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August 9, 2012
MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING AUGUST 9, 2012 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — Al2) *July 19, 2012 Council *July 19, 2012 Council *July 19, 2012 Public Meeting — Zoning Amendment (Pearce/Wood) BUSINESS ARISING FROM MINUTES • 2011 Financial Statements DELEGATIONS 1:30 p.m. 2:00 p.m. Court of Revision — Pongracz Drain Grace McGartland, Arts & Cookery Bank — request for support of a CSFI grant application (B1) REPORTS (C1 -C9) 1. ROADS a) *Monthly Report b) *Quotations for Truck August 9, 2012 Page 2 2. RECREATION a) *Monthly Report 3. BUILDING a) *Monthly Report for June 4. WATER a) *Monthly Report 5. BY -LAW ENFORCEMENT a) *Monthly Report 6. DRAINS 7. WEST ELGIN PRIMARY SYSTEM 8. ADMINISTRATION a) *Municipal Performance Measurement Program — 2009 & 2010 b) Bank signing authority c) *Report re: Ontario Disabilities Act d) *Report re: Municipal Freedom of Information and Protection of Privacy Act e) *Report re: Integrity Commissioner f) *Report re: Fees & Charges By -law — Administration g) *Report re: Insurance Renewal for 2013 (Dave Rikley will be in attendance ) h) *Report re: Community Investment Improvement Fund i) *Report re: Extension of West Lorne Wastewater Collection System j) *Report re: Hours of Operation for Service Ontario August 9, 2012 Page 3 9. PLANNING a) *Report re: Applications for Consent (John & Diane Slaats) b) *Environmental Registry — Notice of Intech Energy project ACCOUNTS CORRESPONDENCE (D1 — D13) COUNCIL CONSIDERATION RECOMMENDED: 1.* Hickory Grove Campers Association — request for financial assistance for installation of a new waste treatment system; 2.* Chris Van Dongen — letter regarding Havens Lake Road and Port Glasgow Marina; 3.* Town of Niagara -on -the -Lake — request for support of a resolution to the Province to manage Municipal Household or Special Waste collection and disposable services; 4.* Monte McNaughton, MPP — request for support of Bill 76; 5.* South Central Ontario Region Economic Development Corporation — invitation to annual General Meeting; 6.* Frank Sura — letter regarding Port Glasgow; 7.* Wendie Dupuis — letter regarding Port Glasgow Secondary Plan 8.* Elgin County Land Division Committee — Application for Consent to Sever — Lot B, Concession Gore (Boekhorst) 9.* Elgin County Land Division Committee — Application for Consent to Sever — Lot 14, Concession 12 (deWit / Schaeken) 10.* Elgin County Land Division Committee — Application for Consent to Sever — Lot B, Concession 10 (Vanraes) 11.* Great Lakes Guardian Community Fund RECOMMENDED TO ACCEPT & FILE: 12. AMO - Watch File - July 19, 2012; - Watch File — July 26, 2012; - Watch File -- August 2, 2012 13. Elgin Group Police Services Board — minutes of meeting May 16, 2012; August 9, 2012 Page 4 BY -LAWS By -law No. 2012 -57 By -law No. 2012 -58 By -law No. 2012 -59 By -law No. 2012 -60 By -law No. 2012 -61 By -law No. 2012 -62 MINUTES (E1 -E2) Appoint Deputy Clerk Delegation duties under MFIPPA Appoint Integrity Commissioner Adopt complaint process under Code of Conduct Amend Fees & Charges By -law — Administration Authorize development agreement with 509692 Ontario Limited (Slaats) *Tri County Management Committee — April 24, 2012 *West Elgin Economic Development Committee — July 16, 2012 OTHER BUSINESS (F1 -F2) 1. Council announcements 2. Closed session --- litigation * Information enclosed CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: Septemberl3, 2012 September 27, 2012 Council Council MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS JULY 19, 2012 MEMBERS PRESENT: STAFF PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Mike Kalita Janet Johnston ALSO IN ATTENDANCE: Gary Blazak DECLARATION OF PECUNIARY INTEREST: Administrator/Treasurer Clerk Water Superintendent Deputy Treasurer Planning Consultant Councillor Miller declared a conflict of interest regarding the quotations for a new pickup truck. 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 July 19, 2012 as printed and circulated with the following addition: • Report re: Clay cover for landfill DISPOSITION: Carried SUBJECT: MINUTES Councillor Miller noted that on page A11 of agenda package under Conduct, his comments referred to inappropriate comments made at previous meetings as well as May 30th. Councillor Aldred requested clarification on his comments on this matter — not their opinions but "the Mayor feels that our opinions aren't important ". RES. NO. 2 Moved by Bodnar Seconded by Leatham RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and amended: June 14, 2012 Council June 28, 2012 Council June 28, 2012 Public Meeting — Zoning Amendment (Roelofs /Gasparatto) DISPOSITION: Carried A� July 19/12...Pg 2 of 10 SUBJECT: AMENDMENT TO ZONING BY -LAW — PEARCE / WOOD RES. NO. 3 Moved by Bodnar Seconded by Aldred RESOLVED that the report from Community Planners re: Amendment to Zoning By-law — 10996 Furnival Road (Pearce/Wood) be received. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE — LOT 19, CONCESSION 4 (SODS) Also in attendance: Peter & Kath Soos, Henk & Ans Dieker, Stewart Bowsher RES. NO. 4 Moved by Miller Seconded by Leatham RESOLVED that the report from Community Planners re: Proposed Severance — 24726 Downie Line (Soos) be received. DISPOSITION: Carried SUBJECT: PORT GLASGOW SECONDARY PLAN RES. NO. 5 Moved by Leatham Seconded by Miller RESOLVED that the Port Glasgow Secondary Plan — Project Timeline and Activities be received. DISPOSITION: Carried Mr. Blazak left the meeting. SUBJECT: ARTS & COOKERY BANK — REQUEST FOR FUNDING RES. NO. 6 Moved by Leatham Seconded by Bodnar RESOLVED that Council authorize a $25,000 grant per year for 3 years to the Arts and Cookery Bank, to be reviewed on an annual basis. DISPOSITION: Carried SUBJECT: WATERLINE EXTENSION POLICY RES. NO. 7 Moved by Leatham Seconded by Miller RESOLVED that the Administrator is hereby directed to review existing waterline extension policy and bring back a report with further options to Council by the end of November 2012. DISPOSITION: Carried Councillor Leatham declared a conflict of interest with the following item and left the meeting. SUBJECT: CLAY FOR LANDFILL RES. NO. 8 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Roads Superintendent re: Clay Cover for Landfill be received; AND that Council accepts the offer of excavated clay and cover and that the costs for trucking be paid for under the landfill budget. DISPOSITION: Carried July 19/12... Pg 3 of 10 Councillor Leatham returned to the meeting. SUBJECT: RECREATION DEPARTMENT REPORT RES. NO. 9 Moved by Aldred Seconded by Bodnar RESOLVED that the Recreation Report dated July 12, 2012 be received. DISPOSITION: Carried Councillor Miller declared a conflict of interest with the following item and left the meeting. SUBJECT: PICKUP TRUCK FOR RECREATION DEPARTMENT Council received the following quotations for a pickup truck for the Recreation Department: Cotrac Ford Lincoln McNaughton Dodge Chrysler RES. NO. 10 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of COTRAC Ford Lincoln Sales in the amount of $18,811.00 plus taxes for a 2013 Ford F 150 XL truck. DISPOSITION: Carried MAKE QUOTATION (plus taxes) 2013 Ford $18,811.00 2012 Dodge $19,248.00 Councillor Miller returned to the meeting. SUBJECT: BUILDING DEPARTMENT REPORT RES. NO. 11 Moved by Miller Seconded by Leatham RESOLVED that the Building Report for May 2012 be received. DISPOSITION: Carried SUBJECT: BY -LAW ENFORCEMENT REPORT RES. NO. 12 Moved by Miller Seconded by Leatham RESOLVED that the By -law Enforcement Report dated July 19, 2012 be received. DISPOSITION: Carried SUBJECT: LIVESTOCK CLAIM RES. NO. 13 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves payment of the livestock claim of Mark Campbell for a calf killed by a coyote valued at $500.00. DISPOSITION: Carried July 19/12...Pg 4 of 10 SUBJECT: WATER ACCOUNT WRITE -OFFS RES. NO. 14 Moved by Bodnar Seconded by Aldred RESOLVED that the following amounts from water accounts be written off for reasons as indicated: Account 001.990.380 $ 17.01 from 2004/10/25 — deceased $ 52.38 from 2008/11/08 — tenant — water station use $ 53.14 from 2003/09/09 — lots now developed, new owners TOTAL W/O $122.53 DISPOSITION: Carried DELEGATION: NICK MUSZYNSKI & MARY -LOU KOMINEK, RES Also in attendance: Gary Blazak Mr. Muszynski gave a PowerPoint presentation outlining what RES has done in the last year and the changes in the FIT program. A tower has been built for wind assessment. The project size will be in 50MW range rather than 75MW. Under the new FIT rules, a scoring system has been introduced. RES is requesting Council's written support for their project. RES will be required to resubmit their application. The Deputy Mayor left the meeting. DELEGATION: CHRIISTENE SCRIMGEOUR RE: 2011 AUDIT Also in attendance: Deputy Treasurer Ms. Scrimgeour reported that she is independent from the municipality and conducted the audit as such. She presented the Draft 2011 Consolidated Financial Report. RES. NO. 15 Moved by Leatham Seconded by Miller RESOLVED that Council receive the Draft 2011 Consolidated Financial Report. DISPOSITION: Carried SUBJECT: LANDFILL — SPRING MONITORING REPORT RES. NO. 16 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the Spring 2012 Monitoring Report for the landfill site as prepared by WESA; AND that WESA provide quotes for an additional monitoring well, east of MW15. DISPOSITION: Carried SUBJECT: 2009 & 2010 PERFORMANCE MEASURES The Administrator/Treasurer presented the 2009 and 2010 Performance Measures report. However, an error was noted in 2009 numbers and will be revised and presented again at the next meeting. July 19112... Pg 5 of 10 DELEGATION: TOM BOWIE, HICKORY GROVE CAMPERS ASSOCIATION Mr. Bowie reviewed his correspondence with Council outlining the work they have done to date for a septic system for the park. Their hurdle now is to secure funding but without any collateral, banks will not loan them any money. They are asking if Council would debenture the needed funds. The Administrator/Treasurer reported that Council's authority is under the Municipal Act and other legislation. Works undertaken under the Municipal Act does not allow the municipality to loan monies for works on private property. She is not aware of any legislation that would. SUBJECT: WATER BILLING POLICIES AND PROCEDURES Also in attendance: Deputy Treasurer, Water Superintendent RES. NO. 17 Moved by Miller Seconded by Aldred RESOLVED that the report from the Administrator/Treasurer re: Water Billing Policies and Procedures be received and be brought back at the next meeting. DISPOSITION: Carried SUBJECT: ACCOUNTS RES. NO. 18 Moved by Aldred Seconded by Miller RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher #6 amounting to $2,470,866.16 in settlement of General, Road, Water and Arena Accounts (including cheques: #11617- 11913). DISPOSITION: Carried SUBJECT: CORRESPONDENCE 1. Town of East Gwillimbury — request to support #C2012 -326 Instruction: File 2. Western Elgin Interactive Showcase — request for funding Instruction: RES. NO. 19 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin authorize the payment of a grant in the amount of $1,100.00 for the Western Elgin Interactive Showcase to be held at the Dutton Community Centre on October 20, 2012 based on submission of invoices. DISPOSITION: Carried 3. Municipality of Grey Highlands — request for support of a resolution requesting the Province reimbursement of legal fees Instruction: RES. NO. 20 Moved by Miller Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the Municipality of Grey Highlands for July 19 /12...Pg6of10 RES. NO. 20 cont'd reimbursement of fees for legal challenges relating to municipal road allowances. DISPOSITION: Carried 4. Municipality of Lambton Shores — request for support of a resolution regarding location of cellular towers Instruction: RES. NO. 21 Moved by Miller Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the Municipality of Lambton Shores recommending changes to Federal guidelines for telecommunication (cellular) towers. DISPOSITION: Carried 5. Township of Woolwich — request for support of a resolution requesting the Province establish a trust fund Instruction: File 6. St. Thomas — Elgin Ontario Works — Heritage House Instruction: File 7. City of Toronto — correspondence to Assessment Review Board and their reply regarding Practices and Procedures Instruction: File 8. Muscular Dystrophy Canada — West Lorne Fire Department fundraising Instruction: File 9. Town of Minto — request for support of a resolution regarding the Source Water Protection Program Instruction: RES. NO. 22 Moved by Aldred Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the Town of Minto regarding the Source Water Protection Program. DISPOSITION: Carried 10. Skip & Betty Patterson — request to waive fees for use of West Elgin Recreation Centre for Vacation Bible School Instruction: RES. NO. 23 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin authorize the waiving of rental fees for the use of the West Elgin Recreation Centre for the Vacation Bible School from August 13th to 17th, 2012. DISPOSITION: Carried 11. Town of Ingersoll — request for support of a resolution regarding auto industry Instruction: File 12. Remi Begin — comment form — Port Glasgow Secondary Plan Instruction: File 4'l July 19/12...Pg 7 of 10 13. Town of Tillsonburg — request to support a resolution regarding Business Tax Capping Reform Instruction: RES. NO. 24 Moved by Miller Seconded by Aldred RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the Town of Tillsonburg regarding business tax capping. DISPOSITION: Carried 14. Toby Barrett — response to Norfolk County resolution Instruction: File 15. Minister of State -- launch of new Community Infrastructure Improvement Fund Instruction: Direction was given to the Treasurer to make application 16. United Way Toronto — Late Payment Settlement Fund Annual Report Instruction: File 17. AMO - Watch File, June 14, 2012 Policing Issues — Update to Members Watch File —June 21, 2012 OMERS update Watch File — June 28, 2012 Highlights of June 2012 Board Meeting Submission to Ontario Distribution Sector Panel Watch File — July 5, 2012 Community Infrastructure Investment Fund launched OMERS Board Decision on 2012 Change Proposals - Watch File — July 12, 2012 Instruction: File 18. Norfolk County — copy of correspondence to MPP Toby Barrett re: policing Instruction: File 19. Norfolk County — copy of correspondence to MPP Toby Barrett re: Southwestern Ontario Development Fund Instruction: File 20. Lower Thames Valley Conservation Authority — minutes of May 17, 2012 Instruction: File 21. Elgin County Land Division Committee — notice of deferral of application E40/12 (Okolisan et al) Instruction: File 22. Elgin County Land Division Committee — notice of decision of application E49/12 (Perovich) Instruction: File 23. Optimist Club of West Lorne — thank you for contribution to Car Show Instruction: File 24. Ontario Property and Environmental Rights Alliance — Endangered Specifies Information Bulletin Instruction: File R -� July 19/12... Pg 8 of 10 25. Lower Thames Valley Conservation Foundation — 2011 Annual Report Instruction: File RES. NO. 25 Moved by Leatham Seconded by Miller RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2012 -52 — DRAIN MAINTENANCE RES. NO. 26 Moved by Aldred Seconded by Miller RESOLVED that the mover be granted leave to introduce a By -Law to provide for maintenance of the various municipal drains and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 27 Moved by Leatham Seconded by Aldred RESOLVED that a By -law to provide for maintenance of the various municipal drains be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -52 — Drain Maintenance. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2012 -53 — DRAIN MAINTENANCE RES. NO. 28 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By -Law to provide for maintenance of the various municipal drains and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 29 Moved by Miller Seconded by Leatham RESOLVED that a By -law to provide for maintenance of the various municipal drains be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -53 — Drain Maintenance. DISPOSITION: Carried SUBJECT: BY -LAW NO. 2012 -54 — ZONING AMENDMENT (PEARCE) RES. NO. 30 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 Lot 7, Concession 10, from the Agricultural (A1) Zone to the `site - specific' Agricultural (A1 -84) Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 31 Moved by Miller Seconded by Leatham RESOLVED that a by -law to amend The Township of Aldborough Zoning By -law No. 90 -50 to change the zoning of lands in Part of Lot 7 Concession 10, from the Agricultural (A1) Zone to the 'site - specific' July 19/12...Pg 9 of 10 RES. NO. 31 cont'd Agricultural (A1 -84) Zone, shall now be read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -54 — Zone Amendment — Pearce DISPOSITION: Carried SUBJECT: BY -LAW NO. 2012 -58 — AMEND EMPLOYEE REMUNERATION BY -LAW RES. NO. 32 Moved by Leatham Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By -Law to amend By -law 2012 -02 — Employee Remuneration By -law and this shall be the first and second reading and provisional adoption thereof. DISPOSITON: Carried RES. NO. 33 Moved by Aldred Seconded by Leatham RESOLVED that a By -law to amend By -law 2012 -02 — Employee Remuneration By -law be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -55 — Amend Employee Remuneration By -law DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 34 Moved by Leatham Seconded by Miller RESOLVED that the minutes of the following committee meetings be received: West Elgin Arena Board — May 8, 2012 West Elgin Economic Development Committee — June 18, 2012 DISPOSITION: Carried SUBJECT: COUNCIL ANNOUNCEMENTS Councillor Leatham reported that Rodney Fire Hall had 5 calls in June and that the department is going through extensive training and gear upgrades. Councillor Aldred reported that the West Lorne Fire Department is hosting a breakfast this Saturday for the Cattle Cactus and Cowboy event. He presented the retiring Administrator/Treasurer with a gift on their behalf at the retirement dinner. The Mayor noted that the Fish Fry is on August 5th. SUBJECT: CONFIRMATION BY -LAW RES. NO. 35 Moved by Aldred Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting held on July 1991, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried July 19/12...Pg 10 of 10 RES. NO. 36 Moved by Miller Seconded by Aldred RESOLVED that a By -law to confirm the proceedings of the meeting held on July 19th, 2012 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2012 -56 — Confirming By -law July 19 2012 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 37 Moved by Miller Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 4:25 p.m. to meet again on August 9th, 2012. DISPOSITION: Carried These minutes were adopted on the 9th day of August, 2012. Mayor Clerk MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS JULY 19, 2012 MEMBERS PRESENT: STAFF PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham Joanne Groch Norma Bryant Administrator/Treasurer Clerk ALSO IN ATTENDANCE: Gary Blazak Planning Consultant SUBJECT: REZONING -- LOT 7, CONCESSION 10 (PEARCEIWOOD) Also in attendance: Bob Pearce 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 by prepaid first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received from the Lower Thames Valley Conservation Authority indicating no objections. The proposed amendment would change the zoning of lands situated on the east side of Furnival Road (County Road No. 103) south of Marsh Line, being part of Lot 7, Concession X, from the Agricultural (Al) Zone to a 'site- specific' Agricultural (A1 - #) Zone. The lands proposed to be zoned A1-#, as shown on the key map, have an area of 2.0 hectares (5.0 acres), a frontage of 188 metres (616 ft) and a depth of 108 metres (355 ft). The parcel is occupied by a single unit dwelling, tool shed, storage shed, pumphouse, shop and a paved parking area for a truck haulage business known as Bob Pearce Trucking. The owners are seeking permission to continue using the lands as the base of operations (including servicing) for the business which has been in existence since 2007 when the current owners acquired the lands, starting with four trucks and since expanding to ten trucks and 14 employees. The business is engaged in the trucking of locally -grown greenhouse produce. Under the existing Agricultural (Al) zoning which applies, permitted uses include an agricultural use, forestry use, riding stable, single unit dwelling and a home occupation. Commercial uses are not permitted. The proposed 'site - specific' Agricultural Zone would permit a `truck terminal' as an additional permitted use. It is being suggested that the number of trucks stored or kept on the lands at any given time be limited to ten. July 19, 2012 ...Pg 2 of 2 The subject lands are designated 'Agricultural' in the Municipality of West Elgin Official Plan. Agriculturally- related commercial and industrial uses which are directly related to serving the needs of the farm community and are required to be, or benefit by being, in close proximity to farming operations are permitted in accordance with Section 6.2.3 of the Plan Councillor Aldred asked why limiting to 10 trucks? Mr. Blazak reported that as this is an existing non - conforming use, scope should be provided in the by -law. Councillor Leatham agreed that number should be enlarged, can turn around on the property, and shouldn't be a problem for Furnival Road. Mr. Pearce noted that he is comfortable with ten. Councillor Aldred suggested 15 trucks be allowed. Mr. Pearce also reported that he will be servicing only his own trucks on the property. SUBJECT: ADJOURNMENT RES.NO. 1 Moved by Leatham Seconded by Miller RESOLVED that the Public Meeting concerning a proposed Zoning By -law Amendment for land located at part of Lot 7, Concession 10 (Pearce/Wood) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 9th day of August, 2012. MAYOR CLERK The Arts & Cookery Bank CSFI Grant Application August 10, 2012 -08 -03 Project Summary: Bridging the Digital Divide: a Bi- Generational Interactive Cultural Model A growing body of evidence suggests that regular participation in cultural activities helps citizens forge stronger relationships with not only their personal heritage, but also the larger community. (Source: IPSOS REID /Municipal World Survey, September 2007). The County of Elgin's Economic Development Plan 2007 -2011 states, "given the aging of the population both in Elgin and the Province as a whole over the coming years, the county's ability to sustain and attract a younger workforce and families to the region will be an important consideration in its business attraction and marketing efforts." We need to lure them back with jobs, mentoring and experiences. The Bridging the Digital Divide: A Bi- Generational Interactive Cultural Model offers innovative experiences. These types of "attractions" have the potential to keep youth, young adults and families in the community while still offering a dynamic experience for existing users. With a focused - approached, the objective is to develop and support the "future" legacy of the area by building a loyalty with individuals less than 35 years of age. Today information delivery needs to include a "mobile strategy." The technological savvy generations now expect fingertip - access. The result: a change in societal attitudes and the world -view. Bridging the Digital Divide: a Bi- Generational Interactive Cultural Model closes that digital divide with two brilliant bi- generational, fingertip- access tools that will lure Generation Z, and Millennials, as well as, self - reported, skilful Boomer and Senior into the cultural and heritage world; offering a unique window into our past through advanced 3D design and gaming technology. The benefits — meeting the demands of the technological generations while developing the skills of the boomers and seniors. Tool #1 -3D Heritage Interactive: using multi -touch screens the users takes a walk- through application of our villages. A "Goggle Street View" style screen application that allows users to virtually walk through a town and compare current surroundings with times past via various overlaid photos in 3D space. Tool #2— Dynamic Duo Photo Mobile Match: three multiplayer -based interactive games will take static "photographic" images and will present various levels of graphically and computationally demanding "memory' challenges of photo matches on multi -touch screens. To enhance appeal and the user experience, a mobile strategy via a Bank App will be developed. August 9, 2012 Gartly Wagner, Library Programs Advisor Culture Programs Unit Programs and Services Branch Ministry of Tourism, Culture and Sport 401 Bay Street, Suite 1700 Toronto, ON M7A 0A7 Dear Ms. Wagner, The Municipality of West Elgin is delighted to participate a collaborator with The Arts & Cookery Bank (The Bank) on the Bridg" - igital Divide: a Bi- Generational Interactive Cultural Model project' The Bank has been a leader in West Elgin ' -- area of tourisr ter the past five years attracting more then 2,250 viso The Bank venue. T= 3ank's educational and cultural programming haWade ouritage morecessible to our community; fulfilling a vital task in cdMinpreserving the community's cultural heritage an raking to ftrable to everyone of all ages. This project will widen the exper-� offered a a }- - pture the interest of a new targeted market (youth and young ultIkaane that,— Municipality, we are very interested in capturing. This project builds o 's suce programming implementation. The new type of innov -programming pressed in this project (3D technology and Gaming applicafi) is espe011y approate for youth and young adults. This technology strategifl exiMT.lidierifor The Bank's resources as well provide a estin iertai i tform to deliver history; not always an easy tas tJorward to using the output of this project on West Elgi rebsite. The IVl" ipality of We Igin' %role in this project will include: • Pla ng /Deveioent /Review Stages: we will offer a municipal, goveTaient-baseWperspective of cultural and heriatge information /data in the early d review and council, as requested; • In -depth kedge of the community structures and resources and how best to use those resources, and; • Support the project through $25,000 a cash contribution. We look forward to working with The Bank's staff and volunteers on the proposed project and strongly recommend that the Ministry of Tourism, Culture and Sport join us in providing a grant to facilitate the development of this project. XXXXXXXXXXXX, JUNE /JULY 2012 ROADS REPORT 1. Excavation for the pulling track was completed, volunteers placed the clay and we gave it a final grading to smooth it out. Additional grading prior to the pulling event will be needed. 2. The lane at the marina was constructed, extra gravel was used to spruce up and drain existing lanes. The excavated material was taken to the landfill for future use. 3. Ditching and shoulder repairs were carried out on Kintyre Line and Colley Road. 4. Roadside grass mowing and weed whacking is ongoing. 5. The never ending operation of pot hole filling continues. Paul Van Vaerenbergh C.R.S.I. Roads Superintendent c iC hj MUNICIPALITY OF WEST ELGIN QUOTATIONS FOR: 1 TON CAB AND CHASSIS 2012 SUBMITTED BY BRAND QUOTE (PLUS TAXES) COTRAC FORD $28,687.00 DISBROWE GMC $28,645.00 McNAUGHTON DODGE $30,960.00 07 Aug 12 10:06a West Elgin Recreation Report August 9 2012 p.2 C 07 ea) 1. West Lorne Minor Soccer, is hosting the Annual Cup Day this year in Miller Park. The event starts Monday Night and should end, weather permitting Saturday afternoon. The park will be full of Olympic hope full's. We use our original seven fields and add three more fields to accommodate the year end tournament. 2. The Tractor pull track is completed except for adding some chips and dust to the track area in front of the Grandstand Thee seem to be some drainage problems between the horse track and the tractor pull track, these seem to be aggravated as the elevation of the tractor pull track is quite a bit higher than the horse track. Hopefully the installation of the chips and dust in this area will alleviate this problem or the tractor pull track elevation will have to be lowered. 3. The pick up truck has been ordered for the Recreation Department and should arrive in the next 6 -8 weeks. 4. The Cactus Cattle and Cowboy event seemed to be a success on the July 21' weekend. 5. The refrigeration plant will be operational on or around the 17th of August to facilitate the installation of the ice ready for use on September 4 2012. 6. The information for the Recreation grant was submitted, and hopefully cost estimates will arrive prior to the August 9 Council meeting. Respectfully Submitted August 7 2012 Parks and Recreation Superintendent Jeff Slater 3() MUNICIPALITY OF WEST ELGIN MONTHLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: LORNE McLEOD, CHIEF BUILDING OFFICIAL DATE: August 9, 2012 RE: BUILDING REPORT FOR MONTH OF June No. of Permits Issued for Month of 2012 2011 SFD Units New /Additions 2 4 Demolitions Storage Buildings New /Additions Storage Buildings New /Additions Demolitions Demolitions Garages/ Car Ports New Garages/ Car Ports New 2 Demolitions Farm Buildings New /Additions Farm Buildings New /Additions Demolitions 3 Demolitions 1 Other New Other New 1 Demolitions Septic Permits 3 Septic Permits 1 Estimated Value for Year Permit Revenue for Year $1,075,900.00 Estimated Value for Month of June Permit Revenue for Month of June $65,500.00 $213,800.00 $960.00 $1,872.56 No. of Permits Issued for year to date SFD Units New /Additions 10 12 Demolitions 2 Storage Buildings New /Additions 1 Demolitions Garages/ Car Ports New 2 3 Demolitions Farm Buildings New /Additions 7 9 Demolitions 3 1 Other New 7 4 Demolitions Septic Permits 3 5 Estimated Value for Year Permit Revenue for Year $1,075,900.00 $1,758,000.00 $8,113.26 $13.988.61 O: lreports120121June .building.report.doc G 4(a) July 2012 Water Department Report 1.On July 3rd there was an adverse water quality incident reported due to high chlorine level in the Rodney Water Tower. A slug of water carne in that read 5.54 on our online analyzer. It was immediately reported and rectified that same day. 2.Graham Rd. water main construction is nearing completion. It has gone very well and the third phase will be in service very soon. 3.The Waterloo Biofilter System at Port Glasgow Trailer Park had some modifications done to it, and has been running quite smoothly for a short period of time now. 4.The new hire on the Water Department has been working very well so far. He is eager to learn and is a joy to work with. 5.A1l weekly water samples and chlorine residual checks were completed and there were no issues to report. 6.A11 work orders, locates, and other maintenance duties were completed on schedule. 7.The Rodney water filling station is now up and running as normal after a lengthy down time due to technical problems. Mike Kalita Water Superintendent MUNICIPALITY OF WEST ELGIN MUNICIPAL PERFORMANCE MEASUREMENT PROGRAM - 2010 OPERATING COSTS: 2010* 2009* 2008 General government support 11.7% 8.5% 13.4% of total municipal operating costs Fire Services $.72 $.73 $.55 per $1,000 of assessment Police services $147.80 $147.26 $139.41 per person Road Services $2280.95$2781.39 $370.85 per paved lane kilometre Road Services $957.47 $900.87 $652.03 per unpaved lane kilometre Road services - winter control maintenance $243.93 $242.93 $257.97 per lane kilometre Collection of wastewater $2184.67 $3108.40$704.27 per kilometre of main Treatment and disposal of wastewater $1402.75 $1080.64$1226.54 per mega Titre Collection, treatment and disposal of wastewater(integrated system) $1739.94 $1560.40 $1330.48 per mega Titre Treatment of water $1000.82 $863.32 $986.41 per mega Titre Distribution of water $6004.37 $13652.54$224.61 per km of distribution pipe Treatment and distribution of drinking water ( integrated system) $1734.37 $2870.05 $1016.55 per mega litre Garbage collection $40.77 $48.98 $49.07 per household Garbage disposal $34.10 $33.84 $32.67 per household Solid waste diversion $25.36 $33.69 $26.43 per household Solid waste management(collection, disposal, and diversion) $100.24 $116.51 $108.16 per household Parks and Recreation Services - Parks $61.99 $61.70 $32.22 per person Parks and Recreation Services - Programs $ 2.78 $14.68 $ 4.64 per person Parks and Recreation Services - Facilities $79.05 $110.25$113.67 per person Parks and Recreation Services - parks, recreation programs and recreation facilities $143.82 $186.63 $150.54 per person OTHER INFORMATION: 2010* 2009* 2008 Number of residential fire related Civilian injuries 0 0 NIA per 1,000 persons Number of residential fire related Civilian injuries averaged over 5 years 0 .077 N/A per 1,000 persons Number of residential fire related civilian fatalities 0 0 N/A per 1,000 persons Number of residential structural fires 3.73 5.712 N/A per 1,000 households Violent crime rate per 1,000 persons 9.157 7.084 7.66 violent crimes / 1,000 persons Property crime rate per 1,000 persons 34.72 39.824 26.64 property crimes/ 1,000 persons Total crime rate per 1,000 persons 46.166 (Criminal Code, excluding traffic) 51.886 38.497 crimes per 1,000 persons Youth crime rate per 1000 youths 33.827 17.613 1.887 crimes per 1,000 youths Percentage of paved lane kilometres where 100% condition is rated as good to very good. 100% 100% of lane kilometres Percentage of bridges and culverts where the 75% Condition is rated as good to very good. 61.1% N/A of bridges and culverts were rated in good to very good condition Percentage of winter event responses that met 100% or exceeded municipal road maintenance standards. 100% 100% of winter event responses Number of wastewater main backups per 100 4.167 _ kilometres of wastewater main in a year 0 0 per 100 kilometres of main Wastewater estimated to have by- passed treatment .00% .00% .00% Number of breaks in water mains per 100 kilometres 2.247 of water main pipe in a year .00 .00 breaks per 100 kilometres of main Weighted number of days when a boil water advisory 0 issued by the Medical Officer of Health, applicable to a municipal water supply, was in effect. 0 0 days a year Number of days per year when a Ministry of Environment compliance order for remediation concerning an air or groundwater standard was in effect for a solid waste management facility, by site. 0 0 0 days OTHER INFORMATION: 2010* 2009* 2008 Total number of solid waste management sites owned by municipality. 1 1 1 site Number of complaints received in a year concerning the collection of solid waste and recycled materials per 1,000 households. 1.695 0 2.040 complaints /1,000hseholds Percentage of residential solid waste diverted. 19.9% 13.1% 25.8% of solid waste Percentage of residential solid waste diverted 19.9% 13.1 % 25.8% of solid waste Total participant hours for recreation programs per 1,000 persons 654.14 724.488 659.73 hours Hectares of open space 69 69 69 hectares of open s ace Hectares of open space per 1,000 persons 13.16 13.21 12.59 hectares /1,000 persons Total kilometres of trails 26 26 26 kilometres of trails Total kilometres of trails per 1,000 persons 4.96 4.978 4.744 km of trails /1,000 persons Square metres of recreation facility space 5230 5230 5230 square metres Square metres of recreation facility space /1,000 persons 997.71 1001.34 954.21 square metres Percentage of new residential units located within Settlement areas 33.3% 33.3% 100% Percentage of land designated for agricultural 100% 100% 100% of agricultural land purposes which was preserved during 2009. Number of hectares of land originally designated 0 0 0 hectares for agricultural purposes which was re- designated for other uses during 2010. Percentage of land designated for agricultural 100% 100% 100% of agricultural land purposes which was preserved relative to base year of 2000. Number of hectares of land originally 0 0 0 hectares designated for agricultural purposes which was re- designated for other uses since January 1, 2000 *NOTE: 2009 and 20101NLCUDE AMORTIZATION IF APPLICABLE Questions about MPMP results should be addressed to: Joanne Groch, B.A., AMCT Administrator/Treasurer Municipality of West Elgin Phone: 519- 785 -0560 2 MUNICIPALITY OF WEST ELGIN MUNICIPAL PERFORMANCE MEASUREMENT PROGRAM - 2009 OPERATING COSTS: 2009* 2008 2007 General government support 8.5% 13.4% 13.1 % of total municipal operating costs Fire Services $.73 $.55 $.54 per $1,000 of assessment Police services $147.26 $139.41 $124.82 per person Road Services $2781.39 $370.85 $529.26 per paved lane kilometre Road Services $900.87 $652.03 $529.18 per unpaved lane kilometre Road services - winter control maintenance $242.93 $257.97 $172.74 per lane kilometre Collection of wastewater $3108.40 $704.27 $784.92 per kilometre of main Treatment and disposal of wastewater $1080.64 $1226.54 $1406.50 per mega litre Collection, treatment and disposal of wastewater(integrated system) $1560.40 $1330.48 $1478.10 per mega Titre Treatment of water $863.32 $986.41 $970.53 per mega litre Distribution of water $13652.54 $224.61 $305.35 per kilometre of distribution pipe Treatment and distribution of drinking water ( integrated system) $2870.05 $1016.55 $996.33 per mega litre Garbage collection $48.98 $49.07 $47.45 per household Garbage disposal $33.84 $32.67 $51.83 per household Solid waste diversion $33.69 $26.43 $16.61 per household Solid waste management(collection, disposal, and diversion) $116.51 $108.16 $115.89 per household Parks and Recreation Services - Parks $61.70 $32.22 $30.98 per person Parks and Recreation Services - Programs $14.68 $ 4.64 $ 4.82 per person Parks and Recreation Services - Facilities $110.25$113.67 $99.55 per person Parks and Recreation Services - parks, recreation programs and recreation facilities $186.63$150.54 $135.34 per person OTHER INFORMATION: 2009 2008 Number of residential fire related Civilian injuries 0 NIA NIA per 1,000 persons Number of residential fire related Civilian injuries averaged over 5 years .077 NIA N/A per 1,000 persons Number of residential fire related civilian fatalities 0 N/A NiA per 1,000 persons Number of residential structural fires 5.712 NIA NIA per 1,000 households Violent crime rate per 1,000 persons 7.084 7.66 8.63 violent crimes per 1,000 persons Property crime rate per 1,000 persons 39.824 26.64 29.56 property crimes per 1,000 persons Total crime rate per 1,000 persons 51.886 (Criminal Code, excluding traffic) 38.497 43.33 crimes per 1,000 persons Youth crime rate per 1000 youths 17.613 1.887 0 crimes per 1,000 youths Percentage of paved lane kilometres where 100% condition is rated as good to very good. 100% 100% of lane kilometres Percentage of bridges and culverts where the 61.1% Condition is rated as good to very good. NIA NIA of bridges and culverts were rated in good to very good condition Percentage of winter event responses that met 100% 100% or exceeded municipal road maintenance standards. 100% of winter event responses Number of wastewater main backups per 100 0.0 kilometres of wastewater main in a year 0 2.083 per 100 kilometres of main Wastewater estimated to have by- passed treatment .00% .00% .00% Number of breaks in water mains per 100 kilometres .00 of water main pipe in a year .00 .00 breaks per 100 kilometres of main Weighted number of days when a boil water advisory 0 issued by the Medical Officer of Health, applicable to a municipal water supply, was in effect. 0 0 days a year Number of days per year when a Ministry of Environment 0 compliance order for remediation concerning an air or groundwater standard was in effect for a solid waste management facility, by site. 0 0 days OTHER INFORMATION: 2009 2008 2007 Total number of solid waste management sites owned 1 by municipality. 1 1 site Number of complaints received in a year concerning 0 the collection of solid waste and recycled materials per1,000 households. 2.040 2.448 complaints per 1,000 hseholds Percentage of residential solid waste diverted. 13.1% 25.8% 18,3% of solid waste Percentage of residential solid waste diverted 13.1% 25.8% 18.3% of solid waste Total participant hours forrecroation programs per 1,000 persons 724.488 659.73 641.75 hours Hectares of open space 69 69 69 hectares of open space Hectares of open space per 1,000 persons 13.21 12.59 12.67 hectares /1,000 persons Total kilometres of trails 26 26 26 kilometres of trails Total kilometres of trails per 1,000 persons 4.978 4.744 4.77 km of trails /1,000 persons . Square metres of recreation facility space 5230 5230 5230 square metres Square metres of recreation facility space /1,000 persons1001.34 954.21 960.34 square metres Percentage of new residential units located within Settlement areas 33.3% 100% 100% Percentage of land designated for agricultural 100% 100% 100% of agricultural land purposes which was preserved during 2009. Number of hectares of land originally designated 0 0 0 hectares for agricultural purposes which was re- designated for other uses during 2009. Percentage of land designated for agricultural 100% 100% 100% of agricultural land _purposes which was preserved relative _ to base year of 2000. Number of hectares of land originally 0 0 0 hectares designated for agricultural purposes which was re- designated for other uses since January 1, 2000 *NOTE: 2009 INCLUDES AMORTIZATION IF APPLICABLE Questions about MPMP results should be addressed to: Joanne Groch, B.A., AMCT Administrator/Treasurer Municipality of West Elgin Phone: 519-785-0560 2 TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN NORMA BRYANT, CLERK AUGUST 9, 2012 ONTARIO DISABILITIES ACT RECOMMENDATION: C BC6) THAT Council accept the report of the Accessibility Committee dated August 9, 2012 and that this report be attached to the Municipal Accessibility Plan INTRODUCTION: On September 25, 2003 Council approved the Municipal Accessibility Plan. The purpose of this report is to satisfy the requirement for an annual report to be submitted to Council. DISCUSSION: The Accessibility Committee consists of the Road Superintendent, Recreation Superintendent, Water Superintendent and Clerk PAST ACTIVITIES In 2011, during renovations to the Rodney Library a new wider door was installed at the side entrance of the library. Further, the sidewalk leading to this door was widened and an automatic door opener installed. 2012 INITIATIVES During budget deliberations, Council approved a number of renovations to the West Elgin Recreation Centre as follows: • a new sidewalk/ramp to the front door that allows a level access to the building; • accessible washroom stalls for men and women. Respectfully Su miffed, Norma I. Bryant On behalf of the Accessibility Committee TO: FROM: DATE: SUBJECT: The Municipality of West Elgin c 860 COUNCIL OF THE MUNICIPALITY OF WEST ELGIN NORMA I. BRYANT, CLERK AUGUST 9, 2012 MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT RECOMMENDATION: THAT Council approves the delegation of the duties of "Head" under the Municipal Freedom of Information and Protection of Privacy Act to the Clerk and the necessary by -law be brought forward. INTRODUCTION: By -law 90 -101 designated Joanne Groch as Head for the purposes of the Municipal Freedom of Information and Privacy Act. BACKGROUND: The Municipal Freedom of Information and Privacy Act allows for the delegation of the duties of a "Head" for administering the provisions of the Act. DISCUSSION: The Act establishes right of access to records in custody 1 control of the municipality. The Act outlines the process and timelines that must be met when a written request (FOI) has been received. For instance, requests must be processed in 30 calendar days. The Act allows Council to designate an individual or committee of council to act as "Head ". If no person is designated, then Council shall be the "Head" and Council can then delegate the duties under the Act. In many small municipalities the Clerk has been delegated the duties of the "Head" as this individual is aware of records in the control or custody of the municipality and can act in a timely manner. Page 2 Background information on the Act has been provided in our Orientation Binder — Working with the Municipal Freedom of Information and Protection of Privacy Act, A Councillor's Guide. Respectfully Submitted, Norma I. Bryant, Hon A, AMVICT Clerk Attachment: Draft By-law THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY -LAW NO. 2012 -58 BEING A BY -LAW PROVIDING FOR THE DELEGATION OF DUTIES UNDER THE MUNIICPAL.FRREDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT WHEREAS Section 3 of the Municipal Freedom of Information and Protection of Privacy Act, R. S.O. 1990, c.M.56, as amended, allows for the designation of a head under the Act; AND WHERAS, no head has been designated under Section 3(1) of the Act; therefore Council is designated as head; AND WHEREAS pursuant to Section 49)1) of the Act, the Council of Corporation of the Municipality of West Elgin wishes to delegate all of its duties respecting the Act; NOW THEREFORE the Municipal Council of the Municipality of West Elgin ENACTS AS FOLLOWS: 1. That the Corporation of the Municipality of West Elgin hereby delegates to the Clerk, all its duties under the Municipal Freedom of Information and Protection of Privacy Act. READ A FIRST AND SECOND TIME THIS DAY OF , 2012. READ A THIRD TIME AND FINALLY PASSED THIS DAY OF , 2012 MAYOR CLERK TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN NORMA BRYANT, CLERK AUGUST 9, 2012 INTEGRITY COMMISSIONER RECOMMENDATION: THAT Mr. John Maddox be appointed as Integrity Commissioner according to the attached Terms and Conditions; AND that the necessary by -laws be brought forward. BACKGROUND: Council at its meeting held on June 28, 2012 adopted, by by -law, a Code of Conduct policy for members of Council and local boards. The next step is to appoint an Integrity Commissioner to oversee various aspects of the policy. INTRODUCTION: This report outlines the terms and conditions of an agreement with Mr. John Maddox who has agreed to be appointed as a Statutory Officer known as West Elgin's Integrity Commissioner. DISCUSSION: It is imperative that an independent and impartial "adjudicator" be appointed to review complaints with respect to Council's Code of Conduct. The County of Elgin has appointed Mr. Maddox as the Integrity Commissioner for the County and asked if West Elgin wishes to appoint Mr. Maddox as our Integrity Commissioner.. Mr. Maddox, who also acts as Council's Closed Meeting Investigator, has agreed to the appointment subject to the attached terms and conditions. Page 2 The agreement is similar to the one used for the Closed Meeting Investigator with three main differences: (1) The retainer is $1,500 each year for the County (compared to $1,000) and $500 for each participating municipality (compared to $300). This is to reflect the comparative difference in responsibility and the attendant informational /educational requirements of the Integrity Commissioner. (2) The County and the participating municipalities would also be responsible for covering the legal expenses incurred should a third part present a legal challenge to Mr. Maddox on any investigation or decision relative to the Code. (3) As a Statutory Officer, West Elgin's insurance provider will insure Mr. Maddox as the Integrity Commissioner. Mr. Maddox will charge for his investigative services at $100 per hour. The County will cover the costs of the retainer for each participating municipality. Each participating municipality shall be responsible for the costs of investigation in its jurisdiction and would be required to enter into their own separate agreement with Mr. Maddox using the County's template agreement (attached). Similar to the procedure under the Closed Meeting Investigation, a "Complaint Form" has been development (attached). Every request for investigation will be initiated though the submissions of this complaint form. A $25.00 fee must accompany the submitted form. Respectfully Submitted, Norma I. Bryant Clerk Attachments: Terms and Conditions / agreement Complaint Form BY -LAW NO. SCHEDULE "A" AGREEMENT FOR MUNICIPAL INTEGRITY COMMISSIONER THIS AGREEMENT made as of the day of BETWEEN: CORPORATION OF THE MUNICIPALITY OF WEST ELGIN (hereinafter referred to as "West Elgin ") OF THE FIRST PART AND: JOHN G. MADDOX, carrying on business as JGM CONSULTING (hereinafter referred to as the "JGM ") OF THE SECOND PART WHEREAS: (A) Section 223.3 through 223.6 of the Municipal Act contemplates and authorizes a municipality to appoint an Integrity Commissioner to, among other things, provide advice and guidance to members of Council and local boards as to the application of any Code of Conduct and municipal procedures, rules, and policies relating to their ethical behaviour, and, furthermore, to make inquiry into requests as to alleged contraventions of any such Code of Conduct by a member of Council or board and to report the results of such inquiry to the municipality. (B) In appointing an Integrity Commissioner and in assigning powers and duties to him or her, a municipality is to have regard to, amongst other things: i) the independence and impartiality of the said Commissioner; ii) confidentiality in respect of the activities of the Integrity Commissioner; iii) the credibility required to be attributed to the role of the Integrity Commoners. (C) West Elgin is satisfied that JGM has the skills and ability to meet the foregoing criteria. NOW THEREFORE, in consideration of the payment of the sum of one dollar ($1.00) by each party to the other and the covenants hereinafter set forth, the sufficiency and receipt of which consideration is hereby acknowledged, the parties agree as follows: 1. Term — The terms of this agreement is for the period of 40 consecutive months commencing September 1, 2012 and ending on December 31, 2015 unless subject to prior early termination by either of the parties hereto and /or as otherwise renewed or extended by agreement of the parties. 2. Services — West Elgin hereby retains and appoints JGM as Integrity Commissioner for the purposes of Sections 223.3 through 223.6 of the Municipal Act and JGM accepts such appointment and agrees to provide such services as are reflected in the Municipal Act and as requested by the municipality, at all times in accordance with and to the standards as set forth in the Municipal Act. JGM confirms that such services will be rendered by John G. Maddox, save and except as otherwise delegated in accordance with this agreement. Page 1 3. Duties — As Integrity Commissioner, JGM shall perform the duties and have the powers provided for in the Municipal Act, including but not limited to the following: ii) Advisory: upon proper request, provide written and /or verbal advice to individual members of Council respecting the application of the Code of Conduct and/or any other procedures, rules, and policies relating to and reflecting upon their ethical behaviour, including but not limited to general interpretation of the Municipal Conflict of Interest Act (Ontario); and furthermore and when appropriate, providing the full Council with specific and general opinions and advice respecting compliance by elected officials in respect of the provisions of governing statues, the Code of Conduct and any other applicable procedures, rules, and policies. iii) Compliance Investigation/Determinations: upon proper request from a member of Council or local board, municipal administration or one or more members of the public, to conduct an inquiry and make a determination as to any alleged contravention of the Code of Conduct or applicable procedures, rules, and policies by a member of Council or local board and, thereafter, to report the details and results of such inquiry to municipal Council. iv) Educational: provide the Administrator/Treasurer or as directed, with an annual report of activities during the previous calendar year as Integrity Commissioner, including but not necessarily limited to advice given to Council or individual members of Council and a summary of inquiry results and determinations; furthermore, provide outreach programs to members of Council and local boards and relevant staff on legislation, protocols, and office procedures emphasizing the importance of compliance with a Code of Conduct for public confidence in Municipal Government; and, furthermore, dissemination of information available to the public on the website operated by West Elgin. Notwithstanding that set forth above, the parties acknowledge and agree that the function of the Integrity Commissioner is to provide advice and opinion to Council and members thereof, to provide independent complaint prevention, investigation, adjudication, and resolution to members of Council and the public, and education respecting adherence with the Code of Conduct for members of Council and other procedures, rules, and policies governing ethical behaviour. The parties hereto also acknowledge and agree that JGM, as Integrity Commissioner, will perform services, and in particular those services relating to advisory and educational duties, in a manner so as to avoid duplicated advice, opinion, and cost in respect of identical requests and inquiries — for example, the Integrity Commissioner shall decline to provide individualized advice and opinion to more than one member of Council or a local board on identical issues but should choose to provide general advice to Council or such local board as a whole to answer all such inquires. In addition, it is recognized that JGM, as Integrity Commissioner, will likely 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 individual members of Council or local boards will seek independent legal advice on a specific question of individual compliance with such legislation. Page 2 4. Fees i) Annual Retainer — Prior to the commencement of this agreement, the County of Elgin shall pay to JGM the sum of FIVE HUNDRED DOLLARS ($500.00) as an annual retained for the appointment as Integrity Commissioner for the Municipal of West Elgin. ii) Hourly Rate — JGM will be paid a fee of ONE HUNDRED DOLLARS PER HOUR ($100.001hour), plus applicable taxes, for time devoted to services as Integrity Commissioner for West Elgin provided that JGM will charge such hourly rate only for time activity devoted to the duties described in Section 3 above. For the purposes of clarity JGM will not charge West Elgin for travel time. iii) Expenses — Upon presentation of receipts, JGM will be entitled to reimbursement of expenses incurred in relation to performance of duties contemplated by this agreement, including but not limited to food and hotel costs, car rental, railway transportation, and/or fuel charges, all at the respective rate then in effect. iv) Legal Advice /Fees — The parties agree that, when necessary, JGM may arrange for and receive legal assistance and advice to properly perform the duties contemplated by this agreement. The parties agree that, as a direct cost and not a reimbursable expense, West Elgin shall pay the cost of such legal assistance and advice. v) Invoicing- JGM agrees the hourly fees and related expenses for which reimbursement will be sought and as referred to above shall be charged and invoiced to the municipal corporation from which the request originated and to whom the service was provided. vi) Payment without deduction — The parties hereto agree that invoices rendered by JGM and payments by West Elgin shall be without deduction, specifically for any contributions imposed or required by law for employment insurance, health costs, social insurance, income tax, workers compensation, or mandatory pension. West Elgin assumes no obligation or liability as between the parties hereto to deduct or remit any statutory or government remittances. 5. Delegation — In the event that more than one request or complaint is made at any one time and requiring the rendering of more than one service, including more than one investigation, JGM may determine it necessary to delegate some or all of the powers and duties reflected above and JGM is authorized to arrange for and effect such delegation in writing; provided that such delegation shall not be made to a member of Council and provided further that the person, body, or agency to whom such delegation is made agrees in writing to be governed by the terms of this agreement. The person, body, or agency to whom such delegation shall be made shall be under the supervision and direction of JGM. The aforenoted delegation shall not result in any increased expense to West Elgin. JGM shall prepare and render an invoice to West Elgin which accounts for the costs of the delegatee and JGM shall be responsible for the fees and disbursements of such delegatee. 6. Independent Contractor — Notwithstanding the appointment as a statutory officer, the parties agree and acknowledge that JGM is a contractor independent of West Elgin. Nothing within this agreement shall be interpreted to render or create a relationship of employer /employee, partnership, franchise, agency, joint venture or other like arrangement between JGM and West Elgin. Page 3 7. Statutory Officer -- For the purposes of this agreement and solely for the purpose of arranging for errors and omission insurance, the Integrity Commissioner shall be deemed to hold the status of "Statutory Officer" under the Municipal Act. 8. Indemnification — West Elgin agrees to indemnify and save harmless JGM, it agents and assigns, from and against any and all liabilities, losses, suits, claims, demands, damages, expenses, costs (including legal costs), fines and actions of any kind or nature whatsoever arising out of or in connection with the provision of services and carry out of duties as contemplated hereunder, including but not necessarily limited to any alleged breach of this agreement, any procedural defect, or any breach of relevant statutory provisions. 9. Early Termination — The within agreement may be terminated by either party at the end of any calendar year, save and except for the calendar year of 2012, by delivery of a written notice of such early termination delivered on or before December 1g' of any such calendar year during the term of this agreement. 10. Notice — Any notice required pursuant to this agreement shall be delivered to the respective parties hereto at the following addresses: For West Elgin — Municipality of West Elgin, 22413 Hoskins Line, PO Box 490, Rodney, ON NOL 2C0 For JGM — JGM Consulting #43 — 99 Edgevalley Rd., London, ON N5Y 5N1 11. Any written notice between the parties hereto which specifically excludes any invoice rendered herein, shall be delivered or sent by pre -paid registered mail addressed to the parties at the respective addresses listed above, Notice shall be deemed to have been received on the date on which notice was delivered to the addresses designated or, in the case of mailing, on the fifth day after the date of mailing. 12. Severability — All paragraphs, terms, and conditions of this agreement are severable and the invalidity, illegality or unenforceability of any such paragraph, term, or condition shall be deemed not to affect the validity, legality, or enforceability of the remaining paragraphs, terms and conditions. 13, Complete Agreement — This agreement, including any schedule hereto, constitutes the entire agreement between the parties and supersedes all prior agreements, negotiations and discussions, whether oral or written, with respect to the subject matter of this agreement. 14. Enurement — This agreement shall enure to the benefit of and is binding upon the parties hereto and their respective successors and permitted assigns. Page 4 IN WITNESS WHEREOF the parties are to have caused the agreement to be signed and sealed and/or executed by their respective officers who are duly authorized as of the date first written above. SIGNED, SEALED AND DELIVERED IN THE PRESENCE OF: THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN Per: Bernie Wiehle, Mayor Per: Norma I. Bryant, Clerk We have the authorize to bind the Corporation JGM CONSULTING John G. Maddox Page 5 SCHEDULE "A" By -Law No. COMPLAINT FORM MUNICIPAL INVESTIGATION OF CODE OF CONDUCT by Integrity Commissioner IN ACCORDANCE WITH Section 223.3 of the Municipal Act 2001 (As Amended) A FEE OF $25.00 MUST ACCOMPANY THIS FORM PRIOR TO BEING PROCESSED. PLEASE FORWARD COMPLETED FORMS TO: John Maddox JGM CONSULTING #42 — 99 Edgevalley Road London, Ontario N5Y 5N1 POLICY FOR CODE OF CONDUCT INVESTIGATIONS Policy Statement The Municipality of West Elgin(the municipality) is committed to ensuring that a request for an investigation under Section 223.3 of the Municipal Act, 2001 as amended (the Act) is dealt with in a fair, open and expeditious manner. The municipality commits to full co- operation including the provision of all information requested by the Integrity Commission (the Investigator), either written or through interviews, to assist the Investigator in his investigations. This policy shall be posted on the municipal website and available from the Clerk's Office (the Clerk), 22413 Hoskins Line, ON, LON 2C0 or by contacting the municipal office at 519- 785 -0560 or through e-mail to nbryant @westelign.net This policy applies to all appointed Boards as defined in the Municipal Act. Background: Through By -Law No. the municipality has appointed Mr. John Maddox as a Municipal Integrity Commissioner and authorized him to conduct investigations upon receipt of a complaint in respect of complaints regarding the Municipality of West Elgin "s Code of Conduct. (see Appendix 2 for Duties of Integrity Commissioner) Complaints Procedures: (see Appendix 3 for Complaint Protocol) Individuals are encouraged to speak directly with the individual regarding a Complaint in order to resolve any concerns prior to beginning the formal complaint process. (see Appendix 1 for Informal Complaint Procedure) Individuals may submit complaints to the Investigator relating to compliance with the Code. All complaints will be treated as confidential, unless authorization is given by the complainant to release his or her identity. Every request for an investigation shall be initiated through the submission of the "Municipal Investigation Complaint Form" ( "Complaint Form ") provided. The said Complaint Form shall be made available to the public through the Clerk's Office or can be downloaded from the Municipality's website at www.westelgin.net. Completed Complaint Forms will not be accepted by facsimile, e-mail or other electronic means. A completed Complaint Form shall be submitted to either the Clerk's Office or directly to the Integrity Commissioner and shall be accompanied by payment of an administrative/ processing fee of $25.00, payable in cash or bank draft to the Corporation of the Municipality of West Elgin, in accordance with the following: • By delivery to the Clerk in a sealed envelope clearly identified as a Complaint 2 under Section 223.3 of the Municipal Act (Code of Conduct Complaint) or ■ By mail directly to: John Maddox, Municipal Closed Meeting Investigator 99 Edgevalley Road, Unit #42 London, Ontario N5Y 5NI Inquiries only may be submitted by email to John Maddox: maddoxioCa7sympatico.ca or by telephone at 519- 951 -0330 during regular office hours. A completed Complaint Form will not be accepted unless accompanied by payment of the required administrative /processing fee. In the event that the investigator concludes that there is no basis for the complaint then the said administration processing fee shall be refunded to the submitting Complainant. All complaints must be made in writing using the Affidavit: (Appendix 4) When complaints are submitted directly to the Clerk, the Clerk shall follow the following procedures: 1. Take all measures to ensure the envelope remains sealed and its contents remain confidential; 2. Assign a file number and record said file number on the envelope; 3. Log the file number together with the date and time received; 4. Forward, forthwith to the Investigator by regular mail. 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 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 Integrity Commissioner shall perform the duties and have the powers provided for in the Act, including but not limited to the following: (1) Advisory: upon proper request, provide written and /or verbal advice to individual members of Council respecting the application of the Code of Conduct and/or any other procedures, rules, and policies relating to and reflecting upon their ethical behavior, including but not limited to general interpretation of the Municipal Conflict of Interest Act (Ontario); and furthermore and when appropriate, providing the full Council with specific and general opinions and advice respecting compliance by elected officials in respect of the provisions of governing statues the Code of Conduct and any other applicable procedures, rules, and policies. (2) Compliance Investigation/Determinations: upon proper request from a member of Council or local board, municipal administration or one or more members of the public, to conduct an inquiry and make a determination as to any alleged contravention of the Code of Conduct or applicable procedures, rules, and policies by a member of Council or local board and, thereafter, to report the details and results of such inquiry to municipal Council. (3) Educational: provide the Chief Administrative Officer or as directed with an annual report of activities during the previous calendar year as Integrity Commissioner, including but not necessarily limited to advice given to Council or individual members of Council and a summary of inquiry results and determinations; furthermore, provide outreach programs to members of Council and local boards and relevant staff on legislation, protocols, and office procedures emphasizing the importance of compliance with a Code of Conduct for public confidence in Municipal Government; and, furthermore, dissemination of information available to the public on the website operated by Elgin. Notwithstanding that set forth above, the parties acknowledge and agree that the function of the Integrity Commissioner is to provide advice and opinion to Council and members thereof, to provide independent complaint prevention, investigation, adjudication, and resolution to members of Council and the public, and education respecting adherence with the Code of Conduct for members of Council and other procedures, rules, and policies governing ethical behavior. The parties hereto also acknowledge and agree the Integrity Commissioner, will perform services, and in particular those services relating to advisory and educational duties, in a manner so as to avoid duplicated advice, opinion, and cost in respect of identical requests and inquiries — for example, the Integrity Commissioner shall decline to provide individualized advice and opinion to more than one member of Council or a local board on identical issues but should choose to provide general advice to Council or such local board as a whole to answer all such inquiries. In addition, it is recognized that the Integrity Commissioner, will likely 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 individual members of Council or local boards will seek independent legal advice on a specific question of individual compliance with such legislation. 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 has 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. MUNICIPALITY OF WEST ELGIN Appendix 4 AFFIDAVIT Code of Conduct Complaint Protocol — Formal Complaint Procedure Please note that signing a false affidavit may expose you to prosecution under Sections 131 and 132 or 134 of the Criminal Code, R,S,C, 1985, c. C -46, and also to civil liability for defamation. AFFIDAVIT OF (full name) (full name), of the (City, Town, etc.) of (municipality of residence) in the Province of Ontario MAKE OATH AND SAY (OR AFFIRM): 1. I have personal knowledge of the facts as set out in this affidavit, because (insert reasons e.g. l work for ..1 attended the meeting at which etc.). 2. I have reasonable and probable grounds to believe that a member of Municipality of West Elgin Municipal Council (specify name of member), has contravened section(s) (specify section(s)) of the Code of Conduct for members of Council (the "Code of Conduct "). The particulars of which are as follows: (Set out the statements of fact in consecutively numbered paragraphs in the space below, with each paragraph being confined as far as possible to a particular statement of fact. !f you require more space, please use the attached Schedule A form and check the appropriate box below. If you wish to include exhibits to support this complaint, please refer to the exhibits as Exhibit A, B, etc. and attach them to this affidavit.) Please see the attached Schedule A 1. This affidavit is made for the purpose of requesting that this matter be reviewed and for no other purpose. SWORN (or AFFIRMED) before me at The Municipality of West Elgin in the County of Elgin in the Province of Ontario (A Commissioner for taking affidavits, etc. - Signature) ) ) (Date) ) ) ) (Complainant Affidavit - Signature) ) ) ) (Date) MUNICIPALITY OF WEST ELGIN Appendix 4 (page 2) AFFIDAVIT Code of Conduct Complaint Protocol — Formal Complaint Procedure Please note that signing a false affidavit may expose you to prosecution under Sections 131 and 132 or 134 of the Criminal Code, R,S,C, 1985, c. C -46, and also to civil liability for defamation. Schedule A To the affidavit required under subsection 2(3) of The Formal Complaint Procedure (If more that one page if required, please photocopy this blank page and mark each additional page as 2 of 2, 2 of 3, etc. at the top right corner.) "Affidavit to be submitted with filing fee as prescribed by Municipality of West Elgin Fees & Charges By -taw This is Schedule A referred to in the affidavit of (full name) Sworn (or Affirmed) before me on this day of A Commissioner for taking affidavits, etc.- Signature Complainant Affidavit, - Signature Complainant Affidavit, - Date of Submission Personal information t3 collected under the authority of Section 239 of The Municipal Act (as amended) and will be used by The Integrity Commissioner to carry out an investigation under the Act. TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN NORMA BRYANT, CLERK AUGUST 9, 2012 FEES & CHARGES BY -LAW - ADMINISTRATION RECOMMENDATION: c-e60 THAT the Fees & Charges By -law -- Administration be revised as recommended and the necessary by -law be brought forward. BACKGROUND: In January 2010, Council enacted By -law No. 2010 -04 (attached) amending / adding fees for the Administration Department. INTRODUCTION: It is timely to review the 2010 by -law as application fees for the Integrity Commissioner Complaints need to be added. DISCUSSION: Administration has reviewed the 2010 by -law and suggests the following revisions: Tax certificates Zoning certificates Building — work order enquiries Freedom of Information requests (in addition to $5.00 application fee) Drainage map (New) Integrity Commissioner Complaints Respectfully Submitted, Norma I. Bryant Clerk Attachments: By -law No. 2010 -04, Schedule "A° Existing Fee $25.00 $25.00 $25.00 per hour Proposed Fee $30.00 $30.00 $35.00 $30.00 per hour $ 3.00 $25.00 SCHEDULE "A" TO BY -LAW 2010 -04 ADMINISTRATION rnotocopies $0.25 per side Public requiring general info, tax info, water bills $25.00 per hour Facsimile fees (receive and transmit) $1.00 per page NSF cheques $20.00 Tax certificates $25.00 Zoning certificates $25.00 Building enquiries, requiring CBO to inspect site $50.00 per hour plus mileage Administration fee when application fee has not been collected $50.00 per hour Copies of combined Zoning by -laws and Official Plans documents Marriage licenses Twp. Aldborough $35.00 Rodney $25.00 West Lorne $25.00 $100.00 cash Additions to tax roil - general billings due to municipality (e.g. tipping fees, water billings) $20.00 9 -1 -1 signs Freedom of Information requests Cleaning & Clearing of Land By -law Closed Meeting Investigation $50.00 for sign and post $30.00 for sign or post Initial request $5.00 plus $25.00 per hour for staff time to research and prepare information requested Cost for clean -up plus 15% administration fee $25.00 Property tax sales - processing by municipal staff APPLICATIONS: $100.00 per property Road closure $400.00 DOGS For each neutered male dog - $30.00 For each spayed female dog - $30.00 For each male or female dog not spayed or neutered - $35.00 2 "tl male or female - $40.00 3r° male or female - $50.00 replacement tag - $15.00 KENNELS Administration fee re dogs running at large: $35.00 for second offence to same owner $35.00 for first offence for non - municipal residents, municipal residents who have not purchased a dog tag $100.00 Preliminary severance applications TRANSIT $100.00 for second and subsequent review by Council for the same property. Round trip Special trips Mileage DuttonlDunwich users DRAINAGE $ 8.00 per person $25.00 per hour plus $0.70 per km. $ 0.70 per km. $33.00 per trip within our service area Apportionment of drain Tile drainage loan $35.00 per drain, if unpaid $20.00 additional fee $100.00 Plus applicable taxes TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Scott Gawley, Administrator/Treasurer August 9, 2012 Insurance Renewal for 2013 RECOMMENDATION: THAT Council award Insurance for 2013 General Insurance and Risk Management Services to The Frank Cowan Company. INTRODUCTION: At the June 14, 2012 Council meeting, Council approved that a Request for Proposal (RFP) for General Insurance and Risk Management Services be developed by Dave Rikley. The RFP process has been completed DISCUSSION: The RFP for General Insurance and Risk Management Services were sent to the following: • Frank Cowan Company • BFL Canada • Jardine Lloyd Thompson (JLT) • Ontario Municipal Insurance Exchange (OMEX) All four companies prepared bids and were evaluated on the following point system: • Product • Services • Qualifications • Price Annual Cost of the RFP: 30 points 30 points 20 points 20 points 1. BFL Canada 2. Frank Cowan Company 3. Jardine Lloyd Thompson 4. Ontario Municipal Insurance Exchange $141,208 plus taxes $147,225 plus taxes $175,028 plus taxes $190,408 plus taxes The two lowest bidders was evaluated by PIB (Programmed Insurance Brokers Inc) — Dave Rikley and presented to Municipality of West Elgin staff Scott Gawley, Administrator /Treasurer and Norma Bryant on Auaust 1. 2012. The Frank Cowan Company and BFL Canada were short listed as the two respondents to consider. Both of these organizations provided renewal terms equal to or greater than the existing coverages in force at a premium saving over the current pricing. JLT is very competent municipal insurance provider, however their submission did not offer any significant advantage that would overcome the price difference. OMEX offers a very different form of protection through the reciprocal approach and also places West Elgin in a position of having retro assessments made against it for unforeseen claims. The reciprocal approach would be the most costly in terms of known premium and also places the Municipality in a position of having a levy made against it. Given that guaranteed cost is available at a saving, OMEX was not considered in the evaluation. Points on the overall evaluation of the RFP criteria noted above: 1. Frank Cowan Company 2. BFL Canada Respectfully Submitted, ----,' R. Scott Gawley C.G. Administrator/Treasurer 93 points 90 points Attachments: RFP Evaluation Matrix -- 2013 Renewal West Elgin RFP Evaluation Risk Management and Insurance Services -2012 W Trs M N O • N o tri rr • C Q O U C 11J LL out of 100): TOTAL SCORE WEST ELG West Elgin RFP Evaluation Risk Management and Insurance Services — 2012 FCCL BFL Available Section A — PRODUCT Meeting the RFP Specs 5 5 5 Both FCCL and BFL met or exceeded the specifications required Scope and Enhancements 16 18 20 FCCL provided a limit of liability of $15 MM for primary liability, E &O and Non Owned Automobile with no annual aggregate. An excess layer of $10MM is applicable over these coverages and as well as the Automobile limit of liability. Cowan offers forest fire expense coverage of $1 MM with a $1 MM aggregate. Cowan's EIL coverage is $2MM and $4MM in the aggregate. Cowan provides a $250,000 Iimit for Councilors accident while acting as a councilor. Cowan's Legal Expense coverage includes Criminal Code charges (not guilty) with a limit of $100,000 / $250,000. Cowan provides Replacement Cost for vehicle losses even if a decision to take cash settlement is requested. FCCL works closely with the Municipality and local organizations to provide insurance protection for events occurring within the Municipality and no additional cost to either party. BFL provides a lower primary liability limit of $5 MM with an aggregate limit of $10MM applicable to products and completed operations. The excess layer of $45 MM also has an aggregate applicable to products and completed operations. It was pointed out by BFL that their coverage has a drop down feature in the event the aggregate limit is exhausted. BFL provide forest fire expense coverage with a limit of $500,000 per occurrence and $2MM in the aggregate. The EIL coverage provided by BFL is $5MM and $5MM in the aggregate. BFL provides a $250,000 limit for Councilors -- 24 hours Legal Expense coverage is provided for statute law with a limit of $100,000 / $250,000. BFL provides Replacement Cost for vehicle losses but if cash settlement is requested it is done so on an Actual Cash Value basis. Overall Clarity 5 5 5 Both FCCL and BFL provided clear organized submissions Section B - SERVICES Insurance Administration 10 10 10 According to the submissions filed by FCCL and BFL, they are both eager and able to provide the day to day services required. These services include certificate of insurance issuance, insurance contract wording interpretation, day to day questions and guidance. West Elgin is very pleased with the current level of service provided by FCCL and fully expects that the same level of service would be provided by BFL. Risk Management 10 8 10 The Risk Management staff members at FCCL include a full compliment of in -house advisors and loss control inspection personnel who are dedicated to this function and are available to meet the daily requirements of West Elgin. BFL also have a very experienced and capable Vice President and National Practice Leader, Client Service Manager and Public Sector Risk Manager. This service team will utilize the skills of it's Public Sector Risk Manager to deliver most of the key services to West Elgin. The insurer(s) used by BFL will conduct the risk control inspections and provide recommendations. Claims Management 10 8 10 The FCCL has a very experienced dedicated in house fully staffed claims department with a vested interest and the authority to settle claims. Where necessary and prudent they use the services of external independent adjusters. BFL also has a very experienced in -house Claims Vice President who assists in the claims process to advocate for municipal clients. BFL contract the services of Granite Claims Service but will also work with the adjuster of choice for West Elgin. Section C - QUALIFICATIONS Proponent Experience 6 5 6 The Frank Cowan Company is an Managing General Agent based in Princeton Ontario and has been in business serving only public entity clients for over 80 years. Currently they insure approximately 150 municipalities. BFL is a large independent insurance broker established in 1987. They specialize in several niche markets including public entity business. The Toronto office would be the service office for West Elgin. They have approximately 85 accounts in Ontario, New Brunswick and Nova Scotia and are very strong in Quebec. Team Experience 8 6 8 The team provided by FCCL has been with the firm for many years and are very knowledgeable in the Public Entity Business. Bryce Sibbick, the Cowan Account Manager for West Elgin has been handling this same territory for over 30 years. He knows the territory and issues facing neighboring communities. You would be hard pressed to find someone more devoted and knowledgeable in Public Sector business in SW Ontario. The other Cowan territory Account Managers are also long term employees and provide back up service to each other. They report to the Executive team at FCCL The BFL team does not appear to be divided into territory segments. Chris Sinardo, Vice President and National Practice Leader is the primary contact. The Client Service Manager, Public Sector Risk Manager and Claims Vice President are shown as the service team members. Financial Stability 6 5 6 FCCL uses domestic insurers with minimum A ratings. BFL primarily uses Lloyds syndicates to provide the Municipal liability coverages. Property, Crime and EIL policies are placed through domestic carriers — all with a minimum rating of A. Although all carries have good rating scores, a slight advantage was given to the domestic carriers since they have a demonstrated history of long term viability. Section D — PRICE Annual Cost 12 15 15 The cost of the BFL proposal is the lowest price however the FCCL pricing deserves significant consideration since they have reduced their pricing over last year by 5% even though they suffered a million dollar loss a few years ago. They have demonstrated their belief in long term relationships and continuity. BFL $141,208 FCCL $147,225 JLT $175,078 OMEX $190,408 Added Value 5 5 5 Both FCCL and BFL are required to provide value added services in order to attract and keep Municipal clients. We are familiar with the services and responses from FCCL and expect that BFL would be equally responsive with the wide range of services they have outlined. FCCL BFL AVILABLE Meeting the RFP Specs 5 5 5 Scope and Enhancements 16 18 20 Overall Clarity 5 5 5 Insurance Administration 10 10 10 Risk Management 10 8 10 Claims Management I0 8 10 Proponent Experience 6 5 6 Team Experience 8 6 8 Financial Stability 6 5 6 Annual Cost 12 15 15 Added Value 5 5 5 TOTAL 93 90 100 c s01) TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Scott Gawley, Administrator/Treasurer August 9, 2012 Community Infrastructure Improvement Fund RECOMMENDATION: THAT Council considers adopting the following resolutions: THAT Council supports the West Elgin Recreation Center Renovation Project as a high priority Infrastructure Project and meets the eligibility of Federal Government's Infrastructure Improvement Fund requirements; AND FURTHER directs staff to complete the application for submission by August 24, 2012. THAT Council supports the Rodney Old Town Hall Public Washroom Renovation Project as a high priority Infrastructure Project and meets the eligibility of the Federal Government's Infrastructure Improvement Fund requirements; AND FURTHER directs staff to complete the application for submission by August 24, 2012. INTRODUCTION: The Minister of State for the Federal Economic Development Agency for Southern Ontario, the Honourable Gary Goodyear, announced the Ontario allocation of the Community Infrastructure Investment Fund. The FedDev Ontario is delivering the Fund in Ontario with an allocation of $49.6 million over two years. The Municipality of West Elgin has three potential projects that meet the requirements outlined in the program. DISCUSSION: Local municipalities are eligible to apply, along with not - for - profit organizations and First Nation governments. The projects eligible include: • Community facilities (e.g. community centres, libraries, parks); • Cultural Centres; • Recreational facilities (e.g. arenas, gymnasiums, sport fields, bike paths and other recreational trails); • Tourism facilities; • Other community infrastructure assets that have local community impact; To be eligible projects they must: • Fall under an eligible category and be proposed by an eligible recipient; • The facility needs to be open to the public and not limited to private membership; • Be for rehabilitation or improvement, including expansion of existing community infrastructure assets. However is restricted any expansion that would result in 50 % or more in square footage in the footprint of the exiting asset; • Leverage of 66% or more from other sources is required for projects in Ontario; • Total of grant application must not exceed $1,000,000 in Federal Contribution; • Cost of the project is limited by a number of ineligible categories; • Project must be substantially completed by March 31, 2014; • Project applications must be duly authorized or endorsed by a Resolution of Council or Board of Directors in the case of an application by not for profit and submitted at the time of the application; Review of the following potential projects is being completed and additional research into the costs of the projects is still to come & will be available at the August 9th council meeting: Project 1 — West Elgin Recreation Center Renovation The Project includes: • Emergency Exit Doors will correct the current issues to meet the building code. • Improve access to the storage areas and additional storage areas. • Improvement to exhaust fans in main hall. • Renovations to kitchen area. • Removal of the existing boards in the main hall. • Provide level floor area throughout the facility. The project proposal by Jeff Slater — Parks and Recreation Superintendent is attached to report. The Engineer will have estimates of the proposed project for the August 9 Council meeting. The project will impact the 2012 Budget for preliminary engineering if the grant is approved before December 31, 2012. The majority of the project costs will occur in 2013 and before March 31, 2014. The 66% funding will need to come from the capital budget & reserves in the 2013 & 2014 budgets. Project 2 — Renovation of Public Washrooms in Rodney Old Town Hall A preliminary review of alternatives to upgrade the current public washrooms and include the following: Alternative #1 — Renovation of Ladies Washroom includes raising the existing floor to be at the level of the exsiting ramp leading to the Service Ontario Centre. A rough estimate to the lady's washroom to meet the current accessibility standards would be approximately $10,000. However renovation to men's washroom would not be easily completed in the existing location. Alternative #2 — Renovation of the old fire hall truck bay to accommodate public washrooms at the front of the building could be done. The rough estimate of costs of renovations in this location would be estimated to be approximately $100,000 to $150,000. This would include the removal of the existing garage door, levelling of the cement floor and installation of plumbing & electrical to the new washrooms. Consideration of access by the senior's centre should be considered to be part of the overall project. Alternative #3 — Renovation of the existing Men's & Women's washroom to a family washroom to have access from the existing ramp is currently being researched to check compliance to the current building code. The municipality has a reserve of $80,000 for the renovation of Rodney Old Town Hall. Project 3 — Pier Expansion at Port Glasgow In January 2010 a grant was submitted by the Port Glasgow Yacht Club with the assistance of the municipality in the preparing the grant. Highlights of the grant submission includes: • Total project costs $3,000,000 • Grant Application $2,400,000 • Municipality of West Elgin contribution $300,000 • Port Glasgow Marina contribution $300,000 • Project involves an extension and re- alignment of the existing piers at the marina in Port Glasgow. • Proposed works will improve navigational safety Additional Considerations for project need to be fully discussed with the Port Glasgow Yacht Club: • Would the Port Glasgow Yacht Club apply for the Grant under this CIIF program? • How would the funding of this project be done, currently the municipality is allocating $50,000 a year to the Marina Pier Extension project and currently has a reserve of $150,000. • Could the project be developed in two phases and would the l st phase be considered as eligible for funding under the CIIF program? The concern would extension of the pier be greater than 50% of the existing infrastructure and therefore not eligible. • Support of both the Port Glasgow Yacht Club and the Municipality of West Elgin would be required to be included in the application. • Can all necessary approvals & engineering for the pier expansion project be put in place to meet the 2013 construction season, as the construction must be substantially complete by March 31, 2014. Research is still continuing and hope to have additional answers by August 9 council meeting. In order for the application to be complete a resolution of Council is required to be submitted with the application. The amount of time required to complete the application to meet the August 24, 2012 5:00 p.m. deadline is a concern of staff to present a successful submission. Respectfully Submitted, cott Gawley Administrator/Treasurer Attachments: West Elgin Recreation Center Grant Proposal Information Summary of Community Infrastructure Improvement Program —Federal Economic Development Agency for Southern Ontario hest Elgin Recreation Center Grant Proposal Information Prepared by: Jeff Slater Parks and Recreation Superintendent August 2 2012 West Elgin Recreation Centre Proposed Changes Doorways do not line up with emergency exit doors in Boards, and are too narrow, also have a 6 inch rise to get out of door Doorways in Boards have locks on them, and open into the main floor area, not in the direction of travel. Storage area behind doors in boards, difficult to use and floor behind boards has 6 inch rise or drop depending on direction of travel West Elgin Recreation Centre Proposed Changes There are two 16 foot overhead doors, one at the west end and one at the east end. The door at the east end opens into the area of the parking lot / park for easy access. I would propose blocking in the overhead door at the west end and installing 2 - 4 man doors to maintain the access for the park and great access for the fair. Currently this facility utilizes a negative pressure exhaust fan. Thus creating the need for louvers that open inward into the facility. I would prose changing the current system to a positive pressure system that would enable the installation of a more presentable louver system that would automatically open when the system is turned on. Also I would propose the installation of the proper sized exhaust fan, and a quieter version. The existing unit is huge and very noisy, not conducive for patrons to even use it if necessary. West Elgin Recreation Centre Proposed Changes Again the front doors are wider than the exit from the main floor area, and as with all of the exit / egress doors the floor is 6 inches lower than the outer area floor. This serving window should be blocked in to allow for re- configuration of the kitchen area. West Elgin Recreation Centre Proposed Changes This area east of the main entrance is proposed to be blocked in from beam to beam. This will create 2 new storage areas with the facility, and reduce the possibility of injury, and create some badly needed storage areas. This area west of the main entrance is proposed to also be blocked in again creating 2 new storage areas. West Elgin Recreation Centre Proposed Changes The serving window from the kitchen to the meeting room is partially blocked by the refrigeration unit. The refirgerator cannot block the electrical panel which it was previously. The serving window from the kitchen area is blocked by the counter in front of it. The proposal would include the blocking in of this serving window to facilitate the re- locating of the refrigerator unit and revamping the cupboards. West Elgin Recreation Centre Proposed Changes This picture indicates the third serving window that exists in the kitchen area, this one serves directly to the park area. There are three serving windows, and windows on the fourth side, making it virtually impossible to locate appliances in serviceable locations. The proposal would include the blocking in of the indicated serving window that serves the main floor. That window could be eliminated, the refrigerator relocated, and any event that would or could be serviced by that window could be serviced by the window that opens up into the meeting room. The scope of this proposal includes: • The levelling of the main floor area with the perimeter floor, thus making the entire facility accessible. Keeping in mind the current uses of the facility when selecting the new floor construction. • The removal of the existing boards in the facility. This would not hinder any of the activities that the facility is currently used for and could attract other events. • The strategic installation of additional walls creating needed storage areas. • The improvement of the existing lighting system. • Painting of the interior of the facility, making it more attractive to more events and increasing lighting levels. • Making the entire facility safer and code compliant. Rec. Carriiew. ttrkab tjb-t, gIciar 1111=MII■mirrow 1111m14.1.mmilimmillimmeD 3 = LVIA, ac..„ Vi4chewn, LL)., -c3 Community Infrastructure Improvement Fund - FedDev Ontario Federal Economic Development Agenco rederale de deveroppernent Agency for Southern Ontario economique pour le Sud de 1'Ontario Home> Our Programs> Community Infrastructure Improvement Fund Page 1 of 1 Canacti Community Infrastructure Improvement Fund First announced in Economic Action Plan 2012, the Community Infrastructure Improvement Fund provides $150 million for the repair and improvement of community infrastructure facilities across the country. FedDev Ontario is delivering the Fund in Ontario with an allocation of $49.6 million over two years. Applications are being accepted for projects in Ontario until 5:00 p.m. Eastern Daylight Time (EDT) on August 24, 2012. Please refer to the links in the right -hand menu for detailed eligibility and application requirements. Who is eligible? Organizations eligible to apply for funding include: • local or regional governments or related agencies; • provincial entities that provide municipal -type services to communities; • not - for - profit organizations; and • First Nation governments, including Band or Tribal Councils or their legally - designated representatives. What projects are eligible? The Fund supports the rehabilitation and improvement of existing community infrastructure that is non - commercial and accessible for use by the public. Examples of the types of community infrastructure that can be supported include: • community facilities (e.g. community centres, libraries, parks); • cultural centres; • recreational facilities (e,g. arenas, gymnasiums, sports fields, bike paths and other recreational trails); • tourism facilities; and • other community infrastructure. Projects must be completed construction by March 31, 2014. Please refer to the Program Guidelines for more detailed requirements. Should you have questions or inquiries, please contact us. Other initiatives open for application: Prosperity Initiative j Investing in Business Innovation 1 Graduate Enterprise Internship 1 Scientists and Engineers in Business 1 Technology Development Program 1 Youth STEM Date Modified: 2012 -07 -05 http : / /www. feddevontario. gc. caleic /site /723 .nsf /eng /h_00826.html 11/07/2012 Community Infrastructure Improvement Fund Guidelines - FedDev Ontario I1 Federal Economic Development AAence federale de doveloppement III Agency for Southern Ontario &conomlque pour le Sud de I'Ontarlo Home> Our Programs> Community Infrastructure Improvement Fund Page 1 of 6 Canada Community Infrastructure Improvement Fund Guidelines Background The Government of Canada is committed to strengthening public infrastructure. Economic Action Plan 2012 announced $150 million nationally over two years for a new Community Infrastructure Improvement Fund (CIIF). The new Fund will support the rehabilitation and improvement, including expansion, of existing community infrastructure facilities such as community centres, recreational buildings, local arenas, cultural facilities and other community facilities. This will improve the quality of community facilities and provide economic benefits, including support for job creation, in communities across Canada. The Federal Economic Development Agency for Southern Ontario (FedDev Ontario) is delivering this program in Ontario. FedNor, the Federal Economic Development Initiative for Northern Ontario, will provide support to FedDev Ontario by promoting and launching the fund in Northern Ontario. The CIIF allocation for Ontario is $49.6 million over two years. Eligibility I. Eligible Recipients Eligible recipients under the CIIF include: • a local or regional government established by or under provincial statute; • a First Nation government, including a Band or Tribal Council or its agent (including its wholly -owned corporation); • a not -for- profit entity; • a provincial entity that provides municipal -type services to communities, as defined by provincial statute; and • a public- sector body that is wholly owned by a local or regional government (as above). II. Eligible Projects CIIF funding is for the rehabilitation or improvement, including expansion, of existing community infrastructure that is non - commercial in nature. Expansions such as adding ramps to improve accessibility to a facility, adding a roof to an outdoor rink or extending a trail or bike path are all eligible activities. Ineligible expansion activities are those that would result in new infrastructure or a significant increase (le. 50 Per cent or more in square footage) in the footprint of the facility. Construction of new infrastructure is ineligible. The facility needs to be open for use to the public and not limited to a private membership. Eligible projects must: • fall under an eligible category and be proposed by an eligible recipient; • be for the rehabilitation or improvement, including expansion, of existing community infrastructure assets; • leverage a minimum of 50 per cent of funding from other sources. Priority may be given to projects that leverage 66.6 per cent or more; and • be substantially completed by March 31, 2014. For the purposes of the CIIF, "substantially completed" has the same meaning and shall be determined in accordance with how the term "substantially performed" is determined in http : / /www.feddevontario.gc.caleic /site /723.nsf /eng /00829.html 11/07/2012 Community Infrastructure Improvement Fund Guidelines - FedDev Ontario Page 2 of 6 subsection 2(1) of the Construction Lien Act, R.S.O. 1990, c. C.30, as amended, and "Substantial Completion" shall have a corresponding meaning. Projects must fail within the following project categories to be eligible for funding under the CIIF: • community centres • cultural centres • parks, recreational trails such as fitness trails, bike paths and other types of trails • libraries • recreational facilities including local arenas, gymnasia, swimming pools, sports fields, tennis, basketball, volleyball or other sport- specific courts, golf courses, ski hills or other types of recreational facilities • tourism facilities • docks; and • other existing community infrastructure assets that have a local community impact, such as local roads, drinking water treatment and distribution systems, connectivity and broadband, local airports, solid waste management and wastewater infrastructure. Priority will be given to projects that can demonstrate anticipated economic benefits to their community, including the potential for job creation and the use of new technologies and innovation. III. Eligible Project Costs Eligible costs are costs considered to be direct and necessary for the successful implementation of an eligible project, excluding those explicitly identified in Ineligible Costs, that are paid by an eligible recipient, and that are paid under a contract for goods or services. All eligible costs outlined below can only be reimbursed to the recipient following the signing of a contribution agreement. Costs must first be incurred and paid by the recipient, and will then be reimbursed by Canada at the prescribed percentage of federal contribution. Eligible costs for support under the CIIF are as follows: • costs that are incurred between April 1, 2012 and March 31, 2014; • costs to rehabilitate or improve fixed capital assets of community infrastructure, including expansions; • fees paid to professionals, technical personnel, consultants and contractors specifically engaged for the purpose of the rehabilitation or expansion project; • costs of environmental assessments, monitoring and follow -up programs as required by the Canadian Environmental Assessment Act (CEAA) or equivalent legislation; • costs of any public announcement and official ceremony or of any temporary or permanent signage that includes the cost of creation and posting of signage; • other costs that are considered to be direct and necessary for the successful implementation of the project and that are approved in advance; and • Employee And Other Incremental Costs The incremental costs of the recipient's employees or its direct costs may be included in eligible costs under the following conditions; • the recipient is a local, regional or First Nation government; o the recipient confirms and substantiates that it is not economically feasible to tender a contract; • employees or equipment are employed directly in respect of the work that would have been the subject of the contract; and • the costs were approved in advance and are included in the contribution agreement. IV. Ineligible Project Costs Costs related to the following items are not eligible costs under the CIIF: • project costs incurred before April 1, 2012 or after March 31, 2014; • moveable equipment, including motorized vehicles, furniture and sports equipment; http : / /www.feddevontario.gc.caleic /site /723.nsf /eng /00829.html 11/07/2012 Community Infrastructure Improvement Fund Guidelines - FedDev Ontario Page 3 of 6 • services or work that is normally provided by the recipient or a related party; • salaries and other employment benefits of any employees of the recipient except as indicated under Employee And Other Incremental Costs above; • a recipient's overhead costs, its direct or indirect operating or administrative costs, and more specifically its costs related to planning, engineering, architecture, supervision, management and other activities normally carried out by the recipient's staff; • the cost of feasibility and planning studies; • taxes, such as GST and HST, for which the recipient is eligible for a tax rebate and all other costs eligible for rebates; • the cost of land or any interest therein, and related costs; • cost of leasing of equipment by the recipient except for as indicated in eligible costs, above; • legal fees; • routine maintenance costs; and, • project administration costs that involve the salaries and benefits of existing staff and general administration costs unrelated to project implementation. Funding Under CIIF, eligible recipients may receive a non - repayable contribution of up to 50 per cent of eligible costs of an infrastructure project, with recipients providing the remaining balance. However, priority may be given to those projects that require a CIIF contribution of only 33.3 per cent. Eligible recipients may receive contributions of up to a maximum of $1,000,000. The total funding from all federal sources will not exceed 50 per cent of total eligible project costs. All projects are required to begin and substantially complete construction prior to March 31, 2014. Should this condition of funding not be met, Canada shall have the right to cancel funding in whole or in part, and further, Canada shall have the right to be repaid any funding advanced, in whole or in part, for any project that is not completed by the end of the program. Application Process Project applications and supporting documentation must be submitted or postmarked no later than 5:00 p.m. EDT on August, 24, 2012. Applicants may submit multiple applications but must priority rank their projects on their application forms. A separate application must be submitted for each project. To apply to the CIIF, applicants must: 1. Review these Program Guidelines and the Application Guide, to ensure your organization is an eligible recipient and your proposed activities and objectives fit within the CTIF's objectives and criteria. 2. Complete the Community Infrastructure Improvement Fund Application Form (PDF, 1.17 MB, 5 pages), 3. Attach all supporting documents as outlined in the Application Guide. A complete application package must be submitted in order for FedDev Ontario to review your application. 4. Submit the package for consideration online. Alternatively, application packages from southern Ontario may also be sent by: Email: i nfrastructureftfeddevontario, gc. ca http : / /www.feddevontario.gc.caleic /site /723.nsf /eng /00829.html 11/07/2012 Community Infrastructure Improvement Fund Guidelines - FedDev Ontario Page 4 of 6 Mail: Attention: Community Infrastructure Improvement Fund Federal Economic Development Agency for Southern Ontario 151 Yonge Street, 4th Floor Toronto, ON M5C 2W7 Fax: 416 - 973 -6505 And application packages from northern Ontario may also be sent by: Email: FedNor.CIIF Thic.gc.ca Mail: Attention: Community Infrastructure Improvement Fund FedNor 19 Lisgar Street, Suite 307 Sudbury, Ontario, P3E 3L4 Fax: 705- 671 -0717 Other Requirements Endorsement Project applications must be duly authorized or endorsed by a resolution of Council / Band or Tribal Council / Board of Directors, as applicable. The resolution must be submitted at the time of the application. Additional documentation will be required from not - for - profit entities. See Application Guide for more information. All funded projects will also require a resolution to enter into a contribution agreement. Ownership of Asset If at any time within six (6) years from the date of completion of the project, the recipient sells, leases, encumbers or otherwise disposes of, directly or indirectly, any asset constructed, rehabilitated or improved, in whole or in part, with the financial assistance contributed under the terms of the CIIF, the recipient must repay the federal government, on demand, a proportionate amount of the financial assistance, as follows: Ownership of Asset Where Project asset is sold, leased, encumbered or disposed of: Repayment of contribution (in current dollars) Within 2 Years after Project completion 100% Between 2 and 6 Years after Project completion 55% 6 Years after Project completion 0% If an applicant does not own the asset for which CIIF funding is requested, the applicant must complete an Applicant Declaration and Landlord Authorization form at the time of application. Environmental Assessment Projects receiving federal funding may require federal environmental assessment requirements to be met, including the Canadian Environmental Assessment Act. The information requested in the project application will help to determine whether an assessment is required. Eligible costs cannot be reimbursed until this review has been completed. http://www.feddevontario.gc.ca/eic/site/723.nsf/eng/00829.html 11/07/2012 Community Infrastructure Improvement Fund Guidelines - FedDev Ontario Page .5 of 6 Reporting All recipients of funding for a project, funded under the CIIF, will be required to submit progress reports until project completion. The progress report should detail progress on the implementation of the project, and amounts received from Canada through the agreement, amounts expended on approved projects, and an overall update on the project status. Further information on the details of this reporting will be provided to approved recipients in their contribution agreements. Application Review FedDev Ontario will review all applications following the application deadline. Applicants will be notified when their projects are approved. It is the intention of FedDev Ontario to have contribution agreements put In place quickly and efficiently so that available funds can flow to projects as soon as possible. The contribution agreements are also an important part of the accountability framework for the investments made under the CIIF. In addition to meeting the eligibility requirements described above, priority will be given to projects that can demonstrate anticipated economic benefits to their community, including the potential for job creation, and the use of new technologies. All eligible recipients will be required to provide a description of the project benefits, which may inform the evaluation and selection of projects under the CIIF. Projects will be assessed on the eligibility requirements and priority areas described above, as well as the following selection criteria. Project Readiness: All eligible recipients will be required to provide information necessary to determine if the project is construction -ready and will be substantially completed by March 31, 2014. Incrementality: All eligible recipients will be required to attest, in conjunction with their project application, that the work to be undertaken is an incremental construction activity that would not otherwise have been constructed by March 31, 2014, were it not for funding from the CIIF. Federal funding could be used to provide sufficient funding to allow a project to proceed that would not otherwise be built, or could be used to accelerate a project planned for future years so that it can be completed by March 31, 2014. Extent to which Other Funding is Leveraged: The ability for a given project to leverage 66.6 per cent of project funding from other sources may be considered when making project decisions. Technology and Innovation: All eligible recipients will be assessed on the use of innovative technologies, new techniques, processes or materials used in the project. Partnerships: All eligible recipients will be assessed on the extent to which community -based partnerships have been formed for the use of the facility. Program Contact Information Community Infrastructure Improvement Fund Federal Economic Development Agency for Southern Ontario 151 Yonge Street, 4th Floor Toronto, Ontario M5C 2W7 Tel: 1 -866 -593 -5505 Fax: 416 - 973 -6505 Email: infrastructure (afeddevontario.ac.ca TTY: 1 -800 -457 -8466 http : / /www.feddevontario.gc.ca/eic /site /723.nsf /eng /00829.html 11/07/2012 Community Infrastructure Improvement Fund Guidelines - FedDev Ontario Page 6 of 6 Date Modified: 2012 -07 -05 http :1 /www.feddevontario.gc.caleic /site /723.nsf /eng /00829.html 11/07/2012 c o 6 ) TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Scott Gawley, Administrator/Treasurer August 9, 2012 Extension of West Lorne Wastewater Collection System RECOMMENDATION: THAT Council directs the Administrator/Treasurer to hire Spriet Associates to complete the engineering study of the proposed extension of the West Lorne Waste Collection System to service 25311 Marsh Line; AND FURTHER THAT the cost of the engineering study will be the responsibility of Dougal & Ruth Carmichael of 25311 Marsh Line, with a $2,500 deposit to be paid before any engineering work is started; AND FURTHER THAT the Administrator/Treasurer calculate the cost of the buy in the West Lorne Waste Water Infrastructure; AND FURTHER THAT once all costs are known, an agreement will be considered by council for the extension. INTRODUCTION: Dougal & Ruth Carmichael have requested consideration by The Municipality of West Elgin for the extension of wastewater collection system to their property at 25311 Marsh Line. DISCUSSION: The West Lorne wastewater collection system is just to the north of their property at 25311 Marsh Line. The requirement in the past is for: 1) That Engineering Report to be completed for the feasibility of the municipality to meet the request. The Engineering Report cost's is the responsibility of the ratepayer requesting the extension. 2) That a deposit of $2,500 be collected from the requested to cover the costs of the Engineering Report before the work is started (if cost of the Engineer's Report is less, a refund is given). 3) Cost of the buy -in to the existing wastewater collection & treatment plant is calculated and the ratepayer is responsible for the buy -in before any connection is made. 4) Cost of the construction of the extension and lateral connection is responsibility of the ratepayer. 5) All construction work & connection must be inspected by the Municipality of West Elgin before the connection is made. Respectfully Submitted, R. Scott Gawley Administrator/ Treasurer Attachments: Letter from DougaI & Ruth Carmichael Dougal & Ruth Carmichael 25311 Marsh Line RR3 West Lorne, NOL2 PO 519.768.1340 Members of West Elgin Council: We would like to request consideration by the council for an extension of the sewage system in West Lorne to our property line. The system we believe goes past our property at the corner of Graham Road and Marsh Line. This property is on the south east corner of the intersection. This property is registered as 25311 Marsh Line, previously known as 95 Graham Road. Thank you in advance for your consideration. Yours truly, Dougal & Ruth Carmichael TO: FROM: DATE SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Scott Gawley, Administrator/Treasurer August 9, 2012 Hours of Operation's for Service Ontario RECOMMENDATION: THAT Council continue to maintain the Service Ontario Hours on Saturday's for the next year with the closing on holiday weekend's; AND FURTHER THAT the hours of operations be re- evaluate in July 2013. INTRODUCTION: Currently the Municipality of West Elgin operates the Service Ontario Centre #176 and has received a letter from Service Ontario (letter attached) regarding our Saturday openings and our transaction volumes and giving the municipality the option to discontinue the Saturday openings. DISCUSSION: Currently the Service Ontario Centre #176 is opened Monday to Friday from 9:00 a.m. to 5:00 p.m. and Saturday from 9:00 a.m. to 12:00 noon, with the exceptions of holiday weekend's. The two neighbouring Service Ontario Centre's have the following hours: Dutton Monday to Friday from 8:30 a.m. to 4:30 p.m. Bothwell Monday to Friday from 9:00 a.m. to 1:00 p.m. and 1:30 p.m. to 5:00 p.m. Saturday's from 9:00 a.m. to 12:00 p.m. The present average commissions for Saturday's in 2012 is $55.00 per Saturday and labour costs of $80.00 for one staff in MTO and a student for cleaning (to maintain 2 staff members for security while the office is opened). The saving of approximately $45.00 could be saved with cleaning & training hours being done Monday to Friday during regular hours. If the office is closed on Saturdays it would be hoped that the $55.00 average Saturday Commission's transactions will be done through the week. Respectfully Submitted, R. Scott Gawley Administrator/Treasur r Attachments: Service Ontario Letter dated July 17, 2012 ServiceOntario ServiceOntario Issuer Services Office Bureau Des Services Au Reseau be Delivrance Des Permis 5775 Ycnge Street, 16' Floor Toronto, ON M7A 2E5 Telephone: (416) 212 -4603 Facsimile: (416) 326 -3229 July 17, 2012 5775 rue Yonge, 16e stage Toronto, ON M7A 2E5 Telephone: (416) 212 -4603 Telecopieur: (416) 326 -3229 Joanne Groch The Corporation of Municipality of West Elgin ServiceOntario Centre # 176 217 Furnival Road, Box 539, Rodney West Elgin, Ontario NOL 200 Dear Ms. Joanne Groch: t'Onta rio Further to Steve Burnett's letter of July 3, 2012 regarding the optimization of hours of service at some ServiceOntario centres, I'd like to take this opportunity to provide you with information about changes available for your specific office. As mentioned in Steve's letter, we have analyzed your office's Thursday evening (where applicable) and Saturday transaction volumes for the period June 2011 to April 2012 and have determined that customers are not fully utilizing the Saturday hours. For that reason, we are providing you the option to discontinue providing service on Saturdays effective July 30, 2012. Changes to operating hours of private ServiceOntario centres are being introduced in two phases (end of July and end of August) to allow sufficient time to properly update Service Providers' Issuing Services Agreements and to revise the office hours that appear on the Service Location Finder on ServiceOntario's website. Please note that the Driver and Vehicle and Health Hotlines will be adjusting their hours to better optimize the availability of their staff since most ServiceOntario centres will not be open past 7 pm on Thursdays. Starting early September 2012, the Hotline contact centres will be available to provide support until 7:30 pm on Thursdays. The remainder of their hours will remain the same (i.e. $:30 am to 6:00 pm Monday to Wednesday and Friday and 9 am to 1:30 pm on Saturdays). Please complete the attached form to indicate whether you would like to discontinue providing service on Saturdays. Your operating hours for all other days will remain the same. Kindly send a scanned copy of the completed form to Issuer Services Office by email ( issuer .servicesoffice @ontario.ca) or fax it to 416- 326 -3229 no later than Tuesday, July 24, 2012. If we do not receive your response by that date, we will assume that you will retain your current hours. If you choose to change your hours, we will mail you a revised Schedule 1 to your Issuing Services Agreement by late August 2012 to reflect your new hours of service. Page 2... 1 ServiceOntario Issuer Services Office 5775 Yonge Street, 16°i Floor Toronto, ON M7A 2E5 Telephone: (416) 212 -4603 Facsimile: (416) 326 -3223 ServiceOntario Bureau Des Services Au Reseau De Delivrance Des Permis 5775 rue Yonge, 16` stage Toronto, ON M7A 2E5 Telephone: (416) 212 -4603 Telecopieur: (416) 326 -3229 2 1 If you will be changing your Saturday hours, you will be required to update your hours of service sign that is displayed in your office. We will be sending you a revised template for the hours of service sign by email this week. If you are unable to have your new sign installed by July 30, 2012, please post a temporary sign reflecting your new hours on July 30th and have your new sign installed no later than August 10, 2012. The hours for many of the public ServiceOntario centres will also be changing over the next couple of months. You may wish to visit the Service Locator Finder within the next few weeks to see if the hours of arty public centres near you will have new hours. Please contact Janet Niedoba at janet-niedoba(a�ontario.ca or 416- 212 -4608 if you would like to discuss the contents of this letter. Sincerely, r Jennifer Gayle Manager (A) Attachment 07/23/2012 10:16 5197851833 SERVICEON /TINVTOTS PAGE 03 Office #: Hours of Service Optimization Office Location: Effective July 30, 2012 (please choose one option): ❑ t wish to discontinue providing services on Saturdays. ❑ 1 wish to continue providing services on Saturdays. Name of Service Provider or lndividuai with Authority to bind Corporation Provider /Signing Authority Signature of Service Date Community uni?y PlannersInc Ta': Inc 6r(a) Community Planners lnc. --- 562 Wellington Street , v 9 London, Ontario N6A 3R5 • 963 -1028 Fax: (519) 438 -7770 londor?@'conirnunItyplanner .;:en.: 25 July, 2012 MEMORANDUM TO: Members of Council Municipality of West Elgin FROM: Ted L. Halwa ,52012 #000811685 SUBJ: Applications for Consent E74/11 & E75/11 - 509692 Ontario Ltd. (John & Diane Slaats) - 167 & 170 Harper Street, and 166 Queen Street - Village of Rodney Further to your request, we have made the following calculation of a cash payment in lieu of providing parkland relative to the above- mentioned matter. As directed by Council we have used the latest MPAC assessed value as a basis for determining the value of the lands at the time the consents were granted. The total holding being subdivided comprises two separate parcels amounting to 3,659 square metres (0.904 acres). The assessed (MPAC) value (presumed to be equivalent of market value) of the holding is $23,400 or $25,884.95 per acre. If land was being dedicated, the maximum size of the parcel (i.e. park) that the Municipality would be entitled to would be 182.95 square metres (0.045 ac) representing 5% of 0.9 acres, making the cash -in -lieu equivalent to $1,164.82 (0.045 x $25,884.95). Requiring a land dedication for park purposes in this instance would not seem prudent, and it would appear to be in the Municipality's best interests to take cash- in -lieu for future public recreation purposes. RECOMMENDATION That the Municipality of West Elgin accept a cash payment in the amount of $1,164.82 from 509692 Ontario Ltd. (John & Diane Slaats) in lieu of providing a land dedication for park purposes in partial fulfillment of conditions imposed by the Elgin County Land Division Committee in the granting of Applications for Consent E74 /11 and E75/11. (original signed by) Ted L. Halwa, MCIP, RPP L nvtronmenta1 Kegistry Environmental Registry Registre enwii onnemental Session Timeout: 30 minutes About the Registry I U Search j U 1 How do I ...? I 0 I MyEBR I U Advanced Search Basic Search V Court Action tfl"OntarkfI Page 1 of 2 9(Z Government of Ontario Instrument Proposal Notice: Proponent: Intech Clean Energy Inc. 375 Thomas Street Unit 1 Ingersoll Ontario Canada N5C 3J7 Instrument Type: Approval for a renewable energy project - EPA s.47.3(1) Site Map Francais U1 FAQsIV1 Links I (I J Contact Us1a1LogoutIfl EBR Registry Number: 011- 6763 Ministry Reference Number: 8242- 8THHKJ Ministry: Ministry of the Environment Date Proposal loaded to the Registry: July 16, 2012 r i Keyword(s): Eledricity Comment Period: 30 days: submissions may be made between July 16, 2012 and August 15, 2012. Description of Instrument: This posting is for a proposed Renewable Energy Approval for Intech Clean Energy Inc., proposed to be located in the Municipality of West Elgin. This is a Class 3 Solar Facility with a total expected generation capacity of 0.5 megawatts (MW) and will operate 24 hours per day, 365 days per year. The proposed facility is considered to be a Class 3 Solar Facility under Ontario Regulation 359/09 (0. Reg.359/09) Renewable Energy Approvals under Part V.0.1 of the Environmental Protection Act. Applications for Renewable Energy Approvals are required to be submitted in accordance with O.Reg.359 /09 for consideration for approval. Other Information: This comment period is for the public to review the proposal and provide comments and input directly to the ministry. Public Consultation: This proposal has been posted for a 30 day public review and comment period starting July 16, 2012. If you have any questions, or would like to submit your comments, please do so by August 15, 2012 to the individual listed under "Contact ". Additionally, you may submit your comments on -line. All comments received prior to August 15, 2012 will be considered as part of the decision - making process by the Ministry of the Environment if they are submitted in writing or electronically using the form provided in this notice and reference EBR Registry number 011 -6763. Please Note: All comments and submissions received will become part of the public record. You will not receive a formal response to your comment, however, relevant comments received as part of the public participation process for this proposal will be considered by the decision maker for this proposal. Contact: All comments on this proposal must be directed to: Susanne Edwards Senior Project Evaluator Ministry of the Environment Operations Division Environmental Approvals Branch 2 St. Clair Avenue West Floor 12A Toronto Ontario M4V 1L5 Phone: (416) 327 -4606 Fax: (416) 314 -8452 Toll Free Phone: (800) 461 -6290 To submit a comment online, click the submit button below: I`,«,:,SubmitrCommet l.I Location(s) Related to this Instrument: 31 Second Street, Rodney Part of Lot 31, Part 31, Reference Plan 202 West Elgin Municipality, County of Elgin MUNICIPALITY OF WEST ELGIN Additional Information: ltttp: /lwww.ebr.gov.on.ca/ERS- WEB - External/ displaynoticecontent .do ?noticeld=MTE3... 26/07/2012 bnvironmental Registry Page 2 of 2 The following government offices have additional information regarding this Proposal. To arrange a viewing of these documents please call the Ministry Contact or the Office listed below. London District Office 733 Exeter Road London Ontario IV6E 1L3 Phone: (519) 873 -5000 Toll Free Phone: (800) 265 -7672 Environmental Approvals Branch 2 Si Clair Avenue West Floor 12A Toronto Ontario M4V 1L5 Phone: (416) 314 -8001 Toll Free Phone: (800) 461 -6290 The materials on this web site are protected by Crown copyright. You may copy and re- distribute any of the Environmental Bill of Rights information on this web site provided that the contents remain unchanged and the source of the contents is clearly referenced. You are not permitted to alter or add to the contents ONTARIO HOME 1 CONTACTS HELP 1 SITEMAP 1 FRANCAIS Ontario This site is maintained by the Government of Ontario, Canada_ PRIVACY l IMPORTANT NOTICES Copyright information: © Queen's Printer for Ontario, 1994 -2012 httpa /www.ebr.gov.on.ca/ERS- WEB - External / displaynoticecontent .do ?noticeId= MTE3,,, 26/07/2012 HICKORY GROVE Campers Association PO Box 228 Rodney Ontario NOL 2CO July 20, 2012 West Elgin Mayor and Council Municipality of West Elgin 22413 Hoskins Line P. 0. Box 490 Rodney Ontario NOL 2C0 Dear Mayor Wiehle: 1 (ru�nilcrAA�/f�nr On behalf of the Hickory Grove Campers association, we greatly appreciate the opportunity which you extended to us yesterday by allowing us to address Council regarding financing issues related to the installation of a new waste treatment system at the Hickory Grove Campground. We look forward to hearing from you once council has had the opportunity to review our request in greater detail. If you need additional information to aid in your decision process, or you need to meet with us again, please let us know as we are available at your convenience. Sir rely, omas P. Bowie President Re: Havens lake road and Port Glasgow Marina MUNK:10.4o !Y I i�E�C :r7 ?l�•j1 JUL 2 5 2012 It's no secret that between the trailer parks and the P.G.Y.0 marina they are the largest draw of tourism into our area. The marina alone drawing in thousands of visitors each year for fishing and water sports not to mention the sightseers and beach goers. Each year we have seen improvements to this facility and area all of which has made the marina a busy and thriving place, making it all the more important to plan and utilize each and every square inch. It is our responsibility to make sure the marina continues to thrive and grow well into the future for the enjoyment of our children and the generations to come. Many positive comments and ideas have already been sent in, showing the need for careful consideration of the operations and future needs of our prized asset. Development of the area should be done responsibly and proper safe guards put in place to ensure the facilities operations are not adversely affected and also be considerate to the future needs and growth, for the benefit of our community as a whole. As Harbour Master at the Port Glasgow Marina for the past number of years, some of the feedback I have received is the need for: • Pier improvements for calmer and safer entry and exit to the marina • Better access to ramps with improved traffic flow (staging lanes) some of which has been recently improved • Marked out and more walking trails • Sightseeing and viewing areas with historical and heritage background possibly building housing pictures and information of the marina and the history of West Elgin and some of it's outstanding citizens • Public picnic areas along with BBQ's • Bird watching areas along nature trails • Better maintenance of beach area, grooming, more picnic tables, volleyball net etc. • The need for kids play area playground equipment swings etc. • Roadway improvements new gravel or surfacing to reduce pot holes and the mud • Public land for public use These are just some of the comments relayed to me from the patrons of the area as you can see things do get noticed and the importance of being pro - active and dedicated to the improvement of the prized assets in our community. Quote: West Elgin Chronicle July 5th (Queens Diamond Jubilee Tour) "As we took the curve in the road to the marina and the lake came into view, we all said "ooh" and "ahh ". It was a beautiful sight. The lake was calm and blue. People were fishing off the dock, and boats were coming and going. It was lovely. "As you can see not all the suggestions involve boating but also other forms of recreation making the area something for all age groups and abilities. That being said I do believe it is our duty as citizens of this fine community to be diligent in the planning and future protection of public lands and their uses, ensuring everyone the right to have a place to go that is affordable and fun. Just as the Kiwanis fishing derby, their outstanding dedication to provide fun and recreation to hundreds of children at no cost to their families, something we are all proud of (the dedicated volunteers of our community.) Chris Van Dongen 22297 Talbot Ln. Rodney Ont. NOL 2C0 Ph# 519 -785 -0033 TELEPHONE (905) 468 -3266 P.O. BOX 100 VIRGIL, ONTARIO LOS 1TO THE CORPORATION OF THE TOWN OF NIAGARA -ON -THE -LAKE TOWN CLERK'S OFFICE DATE: JUNE 25, 2012, MOVED BY COUNCILLOR: SECONDED BY COUNCILLOR: NO. ik ,c WHEREAS the Council of the Corporation of the Town of Niagara -on- the -Lake (Council) is held accountable to residents to manage Municipal Household or Special Waste (MHSW) through event collection days administered by the Region of Niagara; AND WHEREAS the current accessibility option to the Town of Niagara on the Lake residents is limited to one event day a year in the Town of Niagara on- the -Lake with optional accessibility in two neighbouring municipalities that are considerable distances from the town residences, making this option, for all intents and purposes, inaccessible; AND WHEREAS a significant portion of the Town of Niagara on- the -Lake population is comprised of senior citizens, accessibility is highly dependent on proximity of events and on frequency of events; AND WHEREAS Council appreciates the Region of Niagara's significant challenge to negotiate significant improvements to accessibility with Stewardship Ontario as stewards are not motivated to provide additional accessibility due to increased costs; AND WHEREAS these materials are of significant environmental concern if not managed appropriately, it is incumbent that the Province through direction to Waste Diversion Ontario and Stewardship Ontario make provision for increased accessibility for these materials and direct full compensation of these additional costs to the producers of these materials. THEREFORE BE IT RESOLVED that in order to manage MHSW collection and disposal services, the Province be urged to direct Stewardship Ontario to provide increased accessibility to all municipalities in Ontario, including small municipalities like the Town of Niagara -on- the -Lake and provide full compensation to those providing the service to cover the full cost of collection and disposal of MHSW; AND FURTHER that this resolution be shared with the Region of Niagara and all municipalities in Ontario, the Association of Municipalities of Ontario and the Municipal Waste Association and that their support be requested; AND that this resolution be forwarded to the Honourable Dalton McGuinty, Premier of Ontario and to the Honourable Jim Bradley, Ontario Minister of the Environment requesting Government's support with respect to this motion. /.- DISCLAIMER :‹/ This material is provided under contract as a 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. Ontario LEGfSLATEVE ASSEMBLY Monte McNaughton, MPP Lam bton - Kent - Middlesex Thursday July 19, 2012 Ms. Norma Bryant 22413 Hoskins Line, PO Box 490 Rodney Ontario NOL 2C0 Dear Ms. Bryant, Constituency Offices; Queen's Park Office: ❑ 81 Front Street West ❑ 360 James Street ❑ Rm. 202 NW, Legislative Bldg. Strathroy, ON N7G 1X6 Wallaceburg, ON N8A 2N5 Toronto, ON M7A 1A8 Tel. (519) 245 -8696 Tel. (519) 627 -1015 Tel. (416) 325 -3362 Fax (519) 245 -8697 Fax (519) 627 -7174 Fax (416) 325 -3275 I am writing today to bring to your attention my private members bill, Bill 76 and ask that your council consider drafting a resolution in support of it. Bill 76, an Act to Amend the Ontario Lottery and Gaming Act of 1999, entitled Ensuring Local Voices in New Casino Gambling Development Act, 2012 aims to ensure that local communities are given a say prior to the development of any new casino within their municipality. If passed, my bill would require a successful referendum in the community in which a new casino is being proposed. Bill 76 aims to ensure that local communities are willing hosts of casinos. New casino development is a sensitive issue and it is important that the local people are involved in this process. As my bill is currently at the crucial committee stage, any support that you or your councils can give to this legislation would be important in ensuring its passage. Please find the attached sample resolution for your perusal. If you have any questions regarding this bill, or wish to discuss it further, please do not hesitate to contact me. Monte McNaughton, MPP Lambton- Kent - Middlesex PC Critic, Economic Development and Innovation W1NfCINALri? WE T JUL 2 6 2012 Date: Motion No. Moved By: Seconded By: WHEREAS the Government of Ontario has proposed building up to 29 new casinos throughout the province, AND WHEREAS new casino development brings with it a broad- spectrum of opinions including both positive and negative considerations; AND WHEREAS any new casino development may significantly impact the community and surrounding areas; AND WHEREAS, the municipality recognizes the importance of a referendum on the issue and prior to the development of any new casino; THEREFORE BE IT RESOLVED THAT the municipality requests the Legislative Assembly of Ontario to immediately pass Bill 76, Ensuring Local Voices in New Casino Gambling Development Act to help ensure that local voices are respected prior to the development of any new casino, AND THAT this resolution be circulated to Premier Dalton McGuinty; the Honourable Dwight Duncan, Minister of Finance; Monte McNaughton, MPP; and the MPP for the region in which the municipality resides. MUARC!PA Ot-Nu� 1ST SESSION, 40TH LEGISLATURE, ONTARIO 1fe SESSION, 40e LEGISLATURE, ONTARIO 61 ELIZABETH 11, 2012 61 ELIZABETH II, 2012 Bill 76 Projet de loi 76 An Act to amend the Ontario Lottery and Gaming Corporation Act, 1999 ? 6 2031 Loi modifiant la Loi de 1999 sur la Societe des loteries et des jeux de l'Ontario Mr. McNaughton M. McNaughton Private Member's Bill Projet de loi de depute 1st Reading April 26, 2012 Ire Iecture 26 avril 2012 2nd Reading 2° lecture 3rd Reading 3e lecture Royal Assent Sanction royale Printed by the Legislative Assembly Imprime par I'Assemblee legislative of Ontario de l'Ontario Bill 76 2012 Projet de loi 76 2012 An Act to amend the Ontario Lottery and Gaming Corporation Act, 1999 Note: This Act amends the Ontario Lottery and Gaming Corporation Act, 1999. For the legislative history of the Act, see the Table of Consolidated Public Statutes. — De- tailed Legislative History at www.e - Laws.gov.on.ca. Her Majesty, by and with the advice and consent of the Legislative Assembly of the Province of Ontario, enacts as follows: 1. (1) Section 12 of the Ontario Lottery and Gaming Corporation Act, 1999 is amended by adding "Subject to subsection (2)" at the beginning. (2) Section 12 of the Act is amended by adding the following subsections: Same, casinos and charity casinos (2) The Corporation shall not authorize a casino or charity casino to be established unless the Corporation has taken the steps specified in the Regulation and the condi- tions specified in the Regulation have been met. Expansion (3) The requirements mentioned in this section for es- tablishing a casino or charity casino at a specific location do not apply to expanding a casino or charity casino that has been established in accordance with this Act if the expansion is done at that location. Definition (4) In this section, "Regulation" means Ontario Regulation 347/00 (Re- quirements for Establishing a Casino or Charity Ca- sino) made under this Act, except for subsection 4 (5), as that Regulation read on January 1, 2003. (3) Subsection 12 (4) of the Act, as enacted by sub- section (2), is amended by adding the following defini- tions: "casino" means the part of a gaming site that is used for the purpose of playing or operating games of chance, but does not include a charity casino or slot machine facility; ( "casino ") "charity casino" means a gaming site at which the betting limits and number of games of chance do not exceed the prescribed Iinmit; ( "casino de bienfaisance ") Loi modifiant la Loi de 1999 sur la Societe des loteries et des jeux de ]'Ontario Remarque : La presente loi moditte Ia Loi de 1999 sur la Societe des loteries et des jeux de 1 'Ontario, dont l'historique legislatif figure a Ia page pertinente de l'Historique l6gislatif detaille des lois d'interet public codifiees sur le site www.lois -en- ligne.gouv.on.ca. Sa Majeste, sur I'avis et avec le consentement de 1'Assemblee legislative de la province de l'Ontario, edicte : 1. (1) L'article 12 de Is Lai de 1999 sur la Societe des loteries et des jeux de ['Ontario est modifie par in- sertion de «Sous reserve du paragraphe (2),» au debut de ]'article. (2) L'article 12 de la Loi est modifie par adjonction des paragraphes suivants Idem : casinos et casinos de bienfaisance (2) La Societe ne doit pas autoriser la creation d'un casino ou d'un casino de bienfaisance a moins qu'elle n'ait pris les mesures precisees dans le Reglement et que les conditions qu'il precise ne soient remplies. Agraudissement (3) Les exigences visees au present article en matiere de creation d'un casino ou d'un casino de bienfaisance a un endroit determine ne s'appliqucnt pas a l'agrandisse- ment d'un casino ou d'un casino de bienfaisance tree conformement a la presente loi des lors que l'agrandisse- ment est realise a cet endroit. Definition (4) La definition qui suit s'applique au present article. « Reglement» Le Reglement de ]'Ontario 347/00 (Exigen- ces relatives a la creation d'un casino ou d'un casino de bienfaisance) pris en vertu de la presente loi, l'exception du paragraphe 4 (5), dans sa version du 1" janvier 2003, (3) Le paragraphe 12 (4) de la Loi, tel qu'il est edic- te par le paragraphe (2), est module par adjonction des definitions suivantes «casino» La partie d'un site de jeu qui est utilisee pour y jouer a des jeux de hasard ou y exploiter de tels jeux, a ('exclusion toutefois d'un casino de bienfaisance ou d'une saile d'appareils a sous. ( «casino») «casino de bienfaisance» Site de jeu ov les plafonds des paris et le nombre de jeux de hasard ne depassent pas la limite prescrite. («charity casino») 2 ENSURING LOCAL VOICES IN NEW CASINO GAMBLING DEVELOPMENT ACT, 2012 "game of chance" means a lottery scheme conducted and managed by the Corporation, (a) that is played on or through a slot machine, or (b) that is played on tables or on wheels of fortune, including card games, dice games, roulette or keno, and includes all other lottery schemes that are pre- scribed; ( "jeu de hasard") "slot machine facility" means a gaming site where games of chance are operated on or through a slot machine and includes the premises where services ancillary to the games of chance are provided, but does not include a casino or a charity casino. ( "salle d'appareils a sous ") Commencement 2. (1) Subject to subsection (2), this Act comes into force on the day it receives Royal Assent. (2) Subsection 1 (3) comes into force on the later of the day this Act receives Royal Assent and the day section 9 of Schedule 34 to the Better Tomorrow for Ontario Act (Budget Measures), 2011 comes into force. Short title 3. The short title of this Act is the Ensuring Local Voices in New Casino Gambling Development Act, 2012. «jeu de hasard » Loterie mise sur pied et exploitee par Ia Societe : a) soit qui se joue par un appareil ii sous ou a ('aide d'un tel appareil; b) soit qui se joue sur des tables ou sur des roues de fortune, y compris les jeux de cartes, les jeux de des, la roulette ou le keno. S 'entend en outre de toutes les autres loteries prescrites. ( «game of chance ») «salle d'appareils a sous» Site de jeu oil des jeux de ha- sard sont exploites par un appareil a sous ou ii l'aide d'un tel appareil, y compris les Iieux oil des services accessoires aux jeux de hasard sont fournis, A ('exclusion toutefois d'un casino ou d'un casino de bienfaisance. ( «slot machine facility») Entree en vigueur 2. (1) Sous reserve du paragraphe (2), la presente loi entre en vigueur le jour oii elle recoil la sanction royale. (2) Le paragraphe 1 (3) entre en vigueur le dernier en date du jour of la presente loi regoit la sanction royale et du jour de ('entree en vigueur de ('article 9 de ]'annexe 34 de Ia Loi de 2011 sur des lendemalns meilleurs pour !'Ontario (mesures budgetaires). Titre aurLe 3. Le titre abrege de la presente lot est Loi de 2012 visant a garantir la consultation des populations locales avant la creation de nouveaux casinos. Vnit'aeJJVItcCecl! South Central Ontario Region Economic Development Corporation (SCOR EDC) Invites you to join them for their Annual General Meeting The SCOR Board of Directors and staff would be pleased if you could join us at the SCOR offices, on August 31, 2012 for annual general meeting and lunch. Guest speakers include: Christene Scrimgeour Scrimgeour & Company Chartered Accountant Eric McSweeney McSweeney & Associates Date: August 31, 2012 Time: 10:30 am Location: SCOR Offices 4 Elm Street Tillsonburg, ON RSVP: by August 10th to do(a�scorregion.com or 519 -842 -6333 Norma Bryant Page 1 of 2 I.0 From: Ted Halwa [thalwa ©communityplanners.com] Sent: August -01 -12 3:24 PM To: Gary Blazak Cc: Norma Bryant Subject: FW: Port Glasgow -More grist for the mill Ted Halwa MCIP, RPP Principal & Senior Planner Community Planners Inc. 562 Wellington Street Main FLoor London, Ontario N6A 3R5 Tel: 519- 963 -1028 ext. 255 Cell: 519 - 671 -3083 Fax: 519 438 -7770 From: FRANK SURA <f.sura @rogers.com> Reply -To: FRANK SURA <f.sura @rogers.com> Date: Tue, 31 Jul 2012 18:02:58 -0700 (PDT) To: Ted Halwa <thalwa @communityplanners.com> Subject: Port Glasgow Hello Ted,and to whom ever this may concern. Just thought I'd throw a few of my thoughts down on this Port Glasgow situation. I've lived within a few miles of Port Glasgow all my Iife,and I greatly appreciate the quaintness of the area,and the nice fishing and boating areas,that the yacht club,and the municipalty have nurtured,and improved on all these years. But we mainly appreciate the Public lands down there, that residents,and all other visitors too, have had access to all these years. I have many fond memories down there from as long as I can remember. Time spent with my Grand parents, who lived just up the road in New Glasgow, and my parents,and other relatives ,and friends, now with my own family. I understand someone wants to get land along the road,and other public lands there. I don't think this would be a prudent decision by council,as the Beattie access property was gifted tp the Township,with the caveat, that it be used for the public good. We should be honouring that intent no matter how long ago it was agreed upon. Also the road property needs to be widened as I see vehicles parked on the side of the Havens road at different times through out the busy summer season. Wtih Gravel trucks, fishermen,and boaters,and campers,and golf carts,Beach goers, Eaters ( of food at the booth) and just people who enjoy going down to Port Glasgow, a properly widened road,with wider shoulders is what's needed on Havens road. Again, that property needs to stay in public hands. Parking is another concern. Again, the PUBLIC property that is already there does a good job looking after those boaters who bring a boat with a trailer,and parking for others who use the area. Removing this land from public access, would greatly affect the parking down there. As far as a business core being started there. It's laughable. Well established beach towns like Grand Bend,and Port Stanley,basically roll up the sidewalks come Fall. As you know, these are some of the busiest beach towns in Ontario,and once the summer visitors are gone, the businesses are locked up til next summer. I know there are plans to build dwellings of different sorts there also but we all know how that works too. Look at Rodney for example..A thriving town not that long ago, is now struggling to stay alive. Just because a store or shop exists, even shiny and new..is far from a guarantee of sucess, or even survival. For the most part,locals shop in the cities, and the local businesses are left with a few crumbs. Also building some kind of shops on the hill? I know of one other place built on such an incline..Clifton Hill,but 01/08/2012 Page 2 of 2 they'll probably get a few( million) more visitors a year ,than Port Glasgow. Older folks who would frequent the types of boutiques,and shops that are planned, will take a look at the incline, and get back in the car and leave. Again, unrealistic planning. What about the possiblitly of a gated community? Again, once the property is in the developer's hands, then this again could be a possiblity, Thereby preventing beach and/or water access to anyone who was used to it before, or would enjoy that (like my 2 sons and their families) in the future. My last.and main concern is if this land IS granted to this interested party, what is stopping them from then flpping it down the road. These public properties would be the KEY STONE to the developement,and once they are in their possession, there is nothing stopping them from flipping the whole entire property,and then were would Council be? If this developer was so intent on doing something in Port Glasgow, then why has nothing been built on the property already controlled? That would show intent, but in my opinion, this is just an excercise in trying to bully a municipality,into handing over some prime property,and then the whole package will be flipped for a tidy profit,as the BEST properties have now been secured. Leave the public lands Public. Responsible developement in West Elgin. Thank You. Frank A. Sura Rodney, Ont. 01/08/2012 Norma Bryant Page 1 of 1 From: Mary Bodnar jmarybodnar @porchlight.ca] Sent: August -03 -12 12:50 PM To: norma bryant Subject: Fw: Port Glasgow Secondary Plan submission/comments Attachments: PG secondary plan comments.pdf Hi Norma, forwarding to you for your information. Mary Original Message From: Wendie at Lakewood To: Bernie Wiehle ; Dug Aldred ; Mary Bodnar ; Norm Miller ; Richard Leatham Cc: tourism @elgin- county.on.ca ; Ted Halwa ; Bill Denning Sent: Thursday, August 02, 2012 8:33 PM Subject: Port Glasgow Secondary Plan submission/comments Dear Mayor Wiehle, Deputy Mayor Bodnar and Members of Council; Aldred, Miller and Leatham, Please find attached my personal comments as submission to the Port Glasgow secondary plan process. I hope my opinions will be of assistance to you in formulating a plan that we be in the best interest all parties. As a business owner, tourism operator and resident of West Elgin I have tried to look at the future plan from all angles and believe that beyond all other factors clear, shared communication is the only way the plan will work for everyone. In keeping with that thought I have shared these comments with Elgin Tourism, Community Planners, and the West Elgin Chamber of Commerce. Thank you for this opportunity, Wendie Dupuis If you are unable to open this PDF please reply with a request for a text document. 03/08/2012 Wendie Dupuis 22499 Grey Line - Port Glasgow RR3 Rodney, ON NOL 2C0 Dear Mayor Wiehle, Deputy Mayor Bodnar and Members of Council; Aldred, Miller and Leatham, As a resident of West Elgin since 1998, I have heard the same comments over and over again from our local politicians - "Port Glasgow is the jewel of West Elgin ", "a diamond in the rough ". As with all jewels, a little cutting and polishing can go a long way. However, we must always be careful not to crack or break the original precious stone under the guise of improvement. Port Glasgow has many of the raw elements a tourism destination needs to become a huge success; waterfront, facilities, activities and accommodation. That is not to say that we couldn't use a little polish to improve and grow, but we should be careful not to destroy the tourism and recreation element of why Port Glasgow is so cherished solely for increased residential taxes. We are at a point where the community is so concerned with shouting "be careful ", "don't break it ", that often the desire achieve a level of economic growth and stability within the municipality as a whole is overshadowed. My personal opinion lies torn between the hope of putting Port Glasgow on the tourism map and terrified that the secondary plan based on the Seaside residential and commercial development will concentrate on making coal into diamonds instead of polishing the gems we already have. As our Council, I would ask that you not ignore those businesses already existing and contributing to the municipality economy or those needs necessary to provide for the future expansion of these businesses when considering the secondary plan for the hamlet growth area. The trailer park clientele and cottage residents are here to enjoy the entire community not just a park or yard. Access to the marina slips, public beach, waterfront events, as well as the natural areas of Sixteen Mile creek and the Trans Canada trail are essential to the future of these businesses. Pedestrian, cycling and electric -cart travel ways joining tourist accommodation and residential areas with the waterfront are just one way such entree could be maintained. Another way to ensure a comfortable approach to these areas is to ensure that no one feels they are traveling through a gated community or standing on a city sidewalk to take in a view of the lake. When considering the different elements for inclusion in the Port Glasgow secondary plan please be cautious that in an effort to set controls for year -round residential and commercial development, you do not establish a plan that would preclude seasonal and recreational development and expansion within the same area. If our community is to grow as a viable tourism destination then we need to find a balance between tax -based and attraction -based revenue streams. If I were to have just one opportunity to have my opinion listened to and acted upon, it would be to have Council ensure that existing and future tourism based features, facilities and activities be guaranteed to be kept as the highlight of Port Glasgow development. Outdoor Recreation, Waterfronts, Festivals and Events, Agri - tourism, Culinary, Motorcycle touring and Birding are all highlighted pillars of regional tourism and should be kept foremost in our minds as we strive for responsible development in our peaceful hamlet. Yours sincerely, Wendie Dupuis cc: Elgin Tourism; Community Planners; West Elgin Chamber of Commerce Jg. 3, 2412 1:38PM ritNo. 6222 P. 8/26 fta otyv L--o c o 4-7 o'f r t1i k //y 60e-KAn:1--5f 4r-[ LOf 8 1 C GE$SloYl ore_ 3. 2012`•' 1:44PM o. 0. No. 6222 -":P. 1!/16 d 1 tv 5 5, .38 �g Or OC Or Or Or Or O< Or O< or +ara y7 -fray a acme 4aCeL a, OC pt ra; O„ a Lc L0 / If ° cesS /on I a 3. 20122- 1:41PM No. 6222 P. 25/26 - a¢ -G- !l w r"t _t, lrT A a2c� p,e11Z.iCutmskea 9a cam_ dol/ 11=3 b0,14t-k —max LAA.Al . R - eLs.s. kOttfia 121pW G - (#rwa», w - tist- A6teAciAL tit {fig App EGITLI l\Jar UetpeLr QeS ClicesSe to Page 1 of 2 Scott Gawley From: Joanne Groch [jgroch @westelgin.net] Sent: August -02 -12 1:59 PM To: sgawley @westelgin.net Subject: FW: Great Lakes Guardian Community Fund Launched From: Alan Smith [mailto :asmith @elgin- county.on.caj Sent: July -30 -12 3:54 PM To: jgroch @westelgin.net; cao @twp,southwold.on.ca; DLeitch@centralelgin.org; kkruger @bayham.on.ca; kloveland @duttondunwich.on.ca; mcasavecchia @malahide.ca; cao @duttondunwich.on.ca Subject: FW: Great Lakes Guardian Community Fund Launched FYI Alan Smith General Manager, Economic Development County of Elgin 450 Sunset Drive St. Thomas, Ontario, N5R 5V1 www.elgin- county.on.ca Phone: (519) 631 -1460 Ext. 133 Fax: (519) 631 -4549 From: Hutchison, Jo -Ann (MCI) [ mailto :Jo- Ann.Hutchison @ontario.ca) Sent: Friday, July 27, 2012 10:34 AM Subject: FW: Great Lakes Guardian Community Fund Launched Here's a funding opportunity for trail development, shoreline clean -ups or protection /restoration of wildlife habitat. Great Lakes Guardian Community Fund Launched Not- for - Profit community -based organizations are eligible to apply for grants through the Great Lakes Guardian Community Fund which supports community projects that help protect and restore the ecological health of the Great Lakes and St. Lawrence River Basin, including: - Lake Erie - Lake Huron - Lake Ontario - Lake Superior - St. Lawrence River - Ottawa River The program provides up to $25,000 per project for local actions to protect the Great Lakes and the streams that flow into them. Examples of projects that could qualify include: - Cleaning up a shoreline or beach - Building a coastal or riverside trail - Protecting or restoring fish, plant or wildlife habitat To learn more about the fund, the application process and to have your questions answered, information sessions will be taking place soon, which you may attend in person, by webinar or by teleconference. The dates and locations of the sessions are: July 31, 2012 Toronto Page 2 of 2 August 2, 2012 Thunder Bay August 8, 2012 Kingston August 15, 2012 Windsor August 22, 2012 Cambridge August 23, 2012 Toronto (targeted to First Nations communities and organizations) August 29, 2012 Toronto For more details about the program, eligibility and to confirm your spot at an information sessions, visit www.ene.gov.on.ca /environment /en/ funding /great_lakes_fund /index.htm Applications for the first round of funding will be accepted until Friday October 12, 2012 at 5 pm EDT. This message has been scanned by LastSpam entail security service, provided by Protek. This email may contain confidential information. If you are not one of the intended recipients, if you receive this email or if it is forwarded to you without the express authorization of The County of Elgin, please destroy this email and contact us immediately. APlease consider the environment before printing this e-mail Find us on Face book ElginCounty PTO+» (Maims This email may contain confidential information. If you are not one of the intended recipients, if you receive this email or if it is forwarded to you without the express authorization of The County of Elgin, please destroy this email and contact us immediately. Please consider the environment before printing this a -mall Great Lakes Guardian Community Fund - Ministry of the Environment Page 1 of 2 Great Lakes Guardian Community Fund The Great Lakes Guardian Community Fund supports community projects to help protect and restore the ecological health of the Great Lakes and St. Lawrence River Basin. Jump down to: • Eligibility ( #eligibility) • Information sesstons (#Information) • Contact and submission information (#Contact) • Application information (#aunlication) • Forms and resources Sign up for updates Great Lakes Guardian Community Fund . fhttp: / /www,onts aria .ca /einikonmeut /en /ftavdirig /great lakes fund / STDPROD fhttp: / /www.ontario.ca /environment /en /fundioa /great lakes fund /STDPROD 098063,html) Eligibility Geography The Great Lakes Guardian Community Fund Grants are available for projects in Ontario's Great Lakes and St. Lawrence River basin and their watersheds, including: • Lake Erie • Lake Huron • Lake Ontario • Lake Superior • St. Lawrence River • Ottawa River • See a map of the watersheds (http•/ /www.ontario,ca /environment /en /funding /great lakes fund / STDPROD 098064.htm!) . Groups The fund is open to not - for - profit organizations or First Nations and Metis communities and organizations. Not - for - profit organizations include: • community-based organizations • agricultural and land -owner focused organizations • environmental and conservation organizations • academic institutions • conservation authorities • municipalities If your organization is a municipality or conservation authority, you must collaborate with a community -based organization to apply. Projects Examples of projects that could qualify include: • Cleaning up a shoreline or beach • Building a coastal or riverside trail • Protecting or restoring fish, plant or wildlife habitat You can find more project examples in this example sheet fhttp•// www,ontaria.ca /stdprodconsurne /arouus /!r /Gene /Ctresources /documents /resource /stderod 098109.ndfl (PDF) and in the application guide fhttu:/ /www.ontario,ca /stduredeonsume/ arouus /!r /Gene /Oresources /documents /resource /stdarod 098095.ndf) (PDF). Information sessions We Invite you to attend an Information session to learn more about the fund, the application process and to have your questions answered. You may attend in person, by webinar or by teleconference. The dates and locations of the sessions are: July 31, 2012 Toronto August 2, 2012 Thunder Bay August 8, 2012 Kingston August 15, 2012 Windsor August 22, 2012 Cambridge August 23, 2012 Toronto (targeted to First Nations communities and organizations) August 29, 2012 Toronto Please reserve your spot at the information sessions by phone or email ( #Contactl . Once you've reserved your spot, we will contact you with more details including specific location, time, agenda and webinar sign -in information. Application information Please submit applications to the address or email below. Apply soon because applications meeting the fund's criteria will be awarded grants in the order in which they are received as long as funds are available. Applications will no longer be accepted after Friday, October 12, 2012 at 5pm EDT. • tet the application form fhttp: / /www.ontario.ca /environment /en /funding /great lakes fund / STDPROD 098063,html) . Contact and submission information To reserve your spot at an information session Great Lakes Guardian Community Fund - Ministry of the Environment Page 2 of 2 Email: GreatLakesFund {ulontario.ca ( mailto :GreatLakesFund{1ontario.Ca) Telephone: In the Greater Toronto Area: 416- 325 -4000 Toll-free: 1-800-565-4923 TTY in the Greater Toronto Area: 416 -326 -9236 TTY toll -free: 1- 800 -515 -2759 To submit your application Email: Gre.tL Fin na m. 1 o:G e- -k Fund rr..ca Mail: ATTN: Great Lakes Guardian Community Fund Rural Programs Branch 4th Floor - 1 Stone Road West Guelph ON N1G 4Y2 Additional Information Sian Uo for Email Updates (STDPROD 097894.html) Map of Eliaible Watersheds (STDPROD 098064.html) Frequently Asked Ouestiops ( STDPROD 098086.html) Forms and Resources ( STDPROD 098063.html) Great Lakes Protection fhtto:// www. ontario .ca /enviranment /en /subiect /great lakes /index.htrl E. I MINUTES TRI- COUNTY MANGAGEMENT COMMITTEE WEST ELGIN PRIMARY WATER SUPPLY SYSTEM WEST ELGIN COUNCIL CHAMBERS APRIL 24, 2012 7:00 P.M. MEMBERS PRESENT: Bernie Wiehle Norm Miller Dug Aldred Richard Leatham Doug Reycraft Vance Blackmore John Kendall Cameron McWilliam Ian Fleck Diane Brewer Steve Pinsonneault Joanne Groch Norma Bryant ALSO PRESENT: Marigay Wilkins Dale LeBritton Holly Wirth Municipality of West Elgin Municipality of West Elgin Municipality of West Elgin Municipality of West Elgin Municipality of Southwest- Middlesex Municipality of Southwest - Middlesex Municipality of Southwest - Middlesex Municipality of Dutton - Dunwich Municipality of Dutton - Dunwich Village of Newbury Municipality of Chatham -Kent Municipality of West Elgin Municipality of West Elgin Municipality of Southwest - Middlesex (alternate) OCWA OCWA SUBJECT: NOMINATIONS FOR CHAIR AND V10E -CHAIR Joanne Groch opened the nominations for Chair and Vice Chair. Moved by Vance Blackmore That Bernie Wiehle be nominated as Chair. Moved by Norm Miller That Doug Reycraft be nominated as Vice Chai Seconded by Diane Brewer Carried Motion 2012 -02 Seconded by Ian Fleck r. Carried Motion 2012 -03 Moved by Steve Pinsonneault Seconded by Cameron McWilliam That the nominations for Chair and Vice Chair be closed. Carried Motion 2012 -04 Bernie Wiehie assumed the position of Chair. Page 2 of 4 SUBJECT: CONFLICT OF INTEREST There were no declarations of conflict of interest. SUBJECT: MINUTES Moved by Dug Aldred Seconded by John Kendall That the minutes of the Special meeting held on January 24, 2012 and Regular meeting held on November 28, 2011 be adopted as printed and circulated Carried Motion 2012 -05 SUBJECT: MONTHLY PLANT PROFILES The Committee received the November 2011 to March 2012 monthly plant profiles. SUBJECT: 2010 FOURTH QUARTER OPERATIONS REPORT Dale LeBretton presented the fourth quarter operations report for 2011. SUBJECT: 2010 ACTUALS AND 2011 OPERATIONS BUDGET Dale presented the report showing the 2011 actuals and 2011 Budget for operations. SUBJECT: ANNUAL SUMMARY REPORT Moved by Steve Pinsonneault Seconded by Doug Reycraft That the Committee accepts the 2011 Annual Summary Report for the West Elgin Water Treatment Plant as prepared by OCWA. Carried Motion 2012 -06 SUBJECT: ANNUAL REPORT UNDER O.REG 170/03 Moved by John Kendall Seconded by Richard Leatham That the Committee accepts the 2011 Annual Report under O.Reg 170/03 for the West Elgin Water Treatment Plant prepared by OCWA. Carried Motion 2012 -07 SUBJECT: PERFORMANCE ASSESSMENT REPORTS Dale presented the performance assessment reports for 2010 and 2011 Page 3 of 4 SUBJECT: STANDBY INTAKE Moved by Doug Reycraft Seconded by Steve Pinsonneault That the Committee authorize the rehabilitation of the standby intake with sliding cover plate with the additional approval of $26,804 plus taxes to complete the work bringing the total for the project of $101,804 plus taxes. Carried Motion 2012 -08 SUBJECT: FINANCIAL REPORTS AS AT DECEMBER 31, 2011 Moved by Norm Miller Seconded by Richard Leatham That the Committee accept the Statement of Revenue and Expenditures for the period ended December 31, 2011; And the Statement of Capital Revenue and Expenditures for period ended December 31, 2011 as presented. Carried Motion 2012 -09 It was requested that a Summary of PIL for 2011 be provided. SUBJECT: 2012 BUDGET Joanne presented the 2012 draft budget noting that the expenditure approved tonight for the standpipe rehabilitation will need to be added. This will result in a smaller projected surplus. Moved by Vance Blackmore Seconded by Ian Fleck That the Committee approve the 2012 Operating and Capital Budget as presented and amended. Carried Motion 2012 -10 SUBJECT: CORRESPONDENCE 1. Siskinds — Tri County Water Services Corporation Doug noted that Mr. Wright's opinion was inconsistent with what he understood is allowed under the Safe Drinking Water Act. He will be forwarding this letter to their lawyer for input. 2. Township of Southwold — 2012 water rate increase For information 3. Canadian General Standards Board — notice of full scope — full accreditation For information Page 4 of 4 SUBJECT: NEW AGREEMENT Doug reported that progress has been made on the new agreement with two outstanding issues. One being the opinion from Mr. Wright and their lawyer which will be discussed further with their lawyer, as noted above. The second is how line loss is determined in West Lorne. He noted that the draft will be taken to their lawyer for fine tuning and then forwarded to member municipalities. SUBJECT: ADJOURNMENT Moved by Steve Pinsonneault Seconded by Norm Miller That this meeting be adjourned at 8:30 p.m. to meet again on Tuesday July 24, 2012 at 7:00 p.m. Carried Motion 2010 -12 Bernie Wiehle- Chairperson Norma Bryant -- Recording Secretary West Elgin Economic Development Committee West Elgin Municipal Office Monday, July 16 2012 -07 -16 7:00 — 9:00 p.m. Present: Bernie Wiehle Bill Denning Heather Bell Nancy Kopriva Glenn Degraw Regrets: Richard Leatham Chair /Resource: Marilyn Crewe Facilitator: Shayne Wyler Minutes: Debra Webster Agenda: 1. Call to Order -7:06 p.m. 2. Structure of the Strategic Plan 3. Finalize tools needed —small groups 4. Identify gaps in Strategic Plan — assignments and time lines 5. Adjournment We connect you to our community - - by welcoming you, determining your needs and providing solutions and opportunities! Notes: What elements would you say from your experience go into a strategic plan? Elements: 1. Vision 2. People and responsibilities /roles 3. Mission 4. Goals 5. Budget 6. Timeline 7. Measurables (tied to goals and timeline) 8. Marketing plan — how to market internally and externally — what the opportunity is? — target market —to who are you marketing 9. Need — opportunity - organization (people) —time — money In what order would they need to go according to West Elgin 3 key components 1. Accessible — understandable language 2. User friendly — concise, 3. Complete Each section needs to relate to the others. Each section needs to be its own story but linked to each other. Continually reference "need for the community ". Explaining the "why" makes a great strategic plan and is very important And the second point — relating to the need Within the need is the vision Make it a go to document — when the document answers the need then the document is understood to be trustworthy Have a Table of Contents (TOC) Need an Executive Summary — highlights document, is written last but is placed at the beginning of the document. How to lay it out — first is the need with explanation — first line in executive summary or on title page Strategic plan Need Explain the opportunity — market vision, mission Municipality and structure of it — org chart Timeline —4 years, within that is a timeline graph telling what is being done when Money — this is the amount that it is going to cost based on research and from where the money is going to come Estimated cost and time line for each item — recommendation to council Tools — all the 6 items worked on last month — laid out one by one and on the TOC — user friendly Response /customer service document is required by Marilyn and Shayne by August 1 Out to committee for their review by August 6 Next meeting: Augustb Ambassador, marketing and human resources were completed and handed in Working on Broke out into groups to complete the sections: business assistance, seniors housing and economic profile Farmer's Market on hold Template sections Need Vision Mission Goals (SMART) Tools needed to achieve these goals Timeframe Progress Cost Pieces not written to be assigned Sr. Housing — costing not completed but know what need to cost What do we have complied Vision - Glenn Mission Goals - Glenn People responsibilities — org structure from municipality — yet to be received for strategic plan — Bernie — why these people are the people you need for this strategy Not compiled — what and why and how Timeline specifics -- Heather Budget — year 1 this is the amount of needed for what; year 2 — Bill Measurables — take goals and break out into measurable task — Heather Measurable and timeline go hand in hand Tools — Nancy Don't have Market /opportunity — Richard — the who — who needs community, audience Not compiled and don't have to be completed by August 1—the sooner the better Nancy will write one draft document