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November 8, 2012 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING NOVEMBER 8, 2012 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ------------------------------------------------------------------------------------------------------------ DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A24) *September 27, 2012 Council *September 28, 2012 Public Meeting -- Zoning Amendment (Perovich) *October 11, 2012 Council *October 19, 2012 Emergency Council meeting *October 25, 2012 Council BUSINESS ARISING FROM MINUTES DELEGATIONS 1:30 p.m. Consideration Meeting — McEachren Drain REPORTS (C1-C8) 1. ROADS a) *Monthly Report b) *Report re: Winter Control 2. RECREATION/EMERGENCY MANAGEMENT a) *Monthly Report b) *Report re: Floor Scrubber Purchase November 8112...... ....Page 2 c) *Report re: Generator Investigation 3. BUILDING 4. WATER a) *Monthly Report b) *MOE Drinking Water System Inspection Report 5. BY-LAW ENFORCEMENT a) *Monthly Report 6. DRAINS 7. WEST ELGIN PRIMARY SYSTEM 8. ADMINISTRATION a) *Report re: Third Quarter Financial b) *Report re: Christmas Office Hours c) *Report re: Chief Building Official d) *Report re: Household Hazardous Waste Day ACCOUNTS CORRESPONDENCE (D1 — D9) COUNCIL CONSIDERATION RECOMMENDED: 1.* Frank & Irene Sura — letter regarding Havens Lake Road; 2.* SCOR — letter of appreciation; 3.* Canada Post —fee for community mail boxes in new developments; 4.* West Lincoln — request for support of a resolution regarding Industrial Wind Turbines studies impacting livestock, agricultural industries, water sources and ground fault issues; 5.* West Lincoln — request for support of a resolution regarding industrial Wind Turbines studies until Health Canada study completed; 6.* West Lincoln — request for support of a resolution requesting for expansion of scope of Health Canada Study relating to Wind Turbines; November 8/12..........Page 3 RECOMMENDED TO ACCEPT & FILE: 7. AMO • Watch File — October 11, 2012; • Post Traumatic Stress Bill must serve employees and taxpayers; • Policy Updates-Local Food Act may create additional municipal reporting requirements; • Watch File — October 18, 2012; • The Navigation Protection Act—Welcomed Changes; • The Commission for the Review of Social Assistance in Ontario releases its report "Brighter Prospects: Transforming Social Assistance in Ontario." • Watch File — October 25, 2012; • Watch File — November 1, 2012; 8. Elgin County-- Conference Series: Growing Your Agribusiness; 9. Ministry of Citizenship & Immigration — nominations for June Callwood Outstanding Achievement Award for Voluntarism in Ontario; BY-LAWS: By-law No. 2012-75 Site Plan Agreement — Rodney Building Products MINUTES (E1-E2) *Tri County Management Committee — July 31, 2012 `West Elgin Recreation Committee — September 18, 2012 NOTICE OF MOTION (F1) OTHER BUSINESS (G1-G3) 1. Physician recruitment and retention 2. Council announcements 3. Closed session — litigation, personnel * Information enclosed November 8112... .......Page 4 CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: November 15, 2012 Public Meeting — Port Glasgow Secondary Plan Elgin International Club, 7:00 p.m. November 22, 2012 Council December 13, 2012 Special Council Meeting --to discuss Port Glasgow Secondary Plan December 20, 2012 Council Al MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS SEPTEMBER 27, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Scott Gawley Administrator/Treasurer Norma Bryant Clerk ALSO IN ATTENDANCE Ted Halwa Planning Consultant Gary Blazak Planning Consultant DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Bodnar Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for September 27, 2012 as printed and circulated with the following additions: • Wind turbine (REM) letter DISPOSITION: Carried Council recessed to hold a public meeting for a zoning amendment(Perovich) and resumed their meeting thereafter. SUBJECT: AMENDMENT TO ZONING BY-LAW—PEROVICH RES. NO. 2 Moved by Aldred Seconded by Bodnar RESOLVED that the report from Community Planners re: Amendment to Zoning By-law—24249 Marsh Line (Perovich) be received. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE—LOTS A& B, CONCESSION A (VAN LITH FARMS) Also in attendance: John Van Lith 7tR September 27112...Pg 2 of 7 RES. NO. 3 Moved by Leatham Seconded by Miller RESOLVED that the report from Community Planners re: Proposed Severance—21179 Clachan Road (Van Lith) be received; AND that the applicants provide written confirmation demonstrating that any aggregate on the subject lands is unlikely to be viable for commercial extraction in the future. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE—LOT D, CONCESSION 10 (SIMON) Also in attendance: Steve Simon RES. NO. 4 Moved by Bodnar Seconded by Aldred RESOLVED that the report from Community Planners re; Proposed Severance— 10861 Blacks Road (Simon) be received. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE—PLAN 135, LOT 6, RODNEY(BEGIN) Also in attendance: Gaston & Louise Begin RES. NO, 5 Moved by Miller Seconded by Leatham RESOLVED that the report from Community Planners re: Proposed Severance—204 Third Street(Begin) be received. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE—LOT 19, CONCESSION 12 (RIPLEY) Also in attendance: Jack Ripley RES. NO. 6 Moved by Aldred Seconded by Bodnar RESOLVED that the report from Community Planners re: Proposed Severance--25351 Silver Clay Line (Ripley) be received. DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE—LOT 19, CONCESSION 3 (DIEKER) Also in attendance: Henk&Ans Dieker RES. NO. 7 Moved by Leatham Seconded by Miller RESOLVED that the report from Community Planners re: Proposed Severance—24618 Argyle Line (Dieker) be received. DISPOSITION: Carried SUBJECT: HARVESTERS BAPTIST CHUCH SITE PLAN APPLICATION RES. NO. 8 Moved by Leatham Seconded by Bodnar RESOLVED that the report from Community Planners re: Application for Site Plan Approval: Harvesters Baptist Church be received; September 27112...Pg 3 of 7 � 3 RES. NO. 8 cont'd AND that the applicant be advised that its request is premature based on the information submitted and that no further action be taken pending submission of a more detailed plan, complete description of existing conditions and facilities and the proposed expansion and the submission of an application for a zoning by-law amendment. DISPOSITION: Carried SUBJECT: K&M PETRO SERVICES SITE PLAN AGREEMENT RES. N0. 9 Moved by Aldred Seconded by Bodnar RESOLVED that the report from Community Planners re: Site Plan Agreement—263 Graham Road (K& M Petro Services) be received; AND that improvements to Graham Road entrance will be reviewed again after the other outstanding matters have been addressed; AND that the U-Haul business is in contravention of the zoning by-law and should cease. DISPOSITION: Carried SUBJECT: SURPLUS RAILWAY LANDS—THOMPSON LIMITED Also in attendance: Steve Speller, Terry Keeler Mr. Halwa reiterated that Thompson's owns former railway lands from Blacks Road to Furnival Road. In the Community Improvement Plan a trail from Rodney to West Lorne is proposed. He has discussed with Entergrus their plans for their transmission corridor from Kent to St. Thomas. He was told that the company would cooperate with the municipality for a trail along their lands. He advised that with this proposal of a trail linking to Kent trail, he does not support the acquisition of the Thompson lands. He reported that Chatham-Kent has had a Carolinian forest study on the former railway lands and rare plants and species have been found. Mr. Speller noted that these lands are surplus to their needs. It could be 10 years before a trail is though Entergrus lands. Our lands abut the Entergrus lands. The Deputy Mayor asked about liability? The Administrator reported that if it is our lands, it is our responsibility for insurance, maintenance, etc. Councillor Aldred noted that the Chamber of Commerce is supportative, 10 year plan for Chatham-Kent, Parks& Recreation Committee saw value, and it is worth considering. The Deputy Mayor asked about ATVs. The Mayor noted that he had a discussion with Mayor Hope of Chatham/Kent and their intentions is that this trail will not allow ATVs. A meeting with Entergrus was suggested and Mr. Halwa is to look into this. SUBJECT: PORT GLASGOW SECONDARY PLAN Mr. Blazak reported that the draft secondary plan will be presented to Council at their meeting on October 25'h. Received all technical reports except traffic. Fifty written submissions have been received and they will be summarized as an appendix to the plan. Seaside is in discussion with MNR regarding natural environment, part of their technical studies will be incorporated in our plan. Regarding servicing, he would recommend that Seaside proceed on their own for Lot 6 as private servicing is the case for lot 7 and any new development is proposed as seasonal not permanent. September 27112...Pg 4 of 7 A � After discussion, it was decided that a public meeting would be scheduled at the Elgin International Club for November 151h commencing at 7 p.m. The draft secondary plan would be released to the public after presentation to Council on October 25th. Copies will be available at the office and on the web. RES. NO. 10 Moved by Bodnar Seconded by Aldred RESOLVED that Council support a letter be sent to MMAH and MOE that Seaside proceed on their own for the lands on lot 6 through the Class EA process. DISPOSITION: Carried SUBJECT: CORRESPONDENCE RECEIVED RE: PORT GLASGOW SECONDARY PLAN RES. NO. 11 Moved by Leathern Seconded by Miller RESOLVED that the correspondence regarding the Port Glasgow Secondary Plan from the following be received: Jayden Palmer, dated September 12, 2012 Andrea Newman, dated September 12, 2012 John Mud, dated September 12, 2012 Douglas Schell, dated September 12, 2012 Rob Currie, dated September 12, 2012 Brian Sinasac, dated September 12, 2012 Martha Sinasac, dated September 12, 2012 Gary Hollingshead, dated September 11, 2012 Rick Kyle, dated September 11, 2012 John Mansell, received September 14, 2012 William R. Denning, dated September 18, 2012 DISPOSITION: Carried Mr. Halwa and Mr. Blazak left the meeting SUBJECT: DRAINAGE PETITION— LOT 1, CONCESSION 2 (DUTTON-DUNWICH) RES. NO, 12 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the drainage Petition from D & L McLeod for drainage work on Concession 2, Part Lot 1 (Dutton-Dunwich), under Section 4 of the Drainage Act. DISPOSITION: Carried SUBJECT: APPOINTMENT OF DRAINAGE ENGINEER RES. NO. 13 Moved by Leatham Seconded by Miller RESOLVED that Spriet Associates be appointed to prepare a report under Section 4 of the Drainage Act at the request of D& L McLeod for work on Concession 2 Pt. Lot 1 (Dutton-Dunwich) and that the report be submitted within six months. DISPOSITION: Carried September 27112...Pg 5 of 7 SUBJECT: ISSUANCE OF HUNTING LICENSES RES. NO. 14 Moved by Leatham Seconded by Miller RESOLVED that Council of the Municipality of West Elgin authorizes the Administrator/Treasurer Scott Gawley to apply for the Issuer for Ministry of Natural Resources (MNR) hunting and fishing licenses at the Service Ontario Office in Rodney. DISPOSITION: Carried SUBJECT: IMPACT OF 2012 MPAC REASSESSMENT ON FARM PROPERTIES RES. NO. 15 Moved by Aldred Seconded by Bodnar RESOLVED that the report from the Administrator/Treasurer re: Impact of the 2012 MPAC Reassessment on Farm Properties be received. DISPOSITION: Carried SUBJECT: ACCOUNTS RES. NO. 16 Moved by Miller Seconded by Leatham RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#9a amounting to $1,159,172.89 in settlement of General, Road, Water and Arena Accounts (including cheques#12461-12541). DISPOSITION: Carried SUBJECT: CORRESPONDENCE: 1. Elgin County Land Division Committee—Notice of Decision— Lot B, Concession 10 (Van Raes) Instruction: File 2. Elgin County Land Division Committee— Notice of Decision—Lot B, Concession Gore (Boekhorst) Instruction: File 3. Elgin County Land Division Committee—Notice of Decision—Lot 14, Concession 12 (DeWit/Schaeken) Instruction: File RES. NO. 19 Moved by Bodnar Seconded by Aldred RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: BY-LAW NO. 2012-69—ZONE AMENDMENT- PEROVICH RES. NO. 20 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-law to amend Township of Aldborough Zoning By-law No. 90-50, to change the zoning of lands in Part of Lot 14, Concession 10, from the Agricultural (Al) Zone to the Special Agricultural (A2) Zone and to the'site-specific' September 27/12...Pg 6 of 7 A � RES. NO. 20 cont'd Agricultural (A1-86)Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 21 Moved by Bodnar Seconded by Aldred RESOLVED that a by-law to amend The Township of Aldborough Zoning By-law No. 90-50 to change the zoning of lands in Part of Lot 14, Concession 10, from the Agricultural (Al)Zone to Special Agricultural (A2) Zone and to the'site-specific'Agricultural (A1-86)Zone, shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2012-69—Zone Amendment—Perovich DISPOSITION: Carried SUBJECT: NOTICE OF MOTION RES. NO. 22 Moved by Miller Seconded by Leatham At the next council meeting at a request from a rate payer, Council consider possibility of creating a four way stop at Queen Street and Furnival Road. DISPOSITION: Carried SUBJECT: WIND TURBINES RES. NO. 23 Moved by Miller Seconded by Leatham RESOLVED that Council direct that the letter to REM re:wind turbines be copied to Minister of Energy, Minister of Environment, Minister of Natural Resources and MPP Jeff Yurek. DISPOSITION: Carried SUBJECT: CONFIRMATION BY-LAW RES. NO. 24 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting of Council held on September 27'h, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 25 Moved by Bodnar Seconded by Aldred RESOLVED that a By-law to confirm the proceedings of the meeting of Council held on September 27th, 2012 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-70— Confirming By-law September 27 2012 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 26 Moved by Leatham Seconded by Miller RESOLVED that this Regular Meeting of Council shall adjourn at 12:20 p.m. to meet again on October 11th, 2012, DISPOSITION: Carried September 27112...Pg 7 of 7 Al These minutes were adopted on the 8th day of November, 2012. MAYOR CLERK MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS SEPTEMBER 27,2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Scott Gawley Administrator/Treasurer Norma Bryant Clerk ALSO IN ATTENDANCE: Ted Halwa Planning Consultant SUBJECT: REZONING—PART LOT 14, CONCESSION 10 (PEROVICH) Also in attendance: Peter Dielmen 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 first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received from the Lower Thames Valley Conservation Authority which indicated no objection. The proposed amendment would change the zoning of the lands lying on the south side of Marsh Line east of Kerr Road from the Agricultural (Al)Zone to the Special Agricultural (A2) Zone and to a 'site-specific'Agricultural(A1-#) Zone. The amendment would also fulfill a condition imposed by the County of Elgin Land Division Committee in granting Application for Consent E49/12 to dispose the surplus farm dwelling situated on the lands. The lands proposed to be rezoned Special Agricultural (A2) comprise an area of 7,444 square metres (1.8 ac), a frontage of 89.3 metres (293 ft) and a depth of 83.4 metres (274 ft). The parcel is occupied by a single unit dwelling (erected in the 1940's), barn and detached garage. No change in use is proposed. The lot would satisfy the minimum lot area, maximum lot area and minimum lot frontage requirements (4,000 sq. m, 1.0 ha and 50 m respectively) of the A2 zone. All other requirements are capable of being satisfied. Permitted uses of the A2 zone include a single unit detached dwelling, home occupation and an accessory use. The lands proposed to be rezoned 'site-specific'Agricultural (A1-#) comprise an area of 38.5 hectares (95 ac)and a frontage of 504 metres (1,654 ft). The parcel is devoid of buildings and structures and has been cleared for agricultural purposes with the exception of a woodlot located in the southerly portion of the farm. No change in use is September 27, 2012.....Page 2 of 2 � 9 proposed. The lot would satisfy the minimum lot area and lot frontage requirements (19 ha and 150 m respectively) of the Al zone. The `site-specific' (i.e.Al-#)zoning would prohibit a dwelling on the lands as stipulated by the PPS and the Municipality of West Elgin Official Plan. The subject lands are designated 'Agricultural' in the Municipality of West Elgin Official Plan. SUBJECT: ADJOURNMENT RES. N0. 1 Moved by Miller Seconded by Leatham RESOLVED that the public meeting for Lot 14, Concession 10 (Perovich) be adjourned. DISPOSITION: Carried These minutes were adopted on this 81h day of November, 2012. MAYOR CLERK MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS OCTOBER 11, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Scott Gawley Administrator/Treasurer Norma Bryant Clerk Paul Van Vaerenbergh Road Superintendent Jeff Slater Recreation Superintendent DECLARATION OF PECUNIARY INTEREST: None SUBJECT: ADOPTION OF AGENDA RES, NO. 1 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for October 11, 2012 as printed and circulated. DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 2 Moved by Bodnar Seconded by Aldred RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: September 13, 2012 Council September 13, 2012 Public Meeting —Zone Amendment (Hadash) September 13, 2012 Public Meeting—Zone Amendment (Vandenbrink/Wilson) DISPOSITION: Carried SUBJECT: ROAD DEPARTMENT REPORT RES. NO. 3 Moved by Miller Seconded by Leatham RESOLVED that the September 2012 Roads Report be received. DISPOSITION: Carried � Il October 11112...Pg 2 of 8 SUBJECT: TEMPORARY WINTER CONTROL EMPLOYEES RES- NO- 4 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Road Superintendent re: Temporary Winter Control Employees be received; AND that Council authorize the extension of the contract of our current temporary employee from November 1, 2012 to June 1, 2013; AND that Council authorize a weekend patrol position for the period from November 15, 2012 to March 15, 2013. DISPOSITION: Carried SUBJECT: ALL-WAY STOP SIGN AT FURNIVAL&QUEEN RES. NO. 5 Moved by Leatham Seconded by Miller RESOLVED that the Road Superintendent Report re: Installation of an All- Way Stop on Furnivai Road at Queens sine be received; AND that this item be deferred to allow a delegation at the next meeting. DISPOSITION: Carried SUBJECT: RECREATION DEPARTMENT REPORT RES. NO. S Moved by Aldred Seconded by Miller RESOLVED that the Recreation Report dated October 11, 2012 be received. DISPOSITION: Carried SUBJECT: WATER DEPARTMENT REPORT RES. NO. 7 Moved by Bodnar Seconded by Leatham RESOLVED that the September 2012 Water Department Report be received. DISPOSITION: Carried SUBJECT: BY-LAW ENFORCEMENT REPORT RES. NO. 8 Moved by Bodnar Seconded by Aldred RESOLVED that the By-law Enforcement Report for September 2012 be received. DISPOSITION: Carried j� October 11112...Pg 3 of 8 SUBJECT: DRAINAGE APPORTIONMENT(PEROVICH) RES. NO. 15 Moved by Bodnar Seconded by Aldred RESOLVED that the Council approves the agreement on share of drainage assessment on the Shiner Drain as requested by Alexander Perovich under Section 65(6) of the Drainage Act. Original Assessment New Assessment Concession 10 Pt. Lot 14 50.0 AC. 48.16AC. 1.84AC Benefit-$5250.00 Benefit-$5250.00 Benefit-$0 Outlet- $5851.00 Outlet-$5636.00 Outlet- $215.00 DISPOSITION: Carried SUBJECT: ASSET MANAGEMENT RES. NO. 10 Moved by Miller Seconded by Bodnar RESOLVED that the report from the Administrator/Treasurer re: Asset Management be received; AND that Council supports the application for Municipal infrastructure Investment Initiative Funding for Asset Management Expression of Interest; AND FURTHER that Council directs staff to complete the application for submission by October 22, 2012. DISPOSITION: Carried SUBJECT: MUNICIPAL CHRISTMAS PARTY RES. NO. 11 Moved by Leatham Seconded by Aldred RESOLVED that the report from the Administrator/Treasurer re: Municipal Christmas Party be received; AND THAT the Council, staff and fire departments Christmas dinner be held December 8th 2012 at the Elgin International Club. DISPOSITION: Carried SUBJECT: WAR OF 1812 COMMEMORATION RES, NO. 12 Moved by Miller Seconded by Leatham RESOLVED that the Mayor and Administrator/Treasurer be authorized to sign the Heritage Canada application for War of 1812 Commemoration. DISPOSITION: Carried SUBJECT: ACCOUNTS RES. NO. 13 Moved by Bodnar Seconded by Miller RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#10 amounting to $462,429.40 in settlement of General, Road,Water and Arena Accounts (including cheques#12542-12677). DISPOSITION: Carried f� 13 October 11112...Pg 4 of 8 SUBJECT: CORRESPONDENCE 1. Indian and Northern Affairs Canada re: Chippewas of the Thames Big Bear Creek Specific Claim Instruction: File 2. City of Hamilton—request support of a resolution regarding Emerald Ash Borer Action Plan Instruction: File 3. The Arts&Cookery Bank— letter of appreciation Instruction: File 4. Rodney& District Horticultural Society—letter of appreciation Instruction: File 5. Ann Smith—Santa Claus Parade—request for support Instruction: File 6. Ministry of Municipal Affairs and Housing—Provincial Policy Statement Review— Draft Policies Instruction: File 7.' Optimist Club of West Lorne—West Lorne Santa Claus Parade—support Instruction: RES. NO. 14 Moved by Aldred Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin supports the request of the Optimist Club of West Lorne to close Graham Road from Gilbert Street to entrance to West Elgin Secondary School on Friday November 30«', 2012 from 7:00 P.M. to 8:00 p.m. for the West Lorne Santa Claus parade. DISPOSITION: Carried 8. Jeff Yurek—MPP— Legislation regarding the Ability to Pay Act Instruction: RES. NO. 15 Moved by Miller Seconded by Leatham WHEREAS, the Municipality of West Elgin believes that arbitrators when undertaking a decision should be required to take into account the following criteria as outlined in Bill 121, the Ability to Pay Act, 2092, in addition to any other criteria provided by law; 1. National, provincial and local unemployment rates, economic growth rates and personal income levels. 2. A comparison, as between the employees and other comparable employees in the public and private sectors, of the terms and conditions of employment, including remuneration and benefits, and the nature of the work performed. 3. Inherent advantages in bargaining enjoyed by the employees because there is a monopoly on services, because the activities are not carried on for profit, or for both reasons. 4. If applicable, the mandate of elected officials. 5. The fiscal situation of the Municipality of West Elgin. 81+ October 11/12...Pg 5 of 8 RES. NO. 15 cont'd In applying the criteria, arbitrators shall assume that no tax rate will be increased to pay the costs of the decision or award. Arbitration cases within the entire broader public sector shall be settled within a tight timeline of 3 months. AND WHEREAS Bill 121, the Ability to Pay Act, 2092, will legislate these criteria and bring government employee wages back in line with what municipalities and taxpayers can afford to pay; THEREFORE BE IT RESOLVED that the Municipality of West Elgin calls on the Legislature of Ontario to pass the Ability to Pay Act, 2092. DISPOSITION: Carried 9. Ministry of Municipal Affairs & Housing—2012 Ontario West Municipal Conference details Instruction: Direction given to register council members 10. Optimist Club of West Lorne—request for letter of approval for Annual Adult Fun Night Instruction: RES. NO. 16 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin supports the holding of the Adult Fun Night at the Royal Canadian Legion in Rodney on February 23`', 2013 by the Optimist Club of West Lorne. DISPOSITION: Carried 11. Jaysene Palmer—letter regarding Havens Lake Road Instruction: File 12. Remi Begin —letter regarding Havens Lake Road Instruction: File 13, Denise Palmer—letter regarding Havens Lake Road Instruction: File 14. M. Neal—Comment Form re: Port Glasgow Secondary Plan Instruction: File 15. Charlie Johnston—Comment Form re: Port Glasgow Secondary Plan Instruction: File 16. Judy Regnier—Comment Form re; Port Glasgow Secondary Plan Instruction: File 17. Clayton Magan—Comment Form re: Port Glasgow Secondary Plan Instruction: File 18. Jeremy Bamford—Comment Form re: Port Glasgow Secondary Plan Instruction: File 19. City of Mississauga—request for support of a resolution regarding banning the sale of cats and dogs in pet stores Instruction: File r6 October 11/1 2_Pg 6 of 8 20. AMO • Watch File—September 13, 2012 • Ontario Progressive Conservative Party introduces "Ability to Pay Act, 2012" + Watch File September 20, 2012 • Ontario Government Announces Compensation Related Freeze • Watch File—September 27, 2012 • Highlights of September, 2012 Board Meeting + Watch File—October 4, 2012 Instruction: File 21. SCOR—Annual report Instruction: File 22. Elgin Clean Water Program—RBC Blue Water Project Awards $120,000 to Elgin County Conservation Authorities to Protect Water Quality Instruction: File 23. Elgin Group Police Services Board—Minutes—July 18, 2012 Instruction: File 24. Lower Thames Valley Conservation Authority—Board of Directors Minutes— August 16, 2012 Instruction: File 25, Ontario Good Roads Association—Nomination for directors Instruction: File RES. NO. 17 Moved by Aldred Seconded by Bodnar RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried SUBJECT: MINUTES RES. NO. 18 Moved by Bodnar Seconded by Miller RESOLVED that the minutes of the following committee meetings be received: West Elgin Recreation Committee—August 21, 2012 West Elgin Arena Board—September 11, 2012 DISPOSITION: Carried SUBJECT: COUNCIL ANNOUNCEMENTS The Deputy Mayor reported that the next Neighbourhood Watch meeting will be held on November 26r{'at 7:00 p.m. —presentations from OPP and EMS. She attended the Open House at the Rodney Fire Department and seven people attended. Councillor Aldred reported that he attended an ARC meeting at the end of September. The Committee is preparing recommendations on how to go forward during the construction period. Al� October 11/12...Pg 7 of 8 Councillor Leatham reported that the Rodney Fire Department attended 3 calls in September. The Christmas party was discussed at their last meeting and by vote, is supported. Councillor Miller reported that he, the Mayor, Deputy Mayor and Administrator[Treasurer attended the Chamber of Commerce AGM. Bill Denning will be Chair again. The Mayor reported that new provincial legislation that strengthens the role of SPCAs is forthcoming that may affect farmers. The province will be making an announcement soon about the transition for the horse racing industry and that we should support the horse industry in any way we can. SUBJECT: CLOSED SESSION RES. NO. 19 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss litigation or potential litigation (M.A.s.239(2)(e) DISPOSITION: Carried RES. NO. 20 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that advice was received from the municipal solicitor regarding a litigation matter. DELEGATION: ART LAWSON, SCOR Mr. Lawson provided a printed presentation to Council. He noted that their primary focus is to find money to fund projects, coordination between counties and municipalities, and set up partnerships. He outlined their key projects and accomplishments. SCOR has undertaken a Strategy Review in terms of economic development for the region and priority issues have been identified. Councillors Miller and Aldred left the meeting. DELEGATION: SHELLEY FLEMING, WEST ELGIN LIBRARY BRANDEE BLANCHARD& NICOLE MILLER,YOUTH INTERNS Ms. Fleming introduced Brandee Blanchard as the Youth Intern for the Rodney Library and Nicole Miller as Youth Intern for West Lorne Library. These students assist in the libraries from September to March. Ms. Blanchard and Ms. Miller gave a presentation outlining their roles at the libraries. They provide assistance in computer education and provide programs for children. Upcoming cyber camps for kids and adults for October were outlined. Ontario Library Week is October 141h to 20'". Ms. Fleming reported that monthly reports are provided to Elgin County Coordinator and Section Coordinator. An annual report is forwarded to Industry Canada. R17 October 11112...Pg 8 of 8 SUBJECT: CONFIRMATION BY-LAW RES, NO. 21 Moved by Bodnar Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on October 11'h, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 22 Moved by Bodnar Seconded by Leatham RESOLVED that a By-law to confirm the proceedings of the meeting held on October 11th, 2012 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-71 —Confirming By-law October 112012 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 23 Moved by Bodnar Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 3:40 p.m. to meet again on October 25th, 2012. DISPOSITION: Carried These minutes were adopted on the 8th day of November, 2012. Mayor Clerk IU MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN EMERGENCY MEETING OCTOBER 19, 2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Dug Aldred, Richard Leatham STAFF PRESENT: Scott Gawley AdministratorlTreasurer, Deputy Clerk DECLARATION OF PECUNIARY INTEREST: None SUBJECT: CALLING OF EMERGENCY MEETING RES. NO. 1 Moved by Leatham Seconded by Bodnar WHEREAS it is deemed necessary to hold an emergency meeting of Council to report to Council on matters of an urgent nature in closed session; THEREFORE BE IT RESOLVED that this emergency meeting of Council be convened at 9:00 a.m. on October 19", 2012. DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 2 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of Wes Elgin adjourn to a closed session to discuss litigation or potential litigation (M.A.s.239(e). DISPOSITION: Carried RES. NO. 3 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that direction has been given to the Municipal Legal Solicitor. October 19112...Pg 2 of 2 SUBJECT: CONFIRMATION BY-LAW RES. NO, 4 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the emergency meeting of Council held on October 19th, 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 5 Moved by Leatham Seconded by Bodnar RESOLVED that a By-law to confirm the proceedings of the emergency meeting of Council held on October 19th, 2012 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-72 —Confirming By-law October 19 2012. DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 6 Moved by Aldred Seconded by Bodnar RESOLVED that this Emergency Meeting of Council adjourn at 11:00 a.m. to meet again on October 251h, 2012. DISPOSITION: Carried These minutes were adopted on the 9th day of November, 2012. MAYOR CLERK Aao MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS OCTOBER 25,2012 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Scott Gawley Administrator/Treasurer Norma Bryant Clerk ALSO IN ATTENDANCE Ted Halwa Planning Consultant Gary Blazak Planning Consultant DECLARATION OF PECUNIARY INTEREST: The Mayor declared a conflict of interest with item B2. SUBJECT: ADOPTION OF AGENDA RES. NO. 1 Moved by Bodnar Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for October 25, 2012 as printed and circulated with the following additions: • 1:30 p.m.—Delegation—Port Glasgow Yacht Club • Other Business—loss of physician in Rodney DISPOSITION: Carried SUBJECT: PROPOSED SEVERANCE—LOT 9,CONCESSION 8 (SWAIN/PILKEY) Also in attendance: Michael Parezanovic RES, NO. 2 Moved by Aldred Seconded by Bodnar RESOLVED that the report from Community Planners re: Proposed Severance—Lot 9, Concession 8 (Swain/Pilkey) be received. DISPOSITION: Carried The Mayor declared a conflict of interest with the following item and left the meeting. The Deputy Mayor assumed the position of Chair. �q o-21 October 25 27112...Pg 2 of 5 SUBJECT: PROPOSED SEVERANCE—LOT 1, CONCESSION 13 (WIEHLE) Also in attendance: Manfred Wiehle RES. NO. 3 Moved by Leatham Seconded by Miller RESOLVED that the report from Community Planners re: Proposed Severance--Lot 1, Concession 13 (Wiehle) be received; AND that the application be approved in principal. DISPOSITION: Carried The Mayor returned to the meeting and resumed position of Chair. SUBJECT: RODNEY BUILDING PRODUCTS SITE PLAN Also in attendance: Ron Wilkins RES. NO. 4 Moved by Miller Seconded by Leatham RESOLVED that Council approves in principle the proposed site plan submitted by 1574288 Ontario Inc. (o/a Rodney Building and Metal Products)for lands located on part of Lot 6, Gore Concession. DISPOSITION: Carried SUBJECT: DRAFT PROVINCIAL POLICY STATEMENT RES. NO. 5 Moved by Bodnar Seconded by Aldred RESOLVED that the report from Community Planners re: Draft Provincial Policy Statement be received. DISPOSITION: Carried SUBJECT: SURPLUS RAILWAY LANDS—THOMPSON LIMITED After discussion of the proposed trail on Entergrus lands and the surplus Thompson land, Council directed that Entergrus be invited to attend council and staff prepare a report on liability and fencing issues relating to trails. SUBJECT: DRAFT PORT GLASGOW SECONDARY PLAN Mr. Blazak provided an overview of the draft Port Glasgow Secondary Plan. RES. N0. 6 Moved by Bodnar Seconded by Aldred RESOLVED that Council receive the Draft Port Glasgow Secondary Plan to be considered for approval at a Special Council meeting to be held on Thursday December 13th at 9:36.a.m. DISPOSITION: Carried Mr. Halwa and Mr. Blazak left the meeting SUBJECT: RODNEY SANTA CLAUS PARADE RES. NO. 7 Moved by Miller Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin supports the request of the Rodney Santa Claus Parade Committee to close Furnival �aa October 25 27112...Pg 3 of 5 RES. NO> 7 cont'd Road from Queen Street to Victoria Street on Saturday December 1st 2012 from 5:30 p.m. to 6:30 p.m. DISPOSITION: Carried SUBJECT: JOINT SERVICE AGREEMENT--BUILDING INSPECTION RES. NO. 8 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Clerk re: Joint Services Agreement— Building Inspection be received; AND that Council endorses the inclusion of the City of St. Thomas in the Joint Services Agreement for the provision of Plans Examination and Inspection Services on a cost recovery basis; AND that the necessary by-law be brought forward. DISPOSITION: Carried SUBJECT: LIVESTOCK CLAIM RES. NO. 9 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves payment of the livestock claim of Albert Van Bemmel for one Iamb ewe killed by a coyote valued at$300.00 subject to Mr. Van Bemmel meeting the requirements of OMAFRA for reimbursement of the claim. DISPOSITION: Carried SUBJECT: CORRESPONDENCE: 1. Elgin Federation of Agriculture re: farmland soars in tax value Instruction: File 2. Lori Parker—request to waive fees for use of West Elgin Recreation Centre for fundraising event RES. NO. 10 Moved by Bodnar 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 on November 17th and 18th, 2012 for a charity indoor yard sale. DISPOSITION: Carried 3. Intech Clean Energy—Rodney 2 project Instruction: File RES. NO. 11 Moved by Leatham Seconded by Miller RESOLVED that the correspondence be dealt with as per the instructions of Council as noted. DISPOSITION: Carried October 25 27112...Pg 4 of 5 DELEGATION: PORT GLASGOW YACHT CLUB Also in attendance: Chris Van Dongen, Wayne Reinhart, Rob Mote, and Whitey Denomme. Mr. Van Dongen reported to Council that there is an ongoing concern with the Great Lakes water levels. The Yacht Club is looking at dredging because of the low water level. It is estimated at$100,000. They have contacted MNR and have been advised that the municipality must fill out a permit as well. They are asking for municipal support in finding funding or the municipality pay for as it is an emergency. A plan must also be prepared for the disposal of the silt and lowering the docks. After discussion it was determined that a Board of Management meeting should be called as soon as possible and report back at the next council meeting. Mr. Van Dongen asked about the permit for piers. The piers would have rectified the problem of the silt. SUBJECT: ACCOUNTS RES. NO. 12 Moved by Miller Seconded by Leatham RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#10a amounting to$571,322.06 in settlement of General, Road,Water and Arena Accounts (including cheques#12678-12811). DISPOSITION: Carried SUBJECT: BY-LAW NO. 2012-73—JOINT SERVICES AGREEMENT— BUILDING INSPECTION SERVICES RES. NO. 13 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a by-law to authorize the execution of an agreement between the Corporation of the Municipality of West Elgin and the Corporation of the Town of Aylmer, the Corporation of the Municipality of Bayham,the Corporation of the Municipality of Central Elgin, the Corporation of the Municipality of Dutton/Dunwich, the Corporation of the Township of Malahide, the Corporation of the Township of Southwold and the Corporation of the City of St. Thomas for the sharing of building inspection services and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 14 Moved by Aldred Seconded by Leatham RESOLVED that a By-law to authorize the execution of an agreement between the Corporation of the Municipality of West Elgin and the Corporation of the Town of Aylmer, the Corporation of the Municipality of Bayham, the Corporation of the Municipality of Central Elgin, the Corporation of the Municipality of Dutton/Dunwich, the Corporation of the Township of Malahide, the Corporation of the Township of Southwold and the Corporation of the City of St. Thomas for the sharing of building inspection services be now read a third time and finally passed, signed, sealed and numbered By-law dumber 2012-73, Agreement re: sharing of building inspection services DISPOSITION: Carried R a� October 25 27112...Pg 5 of 5 SUBJECT: LOSS OF PHYSICIAN IN RODNEY The Mayor reported that he and Bill Denning have met with Dr. Tenki and is asking Council what they think should be done. Options include recruit a doctor on our own, use the county committee, go through Health Force Ontario. Councillor Aldred didn't think we could be classified as an underserviced area with the Community Health Centre numbers. The Mayor was directed to research the steps with the county. SUBJECT: CLOSED SESSION RES. NO. 15 Moved by Leathern Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss litigation or potential litigation. DISPOSPITION: Carried R4S. NO, 16 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried The Mayor reported that advice had been received from our solicitor on a litigation matter. SUBJECT: CONFIRMATION BY-LAW RES. NO. 17 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting of Council held on October 25tH 2012 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 18 Moved by Bodnar Seconded by Aldred RESOLVED that a By-law to confirm the proceedings of the meeting of Council held on October 25th, 2012 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2012-74— Confirming By-law October 25 2012 DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO. 19 Moved by Miller Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 3:10 p.m. to meet again on November 81h, 2012. DISPOSITION: Carried These minutes were adopted on the 8th day of November, 2012. MAYOR CLERK } The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: PAUL VAN VAERENBERGH C.R.S.I. DATE: NOVEMBER 8, 2012. SUBJECT: ROADS REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for October, 2012 BACKGROUND: 1. Clay was hauled from the Scott Pit stockpile to Marsh Line for shoulder repairs, ditch improvements were made as well. 2. Edge of pavement patching was completed on Queens Line from Kerr to Graham, this work is in preparation of completing this road in asphalt for 2013. 3. McColl Road and Grey Line tar and chip areas were Micro-surfaced under the F.G.T. grant. 4. Gravel roads were graded and pot holes were patched throughout the Municipality. 5. High winds in the closing days of the month brought down limbs as well as a few trees, no serious property damage was reported. DISCUSSION: Future work will include the following 1. Finish out the remaining quantity of"A" gravel resurfacing. 2. Continue preparations to winter control equipment 3. Attend refresher courses in winter control procedures respectfully Sub itte Reviewed by: Paul Van Vaerenbergh Scott aG wl Roads Superintendent Administrator/T asurer ✓�,; 0 L� The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: PAUL VAN VAERENBERGH C.R.S.I. DATE: NOVEMBER 8, 2012. SUBJECT: ROADS REPORT RECOMMENDATION: RECEIVE AND APPROVE INTRODUCTION: Winter control - hours of operation BACKGROUND: In previous years during the months of December— March a night shift was utilized to provide winter maintenance on the roads for the morning and late evening drive times. Recent traffic flow studies have found that between the hours of 9:00 pm and 5:00 am traffic counts are at their lowest. Due to the closure of some of the areas larger manufacturing facilities and the lack of 3 work shift operations in others, night-time maintenance on our roads at these times is servicing almost no traffic. DISCUSSION: Our current night shift is from 10:00 pm to 7:00 am. I am proposing 3:00 am to 12:00 pm, an early AM starting time, rather then an all night shift, would allow our major routes to be serviced prior to when the roads are at their busiest and still have two employees through a good portion of the day yet still be available for an early am call in (10:30 pm to 3:00 am) Day shift will be able to stay in the evenings until 9:00 pm. Leaving the roads for only 1 112 hours, well within the times set out in the Minimum Maintenance Standards. All that being said re-evaluation and a return to former hours may be necessary if winter weather is heavier and staff resources are unable to meet with the schedule. Respectf IIy S bmitted, Reviewed by: Paul Van Vaerenbergh tt Gawley, A. Roads Superintendent Administrator/Treasurer .1 ne Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, Parks and Recreation Superintendent DATE: November 8 2012 SUBJECT: Monthly Report RECOMMENDATION: Receive and File. INTRODUCTION: Monthly report for West Elgin Recreation. BACKGROUND: 1. The Horse Track: After the fair and the Tractor Pull the track horse track required some repairs and these are ongoing, the Road Department is making these repairs as time permits. 2. The Recreation Department is planning a Turkey Toss to take place at the West Lorne and Rodney Santa Claus Parades. What is a Turkey Toss you might ask ?. The willing participant will be required to toss a rubber ( as opposed to live ) turkey in a predetermined area, the distance of the toss will be recorded. The person tossing the turkey the furthest will receive a cash voucher from a local grocery store. There are set age groups to keep the competition fair. 3. Councillor Miller and daughter handed out the Potato Chips on Halloween at the Olde jail, Thanks to Councillor Miller, and Deputy Mayor Bodnar for supplying the chips.. 4. The pool as well as all of the outdoor facilities including the splash pad in Miller Park have been winterized. Final grass cutting has taken place and the annual leaf abatement program is well underway. 5. The arena is operating with few mechanical problems. The annual WLMH Black and Gold Tournament is being held on November 8,9,10, and 11. Arrangements have been made to avoid confusion or conflicts with the Remembrance Day Ceremony taking place in front of the arena. 6. The Christmas Decorations will be going up in West Lorne the week of November 12 2012. They historically are not put up until after November 11 out of respect for our Vetrans. 7. The sidewalk plow will be ready for December 1St as per our bylaw and the sidewalk inspections will also begin December 1 2012. 8. Unfortunately our new pick- up truck has not arrived yet. 9. The trucks that are to be sold at auction will be sold on November 10 2012 at Serene Acres, John Jonston presiding over the sale. Respectfully Submitted, Reviewed by: Jeff Slater Parks and Recreation Superintendent Scott Gawley, C.G.A. Administrator/Treasurer C- a� 4 The Municipality o�f West Agin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Recreation Superintendent Jeff Slater DATE: November 8 2012 SUBJECT: Floor Scrubber Purchase RECOMMENDATION: THAT Council approves the purchase of an Advance Adfinity 20ST—20"Auto scrubber as indicated. INTRODUCTION: The floor scrubber currently in use at the Recreation Centre was the retired floor scrubber from the arena, and is in need of replacement. It was taken over to the Recreation Centre when the new scrubber was purchased for the arena. DISCUSSION: The Recreation Superintendent recommends the purchase of this scrubber as it is the exact same unit in use at the arena, no training required, and it was the lowest priced unit when the arena purchases it in 2009. We have had only routine maintenance performed on the existing unit in the past three years. This is a budgeted Capital Expense for the Recreation Department. Respectfully Submitted, Reviewed by: Jeff Slater Scott Gawley, C.G.A. Recreation Superintendent Administrator/Treasurer Attachments 1. Machine Quotation. West Elgin Arena Holland Cade Supplier Description Pack Price Each ;Advance Adfinity 20ST-20"autoscrubber - Brush Drive - 10.5 gallon solution!recovery tanks - Offset scrub deck 1 squeegee allows scrubbing close to walls, without damaging machine or swalls - 29.9"curved squeegee 20"padholder - variable pad pressure up to 57 Ibs - extra pressure option up to 70 Ibs on-board charger Complete with: - two 12voit 1105 amphour wet cell batteries Each $ 5,220.00 _. -----_- -- - two 12volt/98 amphour maintenance free gel Each $ 5,725.80 batteries - Common Replacement Parts 1 Accessories 762-975 Squeegee Front Blade (#9096483000) Each $ 7.29 762-974 Squeegee Rear Blade (#9096484000) Each $ 11.66 390-277 20" Prolene Brush (#08837025) Each $ 138.33 West Elgin Arena -2/9/2012 N. i a g gam' The Municipality of West ..Agin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Community Emergency Management Coordinator DATE: November 8 2012 SUBJECT: Generator Investigation RECOMMENDATION: THAT Council approves the investigation on the supply and installation of an appropriately sized generator for the West Elgin Recreation Center. INTRODUCTION: As part of the Emergency Management Program for the Municipality of West Elgin we are to arrange for Emergency Shelters during storms or warming and cooling centres during prolonged power outages, or extreme weather conditions. DISCUSSION: The Rodney Station Fire Hall is designated as the Primary Emergency Operations Centre (EOC) for the Municipality of West Elgin; the Secondary Emergency Operations Centre is located in the West Lorne Complex. The Training Room or the Emergency Operations Centre is located at the rear of the Fire Hall. During the past two power outages that lasted for more than 12 hours the Rodney Fire Hall has been used as the Warming Centre. The challenge that this creates is three fold; first, it is out of town and the people that in fact need the service cannot get there. Second, during an Emergency of the size that would necessitate the EOC being activated the Fire Hail is going to in all likely hood be a very busy place taking care fire 1 rescue business and the added people there would not be beneficial. Third. There is no place to accommodate large numbers of people period. The Road shop or Public Works as they are often referred to in all likely hood will also be very busy. The congestion as well as the shear traffic congestion would not be beneficial or safe for members of the Public. The Management of Beattie Haven has in the past, offered the use of their facility. A facility further out of town and if the roads are badly damaged or impassable makes no sense. -2- During the most recent storm the staff of The West Elgin Community Health Centre brought a ratepayer to the Rodney Fire Hall for her to stay with us. Upon further investigation it was suggested to us that the Health Centre warming centre operates until 4:30 pm, Monday through Friday and after that time there are no staff available to supervise the operation, so users are taken elsewhere or left to their own devices. Currently the Municipality has neither Emergency Evacuation Shelter, nor shelter in general for the General Public to use. The Emergency Management Coordinator is trying to rectify this situation. There is no facility in the Rodney area that is not large enough, nor that has emergency power to neither accommodate an emergency evacuation, nor operate as a shelter for warming or cooling Emergencies, during a power failure. Therefore the Emergency Management Coordinator recommends to West Elgin Council that the logical choice for an Emergency Shelter is a Municipally owned facility such as the West Elgin Recreation Centre. The facility is central to the residents, the Municipality owns it, and controls it. Part and parcel to the primary shelter issue is a secondary shelter issue. There should also be a facility located in West Lorne to provide the same services to these residents, or at very least a secondary shelter to provide shelter to ratepayers should the Rodney Facility be unusable. As indicated before the West Lorne Complex is to be used as the Secondary EOC, therefore it will have limited value as a shelter should one be required. The only facility located in West Lorne that is equipped with generator capabilities and could house people temporarily is the West Elgin Community Health Centre. Investigations /discussions will be initiated to determine the feasibility of even considering that facility for this purpose. Work is underway to contact the various Service Groups and Church organizations to recruit volunteers to operate these centres should they be required, and the possibility of using their respective facilities for shelters should the need arise. Obviously not all of these facilities will, nor should they be outfitted with generators. It is however in the Municipalities best interest to have at least a primary and secondary Evacuation 1 Shelter Centre that is equipped to operate in a powerless situation. Respectfully Submitted, Reviewed by: Jeff Slater Scott Gawley, G.A. CEMC Administrator Treasurer ' 4m � OF a yLd 7 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: November 8, 2012 SUBJECT: Monthly Water Report RECOMMENDATION: That Council Received and File the Water Department Monthly Report. INTRODUCTION: To report the major monthly activities of the Water Department. DISCUSSION: • Lead sampling throughout the water distribution system was completed in accordance the Ministry Requirements. • Hydrant Flushing throughout the distribution system will be completed for 2012 this month. • David Wemyss and Waterloo Bio-filter is at the Port Glasgow with the water department doing investigation and repairs to the system and will have a report for next council meeting. • The Rodney Water Tower was operated by the portable stand-by generator for 28 hours during the power outage and will be an item for replacement in the 2013 budget. No major incidences occurred during the outage. • The water department is helping Jim winterize the Trailer Park. Respectfully Submitted, IScott Gawie�y //' Chad Y om Administrator/Ty asurer Acting O.R.O. - Distribution r • Ontario Ministry of the Environment WEST ELGIN DRINKING WATER SYSTEM Drinking Water System Inspection Report DWS Number: 260091117 Inspection Number: 1-954Z4 Date of Inspection: Feb 01, 2012 Inspected By: Barry Moncrieff Ministry of the Environment �ra Drinking Water System Inspection Report Ontario Table of Contents Table of Contents Owner Information 2 Inspection Details 3 Inspection Summary 6 Introduction 6 LMR—Source 6 LMR—Capacity Assessment 7 LMR—Treatment Processes 7 LMR—Distribution System g LMR—Operations Manuals 8 LMR—Logbooks g LMR—Contingency/Emergency Planning g LMR—Security 10 LMR—Certification and Training 10 LMR—Water Quality Monitoring 10 LMR—Water Quality Assessment 13 LMR—Reporting and Corrective Actions 14 LMR—Other Inspection Findings 14 Non Compliance with Regulatory Requirements and Actions Required 16 Summary of Best Practice Issues and Recommendations 18 Signatures 19 Appendix A: Drinking Water System Components Description Appendix B: Municipal Drinking Water Licence and Drinking Water Work Permit Appendix C: Permit(s)to Take Water Appendix E: MOE Audit Sample Results Appendix F: Inspection Rating Record Ministry of the Environment Yr- Ontario Drinking Water System Inspection Report OWNER INFORMATION: Company Name: WEST ELGIN, THE CORPORATION OF THE MUNICIPALITY OF Street Number: 22413 Unit Identifier: Street Name: HOSKINS Line City: RODNEY Province: ON Postal Code: N01-2C0 CONTACT INFORMATION Type: Owner Name: Joanne Groch Phone: (519) 785-0560 Fax: (519) 785-0644 Email: jgroch @westelgin.net Title: Chief Administrative Officer Type: Operating Authority Name: Dale Lebritton Phone: (519) 768-9925 Fax: (519) 785-0644 Email: dlebritton @ocwa.com Title: Senior Operations Manager, Elgin Middlesex Hub Type: Operating Authority Name: Cindy Sigurdson Phone: (519) 768-9925 Fax: (519) 785-0644 Email: csigurdson @ocwa.com Title: Process and Compliance Technician Type: Operating Authority Name: Mike Kilita Phone: (519) 785-0560 Fax: (519) 785-0644 Email: watersupt @westelgin.net Title: Water Superintendent Report Generated for moncrieffba on 06/03/2012(dd/mm/yyyy) Page 2 of 19 DWS M 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(ddlmmlyyyy) raj Ministry of the Environment �r Ontario Drinking Water System Inspection Report INSPECTION DETAILS: DWS Name: WEST ELGIN DRINKING WATER SYSTEM DWS Address: 9210 GRAHAM RD WEST LORNE NOL 2PO County/District: West Elgin MOE District/Area Office: London District Health Unit: ELGIN-ST. THOMAS HEALTH UNIT Conservation Authority NIA MNR Office: N/A DWS Category: Large Municipal Residential DWS Number: 260091117 Inspection Type: Announced Inspection Number: 1-954Z4 Date of Inspection: Feb 01, 2012 Date of Previous Inspection: Feb 18, 2011 DRINKING WATER SYSTEM COMPONENTS DESCRIPTION Site(Name): Raw Water Intake Type: Source Sub Type: Surface Water Comments: Raw water is drawn through a 700 mm diameter, polyethylene, primary intake pipe located 610 m into Lake Erie at a depth of 5.7 m.An additional 600 mm diameter stand-by intake is located along the shoreline adjacent to the low lift pumping station. The primary intake pipe is equipped with one (1) 2- inch chlorine solution line for zebra mussel control.A raw water sampling line extends through the primary intake pipe into the intake crib, prior to pre-chlorination. There is no chlorine or raw water sampling line installed for the stand-by intake pipe. The low lift pumps and wet wells are housed in the low lift pumping station. The chlorination equipment is located inside the chemical building, adjacent to the low lift pumping station. Raw water is conveyed from the low lift pumping station via an inlet valve chamber by four(4)fixed speed vertical turbine pumps each rated at 85L/s at a dynamic head of 77.4m. The low lift station is equipped with two(2) 10 mm coarse wire mesh stainless steel screens which filter larger debris before the source water is transported to four(4) wet wells. Each wet well is equipped with a sonic level sensor to monitor water levels. Two(2) 1500m long and 400mm diameter raw water transmission lines provide raw water from the low lift pumping station to the new water treatment plant. Backup power is supplied by a 200kW generator located at the low lift electrical building. Site (Name): Water Treatment Plant Type: Treated Water POE Sub Type: Treatment Facility Report Generated for moncrieffba on 06/03/2012(dd/mm/yyyy) Page 3 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(dd/mm/yyyy) Ministry of the Environment Ontario Drinking Water System Inspection Report Comments: The new water treatment plant building is located approximately one kilometer north of the original facility which has since been decommissioned. Water is pumped from the low lift pumping station and directed to four (4) self cleaning motorized microstrainers. Downstream of the microstrainers is an on-line continuous turbidity meter and chlorine residual analyzer which is used in conjunction with the addition of chlorine for zebra mussel control. Water which has passed through the microstrainers is pumped to one of four(4) membrane filtration racks each rated at 75 L/s net capacity. The filtration racks also consist of individual flow and turbidity meters. The SCADA system is programmed so that there is an automatic shutdown when turbidity from the individual filter racks exceed 0.3 NTU for 600 seconds(10 minutes). There is a backwash and secondary recovery system in place which consists of one (1) 17m3 reverse filtrate recovery tank, two (2) reverse filtrate(backwash) pumps, two (2) reverse filtrate recovery (backwash recovery) pumps and two (2) reverse filtrate recovery strainer(strainer backwash recovery)together with appropriate valving and piping. Sodium hypochlorite solution addition for primary and secondary disinfection occurs upstream of the treated water reservoir for primary disinfection and downstream of the high-lift pumps for secondary disinfection residual maintenance. Sodium hypochlorite for primary disinfection is applied by one of two(2)chemical metering pumps, each rated at 150L/hr prior to entering one of two (2)2,276m3 above grade glass fused steel storage tanks. Trim sodium hypochlorite addition is applied by one of two(2)chemical metering pumps, each rated at 60L/hr. UV can be used for backup primary disinfection if there is a failure in the sodium hypochlorite system. Backup power is supplied by a 750kW generator, complete with fuel tank and exhaust system, at the membrane filtration plant. Site(Name): Water Treatment Plant Type: Other Sub Type: Treatment Facility Comments: Water directed from the membrane filtration process can also undergo Advanced Oxidation Process (AOP) or backup disinfection. The AOP system consists of two (2) 300mm diameter Ultra Violet(UV) reactors each rated at 831Js in AOP mode or 1661-Is when used in back up disinfection mode. The setup consists of high intensity medium pressure lamps providing a dose of 40mJ/cm2, UV intensity sensor and an automatic on-line sleeve cleaning system. The AOP system utilizes UV light, Hydrogen Peroxide and Sodium Hypochlorite for taste and odour control. Hydrogen peroxide is added prior to the UV reactors via two (2) chemical metering pumps, rated at approximately 11 L/hr. Site(Name): Process Wastewater Type: Other Sub Type: Other Comments: Residual Management consists of one (1) outdoor concrete settling tank with a gravity overflow to a two basin constructed wetland prior to overflow to the municipal drain. Process waste water is generated through back filtration, Enhanced Flux Maintenance (EFM)and Clean-In-Place (CIP) processes. These processes are used for cleaning membrane modules which produce spent chemical wash solution which is then pumped to a neutralization tank. Prior to pumping the wastewater to the settling tank the solution is treated to a neutral pH and zero free chlorine residual. Citric Acid and Caustic Soda for the CIP membrane cleaning process is supplied by two (2) (1-citric and 1-caustic chemical pump), two (2) 9.5m' CIP chemical tanks and two (2)454L day tanks. Sodium bisulphate solution for the neutralization process is supplied by one (1) chemical pump which pumps from one (1)454L day tank. Report Generated for moncrieffba on 06/03/2012(ddlmmlyyyy) Page 4 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(dd/mm/yyyy) }�7 Ministry of the Environment Ontario Drinking Water System Inspection Report Site (Name): West Lorne Standpipe Type: Other Sub Type: Reservoir Comments: Water storage consists of a 38.6 metre steel standpipe constructed in 1984, it has a capacity of 2889 cubic metres and includes a valve chamber with interconnected piping, associated valves and appurtenances. Site (Name): Rodney Tower Type: Other Sub Type: Reservoir Comments: An elevated water storage tank that consists of a 40 metre metal tower constructed in 1993. It has a capacity of 1200 cubic metres and contains an overflow pipe and drain pipe which discharge into a storm sewer. The tower houses an altitude valve and associated piping and valves as well as electrical and control panels. Site (Name): Distribution System Type: Other Sub Type: Other Comments: The West Elgin Water Treatment Plant supplies water to the following communities: Eagle, New Glasgow, Rodney, West Lorne, Dutton-Dunwich, Southwest Middlesex, Bothwell and Newbury as well as a Highway#401 Service Station. The primary transmission line from the Water Treatment Plant consists of 6 km of 16"AC line installed in 1980 and ends at the West Lorne Standpipe. The West Elgin Water Supply System serves a population of approximately 2700 individuals in the municipality of West Elgin. The West Elgin Distribution System consists of the Rodney Tower, approximately 190 fire hydrants, five metering chambers and seven air release chamber. The meter pits on Talbot Line, Silver Clay, Marsh Line and Pioneer serve the Rodney area. Site (!Name): Iona Re-Chlorination Facility Type: Other Sub Type: Treatment Facility Comments: The Iona Re-Chlorination Facility is composed of one (1) re-chlorination station with an above-ground building located near the hamlet of Iona on the Talbot Line at Iona Road (NAD 27, UTM Zone 17, 0467141 m East, 4730881 m North). The facility includes one (1) constant speed sodium hypochlorite solution feed pump, together with associated chemical solution feed lines, control panel, ventilation system,valves and piping. The chlorination system includes: -secondarylstandby equipment for the existing sodium hypochlorite feed system including one (1) sodium hypochorite metering pump rated at 1.29 Llh and paced to flow; -one (1) 200 L sodium hypochlorite solution tank; -secondary spill containment ; and -two (2) on-line free chlorine residual analyzers, one (1) analyzer measuring the residual of the incoming supply and one (1) analyzer measuring the residual of the outgoing supply. Report Generated for moncrieffba on 06/03/2012(ddlmmlyyyy) Page 5 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM [late of Inspection: 01/0212012(ddlmmlyyyy) Ministry of the Environment Ontario Drinking Water System Inspection Report INSPECTION SUMMARY INTRODUCTION The primary focus of this inspection is to confirm compliance with Ministry of the Environment legislation and authorizing documents such as Orders and Certificates of Approval, as well as evaluating conformance with Ministry drinking water related policies and guidelines during the inspection period. The Ministry is implementing a rigorous and comprehensive approach in the inspection of drinking water systems that keys on the source,treatment and distribution components of the system as well as management practices. This drinking water system is subject to the legislative requirements of the Safe Drinking Water Act, 2002 (SDWA) and regulations made therein, including Ontario Regulation 970103, "Drinking Water Systems" (O.Reg.170103). This inspection has been conducted pursuant to Section 81 of the SDWA. This report is based on a "focused" inspection of your system. Although the inspection involved fewer activities than those normally undertaken by a detailed inspection, it contained most of the elements required to assess key compliance issues. Your system was chosen for a focused inspection during this inspection cycle because inspection findings over the past three years were such that the number of violations were minimal or non existent,there were few or no orders issued to you that were of significance in the maintenance of water potability and there were no deficiencies as defined in 0. Reg. 172103. The undertaking of a focused inspection at your drinking water system during this year's inspection cycle does not ensure that a similar type of inspection will be conducted at any point in the future. Documents and records reviewed with this report include, but are not limited to: -Ministry of the Environment Municipal Drinking Water Licence (Licence No. 043-101, Issue No. 2) - Ministry of the Environment Drinking Water Works Permit(Permit No. 043-201, Issue No. 2) -The Ministry of the Environment Permit To Take Water#0815-6QQH9A -The Municipality of West Elgin Operations and Maintenance Manual for the Distribution System -The Ontario Clean Water Agency Operations and Maintenance Manual for the Water Treatment Plant -The Municipality of West Elgin and Ontario Clean Water Agency operational and maintenance documents and records from February 1, 2011 to December 15, 2011 SOURCE Measures were in place to protect the water source in accordance with a Permit and Licence or Approval issued under Part V of the SDWA. The Lower Thames Valley Conservation Authority (LTVCA) has the mandate to comply with the requirements of the Ministry of the Environment Clean Water Act (CWA). The lower Thames Valley Assessment Report for the West Elgin Water Drinking Water System under the CWA defines the Intake Protection Zones (IPZ)for primary and emergency intakes as well as potential threats to the drinking water source. The Source Protection Committee is presently in the process of producing a Source Protection Plan for this water system. Further details pertaining to the Assessment Report and the Source Protection Plan can be obtained the LTVCA. Report Generated for moncrieffba on 0610312012(ddlmmlyyyy) Page 6 of 19 DWS#: 280091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(dd/mmlyyyy) Ministry of the Environment >r Ontario Drinking Water System Inspection Report CAPACITY ASSESSMENT * There was sufficient monitoring of flow as required by the Permit and Licence or Approval issued under Part V of the SDWA The owner and operating authorities for the West Elgin Drinking Water System has installed flow meters both within the water treatment plant and at locations throughout the distribution system that allow for accurate monitoring of water volumes at all times. These locations include: -flow volumes for source water(Iona Interconnect and Lake Erie), at locations within the plant as well as volumes leaving the plant -flow volumes at Eagle, Marsh Line, Silver Clay, and the West Lorne and Rodney Water Towers Flows are monitored and recorded through the SCADA system located at the water treatment plant, There is a read only SCADA monitor located at the Rodney Water Tower to allow municipal staff access to system monitoring data. * The owner was in compliance with the conditions associated with maximum flow rate or the rated capacity conditions in the Permit and Licence or Approval issued under Pant V of the SDWA. The Municipal Drinking Water Licence 043-101 Issue No. 2 Schedule C Condition 1 (Performance Limits)for the West Elgin Drinking Water System (WEDWS) has a rated capacity of 12,160 and 1,600 cubic meters per day for the West Elgin Water Treatment Plant and the Iona Interconnect, respectively.According to the flow measurement records maintained by the Ontario Clean Water Agency, the WEDWS operates at about 25-35% of the rated capacity throughout the year. TREATMENT PROCESSES * The owner had ensured that all equipment was installed in accordance with the Permit and Licence or Approval issued under Part V of the SDWA. Currently the West Elgin Drinking Water System operates under the Municipal Drinking Water Licence(Licence No. 043-101 Issue No. 2) and Drinking Water Works Permit(Permit No. 043-201 Issue No. 2) (DWWP). The equipment is installed as per the DWWP Schedule A(Drinking Water System Description). In February 2011, the owner and operating authority replaced the Reverse Filtration Recovery (RFR) System manual strainer with a 300 micrometer automatic microstrainer. The owner and operating authority complied with the terms and conditions prescribed in Schedule B conditions 4.1, 4.2 and 4.3 of the DWWP. * Records indicated that the treatment equipment was operated in a manner that achieved the design capabilities required under Ontario Regulation 770103 or a Permit, Licence or Approval issued under Part V of the SDWA at all times that water was being supplied to consumers. According to the Procedures for Disinfection of Drinking Water in Ontario, the West Elgin Water Treatment Plant(WEWTP) must provided a minimum of 2-log (99%) removal or inactivation of Cryptosporidium oocystes, 3-log (99.9%) removal or inactivation of Giardia cysts and a 4-log (99.99%) removal or inactivation of viruses for primary disinfection before water is delivered to the first consumer. The WEWTP receives log removal/inactivation credits as specified in the Municipality of West Elgin New Water Treatment Plant Design Brief(Stantec Consulting Ltd., June 27, 2007). They include: -greater than 2-log removal of Cryptosporidium oocysts, greater than 3-log removal/activation of Giardia cysts and 0.5-log removal/inactivation of viruses from the PALL membrane system -3.5-log removal/inactivation of viruses and 0.5-log removal/inactivation of Giardia cysts from the UV disinfection process or through the chlorine contact time. Monthly SCADA reports for the inspection period demonstrate that the treatment system was operated to meet the requirements established by the Ministry of the Environment O. Reg. 170/03. Report Generated for moncrieffba on 06/03/2012(ddlmmlyyyy) Page 7 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(ddlmmlyyyy) Ministry of the Environment Ontario Drinking Water System Inspection Report TREATMENT PROCESSES Records confirmed that the water treatment equipment which provides chlorination or chloramination for secondary disinfection purposes was operated so that at all times and all locations in the distribution system the chlorine residual was never less than 0.05 mg/I free or 0.25 mg/I combined. * The primary disinfection equipment was equipped with alarms or shut-off mechanisms that satisfied the standards described in Section 1-6 (1) of Schedule 1 of Ontario Regulation 170103. The West Elgin Water Treatment Plant has installed the PALL membrane system for primary disinfection. The operating authority, the Ontario Clean Water Agency, has developed and implemented the PALL System Critical Alarm Standard Operating Procedure (SOP)to acknowledge and respond to a series of alarms related to the operation of the membrane system. When an event causes a PALL membrane system alarm to sound, the plant is shutdown until the operator rectifies the alarm. The procedure specifies that operator responding to the alarm document all actions taken during the response in the facility logbook.A review of the facility logbook and SCADA trending reports verifies that the procedure is administered as prescribed. The plant also uses sodium hypochlorite for primary disinfection. However, the UV system is designed to be able to provide back up to the sodium hypochlorite for primary disinfection. The UV disinfection system is designed to meet the legislative requirements. These include the following: -warm up mode (no water to pass through reactor until bulbs have reached the required temperature) -requires a dose of 40 mj/cm2 -flow must not exceed 166 Us -90% UV Transmittance -calculations of UV dose, flow rates, UV Transmittance, UV lamp status are provided every 4 hours Although the UV disinfection system is used as a back-up for primary disinfection, it is tested monthly to ensure the system is functioning as prescribed in O. Reg. 170103 and the Municipal Drinking Water Licence. Monthly SCADA test data provided by the operating authority during the inspection verifies that the system meets legislative requirements. * The Operator-in-Charge had ensured that all equipment used in the processes was monitored, inspected, and evaluated. DISTRIBUTION SYSTEM Backflow preventers were installed at each service connection to Industrial/Commercial/Institutional and agricultural process that were considered high hazard facilities. According to the Overall Responsible Operator(ORO) and records provided by the municipality, backflow preventers are installed at high risk facilities. However, the municipality has not maintained records for annual backflow preventer testing as prescribed in The Corporation of the Municipality of West Elgin's By-Law 2007-107 Section 9 (Testing of Devices). The municipality's adherence with the by-law and testing requirements under Section 9 are addressed in another area of this report. OPERATIONS MANUALS Report Generated for moncrieftba on 06103/2012(ddlmmlyyyy) Page 8 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(ddlrnmlyyyy) t� Ministry of the Environment Ontario Drinking Water System Inspection Report OPERATIONS MANUALS The operations and maintenance manuals contained plans, drawings and process descriptions sufficient for the safe and efficient operation of the system. The Ontario Clean Water Agency maintains comprehensive Operations and Maintenance Manual (O&MM) at the West Elgin Water Treatment Plant that include plans, drawings and process descriptions for all areas of the water treatment plant, the Iona Interconnect and the portion of the distribution system up to and including the West Lorne Standpipe. The Municipality of West Elgin maintains an O&MM for the remainder of the distribution system. After assessing the O&MM for the municipality, it was determined that it lacked procedures required in the Municipal Drinking Water Licence 043-101. Corrective action is prescribed in another area of this report. The operations and maintenance manuals did not meet the requirements of the Permit and Licence or Approval issued under Part V of the SDWA. During the review of the The Corporation of the Municipality of West Elgin Operations and Maintenance Manual, it was determined that the owner/operating authority for the distribution system did not comply with all conditions specified in Condition 16.0 of the Municipal Drinking Water Licence 043-101 Issue No. 2. They include: - Procedures specified in the Drinking Water Works Permit 043-201 Issue No. 2 Schedule B Condition 2.0, 3.0 and 4.0. - Procedures for the Disinfection of Drinking Water in Ontario. - Procedures for the maintenance and/or repair of the distribution system monitoring equipment (Condition 16.2.4), main break repair, water main flushing, valve and hydrant maintenance, system pressure maintenance, backflow prevention and cross-connection control measures. - Procedures for reporting prescribed AWQls and corrective actions. -Contingency plans and procedures for the provision of adequate equipment and material to deal with emergencies, upset conditions and equipment breakdown. More specifically accurate contact information and an on-call procedure that utilizes OCWA personnel when municipal staff are not readily available. LOGBOOKS Records or other record keeping mechanisms confirmed that operational testing not performed by continuous monitoring equipment was being done by a certified operator, water quality analyst, or person who suffices the requirements of O. Reg. 170103 7-5. Municipal operational staff maintain records on the operation and maintenance of the distribution system in logbooks located at the Rodney Water Tower office.Archived logbook records are stored at the Wastewater Treatment Plant on Pioneer Line. OCWA operator log records are maintained at the West Elgin Water Treatment Plant, Iona Interconnect and the West Lorne Standpipe. Operational records reviewed during the 2011 inspection confirm that operational testing not performed by continuous monitoring equipment was being done by a certified operator who suffices the requirements of O. Reg. 170103 7-5. CONTINGENCY/EMERGENCY PLANNING The contingencylemergency plan was not available for reference by all staff as required by the Permit and Licence or Approval issued under Part V of the SDWA. The ORO for the West Elgin distribution system was unable to provide evidence that meets Condition 16.2.5 prescribed in the Municipal Drinking Water Licence 043-101 Issue No. 2. More specifically, an accurate emergency/contingency plan that includes an up-to-date contact list and procedures that coordinate on-call activities with the Ontario Clean Water Agency (OCWA)when municipal staff are not available to respond were not readily available for staff to reference. Report Generated for moncdeffba on 06/03/2012(dd/mm/yyyy) Page 9 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(dd/mm/yyyy) r • Ministry of the Environment l- Ontario Drinking Water System Inspection Report SECURITY All storage facilities were completely covered and secure. The West Elgin Drinking Water System has four(4) water storage structures. They include two (2) above grade glass fused steel storage tanks each with 2,276 cubic meter capacity, the West Lorne Standpipe with 2,889 cubic meter capacity and the Rodney Water Tower with 1,200 cubic meter capacity.All of the above are covered, surrounded by a security fence, and possess intrusion alarms.Access is permitted by authorized personnel only. Air vents and overflows associated with reservoirs and elevated storage structures were equipped with screens. The owner had provided security measures to protect components of the drinking-water system. During the inspection it was observed that meter and valve chambers as well as water storage facilities were secured with locks, intrusion alarms, fencing and/or signage to prevent entry by unauthorized individuals. CERTIFICATION AND TRAINING • The overall responsible operator had been designated for each subsystem. The Overall Responsible Operator(ORO) for West Elgin Water Treatment Plant is Dale LeBritton. Cindy Sigurdson or another qualified operator act as ORO in the absence of Mr. LeBritton. Michael Kllita acts as the ORO for the distribution system component of the West Elgin Water Supply System. In the absence of Mr. Kalita, Chad Yokom assumes the role of ORO. All operators above possess the required level of certification to act as an ORO. Operators in charge had been designated for all subsystems which comprised the drinking- water system. • Only certified operators made adjustments to the treatment equipment. According to the logbook entries and maintenance log records made by the Ontario Clean Water Agency, only certified operators made adjustments to the treatment equipment. WATER QUALITY MONITORING • All microbiological water quality monitoring requirements for distribution samples were being met. The combined microbiological sample results for the two operating authorities, the Municipality of West Elgin and the Ontario Clean Water Agency (OCWA), exceed the requirement prescribed in 0. Reg. 170103 Schedule 10-2. The municipality is the operating authority for the distribution system while OCWA is the operating authority for the portion of the distribution system from the Water Treatment Plant at Eagle to the West Lorne Water Tower. OCWA also collects microbiological water samples from the Iona Interconnect. Sample results verify that four(4) distribution samples are collected each week by OCWA while the municipality collects five (5) each week. This exceeds the minimum requirement of ten (10) microbiological samples for each month. • All microbiological water quality monitoring requirements for treated samples were being met. The Ontario Clean Water Agency collects the treated water sample each week to meet the requirements prescribed in O. Reg. 170103 Schedule 10-3. Report Generated for moncrieffha on 06103/2012(ddlmmlyyyy) Page 10 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(ddlmmlyyyy) r • Ministry of the Environment Ontario Drinking Water System Inspection Report WATER QUALITY MONITORING * All inorganic water quality monitoring requirements prescribed by legislation were conducted within the required frequency. The current inspection period is from February 1, 2011 to December 15, 2011. Records demonstrate that the operating authority, the Ontario Clean Water Agency (OCWA), collects and tests for Schedule 23 (inorganic Parameters) in January each year. During the inspection, it was verified that sampling and testing for Schedule 23 was undertaken by OCWA in January 2011 and 2012. * All organic water quality monitoring requirements prescribed by legislation were conducted within the required frequency. The current inspection period is from February 1, 2011 to December 15, 2011. Records demonstrate that the operating authority, OCWA, collects and tests for Schedule 24 (Organic Parameters) in January each year. During the inspection, it was verified that sampling and testing for Schedule 24 was undertaken by OCWA in January 2011 and 2012. * All trihalomethanes water quality monitoring requirements prescribed by legislation were conducted within the required frequency. As referenced in the 2010 Ministry of the Environment inspections report, the introduction of the membrane filtration technology at the new water treatment plant in 2009 has resulted in an increase in the Trihalomethane (THM) concentrations(a disinfection by-product) in treated water leaving the plant, within the West Elgin distribution system and those drinking water systems that receive water from the West Elgin Drinking Water System (WEDWS). The systems receiving water from the WEDWS include Dutton-Dunwich, Southwest Middlesex, Bothwell and Newbury Distribution Systems. THM standard in 0. Reg. 169103 is expressed as a running annual average with a value not to exceed 100 ug/L.Although the THM analytical results do not exceed the standard established in 0. Reg. 169103, results are consistently above 70 ug/L within the distributions systems receiving water from the WEWTP and on occasion have exceeded 100 ug/L. As a result of the elevated levels, OCWA has increased the frequency of water sampling for THM analysis and are now monitoring at the point at which water leaves the West Elgin Water Treatment Plant(WEWTP) and the West Lorne Standpipe. These sample results show a range from 25 ug/L (July 13, 2011) to 60 ug/L(October 28, 2011). Also, the same laboratory results show chloroform concentrations ranging from 19 ug/L(November 24, 2011) to 43 ug/L(October 28, 2011). THM samples collected within the West Elgin Distribution System show results as follows: 84 ug/L (Dymock Line, February 2, 2011), 66 ug/L(Hwy. #401 Service Centre, May 4, 2011), 81 ug/L(Hwy. #401 Service Centre, July 28, 2011) and 73 ug/L(Port Glasgow, November 2, 2011). OCWA has also collected water samples at the WEWTP for Haloacetic Acids (HAA), a disinfection by-product related to THMs.An HAA standard presently does not exist under 0, Reg. 169103. Concentrations of HAA at the WEWTP ranged from 12 ug/L(April 11, 2011) to 22 ug/L(October 5, 2011). The Ministry of the Environment identified the THM issue in the 2010 inspection report and was informed by the operating authority that a consultant was retained to conduct a study to determine the source of elevated THMs as well as equipment and procedures needed to reduce the levels. Although the owner and operating authority have implemented some strategies to mitigate the problem, elevated concentrations still persist. The Ministry of the Environment recommends later in this report that the owner and operating authority develop and implement a management strategy/plan that addresses the THM issue in the short and long term. * All nitrate/nitrite water quality monitoring requirements prescribed by legislation were conducted within the required frequency for the DWS. Analytical test results provided by the operating authority show that samples were collected for nitrate-nitrite in April (0.238 mg/L), July (0.19 mg/L) and October(0.188 mg1L) of 2011. Report Generated for moncrieffba on 06/0312012(ddlmmlyyyy) Page 11 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 0110212012(ddlmmlyyyy) Ministry of the Environment �r Ontario Drinking Water System Inspection Report WATER QUALITY MONITORING • All sodium water quality monitoring requirements prescribed by legislation were conducted within the required frequency. A sample was last collected and tested for sodium in May 2009. As per O. Reg. 170103, water must be sampled and tested for sodium every 60 months. • All fluoride water quality monitoring requirements prescribed by legislation were conducted within the required frequency. A sample was last collected and tested for flouride on May 2009.As per O. Reg. 170103, water must be sampled and tested for fluoride every 60 months. • All water quality monitoring requirements imposed by the Permit and Licence or Approval issued under Part V of the SDWA were being met. • All sampling requirements for lead prescribed by schedule 15.1 of O. Reg. 170103 were being met. • All sampling requirements for alkalinity and pH prescribed by schedule 15.1 of O. Reg. 170103 were being met. All continuous monitoring equipment utilized for sampling and testing required by O.Reg.170103, or approval or order,were equipped with alarms or shut-off mechanisms that satisfied the standards described in Schedule 6. OCWA has developed and implemented a series of Standard Operating Procedures (SOP)for operational staff to follow in the event an alarm is enunciated.As per the SOPS, chlorine, pH and turbidity continuous analyzers are equipped with alarms that are enunciated when levels are above or below the established setpoints, if the continuous monitoring equipment malfunctions or there is a loss of power to the continuous analyzer. The SOPS incude: -SCADAAlarms - Discharge UV Chlorine Analyzer Alarms - Distribution Free Chlorine and pH Analyzer Alarms - Distribution Free Chlorine High Lift Shutdown Alarms - Iona Re-Chlorination and Interconnection Alarms - PALL System Critical Alarms Suctions Header Free Chlorine and pH Analyzers During the inspection, the alarm logs, SCADA trending and logbook entries maintained by the operating authority were reviewed. It is concluded that continuous monitoring equipment being utilized for sampling and testing is equipped with alarms or shut-off mechanisms which satisfy the standards described in s. 6-5(1) 5 under Schedule 6 of O.Reg. 170103. All continuous analysers were calibrated, maintained, and operated, in accordance with the manufacturer's instructions or the regulation. Report Generated for moncrieffba on 06/03/2412(ddlmmlyyyy) Page 12 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/0212012(ddlmmlyyyy) r • Ministry of the Environment r Ontario Drinking Water System Inspection Report WATER QUALITY MONITORING Operators were examining continuous monitoring test results and they were examining the results within 72 hours of the test. The West Eligin Water Treatment Plant facility logbook entries verify that the requirement in O. Reg. 170103 s. 6-5(1)3. is met. The Ontario Clean Water Agency has developed the Standard Operating Procedure 72 Hour Review of Continuous Monitoring Equipment for operational staff to follow, Primary disinfection chlorine monitoring was being conducted at a location approved by Permit, Licence or Approval issued under Part V of the SDWA, or attnear a location where the intended CT had just been achieved. The secondary disinfectant residual was measured as required for the distribution system. The Municipality of West Elgin operational staff monitor chlorine residual within the distributions system in accordance with O. Reg. 170103 Schedule 7-2 (4) and (6). Results are recorded in the operators logbook which is maintained and located in the staff office at the Rodney Water Tower. Records confirmed that chlorine residual tests were being conducted at the same time and at the same location that microbiological samples were obtained. Laboratory Certificates of Analysis for microbiological sample results for the distribution system and the West Elgin Water Treatment Plant show that chlorine residuals are being conducted and recorded at the same time and same location that microbiological results are obtained. • Continuous monitoring equipment that was being utilized to fulfill O. Reg. 170103 requirements was performing tests for the parameters with at least the minimum frequency specified in the Table in Schedule 6 of O. Reg. 170103. • All continuous monitoring equipment that was being utilized to fulfill O. Reg. 170103 requirements was recording data with the prescribed format. • Continuous monitoring of each filter effluent line was being performed for turbidity. The treatment system utilizes four(4) membrane filtration racks with effluent flow and turbidity monitoring for each rack. Monthly SCADA reports show that the membrane filtration process meets the criteria prescribed in the Procedure for Disinfection of Drinking Water in Ontario. More specifically, records show that the filtrate from each filter is being continuously monitored for turbidity and the performance criterion for filtered water turbidity is less than or equal to 0.1 NTU in 99%of the measurements each month. • Testing for parameters required by legislation, Order, or a Permit, Licence or Approval issued under Part V of the SDWA was conducted by laboratories in Ontario licenced to test for that parameter, or by eligible laboratories outside Ontario. Microbiological and chemical sample testing required under O. Reg. 170103 is conducted by SGS Lakefield Research Ltd. at 657 Consortium Court, London, ON N6E 2S8, a laboratory approved by the Ministry of the Environment. The owner/operating authorities use the above mentioned laboratory. WATER QUALITY ASSESSMENT The inspector collected audit samples during the inspection, Audit samples were collected on February 8, 2012 at the West Elgin Water Treatment Plant and at various locations within the distribution system. __ _ ..... .__........... ...... Report Generated for moncrieffba on 06/03/2012(ddlmmlyyyy) Page 13 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01102/2012(dd/mmlyyyy) Ministry of the Environment Ontario Drinking Water System Inspection Report REPORTING & CORRECTIVE ACTIONS k All reporting requirements for lead sampling were complied with as per schedule 15.1-9 of O.Reg. 170/03. Where required continuous monitoring equipment used for the monitoring of chlorine residual and/or turbidity triggered an alarm or an automatic shut-off, a qualified person responded in a timely manner and took appropriate actions. After reviewing SCADA trending data and alarm logs as well as facility logbook entries, it is concluded that operators responded as specified in Schedule 6-5(1)5. When the primary disinfection equipment, other than that used for chlorination or chloramination, has failed causing an alarm to sound or an automatic shut-off to occur, a certified operator responded in a timely manner and took appropriate actions. The Ontario Clean WaterAgency has developed a series of Standard Operating Procedures for responding to alarms enunciated at the West Elgin Water Treatment Plant. These are listed earlier in the report. Facility logbook entries and alarm logs specify details including the time the operator responded, analyzed and corrected the problem indicate that operators responded to the alarms in a timely manner and took appropriate action to correct the problem. OTHER INSPECTION FINDINGS The following instance(s)of non-compliance were also noted during the inspection: During the 2011 inspection, it was identified that the emergency water intake off shore from the water treatment plant did not appear to be maintained or in a fit state of repair.An underwater intake pipe inspection was completed by Watech Services Inc. (London) on October 6 and 7, 2010. The 2011 Ministry of the Environment required the owner/operating authority to develop a strategy and plan for the effective management of the emergency intake pipe. The strategy and plan shall include justification and timelines for its decommissioning or upgrade, renovation, etc. The owner/operating authority was required to submit a plan to the author of the report by October 31, 2011. A plan was authored by the Ontario Clean Water Agency and submitted to the Tri-County Management Committee in late August, 2011. The Tri-County Management Committee passed a resolution to implement an option to rehabilitate the exiting intake structure and for the Ontario Clean Water Agency to stop work and report to the committee if the rehabilitation cannot proceed. The Ministry received the documentation pertaining to this matter on September 13, 2011. According to the owner/operating authority, the intake was located and marked in early February 2012.An engineering consulting firm has been retained to evaluate options to rectify the issue and report to the Tri-County Management Committee in April 2012, Since the issue is outstanding and unresolved, it remains as a non-compliance under the Safe Drinking Water Act(2002) section 11(1)2.(ii). The following issues were also noted during the inspection: During the inspection the following issues were identified. 1.As described earlier in this inspection report, elevated trihalomethane levels continue to occur in drinking water systems receiving water from the West Elgin Water Treatment Plant. 2. The read-only SCADA monitor is located at the Rodney Water Tower, OCWA maintains the SCADA system at the West Elgin Water Treatment Plant and provided the municipality with specific parameters at the tower. No data is provided for chlorine residual leaving the plant, Glencoe Reservior and flows for the West Elgin north chamber. 3. The operating authority for the municipal distribution system: Report Generated for moncrieffba on 0610312012(ddlmmlyyyy) Page 14 of 19 DWS#; 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/0212012(ddlmmlyyyy) Ministry of the Environment �r Ontario Drinking Water System Inspection Report OTHER INSPECTION FINDINGS -is not maintaining records demonstrating that testing of backflow devices as prescribed in the municipal By-Law 2007-107 Section 9 is being administered. -does not have a written policy that facilitates communication between the fire department and the owner/operating authorities that operate and maintain the West Elgin Water Supply System. -does not use an electronic work order system to coordinate and track operational and maintenance activities associated with managing the distribution system. -does not collect microbiological, trihalomethane and chlorine residual sample at station WE-7 frequently Report Generated for moncrieffba on 06/03/2012(ddlmmlyyyy) Page 15 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(ddlmmlyyyy) �� Ministry of the Environment r Ontario Drinking Water System Inspection Report NON-COMPLIANCE WITH REGULATORY REQUIREMENTS AND ACTIONS REQUIRED This section provides a summary of all non-compliance with regulatory requirements identified during the inspection period, as well as actions required to address these issues. Further details pertaining to these items can be found in the body of the inspection report. 1. The operations and maintenance manuals did not meet the requirements of the Permit and Licence or Approval issued under Part V of the SDWA. During the review of the The Corporation of the Municipality of West Elgin Operations and Maintenance Manual, it was determined that the owner/operating authority for the distribution system did not comply with all conditions specified in Condition 16.0 of the Municipal Drinking Water Licence 043-101 Issue No. 2. They include: - Procedures specified in the Drinking Water Works Permit 043-201 Issue No. 2 Schedule B Condition 2.0, 3.0 and 4.0. - Procedures for the Disinfection of Drinking Water in Ontario. - Procedures for the maintenance and/or repair of the distribution system monitoring equipment(Condition 16.2.4), main break repair, water main flushing, valve and hydrant maintenance, system pressure maintenance, backflow prevention and cross-connection control measures. - Procedures for reporting prescribed AWQIs and corrective actions. -Contingency plans and procedures for the provision of adequate equipment and material to deal with emergencies, upset conditions and equipment breakdown. More specifically accurate contact information and an on-call procedure that utilizes OCWA personnel when municipal staff are not readily available. Action(s) Required: The owner/operating authority for the West Elgin Distribution System shall review, edit and update the Operations and Maintenance Manual to ensure that all components listed in the Municipal Drinking Water Licence (Licence Number 043-101 Issue No. 2) Schedule B Condition 16.0 and pertinent to the system are met. The owner/operating authority shall provide a copy of the Operations and Maintenance Manual that meets the requirement under Condition 16.0 to the author of this report by July 31, 2012. 2. The contingencylemergency plan was not available for reference by all staff as required by the Permit and Licence or Approval issued under Part V of the SDWA. The ORO for the West Elgin distribution system was unable to provide evidence that meets Condition 16.2.5 prescribed in the Municipal Drinking Water Licence 043-101 Issue No. 2. More specifically, an accurate emergency/contingency plan that includes an up-to-date contact list and procedures that coordinate on-call activities with the Ontario Clean Water Agency (OCWA) when municipal staff are not available to respond were not readily available for staff to reference. Action(s) Required: The owner shall review and update the emergency/contingency plan to include an accurate contact list and a procedure that coordinates on-call activities with the Ontario Clean Water Agency(OCWA)when municipal staff are not available to respond as prescribed in Condition 16.2.5 of the Municipal Drinking Water Licence 043-101 Issue No. 2. This information shall be made available to operational and municipal staff. The Ministry of the Environment will verify that the above requirement is met during the 2013 municipal drinking water inspection. 3. The following instance(s) of non-compliance were also noted during the inspection: During the 2011 inspection, it was identified that the emergency water intake off shore from the water treatment plant did not appear to be maintained or in a fit state of repair.An underwater intake pipe inspection was completed by Watech Services Inc. (London) on October 6 and 7, 2010. The 2011 Ministry of the Environment required the owner/operating authority to develop a strategy and plan for the effective management of the emergency intake pipe. The strategy and plan shall include justification and timelines for its decommissioning or upgrade, renovation, etc. The owner/operating authority was required to submit a plan to the author of the report by October 31, 2011. Report Generated for moncrieffba on 06/03/2012(dd/mmlyyyy) Page 16 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01!0212032(ddlmmlyyyy) Ministry of the Environment Ontario Drinking Water System Inspection Report Aplan was authored by the Ontario Clean Water Agency and submitted to the Tri-County Management Committee in late August, 2011. The Tri-County Management Committee passed a resolution to implement an option to rehabilitate the exiting intake structure and for the Ontario Clean Water Agency to stop work and report to the committee if the rehabilitation cannot proceed. The Ministry received the documentation pertaining to this matter on September 13, 2011. According to the owner/operating authority, the intake was located and marked in early February 2012.An engineering consulting firm has been retained to evaluate options to rectify the issue and report to the Tri- County Management Committee in April 2012. Since the issue outstanding and unresolved, it remains as a non-compliance under the Safe Drinking WaterAct(2002) section 11(1)2.(ii). Action(s) Required: The owner/operating authority shall submit an updated strategy and plan that includes justification and timelines for the emergency intake pipe upgrade and renovation by June 30, 2012. Report Generated for moncrieftba on 06103/2012(ddlmmlyyyy) Page 17 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(ddlmmlyyyy) s � � Ministry of the Environment r Ontario Drinking Water System Inspection Report SUMMARY OF BEST PRACTICE ISSUES AND RECOMMENDATIONS This section provides a summary of all best practice issues identified during the inspection period. Details pertaining to these items can be found in the body of the inspection report. Best Management Practices are recommendations and not mandatory requirements, but may lead to safe drinking water for the consumer. In the interest of continuous improvement in the interim, it is recommended that owners and operators develop an awareness of the following practices and consider measures to implement them so that all drinking water systems continuously improve their processes. 1. The following issues were also noted during the inspection: During the inspection the following issues were identified. 1.As described earlier in this inspection report, elevated trihalomethane levels continue to occur in drinking water systems receiving water from the West Elgin Water Treatment Plant. 2. The read-only SCADA monitor is located at the Rodney Water Tower. OCWA maintains the SCADA system at the West Elgin Water Treatment Plant and provided the municipality with specific parameters at the tower. No data is provided for chlorine residual leaving the plant, Glencoe Reservior and flows for the West Elgin north chamber. 3. The operating authority for the municipal distribution system: -is not maintaining records demonstrating that testing of backflow devices as prescribed in the municipal By-Law 2007-107 Section 9 is being administered. -does not have a written policy that facilitates communication between the fire department and the owner/operating authorities that operate and maintain the West Elgin Water Supply System. -does not use an electronic work order system to coordinate and track operational and maintenance activities associated with managing the distribution system. -does not collect microbiological, trihalomethane and chlorine residual sample at station WE-7 frequently Recommendation: The author of this report recommends implementation the following: 1. The owner and operating authorities develop and implement a management strategy/plan that addresses the THM issue in the short and long term. 2. The owner and operating authorities review the parameters provided to the read-only SCADA monitor at the Rodney Water Tower to improve the overall monitoring and management of the distribution system 3. The operating authority for the municipal distribution system: -administer By-Law 2007-107 as prescribed in Section 9 (Testing of Devices) -create a written poicy that facilitates communication between the fire department and the owner/operating authorities during fire hydrant maintenance -investigate the use of an electronic work order system to track operational and maintenance activities associated with managing the distribution system -conduct microbiological, THM and chlorine residual sampling and testing at station WE-7 Report Generated for moncrieffba on 0 610312012(dd/mm/yyyy) Page 18 of 19 DWS#: 2$0091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 01/02/2012(ddlmm/yyyy) 1 a r�j Ministry of the Environment r Ontario Drinking Water System Inspection Report SIGNATURES Inspected By: Si nature: (Provincial Officer): Barry Moncrieff Reviewed &Approved By: Signature: (Supe isor): Tom CiUbio Crr� Review &Approval Date: X01 Note:This inspection does not in any way suggest that there is or has been compliance with applicable legislation and regulations as they apply or may apply to this facility. It is, and remains, the responsibility of the owner and/or operating authority to ensure compliance with all applicable legislative and regulatory requirements. -----------. _. _..._. .._.. Report Generated for moncriettba on 06/03/2012(ddlmmlyyyy) Page 19 of 19 DWS#: 260091117 WEST ELGIN DRINKING WATER SYSTEM Date of Inspection: 0110212 0 1 2(ddlmmlyyyy) \� OF ! 4 rn�1lfll y c , 79ss,a� The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA I. BRYANT, CLERK DATE: NOVEMBER 8, 2012 SUBJECT: BY-LAW ENFORCEMENT REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for October, 2012 BACKGROUND: File # Nature of Complaint Action Taken Status 11- 206 Building Under investigation OPEN 12- 230 Untidy and Order issued OPEN 248 Grass COMPLIANT CLOSED 255 Building Under investigation OPEN 257 Grass Order issued OPEN Respectfully Submitted, Reviewed by: �- Norma I. B ry�an t M BA,AMCT ote_rtt Gawc�le' -,�..� C.G.A. Clerk Administrator/Treasurer t� Of II•• Vyv4tis rV� Q w � 2 � 19 V The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: November 8,2012 SUBJECT: 3rd Quarter Financial for the Municipality of West Elgin RECOMMENDATION: That report from the Administrator/Treasurer be received & filed as presented. INTRODUCTION: The following report is an update of the maintenance expenditures as at September 301" compared to the 2012 Approved Budget, along with a staff projection of the 2012 yearend. Each of the Senior Staff have reviewed their department budget with the Administrator/Treasurer and attached is a Financial Summary of the Y-T-D (Year to Date) results and a projection of the 2012 yearend. The results are projecting a surplus position of$181,127.00 from maintenance activities, the revenue and capital projections will be provided at the next council meeting, along with the allocation to 2012 reserves for Council's review and approval. DISCUSSION: The following major variances from the approved 2012 maintenance budget are as follows: General Government: 2012 Sept Y-T-D 2012 Budget Actual Projection $1,031,600 $ 614,412 $ 941,675 • Council Salaries and expenditures are under budget resulting in a saving of$ 7,500. • Office supplies are under budget with the deferral of office equipment replacement until 2013. • Insurance premiums and deductibles are expected to be under budget based on the results of the RFP Quotes for our insurance renewal accepted at the August 91h council meeting. • Grants to organizations in West Elgin is below budget based on the actual number of requests received in 2012. Protection to Persons/Property: 2012 Sept Y-T-D 2012 Budget Actual Projection $1,425,943 $ 852,153 $1,417,549 A rebate from 2011 Actual O.P.P. costs was received in April. Transportation Services: 2012 Sept Y-T-D 2012 Bu. dget Actual Projection $1,947,250 $1,492,371 $1,891,250 • Road Maintenance Projects were completed as planned including Gravel Resurfacing, Bridge & Culvert maintenance, and increased roadside mowing due to the good growing season. • Fuel costs were reduced due to the reduction of winter control with the mild winter and the West Elgin new gravel pit approvals still outstanding. • Sidewalk repairs were delayed due to the availability of the contactor in 2012, to be addressed in the 2013 Budget. • Streetlight repairs remaining at the 2011 level. Environmental Services: 2012 Sept Y-T-D 2012 Budget Actual Projection $2,724,759 $1,425,532 $2,724,301 • No major variances are expected, however it should be noted that any variance in Water and Sewer maintenance and operations will be allocated to a reserve account for the future benefit of the users of the Water and Sewer system. RecreationlCultural Services: 2012 Sept Y-T-D 2012 Budget Actual Projection $940,250 $589,650 $913,900 • The projected saving in the operating and maintenance cost of the arena for 2012 will be offset in a decrease in Arena Revenue. • Increase in maintenance and repairs at the municipality's pool were mainly related to the repair of the security system, damage to the pool liner in late August. • A reduction of labour at the parks in 2012. • All programs planned were completed in 2012. Planning/Development: 2012 Sept Y-T-D 2012 Budget Actual Projection • The secondary plan for the Port Glasgow Area is on budget and will be presented to Council on December 13, 2012. Attached is summary of the approved Departmental Budgets. Respectfully Submitted, n Scott Gawle7 Paul Van Vaerenbergh Jeff ater Norma Bryant Administrators Public Works Recreation Clerk Treasurer Superintendent Superintendent MUNICIPALITY OF WEST ELGIN EXPENDITURES TO SEPTEMBER 30,2012 Maintenance Expenditures: 2011 2012 2012 2012 ACTUAL BUDGET ACTUAL PROJECTED Total - General Government: $ 856,559 $ 1,031,600 $ 614,412 $941,675 Total Protection to Persons/property: $ 1,284,368 $ 1,425,943 $ 852,153 $ 1,417,549 Total Transportation Services: $ 1,829,235 $ 1,947,250 $ 1,492,371 $ 1,891,250 Total Environmental Services $ 2,614,940 $ 2,724,759 $ 1,425,532 $ 2,724,301 Total Recreation/Cultural Services $ 875,247 $ 940,250 $ 589,650 $ 913,900 Total Planning/Development $ 189,438 $ 218,500 $ 96,665 $ 218,500 Total Debenture Payments $ 154,465 $ 140,754 $ 22,975 $ 140,754 Total Maintenance Expenditures: $ 7,803,453 11 $ 8,429,056 11 $ 5,093,760 11 $ 8,247,929 MUNICIPALITY OF WEST ELGIN EXPENDITURES TO SEPTEMBER 30,2012 Maintenance Expenditures: 2011 2012 2012 2012 ACTUAL BUDGET ACTUAL PROJECTED GENERAL GOVERNMENT Members of Council $ 82,721 $ 94,500 $ 59,799 $87,000 Office - wages, benefits $ 385,591 $ 452,000 $ 317,718 $446,900 Conferences, mileage,courses $ 7,873 $ 10,000 $ 4,061 $7,500 Memberships, subscriptions $ 3,411 $ 5,000 $ 3,635 $5,000 Legal fees $ 41,874 $ 50,000 $ 43,928 $55,000 Audit $ 16,300 $ 17,000 $ - $17,000 Office supplies $ 45,142 $ 71,500 $ 48,152 $59,800 Miscellaneous Projects $ 64,528 $ 31,000 $ 22,339 $31,000 Buildings $ 40,557 $ 69,500 $ 13,816 $55,625 Taxes/drain charges written off $ 355 $ 30,000 $ 2,364 $30,000 Grants to organizations $ 100,575 $ 125,000 $ 63,846 $75,000 Elections $ 910 $ 900 $ 865 $900 Tax Sales $ 225 $ 2,000 $ - $2,000 Interest paid & bank charges $ 28,059 $ 25,500 $ 2,066 $25,500 Licencing office $ 35,852 $ 43,700 $ 29,373 $40,450 911 $ 2,586 $ 4,000 $ 2,449 $3,000 Total - General Government: $ 856,559 $ 1,031,600 $ 614,412 $941,675 PROTECTION TO PERSONS/PROPERTY Fire $ 345,068 $ 369,430 $ 88,598 $374,000 Police sub committees - Community Policng $ 418 $ 500 $ 338 $500 Policing $ 822,135 $ 928,714 $ 670,531 $917,700 Building/plumbing/emerg planning $ 64,182 $ 69,500 $ 45,013 $69,500 Animal control $ 19,673 $ 19,684 $ 13,139 $19,684 Compensation - livestock claims $ 611 $ 3,875 $ 1,962 $2,500 Compensation - fenceviewers $ 260 $ 600 $ 25 $25 By-law Enforcement $ 1,365 $ 2,000 $ 907 $2,000 Conservation Authority $ 28,198 $ 29,525 $ 29,525 $29,525 Conservation Auth -projects $ 2,458 $ 2,115 $ 2,115 $2,115 Total Protection to Persons/property: $ 1,284,368 $ 1,425,943 $ 852,153 11 $ 1,417,549 2011 2012 2012 2012 ACTUAL BUDGET ACTUAL PROJECTED TRANSPORTATION SERVICES Roads - Maintenance $ 609,059 $ 732,200 $ 679,053 $732,200 Roads - Equipment/Fuel $ 209,479 $ 191,500 $ 110,225 $182,500 Roads - Staffing $ 672,169 $ 690,000 $ 518,186 $690,000 County roads $ 199,962 $ 155,000 $ 92,083 $155,000 Sidewalks $ 33,351 $ 60,000 $ 20,906 $21,000 Streetlights $ 43,140 $ 50,000 $ 26,470 $42,000 Transit Services $ 62,075 $ 68,550 $ 45,448 $68,550 Total Transportation Services: $ 1,829,235 11 $ 1,947,250 $ 1,492,379 $ 1,891,250 ENVIRONMENTAL SERVICES Rodney Sewer Maintenance $ 211,148 $ 227,766 $ 139,882 $227,766 West Lorne Sewer Maintenance $ 235,207 $ 246,995 $ 152,471 $246,995 Rodney Collections $ 40,782 $ 44,346 $ 29,188 $41,000 West Lorne Collections $ 81,372 $ 83,500 $ 53,949 $82,500 Landfill/recycling $ 215,449 $ 228,112 $ 145,861 $232,000 Cemetary maintenance $ 1,500 $ 3,000 $ - $3,000 West Elgin water system $ 769,629 $ 831,500 $ 314,939 $831,500 Infrastructure/waterline projects West Elgin Primary Water System $ 1,059,053 $ 1,059,540 $ 589,242 $1,059,540 Total Environmental Services $ 2,614,140 11 $ 2,724,759 $ 9,425,532 $ 2,724,309 RECREATION/CULTURAL SERVICES Arena $ 279,020 $ 299,050 $ 149,554 $290,000 Parks & Recreation - Centre $ 26,152 $ 33,800 $ 26,550 $33,600 Parks & Recreation - Pool $ 99,831 $ 99,700 $ 101,482 $113,200 Parks & Recreation - Parks $ 175,223 $ 198,300 $ 139,619 $187,000 Parks & Recreation - Facilities $ 18,991 $ 24,000 $ 16,971 $20,000 Parks & Recreation - Administration $ 51,095 $ 61,500 $ 24,963 $55,500 Parks & Recreation - Marina & Park $ 12,560 $ 17,000 $ 13,468 $15,700 Port Glasgow Trailer Park $ 155,780 $ 166,900 $ 96,926 $166,900 LibrarV $ 56,594 $ 40,000 $ 20,118 $32,000 Total Recreation/Cultural Services $ 875,247 $ 940,250 11 $ 589,650 $ 913,900 PLAN N I NG/DEVELOPM ENT Drainage $ 49,301 $ 44,500 $ 26,447 $44,500 Planning & zoning $ 90,434 $ 105,000 $ 59,860 $105,000 CIPIWL Heritage Plan/Dev chgs $ 35,568 $ 55,000 $ 80 $55,000 Economic Development $ 14,135 $ 14,000 $ 10,279 $14,000 Total Planning/Development $ 189,438 IL$ 218,500 11 $ 96,66511 $ 218,500 2011 2012 2012 2012 ACTUAL BUDGET ACTUAL PROJECTED DEBENTURE PAYMENTS Tile Drainage - tax roll $ 27,106 $ 27,106 $ 22,975 $27,106 Municipal drain debentures $ 8,418 $ 8,272 $ - $8,272 Waterline debentures $ 118,941 $ 105,376 $ - $105,376 Total Debenture Payments $ 154,465 11 $ 140,754 $ 22,975 $ 140,764 OF 4nF co\ e s _) U Y m <7 7�1'9�♦ The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA I. BRYANT, CLERK DATE: NOVEMBER 8, 2012 SUBJECT: CHRISTMAS OFFICE HOURS RECOMMENDATION: THAT Council approves Policy HR-1.11 and the necessary by-law be brought forward. BACKGROUND: It has been normal practice to close the municipal office between Christmas and New Year's. DISCUSSION: In the past, the office has been closed from noon on Christmas Eve to 8:30 a.m. on January 2"d. The approval of this policy would formalize this practice. Office staff uses their vacation credits to cover the days the office is closed. More specifics are noted in the attached proposed policy. The Roads, Water and Recreation Departments are not closed. However, staff may save vacation time to use for this Christmas period at the discretion of the Department Head. If called in for an emergency, the vacation saved can be carried over to the next year. Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA,AMCT %" cott Gawley, C'G.A. Clerk Administrator/Treasurer Attachments Draft Policy HR-1.11 MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resourced Index No. HR-1.11 Section: Benefits Effective Date: Subject: Christmas Office Hours Revision Date: Page: 1 of 1 1 PURPOSE: 1.01 To establish a policy for office hours for Christmas period. 2 POLICY: 2.01 In accordance with Policy HR-1.7, Christmas Day, Boxing Day and New Year's Day are paid holidays. 2.02 In accordance with Policy HR-1.7, full-time employees are granted one-half paid holiday on December 24th of each year. 2.03 In accordance with Policy 1-113-1.7, where a paid holiday fails on a Saturday or Sunday, the next working day will be taken off. 2.04 In general, the office shall be closed from noon on December 24th to 8:30 a.m. on January 2"d, 2.05 Exceptions to 2.04 above would occur if New Year's Day falls on a Saturday or Sunday. In both these cases, the office would open on January 3rd. 2.06 Employees shall use vacation time for the days the office is closed (usually 3 days). Or, alternatively in accordance with Policy HR-4.2, office employees may used banked time (time accumulated in lieu of 1 hour lunch). 2.07 If required to attend the office during this time period, these days may be carried over to the next year. 2.08 Notification of closed office hours shall be advertised in the Chronicle and on the web. 3 ADMINISTRATION: 3.01 The Administrator shall ensure this policy is followed. 4 ATTACHMENTS: 4.01 None Council authorization: �. OF V v4yF v N CL = M Fn U rn 2 n �� 1896'N\ The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: November 8, 2012 SUBJECT: Chief Building Official RECOMMENDATION: That retirement of Lorne McLeod as the Chief Building Official for the Municipality of West Elgin be accepted with regret; AND FURTHER that the Administrator/Treasurer bring a report back to Council's December 20, 2012 meeting with options for Chief Building Official for the Municipality of West Elgin; AND FURTHER that letter be sent to Lorne for the appreciation of his over 30 years of service to the municipality. INTRODUCTION: Lorne McLeod CBO for the Municipality of West Elgin, Municipality of Dutton- Dunwich and Township of Southwold has.presented his intention to retire at the end of March 2013. DISCUSSION: For over the past thirty years Lorne has been the Chief Building Official for the municipality and the three municipalities have worked co-operatively together to receive building inspection services from Lorne McLeod -- CBO and Doug Mitton — Building Inspector. A number of options are available for providing the services needed from a Chief Building Official. Respectfully Submitt , 'Scott Gawley Administrator/Treasurer Z The Municipality of Vest Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: November 8, 2012 SUBJECT: Household Hazardous Waste Day RECOMMENDATION: For information only. INTRODUCTION: A joint Household Hazardous Waste Day was held on Saturday October 27, 2012 at the Dutton/Dunwich Public Works Garage. DISCUSSION: A total of 223 vehicles were processed, 107 from Dutton/Dunwich and 116 from West Elgin. Comments received were positive with residents being appreciative of the fact that they have a safe and easy way to dispose of their hazardous materials. A summary of materials collected this year, as well as comparison back to 2005 is attached. Respectfully Submitted, Reviewed by: Norma 1.Bryant, HonBA,AMCT Scott Gawley, C.G.A. Clerk Administrator/Treasurer Attachment: Household Hazardous Waste Day data N N N N N a N N N N N ¢7 (D Cl) N N N Q) a) a) a) Y N 0 tU a) W Y O O {U a) a) cO O O N j _ Y TL. TL. M T L L L CN N 0 0 0 0 0 0 0 0 O O � p p 0 D 0000 OOO 00 O LO L LO N O T- M N r M M M r LO — LO LO N N N N 07 N N N N OD (D N N N 0 N (D OD Y N M N 2 2 00 LO M N Q - - r �+ w ±+ r N 0 O 0 0 0 0 a O O N " 0 0 0 O Q 0 v N VT 'tOw N � M — N ~ � � O � W CD N C> et O M M Q N N N N N a cm 00 O N N N co 0 LO 0) M Y O M N a) a) (D co r r L L L L L L L L L L L C w w T T � �_+ = Q p r r ~+ = N N r M N 00 0 0 Q O O p r Q O Q N v Q 0 Cl 0 0 O 00 O N O O = T D 000MrM Mrs OD 04 r- CD O O M r Oi N N N N F N N N N Q M 0 f� O fn N � 0 O N N r) (D i O r M M N O M N N W 0 0 O O r 0 0 0 O Q M Q O 0 0 0 0 0 0 0 O p p E O Q r N T M (D T (D c M T U") O G N N f33 N a N N N N 07 O � ^ U) Y Y O M M 00 f` 2 Y 2 .Y 2 N N N 1 0 v v C O = O0 ._ O = � t = p r {n = CD M T T N 0 0 0 0 0 M O O co O U") = 0 N N LO Q N '# N N N N a N N N f0] fn is p O N a) as N Y a) a) a) Y 2 Y O 0 2 ti M O CD N O O 0 0 0 0 Q N O M O O CN U7 T T N N N N N N ^ O � W N N � N 2x L? M � r d" rncc� S N OO Q 000 O 000 (D 0 Q p 0 0 � N r r- 0 00 M W U fn tr _ � a j 0 U? N 00 0 N Q U Q 0 0 .-.Q c CO— N co — I o0 Q I i J L d Q) C I r r Q ro ..LL T N f 7 O3 i e N J a) .� L (D 2 - - Q N N N: U E � uL� V c 0 O O V :O N fn UO Y T 5 Nr =r U� JO m o o �� OQmUm c c fn a�`�y .a� L '� Y - i� �` cI a) of � �� (D a) C '2 fSG �. W -o � 0 U 0 N a) m Mn B E w o W En 0 j 3 (D j E m (U w I E +: ¢ (� tU fUn @ °3 aXi E E m w c (N6 rn a7 rn E m 0 0 Ol O OL Q 2 ?z a55aa Li � -jLiLL0-CLV) .DH zoo �FC�lSr.�n ! gg qq Municipality Of West Elgin and Council. Oct. 19 2012 As concerned citizens of West Elgin we want to see Havens Lake Road preserved and utilized the way the Havens family intended when they donated this land in good faith to the people of this community. None of the donated land should be sold to a private developer, this valuable parcel of land should be kept for future generations to enjoy and use. Why should council allow this to happen as we have no idea what the future holds at this time, after four years we must question why this developer has done nothing to develop land he already owns. He controls vast areas of land which would be much easier to get started on and more accessible. Witnessing the work and many improvements over the years the Marina has been transformed into a beautiful peaceful area for all to enjoy, thanks to the Port Glasgow Yacht Club. Another concern is the many tourists and boats that come into the area to fish and use the beach.The road needs to be safe and wide without more pedestrian traffic on main entry and exit lanes. We should not destroy this precious hillside, Seaside should build their dream on their own land and not destroy our hillside and scenic view. We are not against new development but build on your own land. The planning committee should recognize this issue is very sensitive to a lot of the residents of this community, this is lakefront property and should be preserved for it's natural beauty and view remain public control like originally intended. Thanks Frank and Irene Sura Siverclay Line Rodney b", South Central Ontario Region Economic Development Corporation (SCOR EDC) 4 Elm Street, Tillsonburg, ON N4G OC4, P: 519-842-6333 F: 519-842-7123 E: gm(a),scorregio .corn Aww.scorrecgion.com w\&w.scorbus_inessportel.com October 11, 2012 Bernhard Wiehle Municipality of West Elgin P. O. Box 490 Rodney, Ontario NOL 2C0 Dear Mayor Wiehle; On behalf of the entire Board of South Central Ontario Region Economic Development Corporation (SCOR EDC) I would like to thank you and the entire council, for allowing SCOR EDC to present to Council. In the short time that SCOR EDC has been incorporated we have accomplished a lot together. SCOR EDC continues to focus on issues that will help us maintain our competitive edge and attract a diverse mix of-investment to the region. We are also partnering with other organizations that have common goals and aspirations in sectors the Board`has identified as priority. We meet with MP's & MPP's to ensure rural and small urban views are considered. The first phase of our partnership has been relationship building and the pay-offs of that are evident. When we knock on the doors of provincial and federal ministries we are acknowledged and positively responded to. We are also forwarding some tools and resources for your senior staff to use and to share with resi- dents and businesses. There is still more to be done and we are happy to be working with strong municipal partners with a strong vision for the region. Thank you once again for your time and continued support. Sincerely, John Lessif Chair SCOR EDC �o��,E ` < middlesex r tiim ih Grmd c o u n t y �OrdCounty Pmpeshs EyNalure grOWingVronger...taget>ser �o 5��- WIFAff-11P MA ,..CANADA P.,PS�. .:,.! POSTES CANADA From anywhere... De lu'6 v r s 2701 RIVERSIDE DR SUITE N1200 2701 PROM RIVERSIDE BUREAU N1200 to anyone fusqu'a vows OTTAWA ON K I A 081 OTTAWA ON K I A OBI October 18, 2012 00751 OFFICE OF THE MAYOR MUNICPALITY OF WEST ELGIN 22413 HOSKINS LINE PO BOX 490 RODNEY ON NOL 2C0 Dear Sir/ Madam: As an important partner to Canadian municipalities, Canada Post remains committed to providing a full range of postal services in every community we serve, including new developments. This letter is to inform you of some changes we are implementing to the process of installing Community Mail Boxes (CMB) in new developments. With new residential and commercial developments adding between 150,000 and 200,000 mailing addresses every year, Canada Post's costs continue to increase while the amount of mail in the system is in rapid decline. Over the last five years, mail volumes have dropped almost 20 per cent per address, contributing to the corporation's unprecedented financial losses in 2011 and the first -half of 2012. To date, Canada Post has incurred the full cost of installing Community Mail Boxes and activating all addresses in new developments—on top of absorbing costs associated with maintaining the equipment and providing reliable delivery. Effective January 1, 2013, Canada Post will implement a one-time fee to developers to install and activate all Community Mail Boxes and addresses in new developments. This partial cost- recovery initiative will apply a fee of $200 per address, and is in addition to the existing process for installing Community Mail Boxes. As always, Canada Post will continue to cover all costs to repair and maintain Community Mail Boxes as well as the costs associated with mail delivery. There is no financial impact to your municipality as a result of this process change; this letter is simply to inform you of the change in Canada Post's process should you be asked questions from developers. Community Mail Boxes are a high-value service that offers secure and convenient mail and parcel delivery to Canadians. This change is necessary to ensure that Canada Post is able to maintain the high level of service that Canadians have come to expect, while contributing to the corporation's fiscal stability. For more information, please contact your Canada Post Delivery Planning Manager: Wayne Beaton, (519)457-5279, Wayne.beaton @canada post.postescanada.ca Regards, 9�� Jacques Cote Group President, Physical Delivery Canada Post canadapost.ca postescanada.ca 318 Canborough St. P.O. Box 400 ® Smithville, ON West L-1 �aoin LOR 7: 905-05- 957-3346 F: 905-957-3219 Your Future.Naturally "-` www.westlincoln.ca October 25, 2012 ATTN: All Ontario Municipalities FROM: Carolyn Langley, Clerk, Township of West Lincoln RE: Request for Moratorium on Industrial Wind Turbines until studies undertaken re-garding impacts on livestock and a ricultural industry and impact of turbines on water sources and -ground fault issues This is to confirm that West Lincoln Township Council at its October 22, 2012 meeting, approved the following recommendation and hereby requests the support of all municipalities in Ontario by way of endorsement of this or a similar motion and sending it to the appropriate authorities and by way of correspondence back to the Township of West Lincoln: WHEREAS the Province of Ontario approved the Green Energy Act in 2009 to foster the growth of renewable energy projects and remove barriers to and promote opportunities for, renewable energy projects and to promote a green economy; AND WHEREAS at the same time as the Green Energy Act was enacted, the Province took away many of the controls from municipalities, including controls in the Planning Act and related documents, which could regulate green energy applications; AND WHEREAS the impact of the Wind Turbines has now split the community, church groups and families to the point of affecting the normal vibrancy of the community and the normal respect of the farm neighbours and regular farming operations; AND WHEREAS the OFA and other organizations are currently encouraging the government to assist with keeping future generations to continue working the agricultural lands AND WHEREAS there presently has been no determination made on the impact of industrial wind turbines in relation to reduced reproduction in cattle, milk production, as well as the impact to all other types of livestock and livestock bi-products, resulting from stray voltage and other turbine related issues; AND WHEREAS proponents of Wind Projects must undertake studies to determine the impact of Industrial Wind Turbines on species found in the natural environment within the agricultural environment, AND WHEREAS water plays a key role in the agricultural operations in all rural communities where agriculture is the main industry; AND WHEREAS other municipalities, like Essex, have experienced impacts to theirwater well systems as the result of pile driving to install Industrial Wind Turbines; AND WHEREAS the Greenbelt Legislation was designed to protect agricultural land and communities from encroachment of non-agricultural uses; PAGE 2 AND WHEREAS municipal bylaws, including the Municipality of West Lincoln also prohibit non-farm related uses on farmland; AND WHEREAS the largest industry in the rural communities where Turbines are being installed is home to the breeding and by products of livestock; AND WHEREAS the Provincial Legislature has now been halted by the recent action brought on by Mr. McGuinty to prorogue the Provincial Government; NOW THEREFORE BE IT RESOLVED that the Council of the Township of West Lincoln hereby requests that the Government of the Province of Ontario commission a study to determine if there are any detrimental impacts on the production/reproduction of livestock and/or livestock bi-products; AND FURTHER, that the Government of Ontario immediately impose a moratorium on the planning, development, construction and approval of REA (Renewable Energy Approvals) applications for Industrial Wind Turbines in the Province of Ontario until the impact of Turbines on the agricultural industry is determined; AND FURTHER that the Province ensure that sufficient studies of water and ground conditions be undertaken to protect all residents, in areas where wind turbines are being contemplated, against impacts from Turbines on water sources and ground fault issues resulting from Turbine installations. AND FURTHER, that this motion be forwarded to Premier McGuinty, our MPP Tim Hudak, MPP Andrea Horwath, and our MP Dean Allison, the Ministers of Energy and Environment for the Province of Ontario, and to all municipalities in the Province of Ontario through the AMO system asking for the support of those municipalities by endorsement of this or a similar motion and sending it to the appropriate authorities and by way of correspondence back to the Township of West Lincoln so as to get accurate information regarding the level of support. DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario(AMO),its subsidiary companies,officers,directors or agents. 318 Canborough St. P.O. Box 400 Smithville, ON 6 Wst Lincoln LOR 05- T: 905-957-3346 F:905-957-3219 Your Facture Naturally www.westlincoln.ca October 25, 2012 ATTN: All Ontario Municipalities FROM: Carolyn Langley, Clerk, Township of West Lincoln RE: Request for moratorium on Industrial Wind Turbines until Health Canada Study completed and recommendations implemented AND release from contractual obiipations to all applicants with a FIT Contract [for industrial wind turbine proeecw but no REA approval. This is to confirm that West Lincoln Township Council at its October 22, 2012 meeting, approved the following recommendation and hereby requests the support of all municipalities in Ontario by way of endorsement of this or a similar motion and sending it to the appropriate authorities and by way of correspondence back to the Township of West Lincoln: WHEREAS the Province of Ontario approved the Green Energy Act in 2009 to foster the growth of renewable energy projects and remove barriers to and promote opportunities for, renewable energy projects and to promote a green economy; AND WHEREAS at the same time as the Green Energy Act was enacted, the Province took away all controls from municipalities to apply the Planning Act and related land use documents to regulate green energy applications as a use of land; AND WHEREAS the Township of West Lincoln is the focus of two applications for industrial wind turbine developments that will result in a total of 5 turbines of 1.8 megawatts (MW)each and 44 turbines of 3MW each, situated across the Township of West Lincoln; AND WHEREAS many residents of the Township of West Lincoln are concerned about the impacts on their health, property valuations and livestock and possible blight on the landscape of the Township; AND WHEREAS, Health Canada, in collaboration with Statistics Canada, is undertaking a cross-sectional field study to evaluate self-reported health impacts and symptoms of illness against objective biomarkers of stress and sound levels generated by wind turbines, including low frequency noise; AND WHEREAS, the results of this study may determine if there are health-impacts from low frequency noise based on the placement and/or size of industrial wind turbines; AND WHEREAS, as elected officials, we are responsible for protecting the health, safety, and well-being of persons through the powers that have been delegated to us by the Province, so that we may protect the interests of our residents and govern for the public good; AND WHEREAS the Provincial Legislature has now been halted by the recent action brought on by Mr. McGuinty to prorogue the Provincial government; PAGE 2 NOW THEREFORE BE IT RESOLVED that the Township of West Lincoln requests that Premier McGuinty and the Ontario Government immediately impose a moratorium on the planning, development, construction and approval of REA (Renewable Energy Approval) applications for Industrial Wind Turbines in the Province of Ontario until such time as the Federal Health study has been completed and all recommendations have been implemented; AND FURTHER, that the Provincial Government provide a release from their contractual obligations, to all applicants with a FIT Contract (for industrial wind turbine projects) but no REA approval, until such time as the Health Canada study is completed, released and the recommendations are implemented, AND FURTHER, that this motion be forwarded to Premier McGuinty, our MPP Tim Hudak, MPP Andrea Horwath, and our MP Dean Allison, the Ministers of Energy and Environment for the Province of Ontario, and to all municipalities in the Province of Ontario through the AMO system asking for the support of those municipalities by endorsement of this or a similar motion and sending it to the appropriate authorities and by way of correspondence back to the Township of West Lincoln so as to get accurate information regarding the level of support. DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario(AMO),its subsidiary companies,officers,directors or agents. 318 Canborough St. P.O. Box 400 �� ® Smithville, ON s L inc 1 LOR 2A0 7: 905-957-3346 F:905-957-3219 Your Future Naturally www.westlincoln.ca CLERK'S DEPARTMENT October 25, 2012 ATTN: All Ontario Municipalities FROM: Carolyn Langley, Clerk, Township of West Lincoln RE: Request:for Expansion of Scope of Health Canada Study relating to Wind Turbines This is to confirm that West Lincoln Township Council at its October 22, 2012 meeting, approved the following recommendation and hereby requests the support of all municipalities in Ontario by way of endorsement of this or a similar motion and sending it to the appropriate authorities and by way of correspondence back to the Township of West Lincoln: WHEREAS, Health Canada, in collaboration with Statistics Canada, is undertaking a cross- sectional field study to evaluate self-reported health impacts and symptoms of illness against objective biomarkers of stress and sound levels generated by wind turbines, including low frequency noise; AND WHEREAS there is concern that the scope of the Federal Health Study being undertaken is limited and should be broadened in scope and strengthened in analysis based on scientific principles so as to encompass a review of all health impacts to persons resulting from the installation of industrial wind turbines; NOW THEREFORE BE IT RESOLVED, that the Federal Government be requested to broaden the scope of the Federal Health Study to encompass a review of all health and/or potential health impacts, to persons, including but not limited to stray voltage, flicker, dizziness/vertigo issues, etc., resulting from the installation of industrial wind turbines. DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario(AMO),its subsidiary companies,officers,directors or agents. � 1 MINUTES TRI-COUNTY MANGAGEMENT COMMITTEE WEST ELGIN PRIMARY WATER SUPPLY SYSTEM WEST ELGIN COUNCIL CHAMBERS JULY 31, 2012 7:00 P.M. MEMBERS PRESENT: Bernie Wiehle Municipality of West Elgin Norm Miller Municipality of West Elgin Dug Aldred Municipality of West Elgin Richard Leatham Municipality of West Elgin Doug Reycraft Municipality of Southwest-Middlesex Vance Blackmore Municipality of Southwest-Middlesex John Kendall Municipality of Southwest-Middlesex Cameron McWilliam Municipality of Dutton-Dunwich Ian Fleck Municipality of Dutton-Dunwich Diane Brewer Village of Newbury Scott Gawley Municipality of West Elgin Norma Bryant Municipality of West Elgin ALSO PRESENT: Marigay Wilkins Municipality of Southwest-Middlesex (alternate) Dale LeBritton OCWA Holly Wirth OCWA SUBJECT: CONFLICT OF INTEREST There were no declarations of conflict of interest. SUBJECT: MINUTES Moved by Doug Reycraft Seconded by Vance Blackmore That the minutes of the meeting held on April 24, 2012 be adopted as printed and circulated. Carried Motion 2012-13 SUBJECT: MONTHLY PLANT PROFILES The Committee received the April to June 2012 monthly plant profiles. SUBJECT: 2010 FOURTH QUARTER OPERATIONS REPORT Dale LeBretton presented the first and second quarter operations report for 2012. Page 2of3 SUBJECT: 2010 ACTUALS AND 2011 OPERATIONS BUDGET Dale presented the report showing the 2012 Actuals and 2012 Budget for operations. SUBJECT: MANAGEMENT REVIEW MINUTES Moved by Ian Fleck Seconded by Dug Aldred That the Committee accept the Management Review Minutes dated March 21, 2012. Carried Motion 2012-14 SUBJECT: TANK INSPECTION AND REPAIR Dale presented a report from Greatario presenting their findings, inspection and actions for the North Tank. SUBJECT: STANDBY INTAKE Moved by Cameron McWilliam Seconded by John Kendall That the Committee accept the report from OCWA ENG re: Standby Intake dated July 24, 2012; And authorize up to an additional $4,000 to remove rocks from the inlet well. Carried Motion 2012-15 SUBJECT: 2012 BUDGET The amended 2012 budget was presented for Committee review. SUBJECT: FINANCIAL REPORTS AS AT MAY 31, 2012 Moved by Norm Miller Seconded by Richard Leatham That the Committee accept the Statement of Revenue and Expenditures for the period ended May 31, 2012. Carried Motion 2012-16 SUBJECT: NEW AGREEMENT Doug reported that he had written to his contact at the Walkerton Clean Water Agency who provided information on the liability issue, etc. for corporation vs. municipal services board. He has not received a reply. Also, the draft agreement has been forwarded to their lawyer for review. The Chair noted that West Elgin has not received a reply regarding COMRIF funding and how any effect that may have on how we go forward. Page 3 of 3 SUBJECT: ADJOURNMENT Moved by Diane Brewer Seconded by Vance Blackmore That this meeting be adjourned at 8:05 p.m. to meet again on Tuesday October 23, 2012 at 7:00 p.m. Carried Motion 2010-17 Bernie Wiehle-Chairperson Norma Bryant -- Recording Secretary West Elgin Recreation Committee Regular Session September 18 2012 This session of the West Elgin Recreation Committee was called to order at 7:10 pm. Item#1Dlsclosure of Pecuniary Interest: None noted. Item#2 Delegations: There were no delegations present at this time. Item#3 Adoption of the minutes: Moved By: Doug Staddon Seconded By: Norm Miller The West Elgin Recreation Committee resolves that the minutes of August 212012 be approved as amended: Item 6.3 is amended to include $ 10.00 for third place. CARRIED Item#4 Business Arising from the Minutes: 1. Trail Report:The Recreation Superintendent reported that the West Elgin Council is meeting with the planner to discuss the acquisition of the Thompsons property for trail development. Further that there is some discussions happening with or about to happen with Chatham Kent, or Department thereof regarding the development of the rail line that runs through West Elgin from east to west boundary. The Recreation Superintendent will keep the committee advised of these discussions. 2. The Turkey Toss:There was discussion regarding the upcoming Christmas Parades and the turkey toss. The exact location has yet to be determined and the Recreation Superintendent indicated that the Rodney Fire Department could possibly supply the"rubber turkeys ". It is also worth indicating that the actual prizes will be gift certificates for the local grocery stores not the actual turkeys. 3. Soccer Netting: The Recreation Superintendent reported that the Council has approved the installation of the netting behind the soccer nets, the posts will be installed shortly, and the actual netting not until 2013. Item#5 Correspondence: 1. The reports from the 2012 Day Camp as well as the 2012 Pool Season were distributed and will be discussed at the next regular session. Item#6 New Business: No new business was discussed. Item#7 Adjournment: Moved By: Ken Neil Seconded By: Dug Alder The West Elgin Recreation Committee resolves that this session of the West Elgin Recreation Committee herby adjourn at this hour of 8 pm and reconvene on October 16 2012 at 7 pm or at the call of the chair. CARRIED