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January 24, 2013 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING JANUARY 24, 2013 Council Chambers, West Elgin Municipal Building --------------------------------------------------------------------------------------------------------------------- DISCLOSURE OF PECUNIARY INTEREST APPROVAL OF AGENDA DELEGATIONS: 9:30 a.m. Public Meeting — Zoning Amendment— Lot 7, Concession 2 (Kearns Pit) (Al & 131) 10:30 a.m. Gary Blazak — Draft Port Glasgow Secondary Plan 2:30 p.m. Joe Preston MP —funding announcement PLANNING: (131-134) 1.* Report re: Zoning Amendment — Johnston Line (Kearns Pit) 2.* Report re: Comments on Elgin County Official Plan 3.* Report re: Harvesters Baptist Church proposal 4.* Report re: Economic Development Plan REPORTS: (C1-C8) 1. ROADS a) Closed Session — land purchase 2. RECREATION 3. BUILDING 4. WATER Jan, 24/13..........Page 2 5. BY-LAW ENFORCEMENT 6. DRAINS 7. WEST ELGIN PRIMARY SYSTEM 8. ADMINISTRATION a) *Report re: Surplus Railway Lands —Thompsons b) WESA — project change order request c) *WESA — 2013 Site Monitoring and Operations Proposal d) Quotation for land purchase negotiation e) *Changes to Human Resources Policy — Hours of Work ACCOUNTS CORRESPONDENCE: (D1-D3) 1.* Patsy Vanden Boomen — Seaside Developments 2.* FCJS Foundation -- request for funding 3.* Rural & Small Urban Green Energy Symposium —Wainfleet, February 22, 2013 BY-LAWS: By-law No. 2013-05 Zoning Amendment— Kearns Pit By-law No. 2012-06 Authorize agreement By-law No. 2013-07 Amend policy HR-4.2 (Hours of Work) By-law No. 2013-08 Authorize purchase of lands By-law No. 2013-09 Council Remuneration By-law No. 2013-10 Employee Remuneration NOTICE OF MOTION Jan. 24/13..........Page 3 OTHER BUSINESS: (E1-E2) 1. Committee appointments 2. Closed session — legal, personnel *Information enclosed CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS January 29, 2013 Tri County Management Committee, 7:00 p.m. January 31, 2013 Public Meeting — Port Glasgow Secondary Plan Rodney Legion, 7:00 p.m. February 14, 2013 Council February 21, 2013 Special Council Meeting — 2013 Budget February 24-27, 2013 OGRA/ROMA conference — Toronto February 28, 2013 Council Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Municipality to remove it. Questions about the collection of personal information may be directed to the Clerk. MUNICIPALITY OF!NEST ELGIN NOTICE OF PUBLIC MEETING Al ZONING BY-LAW AMENDMENT Kearns-3 Pit— Municipality of West Elgin Part of Lot 7, Concession II (Aldborough) DATE & TIME: 9:30 a.m. Thursday, January 24t", 2013. LOCATION: Vilest Elgin Municipal Building -22413 Hoskins Line north of the Village of Rodney. PURPOSE; To consider a proposed amendment to the Zoning By-law for the purposes of establishing a licensed gravel pit. The proposed amendment would change the zoning of lands lying on the north side of Johnston Line (County Road No. 6) between Blacks Road and Furnival Road, comprising part of Lot 7, Concession 11, from the Agricultural (Al)Zone to the Extractive Industrial (M3)Zone. The amendment would permit the establishment of a new gravel pit by the Municipality of West Elgin. The lands proposed to be rezoned Extractive Industrial (M3) comprise an area of 4.2 hectares (10.5 acres), a frontage of 283.6 metres (930 ft) on Johnston Line (County Road No. 6) and an irregular depth. The parcel is without buildings or structures and has been extensively cleared for agricultural purposes. The Municipality of West Elgin is in the process of applying to the Ministry of Natural Resources for a Class B Aggregate License to permit the above-water extraction of aggregate material. The maximum extraction per year would be in the order of 20,000 tonnes, The proposed pit would be situated immediately east of an existing pit owned and operated by the Municipality and licensed in 2002-2003. Permitted uses of the Extractive Industrial (M3) Zone include a pit, wayside pit, agricultural uses and forestry uses. Accessory buildings and structures are permitted provided they are not used for human habitation. The subject lands are designated `Aggregate Resources' in the Township of Aldborough Official Plan. ANY PERSON may attend the public meeting and/or make a written or verbal representation either in support of, or in opposition to, the proposed amendment. IF A PERSON OR PUBLIC BODY that files an appeal of a decision of the Council of the Corporation of the Municipality of West Elgin in respect of the proposed zoning by-law does not make oral submissions at a public meeting or make written submissions to the Council of the Corporation of the Municipality of West Elgin before the proposed zoning by-law is adopted, the Ontario Municipal Board may dismiss all or part of the appeal. ADDITIONAL INFORMATION relating to the proposed amendment is available between 9:00 a.m. and 4:00 p.m. at the Municipal Office or from the Municipal Planner, Mr. Ted Halwa, at(519)963-1028(London, Ontario). THE information and material required under Sections 34(10.1)and 34(10.2) of the Planning Act have been provided and this shall serve as sufficient notice of same under Section 34(10.4)of the Act. DATED AT RODNEY this 4T"day of January, 2013. Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Norma Bryant 0 Rodney, Ontario Clerk NOL 2CO Telephone: (519) 785-0560 Fax: (519) 785-0644 Email: nbryant @westelgin.net FOR A ZONING BY-LAW AMENDMENT Municipality of West:Elgin a Kearns e 3 Pit iViunicipalitty of [APPLICATION art of Lot 7, Concession II (Aldborough) WEST ELGIN Municipality of West Elgin KEY MAP tt, I 7 Municipality of G= BF Southwest Middlesex f —FLEMING LINE BEATTIE LINE~ Al AGRICULTURAL A2 SPECIAL AGRICULTURAL LOT 7 C COMMERCIAL GI88 LINE Z CDNCE ON II M3 EXTRACTIVE INOUSTRIA 24 I I LOT 8 Clachan . 6 Ai `° 2 H TON Ll M3 ass nr SUBJECT LANDS MCLEAN LINE gp 4.24 ha Q IV E (10.5 ac) E o ❑ LO KINTYRE LINE p Z 283.6 m Q 3 V 103 Z LLI U MCDOUGALL LINE 11 z C Mg LorS VI HWY 401 N•E5 ION If! Al HOSKINS LINE LANDS PROPOSED TO BE REZONED TO Vl&VII I I i EXTRACTIVE INDUSTRIAL(M3) DOWNIE LINE i 1.yt000 12D 60 0 120 Metres � VIl L U Rodney s `° a 904 MCMILLAN LINE QUEENS LINE 104 r Q VIII a PIONEER LINE 2 West Lorne 2 = A B C D IX 1 2 3 4 5 6 7 8 9 10 11 12 ' 13 14 15 16 17 18 7 9 20 21 22 23 24 z 1 MARSH LINE �W X. 103 76 ❑ nv LOMSON LINE p¢ t ir z .°¢ Q ❑ c � 0 0 z X1 U SILVER CLAY LINE ? a z m c� LL X11 New TALBOT LINE Glasgow Eagle I 3 X111 Port x1v Glasgow GRAY LINE LAKE ERIE w ti Community 1:100,000 s � Pianneminc Metres 0 1,250 2,500 3,750 5,000 Q ! Community Planners tne. Community Planners Inc 16 January 2013 MEMORANDUM #000812238 TO: Members of Council Municipality of West Elgin FROM: Ted L. Halwa SUBJ: Public Meeting—January 24"', 2013 - Amendment to the Zoning By-law—Kearns-3 Pit (Municipality of West Elgin)—Part of Lot 7, Concession it (Aldborough) The above-referenced public meeting is to consider a proposed amendment to the Township of Aldborough Zoning By-law with respect to the abovenoted lands, The owner of the lands, being the Municipality of West Elgin, recently made application to the Ministry of Natural Resources for a pit license to extract up to 20,000 tonnes annually from the subject lands. The proposed pit is immediately adjacent to an existing pit which is owned and operated by the Municipality, having been licensed by the Ministry in 2002.2003. The subject lands are situated on the north side of Johnston Line(County Road No. 6) west of the Hamlet of Eagle. The proposed change the zoning is from Agricultural (Al) to Extractive Industrial (M3). The subject lands comprise an area of 4.2 hectares (10.5 acres) and a frontage of 283.6 metres (930 ft) on Johnston Line. The parcel is without buildings or structures and has been extensively cleared for agricultural purposes. Permitted uses of the Extractive Industrial (M3) zone include a pit, wayside pit, agricultural uses and forestry uses. The lands are designated 'Aggregate Resources' in the Municipality of West Elgin Official Plan. The draft By-law is considered to be consistent with the PPS and in conformity with the Official Plan, {original signed by) Ted L. Halwa, MCIP, RPP ZONING BY-LAW AMENDMENT Municipality of West Elgin - Kearns - 3 Pit Municipality of Part of Lot 7, Concession It (Aldborough) WEST ELGIN Municipality of West Elgin Municipality at Southwest Middletex BF ZONNG Al AGRICULTURAL Ks J BEATTIE LINE N. FILLMING LINE A2 SPLCIAL AGRICULTURAL IN 0 C C, COMMERCIAL 0'T"'7' M3 5XTRACTIVE INDUSTRIA 0 NOE9Sj KJ U Q i z j GIBB LINE Ln Clachan' N N TON L1 SUBJECT LA S MCLEAN LINE 4.2 IV 50 mill I,�111 LINE KINTYRE L M A Z 103 V LLJ MCDOUG LL LINE' HWY 401 VI LANDS RE-ZONED TO INS LINE HOSKI EXTRACTIVE INDUSTRIAL(M3) \i&VII ;DOWNIE LINE 120 60 0 120 Mattes 1:6,000 Vil ! 6dney MCMILLAN LINE QUEENS LINE 104 m Vill. West Lorna PIONEER LINE C 9 10 11 1 2 3 4 5 7 8 12 13 14 14 16 17 18 19 7 20 21 22 23 24 Ix MARSH LINE X 76 103 Q Lt THOMSON LINE 0 0 0 W XI SILVER CLAY LINE LU LL New x1l m Glasgow E I TALBOT LINE 3 Xllf X4111 ii. G GRAY LINE LAKE ERIE IN NE A 'LLM '3f LI IBB IN 1 N1 r + Community 1:100,000 i Metres 0 1,250 2,500 3,750 5,000 CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY-LAW NO. BEING A BY-LAW TO AMEND THE TOWNSHIP OF ALDBOROUGH ZONING BY-LAW NO.90-80,AS AMENDED Kearns-3 Pit-Municipality of West Elgin Part of Lot 7,Concession II(Aldborough) WHEREAS the Corporation of the Municipality of West Elgin has given due consideration to an amendment to the Township of Aldborough Zoning By-law to permit the establishment of a licensed pit; WHEREAS the use being proposed is considered to be In conformity with the West Elgin Official Ian and consistent with the Provincial Policy Statement; WHEREAS a public meeting has been held to consider the proposed amendment in accordance with the provisions of the Plan 7 Act• WHEREAS the Council of the Corporation of the Municipality of West Elgin deems it advisable to amend By-law No.90-50,as amended,being the Township of Aldborough Zoning By-law to zone the said lands for the purposes intended; NOW THEREFORE the Council of the Corporation of the Municipality of West Elgin enacts as lollows: 1. THAT Schedule"A", Map No.7 to By-law No, 90-50,as amended, is hereby amended by changing from the Agricultural (Al) Zone to the Extractive Industrial (M3)Zone those lands outlined in heavy solid lines and described as M3 on Schedule °A" attached hereto and forming part of this By-law, and being more particularly described as part of Part 1, Reference Plan No. 111"11-9326, being part of Lot 7, Concession ll, formerly in the Township of Aldborough, now In the Municipality of West Elgin, in the County of Elgin. 2. THIS By-law comes into force upon the day It is passed in the event an appeal has not been flied with the Clerk within the time prescrlbod by the Plannong Act, R, 1990,as amended. In the event an appeal is filed with the Clerk within the lime prescribed by the tinning Act,R.S.O. 1990,as amended, the By-law shall be deemed not to have come into force until the appeal has been finally disposed of,whereupon the By-law(except for such parts as are repealed or amended as so directed by the Ontario Municipal Board) shall be deemed to have come into force on the day it was passed. READ a FIRST and SECOND lime this day of 2013. READ a THIRD lime and FINALLY PASSED this day of 2013. MAYOR CLERK LOT 8 CONCESSION VII LOT 7 M3 JOHNSTON LINE CONCESSION Ili This is Schedule"A"to By-law No. Municipality of WEST ELGIN Passed this_day of ,2013. SCHEDULE W Mayor 1:2,000 � ti Clerk Metres s r 0 12.5 25 50 75 100 125 Bc2i fl,77 ,0: ;y _ • 21 January 2013 MEMORANDUM x0008/1591 TO: Members of Council Municipality of West Elgin FROM: Ted Halwa RE: County of Elgin - Draft Official Plan — Submission - West Elgin The first ever official plan for the County of Elgin was adopted on the 24 I of July 2012 and is now before the Ministry of Municipal Affairs and blousing pending approval. As an upper tier plan it prevails over and supercedes any lower trier official plan in the County in the event of a conflict. Under the Planning_ing Act, lower tier official plans must conform to the County Official Plan We have reviewed the adopted Official Plan for the County of Elgin from the perspective of the Municipality of West Elgin and make the following comments and recommendations for forwarding to the Ministry of Municipal Affairs and Housing to take into account in the approval process. While the Municipality was on the Ministry`s circulation list for comments, the Municipality never received the adopted plan and related material. Upon being notified by the Municipality. the Ministry has forwarded the adopted plan and related material to the Municipality and extended the deadline for comments from the Municipality_ 1. PURPOSE OF THE PLAN (p,7) — states "The purpose of the Elgin County Official Plan is to provide direction and a policy framework for managing growth and land use decisions". While the population of the County as-a-whale has been increasing, the Municipality of West Elgin (or at least the three former municipalities now comprising the Municipality of West Elgin) have been declining in population since 1996. Other municipalities in Elgin County have also been experiencing population decline. Those municipalities experiencing decline would perhaps be better served (or, at least, feel better served) by a county official plan that recognizes decline as well as growth in Elgin County and what it might strive to do in addressing this issue. Perhaps the reference "managing growth would be better expressed by the term "managing development'. Draft Official Pian of Me County of r*lrg�r �/?x�o r iOuriit°ipjlily 0+ 11'Ven7 cigio 21, January 201.= page 2 2. X32 CO6tfdilAUNITV VISION (p.13) — the description of the Lake Erie shoreline with its high bluffs is contrasted to low lying shorelines elsewhere along the Great Lakes leads to the statement "As a consequence, much of the shoreline area remains undeveloped and the views are extraordinary." This statement implies the existence of a significant undeveloped resource which may be misleading. In fact, it is because of the high bluffs that access to the shoreline is limited and treacherous and it is because of the height and erosion prone nature of the bluffs that the shoreline remains largely undeveloped. What this leads to is the challenges faced by development along the shoreline, the need for creative, environmentally sustainable yet effective strategies to shoreline management and the added significance of revitalizing the various ports along the shoreline where access is feasible and public ownership presents opportunities for public access. In this section it is stated that "with respect to geography, the County consists of three distinct components" (p. 13) and goes on to identifying them as comprising the Lake Erie shoreline, the many rivers that flow into Lake Erie and extensive areas of prime agricultural land. We would suggest that the County's extensive areas of natural heritage (particularly evident in West Elgin and Bayham) deserve recognition as well. The statement "_.....many of the settlements in the County are located on Lake Erie" (p 14) in fact is not the case. Of the ones recognized in Table 3 of the Plan, only four are located on Lake Erie and one of these is Duttonna Beach which scarcely qualifies as a settlement area. On the other hand, Port Glasgow in West Elgin is not recognized and should be. & A5 ECONOMIC STRATEGY (p.20), We would suggest the economic strategy be focused on revitalizing existing communities and creating more sustainable communities as opposed to creating "complete and attractive communities. In addition and as pointed out earlier, the strategy makes no mention of the fact that parts of the County are experiencing population and economic decline and how this could be reconciled. A stated policy of this section (p.20, d)] is to support the efforts of "existing Business Improvement Areas and Chambers of Commerce to promote retaii and fagade improvements". Firstly, and perhaps unintentional, it is not apparent why this policy initiative is limited to "existing" Business Improvement Areas Establishing a joint business improvement area to serve the town centres of Rodney and West Lorne in West Elgin is a recommendation of the Community Improvement Plan for the town centres of these two villages adopted by the Municipality in 2009. While initially turned down it is conceivable that a BIA will ultimately be -0 4e LI11Cf Muntcipallty of VVes, Elgin 21 January 20J3 ;gage 3 established as recommended Secondly, lower tier municipalities are usually key and essential players when it comes to programs for facade improvements to existing buildings. Most of the policy initiatives are appropriately implemented at the lower tier level. As an upper tier municipality, one might reasonably expect more county—levei strategies to be identified in the County Pfan. Section A5.1 and A5.2 in part responds to this need, although the matter of how the County intends to implement the initiatives identified is somewhat lacking. Overall, it is encouraging that the County Plan pays attention to economic prosperity, economic strategy and tourism. It would seem more helpful if there was a clearer distinction of what the County's role or focus is intended be with regard to these matters as opposed to the desirable focus and role of the lower tier municipalities. 4. Part B GROWTH MANAGEMENT- This section of the County Plan identifies "settlement areas" as areas which shall be the focus of growth and where their vitality and regeneration shall be promoted. Port Glasgow is not identified as a settlement area despite it being the location of a major development proposal and meeting the criteria for a settlement area under the Provincial Policy Statement_ The reason for its omission appears to be its apparent lack of identification in the West Elgin Official Plan as a settlement area This however may be a misinterpretation. Discussions with MMAH over the resolution of appeals to the Official Plan would confirm Port P Glasgow as a settlement area. This being the case, we would submit Port Glasgow warrants recognition as a settlement area in the County Official Plan. If not included as a settlement area at this stage; it may require an amendment to the County Plan (refer section B2.8.4) at a later date to rectify this situation While classifying settlements into various types or tiers appears warranted given the wide disparity amongst them, we question the basis for making the distinction and the inclusion of what are essentially residential areas (e.g., Ferndale, Lynhurst around St. Thomas) which may only serve to invite more development and the prospect of future annexation by the City as opposed to a strategy of directing the location of future growth of the County to those settlements which would derive greater benefit from it. 5. C9,5 DOWNTOWN AREAS: While the County Plan supports the enhancement of downtown areas in the County, its ways of doing so are what lower tier municipalities would normally be doing in any Event As most of the downtown areas or "main streets` in the County are also County roads, it wouEd be more helpful if the County Plan addressed how it would facilitate/support enhancement of these corridors in the downtown areas of the County through u Municip,0ty of West Elgin 27 JAnuary 2013 page 4 streetscape improvements, on-street parking, nicycle routes and other amenities. Identifying the "downtown areas" as the priority location of any dispersed County services or facilities (e.g. libraries, housing for special needs) would also be more constructive. 6_ ACCESSORY ACCOMODATION ON FARM PROPERTIES: Under this policy of the Plan additional accommodation on a farm would appear to be restricted to full time farm labour. Although this is not dissimilar to the West Elgin Official plan, it is apparent that the need for farm labour for accommodation may be as much or more on a seasonal basis as opposed to a full time basis. Some greater flexibility in the policy would be well warranted. 7. C2.6 AGRICULTURE-RELATED USES and C2.7 SECONDARY USES: Through these policies, the proposed County Official plan would provide a number of opportunities for farmers to engage in various enterprises on the farm presumably to help sustain agriculture as a viable sector of the local economy. While this may be welcomed by many, it could serve to further weaken the commercial structure of the county's towns and villages most of which are suffering from economic decline and vacant commercial premises. In some cases a number of conditions have to be met, however, the flan is generally silent how it will be ensured that the conditions have been met. Usually the lower tier municipality would be the regulator through it zoning by- law. however. the matter of zoning is not addressed as a controlling instrument in these instances. S. D2 WATER RESOURCES Under this policy, local municipalities are (will be) required to "protect, improve or restore the quality and quantity of water by using the watershed as the ecologically meaningful scale for planning_° An explanation of the meaning and of the implications of this this policy is warranted. 9. D3.2 ADJACENT LANDS This policy identifies the limits of lands adjacent to various natural heritage features which would trigger the need for an environmental impact study (EIS) prior prior to any development (Including creation of a lot) being approved. A standard minimum distance is stipulated i.e_ 120 m in all instances. The distance are, in some cases, greater than previously stipulated by MNR and greater than in the recently approved Official Plan for West Elgin An explanation is requested. 10. 03.2 SHORELINE OF LAKE ERIE: This policy makes reference to shoreline management plans prepared by the conservation authorities. The policy stipulates that the shoreline hazard lands be delineateo in lower tier official plans and zoning by-laws. A copy of the shoreline management plan which includes West Elgin as +dell as the mapping delineating shoreline frail C?I"i7i;lcii�i�rr Orrn� �,uurrcy ur`�i(�rri �(1fJUt�/?`�J7 Municipality of Wes? Agin 21 Jant)ary, 2093 page 5 hazard lands has been requested. Given that the Plan describes the largely undeveloped Lake Erie Shoreline as one of three distinct Components of the County, the policy on development appears to have been assigned to a somewhat study outside the plan and to the conservation authorities. 9 1, E1.2.3.3 TECHNICAL SEVERANCES. This policy would allow for recreation of lots unintentionally merged in title unless the affected lands lie in the 'Agricultural Area'. Most of these types of situation based on our experience arise in the rural area and as such the exclusion of lands in the 'Agricultural Area' will drastically limit the application of the policy as well as raising question of fairness. The policy should be revised to apply to land throughout the County. 12. E1.2.3.4 LOT CREATION ON LANDS IN THE ARICULTURAL UREA; While the County Plan allows for the creation of lot to sever a surplus farm residence, the criteria to be satisfied is limited to whether the dwelling is "habitable" and secondly, that it has become surplus as a result of farm consolidation. The terms "habitable" and "farm consolidation' are not further defined although in the case of the latter, it is presumed to be the meaning derived from the PPS- Moreover. the policy raises the question as to who would be responsible for making a determination on whether the dwelling is, in tact, habitable. 13. F3 LOCAL OFFICIAL PLANS: This section defines the relationship between local official plans and the new County Official Plan. It would require local official plans to ultimately conform to the County Official Plan. The policy recognizes that this process may take some time. In the interim, where a conflict exists between a local official plan and the County Plan, the provisions of the County Plan would prevail to the extent of the conflict. Unlike its counterpart, the Middlesex County Official, the policy of the County Official Plan does not appear to make any gesture towards recognizing previously adopted and approved 'development' type designations. In the absence of such recognition, bringing the West Elgin Official Plan into strict conformity with the County Plan would lead to an elimination of the 'Rural Residential', 'Lakeshore Area', 'Industrial', and 'Industrial/Commercial' designations where they apply to undeveloped lands outside designated 'settlement areas'. This scenario would appear to conflict with the premise under which the decision to prepare an official plan for the County was initially supported by local municipalities in the County We would submit that this section be revised to honour and recognize ex sting approved designations in local approved official plans despite the fact they may not be in conformity with the County Official Plan. l or'aft nfti; if Pr=n Cl(th1a Municipality of lnlesr Elgin bi 21 January. 2013 Page E All in all. the County Official Plan is a broadly based document Covering a number of topics of both local and county interest that will allow the County the ability to weigh in on a wide range of planning and development issues in the County if it chooses to do so. In some instances, the distinction between what is primarily a matter of local interest and what is a matter of primarily county interest is not abundantly clear. The Plan also includes obligations for lower tier municipalities (e.g. D2.11) This may be a positive thing if the County sees itself as acting as a true partner with the lower tier municipalities offering assistance and added- support in the pursuit of common goals and policies. It will be a negative thing, if the County uses its policies to duplicate a planning review of local considerations as opposed to addressing those issues with county implications. While we have not taken the time to thoroughly scrutinize the Official Plan for all instances potentially at odds or detrimental to West Elgin, we have examined what we believe may be issues of mutual interest to identity any significant policy differences_ In summary, we would recite the following areas of concern; i) not recognizing Port Glasgow as a settlement area; ii) applying the test for determining whether a dwelling is 'habitable' to qualify for a severance from the farm as a surplus dwelling; not recognizing previously approved non-agricultural designations m local official plans outside settlement area; iv) increase in the limits of adjacent lands around natural heritage feature. S", Ted L Halwa MA- MCIP, RPP 43 3 Lcn[lo Oran N6B 25z 5 1S i 58� 1306 Fax 1 F, F3 1u9G I _l, _ 0 ,1�2 I I IclOn�;curc _ ..;���n�•s cor ��,t')hlliflL4�llt�l `��n ams Inn 21 January 2013 MEMORANDUM #019012237 TO: Members of Council Municipality of West Elgin FROM: Ted L. Halwa SUBJ: Application for an Amendment to the Zoning By-law: Harvesters Baptist Church —22663 Johnston Line - part of Lot 9, Concession III —south side of Johnston line east of Furnival Road (County Road No. 103) —formerly in the Township of Aidborough 1. PURPOSE O to change the zoning of the abovenoted lands to permit the operation of a church camp on a year-round basis including the erection of 16 cabins on lands which are not zoned for such purposes. The public meeting is scheduled for 28 March 2013. 2. SITE CHARACTERISTICS o the subject lands have a frontage of 549 metres (1,800 ft) on Furnival Road and an area of 41 hectares (101 acres). The parcel, which also has frontage on Johnston Line is occupied by a church, lodge, three private residences, shower house, tack building, two cottages, maintenance shop and storage. Other smaller buildings and structures and sports fields associated with the camp are scattered throughout the grounds. The owner, Harvesters Baptist Church, is seeking permission to continue using the lands as a church camp which has been in operation since 2001 (albeit evidently contrary to the Zoning by-law) when it acquired the lands. Prior to that time the lands had been the site of various institutional and recreational uses dating back to the 1960's, and included a camp for troubled youth (Twin Valley)-, access to the camp is provided by means of an existing driveway from Johnston Line leading to an internal road system. Water supply and sanitary waste disposal is provided by means of a "private communal well" and "multiple septic beds" respectively-, eti4 I-larvesrers Baptist Church—Application for Zoning By-law Amendment #0190/2237 Municipality of West Elgin 21 January 2013 page 2 o the owner proposes to erect 16 "cabins" on the subject lands as sleeping quarters. Each cabin would measure 3.7 m x 4.9 m (12 ft x 16 ft) with a floor area of 17.8 square metres (192 sq ft). The cabins would be erected in two groupings. Group 'A' would comprise a total of 8 cabins spaced 3.7 m (12 ft) apart. Group `B' would comprise a total of 8 cabins with the spacing yet to be determined. Design drawings/elevations of the proposed cabins have been prepared by Spriet Associates. An application for site plan approval was filed with the Municipality in 2012 but has been deferred until such time as, amongst other matters, appropriate zoning for the lands was addressed; neighbouring lands are characterized by agricultural land uses and heavily wooded areas interspersed by natural watercourses. Residential lots are virtually non-existant in the area and no major livestock operations have been identified in the vicinity. The subject lands, and the camp in particular, remain somewhat isolated and buffered from neighbouring lands by woodlands and topography. 3. ANALYSIS o in evaluating the application, regard must be had to the. relevant matters of the Planning Act. Under the Act, matters of provincial interest include: (p) the appropriate location of growth and development. the application must also be 'consistent with' the Provincial Policy Statement (PPS). The following is relevant with respect to the application at hand: In prime agricultural areas, permitted uses and activities are: agricultural uses, secondary uses and agriculture-related uses....Proposed new secondary uses and agriculture-related uses shall be compatible with, and shall not hinder, surrounding agricultural operations. These uses shall be limited in scale, and criteria for these uses shall be included in municipal planning documents as recommended by the Province, or based on municipal planning objective which achieve the same objective. (Section 2.3.3.1) the PPS does not specifically address "existing" non-agricultural uses. The use would not qualify as a "secondary use". The intent of the policy noted above is to ensure that agricultural operations are not adversely impacted and, in this regard, the proposed re-zoning is considered to be consistent with PPS; I I Harvesters.Baptist Church—Application for Zoning By-law Amendment #019012237 Municipality of West Elgin 21 January 2013 page 3 the subject lands are designated 'Agricultural' in the !Nast Elgin Official Plan, The primary use of land is intended to be for farming. The Plan does provides a degree of leniency to existing uses of land as follows: Some existing uses of land may not satisfy the land use designations and policies of this Plan. To prevent undue hardship, these uses may be zoned as conforming uses in the Zoning By-law provided.- a) The use does not constitute a danger, nuisance, or a blight with respect to neighbouring uses by virtue of its characteristics or the traffic which it generates; b) Any extension or enlargement of the use shall not be permitted if such extension or enlargement would be detrimental to neighbouring uses; c) Any change of use is compatible with the quality and character of neighbouring uses; and d) Where any such use is located in a 'Hazardous Land' area, any reconstruction, extension or enlargement of such use shall be first approved by the Lower Thames River Conservation Authority. (Section 10.5.2) in this instance, the proposed extension of the use (i.e. with the addition of cabins) is capable of satisfying the key afore-noted criteria that an extension would not be permitted if it would be detrimental to neighbouring uses. Based on the proposal submitted and based on a site inspection, no land use conflicts are apparent; the intention of the applicant is to provide an enhanced camp experience by providing additional accommodation and offering a year-round facility without a major expansion to the camp operation. The maximum number of patrons using the camp at any given time would be 200, although for the most part the camp would be operated at much less than capacity. A maximum number of patrons could be stipulated in the proposed by-law amendment, although other church camps in the Municipality are not similarly regulated; based on a site inspection and discussions with Michael Holmes (representing the applicant), the property is well maintained and neat and orderly in appearance. The buildings and structures appear well maintained, A maintenance building is used for storing equipment and materials and open storage has been minimized. Mature trees around the perimeter of the parcel and throughout the grounds provide screening from Johnston Line and from neighbouring properties; o the subject lands are zoned institutional in the Township of Aldborough Zoning By-law. Permitted uses include a church, club, community centre, private or public school and a public park. A church camp is not a permitted use. A re-zoning to 'site-specific' Institutional (I-#) would seem appropriate to legalize the existing use Harvesters Baptist Church-Application for Zoning By-lavv Amendrnonr #019012237 Municipality of West Elgin 21 January 2013 page 4 and to permit the proposed cabins and perhaps the existing residences. Similar to the Bethel Park facility (zoned 1-2), a church camp would be defined and restrictions could be placed on the number of 'cabins' and their size. The following definition applies in the case of Bethel Park: Church Camp, shall mean the use of land, buildings or structures by a non-profit religious organization for assembly, worship and recreational camping between May 39s1 and October 31St of any given year, and includes lands for the siting of cabins and the siting or parking of tents, travel trailers and truck campers, and buildings and structures accessory thereto. the applicant has requested permission to operate the camp on a year round basis (unlike other camps in the Municipality) which confine operations to the period May 31 to Oct 31; © application of the holding (H) symbol would ensure that development does not take place unless and until a site plan agreement has been executed between the owner and the Municipality. Prior to any development proceeding, removal of the holding (H) symbol would be required by by-law of Council; as we had previously advised the applicant, more detail is required on the site plan with respect to the identification and use of existing buildings and structures, and the proposed cabin layouts (Group A & Group B) showing building footprints and the spacing between cabins as well as access. This information is also required to determine compliance with the Ontario Building Code, O the condition of the internal access road to each area in the camp needs to be shown and/or described on the site plan. Access and routing is important to ensure safe access by EMS and fire protection if needed. An analysis of the adequacy of the water supply and sanitary sewage facilities available on-site should also be provided along with capacity and recent test results and certifications. An engineering report on these facilities to ensure they meet they are adequate and meet required or reasonable standards to ensure the health and safety of users should be provided. A grading and drainage plan may not be necessary to protect adjoining lands but may be advisable in the area where buildings and other structures re concentrated. RECOMMENDATIONS 1. That the application of Harvesters Baptist Church to change the zoning of the subject lands, being 22663 Johnston Line (part of Lot 9, Concession lil), to permit a church camp with a maximum number of cabins be accepted in principle and the necessary amendment to the Zoning By-law be drafted. lar+ias?ers Saptisc Church-Application for Zoning fly-laifiv Amendment #019012237 PAunicipality of West Elgin 21 January 2013 page 5 2. That the owner submit a more detailed site plan (as requested in August 2012) and a report from a consulting engineer which addresses to the satisfaction of the Municipality: i) the adequacy of on-site waters upply and sanitary sewage systems; ii) the adequacy and maintenance of internal roads to ensure year round access including emergency access if required; iil) measures to provide fire protection if required; iv) measures to accommodate year round operation; v) site grading to ensure appropriate drainage as necessary. 3. That the `holding' (H) symbol be applied to the zoning with its removal contingent upon the execution of a site plan agreement between the owner and the Municipality. (original signed by) Ted Halwa, MA, MCIP, RPP. 21 January 2013 MEMORANDUM 80008/2249 TO: Members of Council Municipality of West Elgin FROM: Ted Halwa RE: Economic Development Strategic Plan-- Munlcipality of West Elgin In undertaking a review of the `Economic Development Strategic Plan' prepared by the West Elgin Economic Development Strategic Planning Committee and presented to Council on 20 December 2012, it was useful to begin first with re-calling the mandate of the Committee, being to examine the current economic climate within the municipality and to create a plant to foster growth over the next four years. It is our understanding that the Committee concluded the best way to achieving economic growth was, in the first instance, creating a sense of community and recognizing the value of community. As a result of its work, the Committee identified' i) that the need for community is a commonality among all citizens of West Elgin,- ii) the need to connect the disconnected to the community, iii) the need to create a collective consciousness,- iv} the need for tools to assist in creating a collective consciousness and working towards common goals and vision, v) the need for an initial outlay of $89,000 from the municipality to cover additional human resources, brand development and marketing costs; vi) the need to create an Economic Development Committee and to hire an Economic Development officer,- vii) the need to enhance the role of the Mayor and council, viii) the need to,provide solutions and opportunities for those who need them. �%:Vr'+Vr+7 i;, r'�l`�.�C?j?�4rrS S'!=71"G-�!ri: ,- ar Ji��(�oi:✓G�.i Municip—e'ty or West Qgo 21 January 2013 gage 2 The market was defined has being stratified amongst different sectors, namely families, business/ developers/ industry and individuals Market trends were identified as an aging population, creating diverse experiences and opportunities emerging from the creative economy. A vision statement: We connect you to our community..... and a mission statement ...-..By welcoming you, determining your needs and providing solution and opportunities were crafted to define the purpose of the Committee to the community. Upon review of the document and giving consideration to the original mandate of the Committee, more attention to analyzing the current economic climate or condition of West Elgin and the ways of fostering growth over the next four years as weO as other strategies was anticipated. It would seem almost trite to say that the current economic climate is in a weakened state but much of what we hear is anecdotal and perhaps more sectoral (than widespread) in nature. While there has certainly been a dramatic decline in economic activity in certain sectors (e.g. main street, tobacco farming), there has been some success stories (i.e. International Erosion Control Systems, KSR International, Arts and Cookery Bank) and one particularly potential catalyst (i.e. Seaside Waterfronts Development) on the horizon. It is important to be objective, analytical and specific about local economic conditions (both strengths and weaknesses) before the most effective strategies for addrnssing them can be formulated. Finally, it is not abundantly clear from the report how connecting to and strengthening the community and a municipal expenditure of $500,000 on seniors housing will have a significant impact on fostering growth in the community. Given the document is purporled to be a strategic plan. I asked Steve Langlois of Monteith Brown to review and critique the document. Steve is a registered professional planner concentrating on the preparation of master recreation plans and master library plans and recently on the preparation of strategic plans for municipalities. His review is attached. In terms of whereto from here, we would suggest starting by turning the current document into a more conventional strategic plan by first applying greater attention to defining/measuring the current economic situation by sector (i.e.. agriculture, manufacturing, tourism, retail and service trade) as well as more community input on defining the target (there may be more than one). Input from the Chamber should be sought. With these first two components established, attention would then shift to the identification and formulation of effective strategies. Ted L. Halw,a MA. MCIP, PPP ``av)agn, n). J s 'P�"&A'� d 2 I PM-,eared by MonreiM Brovvr� Planning Consultants for Community Manners Inc_ December 93 2012 tab ective create a plan to foster growth over the next four years Sire_ ngths multi-stakeholder committee with Council and business community representation logical focus on: (1) aging population; (2) diverse experiences-, and (3) creative economy logical goals, with cost estimates for each Weaknesses /1-Imitations 1. The strategic planning process can best be described through the lens of "Situation, Target, Path". In other words: Where are we? Where are we going? How do we get there? This Plan does not answer the first two questions. The goals and actions are generally what one would expect to see in an Economic Development Strategic Plan- however, no basis has been provided for them and there are no overall objectives to guide the Plan. The Plan is completely lacking in local context, research, and consultation. A SWOT analysis is a primary component of any strategic planning initiative and this appears not to have been undertaken here. Without this, how do we know that these directions are appropriate for West Elgin? 2. It is unclear what the Vision (''We connect you to our community...") is intended to apply to - is this a vision for the Municipality/community? A Community or Corporate Strategic Plan would normally provide this type of focus. The scope of the plan is "economic development".- therefore, one would assume that the vision would provide a stronger emphasis on this (rather than "connecting", which does not scream "economic development") Further, the focus is on families, businesses, and individuals, but the tourist sector seems to be completely ignored. 3 Section 2 0 ("The Opportunity") is weak and generic - every municipality has 'families, businesses, and individuals a. The community profile should be more fulsome and include comparisons to the County, Province, and/or other regions to determine what makes West Elgin unique. What opportunities or threats exist to population growth (mention population forecasts and geographic areas of growth)? Also, there is no mention to number of local businesses and employers, labour force characteristics, employment by sector, recent accomplishments - what are the strengths, weaknesses, opportunities, and threats to business and economic development in West Elgin? A review of municipal background documents (e.g., Official Plan, Elgin County Economic Development Strategy and Action Plan ,etc.) would also help to inform the plan. Section 5.1 recommends the development of an "Economic and Community Profile" that would include many of these things - c �ll, i�d G�iii �� lf�V� ���1; 51� i���iC� ha)v- bee l dome as part c; b This section also relies on 2006 Census data — in some ceses (e.g , population by age. iam0y characteristics) updated 2091 C�-EnSus data has been raleassd and should be used 4. there appears to have been a complete lace of community c�rnsealtatio�u 1 engagement in the preparation of this Plan. Normally, one would expect that interviews/ workshops/ surveys with local businesses would be undertaken to determine strengths, weaknesses, opportunities, etc., as well as public open houses to establish community values. Representation from five businesses on the committee should be applauded but is not a substitute for broader community involvement. Further, although the business sector was represented, it appears that the agricultural and tourism sectors were not involved —these are significant contributors to economic development. 5. Consideration should be given to reformatting Section 5,0 into table form so that it is easier to follow — this will help with implementation. The information in Section 6.0 (costs) should also be combined within this table (some of which is duplicated at present). Consider moving Section 7.0 into the Executive Summary. 6_ While the six goals appear logica+, they also have a narrow Focus (mainly business support and retention, rather than business development) and "seniors housing" stands out as being unique (is this consistent with the Official Plan, Secondary Plans, etc ?). Also, it is unclear how the "creative economy" is represented in these goals. This is where the SWOT analysis is so critical — there may be many more goals that the Municipality should be looking to pursue (e.g,, industrial lands. eco-tourism, streetscape improvements. transportation, use of social media, buy local campaigns, etc.). A broader research phase may have turned up other alternatives (e.g., an opportunity to share a BDO with another municipality, etc.). 7. Based on the aforementioned points, this document is simply not a "Strategic Plan" — it would be more appropriate to rename it an "Action Plan" or something that is more indicative of its process and content. Once this document is properly recognized for what it is (and what it is not), the Municipality may consider developing a more fulsome Economic Development Strategic Plan (once the Business Development Officer is in place) that identifies objectives, additional actions, and a monitoring/evaluation loop, some of which should be jointly implemented by several partners. As it stands right now, the Municipality is responsible for the full implementation of this Plan — better balance should lead to improved sustainability. 2 The Mmm' alfty off WeNg Eig , TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA I. BRYANT, CLERK DATE: JANUARY 24, 2013 SUBJECT: SURPLUS RAILWAY LANDS — THOMPSONS LIMIT RECOMMENDATION: THAT Council decline the offer from Thompsons for the conveyance of former railway lands. INTRODUCTION: Thompsons Limited has offered to convey to the Municipality its former railway lands. A municipal response was due by the end of December, 2012. Until the municipality had the opportunity to meet with Entergrus, a response was premature. Also, we have now received the Active Transportation Initiative Report. BACKGROUND: A number of presentations have been made to Council affecting this proposal: The Thompson lands extend from west of Blacks Road to just east of the village of Rodney on former lands owned by CSX. Only a portion of the CSX holdings were purchased by Thompsons. ® The lands north of the CSX lands have been purchased by Entergrus for a transmission corridor. Entergrus met with Council on December 20, 2012. e The Active Transportation Initiative Report has been finalized and was presented to Council on January 10, 2013. DISCUSSION: The Active Transportation Initiative report supports the use of former railway lands as a "multi-use trail" from West Elgin to St. Thomas. Entergrus is agreeable to negotiate with municipalities to have a trail on their corridor, this would lead to a seamless trail from Essex County to St. Thomas. There are financial implications for the development of a trail. Examples of costs are provided in the Active Transportation Initiative report. j-a go ? Tnompsons' offer is generous but if the municipality develops a trail through Entergrus land, this land is not needed. It is suggested that the municipality concentrate its financial and administrative support to a continuous trail. Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA,AMCT _EGtt Gawley, C.GA:-- Clerk Administrator/TVeasurer 1� t 0(_6 / WESA aeMekic company January 16, 2013 Project No. W'84718'00'15 Mrs. Norma Bryant The Corporation of the Municipality of West Elgin 22413 Hoskins L|ne, Box 490 Rodney, ON N0L2C0 Re: West Elgin Landfill 2073 Site Monitoring and Operations Proposal Dear Mrs. Bryant: VVESA, a division of D|uMetric Environmental Inc. (WESA). is pleased to provide o work plan and cost estimate to complete the 2013 site monitoring program at the West Elgin Landfill Site. The work plan was developed based on recommendations provided in the 2006 Annual Site Monitoring and Operations Report for the VVp/t Elgin Landfill Site prepared byVVElA in April 2007 and requirements set out by the Minis" of the Environment (K4{}G) in Environmental Compliance Approval (E[A) Number A051101 for the site originally doted December 21�. 2005. and amended April 11. 2O72. In the event that comments on the 2012 annual report require further change to the work p|un. VVE5/\ will provide costing for additional work. The work plan is further described below. WORK PLAN Task ' Spring 2Ol3 Environmental Monitoring Program Tusk 2 ' Interim Assessment of Monitoring Results Task 3 ' Fall 2013 Environmental Monitoring Program Task 4 ' Interim Assessment of Monitoring Results Task ' Annual Analysis and Reporting Task 6 ' Meeting Attendance Tel.519'74e'6685 VVESA' o division ofG|uMotric Environmental Inc. L1 Fax.519'742'9810 | 171 Victoria Street North,Kitchener,Ontario,c"""a" wvH 5c5 vwww.vveno.uu PROPOSAL W-134718-00-15 January 16,2013 Task 1 and 3 - Spring and Fall 2013 Environmental Monitoring Program The on-site groundwater monitoring network is composed of fifteen (15) monitoring wells and one (1) stand point well in the adjacent wetland. Groundwater sampling in the Spring and Fall 2013 will take place in accordance with the bi-annual sampling schedule for the site as outlined in the table below. (It should be noted that there is no MV)13 on-site). Well Sampling Frequency Analytical Parameters All monitoring wells (MWI, MW2, MW2D, iii-annually General Chemistry and MW3, MW4, MW5, MWb, MWT MW8, (Spring and Fall) Metals, and VOC MW9, MW10, MW11, MW12, MW 14, MW 15) + QA/QC Combustible Gas (1 duplicate for general chemistry and metals parameters and trip blank for VOC) Groundwater elevations will be calculated at each location to confirm the direction of groundwater flow. A minimum of three well volumes will be purged or the well will be purged three times dry prior to sampling. Water samples will be collected from each location and submitted for analyses to ALS Laboratory Group of Waterloo, Ontario. Samples will be analyzed for general chemistry parameters (Alkalinity, Ammonia, Colour, Conductivity, DOC, pH, TDS, Turbidity, Nitrate, Nitrite, Total Kjeldahl Nitrogen (TKN) Phosphorus, Sulfate, Chloride, Fluoride, Anion/ Cation Sum, Hardness, Ion Balance, Langelier Index and Saturation pH), a general metals scan (Ai, Sb, As, Ba, Be, Bi, B, Cd, Ca, Cr, Co, Cu, Fe, Pb, Mg, Mn, Mo, Ni, P, K, Se, Si, Ag, Na, Sr, Tl, Sn, Ti, W, U, V, Zn, Zr), and volatile organic compounds (VOCs). One field duplicate sample (analyzed for general chemistry parameters and metals) and a trip blank sample (analyzed for VOC) will be collected for Quality Assurance and Quality Control (QA/QC) purposes. As part of the 2013 monitoring program, methane concentrations will also be measured in the Spring and Fall of 2013 at the groundwater monitoring locations. The measurements will be taken concurrently with the groundwater elevation measurements using a portable EagleO combustible gas monitor calibrated for methane with a Multi-gas methane sensor. VVESA Page 2 a 04,11� company PROPOSAL W-B4718-00-15 January 16,2013 Please note, as recommended in the Fall Interim Report, WESA has added a cost to collect a background surface water sample east of the site to confrrm wetland groundwater impact noted to the east of the site are leachate derived or wetland derived. This cost is added to the Spring sampling event only. The April 2012 ECA amendment from the MOE requires purchase of a 30m Contaminating Attenuation Zone (CAZ) to the east of the site by December 31, 2013. This purpose of this surface water sample will be to confirm that is the full extent of the CAZ or if more is required. Thls confirmation and will be discussed in Task 2 below (Spring Interim Assessment). Tasks 2 and 4 - Interim Assessment of Monitoring Results Following the Spring and Fall sampling events, the groundwater data will be added to the site chemistry database and reviewed. A letter summarizing the results of the groundwater monitoring and highlighting any anomalies will be prepared. The need for additional monitoring events and potential changes to analytical parameters and monitoring frequencies will be re- evaluated at that time. Task 5 - Annual Analysis and Reporting In accordance with the ECA, a report on the development and operation of the site, including the monitoring program, will be submitted to the MOE by April 30, 2014 based on the information collected in 2013. This report will present the findings of the two preceding monitoring events (Spring and Fall 2013) and will make recommendations for any additional work or actions that may be required during subsequent monitoring periods. Based on the assessment of the results from the previous monitoring period as well as historical data, recommendations will be made for on-going site monitoring with respect to the number of locations, frequency of monitoring and the necessary geochemical parameters for analyses. Any recommended modifications to subsequent monitoring programs will be presented to the Municipality of West Elgin and the MOE for their approval prior to modifying future programs. Please note that in 2010, the MOE released the Technical Guidance Document entitled "Monitoring and Reporting for Waste Disposal Sites, WESA PageJ3 a 0?,Gent compmy PROPOSAL W-B4718-00-15 January 16,2013 Groundwater and Surface Water" (November 2010). This document provides a recommended table of contents and contents for annual monitoring reports as well as a checklist to be completed and signed by a Competent Environmental Practitioner (CEP) as defined in the November 2010 document. The contents of previous West Elgin landfill site monitoring reports have been reviewed and approved by the MOE historically and therefore the structure of the 2011 report was not changed. The cost below reflect those which we see necessary to adjust the report to the new technical guidance document. Task 6 - Meeting Attendance WESA personnel look forward to continuing to work closely with the Municipality of West Elgin and its Municipal Council. Presentation of annual reports, project updates and the resolution of issues over the course of the project will be addressed through meetings with WESA and the Municipality of West Elgin. One meeting a year has been assumed for budget purposes. PROJECT SCHEDULE AND COST WESA personnel are available to begin work immediately upon proposal review and acceptance by The Municipality of West Elgin. Our estimate of costs for carrying this proposed work plan is provided below in Table 1. Table 1 Project Costs Disbursements Professional Laboratory Task Description Fees Expenses Expenses Totals 1 & 3 Environmental Monitoring $7,500 $1,945 $9,450 $18,895 2 & 4 Interim Assessment of $3,150 $0 $0 $3,150 Monitoring Results 5 Annual Analysis and $3.225 $100 $0 $3,325 Reporting 6 Meeting Attendance & $4,200 $200 $0 $4,400 Project Management Totals $18,075 $2,245 $9,450 $29,770 WESA Page14 company PROPOSAL W-B4718-00-15 January 16,2013 The estimated total upset budget for this project is $29,770 (not including HST). WESA will not exceed this budget without prior approval from The Municipality of West Elgin. This budget includes all professional fees and disbursements, but does not include the HST. CONFIDENTIALITY All information, data, material, etc. gathered as a part of this study shall be treated as confidential and shall only be discussed with The Municipality of West Elgin unless otherwise directed. No contacts will be made to any third party without your full knowledge and approval. The contents of this proposal are considered confidential information, and as such is to be kept strictly confidential and shall not be disclosed in any form whatsoever to any other person, entity or corporation, without the prior express written permission of WESA. CLOSING If the terms of this proposed work plan are agreeable to you, please sign one copy of the proposal in the knowledge that this constitutes a legal contract between WESA and The Municipality of West Elgin. We are prepared to start work upon receipt of the signed proposal from The Municipality of West Elgin. Thank you for the opportunity to prepare this work plan and cost estimate for the 2012 site monitoring program. If you have any questions, or require any additional information, please do not hesitate to contact the undersigned at (519) 742-6685 x218. Sincerely, WESA, a division of BluMetric Environmental Inc. (VAI S'rana Scholes, B.A.Sc., P.Geo. n Macdon Id, M.Sc., P.Geo. Project Manager/ Engineer Senior Hydrogeologist Encl. WESA Page 1 5 0 10Iv.,o1 c [omlwny i MIJNI,'WALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR-4.2 Section Terms of Employment Effective Date: Feb 17198 Subject: Hours of Work Revision Date: Jan 10113 Pa e: 1 of 3 1 'P u,-,POSE: -- 1.01 To establish hours of work for all full-time employees. 2 POLICY: 2.01 Municipal Office (a) Hours of work shall be Monday to Friday, 8:30 a.m. to 4:30 p.m. with one (1) hour for lunch. (b) Total of 35 hours per week. (c) Each employee has the option of taking a '/ hour lunch each day for fourteen (14) days and having the next working day off. Some rules do apply as follows: (i) In the first year of employment these days off can be used towards a week's vacation. Otherwise they are not to be accumulated and taken as another week of holidays. (ii) They can be taken as long weekends providing there is enough staff on hand in the office. (iii) They can be used over Christmas for the time off needed when the office is closed. (iv) Carry over of unused time to the next year is not allowed. 2.02 Road_ s Department (a) Hours of work shall be Monday, Tuesday, Wednesday and Thursday, 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 4:30 p.m. (b) Hours of work on Friday shall be 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 2:00 p.m. (c) Total of 40 hours per week. (d) Although these hours are the regular hours of the road department, there are many times when the Municipality may be best served by altering these hours. Any such j alteration will be at the discretion of the Road Superintendent. (e) Night Shift (i) Night shift hours commence on Sunday to Thursday at 3:00 a.m. to 7:00 a.m. and 7:30 a.m. to 12:00 p.m. (noon) on Monday to Thursday and at 3:00 a.m. to 7:00 a.m. and 7:30 a.m. to 9.30 a.m. on Friday. (ii) Night shift hours area from mid-November to mid-March of each year, The actual start and finish date is determined by the Superintendent. I 2.03 Water Department (a) Hours of work shall be Monday, Tuesday, Wednesday and Thursday, 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 4:30 p.m. i (b) Hours of work on Friday shall be 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 2:00 p.m. (c) Total of 40 hours per week. (d) Although these hours are the regular hours of the water department, there are many i times when the Municipality may be best served by altering these hours. Any such alteration will be at the discretion of the Water Superintendent. 2.04 Parks & Recreation Department (a) Hours of work shall be: DAY SHIFT - 7:30 a.m. to 4:30 p.m. NIGHT SHIFT— 4:00 p.m. to 12:00 a.m. (b} The forty 4( 0) hours er week are averaged over the paid eriod. Althou gh these 1U1UN CC 'Almi Y OF WEST ELGliq POU,"'If MANUAL Cha ter: �Y Human Resources Index fro. HR-4,2 Section: Terms of Employment Effective Date: , Feb 17198 Subject: Howz of Work Revision Date: Jan 10113 Page: 2 of 3 hours are the regular hours of the department there may be times when the Municipality T may be best served by altering these hours. Any such alteration will be at the discretion of the Parks and Recreation Superintendent. i j2.05 Overtime Pay (a) An hourly rated employee who has worked more than his regular working hours in one-day shall be paid for the hours of work in excess of the regular working hours at one and one-half(1 & '/z) times the regular rate. All employees who worlGon Statutory Holidays shall be paid for the Statutory Holiday plus time and one-half(1 i & 1/) times the regular rate for hours works at the designated rate of pay for the f time period. (b) An hourly rated employee who is on the day shift and is called in between 12:00 j a.m. (midnight) and 6:00 a.m. shall be paid at double time. The regular rate of pay for the time period will commence at 6:00 a.m. From 12:00 a.m. (midnight) until i 5:30 a.m., a minimum call out time of two hours will be paid at the appropriate rate. (c) An hourly rate roads employee who is on the night shift and is called in between i 2:30 p.m. and 8:30 p.m. shall be paid at double time. The regular rate of pay will commence at 8:30 p.m. From 2:30 p.m. until 8:00 p.m., a minimum call out time of two hours will be paid at the appropriate rate. (d) An hourly rated Parks and Recreation employee who is on the afternoon shift and is called in between 8:30 a.m. to 2:30 p.m. shall be paid at double time. The regular rate of pay shall commence aL2:30 p.m. (e) The Administrator/Treasurer who attends special Council meetings outside of regular working hours shall be reimbursed the equivalent to the meeting pay for the j Mayor and Deputy Mayor. This shall not apply to Tri County Management Committee meetings. (f) The Clerk who attends special Council meeting outside of regular working hours shall be reimbursed the equivalent to the meeting pay for Councillors. This shall not apply to Tri County Management Committee meetings. 2.06 Call-In (a) An hourly rated employee who is called in outside of their regular working hours shall be paid for a minimum of two (2) hours. Call-in does not apply to the two (2) hour period prior to the beginning of a regular shift. 2.07 Overtime Meal Allowance (a) A meal or meal allowance of$10.00 may be provided to employees if working overtime and will be at the discretion of the Department Head. I t r Chapter I Human Resources Index No. HR-4.2 Section: Terms of Employment Effective Date: Feb 17198 J j Subject: Hours of Work Revision Date: Jan 10113 ! Pa _ e:_ g � 3of3 2.08 _Banking of Overtime Hours - (a) A maximum of 80 hours per calendar year, including stand-ley tune, may be banked and taken off as time in lieu at the discretion of the Superintendent. Once hours are banked and are taken off as time in lieu they cannot be banked again. (b) Road Department Night Shift may bank overtime hours at the regular rates as noted in 2.D5 (a) at the discretion of the Superintendent. The premium for working the night shift shall be paid as part of wages. (c) Banked hours are to be taken off during the year in which they were earned or they i' will be paid out. Vacation hours will be used first and then banked hours when i taking time off. 3 ADMINISTRATION: i 3.01 The Treasurer shall ensure this policy is followed in the calculation of wages. 14 ATTACHMENTS: 4.01 None E Council authorization: By-law 98-06 By-law 2003-67 By-law 2007-84 By-law 2010-71 By-law 2010-72 By-law 2011-08 ! By-law 2011-44 I i I i i I I li i i i j Page 1 of 1 rr � f Norma Bryant :H._,,.. , ,...... _...... __�.._._._...--•---�_.....----------- ,l,Jr�rr:aaut!y,,ry,aHr r:•..:r.,; From: Patsy Vanden Boomen [boom loo @hotmail.com} Sent: January-15-13 3:25 PM To: nbryant @westelgin.net Subject: Seaside Developements To all council members: I am a resident and tax-payer In Rodney and would like to express my opinion on the proposed developement at New Glascow. I was under the impression that this developement was going through but have found out that this may not be the case. If I understood correctly there Is a strip of land that Seaside desperately wants which is owned by the township. Without this strip of land the developement would be greatly diminished. I am writing this to express my sincere hope that you, as our council, will consider giving this strip of land to Seaside in exchange for the 5 acres of land that is currently owned by Seaside. I know there are some people who do not wish this developement to go through but I have heard from so many people that they DO WANT IT!111 It Is unfortunate that only the people against it are expressing their opinions. I think the council would be surprised to know just how many people would like to see this go through without any more delays. I hope that our council will do what is best for our community and having this developement, in my opinion, is definately in our best interest. All you need to do is have a good look at our downtown areallllll!II Sincerely Mrs. Patrlcia VandenBoomen 15/01/2013 Viddlese;, FcurCcv dos ita R:fiancc 824 Concession ]f.,R P.s Nevvdur y ON NiOL 1Z0 519-693-44-^] x 2Z H info fChsfoundation @rnha.vl,C:a Thursday January 17, 2013 Municipality Of West Elgin 22413 Hoskins Line Rodney, Ontario NOL 2CO Dear Mayor Bernie Wiehle and Council members; Thank You for allowing me to attend your upcoming council meeting on Thursday February 14, 2013 to give an update on what is happening with the Four Counties Health Services Foundation and what events we are fundraising for towards the purchase of equipment for the Four Counties Health Services. This past year's fundraising is almost complete with our commitment to the hospital towards the Scope Program, Vital Signs Monitor, IV Pump and Refrigerator for Pharmacy & Laboratory. We will soon be receiving the equipment request for the Four Counties Health Services and we do know they will be replacing the stretchers in the Emergency Department for the 2013114 year. Each stretcher costs $4,400 and this will be one of our fundraising items. When we get a full list of equipment request 1 would be glad to forward that as well. At this time I would respectfully ask your consideration of a funding request of $4,400 towards the purchase of a stretcher. If you have any question I would be glad to address them when we meet. Yours sincerely, Debbie Munn, Development Officer Four Counties Health Services Foundation �3 RURAL &. SMALL URBAN GREEN ENERGY SYMPOSIUM An initiative to take back control in Ontario municipalities om • 8:30 am — Registration Opens • 9:00 am — Opening Remarks, Mayor Jeffs 9:15 am — Municipal/Wind Developer Agreements John Kennedy, President, Siskinds LLP • 10:00 am -- Break • 10:15 am — Health and Socio-Economic Impacts of Industrial Wind Energy Facilities Carmen M,E. Krogh, BScPharm • 11:00 am - Break + 11 :15 am — New Premier, New Opportunities John Laforet, Principal of Broadview Strategy Group • 12.00 pm — Lunch • 1:00 pm — Opening of Roundtable Discussions John Laforet • 1:15 pm — Discussion Groups • 2:00 pm — Break • 2:15 pm — Plenary Session — Collaboration on Unified Resolution — Mayor Jeffs and Alderman Konc • 3:15 pm — Closing Remarks, Mayor Jeffs Refreshments, snacks and lunch will be provided. RURAL & SMALL URBAN GREEN ENERGY SYMPOSIUM An initiative to tape back control in Ontario municipalities An opportunity for like-minded municipalities to gather and collaborate on solutions to effect change to inappropriate and ineffective provincial policies with regard to renewable energy, with particular focus on rural wind energy projects. Municipality: Street Address: City/Town: Postal Code: Phone No.: ( ) COST: $125.00 per person - includes Summit attendance, parking, lunch and refreshments. Payment can be made by cheque payable to the Township of Wainfleet. Registration will be confirmed upon receipt of payment. Snace_is limited. REGISTRANT INFORMATION .NAME. TITLE!' i It additional space is needed, please attach a separate sheet. Special requirements (dietary, assistance, etc.): Please submit registration by FEBRUARY 15. 2013 to: Green Energy Symposium, c/o Township of Wainfleet, 31940 Hwy 3, P.Q. Box 40, Wainfleet ON, LOS 1VO; email: tlambic�wainfleet.ca or fax to (905) 899-2340. Hotel accommodation available (at additional cost) at: Best Western Rose City Suites 340 Prince Charles Drive S., Welland ON L3C 7B3 Phone: (905) 732-0922 http:llwww.bestwesternniac]ara.com $92 per night-Group Code: WAINFLE"ETSUMMIT Please contact Tanya Lamb, Clerk, Township of Wainfleet at (905) 899-3463 ext. 226 or Stacey Duncan, ext. 224, with any questions. Thank you for your support and interest.