chase Enterprises on Part of Lot 16, Concession IX will be considered. The Secretary/Treasurer advised that proper notice had been given under Section 44(5) of the Planning Act. Comments were received from Lower Thames Valley Conservation Authority, which indicated no objections. The subject lands are situated on the south side of Pioneer Line (County Road No. 2) west of the Village of West Lorne being part of Lot 16, Concession IX The lands have an area of 3,440 square metres (0.9 acres), a depth of 91.4 metres (300 ft) and a frontage of 38 metres (125 ft) on Pioneer Line. The parcel is occupied by an existing building from which an erosion control business is operated, and has been otherwise extensively rejuvenated as landscaped open space. The owner, Chase Enterprises Inc., purchased the lands in January 2012. The lands are zoned `site-specific' Rural Residential Two (RR-2) in the Township of Aldborough Zoning By-law. Permitted uses are restricted to a single unit detached dwelling, a home occupation and a light industrial use in an existing building. The owner is seeking permission to construct a 4.9 m x 24.4 m (16 ft x 80 ft) addition to the rear of the existing building. The proposed addition, which would be metal clad to match the existing building, would be used for the purposes of storage. Relief is required insofar as the building would effectively forfeit its "existing" status upon construction of the proposed addition. The variance, if granted, would be subject to such conditions as the Committee of Adjustment deems necessary or reasonable in the circumstances. The subject lands are designated 'Rural Residential' in the West Elgin Official Plan. The A-17 granting of minor variances is permitted in accordance with Section 10.5.7 of the Official Plan. The Committee reviewed the report from the Planner which recommended the minor variance be granted. Member Bodnar asked what the property is being used for now? Mr. Chase noted for an office. RES. NO. 1 Moved by Bodnar Seconded by Aldred RESOLVED that the Committee of Adjustment grants the minor variance application from Chase Enterprises Inc., located on part of Lot 16, Concession 9, 24601 Pioneer Line, to provide relief under Township of Aldborough Zoning By-law 90-50, specifically Section 10.3.2 (b)to permit an addition to an existing building in the location shown and the size contemplated by the application. Reasons: i. The intent of the Municipality of West Elgin Official Plan is maintained ii. The intent of the Township of Aldborough Zoning By- law is maintained. iii. The variance is considered "minor"given the circumstances iv. The variance is desirable for the appropriate use and development of the lands. Concur in the Decision: Mary Bodnar Committee Member Norm Miller Committee Member Dug Aldred Committee Member Richard Leatham Committee Member Bernie Wiehle Committee Member SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Bodnar Seconded by Aldred RESOLVED that this Committee of Adjustment Meeting, held under Section 44(5)of the Planning Act be hereby adjourned. DISPOSITION: Carried These minutes were adopted the 14th day of June, 2012. Chairman Secretary-Treasurer MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS MAY 24, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Norma Bryant Clerk ALSO IN ATTENDANCE Dan Smith 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 May 24, 2012 as printed and circulated. DISPOSITION: Carried Council recessed to hold a public meeting for a zoning amendment(Roodzant Farms) and resumed their meeting thereafter. SUBJECT: AMENDMENT TO ZONING BY-LAW—ROODZANT FARMS RES. NO. 2 Moved by Miller Seconded by Leatham RESOLVED that the report from Community Planners re: Amendment to Zoning By-law—Roodzant Farms be received. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE—LOT B, GORE CONCESSION (BOEKHORST) Also in attendance: Hank Boekhorst RES. NO. 3 Moved by Aldred Seconded by Bodnar RESOLVED that the report from Community Planners re: Proposed Severance—Hank Boekhorst be received. DISPOSITION: Carried A-11 May 24112...Pg 2 of 6 SUBJECT: PROPOSED SEVERANCE—LOT 14, CONCESSION 10 (DIELEMAN) Also in attendance: Krin Dieleman, Peter Dieleman,Alex Perovich RES. NO. 4 Moved by Leatham Seconded by Miller RESOLVED that the report from Community Planners re: Proposed Severance—Dieleman be received. DISPOSITION: Carried Mr. Smith left the meeting SUBJECT: WATER DISCONNECT PROCEDURES RES. NO. 5 Moved by Leatham Seconded by Bodnar That Council adopt the following water disconnection policy • water disconnections and reconnections will only be done during regular business hours (8:30 a.m. to 4:30 p.m., Monday to Friday) • water services will be disconnected for non-payment starting at 11 a.m. on disconnect day • if payment of arrears has been made by mail,ATM, internet banking, tele-banking or at a local bank branch it is the responsibility of the customer to notify the office immediately due to external processing time delays • once water department staff has been dispatched and are in attendance at a customer property—services will be disconnected with no exceptions • Water Department Staff are not authorized to accept payments from customers. • Arrangements for water arrears payments must be made at the office prior to reconnection. AND that this policy shall be incorporated into the Water Works By-law. DISPOSITION: Carried SUBJECT: QUOTATION FOR ELECTRONIC READERS A quotation from Corix was presented for two new electronic readers. This is a sole source purchase to be compatible with the autoguns. RES. NO. 6 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Corix Water Products in the amount of$8,300.00 plus taxes for two Sensus Autoread AR5001 Handheld and Charging Stations. DISPOSITION: Carried SUBJECT: HUMAN RESOURCES POLICY—AMEND ROADS PART TIME EMPLOYEES HR-4.6 RES. NO. 7 Moved by Miller Seconded by Leatham RESOLVED that HR-4.6, Roads Part-Time Employment Policy be received and the necessary by-law be brought forward. DISPOSITION: Carried A May 24/12...Pg 3 of 6 SUBJECT: HUMAN RESOURCES POLICY—USE OF MUNICIPAL VEHICLES RES. NO. 8 Moved by Aldred Seconded by Bodnar RESOLVED that HR-4.7, Use of Municipal Vehicle Policy be received and the necessary by-law be brought forward. DISPOSITION: Carried SUBJECT: HEALTH &SAFETY COMMITTEE REPRESENTATIVES RES. NO. 9 Moved by Miller Seconded by Leatham RESOLVED that the report from the Administrator/Treasurer re: Health & Safety Committee Representatives be received; AND THAT Council approves an employee from each department be trained and certified under the Health and Safety legislation. DISPOSITION: Carried SUBJECT: CORRESPONDENCE: 1. Mickey's Diner—request for support to close part of Furnival Road on June 15th from 4:00 p.m,to 8:00 p.m. Instruction: RES, NO. 10 Moved by Leatham Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin supports the request of Mickey's Diner to close Furnival Road from Moriah Street to Victoria Street on Friday June 151h, 2012 from 4:30 p.m.to 8:00 p.m. DISPOSITION: Carried 2. Sco-Terra Consulting Group—Integration of Class EA with Port Glasgow Secondary Plan Instruction: RES. NO. 11 Moved by Bodnar Seconded by Miller RESOLVED that Council supports the integration of the Port Glasgow Secondary Plan process with the Municipal Class EA for wastewater servicing in accordance with A.2.9 of the Municipal Class EA as outlined in the correspondence dated May 22, 2012 from Sco-Terra Consulting Group. DISPOSITION: Carried SUBJECT: BY-LAW NO. 2012-35—COUNTY OF ELGIN MUTUAL AID RES. NO. 12 Moved by Bodnar Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By-Law to authorize participation in the County of Elgin Mutual Aid Plan and Program and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried 4-A May 24112...Pg 4 of 6 RES. NO. 13 Moved by Miller Seconded by Leatham RESOLVED that a By-law to authorize participation in the County of Elgin Mutual Aid Plan and Program be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-35—County of Elgin Mutual Aid DISPOSITION: Carried SUBJECT: BY-LAW NO. 2012-36--FEES&CHARGES—WATER RES, NO. 14 Moved by Aldred Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to establish various fees and tariffs for the Water Department and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 15 Moved by Bodnar Seconded by Leatham RESOLVED that a By-law to establish various fees and tariffs for the Water Department be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-36— Fees &Charges—Water DISPOSITION: Carried SUBJECT: BY-LAW NO. 2012-37--AMEND HUMAN RESOURCES POLICY RES. NO. 16 Moved by Leatham Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By-Law to amend the Human Resources Policy and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 17 Moved by Bodnar Seconded by Miller RESOLVED that a By-law to amend the Human Resources Policy be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-37—Amend HR-4.6 & HR-4.7 DISPOSITION: Carried SUBJECT: BY-LAW NO. 2012-38—AMEND AGREEMENT WITH GLENCOE ANIMAL SHELTER RES. NO. 18 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to amend the agreement with Glencoe Animal Shelter and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 19 Moved by Leatham Seconded by Aldred RESOLVED that a By-law to amend the agreement with Glencoe Animal Shelter be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-38—Amend agreement—Glencoe Animal Shelter DISPOSITION: Carried Nu May 24112...Pg 5 of 6 SUBJECT: BY-LAW NO. 2092-39—ZONING AMENDMENT(ROODZANT FARMS) RES. NO. 20 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-law to amend Township of Aldborough Zoning By-law No. 90-50, to change the zoning of lands in Part of Lots 4 &5, Concession 9,from the Agricultural (Al)Zone to the Special Agricultural (A2)Zone and to the 'site-specific' Agricultural (A1-83)Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 21 Moved by Leatham Seconded by Aldred RESOLVED that a by-law to amend The Township of Aldborough Zoning By-law No. 90-50 to change the zoning of lands in Part of Lots 4&5, Concession 9,from the Agricultural(Al)Zone to Special Agricultural (A2) Zone and to the'site-specific'Agricultural (A1-83)Zone, shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2012-39—Zone Amendment—Roodzant Farms DISPOSITION: Carried SUBJECT: ISSUING OF HUNTING & FISHING LICENSES Council reviewed draft correspondence to the Minister of Natural Resources regarding permission to issue hunting and fishing licenses at the municipal Service Ontario operation. RES. NO. 22 Moved by Miller Seconded by Leatham RESOLVED that Council authorize the letter to Minister of Natural Resources dated May 24, 2012. DISPOSITION: Carried SUBJECT: PORT GLASGOW TRAILER PARK Councillor Aldred requested the Manager attend the next council meeting to discuss where overnighters are permitted to camp on long weekends. DELEGATION: GLEN DEGRAW,JOHN JOHNSTON RE: BEATTIE HAVEN RETIREMENT COMMUNITY Mr. DeGraw thanked Council for the grant of$25,000.00 which was used for a new generator in 2011. In 2010 the grant was used to upgrade the call system into a wireless system. in 2012, they are looking to replace the entry doors with a more secure door (5). Regulations have not been passed yet requiring a sprinkler system. Mr. DeGraw reported that they are operating with a deficit of$200,000. per year. This is primarily due to their inability to keep the beds full. They have asked CCAC to allow their beds to be used for respite which has helped. Mr. Johnson reported that they are undertaking new marketing initiatives and continue to fundraise. The Mayor noted that if the grant is used for something different to please advise council. /—L)J May 24112...Pg 6 of 6 SUBJECT: CONFIRMATION BY-LAW RES. NO. 23 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting of Council held on May 20, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 24 Moved by Bodnar Seconded by Aldred RESOLVED that a By-law to confirm the proceedings of the meeting of Council held on May 24'h, 2012 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-41 — Confirming By-law May 24 2012 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 25 Moved by Miller Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 2:08 p.m. to meet again on June 14'h, 2012. DISPOSITION: Carried These minutes were adopted on the 141h day of June, 2012. MAYOR CLERK A-0A MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS MAY 24, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Norma Bryant Clerk ALSO IN ATTENDANCE: Dan Smith Planning Consultant SUBJECT: REZONING—PART LOTS 4& 5, CONCESSION 9 ROODZANTFARMS Also in attendance: Ed Roodzant The Mayor called the meeting to order at 9:30 a.m. The Clerk informed those present that notice of this meeting had been given under Section 34(12)of the Planning Act first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received from the Lower Thames Valley Conservation Authority which indicated no objection. The proposed amendment would change the zoning of the lands lying on the south side of Pioneer Line(County Road No. 2)west of Furnival Road (County Road No. 103), being part of Lot 4 and part of Lot 5, Concession N,from the Agricultural (A1)Zone to a Special Agricultural (A2)Zone and a'site-specific'Agricultural (A1-#)Zone. The amendment would also fulfill a condition imposed by the County of Elgin Land Division Committee in granting Application for Consent E110111 to create the lot on which the surplus farm dwelling would be situated. The lands proposed to be rezoned Special Agricultural (A2) comprise an area of 8,413 square metres (2.1 ac), a frontage of 90 metres (295 ft)and a depth of 93.5 metres (307 ft). The parcel is occupied by a single unit dwelling (circa 1984), barn and shed. A greenhouse was recently removed. No change in use is proposed. The lot would satisfy the minimum lot area, maximum lot area and minimum lot frontage requirements (4,000 sq. m, 1.0 ha and 50 m respectively) of the A2 zone. Permitted uses of the A2 zone include a single unit detached dwelling, home occupation and an accessory use. The lands proposed to be rezoned `site-specific'Agricultural (A1-#) comprise an area of 79.3 hectares (196 ac) and a frontage of 1,010 metres (3,314 ft) on Pioneer Line (County Road No. 2). The parcel is devoid of buildings and structures and has been cleared for agricultural purposes with the exception of pockets of woodlands and February 23112 ...Pg 2 of 2 scrublands associated with several watercourses. No change in use is proposed. The lot would satisfy the minimum lot area and lot frontage requirements (19 ha and 150 m respectively) of the Al zone. A'site-specific' (i.e. Al-#) zoning would prohibit any further dwellings on the lands as stipulated by the PPS and the Municipality of West Elgin Official Plan. The subject lands are designated 'Agricultural' in the Municipality of West Elgin Official Plan. SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Bodnar Seconded by Aldred RESOLVED that the public meeting concerning a proposed Zoning By-law Amendment for land located at part of Lots 4&5 Concession 9 (Roodzant Farms) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 14'h day of June, 2012. MAYOR CLERK A),6 MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL COUNCIL MEETING MAY 30, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Norma Bryant Clerk The Mayor opened this special meeting at 4:00 p.m. for a closed session to discuss the recruitment for the AdministratorlTreasurer. RES. NO. 1 Moved by Aldred Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for this special meeting on May 30, 2012. DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 2 Moved by Bodnar Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • personal matters about an identifiable individual (M.A.s.239(2)(b) • labour relations or employee negotiations (M.A. s.239(2)(d) DISPOSITION: Carried RES. N0. 3 Moved by Leatham Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that direction will be given to our Human Resources Consultant to extend an employment offer. SUBJECT: CONFIRMATION BY-LAW RES NO, 4 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the special meeting held on May 30, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried Ail May 30112...Pg 3 of 3 RES. NO. 5 Moved by Leatham Seconded by Miller RESOLVED that a By-law to confirm the proceedings of the special meeting held on May 30, 2012 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-42—Confirming By- law May 30 2012 SUBJECT: ADJOURNMENT RES. NO. 6 Moved by Aldred Seconded by Bodnar RESOLVED that this Special Meeting of Council shall adjourn at 4:48 p.m. to meet again on June 14th, 2012. DISPOSITION: Carried These minutes were adopted on the 14'h day of June, 2012. MAYOR CLERK MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL PLANNING MEETING RODNEY LEGION MAY 30, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Norma Bryant Clerk ALSO IN ATTENDANCE: Gary Blazak Planning Consultant SUBJECT: PORT GLASGOW SECONDARY PLAN In attendance: Laverne Kirkness, Ron Koudys, Howard Culligan (Seaside Developments), Jay McGuffin (consultant for Port Glasgow Yacht Club), 64 ratepayers The Mayor called the meeting to order at 7:00 p.m. and welcomed those in attendance. Mr. Gary Blazak was introduced to the audience. Mr. Blazak is working with Community Planners on this project. The Mayor provided background in the Official Plan process that brought us here. The Clerk presented a PowerPoint presentation on the various aspects of the process in the preparation of the secondary plan. A list of topics to be reviewed in process was provided and it was noted that input from the public on what is important to them is the purpose of this meeting. Comments from the audience included: • Why are the two trailer parks included in the plan area? • Where is development going to end? • Where is the parkland going to be? • There is going to be a lot of traffic on Furnival and Gray- Is there going to be a trail to get safely to the marina? For pedestrian and golf carts. + Request mapping that shows ownership lines, Beattie Park. • Scope is missing looking at social and economic impact; is there a financial plan? • Public access to marina? Surplus lands along HLR should remain public lands, shouldn't be built on • What about drainage from the lands into the marina basin? • Is there financial backing to make sure the plan happens? What happens if it doesn't? • Who is considered a stakeholder? • Options for surplus lands—municipality keep the land and maintain it which costs money to maintain OR sell/swap with Seaside and collect taxes • Need to take view into account, part of Elgin County Official Plan kaq May 30/12 ...Pg 2 of 2 • What about expansion of the marina and increased traffic • Future expansion of trailer parks? • Tourism should be at the top of list when looking at social and economic impacts • Can a progress report be placed on the website every 20 days? • Request detailed maps be placed on website Comments from Mr. Blazak included; • Parkland—5% parkland dedication or cash in lieu required under Planning Act; size, shape,function, location will be part of the study + A consultant will be providing input into the traffic issues • A workshop will be held to discuss Havens Lake Road, hopefully in June • Everyone in community is a stakeholder, all will be considered • Background report will be presented to public,will be available at municipal office and on web • Will share information as comes available Comments from Council: Councillor Miller—need to address outstanding issues, public should provide input, want process done properly, like to see development. Councillor Leatham—looking forward to get conclusions of the secondary plan, tourism should be high on the list Councillor Aldred—thanks you all for attending, get your comments in by June 14th Deputy Mayor—send in your comments please The Mayor adjourned the meeting, thanking everyone for attending. These minutes were adopted on the 14`h day of June, 2012. MAYOR CLERK C - i a, y s�,•axe �.� � Q O � f • U Y : M r MAY 2012 ROADS REPORT 1. Tile outlets for Rodney Fairgrounds were replaced and the perimeter tile around the track was flushed. The tile for the new pulling track was installed and tied into the now repaired outlet. Excavation for the pulling track was begun. 2. The shoulder widening from Pioneer to the public school was built up with gravel and compacted in preparation of Furnival road paving by the County. 3. Gravel roads were prepared for the application of Brine for dust control. 4. Roadside grass mowing was begun a bit early this year and will be ongoing for some time. 5. The sidewalk/boulevard concrete was replaced along Furnival Road in Rodney downtown. The stamped and coloured boulevard treatment received many positive responses by passerbies. The cost feasibility of continuing this treatment compared to re-laying the existing interlocking bricks will be brought to council in the very near future. Paul Van Vaerenbergh C.R.S.i. Roads Superintendent �� 16 Elitlrrurlbi REPORT TO COUNTY COUNCIL PJ3`fdYf10 4/b7[vl3 FROM: Peter Dutchak Deputy Director of Engineering Services DATE: May 1, 2012 SUBJECT: Vegetation Control and Roadside Maintenance INTRODUCTION: Roadside vegetation control is an important component of public road safety. Some municipalities within the County of Elgin will be completing herbicide spraying on local and county roads to control noxious weeds and brush in defined areas as part of their maintenance responsibilities. Staff supports a municipality's decision to use targeted herbicides approved for use by Health Canada to complete this necessary maintenance activity on County roads. The County of Elgin does not support "blanket" spraying or spraying for cosmetic purposes. DISCUSSION: Our municipal partners have the responsibility of roadway maintenance on County roads and are compensated by the County accordingly. Part of the overall maintenance program includes roadside activities which are further defined as: grass mowing, weed spraying, brushing, tree trimming and removing, ditching, cleaning and repairing culverts, catch basin cleaning and repairs, storm sewer cleaning and repairs, curb and gutter repairs, and debris and litter pick up. Vegetation control on road property is accomplished by grass mowing, brushing, tree removal and weed spraying. Controlling vegetation on roadways improves public safety by maintaining sight lines, ensuring positive drainage flow and reduces areas for small animals or other hazards to be obscured from drivers. Controlling vegetation also protects infrastructure by eliminating shading so that materials (concrete, asphalt and wood) can E properly dry and not accelerate deterioration or create icy patches. Noxious weeds must also be eradicated by law. The Province of Ontario's Weed Control Act (R,S.O. 1990, Chapter W.5), states that "every person in possession of land shall destroy all noxious weeds on it". The Act further defines Road Authorities as being deemed in possession of lands under their jurisdiction. As evidenced by the attached "Public Notice of Pesticide Use" and corresponding approval letter from the Ministry of the Environment, for the Township of Malahide, procedures must be properly followed to ensure the safe application of spraying. This public notice forms part of any environmental plan for roadside maintenance. In some areas, vegetation control is most efficiently and effectively completed by spraying a targeted herbicide such as 2,4-D. 2,4-D is one of the most widely used herbicides in the world and has been commonly used in agriculture, parks, golf courses and roadsides for over 70 years. Roadside slopes specifically, cannot be accessed by mechanical cutting equipment safely, and spraying targeted herbicide on these areas is the only means of controlling vegetation safely and without causing erosion. If an area can be accessed by equipment, mechanical cutting to remove the vegetation is not always the best solution either and may only be a short-lived fix. Multiple cuts may be required during a season particularly on a species like sumac, where for every cut stem, many more suckers will emerge which will create a need for more frequent intrusion with a mower blade. Mechanical removal of vegetation is not benign to the environment. Mower blades are destructive to any organism in its path and are not selective. In addition, GHG Emissions are ten times more for a mowing activity as compared to spraying. And, as stated, multiple cuts tend to exacerbate this negative environmental impact. For theses reasons, staff supports the use of an integrated vegetation management plan whereby areas that can be most effectively and efficiently controlled by a herbicide are sprayed, "Blanket" spraying or cosmetic spraying are not undertaken by the County. Staff identifies undesirable vegetation and removal options are evaluated based upon effectiveness, environmental impact, site, worker and public safety. Environmentally sensitive areas are identified in the County's Salt Management Plan based upon Provincial significant wetland areas - these areas are avoided from being sprayed with herbicide. Herbicide is applied by a provincially licensed contractor and products used are approved for use by the Pest Management Regulatory Agency, a division of Health Canada. CONCLUSION Our municipal partners are responsible for roadside maintenance across the County. Vegetation control is an important maintenance activity that improves safety for road users, protects valuable infrastructure investments and adheres to Provincial statutes. Municipalities determine methods to achieve vegetation control. Staff supports the use of an integrated vegetation management plan, to select and evaluate areas that will benefit from herbicide spraying. County Council may determine that certain maintenance methods or materials are undesirable and limit their use. However, if Council should decide to eliminate herbicide use on County roads, it would be prudent to have a consistent practice across the County of Elgin, including local roads. Staff would also caution that if herbicide use was eliminated, mechanical vegetation control would be many times costlier for municipalities, may create unnecessary emissions into the environment, may cause more frequent intrusion into habitats, create road hazards and prematurely deteriorate transportation infrastructure where mechanical cutting is not an available or safe option. RECOMMENDATION: THAT Elgin County Council encourages local municipalities to be environmentally conscious when maintaining roadside areas by utilizing a carefully developed environmental plan before maintenance is performed. All of which is Respectfully Submitted, Approved for Submission, Peter Dutchak Mark G. McDonald Deputy Director of Engineering Services Chief Administrative Officer Clayton Watters Director of Engineering Services I I May 2012 1:13PM Malahide Road South 5197654953 page 1 III�II�= - AIVDvtfi7Jxta•nk&�I��. p f•9 �+orfudity�6�� PUBLIC NOTICE OF PESTICIDE USE TOWNSHIP OF MALAHiDE, MUNICIPALITY OF CENTRAL ELOIN, MUNICIPALITY OF BAYHAM The Township of Malahide, Municipality of central Elgin, and the Municipality of Bayharn, In the County of Elgin, Intend to control noxious weeds and woody brush along rural roadsides using the pesticide Estaprop Plus (Dichlorprop 300 g/L 2,4-D 282 g1L, both present as 2-ethyl hexyl ester, Registrat#on No. 27968) under the Pest Control Products Act (Canada). Malahide, Bayharn, and Central Ogin will be spot spraying various areas throughout the Municipalities. For exact locations, please contact your respective Municipality. Spraying is scheduled to begin on April 16th and will end on June 15th. The comrnena�rnent date is approximate and dependent on weather conditions. For further information contact. The Township of Malahide-Physical Services Department 519-773-5344 Municipality of Central Elgin- Physical Services Department-519-631-4860 Municipality of Bayham-Public Works-5?9-866-5521 11c I Ministry of the Minist6re de Ontario Environment I'Environnement 40 St.Clair Avenue Wes( 40,avenue St Clair ouest 7r"Floor 7a!stage Toronto ON M4V 1M2 Toronto,ON M4V 1M2 Standards Development Branch Direction de I'Maborallon des normes 416 327-5519 416-327-5519 April 04, 2012 Ed Ens Roads and Construction Manager Township of Malahide 87 John Street South Aylmer,Ontario N5H 2C3 I Dear Mr. Ens: The Ministry of the Environment has received your letter dated March 23, 2012, and a copy of the public notice received April 04, 2012, requesting approval of public notice as an alternative to non- residential area signs for the use of the pesticide Estaprop Plus (PCP No. 27968) for weed and brush control in the Township of Malahide, Municipality of Central Elgin and the Municipality of Sayham. Pursuant to subsection 79 (2) of Ontario Regulation 63109 under the Pesticides Act, your request to provide alternative means of public notice of pesticide use has been considered and approval, as set out below, is granted: • Notices are to be published in a prominent location in the newspapers of general circulation and must be printed such that they are at least 10 cm (4 inches) in width. • Notices must be published at least seven days before beginning pesticide application operations and, repeated monthly throughout the application treatment. • Actual pages of the newspaper containing the notices (including the name of the publication and the publication date) must be forwarded to the MOE office 733 Exeter Road, London, Ontario N6E 1 L3, Attention: Crystal Lafrance, Regional Pesticides Specialist within thirty days of publication. • Approval is valid until June 15, 2012. The ministry recognizes the importance of providing public notice of pesticide use, and encourages municipalities to adopt voluntary additional measures to provide enhanced public notification of pesticide use. If you have any questions regarding requests for alternative means of public notice, please contact Shaun Lalla 496-327-9195. Sincerely, Lorna Poff Director under the Pesticides Act cc. Crystal Lafrance-Southwestern Region-MOE I t i 11 Jun 1205:16p p 1 West Elgin Recreation Report June 14 2012 1. For some reason the renovations at the Recreation Center are off to a slow-start. however the pace will pick up. 2. The ramp at the pool has been repaired. The repairs were more extensive than first thought,however the pool is up and numing and hopefully the health department can make it out this Tbursday to do the pool water tests. 3. The Municipalities portion of the Tractor pull track is 99 % completed_ The final touch up and site restoration cannot be completed until the Fair board installs the clay in the track. The drain work in Rodney Park became a very involved and time consuming task. The entire track is drained by a perimeter clay tile drain that drains into the creek on Queen street. As mentioned previously the clay tile was at least 90 % blocked. A drain cleaning company was brought in to flush and clean the tiles.A new perimeter file was installed on each side of the tractor pull track with 3 French Catch basins installed at strategic locations.The old dug outs were removed as well as the old light tower bases and the holes were filled in. The gravel from the old baseball diamond was removed and taken to West Lorne where it will be used to top dress the track and the baseball diamond. The top soil removed from the track was to be used to top dress the old baseball diamond, however we have since learned that some of the top soil will be used to mix with the clay in the track. A good job we did not get rid of the top soil as previously discussed_ All in all the Municipalities portion of the track installation is almost complete. The Road Superintendent and staff'did a good job and there efforts should be commended. 4. The hanging baskets have been installed in both villages and the watering program has begun. 5. The opening of the Splash Pad in West Lome was delayed by a week as the PLC, the brains of the computer failed, and we had to order anew one.It has been installed and is operating as intended. There is also a bucket on one of the fixtures that is in need of replacement, it has been ordered and will be installed as soon as it arrives. 6. Request permission to tender for a replacement % ton pick up truck to replace truck P-2002-1. This truck was budgeted for in 2012 parks budget. Respectfully Submitted Jeff Slater Parks and Recreation Superintendent. C1�,b �yyPOF � F e s\ The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: West Elgin CEMC Jeff Slater DATE: June 14 2012 SUBJECT: County Wide Emergency Support Trailer RECOMMENDATION: That Council support the purchase and stocking of an Emergency Support Trailer for Elgin County. Further that Council agree to Budget$ 2,000.00 in the 2013 Budget for West Elgin's portion of the purchase cost. INTRODUCTION: The Elgin County Emergency Control Group has been looking into the possibility of purchasing an Emergency Support Trailer for Elgin County. The Committee had applied for a JEPP Grant that has not materialized. Thus resulting in the current proposal. BACKGROUND: The Elgin County CEMC Committee has been looking into the purchase of a trailer and stocking it with needed provisions in the case of an emergency in Elgin County. The Elgin County CEMC has researched the possibility and examined the Middlesex County Emergency Support Trailer. The Committee has decided to recommend to Elgin County Councils the purchase of a trailer, and subsequent cost sharing of the purchase. This trailer will be available to all municipalities to use. West Elgin's share according to the estimates provided would be approx. $ 1656.25. DISCUSSION: Please review the attached information. Respectfully Submitted Jeff Slater West Elgin CEMC ty OF 4 u ' m toga, May 2012 'Water Department Report 1.All regulatory water sampling and chlorine tests were completed and there are no water quality issues to report. 2.The Graham Rd project is moving along very well so far. The first phase is complete and will have a coat of asphalt on it this week. Phase 2 is already underway. 3.The Waterloo Biofilter System at the park is working aside from the bed. There is still some water leaking out, so the engineer is looking into a solution for it. 4.1 will submit a quote for the fire suppression system for the food booth at the Old Boys Park at council. 5.Interviews for a new full time water employee were conducted on June 11/2012. A letter of recommendation will be presented at council. 6-All work orders, locates, and other routine maintenance were completed in an orderly fashion. Mike Kalita, Water Superintendent. c CO) Z 2 2 g 2 2 2 2 2 2 0- ƒ gaCL ƒ ƒ a CL n O 00000000 E k § % o \ cm cm 2 / 0 / / m / F- / ' 2 � 2 : � 2 : 2 2 ¢ k � �kkk -2 -2 o o Q o o § & o CN 0- N § L + £ C� - 'a / 2 Z k §cl � E b E 5 2 @ § 5 2 $ ± � % .5 c @ g @ @ IW 2 .� & & & o= o 2 L L # R / « 2 » E & % / MMt t-q = 2 L w _ g A q q N & N m Elgin-Middlesex Hub TEL:519-768-9925 Ontario Clean Water Agency 92I0 Graham Road FAX:519-768-9929 Agence Ontarienne Des Faux West Lomc,ON NOL 2P0 vwsv.ocwa.com C-ga EXPENDITURE REQUEST FORMS TO: 1�a 0�a o a DATE: M I rS 1 z FACILITY&ORG# - S'3"Z FILE/J06#: k-s es i Lao . az w w� SCOPE OF WORK: Z%a AMOS X IS S 9b �= � I 1 oca g SA LL P,3', s X ZZ-�L''= .. I -4 9 Z M4 ,S -n-1 L 0AL-) L_cc[L Aro t> s+ti..oT Do-S-5 AS UkV S1S ice^^ (26(:-ACE r,&. ' dam' 61171" 1k-" %t- o,.l 7-0 QUOTE#1: QUOTE#2: QUOTE#3: Q9 `� ( rit or Verbal) (Written or Verbal) (Written or Verbal) WORK CATEGORY: ,.Client Capital OCWA Operational OCWA Maintenance Other: 'Yda +,x a" C-Q(,G,-M Pry S.'�`"i fir- Smwu s BUDGET ESTIMATE (Taxes excluded): � *A S g� °°— Requested byL1NL,_. � ZlTba r Date: r—m-1 vg-) �2 Request Approved aTA'V Lj $ 354/ -4/ P.O./Authorization# Authorized by (client signature) Date: The client has authorized OCWA to execute the above mentioned work. This may include but not limited to the hiring of sub-contractors, consulting firms etc as required. It should be understood this is an estimate and may exceed the quote provided due to circumstances beyond our control. This will be brought to the client's attention ASAP, Important:an written quote and two verbal quotes are required for items over$1000.00 Request Denied Denied by: (client signature) Date: _ A Elgin-Middlesex Hub TEL:5I9-768-9925 J O Ontario/Clean Water Agency 9210 Graham Road FAX;519-768-9929 `+ tr7gence ntaraenne Des auX West Lorne,ON NOL 2PO www.ocwa.com R EXPENDITURE REQUEST FORM - i TO: 1+�r DATE: _ I' FACILITY& ORG# FILE/JOB#: SCOPE OF WORK: P,S r % S iFwd� Cl-1�c�(�-r•; - a�LC. Poe-;s 44d ►Z+� -� QUOTE#1: QUOTE#2: QUOTE#3: rr� d4 3 O .6 rifle yr Verbal) 4 ) 4. at) rift n or Verbal) 16 oZ9 3 9 (Written or erbal WORK CATEGORY: lent Capita OCWA Operational OCWA Maintenance Other: co BUDGET ESTIMATE(Taxes excluded): a a tSD �Li,.s 1 a� �,-�,.� a SO Requested by: -t)prte L6asz� Date: tea. \ 3) 1'L. Request Approved P.O./Authorization # Authorized by (client signature) Date: The client has authorized OCWA to execute the above mentioned work. This may include but not limited to the hiring of sub-contractors, consulting firms etc as required. It should be understood this is an estimate and may exceed the quote provided due to circumstances beyond our control. This will be brought to the client's attention ASAP. Important:one written quote and two verbal quotes are required for items over$1000.00 Request Denied Denied by: (client signature) Date: EI in Middlesex Hub TEL:5I9-768-9925 1 Ontario Clean Water A encv g J 92 10 Graham Road FAX:5I9-768-9929 Agence Ontarienne Des Eaux West Lome,ON NOL 2PO www.ocwa.com EXPENDITURE REQUEST FORM T0: ��, DATE: -3-0d,..Y.4 Gp. sY+ 15,1 MAY -� Municipality of West Elgin FACILITY&ORG# FILE/JOB#: f West Lorne WWTP, ORG#5526 #1 Capital SCOPE OF WORK: Replacement of a differential air transmitter for blowers, 116— *3 &.a -4-aI'L CADT,v h-L_ L&Si ©cv-Pr Q 6C",•r•E�.sn�5 `�`^"TLZ. 16q%, QUOTE#1: QUOTE#2: QUOTE#3: Flowmetrix Technical Service Inc. Metcon Sales& Engineering Ltd. Measuremax 2,857.28 2,450.00 $x.533.04 (Written or Verbal) (Written or Verbal) (Written or Verbal) WORK CATEGORY: QEEl OCWA Operational OCWA Maintenance Other: BUDGET ESTIMATE(Taxes excluded): Requested by: i-es Knott Date: NeF. 21 21 1 L I L Request Approved P.O./Authorization# Authorized by(client signature) Date: The client has authorized OCWA to execute the above mentioned work. This may include but not limited to the hiring of sub-contractors, consulting firms etc as required. It should be understood this is an estimate and may exceed the quote provided due to circumstances beyond our control. This will be brought to the client's attention ASAP. Important:one written quote and two verbal quotes are required for items over$1000.00 Request Denied Denied by: (client signature) Date: C-S V t.PVHt ( n The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA I. BRYANT DATE: JUNE 14, 2012 SUBJECT: SOURCE WATER PROTECTION RECOMMENDATION: For information only. INTRODUCTION: The Source Water Protection Committee is in the process of finalizing the Source Protection Plan to be submitted to the province. The next step in the process is implementation policies. This report will outline the requirements for West Elgin. BACKGROUND: An Assessment Report for the Lower Thames Valley Source Protection Area was approved by the Committee on November 12, 2010. Of note for West Elgin is that the intake protection zones around our water treatment plant intake is not considered to be under any significant risks. There are however areas of"highly vulnerable aquifers" and "significant recharge areas" that will need consideration. DISCUSSION: There are various policy tools available for implementation. As West Elgin does not have any significant drinking water threats, Part IV tools do not apply. Part IV tools include appointment of Risk Management Officials and Inspectors, requirement for risk management plans, prohibition, restricted land uses. Report to Council Page 2 Source Water Protection June 14, 2012 Draft policies have been prepared by the Source Water Protection Committee. Again, for West Elgin generally these policies relate to "highly vulnerable aquifers" and "significant recharge areas" in West Elgin, as follows: • Education and Outreach (Conservation Authority will assist), • Discretionary monitoring for septic systems that pose a low or moderate threat to municipal drinking water sources; • Update spill prevention plans, spill contingency plans and emergency response plans (in the case of spills along highways adjacent to Intake Protection Zones); • Development of general spills awareness program (where significant threats may occur in Intake Protection Zones); • Transport pathways; • Location of new road salt facilities (through land use planning); • General monitoring and annual reporting (Conservation Authority to provide guidance describing the details and formats for the monitoring reports). Implementation of the above noted policies vary from one year to 5 years from the Source Water Protection Plan taking effect. A map showing the location of"highly vulnerable aquifers" and "significant recharge areas" will be presented at the Council meeting. Respectfully Submitted, ,t, Norma I. Bryant, HonBA,AMCT Clerk ti uP4hF ,Y( e m U rn ��'7996'al The Municipality of Vest Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA BRYANT, CLERK DATE: JUNE 14, 2012 SUBJECT: COUNCIL CODE OF CONDUCT RECOMMENDATION: THAT the Clerk be directed to prepare a Code of Conduct based on the County of Elgin policy: AND that the Management Committee be directed to review the workplace policies of the County of Elgin and report back to Council. INTRODUCTION: Council and staff were invited to attend an information session presented by the County of Elgin and their legal expert covering Code of Conduct requirements and policy development. BACKGROUND: The purpose and intent of a Code of Conduct policy is to establish guidelines for ethical and interpersonal standards of conduct for Members of Council by improving the quality of public administration and governance and by encouraging high standards of conduct on the part of all government officials. A Code of Conduct operates along with and as a supplement to the existing statues governing the conduct of members. The following provincial legislation governs the conduct of members of Council: • Municipal Act, 2009, S.O. 2011, c.25; • Municipal Conflict of Interest Act; • Municipal Elections Act, 9996, and; • Municipal freedom on Information and Protection of Privacy Act. The Criminal Code of Canada also governs the conduct of members of Council. Report to Council Page 2 Council Code of Conduct June 14, 2012 DISCUSSION: Attached is a report from Mark McDonald, CAO of the County of Elgin regarding the revised Code of Conduct for Elgin County (Attachment A). The County is providing these documents as samples for lower tiers to use as they see fit. The following appendices to the County policy are also attached: • Workplace Harassment and Discrimination Policy (Attachment B) • Commitment to a Civil Workplace Environment and Workplace Interactions (Attachment C) • Violence in the Workplace Policy (Attachment D) in June 2010, Council adopted a "Workplace Violence & Harassment Policy" (Attachment E). it is recommended that the Management Committee review the County's policies and bring back a report to Council. The County will be considering the appointment of an Integrity Commissioner to oversee any complaints that may arise from the Code of Conduct policy (not policies relating to workplace). The appointment of an independent body is a good idea. We presently share a Closed Meeting Investigator with the county and lower tiers and perhaps a similar arrangement could be made for an Integrity Commissioner. Respectfully Submitted, Norma I. Bryant, HonBA,AMCT Clerk Attachments: Attachment A -- County of Elgin Code of Conduct report Attachment B — County of Elgin Workplace Harassment and Discrimination Policy Attachment C — County of Elgin Commitment to a Civil Workplace Environment And Workplace Interactions Policy Attachment D — Council of Elgin Violence in the Workplace Policy Attachment E — West Elgin Workplace Violence & Harassment Policy Code of Conduct Report Attachment A REPORT TO COUNTY COUNCIL Pmsressit^rr'r�wr FROM: Mark G. McDonald, Chief Administrative Officer DATE: April 18, 2012 SUBJECT: Revised Code of Conduct INTRODUCTION: At its February meeting Council directed staff to engage the assistance of a legal expert to revise its Code of Conduct. Council further directed that local municipal councils be invited to hear a presentation on the Code by the author. Attached you will find the revised Code of Conduct as well as several related appendices on Workplace Harassment, Civil Workplace Interactions and Violence in the Workplace for your consideration. DISCUSSION: Once the revised Code and appended policies are approved, Council should consider the appointment of an Integrity Commissioner to oversee any complaints that may arise relative to the policy's implementation. It should be emphasized that the Integrity Commissioner would only be involved with potential code violations and would not adjudicate any of the Workplace policies attached. However, it is important to note that there is overlap and an interrelationship. CONCLUSION: Council's Code of Conduct has now been revised and updated to reflect current legislative requirements and relevant case law. RECOMMENDATION: THAT the attached Code of Conduct (Policy 2.100) and appended policies on Workplace Harassment and Discrimination (Policy 2.80), Commitment to a Civil Workplace Environment and Workplace Interactions (Policy 2.80.1) and Violence in the Workplace (Policy 2.110) be approved; and, THAT staff be directed to prepare a report on the appointment of an Integrity Commissioner for consideration by Council. All of which is Respectfully Submitted Mark G. McDonald Chief Administrative Officer County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 1 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 Code of Conduct for Members of Municipal Council and, where applicable, Council's Local Board and Committee Members (herein after referred to as "Members") Preamble: Members have important obligations and responsibilities to those they represent, service and interact with in connection with carrying out the roles and duties attending a Member's office. A Member's conduct and behavior in terms of ethics and interpersonal conduct and communications are regulated by legislative acts including the Municipal Act, the Public Inquiry Act, the Occupational Health and Safety Act, the Ontario Human Rights Code, Freedom of Information and Protection of Privacy Act, and the Municipal Conflict of Interest Act. The purpose and intent of this Code of Conduct is a follows: (i) To establish guidelines for ethical conduct required of Members; (ii) To establish guidelines to encourage and ensure interpersonal conduct communications and interactions consistent with legal requirements (i.e. Occupational Health and Safety Act, Ontario Human Rights Code); (iii) To provide mechanisms to ensure accountability and compliance with the required ethical and interpersonal conduct standards of this Code of Conduct. A. GENERAL STANDARDS OF CONDUCT 1. Members shall conduct themselves at all times in a manner that: (i) Is consistent with and advances the interests of the community they serve; (ii) Is consistent with the well-being and interests of the Municipality; (iii) Is consistent with the Municipality's interest in transparency and accountability, County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 2 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 (iv) Reflects a diligent and impartial exercise of the office held to the best of the Member's knowledge and ability; (v) Reflect the Member's adherence to obligations in connection with avoidance of conflicts of interest; (vi) Is consistent with the legal deliverables governing interpersonal interactions (i.e. civil and respectful, free from harassment or discrimination, free from violence or the threat of violence). B. ETHICAL BEHAVIOUR: CONDUCT REQUIREMENTS 1. Foster Respect for Decision-making Process All Members shall accurately and adequately communicate the attitudes and decisions of the Council, even if they disagree with Council's decision, such that respect for the decision-making processes of Council is fostered. 2. Strict Adherence to Obligations Regarding Avoiding Conflict of Interest Members have strict obligations to avoid conflicts of interest by taking the following steps whenever a member has a direct or indirect pecuniary interest in any matter that is before Council in a meeting where the member is present: W disclose the general nature of the member's interest prior to any consideration of the matter in the meeting; (ii) refrain from participating in the discussion of the matter or in any vote on the matter; (iii) refrain from attempting to influence the voting on the matter or question, before, during or after the meeting. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 3 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 All members have important ethical and statutory obligations to adhere to the steps outlined above to ensure avoidance of any conflict of interest in connection with carrying out the obligations of the Member's office. While the Integrity Commissioner may provide general interpretation of the Municipal Conflict of Interest Act (MCIA), it is expected that members seek independent legal advice on a specific question of individual compliance with the Act. 3. ' Release of Confidential Information Prohibited Members have a duty to hold in strict confidence all information concerning matters dealt with at In-Camera meetings. Members shall not, either directly or indirectly, release, make public or in any way divulge any such information or any aspect of the In-Camera deliberations to anyone, unless expressly authorized by Council or required by law to do so. Members shall not release information in contravention of the provisions of the Municipal Freedom of Information and Protection of Privacy Act Members shall not release information subject to solicitor-client privilege, unless expressly authorized by Council or required by law to do so. Members shall not misuse confidential information (information that they have knowledge of by virtue of their position as Councillor, Board or Committee Member is not in the public domain, including a-mails and correspondence from other Members of Council, Board or Committee Member or third parties) such that it may cause detriment to the Corporation, Council or others, or benefit or detriment to themselves or others. 4. Release of Information to Public and Media Members acknowledge that official information related to decisions and resolutions made by Council will normally be communicated to the community and the media by the Council as a whole or the Warden as Head of Council or by his or her designate. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 4 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 5. Acceptance of Gifts Prohibited The stipend paid to each Member of Council and Council's Local Board and Committee Members is intended to fully remunerate Members for service to the Corporation. Members shall not solicit, accept, offer or agree to accept a commission, reward, gift, advantage or benefit of any kind, personally or through a family member or friend, which is connected directly or indirectly with the performance or duties of office. Members are not precluded from accepting: (a) personal gifts, normal hospitality among persons doing business, benefits, rewards, commissions or advantages from any person or organization not connected directly or indirectly with the performance or duties of office; (b) political contributions that are otherwise offered, accepted and reported in accordance with applicable law; (c) food and beverages at banquets, receptions, ceremonies or similar events; (d) services provided without compensation by persons volunteering their time; (e) food, lodging, transportation and entertainment provided by other levels of governments or by other local governments, boards or commissions; (f) a reimbursement of reasonable expenses incurred in the performance of duties or office; (g) a reimbursement of reasonable expenses incurred and honorariums received in the performance of activities connected with municipal associations; (h) token gifts such as souvenirs, mementos and commemorative gifts that are given in recognition of service on a committee, for speaking at an event or representing the Corporation at an event; and, (i) gifts that are received as an incident of protocol or social obligation that normally and reasonably accompany the responsibility of office. Members shall return any gifts or benefits which exceed these limits, along with an explanation why the gifts or benefits cannot be accepted. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 5 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 6. Engaging in Incompatible Activity Prohibited Members shall not engage in any activity, financial or otherwise, which is incompatible or inconsistent with the ethical discharge of official duties in the public interest. Without limiting the generality of the foregoing, Members shall not: (a) use any influence of office for any purpose other than official duties; (b) act as an agent before Council or any committee, board or commission of council; (c) solicit, demand or accept the services of any corporate employee, or individual providing services on a contract for service, for re-election purposes during hours in which the employee, or individual providing services under a contract for service, is in the paid employment of the Corporation; (d) use any information gained in the execution of office that is not available to the general public for any purpose other than for official duties; (e) place themselves in a position of obligation to any person or organization which might reasonably benefit from special consideration or may seek preferential treatment; (f) give preferential treatment to any person or organization in which a Member or Members of Council have a financial interest; (g) influence any administrative or Council decision or decision-making process involving or affecting any person or organization in which a Member or Members of Council have a financial interest; and, (h) use Corporate materials, equipment, facilities or employees for personal gain or for any private purpose. 7. Avoidance of Waste Members shall avoid waste, abuse and extravagance in the provision of use of public resources, and shall expose fraud and corruption of which the Member of Council and Council's Local Board and Committee Member is aware. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 6 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 C. INTERPERSONAL CONDUCT AND COMMUNICATIONS: REQUIREMENTS General: Members have important legal responsibilities and accountabilities in connection with the tone and substance of interpersonal interactions, conduct or communications pursued in the context of carrying out the activity attending a Member's office. The purpose of this section of the Code of Conduct and the appendiced policies is to ensure that Members governed by this Code of Conduct understand and comply with standards of conduct required at law in terms of their interpersonal interactions, communications and conduct. (Policies appendiced.• Appendix A - Workplace Harassment and Discrimination Policy; Appendix B - Commitment to a Civil Workplace Environment and Workplace Interactions Policy;Appendix C- Violence in the Workplace Policy) The Municipal Corporation and Members, as agents of the Municipal Corporation share important obligations for ensuring compliance with required standards of interpersonal conduct and interactions. A failure to adhere to the required Standards of Conduct can expose both the Municipality, the County, and individual Members to potential liabilities. I Human Rights Guarantees: The Obligation to Treat Every Person with Dignity, Understanding and Respect and Avoid Harassment and Discrimination The Ontario Human Rights Code extends equality rights guarantees in the context of employment and the delivery of services. A Municipal Government is both an employer and service provider. As a result the interactions and conduct of Members governed by this Code of Conduct generally occur in the context of providing services or interacting with em ployees. In connection with such interactions, Members have a legal obligation to ensure adherence to equality rights guarantees. Members have an obligation to ensure that all individuals dealt with are treated with dignity and respect, and not exposed to harassment or discrimination as prohibited by the Human Rights Code. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NU/L Date Approved: Jan. 20, 2004 Page 7 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 As a Member your obligations in this regard extend to anyone you deal with in the context of employment or delivery of services; including but not necessarily limited to the following: other Members of Council, Committee Members, Local Board Members, Corporate Employees, individuals providing services, contractors, students, the public. (i) Not to Discriminate In compliance with the Human Rights Code, Members shall not discriminate against anyone on the basis of their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, martial status, same-sex partnership status, family status, or disability, "age", "disability", "family status", "record of offences", "same-sex partnership status" shall be as defined in the Human Rights Code. (Iii) Not to Engage in Harassment In accordance with the Human Rights Code, Members shall not expose anyone to conduct representing harassment. Harassment includes engaging in a course of vexatious comment or conduct that is known or ought reasonably to be known to be unwelcome. Without limiting the generality of the definition of"harassment", Members shall not: (a) make racial, homophobic, sexist or ethnic slurs; (b) display pornographic, homophobic, sexist, racist or other offensive or derogatory material; (c) make leering (suggestive staring) or other offensive gestures; (d) make written or verbal abuse or threats; (e) vandalize the personal property of others; (f) commit physical or sexual assault; County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 8 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 (g) make unwelcome remarks, jokes, innuendoes or taunting statements about a person's physical appearance, racial background, colour, ethnic origin, place of origin, citizenship, ancestry, creed (religion or belief), sex, sexual orientation, age, record of offences, martial status, same-sex partnership status, family status, disability (physical or mental); (h) make unwelcome remarks, insulting gestures or jokes which cause embarrassment or awkwardness; (i) refuse to converse or interact with anyone because of their racial or ethnic background, colour, creed, sex, sexual orientation, age, record of offences, marital status, same-sex partnership status, family status, or disability; {j) make unnecessary or unwanted physical contact, including touching, patting, or pinching; and, (k) demand sexual favours or requests. Harassment which occurs in the course of or related to the performance of duties by Members is subject to this policy and appendiced policies. II Personal and Psychological Harassment: QHSA General: Prohibition of Psychological and Personal Harassment Health and Safety Legislation has identified and prohibited the potential health risk of "personal harassment' or "psychological harassment" in workplaces. Members must ensure that their interactions and personal communications and conduct are constructive, civil and respectful; devoid of any content or tone that would constitute "personal harassment"or "psychological harassment". County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 9 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 (1) Avoid Personal or Psychological Harassment Personal and Psychological Harassment includes unwelcome words and/or actions that are known or should have been known to be embarrassing, humiliating or demeaning. Such conduct can include but is not limited to the following: • remarks, jokes, comments, innuendo that demean, ridicule, intimidate or offend; • bullying; • repeated offensive or intimidating phone calls, e-mails, verbal outbursts; • yelling and screaming, rude demeaning remarks; • volatile displays of temper or anger; • exposing people to foul, abusive or obscene language. Members are required to ensure that they interact and communicate in a manner that is respectful and consistent with the well being of those they deal with. Members must ensure that their interactions communications are free of any conduct that would be considered personal or psychological harassment. (Note. See Policies - Appendix A - Workplace Harassment and Discrimination Policy; Appendix 8 - Commitment to a Civil Workplace Environment and Workplace Interactions Policy; Appendix C- Violence in the Workplace Policy) III Prohibition of Violence General: Obligation to Avoid any Conduct Representing Violence or a Threat of Violence to a Worker Health and Safety Legislation has introduced serious and significant obligations to ensure the removal of the risk of violence and threat of violence in Ontario workplaces. Members must ensure that they avoid any interactions, communications or conduct with employees that would constitute "Workplace Violence". Municipal employees have significant rights and recourse if exposed to any threat of violence or act of violence in connection with work or work related activity; including conduct by or interactions with Members of Council, Council's Local Board or Committee Members. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 10 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 (i) Avoid Violence or Conduct Constituting a Threat of Violence Workplace violence is defined as the exercise of physical force by a person against a worker in a workplace that causes or could cause physical injury to the worker. To appreciate the broad nature of the definition of violence, it is important to understand that violence includes the following: • an attempt to exercise force that could cause physical injury (Note: does not have to cause injury); • a statement or behaviour that could reasonably be interpreted as a threat to exercise physical force (Note: verbal threats will constitute violence). Examples: • a verbal threat, attack or physical conduct • threatening notes, e-mails, voice mails communications • shaking a fist or other threatening physical gestures • wielding an object as a weapon at an individual Members are required to ensure that they avoid any interactions, conduct, communications, or gestures that would constitute a threat of violence or violence. (See Appendix 3, Violence in the Workplace Policy). D. COMPLIANCE l ACCOUNTABILITY 1 ENFORCEMENT General: The County has important obligations and interests in ensuring compliance with the ethical and interpersonal conduct standards required of Members by this Code of Conduct. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NU/L Date Approved: Jan. 20, 2004 Page 11 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2092 The County has an interest and obligation to respond to all allegations, complaints or incidents of alleged conduct inconsistent with the standards outlined in this Code of Conduct (and appendiced policies) in a manner consistent with the interests and legal obligations of the County. The County recognizes that the County and the Members have a mutual interest in providing and encouraging access to compliance/enforcement mechanisms in connection with the conduct required by this Code that deliver objective, independent, skilled and efficient determinations in connection with alleged misconduct by any Member. The County shall appoint an Integrity Commissioner pursuant to Section 223.3(1) of the Municipal Act to inquire into and determine any alleged non-compliance with the standards of conduct defined in the Code of Conduct by a Member. (Note #1: The referral of alleged breaches of the Code of Conduct to the Integrity Commissioner under this Code does not preclude the rights of potential claimants/complainants at law or pursuant to County policies.) (Note #2: See Appendix 2 for duties of Integrity Commissioner) In all circumstances where the County becomes aware of an allegation that a Member has engaged in any prohibited activity or breached any standard of conduct outlined in this Code of Conduct, whether by informal communications or formal complaints, the matter will be addressed as follows: (i) The "informal" complaint procedure attached as Appendix 1 may be followed but is not mandatory; (ii) Any issue of non-compliance with the Code of Conduct shall be referred to the Integrity Commissioner through the Complaint Protocol attached as Appendix 3, (iii) The Integrity Commissioner shall conduct an Inquiry to determine whether the Member has engaged in conduct in contravention of the Code of Conduct; County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 12 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 (iv) In planning and pursuing the relevant inquiry the Integrity Commissioner may proceed consistent with the procedural aspects of any policies addressing the subject of the alleged infringement and exercise his/her powers under Section 33 and Section 34 of the Public Inquiries Act, (v) The inquiry pursued by the Integrity Commissioner shall be an independent inquiry; independent of the County or any of its agents, employees or members; (vi) Where the Integrity Commissioner determines that he/she has reasonable grounds to believe that there has been a contravention of any other act or the Criminal Code, the Integrity Commissioner shall refer the matter to the appropriate authority; suspend his/her inquiry and report the suspension to Council. In these circumstances Council will pursue the necessary steps to ensure that the matter is addressed consistent with the County's obligations at law and any relevant County policies; (vii) Where the Integrity Commissioner completes an inquiry and determination of the matter, he/she shall prepare a written report of his/her findings as to whether a Member has contravened the Code of Conduct. Where a contravention of the Code is substantiated, the Report shall disclose the Penalty determined by the Integrity Commissioner. In preparing the report, the Integrity Commissioner may disclose such matters as are necessary for the reporting to Council. The Report shall be delivered to Council; (viii) Where the Integrity Commissioner determines that a Member has contravened the Code of Conduct, the Integrity Commissioner shall determine the penalty; such penalty shall be within the remedial parameters defined in the Municipal Act; (viiii) Penalties: Where a Member is found to have breached any standard of conduct required by the Code of Conduct, the penalty will be determined by the Integrity Commissioner. In determining the penalty the Integrity Commissioner shall take into consideration the nature and degree of the current breach of the Code and any prior non-compliance with the Code of Conduct by the Member. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 13 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 Penalties imposed in connection with breaches of the Code of Conduct pursuant to the Code may include: 1. A written reprimand; and or; 2. Suspension of remuneration paid to a Member with respect to services up to 90- days; and or; 3. Censure including removal from appointed Committees, Boards and/or liaison roles. Refusal To Conduct Investigation (1) If the Integrity Commissioner is of the opinion that the referral of a matter to him or her is frivolous, vexatious or not made in good faith, or that there are no grounds or insufficient grounds for an investigation, the Integrity Commissioner shall not conduct an investigation, or, where that becomes apparent in the course of an investigation, terminate the investigation. (2) Complaints referred that are repetitious in nature, not germane to the Code of Conduct in the opinion of the Integrity Commissioner, deemed frivolous and without substance in the opinion of the Integrity Officer, OR, where the complaint is deemed vexatious in the opinion of the Integrity Commissioner, complaints shall not be advanced to an investigation stage. (3) Other than in exceptional circumstances, the Integrity Commissioner will not report to Council or a local board (restricted definition) on any complaint described in subsections (1) and (2) except as part of an annual or other periodic report. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NU/L Date Approved: Jan. 20, 2004 Page 14 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 E. OTHER COMPLAINCEIENFORCEMENT RIGHTS BEYOND THE REFERRAL TO THE INTEGRITY COMMISSIONER While the County encourages complainants, Members and all parties to access and support the use of the Integrity Commissioner as the means of addressing any issues of non-compliance with the Code of Conduct by Members, the County has an obligation and commitment to support complainants or potential complainants access to the following processes in connection with allegations of prohibited activity, conduct or communications. 1. Complaints of Harassment{Code or Personalj, Discrimination, Violence by Employees, Members of Council • Access to the procedures committed to in the County's relevant Policies (i.e. informal resolution, mediation, complaint procedures); • Complainants also have a right to file complaints with the Ontario Human Rights Tribunal (in connection with human rights allegations) and complaints with the Ministry of Labour (in connection with allegations of violence, threats of violence or personal harassment). 2. Complaints Regarding Allegations of Conduct Regulated by the Criminal Code • Complaints can be directed to the Elgin County Detachment of the Ontario Provincial Policy to pursue an investigation under Section 122 of the Criminal Code of Canada where allegations of fraud or breach of trust are made in connection with a Member carrying out the duties of the office; • Complaints can be directed to the Elgin County Detachment of the Ontario Provincial Policy to pursue an investigation under Section 122 of the Criminal Code of Canada regarding allegations of a Member's involvement in demands for, acceptance of, offering or agreement to accept a loan, reward, benefit or other advantage from any person, in connection with the performance of the duties of the Member in the office; County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NU/I_ Date Approved: Jan. 20, 2004 Page 15 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 3. Complainant's Direct Dealings with Members in Connection with Concerns of Non-Compliance with the Code of Conduct • Any person who believes that a Member has Infringed any standard under this Code of Conduct can advise the Member of the concern directly (verbally or in writing) that their activity infringes the Code of Conduct, • Such person (complainant) may directly encourage the Member to stop the offending activity; • Such person (complainant) should keep a record of the incident, including date, time, location, persons present and any other relevant information. F. JUDICIAL INVESTIGATION In circumstances where liability is denied and the alleged misconduct is serious in nature, Council may pass a resolution, pursuant to s. 274(1) of the Municipal Act, requesting a judicial investigation into the Member of Council, or Council's Local Board or Committee Member's conduct. SUMMARY The County and all Members of Council share an important interest and responsibility in ensuring that the standards of conduct required under this Code of Conduct are understood, maintained and where necessary enforced by holding Members accountable. The standards reflect the ethical and legal context in which the County and Members must deliver services to the community served by the Council and Members. County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Conduct for Members of Municipal Council And Council's Local Board and Committee Members (hereinafter referred to as "Members") Policy Number: 2.100 Code - NUIL Date Approved: Jan. 20, 2004 Page 16 of 16 Date Revised: Nov. 13, 2007 Date Last Revised: May 2012 Deviations from the standards of conduct outlined in this Code of Conduct leave the County, Council and individual Members exposed to the following: • Reputational risk, • Loss of credibility in the community; • Risks of significant liabilities. All Members of Council are expected to be knowledgeable of the contents of this Code of Conduct and of the appendiced County Policies, and to adhere to the standards of conduct defined in the Code of Conduct and Policies. Appendix 1 INFORMAL COMPLAINT PROCEDURE Individuals (for example, Municipal employees, members of the public, members of Council or local boards (restricted definition), or organizations (including local boards (restricted definition) who have identified or witnessed behaviour or an activity by a member of Council or a local board (restricted definition) that they believe is in contravention of the Code of Conduct for Members of Council and Local Boards (Restricted Definition) the "Code of Conduct" would address the prohibited behaviour or activity themselves as follows: (1) advise the member that the behaviour or activity contravenes the Code of Conduct; (2) encourage the member to stop the prohibited behaviour or activity; (3) keep a written record of the incidents including dates, times, locations, other persons present, and any other relevant information; (4) tell someone else (for example, a senior staff member or an officer of the organization) about your concerns, your comments to the member and the response of the member; (5) if applicable, confirm to the member's satisfaction with the response of the member; or, if applicable, advise the member of your dissatisfaction with the response; and, (6) consider the need to pursue the matter in accordance with the formal complaint procedure outlined in Part B, or in accordance with another applicable judicial or quasi-judicial process or complaint procedure. Individuals and organizations are encouraged to initially pursue this informal complaint procedure as a means of stopping and remedying a behaviour or activity that is prohibited by the Code of Conduct. With the consent of the complaining individual or organization and the member, the Integrity Commissioner may be part of any informal process. However, it is not a precondition or a prerequisite that those complaining pursue the informal complaint procedure prior to pursing the formal complaint procedure. Appendix 2 DUTIES OF A MUNICIPAL INTEGRITY COMMISSIONER The duties of Municipal Integrity Commissioner within present Municipal authority should be as follows: (1) Advisory: providing written and oral advice to individual members of Council about their own situation respecting the Code of Conduct and other by-laws/policies governing the ethical behaviour or members, including general interpretation of the Municipal Conflict of Interest Act and, providing the full Council with specific and general opinions and advice respecting compliance by elected officials with the provisions of governing Acts, and other Conduct (Code of Conduct) policies; (2) Complaint Investigation: having the power to assess and investigate complaints to the Integrity Commissioner from a member of Council/public/staff, or the whole Council; (3) Complaint Adjudication: determining whether a member of Council has in fact violated the Code of Conduct a Municipality protocol, by-law or policy governing their ethical behaviour; and, (4) Educational: providing to the Municipal Clerk an annual report on findings of typical advice and complaint cases; providing outreach programs to members of Council and staff on legislation, protocols, and office procedures emphasizing the importance of Conduct for public confidence in municipal government; and disseminating information available to the public on the Municipality's website. The advisory and educational roles of the Municipal Integrity Commissioner shall be undertaken with some established limits. For example, in order to eliminate duplicate requests for advice on the same matter, the Integrity Commissioner will not be able to provide advice to a Council member on matters under consideration or being investigated elsewhere. It is likely that the Integrity Commissioner will receive requests for advice on matters involving compliance with the Municipal Conflict of Interest Act (the "MCIA"). While the Integrity Commissioner may provide general interpretation of the MCIA, it is expected that members seek independent legal advice on a specific question of individual compliance with the MCIA. Therefore the Municipal Integrity Commissioner function shall be established to provide independent complaint prevention, investigation, adjudication, resolution, advice, opinion and education respecting the adherence of the Code of Conduct for Members of Council and other by-laws/policies governing the ethical behaviour. Appendix 3 COMPLAINT PROTOCOL (1) Any member of Council, staff or the public that believes they have experienced or witnessed conduct in contravention with the Code of Conduct may file a complaint and request an investigation. (2) All complaints shall be in writing and signed by an identifiable individual. (3) A complaint shall set out reasonable and probable grounds for the allegation that the member as contravened the Code of Conduct and include a support affidavit that sets out the evidence in support of the complaint. (4) The complaint protocol information package shall be available at the County Clerk's office. Code of Conduct Report Attachment. B County of Elgin APPENDIX A Section: 2 Human Resources Policy Manual Subject: Workplace Harassment and Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26/95 Page 1 of 8 Date Last Revision: May 2012 WORKPLACE HARASSMENT POLICY THE COUNTY OF ELGIN'S COMMITMENT The County of Elgin's policy is that individuals will be free from harassment on the basis of age, sex, race, colour, religion, creed, national origin, citizenship, language, marital status, family status, pregnancy/childbirth, sexual orientation, disability/handicap, political belief or any other prohibited ground of discrimination. This policy also includes the right to freedom from sexual harassment. The County of Elgin is committed to providing a work environment that is free of harassment and discrimination. The County of Elgin will not tolerate any form of harassment or discrimination and will take all steps necessary to ensure that employees are not subject to harassment or discrimination; be it from other employees, members of County council, managers, supervisors, clients or any contacts made in the course of their duties. 1.0 OBJECTIVES The County of Elgin's policy and resolution procedures have been developed to accomplish the following: • create and maintain a working environment free from harassment and discrimination; set out the types of behaviour that may be considered offensive; • ensure the prevention of harassment and discrimination by and against our employees; and • establish impartial, effective and confidential procedures to resolve concerns of harassment and discrimination. 2.0 DEFINING THE PROHIBITED CONDUCT The Ontario Human Riq_hts_Code guarantees employees the right to employment in a workplace free from harassment and discrimination based on race, ancestry, place of origin, ethnic origin colour, citizenship, creed, age, record of offences, marital status, family status, disability, sex, sexual orientation. County of Elgin APPENDIX A Section: 2 Human Resources Policy Manual Subject: Workplace Harassment and Discrimination Policy Policy Number: 2.80 Code -A Date Approved: Sept. 26195 Page 2 of 8 Date Last Revision: May 2012 2.1 What is Discrimination? Discrimination is differential treatment in employment or denial of employment opportunities based on any of the prohibited grounds of the Code. Discrimination does not have to be intentional. Discrimination can result from practices and policies that appear to be neutral, but in reality have a negative effect on groups or individuals because of their sex, race, religion, etc. 2.2 What is Harassment? Objectionable conduct that may have the effect of creating an intimidating, hostile or offensive work environment, interfering with an individual's work performance, adversely affecting an individual's employment relationship and/or denying an individual dignity and respect. Harassment is defined as a course of vexatious (offensive, demeaning) comments or conduct on the part of one individual or group of individuals towards another or on any of the prohibited grounds under the Code. It includes deliberate or intentional gestures, comments, slurs, questions, representations or other behaviours that ought reasonably to be known by the harasser to be unwelcome. 2.3 What is Sexual Harassment? Sexual harassment is any unsolicited conduct, comment or physical contact of a sexual nature that is unwelcome to the recipient. It includes any unwelcome sexual advances (oral, written or physical), requests for sexual favours, sexual and sexist jokes, and the display of degrading or offensive material. When: (a) such conduct might reasonably be expected to cause insecurity, discomfort, offence or humiliation to another person; or (b) such conduct has the purpose or effect of interfering with a person's work performance or creating an intimidating, hostile or offensive work environment; or (c) submissions to such conduct is made either implicitly or explicitly a condition of employment; or (d) submission to or rejection of such conduct is used as a basis for any employment decision (including, but not limited to, job security, promotion, change in salary and benefits). County of Elgin APPENDIX A Section: 2 Human Resources Policy Manual Subject: Workplace Harassment and Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26195 Page 3 of 8 Date Last Revision: May 2012 Which can further be defined as: • unwanted sexual advances including derogatory comments, gestures, looks, unnecessarylunwanted physical contact, jokes, slurs, derogatory or demeaning posters, cartoons, graffiti, drawings or display of sexually suggestive pictures; • implied or expressed promises of reward or benefit for complying with a sexually oriented request; • implied or expressed threats of reprisal in the form of either actual reprisal or denial of opportunity for refusal to comply with a sexually oriented request; or • sexually oriented conduct which becomes or is implied to be a term or condition of employment, is used as a basis for employment, is used as a basis for employment decisions, or has the effect of interfering with work performance. 2.4 Other Forms of Harassment Unwanted actions, derogatory comments, jokes, slurs, derogatory or demeaning posters, cartoons, graffiti, drawing, e-mails, innuendoes or taunting about or motivated by a person's race, colour, citizenship, national origin, age, religion, creed, language, marital status, family status, pregnancy/childbirth, sexual orientation, disability/handicap, political belief or any other prohibited ground of discrimination. 2.5 Poisoned or Hostile Work Environment Furthermore, jokes, offensive literature (for example, pinups), derogatory comments or other activities based on sex or racial characteristics that intrude upon a person's dignity or that create an intimidating, hostile or offensive atmosphere constitute what is referred to as a l2oisoned or hostile work environment. A poisoned or hostile environment is a form of harassment and is also prohibited by law. Harassment may occur as a single encounter or a series of incidents, persistent innuendoes or threats. Behaviour constituting harassment is often a matter of perception and interpretation. Tolerance for what is considered acceptable behaviour may vary widely among individuals. As a general rule, harassment is considered to have taken place if a person knows or ought reasonably to know that behaviour is unwelcome. County of Elgin APPENDIX A Section: 2 Human Resources Policy Manual Subject: Workplace Harassment and Discrimination Policy Policy Number: 2.80 Code -A Date Approved: Sept. 26195 Page 4 of 8 Date Last Revision: May 2012 Workplace is any place where business or work-related activities are carried out. it includes, but is not limited to, the office, office-related social functions, work assignments outside of the office, work-related travel, and work-related conferences or training sessions. 3.0 RESPONSIBILITIES FOR ENSURING A WORKPLACE FREE FROM HARASSMENT AND DISCRIMINATION: ALL MEMBERS OF THE WORKPLACE COMMUNITY SHARE IN THIS RESPONSIBILITY 3.1 Members of County Council, Managers, Supervisors and Union Representatives These individuals are responsible for creating and maintaining a workplace free of harassment and discrimination and for promoting a positive work environment by: 1. Understanding and upholding the principles of this policy; 2. Setting a personal example of conduct consistent with this policy; 3. Ensuring that employees are informed of the company's policy and procedures for dealing with concerns of harassment; 4. Responding to any concern or issues of harassment that comes to their attention, treating it as a serious matter and supporting a resolution; 5. Confer with human resources with respect to the proper process for handling the situation; 6. Not allowing or condoning behaviour contrary to this policy; responding or reporting to any and all conduct that comes to your attention; and 7. To the extent possible, maintaining confidentiality with respect to the concerns they are involved in resolving. 3.2 Employees • each employee is responsible for ensuring adherence to the spirit and intent of this policy; • employees are responsible for understanding and avoiding any offensive, unwelcome comments or conduct that would constitute harassment, sexual harassment or discrimination under this policy; County of Elgin APPENDIX A Section: 2 Human Resources Policy Manual Subject: Workplace Harassment and Discrimination Policy Policy Number: 2.80 Code -A Date Approved: Sept. 26/95 Page 5 of 8 Date Last Revision: May 2012 • employees are encouraged to communicate to co-workers when they are exposed to conduct or comments that are unwanted and objectionable harassment as defined by this policy; • all employees are requested to discourage their co-workers from persisting with comments, discussions and conduct that are inconsistent with the spirit of this policy. 4.0 PROCEDURES FOR RESOLVING HARASSMENT AND DISCRIMINATION CONCERNS Resolution of harassment means the conduct doesn't occur in the work environment, or in the alternative, ceases immediately. Prompt and clear communication of the fact that the conduct is objectionable and must stop supports the most effective resolution. Any employee who believes he/she has been subjected to harassment should promptly pursue any of the following steps and strategies to resolve the issues: Members of Council should refer to the Code of Conduct for Members of Council policy and appendices for direction on resolution procedures where a Member of Council believes he/she has been subjected to harassment. 4.1 Self-Help • you are encouraged to communicate your disapproval to the individual whose conduct or comments are offensive - ask them to stop; • persons who are advised that their comments or conduct are unwanted and offensive are expected to cease such behaviour immediately; • if the conduct doesn't stop, seek the assistance of supervisors, union representatives or human resources; • if the conduct doesn't stop, Deep a written record of the date, times and details of the conduct and your efforts to stop it. County of Elgin APPENDIX A Section: 2 Human Resources Policy Manual Subject: Workplace Harassment and Discrimination Policy Policy Number: 2.80 Code -A Date Approved: Sept. 26195 Page 6 of 8 Date Last Revision: May 2012 4.2 Informal Resolution Supports: Third Pady Intervention by Supervisors or Union Representatives Not all people will be comfortable with using self-help to resolve harassment concerns. Persons are encouraged to seek the assistance of supervisors, union representatives, managers or human resources to assist them in informally resolving harassment concerns and stopping the objectionable conduct. Managers, supervisors, human resources staff and union representatives have been trained to and are committed to supporting you in confidentially and informally resolving such concerns. At any time you may contact human resources and receive assistance in reviewing the concern and the options available to resolve the problem. 4.3 Complaint Procedure Where a harassment concern is not successfully resolved through self-help, or the informal support of your supervisor or union representative; or where you are comfortable only with a formal complaint process, you are encouraged to fill out a complaint form and submit it to human resources. Should an employee decide to file a formal complaint, he or she should: (a) set it down in writing (with the assistance of a supervisor, union representative or human resources, if requested); (b) sign and file the complaint with the supervisor, union representative or human resources; (c) co-operate with those responsible for investigating the complaint. Complaint Investigation Procedure Where a formal complaint is filed the following steps will occur: 1. an investigation will be initiated and completed promptly; hopefully within 30 days; 2. all individuals who have relevant information with respect to the alleged complaint will be interviewed and statements taken; 3. every effort will be made to ensure confidentiality to the extent possible; County of Elgin APPENDIX A Section: 2 Human Resources Policy Manual Subject: Workplace Harassment and Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26195 Page 7 of 8 Date Last Revision: May 2012 4, a written report of findings will be prepared at the conclusion of the investigation; 5. the findings will be reviewed with the parties to the complaint; 6. appropriate remedial action will be determined and implemented where there is a finding of harassment, discrimination or reprisal in violation of this policy. Remedial Action If the investigation substantiates acts of harassment, discrimination or reprisal, corrective action will be taken. The objective of the remedial and corrective action is to change behaviour, eliminate harassment, discrimination or reprisal, and remedy the effects of such policy violations on either the individual or work environment. Such action may include educational initiatives, counselling or disciplinary action, including transfers, demotions, suspensions or terminations. Any disciplinary action will be noted on the offender's personnel file. 5.0 PROHIBITION OF REPRISAL Any retaliation or reprisal against a person pursuing the resolution of a concern under this policy, whether informally or through the complaint procedure, or against any individual for co- operating in the investigation of a complaint is strictly prohibited both at law and under this policy. Any such conduct will be subject to immediate corrective action. 6.0 CONFIDENTIALITY It is recognized that the parties to a concern or complaint raised under this policy have a significant interest in confidentiality. To the extent possible, in both informal resolution processes and formal complaint processes, all available steps will be taken to ensure confidentiality. No record of the complaint will be maintained on the employee file of the complainant. If there is a finding of harassment that results in disciplinary action, it will be reflected on the employee file of the harasser, in the same way as any other discipline. X; Progressive by Nature Complaint Form Please complete fully and return to Human Resources. Name of Complainant: Date of Submission: Summary of Allegations: (please feel free to attach additional pages if required) Remedy Sought: (please feel free to attach additional pages if required) Code of Conduct Report Attachment C County of Elgin APPENDIX E Section: 2 Human Resources Policy Manual Subject: Commitment to a Civil Workplace Environment and Workplace Interactions Policy Number: 2.80.1 Code -A Date Approved: Oct. 21103 Page 1 of 3 Date Last Revision: May 2012 Our Commitment The County of Elgin values all members of this workplace community. The County of Elgin is committed to ensuring that all members of this workplace community experience the following: 1. A civil and respectful workplace environment. 2. Interactions, communications and dealings with all individuals in the workplace community that are polite, supportive, civil, constructive and respectful (including but not limited to co-workers, supervisors, managers, councillors, etc.). The County of Elgin is committed to securing, maintaining, enforcing and reinforcing a workplace environment and workplace communications and interactions that are civil, respectful and valuing of all members of our workplace community. Understanding The Standards Of Conduct Required Acceptable Conduct All members of the community are to ensure that all communications and interactions are pursued at all times in a professional, businesslike, respectful and civil manner, both in terms of tone and content. Unacceptable Conduct All members of the community are to avoid any communications or interactions that as a result of their content or tone would be offensive, threatening or embarrassing to the recipient. Conduct that is inconsistent with our commitment to a civil and respectful workplace includes but is not limited to the following: ➢ Yelling or screaming ➢ Volatile displays of temper or anger ➢ Rude, demeaning and belittling remarks directed at anyone in the workplace ➢ Directing foul and abusive language to anyone in the workplace. County of Elgin APPENDIX B Section: 2 Human Resources Policy Manual Subject: Commitment to a Civil Workplace Environment and Workplace Interactions Policy Number: 2.80.1 Code -A Date Approved: Oct. 21103 Page 2 of 3 Date Last Revision: May 2012 The Law Legal developments require employers to provide a civil and respectful workplace environment and interaction. The law requires all workplace participants (employees, supervisors, managers) to contribute to a civil and respectful workplace by ensuring that your individual dealings and interactions with each other are consistent with the required standards of conduct. The law prohibits personal harassment, which is conduct that exposes employees to abusive, hostile, uncivil or disrespectful workplace dealings (yelling, screaming, belittling, demeaning, berating). Anyone who exposes other members of the workplace community to personal harassment place themselves at risk in terms of legal liabilities, including damages and exposes themselves to corrective disciplinary action. Our Shared Responsibilities as A Workplace Community We have a mutual interest and shared responsibilities in connection with securing and maintaining a civil and respectful workplace environment and workplace interactions: Our Commitment as Employer: The County of Elgin is committed to ensuring all employees contribute to a civil and respectful workplace environment by pursuing the following initiatives: 1. Ensuring all members of this community (employees, supervisors, managers, councillors) understand the standards of conduct expected of them. 2. Empowering you to require respectful and civil treatment by communicating your expectations in this regard. 3. Reinforcing and enforcing acceptable conduct. Anyone who engages in communications or conduct falling below the standards discussed herein will expose themselves to corrective counselling and discipline. County of Elgin APPENDIX E Section: 2 Human Resources Policy Manual Subject: Commitment to a Civil Workplace Environment and Workplace Interactions Policy !Number: 2.80.1 Code -A Date Approved: Oct. 21103 Page 3 of 3 Date Last Revision: May 2012 Responsibilities of Supervisors and Managers; Given your responsibility for other employees, you are responsible for ensuring the following: 1. That at all times your dealings with employees and with each other are conducted in a civil, respectful and professional manner. 2. Taking the necessary steps to ensure that employees conduct themselves in a manner consistent with our commitment to a civil and respectful workplace. This includes responding to any incidents of conduct falling below the standards outlined in this policy that come to your attention. Responsibilities of Employees: 1. Ensuring that you communicate and interact with your co-workers, managers and supervisors in a civil, courteous and respectful manner. 2. Communicate to your peers or persons in authority (supervisors and managers) or human resources any concerns you have of being exposed to any communications or interactions inconsistent with our commitment to a civil and respectful workplace. A civil, respectful and supportive work environment in which all members of this workplace community feel secure, respected and valued is secured and maintained when we commit as a community to such an environment. Code of Conduct Report Attachment D County of Elgin APPENDIX C Section: 2 Human Resources Policy Manual Subject: Violence in the Workplace Policy Policy Number: 2.110 Code -A Date Approved: Sept. 12106 Page 1 of 9 Date Last Revision: May 2012 Violence in the Workplace Policy Purpose: The County of Elgin is dedicated to operating at a standard which will establish our County as a leader in promoting and protecting the health and safety of all employees. The County of Elgin is committed to providing a violence-free, harassment-free environment and recognizes that workplace violence is a health and safety and human resource issue. The County of Elgin is committed to taking immediate action in the event of any act of violence occurring against any employee while the employee is carrying out his or her duties on behalf of the County. In support of the County of Elgin's policies to provide a safe and healthy working environment, the County will provide a framework for handling any incidence of workplace violence and/or harassment that may arise. Policy: The County of Elgin will not tolerate any threat, direct or implied (including bullying) or physical conduct by any person, which results in, or potentially could result in, harm to people, property, the workplace environment or which creates an intimidating, harassing or hostile workplace. Definitions: Violence: for the purpose of this policy) any actual, attempted or threatened conduct of a person that causes or is likely to cause physical and/or psychological harm/injury/illness or that gives a person reason to believe that s/he or another person is at risk of physical or Psychological harm/injury/illness, including, but not limited to, any actual or attempted assault (including sexual assault and physical attacks), threat, verbal, psychological or sexual abuse and harassment. Assault: an intentional application of force to another person, or an attempt or threat by an act or gesture to apply physical force to another person, without that person's consent. An assault may be committed without actually doing bodily harm to another person. Threat: a demonstrated intention to cause harm or injury, whether presently or in the future. Bullying: interpersonal hostility or aggression that is deliberate, repeated and sufficiently severe as to place at risk the targeted persons' health or economic well-being. County of Elgin APPENDIX C Section: 2 Human Resources Policy Manual Subject: Violence in the Workplace Policy Policy Number: 2110 Code -A Date Approved: Sept. 12106 Page 2 of 9 Date Last Revision: May 2012 Weapon: anything used, designed to be used or intended for use in causing injury; anything used, designed to be used or intended for use for the purpose of threatening or intimidating any person. Workplace: any location where County of Elgin employees are located during work or for work related reasons, including employer sponsored social activities. Workplace Violence: any incident, in which an employee is abused, threatened or assaulted in a workplace. This includes the application of force with or without weapons and includes acts of physical or psychological violence, including, but not limited to, bullying, mobbing, teasing, ridicule, hostile conduct and any other acts or use of words that can be reasonably interpreted as designed to hurt or isolate a person in the workplace. The violence may come from any source (e.g. resident, co-worker, contractor, personal relationship, etc.). Harassment: (for the purposes of this policy) engaging in a course of vexatious comment or conduct against a worker in a workplace - a comment or conduct that is known or ought reasonably to be known to be unwelcome. (Harassment based on prohibited grounds as per the Ontario Human Rights Code is dealt with under the Human Resources Policy 2.80—Workplace Harassment and Discrimination). Roles and Responsibilities of Workplace Parties: Members of County Council, Supervisors and Managers: All members of County Council, Supervisors and Managers are responsible for ensuring a work environment free from violence, harassment or threatened violence. This responsibility includes actively promoting a positive work environment and intervening when problems occur. Councillors', Supervisors' and Managers' responsibilities include the following: • Understand and uphold the principles of this policy by following this policy in their dealings with employees and by setting a good example. • Communicate to employees that you take the issues of workplace conduct and a violence- free environment seriously. • Do not participate in or ignore violence or potential violence. • Ensure employees are informed of the County's policy and procedures for dealing with issues that arise under this policy. County of Elgin APPENDIX C Section: 2 Human Resources Policy Manual Subject: Violence in the Workplace Policy Policy Number: 2.110 Code - A Date Approved: Sept. 12/06 Page 3 of 9 Date Last Revision: May 2012 Respond promptly to any issues of violence, potential violence that come to your attention. • Keep personal records of discussions with employees who raise concerns under this policy, as well as responses to situations. • Report any incidents as per the Human Resource Policy 8.30 Incident and Accident Reporting. • Investigate and implement corrective actions to minimize potential recurrences. • Ensure employees who are experiencing difficulties and/or are exhibiting behaviours that may contribute or lead to conduct inconsistent with this policy are aware of and support them to attend the County of Elgin's Employee Assistance Program (EAP) or other community services. • Ensure employees who are exposed to a violent or traumatic situation in the workplace are aware of and support them to attend the County of Elgin's Employee Assistance Program (EAP) or other community services. • Comply with all specific procedures, response plans or other controls that are defined by the County. Such measures shall be reviewed by the applicable joint health and safety committee. • Participate in the delivery of any relevant training or educational programs to employees that the County develops or identifies as assisting in managing and de-escalating crisis situations that may lead to violence and to establish personal safety measures. Employees: All employees of the County share an important role and responsibility in terms of the maintenance of a work environment free from violence or threatened violence. Employee responsibilities include the following: • Ensure adherence to the spirit and intent of this policy. • Understand the definitions of conduct prohibited by this policy and any conduct that falls within the scope of the behaviour prohibited by this policy. • Do not engage in any behaviours that would constitute workplace violence, including coercion, bullying, harassment, threatening, intimidation, abuse either physically or verbally that results in emotional or physical harm to other employees, residents or members of the public. • Participate and provide input, through the Joint Health & Safety Committee, in regards to the development of workplace violence procedures, response plans and other controls that are proposed or implemented to minimize or eliminate the risk. • Attend education and training sessions offered by the employer regarding workplace violence. County of Elgin APPENDIX C Section: 2 Human Resources Policy Manual Subject: Violence in the Workplace Policy Policy Number- 2.110 Code -A Date Approved: Sept. 12106 Page 4 of 9 Date Last Revision: May 2012 • Report all workplace violence incidents as per the Human Resources policy 8.30 -- Incident and Accident Reporting. • Cooperate and assist with investigations regarding workplace violence incidents. • Seek support and assistance from the County of Elgin's Employee Assistance Program (EAP) or other community services when experiencing stress or other personal difficulties that may contribute to workplace violence. • Seek support and assistance from the County's EAP or other community service if exposed to a violent or traumatic situation, if appropriate. Guidelines for Dealing with Conflict and Aggression The following are preventative tips for dealing with confect and aggression, Departmental policies and procedures may provide additional specific information. • Be alert to situations and early warning signs (crying, pacing, avoidance or excessive eye contact, challenging behaviours, yelling, etc.). • Try to provide an early resolution before a situation escalates and an incident occurs (e.g. deal with issues/complaints right away). • Listen to the other person's entire issue/complaint. • Gather information and determine the reason for the issue/complaint. • Do not downplay or minimize the person's concern. • Remain calm, speak in a clear, calm and consistent voice. • Maintain normal eye contact— avoid staring. • Do not infringe on the person's personal space (e.g. do not point in his/her face). • Keep the discussion focused on the issue, not the individual parties. • Identify shared goals and ways to achieve them. Do not set unrealistic goals or make promises that you may not be able to keep. • Set limits and inform the person that the meeting will only continue if they remain calm — inappropriate behaviour is not acceptable (refer to the Human Resources policy 2.80.1 — Commitment to a Civil Workplace Environment and Workplace Interactions). • Take the dispute to a third party if the matter cannot be resolved. • Always remain alert to unsafe situations and react — leave the location if necessary, have another person accompany you or remain close-by, telephone for assistance, etc. County of Elgin APPENDIX C Section: 2 Human Resources Policy Manual Subject: Violence in the Workplace Policy Policy Number: 2.110 Code -A Date Approved: Sept. 12106 Page 5 of 9 Date Last Revision: May 2012 Procedures: General All members of the workplace community benefit from prompt, efficient and effective resolution of concerns regarding the quality of the work environment and any concern which may jeopardize a safe work environment. The County is committed to providing specific resources to support early reporting and resolution of concerns of workplace violence. Any employee who experiences any concern in their work environment regarding violence or potential violence at or in the workplace is encouraged to report their concern immediately, either to management or through a formal complaint. PROCEDURES FOR RESOLVING CONCERNS OF VIOLENCE IN THE WORKPLACE Management Support and Intervention Any concern about violence or potential violence may be effectively resolved by informal assistance, support and intervention by management. We encourage you to raise any concern respecting violence or potential violence at or in your workplace with your supervisor or manager at any time. In the event that you are not comfortable with raising the concern or issue with your direct Manager or Supervisor, you are encouraged to seek assistance of any member of management or Human Resources. Complaint Process In the event that informal attempts to resolve concerns of violence or potential violence are unsuccessful or you identify the concerns as more appropriately dealt with through a formal complaint process, an investigation shall be initiated in response to the receipt of a written formal complaint. Should an employee decide to file a formal complaint, he/she should: • put the complaint in writing • sign and file the complaint with the supervisor/manager or human resources • co-operate with those responsible for investigating the complaint County of Elgin APPENDIX C Section: 2 Human Resources Policy Manual Subject: Violence in the Workplace Policy Policy Number: 2.110 Code -A Date Approved: Sept. 12106 Page 6 of 9 Date Last Revision: May 2012 Complaint Investigation Procedure Where a formal complaint is filed the following steps will occur: • an investigation will be initiated and completed promptly; • all individuals who have relevant information with respect to the alleged complaint will be interviewed and statements taken; • every effort will be made to ensure confidentiality to the extent possible; • a written report will be prepared at the conclusion of the investigation; • the findings will be reviewed with the parties to the complaint; • appropriate remedial action will be determined and implemented where there is a finding of violence in the workplace Guidelines for Dealing with Specific Types of Incidents Guidelines for Dealing with a Verbally Abusive Telephone Call The following are guidelines for dealing with verbally abusive telephone tails. Departmental policies and procedures may provide additional specific information. • Inform the caller that abusive language is not acceptable. • Advise the caller that the conversation will be terminated if the abusive language continues. • Establish written documentation about the incident. • Advise the Supervisor/Manager of the occurrence after the phone call has ended. • If the same caller has made repeated similar calls, advise them that if it continues that the Police may be notified. Guidelines for Dealing with Telephone Threats The following are guidelines for dealing with telephone threats. Departmental policies and procedures may provide additional specific information. • Obtain as much information from the caller as possible. • Immediately document the conversation as accurately as possible. • Immediately notify a Supervisor/Manager. • Do not discuss the conversation with anyone other than Management. County of Elgin APPENDIX C Section: 2 Human Resources Policy Manual Subject: Violence in the Workplace Policy Policy Number: 2.110 Code -A Date Approved: Sept. 12106 Page 7 of 9 Date Last Revision: May 2012 Guidelines for Dealing with a Written Threat The following are guidelines for dealing with a written threat. Departmental policies and procedures may provide additional specific information. • Do not throw away any part of the written letters or envelopes. • Handle the document(s) as little as possible. • Place the document(s) in a folder or clear protective sleeve to help protect them. • Advise the Supervisor/Manager of the occurrence. • Do not discuss the contents of the written threat with anyone other than Management. Supervisors/Managers on receiving reports of activities as listed above: • Record the details of the incident. • Assess the immediate danger and take the appropriate measures to safeguard employees and facilities. • Notify the Director of Human Resources immediately who will initiate the appropriate investigations. • The Director of Human Resources will notify the appropriate Police services where necessary. Guidelines for a Potential Volatile Situation: A potentially volatile situation is defined as any verbal threat or gesture to do harm to people, Property, process or the environment. The verbal threat or gesture creates an intimidating, offensive or hostile environment, and can include the display of uncontrolled behaviours as a result of emotional upset, anger or mental confusion. In such cases, responsibilities are as follows: Employees (including Members of County Council): • Establish a safe location and notify your Supervisor/Manager immediately. Activate EMS (Emergency Medical Services — by calling 9-1-1) if deemed necessary. • Do not aggravate or allow anyone else to aggravate the situation. • If the person leaves the area, do not detain them. Follow the person safely while on the County of Elgin's worksite. Inform your Supervisor/Manager or other department official of the location of the person. • Fallow the direction of your Supervisor/Manager or his/her designate. County of Elgin APPENDIX C Section: 2 Human Resources Policy Manual Subject: Violence in the Workplace Policy Policy Number: 2.110 Code -A Date Approved: Sept, 12106 Page 8 of 9 Date Last Revision: May 2012 Supervisors/Managers: • Appropriately and safely intervene when you become aware of a potentially volatile situation. • Assess the immediate danger and take the appropriate measures to safeguard persons and the facility. • Document the threat. • Notify the next higher level of authority as well as the Director of Human Resources. The appropriate police services may be notified where necessary. • If the offender is an employee, consider suspending the offender pending the outcome of the investigation. • In conjunction with the Director of Human Resources conduct an investigation. All parties are to be interviewed and asked to provide written, signed statements. • Hold a post incident review to ensure procedures were followed and to make recommendations for improvements; recommend and/or provide appropriate medical care and or assistance sought through the County's Employee Assistance Program (EAP). • Record all details of the incident and submit a thorough report to the Director of Human Resources and the Chief Administrative Officer in a timely fashion. Guidelines for a Violent Situation with Immediate Danger: A violent situation with immediate danger is defined as a highly agitated individual displaying loud and/or abusive verbal or aggressive physical behaviours; where harm or violent action to people, property or the environment has already taken place; the presence of any type of weapon or use of an object as a weapon or; where there is a threat by an individual to do immediate harm to people, property or the environment. Employees (including Members of County Council): • Establish a safe location. Activate EMS (Emergency Medical Services — by calling 9-1-1) if deemed necessary. • Notify your Supervisor/Manager or other County of Elgin official immediately. • Follow the direction of your Supervisor/Manager or other County of Elgin official. County of Elgin APPENDIX C Section: 2 Human Resources Policy Manual Subject: Violence in the Workplace Policy Policy Number: 2.110 Code - A Date Approved: Sept. 12106 Page 9 of 9 Date Last Revision: May 2012 Supervisors/Managers: • Assess the immediate danger and appropriately and safely intervene when you become aware of the violent situation with immediate danger. • Notify the appropriate Police services of the situation where necessary. • Coordinate efforts to stabilize the situation — take the appropriate measures to safeguard persons and the facility. • Document the occurrence details. • Notify the next higher level of authority and the Director of Human Resources. • Once the situation is under control, and if the offender is an employee, consider suspending the offending employee pending the outcome of an investigation. • In conjunction with the Director of Human Resources conduct an investigation. All parties are to be interviewed and asked to provide written, signed statements. • Record all details of the incident and submit a thorough report to the Director of Human Resources and the Chief Administrative Officer in a timely fashion. Corrective Action: Where violent or potentially violent conduct is substantiated, contrary to this policy, corrective action will be taken. Such corrective action will include addressing any relevant issues in the work environment, addressing the employee who has engaged in the violent behaviour or conduct contrary to this policy. Corrective action may range from educating individuals on the inappropriateness of their behaviour, to transfer, demotions, suspensions or termination. Corrective action may necessitate the need for police services and/or intervention. Criminal charges may be laid where the police services deem it appropriate. POLICY REVIEW This policy will be reviewed on an annual basis by all County Joint Health and Safety Committees, Management Team and the Chief Administrative Officer. A copy of an updated policy will be posted in all workplaces. Code of Conduct Report Attachment D 0 c ��a a iooea. Municipality of West Elgin Workplace Violence & Harassment Policy West Elgin believes in the prevention of workplace violence and promotes a violence and harassment free workplace in which all parties respect one another and work together to achieve common goals. Any act of violence or harassment committed by or against any member of our workplace or the public is unacceptable conduct that will not be tolerated. The purpose of the policy is to ensure that all individuals are aware of and understand that acts of workplace violence and/or harassment are considered a serious offence for which appropriate action will be taken. Those who are subjected to acts of workplace violence or harassment are encouraged to report incidents immediately so that complaints can be thoroughly investigated. For the purpose of this policy "workplace violence" means: • the exercise of physical force by a person against a worker in a workplace that causes or could cause physical injury to the worker, • an attempt to exercise physical force against a worker in a workplace that could cause physical injury to the worker, or • a statement or behaviour that is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker. For the purpose of this policy "workplace harassment" means: • engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome, and • may involve conduct that is verbal or non-verbal, a single incident or a series of incidents, and • can be directed at a co-worker, subordinate or manager, but • is not intended to limit or constrain the reasonable exercise of management functions in the workplace such as decisions or actions relating to the worker's employment, including a decision to change the work to be performed or the working conditions, to discipline the worker or to terminate the worker's employment. West Elgin is committed to investigating reported incidents of workplace violence in a timely manner, taking the necessary action to respond to those events and providing support for complainants. This policy applies to all employees within the Municipality of West Elgin and all are expected to uphold this policy and to work together to prevent workplace violence and harassment. Any employee that subjects an employee, agent, contractor or other person to workplace violence or harassment may be subject to disciplinary action up to and including termination. Employees who witness or are a victim of violence in this workplace are to contact Joanne Groch, Administrator/Treasurer, immediately. She will be responsible for initiating an investigation into the matter. ATTN: All Ontario Municipalities RE: SOURCE WATER PROTECTION PLANNING CONSULTATION PROCESS -COMMENTS BY DURHAM REGION IN RESPONSE TO DRAFT PROPOSED SOURCE PROTECTION POLICIES FOR ' TRENT CONSERVATION COALITION (TCC) SOURCE • PROTECTION REGION CORRESPONDENCE DATED MARCH 19, 2012, TRENT CONSERVATION COALITION SOURCE PROTECTION REGION NOTICE OF CONSULTATION—DRAFT, FROM JIM HUNT, CHAIR,TRENT CONSERVATION COALITION SOURCE PROTECTION COMMITTEE (TCC SPC)AND JENNIFER STEPHENS, PROJECT MANAGER (2012-J-12) (Ol 1R FILE NO.: E02-41) Please be advised the Joint Finance&Administration, Health & Social Services, Planning &Economic Development and Works Committees of Regional Council considered the above matter and Council adopted the following recommendations of the Joint Committee: "a) THAT Joint Report No.2012-J-12 be endorsed and submitted as Durham Region's response to the Trent Conservation Coalition Source Protection Committee, including the following recommendations to improve the Trent Conservation Coalition draft proposed source protection policies: i) The critical need for province-wide clarity and consistency in definitions of existing and future threats; it) The need for a consistent province-wide transition policy; iii) The need for the Province to reduce source protection plan (SPP) costs and duplication of effort province-wide by: A) The Ministry of the Environment(MOE)developing and disseminating education and outreach materials for use and distribution by municipalities delivering source protection plan education and outreach programs; B) Extending the Nutrient Management Act(NMA)to all farms in significant threat areas and creating an integrated farm risk management plan delivered by the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) and enforced by the Ministry of the Environment as the most effective approach to managing agricultural threats, including pesticides and Non-Agricultural Source Materials(NASMs); C) Engaging other provincial ministries and agencies such as the Ministry of Transportation (MTO)and the Technical Standards and Services Authority(TSSA) to play lead roles in managing significant drinking water threats related to their mandates; iv) The Ministry of the Environment should request the Agrichemical Warehousing and Standards Association to add wellhead protection areas and intake protection zones as locations to be avoided for pesticide storage facilities; and v) For properties affected by a Section 58 policy, the legal requirement for a risk management plan (RMP) should be registered on the title of the property; Page 2 of 2 Source Water Protection Report#2012-J-12 b) THAT the Minister of the Environment be requested to lengthen the timeframes available for consultation on the proposed source protection plans by extending the current deadline for source protection plan submission (August 20,2012) by 90 days; c) THAT if the requested extension is not granted, Regional staff be authorized to submit comments to the Trent Conservation Coalition Source Protection Committee on the final proposed version of the source protection plan(SPP) during the upcoming June/July public consultation period, after Regional Council is recessed for the summer break; d) THAT the Province establish definitions of existing and future threats for use in the source protection plans and a transition policy to deal with applications in process as of the date of source protection plan approval for use province-wide; e) THAT the Province exempt from appeal to the Ontario Municipal Board (OMB)or Environmental Review Tribunal (ER-0 amendments made to municipal Official Plans to bring them into compliance with source protection plans; f) THAT the cost of this program and legislation is downloading that is not appropriate and we ask that the Province fund the cost of this program; g) THAT the Association of Municipalities of Ontario be asked to bring Source Protection Plan(SPP) cost implications to the Memorandum of Understanding (MOU)table prior to approval of the Plans by the Province; h) THAT a copy of Joint Report No. 2012-J-12 be forwarded-to the Minister of the Environment, the Ministry of the Environment (Source Protection Programs Branch), the Association of Municipalities of Ontario, the three Durham source protection committees, the Region's conservation authorities, and the Municipality of Clarington and the Townships of Brock, Scugog and Uxbridge for their information; and i) THAT a copy of this resolution along with an internet link to Report No.2012-J-12 be forwarded to the Premier of Ontario, the Ministry of Municipal Affairs and Housing, the Leaders of the Provincial Opposition Parties, Durham's MPPs,All Ontario Municipalities, and the Great Lakes and St. Lawrence Cities Initiative." For your information Joint Report#2012-J-12 is available on our website at www.durham.ca in the'Highlights' section. DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario(AMO), its subsidiary companies,officers,directors or agents. The Regional Municipality of Durham Clerk's Department Fax:(905)668-9963 Email:clerks @durham.ca �a ATTN: All Ontario Municipalities RE: SOURCE WATER PROTECTION PLANNING CONSULTATION PROCESS-COMMENTS BY DURHAM REGION IN RESPONSE TO DRAFT PROPOSED SOURCE PROTECTION PLAN FOR CREDIT-TORONTO-CLOCA(CTC) SOURCE PROTECTION REGION STANDING COMMITTEE CORRESPONDENCE#SC-2012-55 DATED MARCH 14, 2012, CTC SOURCE PROTECTION REGION NOTICE OF PUBLIC CONSULTATION ON THE CTC DRAFT PROPOSED SOURCE PROTECTION PLAN FROM SUSAN SELF, CHAIR, CTC SOURCE PROTECTION COMMITTEE(2012-J-13) (OUR FILE NO.: E02-41) Please be advised the Joint Finance&Administration, Health&Social Services, Planning&Economic Development and Works Committees of Regional Council considered the above matter and Council adopted the following recommendations of the Joint Committee: "a) THAT Joint Report No.2012-J-13 be endorsed and submitted as Durham Region's response to the Credit Valley-Toronto and Region-Central Lake Ontario Source Protection Committee, including the following recommendations to improve the Credit Valley-Toronto and Region-Central Lake Ontario draft proposed source protection policies: 1) The critical need for province-wide clarity and consistency in definitions of existing and future threats; ii) The need for a consistent province-wide transition policy; iii) The need for the Province to reduce source protection plan (SPP) costs and duplication of effort province-wide by: A) Extending the Nutrient Management Act(NMA) to all farms in significant threat areas and creating an integrated farm risk management plan delivered by the Ontario Ministry of Agriculture, Food and Rural Affairs(OMAFRA) and enforced by Ministry of the Environment as the most effective approach to managing agricultural threats, including pesticides and Non-Agricultural Source Materials (NASMs); and B) Engaging other provincial ministries and agencies such as Ministry of Transportation (MTO) and the Technical Standards and Services Authority(TSSA) to play lead roles in managing significant drinking water threats related to their mandates; iv) The Ministry of the Environment should request the Agrichemical Warehousing and Standards Association to add wellhead protection areas and intake protection zones as locations to be avoided for pesticide storage facilities; and V) For properties affected by a Section 58 policy, the legal requirement for a risk management plan (RMP) should be registered on the title of the property; b) THAT the Minister of Environment be requested to lengthen the timeframes available for consultation on the proposed source protection plans by extending the current deadline of August 20, 2012 for source protection plan submission by 90 days; Page 2 of 2 Source Water Protection Report #2012-J-13 c) THAT if the requested extension is not granted, Regional staff be authorized to submit comments to the Credit Valley-Toronto and Region-Central take Ontario Source Protection Committee on the final proposed version of the source protection plan (SPA)during the upcoming June/July public consultation period, after Regional Council is recessed for the summer break; d) THAT the Province establish definitions of existing and future threats for use in the source protection plans and a transition policy to deal with applications in process as of the date of source protection plan approval for use province-wide; e) THAT the Province exempt from appeal to the Ontario Municipal Board(OMB)or Environmental Review Tribunal (ERT) amendments made to municipal Official Plans to bring them into compliance with source protection plans; f) THAT the Province make an effort and investment, comparable to the groundwater work completed since the Walkerton tragedy, in studies and modelling to understand the hydrodynamic factors and threat activities affecting water quality in Lake Ontario; g) THAT the cost of this program and legislation is downloading that is not appropriate and we ask that the Province fund the cost of this program; h) THAT the Association of Municipalities of Ontario be asked to bring Source Protection Plan (SPP) cost implications to the Memorandum of Understanding (MOU)table prior to approval of the Plans by the Province; i) THAT a copy of Joint Report No. 2012-J-13 be forwarded to the Minister of the Environment, Ministry of the Environment(Source Protection Programs Branch),the Association of Municipalities of Ontario, the three Durham source protection committees, the Region's conservation authorities, and the cities of Oshawa and Pickering, the Municipality of Clarington, the towns of Ajax and Whitby, and the townships of Scugog and Uxbridge for their information;and j) THAT a copy of this resolution along with an internet link to Report No. 2012-J-13 be forwarded to the Premier of Ontario,the Ministry of Municipal Affairs and Housing, the Leaders of the Provincial Opposition Parties, Durham's MPPs,All Ontario Municipalities, and the Great Lakes and St. Lawrence Cities Initiative." For your information Joint Report#2012-J-13 is available on our website atwww.durham.ca in the'Highlights' section. DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario(AMO), its subsidiary companies,officers,directors or agents. The Regional Municipality of Durham Clerk's Department Fax:(905)668-9963 Email:clerks @durham.ca riculture,Ministere de I'A Ministry of Agriculture, g Food and Rural Affairs de I'Allmentation et des Affaires rurales Office of the Minister Bureau du ministre 77 Grenville Street, 111"Floor 77, rue Grenville, 110 dta e g QDkdri9__, .-- Toronto, Ontario M7A 183 Toronto (Ontario) WA 1133 j jar�nli;i j _f :_N -ia Tel: (416) 326-3074 Td1. : (416) 326-3074 Fax: (416) 326-3083 Te16c. : (416) 326-3083 e MAY 0 9 2012 ,E Ms. Norma 1. Bryant, Hon BA, AMCT Clerk Municipality of West Elgin 22413 Hoskins Line Box 490 Rodney, Ontario NOL 2C0" Dear Ms. Bryant: Thank you for sharing your council's resolution about the proposed solar energy facility in the Municipality of West Elgin. I appreciate council's concerns about the siting of this facility in a residential area and the suggestion that it be moved to a more suitable location on commercial or industrial land in the village. Since my ministry does not review or comment on individual feed-in-tariff(FIT) or Renewable Energy Approval applications, I'm not able to address council's concerns about the proposed solar development in West Elgin. Although staff of my ministry were actively involved during the development of the FIT program and Renewable Energy Approvals under the Green Energy Act, 2009, our focus was on the protection of prime agricultural land and addressing issues of concern to rural Ontario. I dote that you also sent a copy of this resolution to my colleague the Honourable Chris Bentley, Minister of Energy. The Ministry of Energy recently completed a review of Ontario's Feed-in Tariff Program, which included a recommendation prohibiting ground-mounted solar installations in areas zoned for residential use. Information on the FIT Review and new directions for the FIT program is available online at: www.energy.gov.on.ca/en/fit-and-microfit-program/2-year-fit-review Thank you, once again, for bringing your concerns about this proposal to my attention. Ki I est egards, Ted McMeekin Minister of Agriculture, Food and Rural Affairs c: The Honourable Chris Bentley, Minister of Energy Ministry Headquarters: 1 Stone Road West,Guelph,Ontario N1 G 4Y2 Good Things Grow in Ontario Bureau rinci al du ministbre: 1 Stone Road West,Guelph(Ontario)Ni G 4Y2 A bonne terre, bons produits � P P Foodland ONTARIO Elgin County O.P.P. Detachment OR 42696 John Wise Line -14 Ontario Police ®' St. Thomas, ON N5P 3S9 Provincial provincials Police de ('Ontario TelephonelT616phone: (519)631-2920 Facsimile/T618copieur: (519)631-2923 File number: 800 Reference: , A4 Y May 7, 2012 Municipality of West Elgin 22413 Hoskins Line- PO Box 490 Rodney, Ontario NOL 2C0 Attn: Mayor Bernie Wiehle Re: Ministmof Municipal Affairs and Housing (Performance Measurement,Program) I have received the statistical information you requested for the above report, The following are statistics for the Municipality of West Elgin for 2011: Offence Type Actuals Cleared Rate Violent Crime 45 44 97.8% PropertyGrime 100 26 26.0% Other Criminal Code 16 12 75.0% Total 161 82 50.9% In 2011 there were 7 Young Persons charged in the Municipality of West Elgin. Please do not hesitate to contact me if you have further questions about the above statistics. Yours truly, Brad Fishleigh, Inspector Detachment Commander, Elgin County Detachment, OPP BF:th 13 Mar 12 09: 39a mitzie 5199489808 p. 2 ST. ILIJAH SERBIAN ORHTODOX CHURCH 9354 GRAHAM RD. EAGLE, ONTARIO NOL-2PO May 17, 2012 TO WHOM IT MAY CONCERN: This is a formal notification about the festivities at St. 11ijah Serbian Orthodox Church in Eagle, Ontario. On Sunday, August 5'h, 2012, there will be a church service commemorating the Patron Saint followed by a "celebration picnic" involving a luncheon and some music until 8:00 p.m. During the picnic, alcoholic beverages will be available. If you have any questions please do not hesitate to call me at: 1-519 351-4922. You can also fax me. The number is: 1-519 948-9808. Sincerely, 2S /C- Radomir Nesic, President 296 McNaughton Ave., E. Chatham, Ontario N7L-268 The Royal Canadian Legion Branch 221 142 John Street # MAY 2 ,1 20p West Lorne Ontario c=p�� -�� NOL-2P0 ... To Whom It May Concern: The West Elgin Legion Branch 221 is applying for a liquor license to host a beer garden in Miller Park. Miller Park is located on Graham road in the village of West Lorne, West Elgin. The annual Cactus Cattle and Cowboys festival will be held in Miller Park. In conjunction with this event the beer garden will be open from 1 I am to i I pm on July the 21 st 2012. Bottled beer served in plastic cups and coolers served in plastic cup will be for sale. The beverages will be sold and served in a 20 foot by 40 foot tent plus an additional 20 by 40 open area in the north central part of the Park. It will be enclosed by a security fence. It will be manned by Smart Serve trained bar tenders. Signs will be posted requiring age of majority cards to enter. We will have food vender on site providing hot dogs, hamburgers, chips etc. There are permanent washroom facilities within easy walking distance of the location. Yours ' o deship Donald Hawken I" Vice President Branch 221 Royal Canadian Legion .i7anch2l I, tumax_.ca C.c. Elgin County Health Unit Elgin County Ontario Provincial Police West Elgin Fire Department West Lome station West Elgin Municipality , a X60 � i Ti - 4 AHalton REGION May 17, 2012 Office of the Regional Chair 1151 Bronte Road Oakville ON L6M 3L1 The Honourable Deb Matthews, M.P.P. f=ax: 905-825-8838 Minister of Health Ministry of Health and Long-Term Care 10`' Floor, Hepburn Block 80 Grosvenor Street Toronto, Ontario M7A 2C4 Dear Minister: RE: MO-16-12 - Universal Influenza Immunization Program, 2011-2012 This will confirm that the Council of the Regional Municipality of Halton, at its meeting held Wednesday, April 18, 2012, adopted the following resolution: 1. THAT Report No. MO-16-12 re: "Universal Influenza Immunization Program., 2011- 2012" be received for information. 2. THAT the Regional Chair send a letter to the Minister of Health and Long-Term Care requesting that hospital staff influenza immunization rates become one of the reportable patient safety indicators, and that the letter be copied to AMO, and to the Clerics of other regional and single tier municipalities in Ontario for their information. Attached please find a copy of Report No. MO-16-12 for your information. If you have any questions please contact Dr. Bob Nosal, Commissioner and Medical Officer of Health. Sincer , G y rr egi a 9i enc . C. Pat Moyle, Chief Administrative Officer, Halton Region Dr. Bob Nosal, Commissioner and Medical Officer of Health, Halton Region AMO Clerks of other regional and single tier municipalities in Ontario The Regional Municipality of Balton HEAD OFFICE 1151 Bronte Road,Oakville,Ontario L6M 30 0 Tel:905-825-6000 a Toll Free:1-866-442-5866 TTY:905.827-9833 www.halton.ca AHalton REGION The Regional Municipality of Halton Report To: Chair and Members of the Health and Social Services Committee From: Bob Nosal, Commissioner and Medical Officer of Health Date: April 10, 2012 Report No. -Re: MO-16-12 - Universal Influenza Immunization Program, 2011-2012 RECOMMENDATION THAT Report No. MO-16-12 re: "Universal Influenza Immunization Program, 2011- 2012" be received for information. REPORT Purpose The purpose of this report is to provide Regional Council with the details of the 2011-2012 Universal Influenza Immunization Program (UI1P), including immunization rates and related costs. Background In October 2000, Ontario launched the world's first Universal Influenza Immunization Program (UIIP). The UIIP makes publicly funded vaccine available to all persons six months of age and older who live, study, or work in the province. The program is now in its 12th year. The goals of the UIIP remain unchanged: • Share important influenza information so that residents: • feel informed • can take steps to protect themselves from infection • know where to get more information • Immunize as many Halton residents as possible against seasonal influenza virus • Reduce the impact of influenza on health care services and hospital emergency rooms • Support efforts to increase immunization of health care providers in Halton • Minimize the number of influenza cases within Halton I The role of the Halton Region Health Department is to distribute influenza vaccine to family physicians, hospitals, long-term care homes (LTCH), health care services, and agencies conducting workplace programs. The Health Department also completes a qualification process by verifying that these settings have the appropriate vaccine storage and handling processes in place by performing cold chain inspections prior to distribution of vaccine. The Health Department promotes the annual influenza campaign, provides immunization clinics for the general public and monitors distribution and uptake of vaccine in the community. In addition to co-ordinating the program with its partners, the Health Department is responsible for documenting and reporting the influenza immunization coverage rates to the Ministry of Health and Long-Term Care (MOHLTC). The following is a list of various groups in the community that were included in the influenza immunization coverage rate as of November 15, 2011: • Staff at hospitals: including employees, students, medical house staff, physicians, volunteers, and contract workers • All persons who carry on activities in LTCH including employees, physicians, contract workers, maintenance workers, volunteers and other workers who come in contact with residents • Residents of LTCH In the 2010-2011 season, 121,625 doses of vaccines were distributed by the Health Department to physicians, hospitals, agencies, workplaces and LTCH and 13,015 doses were administered at the Health Department community clinics. This season 2011-20[2, a total of 127,307 doses of influenza vaccine were distributed and 1.2,883 doses were administered by staff at clinics run by the Health Department. KEY INITIATIVES: The Halton Region Health Department uses a number of different media resources to promote influenza vaccine and community clinics. The Health Department is also responsible for vaccine distribution and support efforts in promoting influenza immunization in Halton Region's health care facilities. I. Communications The rate of seasonal influenza immunization has decreased across Ontario over the last few years. This year a new campaign theme, "The Flu ends with U", was created by Strategic Communications to help raise awareness among Halton residents about the importance of receiving the seasonal flu vaccine. The campaign targeted adult Halton residents (age 18 and older) and health care workers in Halton. 2 To the public The UIIP campaign incorporated new tactics based on research conducted by the MOHLTC. These new tactics included various social media tools such as: • A three-part blog series on the HaltonParents Wordpress bldg • Twitter messages promoting clinics sent out through HaltonParents Twitter account • A targeted Facebook advertising campaign that directed traffic to halton.ca/flu Additional communications tactics included: • Updated materials and new digital resources on the Halton seasonal influenza website (halton.ca/flu) • A fact sheet to help individuals to find the location and schedule of the vaccine clinics • Media relations campaign including press releases and staff interviews with local publications • Print advertising in local newspapers • Coordinated messages for mobile signs that promoted flu clinic information and the halton.ca/flu web page • Creation and distribution of printed promotional materials including posters and clinic schedules To health care providers Health care workers in Halton Region were also a primary audience for this year's communication activities. A 2010-20H report to Council about the 2009-2010 season indicated that staff immunization rates in long-term care homes and retirement residences had decreased significantly compared to the 2008-2009 season. In response, specific tactics and key messages were developed to encourage this group to take responsibility for receiving the flu immunization. Informational activities that specifically focused on hospitals and LTCH in the Region included: • Meeting with hospital occupational health managers, infection control staff, as well as public relations officers from the hospitals to discuss strategies and activities to promote influenza immunization to their employees • Provide "Flu ends with U" buttons to community LTCH, retirement homes, and hospitals to be given out to immunized staff • Creating and providing posters with the tag line "Flu ends with U" to community LTCH and retirement homes and hospitals • Meeting with health care agencies to review their influenza immunization policies for their staff working within hospitals and LTCH • Providing influenza materials for posting and distribution to healthcare staff • Reviewing the influenza immunization program with all LTCH 3 2. Vaccine Distribution As of March 1, 2012, 127,307 doses of seasonal influenza vaccine had been distributed through the Health Department's Vaccine Depot Service. This represents 5,682 more doses than last season. Also, to ensure quality control, MOHLTC manages a prequalification process for organizations that administer vaccine. Settings such as health care agencies, retirement homes, LTCH, and workplaces that do not normally administer vaccines year-round must demonstrate that they can meet the vaccine storage and handling requirements to participate in the UIiP. The Halton Region Health Department prior to distributing influenza vaccine completed 49 cold chain inspections by verifying that these settings have the appropriate vaccine storage and handling processes in place. The distribution reported in Table i identifies the amount of vaccine received by various health care groups. Physicians Offices 83,243 82,070 57,272 86,040 91,364 Hospitals* 4,660 4,650 1,653 3,900 3,260 Long Term Care 8,210 7,910 6,444 7,110 8,100 Facilities* Nursing Agencies* & Private 19,870 15,030 4,900 11,560 11,700 Companies* Health Dept. 20,268 17,560 13,094 13,015 12,883 Clinics *Includes doses administered to the general public through agency-sponsored public clinics.This does not include any adjustments for wastage. * *Does not include doses of pandemic HIM vaccine Halton is responsible to ensure that vaccine is distributed to many different providers such as physicians' offices, medical clinics, workplaces, public health clinics, and pharmacies. Halton residents have a number of options to receive their influenza immunization, which increases accessibility. 3. Health Department Community Clinics This year 30 community clinics were held between October 18, 2011, and January 19, 2012. While most clinics were offered at high schools, some were also held at Seniors' Centres and Halton workplaces (386 staff immunized) for a total of 12,883 doses. Overall attendance at all clinics was similar to the 2010/2011 season as reflected in Table 1. 4 4. Influenza Immunization Coverage Rates in Halton Region Healthcare Facilities Table II reflects the influenza immunization coverage rates for staff of the hospitals as of November 15, 2011, as required by the MOHLTC. Note that the reported rates may understate the true coverage as some staff may have been immunized after the reporting date. Halton Healthcare Services (three sites) Joseph Brant Memorial Hospital(JBMH) *The per cent of staff that were immunized decreased from last season,however the number of people immunized increased (last year 4t6,this year 596 . This discrepancy can be attributed to the fact that this year JBMH in their report included all staff who carry on activities(e.g.,volunteers,maintenance workers,etc.)rather than just medical personnel. Overall, there was improved staff influenza immunization coverage at Halton Region hospitals this year. Halton Healthcare Services also offered clinics for the public to receive their immunization. However, despite education and the recommendations of the National Advisory Committee on Immunization, significant numbers of staff in acute care settings continue to not be immunized against influenza. None of the Region's hospitals achieved the targeted provincial staff worker influenza immunization rate of 70 per cent. 5 Table III and Table IV reflect influenza immunization coverage rates for both staff and residents of LTCH as of November 15, 2011. Note that the reported rates may understate the true coverage as some staff may have been immunized after the reporting date. Allendale Village 88 76 91 98 89 64 Bennett Health Care 51 93 79 16 62 75 Centre Billings Court Manor 61 74 61 1 40 70 The Brant Centre 80 74 66 67 57 86 Burloak LTC 87 83 55 30 62 52 Cama Woodlands 43 34 88 29 58 71 -Creekway Village 77 83 92 62 71 72 Extendicare Halton Hills 73 73 53 23 38 46 Hampton Terrace Care 80 78 71 9 15 55 Centre Maple Villa LTC 91 86 89 74 72 69 Mount Nemo Christian 96 81 72 40 36 64 Nursin Home Northridge LTC 58 72 64 18 48 50 Post Inn Village 83 70 71 56 52 53 Village of Tansley 94 43 70 57 42 54 Woods The Waterford 67 93 78 61 64 72 Wellington Park Care 57 48 77 44 87 45 West Oak Village 46 56 57 11 16 21 Wyndham Manor 98 95 97 1 24 1 67 1 62 The staff influenza immunization rate improved this year with an average coverage rate of 60 percent, up from the previous year of 56 per cent. As shown in Table III none of Halton Region's long-term care homes met the Ministry target of 90 per cent immunization coverage for staff however, seven out of the 18 homes had two-thirds of their staff immunized (67 per cent) or more. The three Regional LTCH continued to promote influenza immunization to staff beyond November 2011, as of December 2011, Allendale Village, Creekway Village and Post Inn Village had attained a staff immunization rate of 75, 86, 69 percent respectively. 6 Allendale Village 99 92 92 92 93 94 Bennett Health Care Centre 90 92 89 94 88 88 Billings Court Manor 95 98 98 99 100 97 The Brant Centre 93 96 96 91 93 96 Burloak LTC 97 97 1 99 94 94 94 Cama Woodlands 95 87 97 98 97 97 Creekway Village 92 94 96 97 89 94 Extendicare Halton Hills 97 96 98 95 95 91 Hampton Terrace Care 90 91 94 90 78 92 Centre Maple Villa LTC 94 95 95 96 98 97 Mount Nemo Christian Nursing Home 96 97 97 97 93 93 Northridge LTC 97 99 91 89 89 94 Post Inn Village 94 97 94 86 99 90 -Village of Tansley Woods 98 93 99 97 95 97 The Waterford 92 98 95 92 87 97 Wellington Park Care 83 94 92 78 86 76 West Oak Villa e 95 97 96 90 91 92 -Wyndham Manor 97 92 94 91 92 88 Resident immunization rates in six of the 18 LTCH met or surpassed the Ministry target of 95 per cent. All but three of the remaining homes achieved over 90 per cent immunization of residents. Health Department staff will continue to support initiatives that aim to immunize this vulnerable population. Conclusion The Halton Region Health Department created communications strategies that promoted awareness about the importance of receiving the seasonal influenza vaccine by using many different methods of communication. The Health Department supported the administration of the UIIP program by ensuring residents can receive their influenza immunization in a variety of settings, including community clinics. In total, 5,682 more doses of vaccine were distributed this season compared to the last season. In addition, to ensure quality control, the Health Department completed 49 cold chain inspections for health care settings that provide influenza immunizations. 7 Finally, the Health Department collected and reported to the MOHLTC the staff influenza immunization coverage at hospital and LTCH facilities, which showed a slight improvement from the previous year. However, improvements are still necessary. This will continue to be an area of focus for the Health Department. FINANCIAL/PROGRAM IMPLICATIONS The MOHLTC continues to pay $5.00 for every dose of seasonal influenza vaccine administered by the Health Department (excluding workplace clinics). This amount of per dose funding has been in place since the first UIIP campaign be an in 2000. The direct cost of providing influenza vaccine services in 2011 was $7.91. There are additional related costs which push the per dose costs higher. The UIIP costs in excess of the $5 per dose administered are funded through the Health Department's cost-shared public health programs' budget. RELATIONSHIP TO HALTON REGION'S 2011-2014 ACTION PLAN The subject of this staff report is an operational matter not related to Halton Region's 2011-2014 Action Plan. Respectfully submitted, Matt Ruf Robert M. Nosal MD FRCPC Director, Health Protection Services Commissioner and Medical Officer of Health Approved by `'f Pat Moyle Chief Administrative Officer If you have any questions on the content of this report,please contact: Matt Ruf Tel.# 7863 Kathy Jovanovic Tel.# 7823 Frances Weatheriey Tel. # 7332 8 1 P.O. Box 3115, Rodney, ON NOL 2CO € ay 211"', 20112 �Grr Municipality of West Elgin 22413 Hoskins Line PC Box 490 Rodney,Ontario NOL 2C0 Dear Worship Mayor Benue Wiehle and Your Council: The Volunteers of Port Glasgow Yacht Club are very pleased to inform your Worship and Council of West Elgin that numerous initiatives discussed at our recent March 6*,2412 Marina Board of Management Meefing;attended by Deputy Mayor Bodnar and yoursells are now reality. This letter is to update Your Worship,your Council and others of some of the happenings initiated by the Port Glasgow Yacht Club this spring: I. The West Boat Launch Ram Re air a 2 month$125,000 repair is nearly completed. The existing ramp was too steep and eroding.The boat launch ramp probably bangs more people to West Elgin than any other facility,with well over 5,000 boat launches a season! The Port Glasgow Yacht Club predicts that the repaired and improved boat launch ramp will see increased usage and of course increased tourism traffic to Port Glasgow and West Elgin,. A TRUE WEST ELGIN SUCCESS STORY!! II. Lfflversion of the Nest Pier—Na " ational L' t to Solar;a$2,000 upgrade_ This is a "green initiative"and saves money! The old navigation light on the west pier was powered by a power line and required a separate Hydro One meter. Replacement of the old light with a Canadian Coast Guard approved solar navigation light reduces our 4 electrical meters to 3,a monthly$savings,and also allows removal of the old green Military shack that housed the electrical equipment that supplied the old light.The adjoining old drWjme on the west pier,circa 1960,will be developed into a"Historic Site"commemorating the founding of the Yacht Club.The Port Glasgow Yacht Club and Mum exist today because of the duugline and the Yacht Club Volunteers that operated her! Two Addifional Picnic Shelters;a$2 0,400 upgrade replacing the last 2 canvas portable shelters will be completed,as agreed by Council in 2011.The Port Glasgow Yacht Club initiated,in 2011,to build 4 additional Public use Picnic Shelters around the Marina.. Two were constructed in 2011 and the final two are now being built With the heightened awareness of the damaging effects of sun rays these new Picnic shelters are used extensively by visitors to Port Glasgow. There are now 6 Picnic Shelters throughout the Marina. The 12 Volunteer members of the Port Glasgow Yacht Club PROUDLY declare that the 2012 improvements;and ALL PAST Marina Improvements and Developments,have been funded by the Port Glasgow Yacht Club. We restate that the Mariva improvements, occurring on froth the privately owned Yacht Club land and Municipal land,have been at NO COST to the people of West Elgin; solely handed by the Poet Glasgow Yacht Club. In addition numerous Communitfj Events are enjoyed at the Marina and raise hinds for various Jest Elgin Volunteer Associations- Mayor Beanie Wichle;the 12 Volunteers of Port Glasgow Yacht Club apologize if; as implied by your runt communication; offend your Council. Over the decades,as non-paid volunteers we have always strived to do the best for West Elgin.and Port Glasgow;within the legal boundaries of the our Manna Agreement_By your elected Office,you and your Councilor designate, are voting members of the Port Glasgow Yacht Club Board of Management. Even.before the Incorporation of the Port Glasgow Yacht Club in 1963 we have done our utmost; and been 1101%successfial;in developing Port Glasgow Marina for West Elgin to grow upon. To ensure the continued success of Port Glasgow the Volunteers have retained the Planning Consultants"Monteith Brown". We are very fortunate this large,resourceful,and experienced Municipal Planning Firm has assigned one of their best Consultants,Jay McGaffin BA mcm sPP,to develop the Yacht CIub Master Plan;which will be ultimately best for West Elgin. [Vest Elgin should be very excited that Port Glasgow Yacht Club is ready to welcome the extra tourism the Port Burwell Project Ojibway will create,and has directed their Planner to consider all this in his long term plans for our Marina. The waiting list for our customers is growing,well over 3 years,and we must look at expanding the Marina and improving the breakwater piers. The Volunteers of Port Glasgow Yacht Club ask the Mayor and Council of Rest Elgin to recognize the work done by the Volunteers and your continued support of our efforts. Let's all consider where Nest Elgin would be without the Port Glasgow Yacht Club Volunteers. Yours truly Dan Carr *Dan Carr President Port Glasgow Yacht Club (*Denotes Marina Board of Management Executive) cc Bob Miller Director Councilor Dag Aldred Chris Vandongen Harbour Master Councilor Norm Miller *Terry Foulis Past President *Deputy Mayor Mary Bodnar *Rob Mote 2°d VP Councilor Richard Letham Wayne Reinhart VP whitey Denomme Director Bill DeBie Director Ted Hawla Community Planners Deis Lee Director Bill Denning west Elgin Chamber of Commerce V.'ayae Roodzant Director Wendy Dupuis Elgin County Tourism Stewart Murray Director Jesse Cnoclaert West Elgin Chronicle �`Bole Carey Secretary zv2 11'.i1rv, No. 5715 P. 2 /FOO.01 '2 gin _ CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO, E 40/12 PART LOTS 11 &12, CONCESSION.6,MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by KENNETH AND BONNIE OKOLISAN, 23303 McDougall Line, R.R.#1, RODNEY, NOL 2CO AND JOHN STEVE OKOLISAN, 23287 McDougall Line, R.1141, RODNEY, Ontario, NOL 2CO,for a consent pursuant to Section 53 of the Planning Act, 1990, as amended,to sever lands municipally known as 23303 and 23287 McDougall Line, legally described as Part Lots 11 &12, Concession 6, Municipality of West Elgin. The applicants propose to sever a parcel of land with a frontage of 400 metres alon McDougall g Line by a depth of 1120(west lot line}to 1345 metres(east lot line),Area 144 acres containing two houses, one driveshed, one tobacco barn, one storage bam and one machine shop/barn, proposed to remain in agricultural use. The owners are retaining 94.3 acres, 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 dally, Monday to Friday, between 8:30 A.M. and 1:30 P.M., at the County Municipal Offi St. Thomas or at a Public Hearing to be held on; ces, 450 Sunset Drive, In Committee Room#2,Country Municipal t Offic s,460 Sunset Drive, St.Thomas. Any person or public body may attend the Public Nearing 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 Sth day of June 2012. KEY MAP, (not to scale) Susan D. Galloway Secretary-Treasurer Land Division Committee 450 Sunset Drive St. Thomas, Ontario N5R 5V1 ti a� Ge SUBJECT G.. cama of FJain poneeft smkes 450 Sunset Drive 5t.Thomas,On N5R 5V1 phone;519-6311&60 www,elgncau�.on.,e Jun, 8. Ip11 11:32NM No, 5716 P. 3 Elgin CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 49/12 PART LOT 14, CONCESSION 10, MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by ALEXANDER PEROVICH, 24249 Marsh Line,WEST amend Ontario, NOL 2P0, for a consent pursuant to Section 53 of the Planning Act, 1980, as amended,to sever lands municipally known as 24249 Marsh Line, legally described as Part Lot 14, Concession 10, Municipality of West ElgIn. The applicant proposed to sever a lot with a frontage of 89.27 metres along Marsh Line b a depth of 83.39 metres,Area 01744 hectares containing one house, one garage and one barn , Proposed to create one new lot for residential use. The owner is retaining 38.48 hectares, 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- WEDNESDAY ip 27, 2 at Committee Room 2 County Municipal ff ces 454 Sunset Drive, St.Thom as. Any person or public body may attand 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 Bo may dismiss the appeal, p and Dated at the Municipality of Central Elgin this 8t'day of June 2012. KEY MAP: (not to scale) Susan 0, Galloway Secretary-Treasurer Land division Committee 450 Sunset Drive St, Thomas, Ontario N5R 5V1 SUBJECT LANDS �• �O NQ O� 0�<b ,C;' GONG - Caunry of Ei�n En�maeAng Senaces 450 5unsat 0fh? Stfihomss.On N5R 5V1 Phone:512-631.1450 w, 41riin-oouWon.ce �6i Clod _M Lm iG 'l.pa t J*j 40 T Wes � E F2.t o P c C Rc, e�� g `r7 . , NO fit". C - ---.. ._M.t.-t tl j C: i PGd CO Li n G i 1 l O rE5 2 - - F.f nd-i r)c3 a n 1 r%�l efi S S IJ G... vhi_C:.E.rJ. 9� _c.. F-D r .t v. ) CF ._ _..._m- . icivvno \lcip-e- . Ms-K l6n -5a d _ - ,e- - On�y vucvy o-r'td my ycv-A �r'O�1�4_ i"1 Gf w JO i)Cl G V c_v,5 e G � l �C Toa.�- . _ I,.is_ .. vacr.k, . +Oe- seccAs-- .nod .s��c .l. ,��s h1 ;EJ 6e kept. f-)16st otJ 1 1 new` So c;5s i's 6-1c 6s k q ; . Mil gLA.Esk%oil Tc co""c r May 4 6e etx empf— -cm eoick9e ccss� uhn it. _.sok,8 csrc;ss ;s 3- +o -f ioc�e_G t-k }� t_� L-i 5 i.t�_ i�.l 1: ..f! i i�.C�-k _ Vu I. . I �`�i. C��iot1 N +{�,G last ,_�1 o--)Cr - )s excess _ e,4\1( g e cas ,Ncco A- tt. , �� ,� � il� � un.� bill �ot�Sutn��'ian i i F Ml D-1 EAc ,1 r June 1, 2012 French follows The CBC and Radio-Canada have announced that on July 31, 2012, it will shut off free over- the-air TV service everywhere in Ontario except for Ottawa, Toronto and Windsor. This will not affect residents that watch TV using a cable or satellite service. Anyone outside these areas that watches TV using 'bunny ears' or a rooftop antenna, however, will lose service. The CBC/Radio-Canada are taking this measure in response to recent federal budget cuts and have no plans to renew free over-the-air service in the future. I am writing to let you know that your community has options. The Canadian Association of Community Television Users and Stations (CACTUS) is a non-profit association that promotes the value of community media and assists communities in establishing community media centres. SHORT-TERM SOLUTIONS In the short term, residents who rely on over-the-air CBC/Radio-Canada have two options: • Subscribe to a cable or satellite service to continue to access the CBC (Shaw has offered to provide Canadians who experience service losses with a free satellite dish and a basic free package of channels including the CBC at no charge) • The municipality can contact the CBC to acquire its transmitter and/or broadcasting tower, and keep the CBC available free to air indefinitely. It varies community by community whether: a) The CBC is decommissioning (getting rid of) the entire site, transmitter and all. b) Just the transmitter, but is keeping the tower to transmit CBC radio. c) Just the transmitter, which is installed on a tower belonging to a third party. Each municipality will have to clarify the situation with respect to its local tower by contacting the CSC at: Steven Guiton (613) 288-6188 steven.guiton@cbc.ca In all three cases, municipalities can request that the CBC donate its analog transmitter, which has no commercial value to anyone else. If a tower is being decommissioned as well, municipalities should also request the tower. If the tower belongs to a third party, the municipality would have to take over the lease of the space on the tower from the CBC; the CBC can provide the name of the tower owner. Generally speaking, the maintenance of an analog transmitter and tower costs between nothing and at worst a few thousand dollars per year... a fraction of what it would cost for the whole community (or even a substantial part) to subscribe to cable or satellite. THE LONGER TERM OPPORTUNITY In urban areas, broadcasters have upgraded their over-the-air transmitters to digital. One of the advantages of digital transmitters is that you can "multiplex" together several services using one 'box'. If your community decides to upgrade the CBC/Radio-Canada's analog transmitters to digital, they could be used to: • Offer a basic package of 6-8 remote TV signals free to air such as the CBC, Global, TSN or other specialty services—or a local community TV or radio channel • Wireless highspeed Internet You could even offer a community mobile or cellular phone service using the tower if such service is unavailable from commercial providers. For more information about community rebroadcasting options, we have prepared a package of information entitled The Transition to Digital Over-the-Air Television: New Opportunities, on our web site at: http://cactus.independentmedia.ca/node 471 The CRTC is also asking for public comment about what will happen to the CBC's transmitters until June 181h. We encourage you to participate in this process so that the impact on your community is understood by the CBC and the CRTC. For more information or for help remitting comments to the CRTC, call us or see cactusandependentmedia.ca. Catherine Edwards Canadian Association of Community Television Users and Stations (CACTUS) cactus.independentmedia.ca (819) 772-2862 Ottawa 1>-y3 cla on Leading the Way June 5, 2012 Ganaraska Region Conservation Authority 2216 County Road 28 PO Box 328 Port Hope, ON, L1A 3W4 RE: REGULATIONS FOR THE MOVEMENT OF COMMERCIAL FILL FILE NO.: E06.GE At a meeting held on June 4, 2012, the Council of the Municipality of Clarington considered correspondence from The Honourable Jim Bradley, Minister of the Environment and directed the correspondence be forwarded to the Conservation Authorities and all municipalities within the Province of Ontario. Accordingly, please find the subject correspondence attached. *Icipal P L B/ta cc: Kawartha Conservation Authority Central Lake Ontario Conservation Authority All municipalities in Ontario CORPORATION OF THE MUNICIPALITY OF CLARINGTON At) re&AOC:DAfiir= c-rocc-r nnIAOKAAnnrii 1 c r,AFTAMI/l i er 1)AC r nnc c- n —r, Ministry of Ministere de the Environment PBnvironnement Office of the Minister Bureau du ministre 77 Wellesley Street West 77,rue Wellesley Cues( ,�9 11 Floor,Ferguson Block 19 etage,edifice Ferguson Ontario Toronto ON M7A 2T5 Toronto ON M7A 2T5 TeL 416 314.6790 T61. : 416 314-6790 Fax:416 314-6748 Te16c. :416 314-6748 ENV1283MC-2012-01 MAY 0 7 2012 Ms. C. Anne Greentree, B.A., CMO Deputy"Clerk The Municipality of Clarington 40 Temperance Street Bowmanville ON L.1 C 3A6 Dear Ms. Greentree: Thank you for your letter of December 20, 2011 informing me about the Council of the Municipality of Clarington's Resolution (#GPA-720-11) regarding regulations for the movement of commercial fill. I apologize for not replying sooner. Over the past year, ministry staff have met with various stakeholders, including municipalities, roads associations, waste associations, professional institutions, and other provincial partners to discuss the current regulatory interpretation regarding soil movement and to discuss future soil management options. Based on these discussions and.the feedback we have received, the ministry is in the process of developing guidance related to soil management activities which focuses on commercial fill operations. The proposed guidance intends to detail the ministry's expectations for those who manage excess soils to help ensure a consistent approach-across the province. The proposed guidance also encourages reuse for beneficial purposes to prevent excess soil from being unnecessarily disposed of in landfills. Creating opportunities to renew infrastructure and promote redevelopment opportunities . benefits Ontario's economy. Cost-effective, sustainable soil management practices are important to maintaining a healthy economy and a healthy environment. Ministry staff will continue to develop guidance related to soil management a tivi `mtla � province. Any further comments your municipality would like to provide wcul > _ WpieQme]f your office requires additional information about the work that is underway in $ t,�ea,.a� NGIL e V contact Ms. Kathleen Anderson, Assistant Director of the ministry's Central REpipaNgfflc ❑ FILE 416-326-3466. DIRE: TION INFORMATION COPY TO: Thank you, again, for bringing Council's resolution to my attention. p MAYOR ❑ AiE�jo[Rs 0 CAO of COURCIL Yours sincerely, °�IGIHEERING Ivc SIn ❑ SERVICES ❑ SERYCESGY a muNICIPAL ❑ GPEAATINIS sERVICEs CL S r � p PLANNING SOLIGITOR O TREASURY SERVICES Jim Bradley a OTHER Minister MUNIGIPALCLERI:SFILE c: Ms, Julia Munroe, MPP York-Simcoe -cam-�zt MUNICIPALITY OF HURON EAST PO Box 610, 72 Main Street South, Seaforth Ontario NOK 1WO TeL 519-527-0160 Fax: 519-527-2561 888-868-7513 www.huroneast.com - Brad Knight, BA, CAO/Clerk Paula Michiels, CGA, Treasurer-Finance Manager bknight(a)huroneast.com pmichiels@huroneast.com May 31St, 2012 ATTENTION: All Ontario Municipalities Please be advised that Huron East Council, at its meeting held on May 29th, 2012, adopted the following resolution: WHEREAS Section 2.3.1 of the 2005 Ontario Provincial Policy Statement specifically states that prime agricultural areas shall be protected for long-term use for agriculture; AND WHEREAS the recent review of Ontario's feed-in Tariff Program appears to give some recognition to the need to protect prime agricultural lands by prohibiting solar ground mounted projects>I OK kw from being located on prime agricultural lands; AND WHEREAS the Council of the Municipality of Huron East is of the opinion that the Province should be giving the same consideration to the impact of industrial wind turbines on prime agricultural lands; NOW THEREFORE be it resolved that the Council of the Municipality of Huron East express frustration and serious concerns with the Province of Ontario's disregard of the provisions of the Provincial Policy Statement with respect to the impact of industrial wind turbines on prime agricultural lands; AND FURTHER that this resolution be forwarded to the Honourable Dalton McGuinty, Premier of Ontario, the Honourable Chris Bentley, Minister of Energy, the Honourable Ted McMeekin, Minister of Agriculture and Food and Lisa Thompson, MPP Huron-Bruce. DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers,directors or agents. 1 318 Canborough St. P.O. Box 440 Smithville,ON !_ f r st Li n—c ln i� <.��.�>`� OR2A0 �--IJ T: 905-957-3346 F:905-957-3219 Your Future Naturally www.westlincoln.ca May 31, 2012 ATTN: All Ontario Municipalities FROM: Carolyn Langley, Clerk, Township of West Lincoln RE: Industrial Wind Turbine Applications This is to confirm that West Lincoln Township Council at its May 28, 2012 meeting, approved the following recommendation from their Planning/Building/Environmental Committee meeting, as amended: WHEREAS the Province of Ontario has undertaken a two-year review of the FIT Program and has identified several recommendations that were outlined in the report entitled "Ontario's Feed-in Tariff Program —Two-year Review Report" as released on March 19, 2012; AND WHEREAS recommendation 4.1 provided that "the OPA should introduce a point system for small and large FIT applications that awards points to projects that have demonstrated support from local municipalities or aboriginal communities"; AND WHEREAS the Township of West Lincoln is currently dealing with two wind energy project applications under the initial FIT Program, that propose a total of approximately 82 industrial wind turbines; NOW THEREFORE, the Corporation of the Township of West Lincoln, in response to the recommendations contained in the Two-year FIT Review Report, hereby confirms that the municipality is not interested in receiving or supporting any future industrial wind turbine applications, or expansion of existing applications, within the Township of West Lincoln; and, That, the municipality respectfully advises that no points should be granted on the basis of municipal support for any future applications, or expansion of existing applications, that are received by the Province as they affect the Township of West Lincoln; and, That, the Province be urged to amend recommendation 4.1 as contained in the "Ontario's Feed-in Tariff Program — Two-year Review Report" by changing the word "should" to the word "shall" which would then read as follows: "the OPA shall introduce a point system for small and large FIT applications that awards points to projects that have demonstrated support from local municipalities or aboriginal communities". That, this motion be forwarded to the Association of Municipalities of Ontario (AMO) to request the support of all municipalities in the Province of Ontario. It is noted that I am advising the Honourable Premier Dalton McGuinty, the Honourable Deb Matthews, Minister of Health and Long Term Care, Tim Hudak, MPP, Dean Allison, MP, the Honourable Kathleen Wynne, Minister of Municipal Affairs and Housing, the Honourable James Bradley, Minister of the Environment and all Ontario municipalities will be advised of the action taken by our Council with respect to Industrial Wind Turbine Applications. DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMO) , its subsidiary companies, officers, directors or agents. rte... Ministry of Ministbre de the Environment I'Environnement • Drinking Water Management Division de la gestion de la qualit2 de / Ontario Division I'eau potable 141"floor 14e§cage 135 St.Clair Avenue West 135,avenue St.Clair Ouest Toronto ON M4V 1P5 Toronto(Ontario) M4V 1P5 May 23, 2012 To all operating authorities of municipal residential drinking water systems: Re: New Accreditation Bodies under the Municipal Drinking Water Licensing Program The ministry has designated two new accreditation bodies under the Safe Drinking Wafer Act 2002: NSF International Strategic Registrations and QMI-SAI Global. Information about these accreditation bodies has been included for your reference. Both accreditation bodies are ready to receive your accreditation records from your former accreditation body. Next Ste ss.- As of June 30, 2012, the Canadian General Standards Board will no longer be providing accreditation services to operating authorities of municipal residential drinking water systems. To minimize any disruption to your current accreditation,you should complete and submit the attached form to one of the new accreditation bodies before June 22, 2012. This should allow sufficient time to complete the transfer. If you are experiencing any difficulties in doing so, please notify the Ministry so that we may provide further direction. While there will be no cost associated with the administrative transfer of your accreditation records, you will be expected to enter into an agreement with your selected accreditation body for a term that extends to the end of the current three-year cycle for your accreditation. Your selected accreditation body will work with you to maintain your accreditation from the current stage in the accreditation process. The ministry has established maximum billing thresholds related to accreditation services to be provided by the new accreditation bodies. Information about these maximum thresholds and allowable exceedences to these thresholds has been included for your reference. Please be assured of our continued support and guidance throughout this process. If you have any additional questions about the transition, please contact Paul Nieweglowski, Deputy Chief Drinking Water Inspector/Director, Drinking Water Management Division at 418-314-1977 or paul.nieweglowski(&ontario.ca. Re ds n Lager Chief On Ater Inspector/Assistant Deputy Minister Drinking ater Management Division cc: All owners of municipal residential drinking water systems, Canadian General Standards Board, NSF International Strategic Registrations, QMI-SAI Global Attachments: Questions&Answers for Operating Authorities, Maximum Billing Rates for Accreditation Services, Reasons for Exceeding the Maximum Allowable Billing Rates, Information about QMI-SAI Global, Information about NSF International Strategic Registrations 1921(zaoeroi) West Elgin Arena Board Regular Session April 10 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, Teri Knott and Recreation Superintendent Jeff Slater. Item# 1 Disclosure of Pecuniary Interest: None noted. Item#2 Delegations: None present. Item#3 Adoption of the Minutes: Moved By: Dug Aldred Seconded By Bob Purcell The West Elgin Arena Board resolve that the minutes of March 13 2012 be approved as presented. CARRIED Item#4 Accounts and Financial Reports: Moved By: Teri Knott Seconded By: Alphonse Willie The West Elgin Arena Board resolves that the accounts in the amount of$ 30,623.56 be approved for payment. CARRIED * The Board members would like to have the hydro and water portions of the financial statements separated . The Recreation Superintendent will inquire to have this done. Item#5 Business Arising from the Minutes: * PA System: The Recreation Superintendent reported that the sound system has been completed and sound very nice. A great improvement over the previous system. The WESC used the cordless microphone for their carnival and it worked very well. * Shinny: The Board would like to see if time permits shinny ice time to be provided for youth aged 15 - 17 years of age, and no body contact in the 2012113 ice schedule. Item# 6 Correspondence: No correspondence was presented. Item# 7 New Business: * WESC: Member Teri Knot indicated that she would be stepping down as President of the Skating Club, and thus not be part of the Arena Board any further. Chair person Mary Bodnar expressed her as well as the Boards appreciation for a job well done over the past years with Teri having input on the arena Board. 2- Item # 8 Adjournment: Moved By: Alphonse Willie Seconded By: Dug Aldred The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:15 am and reconvene May 8 2012 at 9:30 am or at the call of the chair. West Elgin Recreation Committee Regular Session April 17 2012 This regular session of the West Elgin Recreation Committee was called to order at 7 pm by Chairperson Valarie Parker. Members present include: Joe Seman, Grace Blanchard, Jackie Anger, Doug Staddon, Dug Aldred, Ken Neil, James Husband, Jack Matos, Johnathan Wolf, and Shannon Serle. Item# 1 Disclosure of Pecuniary Interest: None noted. Item# 2 Delegations: * Myles Rawluk: Representing Spectacular.Fireworks Mr. Rawluk explained how his display would differ from the pervious displays. Indicating that each display for the money indicated,would be approximately 15 minutes long,and fired remotely. The Recreation Superintendent indicated that Mr. Rawluk would be no different than any other contractor working for the municipality and would have to abide by all of the same conditions. Moved By Joe Seman Seconded By Grace Blanchard The West Elgin Recreation Committee resolve that the West Elgin Recreation Committee hereby approve $ 7000.00 for the fireworks to be split 50150 between July 1"2012 in Miller Park, and the Lake on the Civic Weekend, To be provided by Myles Rawluk of Spectacular Fireworks. CARRIED. * YWCA: Jackie Anger of the YWCA attended and reported that the Y staff are making improvements to the Rodney Program. The Rodney program operates Friday evening from 6:30 pm until 8:00 pm and offers 1.5 hours of crafts, games and play. Mrs Anger also indicated that the Y programs in West Lorne are going well. Item#3 Adoption of The Minutes: Moved By Johnathan Wolf Seconded By: Dug Aldred The West Elgin Recreation committee hereby resolve that the minutes of march20 2012 be approved as presented. CARRIED Item it 4 Business Arising from the Minutes: *Road Race: Member James Husband reported that it is too late to schedule an event for 2012. The usual distance of race is between 5 and 20 km and average entry fee is $ 55.00 per person. It would be beneficial to hook the race with an anniversary or significant ate for 2013. -2- Item # 5 Correspondence- No correspondence was presented. Mena #6 New Business: * Scavenges-Bunt 1 The Great Race- Chairperson Valarie parker indicated that an event that could deserve consideration could be a Scavenger Hunt, or a Great Race. Points for consideration: * Date: Civic Weekend, Canada Day * Prizes; Pool pass, skating pass *bonus points for environmentally friendly transportation * out door things *possible routes, in town vs. driving, cycling, walking etc. * next meeting work on routes. *pool party * team sizes Item#6 New Business: * Survey: Members discussed the possibility of having surveys competed possibly at major events to try and determine what the community needs are, or what events activities they would like to pursue. Item #7 Adjournment: Moved By: Jack Matos Shannon Serle The West Elgin Recreation Committee resolve that this session of the West Elgin Recreation Committee hereby adjourn at this hour of 8:15 pm and reconvene on May 15 2012 at 7pm or at the call of the Chair. CARRIED.