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August 8, 2013
MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING AUGUST 8, 2013 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ------------------------------------------------------------------------------------------------------------ DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A16) *July 18, 2013 Council *July 18, 2013 Public Meeting — Zoning Amendment - Parezanovic BUSINESS ARISING FROM MINUTES DELEGATIONS 1:30 p.m. Jeff Lawrence — County Tree Commissioner 2:00 p.m. Melanie Rose - Presentation on new website. REPORTS (C1-C10) 1. ROADS a) *Monthly Report 2. RECREATIONIEMERGENCY MANAGEMENT a) *Monthly Report b) *Report re: West Elgin Recreation Centre Renovations c) *Report re: Rescue Equipment, specifically Air Bags d) *Report re: Rescue Tools August 8, 2013 .............Page 2 e) *Report re: Blue Flag beach and marina 3. WATER DISTRIBUTION SYSTEM a) *Monthly Operations Report b) Operational Plan - Distribution System (under separate cover) 4. WASTEWATER a) *West Lorne Wastewater Treatment Plant& Collection System - Second Quarter Operations Report b) *Rodney Wastewater Treatment Plant & Collection System - Second Quarter Operations Report c) *MOE - Inspection Report-West Lorne WPCP 5. BUILDING a) *Monthly Report for April 2013 b) *Monthly Report for May 2013 c) `Monthly Report for June 2013 d) *Monthly Report for July 2013 G. BY-LAW ENFORCEMENT a) *Monthly Report 7. DRAINS a) Appoint engineer- Downie petition (Lot 15, Concession 1) b) *Report re: Munroe Street Storm Sewer 8. WEST ELGIN PRIMARY SYSTEM 9. ADMINISTRATION a) *Report re: Sale and Disposal of Land Policy b) *Report re: Clean and Clearing of Land By-law c) Quarterly Financial Report to June 30th (to be available at meeting) August 8, 2013 .............Page 3 d) *Report re: Industrial Wind Turbines e) *Report re: West Lorne Heritage Homes Community Hub f) *Report re: Ontario Disabilities Act 10. PLANNING 11. ACCOUNTS CORRESPONDENCE (D1 — D23) COUNCIL CONSIDERATION — ACTION RECOMMENDED: 1.* Peter C. Mansell - letter regarding wind turbines; 2.* Municipality of Halton — request for support of a resolution regarding Enbridge Pipelines Inc. Line 9 Reversal; 3.* OBOA Southwestern Chapter— request for support of a resolution regarding re-qualification of Building Officials; 4.* Strong, MacDougall & Oudekerk letter regarding John Watterworth; 5.* Arts & Cookery Bank— letter of appreciation; 6.* Beattie Haven Retirement Community— road signage for Beattie Haven; 7.* Melanie McLeod — request for road closure for community walk; 8.* West Elgin Community Health Centre — request to waive fees for the meeting room at the West Elgin arena; 9.* Public notice for a proposed communications pole installation at 13371 Furnival Road; 10.' Elgin County Land Division Committee — application for consent to sever - Lots 8 & 9, Concession 14 (1273969 Ontario Inc.); 11. Elgin County Land Division Committee— application for consent to sever— Lot 1, Concession BF (Lather); 12.* Elgin County Land Division Committee— notice of decision — Lot 4, Concession 14 (Lakeview Aldborough Bluffs); 13.* West Elgin Chamber of Commerce — Community Expo; 14.* Arts & Cookery Bank — Ribs & Rubies Dinner; 15.* Municipality of Middlesex Centre — request to support resolution regarding requalification of Municipal Building Officials; August 8, 2013.............Page 4 RECOMMENDED TO ACCEPT & FILE: 16. AMO • Watch file — July 18, 2013 • Watch file — July 25, 2013; • Watch file - August 1, 2013 • MPAC — Update 17. Ministry of Tourism, Culture & Sport — letter regarding Ontario Sport & Recreation Communities Fund; 18. Chatham-Kent — Mayor's Annual Golf Classic— September 11, 2013; 19. Invitation to Constituency BBQ —Tuesday August 20th 430 — 700 pm at Pinafore Park, St. Thomas; 20. Elgin County Land Division Committee— notice of decision — Lot B, Concession 11 (Sather); 21. Elgin County Land Division Committee — Notice of Decision — Lot 1, Concession 10 (Sacher); 22. Elgin County Land Division Committee— Notice of Decision — Lot 16, Concession 9 (Vanderploeg Farms); 23. Alzheimer Society— thank you for support BY-LAWS: By-law No. 2013-56 Reduce speed limit on Marsh Line By-law No. 2013-57 Operational Plan — Distribution System MINUTES (E1) *Tri County Management Committee — May 28, 2013 NOTICE OF MOTION (F) OTHER BUSINESS (G1-G2) 1. Council announcements 2. Closed session, if deemed necessary * Information enclosed August 8, 2013.............Page 5 CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: September 12, 2013 Council September 26, 2013 Council September 27, 2013 Road & Facility Tour 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. 1 MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS JULY 18, 2013 PRESENT Mayor Bernie Wiehle Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT Scott Gawley, Administrator/Treasurer Norma Bryant, Clerk Ted Halwa, Planner Jeff Slater, Recreation Superintendent Gary Blazak, Planner CALL TO ORDER The Mayor called the meeting to order at 9:30 a.m. DECLARATION OF PECUNIARY INTEREST Councillor Aldred declared a conflict of interest with item D8 (a). ADOPTION OF AGENDA RES. NO, 1 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin approves the agenda for July 18, 2013 as printed and circulated with the following additions: • By-law No. 2013-54—lift holding symbol (Harvesters Baptist Church) • Approval of change order for Recreation Centre • Re: correspondence item E8—letter from Gail Hack DISPOSITION: Carried APPROVAL OF MINUTES RES. NO. 2 Moved by Miller Seconded by Leatham June 13, 2013 Council June 27, 2013 Council June 27, 2013 Public Meeting—Zoning Amendment (Simon) June 27, 2013 Public Meeting—Zoning Amendment (Lakewood Trailer Estates) June 27, 2013 Public Meeting—Zoning Amendment (Okollsan) June 27, 2013 Public Meeting—Zoning Amendment (McKillop) DISPOSITION: Carried July 18, 2013 .....Page 2 of 14 BUSINESS ARISING FROM MINUTES DELEGATIONS 9:30 a.m. —Ed Little—Proposed Severance—Lot 1, Concession BF (Lather) Also in attendance: Mr, McIntyre, Mrs, Lather The Planner reviewed his report. Mr. Little reported that the land is owned by an estate(4 owners). Their intent is to sell the north parcel to McIntyre and Mrs. Lather will retain the southern parcel where she lives. He noted that in his opinion the zoning by-law trumps the Official Plan. The minimum acreage in an agricultural zone is 19 ha. The municipality is legally bound to look at the zoning by-law. 1:30 Pm—Seaside Waterfront Inc. and Lighthouse Waterfront In attendance: Ron Koudys, Richard Pellerin, Gary Blazak A PowerPoint presentation was given by Mr. Koudys and Mr, Pellerin. The following points were raised: • To finalize Environmental Assessment(EA) need to know what lands are included for servicing. That is, the status of the surplus lands application. • Stormwater to be included in EA,first public meeting in late August. • Redlined draft plans of subdivision presented—the changes take into account the agency comments and the secondary plan process. Change of access to Douglas Line as a response to ministry comments regarding length of road and looping of waterlines. • Commercial block—redesign to include retaining existing open ditch to gabion„ holding tank being proposed until new sewage treatment plant is built. When hook-up to plant is available second building will be built and first building hooked up. Letter of credit for building septic system, if needed, is being proposed. • Lot 5—proposed severance of 5 lots along lake on a private road. Engineering study has been completed to determine building line. Will be meeting with Lower Thames Valley Conservation Authority to discuss. Council recessed to hold a public meeting relating to a zoning amendment application and resumed their meeting thereafter. PLANNING 1. Report re: Zoning Amendment—Lot 9. Concession_8 (Parezanovic Farms RES. NO. 3 Moved by Miller Seconded by Leatham RESOLVED that the report from Monteith Brown re: Amendment to Zoning By-law—22759 Queens Line (Parezanovic Farms) be received. DISPOSITION: Carried July 18, 2013 .....Page 3 of 14 2. Re ort re: Proposed Severance—Lot 1 Concession BF Lather RES. NO. 4 Moved by Miller Seconded by Leatham RESOLVED that the report from Monteith Brown re: Proposed Severance—Lot 1, Concession BF(Lather) be received. AND that the proposed severance be supported. DISPOSITION: Carried 3. Site Plan Agreement—Harvesters Baptist Church It was reported that the Chief Building Official and their engineer have come to an agreement on septic system. The agreement has been signed and is ready to be authorized by Council. The Planner left the meeting REPORTS 1. ROADS 2. RECREATION/EMERGENCY MANAGEMENT a) Report re: Fire Communications RES. NO. 5 Moved by Miller Seconded by Leatham RESOLVED that the report from the Administrator/Treasurer re: Fire Service Communications be received. DISPOSITION: Carried RES. NO. 6 Moved by Miller Seconded by Leatham BE IT RESOLVED that Council of the Municipality of West Elgin accepts the proposals from Spectrum Communications Ltd., London, dated June 21, 2013: • for the design/build of a Digital Two-Way Simulcast Radio Communications and Simulcast Two-Way Paging System; and • For the"voice only"link to the St. Thomas Fire Department subject to the execution of an agreement between Spectrum and the participating municipalities; AND FURTHER that Council agrees to fund one-seventh of the cost of the proposals and a 15%contingency allowance. DISPOSITION: Carried RES. NO. 7 Moved by Aldred Seconded by Bodnar BE IT RESOLVED that Council of the Municipality of West Elgin is agreeable to the Municipality of Central Elgin maintaining and licensing the new digital communication system on behalf of the seven municipalities AND THAT ongoing maintenance costs and licence, site and telephone fees be equally allocated between the seven municipalities. DISPOSITION: Carried July 18, 2013 .....Page 4 of 14 b Report re: Fire Inspection Services RES. NO. 8 Moved by Miller Seconded by Leatham RESOLVED that the report from the Administrator/Treasurer re: Fire Inspection Services be received; AND that Council approves a contract position for Fire Inspector; AND that a contract be entered into with Gary Wilson for the period ending December 31, 2013 under the direction of the Fire Chiefs of Rodney and West Lorne. DISPOSITION: Carried c) Report re: Joes Bush RES. NO. 9 Moved by Bodnar Seconded by Aldred RESOLVED that the Recreation Report re: Joes Bush be received; AND that Council approves that the Recreation Department, including the West Elgin Recreation Committee, develop and implement a Managed Forest Plan. This Plan be developed in conjunction with the Lower Thames Valley Conservation Authority and the Ministry of Natural Resources. The Committee includes the Nature Club and Kiwanis Club. DISPOSITION: Carried 1Chanae Work Order—Recreation Centre The Recreation Superintendent reported that additional work, to be paid out of$15,000 contingency, is required to remove cement around posts and level area. The cost is $7,071 plus taxes. The Fair Board has requested changes to the kitchen which we do not have a quote yet. We may go over the contingency amount. d) Blue Green Algae The Recreation Superintendent reported that our beach has been posted as closed. He is working with Public Health. The Administrator reported that OCWA is monitoring the intake. 3. BUILDING 4.WATER 5. BY-LAW ENFORCEMENT 6. DRAINS a) Drainage Apportionment—Wilton Drain No 2 (Parezanovic Farms) RES. NO, 10 Moved by Miller Seconded by Leatham RESOLVED that the Council approves the agreement on share of drainage assessment on the Wilton Drain No. 2 as requested by Parezanovic Farms under Section 65 (6) of the Drainage Act. A--5- July 18, 2013 .....Page 5 of 14 RES. NO. 10 cont'd Original Assessment New Assessment Concession 8 Pt. Lot 9 34.37 AC. 32.93AC. 1.44AC Benefit-$0 Benefit-$0 Benefit-$0 Outlet- $14.00 Outlet-$12.00 Outlet- $2.00 DISPOSITION: Carried b)-Petition for Drainage Works— Lot 15 Concession 1 Downie RES. NO. 11 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the drainage Petition from J. David Downie and Pamela Downie for drainage work on Concession 1 Part Lot 15, under Section 4 of the Drainage Act. DISPOSITION: Carried 7. WEST ELGIN PRIMARY SYSTEM 8.ADMINISTRATION Councillor Aldred declared a conflict of interest with the following item and left the meeting. a) Livestock Claim—Dua Aldred RES. NO. 12Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves payment of the livestock claim of Dug Aldred for chicks killed by a weasel valued at$148.20. DISPOSITION: Carried Councillor Aldred returned to the meeting. b Report re: Sale and Disposal of Land Policy After discussion Council asked that changes be made to the proposed policy regarding the requirement for a survey, notice and appraisal. The policy will be revised and brought back to Council. c Report re: Recognition of Bo Horvat—NHL Draft RES, NO. 13 Moved by Miller Seconded by Leatham RESOLVED that the report from Ann Smith re: Recognition of Bo Horvat—NHL Draft be received; AND an allowance up to$2,000.00 be approved to be allocated from the Administration—Grants/Donations 2013 Budget. DISPOSITION: Carried W July 18, 2013 .....rage 6 of 14 9. ACCOUNTS RES. NO.14 Moved by Leatham Seconded by Bodnar RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#6A amounting to$1,327,255.87 in settlement of General, Road,Water, and Arena Accounts (including cheques#14473 to#14640) DISPOSITION: Carried 10. PLANNING After the delegation from Seaside left the meeting, Mr. Blazak reported that once the order is received from the OMB that the Official Plan has been approved the zoning for the lands may proceed. He reported that he has had a teleconference with MNR and MMAH regarding the surplus lands and Havens Lake Road as a result of correspondence received on July 10th from MNR. MNR has enquired about the amount of parking needed for the commercial block and formal way to preserve parking in the beach area. Mr. Blazak suggested that a zoning by-law for the waterfront attraction area including the parking areas may solve the issue. MNR agreed that this was a good solution. RES. NO, 15 Moved by Bodnar Seconded by Leatham Council directs Gary Balzac to prepare a zoning by-law amendment for the waterfront amenity and attraction area that address concerns raised by Ministry of Natural Resources dated July 10, 2013. DISPOSITION: Carried CORRESPONDENCE., 1. Launch of The Waterfront Trail, August 11 to 17, 2013 2. West Elgin Secondary School—speed limit on Marsh Line RES. NO. 16 Moved by Miller Seconded by Leatham RESOLVED that Council supports the request to lower the speed limit to 50 km/h on Marsh Line from west of Todd Place to the intersection with Graham Road and that the necessary by-law be prepared. DISPOSIITON: Carried RES. NO. 17Moved by Bodnar Seconded by Aldred RESOLVED that Council request the County of Elgin to reduce the speed limit on Graham Road from Marsh Line south to halfway point to Thomson Line to 50 kmlh. DISPOSITION: Carried 3. Upper Thames Military Re-enactment Society—2201h Anniversary of Battle of Longwood, March 4, 2014 July 18, 2013 .....Page 7 of 14 4. Elgin County Land Division Committee— notice of application for consent—Lot 4, Concession 14 (Lakeview Aldborough Bluffs Inc.) RES. N0, 18 Moved by Leatham Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin does not support the Severance Application E39/13 applied for by Lakeview Aldborough Bluffs Inc. The Mayor requested a recorded voted. Aldred yes Miller yes Bodnar yes Wiehle no Leatham yes DISPOSITION: Carried 5. Elgin County Land Division Committee- notice of application for consent—Lot B, Concession 11 (Sather) RES. NO. 19 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application 40113 applied for by August and Marianne Sacher In accordance with Section 6.2.9(surplus farm dwellings)of the Municipality of West Elgin Official Plan, Council supports application E40/13 subject to the following conditions: 1. Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments 3. Subject to drainage outlet&drainage agreement, if required 4. Subject to requirements of the Municipal Road Department regarding access and/or drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water and/or sewer connection fees, if applicable 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement. 8. Two copies of the registered reference plan,together with a copy of the said plan showing the locations and dimensions of all buildings and structures, are submitted to the satisfaction of the municipality 9. Taxes to be paid in full. DISPOSITION: Carried 6. Elgin County Land Division Committee—notice of application for consent—Lot 1, Concession 10 (Sacher) RES. NO. 20 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application 41113 applied for by August and Marianne Sacher July 18, 2013 .....Page 8 of 14 RES. NO. 20 cont'd In accordance with Section 6.2.9 (surplus farm dwellings)of the Municipality of West Elgin Official Plan, Council supports application E41/13 subject to the following conditions: 1. Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments 3. Subject to drainage outlet&drainage agreement, if required 4. Subject to requirements of the Municipal Road Department regarding access and/or drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water and/or sewer connection fees, if applicable 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement. 8. Two copies of the registered reference plan, together with a copy of the said plan showing the locations and dimensions of all buildings and structures, are submitted to the satisfaction of the municipality 9. Taxes to be paid in full. DISPOSITION: Carried 7. Elgin County Land Division Committee—notice of application for consent—Lot 16, Concession 9 (Vanderploeg Farms) RES. NO. 21 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application 46/13 applied for by Vanderploeg Farms Ltd. In accordance with Section 6.2.9 (surplus farm dwellings)of the Municipality of West Elgin Official Plan, Council supports application E46113 subject to the following conditions: 1. Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments 3. Subject to drainage outlet&drainage agreement, if required 4. Subject to requirements of the Municipal Road Department regarding access and/or drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water and/or sewer connection fees, if applicable 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement. 8. Two copies of the registered reference plan, together with a copy of the said plan showing the locations and dimensions of all buildings C� July 18, 2013 .....Page 9 of 14 RES. NO. 21 cont'd and structures, are submitted to the satisfaction of the municipality 9. Taxes to be paid in full. DISPOSITION: Carried 8. Kiwanis Club of Rodney--location of Car Show(Gail & Pete Hack), Gail Hack—petition on location of Car Show RES. NO. 22 Moved by Bodnar Seconded by Aldred RESOLVED that Council supports the closing of Furnival Road from Moriah Street to Victoria Street for the Car Show on June 13, 2014 from 4 pm to 8 pm. DISPOSITION: Carried 9. Ontario Urban Forest Council—request for support of a resolution regarding regulation of Emerald Ash Borer 10. Alzheimer Society—request for support of a resolution regarding Dementia Care Strategy RES. NO. 23 Moved by Aldred Seconded by Miller WHEREAS Alzheimer's disease and other dementlas are progressive, degenerative diseases of the brain that causes thinking and memory to become seriously impaired; AND WHEREAS Alzheimer's disease and other dementias most often occur in people over the age of 65 but can strike adults at and any age; AND WHEREAS Alzheimer's disease and other dementias affect more than 500,000 Canadians currently and that this figure is projected to reach 1.1 million within a generation; AND WHEREAS Alzheimer's disease and other dementias also takes their toll on hundreds of thousand of families and care partners; AND WHEREAS an estimated further three million Canadian face the burden and challenges of providing care for those suffering with Alzheimer's disease and other dementias; AND WHEREAS there is no known cause or cure for this devastating illness; AND WHEREAS the cost related to the health care system is in the billions and only going to increase, at a time when our helath care system is already facing enormous financial challenges; AND WHEREAS Canada, unlike many countries, does not have a national dementia strategy; AND WHEREAS there is an urgent need to plan and raise awareness and understanding about Alzheimer's disease and other dementias for the sake of improving the quality of life of the people it touches, AND WHEREAS MP Claude Gravelle Nickel Belt has introduced Bill C-356,An Act respecting a National Strategy for Dementia, as he works for broad, all party July 18, 2013 .....Page 10 of 14 RES, NO. 23 cont'd and non partisan support for an issue that touches us all. His legislation calls for a national plan that includes the development of strategies in primary health care, in health promotion and prevention of illness, in community development, in building community capacity and care partner engagement, investments in research and other(advisory board, objectives, investment in research, and caregivers and more). THEREFORE BE IT RESOLVED that the Municipality of West Elgin calls on all levels of government and the Federation of Municipalities to adopt a national dementia strategy, and urges all citizens of our communities to become more aware and engaged concerning the far-reaching effects of this devastating disease. DISPOSITION: Carried 11. Township of Warwick—notice"Not a Willing Host Community"for Industrial Wind Turbine Project 12. West Lorne Firefighters Association—request to waive fees for breakfast for Cactus, Cattle and Cowboy at the West Elgin arena RES. NO, 24 Moved by Aldred Seconded by Leatham RESOLVED that Council of the Municipality of West Elgin authorize the payment of rental fees for the use of the West Elgin Arena on July 20, 2013, for the holding of the Fireman's Breakfast at the Cactus, Cattle and Cowboys event. DISPOSITION: Carried 13. Elgin County—2013 Budget--revised tax rates 14. Percy Ross—request for donation for upkeep of Love cemetery. It was suggested that a meeting be set up with cemetery directors/owners to prepare new by-laws. This item is deferred until after this meeting is held. 15. West Lorne Heritage Homes—invitation to tour Heritage Homes and the Hub Tour of municipality scheduled for September 291"to include Heritage Homes and Hub. 16. Kim Parker—"Expedition Elgin" 17. OPP- policing update 18. AMO Key Role of Municipalities in Waste Diversion recognized; Watch File, June 13, 2013; Herbicide 2,4,5-T and Municipal Employees; Policing Update, dated June 14, 2013; Watch File—June 20, 2013; Watch File—June 27, 2013; A- 11 July 18, 2013 .....Page 11 of 14 Policing Update, dated June 28, 2013; Highlights of June 2013 Board Meeting; Watch File—July 4, 2013; Watch File—July 11, 2013 19. Lower Thames Valley Conservation Authority—minutes of the meeting held on May 30, 2013 20. Premier of Ontario—municipal liability reform letter referred to Minister of Municipal Affairs and Housing 21. Ministry of Rural Affairs—request input into infrastructure funding program RES. N0, 25 Moved by Leatham Seconded by Miller RESOLVED that the above correspondence items numbered 1, 3. 9, 11, 13 to 21 be received and filed. DISPOSITION: Carried BY-LAWS 1. By-Law No. 2013-44—Zone Amendment- Simon RES. NO.26 Moved by Bodnar Seconded by Aldred 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 D, Concession 10,from the Agricultural (Al)Zone to the Rural Residential Three(RR3)Zone and to the`site-specific' Agricultural (A1-94)Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: CARRIED RES. NO, 27 Moved by Aldred Seconded by Bodnar 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 D, Concession 10,from the Agricultural (Al)Zone to the Rural Residential Three (RR3)Zone and to the 'site-specific'Agricultural (A1-94)Zone shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2013-44—Zone Amendment—Simon DISPOSITION: Carried 2. By-Law No. 2013-50—Appoint Fire Inspector RES. NO.28 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to appoint a Fire Inspector and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried July 18, 2013 .....Page 12 of 14 RES. NO.29 Moved by Miller Seconded by Leatham RESOLVED that a By-law to appoint a Fire Inspector be now read a third time and finally passed, signed, sealed and numbered By-law Number 2013-50—Appoint Fire Inspector DISPOSITION: Carried 3. R -law No. 2013-51 —Appoint Public Works Superintendent RES. NO. 30 Moved by Miller Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By-Law to appoint a Public Works Superintendent and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 31 Moved by Bodnar Seconded by Leatham RESOLVED that a By-law to appoint a Public Works Superintendent be now read a third time and finally passed, signed, sealed and numbered By-law Number 2013-51 — Appoint Public Works Superintendent DISPOSITION: Carried 4. By-law No. 2013-52—Site Plan Agreement—Harvesters Baptist Church RES. NO. 32 Moved by Leatham Seconded by Aldred RESOLVED that the mover be granted leave to introduce a by-law to approve the Site Plan and Agreement with Harvesters Baptist Church and that this by-law shall be given the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 33 Moved by Miller Seconded by Leatham RESOLVED that a By-law to approve the Site Plan and Agreement with Harvesters Baptist Church shall now be read a third time and finally passed, signed, sealed and numbered. By-law Number 2013-52—Site Plan Agreement— Harvesters Baptist Church DISPOSITION: Carried 5. By-law No. 2013-53—Zone Amendment—Parezanovic Farms RES. NO. 34 Moved by Leatham 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 9, Concession 8, from the Agricultural (Al) Zone to the 'site- specific' Special Agricultural (A2-29)Zone and from 'site- specific'Agricultural (A1-56)to the'site-specific'Agricultural (A1-69)Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried July 18, 2013 .....Page 13 of 14 RES. NO. 35 Moved by Miller Seconded by Leatham RESOLVED that a by-law to amend The Township of Aldborough Zoning By-law No. 90-50 to change the zoning of lands in Part of Lot 9, Concession 8, from the Agricultural (Al) Zone to the'site-specific' Special Agricultural (A2-29) Zone and from 'site-specific'Agricultural (A1-56)to the'site- specific'Agricultural(A1-69)Zone shall now be read a third time and finally passed, signed, sealed and numbered By- law Number 2013-53—Zone Amendment —Parezanovic Farms DISPOSITION: Carried 5. By-law No. 2013-54—Zone Amendment—Harvesters Baptist Church RES. NO. 36 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 9, Concession 3 from the"site-specific" Institutional—Holding (1-4-H) Zone to the"site-specific" Institutional(1-4)Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 37 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 9, Concession 3 from the"site-specific" Institutional—Holding (1-4-H)Zone to the"site-specific" Institutional (1-4)Zone shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2013-54—Zone Amendment—Harvesters Baptist Church DISPOSITION: Carried OTHER BUSINESS 1. Notice of Change of Date—MMAH Ontario West Municipal Conference The date has been changed to November 15, 2013. 2. Council Announcements • Cactus Cattle and Cowboy Event—July 20th at Miller Park • Extreme Cowboys Event—July 21 s' • One soccer net has been put up in Miller Park. • Need to be more proactive in getting message out regarding blue green algae—Councillor Miller to draft letter to Public Health • Blue Flag Beaches—for marinas also. A report to come from Recreation Superintendent • Fenced in playground area beside arena to be posted as"no dogs" July 18, 2013 .....Page 14 of 14 CLOSED SESSION RES. NO. 38 Moved by Aldred 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) • Receiving of advice that is subject to solicitor-client privilege (M.A. s.239)(f) DISPOSITION: Carried RES. NO.23 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin do now rise and report DISPOSITION: Carried RISE AND REPORT The Mayor reported that direction was given to staff about a by-law enforcement matter and a report from our solicitor regarding the Official Plan OMB hearing was received. CONFIRMING BY-LAW RES, NO.40 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on July 18th, 2013 and this shall be the first and second reading and provisional adoption thereof DISPOSITION: Carried RES. NO.41 Moved by Bodnar Seconded by Aldred RESOLVED that a By-law to confirm the proceedings of the meeting held on July 44, 2013 be now read a third time and finally passed, signed, sealed and numbered Confirming By- law Number 2013-55 dated July 18 2013 DISPOSITION: Carried ADJOURNMENT RES. NO.42 Moved by Miller Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 4:35 pm to meet again on August 8, 2013. DISPOSITION: Carried These minutes were adopted on the 81h August, 2013 Mayor Clerk A- �5 MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS JULY 18, 2013 MEMBERS PRESENT: Mayor Bernie Wehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Scott Gawley AdministratorlTreasurer Norma Bryant Clerk ALSO IN ATTENDANCE Ted Haiwa Planning Consultant SUBJECT: REZONING--LOT 9, CONCESSION 8 (PAREZANOVIC FARMS) Also in attendance: Michael Parezanovic The Mayor called the meeting to order at 9:30 a.m. The Clerk informed those present that notice of this meeting had been given under Section 34(12)of the Planning Act first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received from the Lower Thames Valley Conservation Authority which indicated no objection. The proposed amendment would change the zoning of the lands lying on the south side of Queens Line (County Road No. 104)east of the Village of Rodney from the'site- specific'Agricultural (A1-56) Zone to a 'site-specific' Special Agricultural (A2-#)Zone and to a 'site-specific'Agricultural (A1-69)Zone. The amendment would also fulfill a condition imposed by the County of Elgin Land Division Committee in granting Application for Consent E104/12 to dispose the surplus farm dwelling situated on the lands. The lands proposed to be rezoned 'site-specific' Special Agricultural (A2-#) comprise an area of 5,829 square metres (1.4 ac), a frontage of 48.2 metres (158 ft) and a depth of 121 metres(397 fit). The parcel is occupied by a single unit dwelling and two storage barns. No change in use is proposed. The lot would satisfy the minimum lot area and maximum lot area requirements(4,000 sq. m and 1.0 ha respectively)of the A2 zone, but would have slightly less than the minimum lot frontage requirement of 50 metres.A 'site-specific' (A24)zoning would permit this deficiency.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 (A1-69)comprise an area of 15.4 hectares(38 ac)and a frontage of 220 metres(723 ft) on Queens Line (County Road No. 104). The parcel is devoid of buildings and structures and has been cleared for agricultural purposes. The parcel is to be merged in name and title with abutting agricultural lands to the east owned by Parezanovic Farms Inc. The enlarged parcel l� July 18113...Pg 2 of 2 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. A11-69)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. NO. 1 Moved by Bodnar Seconded by Aldred RESOLVED that the public meeting concerning a proposed Zoning By-law Amendment for lands located at part of Lot 9, Concession 8 (Parezanovic Farms) be adjourned. DISPOSITION: Carried These minutes were adopted on this 8h day of August, 2013. MAYOR CLERK The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: August S, 2013 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: To provide of the Road Department for June & July, 2013. DISCUSSION: 1. The new Public Work's Superintendent Lee Gosnell has started his position July 29, 2013 —welcome. I would like to thank Bruce Boughner for all his help during this transition period. 2. All gravel roads have received a brine application. 3. Asphalt paving and shoulder work has been completed Queens Line. 4. Surface treatment of Kerr Road has been completed. 5. Gravel treatment has been completed on the following roads: Furnival Rd. (north of Johnson Line), Beattie Line, Kintyre Line (west of Black's Rd.) and Downie Line 6. Ditch maintenance and culvert replacement is currently underway. 7. Roadside mowing continues to be heavy with the amount of rain received this year and the second mower was put on the fourth week of July to help with weed control. S. B gravel from the new pit is of good quality and has been inspected by the Ministry. 9. Gravel shoulders on County roads have been re-shouldered. Respectfully Submitted, OL R. Gawley" Bruce Bou 9 hner Lee Gosnell Administrator/Treasurer Road Foreman Public Works Supt. The 9W unicapahty or f West ECgin TO: The Council of the Municipality of West Elgin FROM; Recreation Superintendent Jeff Slater DATE: August 8 2013 SUBJECT: West Elgin Recreation Monthly Report RECOMMENDATION: Receive and file. INTRODUCTION: Monthly Report. BACKGROUND: • The renovations at the Recreation Center are progressing.The overall budget overage has been reduced to approximately$ 2000.00. • The minor soccer season is nearing a close, August S Cup Day is the 121h of August in Shedden this year, the adults play until late September to early October. • We have had a few mechanical problems with the splash pad but all have been resolved. • With the unsettled weather there has been some cancellation of portions of swimming lessons, mostly due to thunder, the pool staff make every effort to make up these sessions. The pool has been closed for approximately 4 days due to pool fouling • The pool has been leaking from a deck fitting, it has been repaired however we did have some downtime, approximately 4 hours to facilitate repairs. • Councillor Leatham and Recreation Superintendent Jeff Slater attended a Blue Flag Workshop in Erieau. The Blue Flag accreditation is something that the Municipality can apply for and strive for.A more comprehensive report will be presented. The Recreation Superintendent has submitted the paperwork to have the Feasibility study completed for the Beach Area. • The arena is being prepared for the upcoming season, as well as for the August 18 meet and greet for Bo Horvath. • The Ice season is to begin September 15 2013 for the 2013/2014 season. • The Playground program is functioning with few issues, similarly with the pool programs. • The Pool is slated to close on the Friday before the long weekend. Respectfully Submitted: Reviewed By: Jeff! Scott Gawley C.G.A. Recreation Superintendent Administrator Treasurer c b) R R e use The Municipality of West Efgin TO: The Council of the Municipality of West Elgin FROM; Recreation Superintendent Jeff Slater DATE: August 8 2013 SUBJECT: West Elgin Recreation Center Renovations. RECOMMENDATION: That Council authorize the execution of Change order#2;the Kitchen/concession are in the amount of $ 8750.50 for the renovations at the West Elgin Recreation Center. Further that Council receive and file as information the cost estimates of the change orders at the Recreation Center. INTRODUCTION: The Fair Board requested that changes be made to the renovations as planned at the Recreation Center. The cost of these renovation or changes are indicated in Change Order#2, in the amount of$ 8750.50. DISCUSSION There have been five Change Orders issued thus far in the renovation of the Rodney Recreation Center. CCO# 1: Relocate double doors; Minimal CCO#2 Concession Remodel as requested by the Fair Board: $ 8750.50 CCO#3 Modifications to the main floor area: $7785.80 CCO#4 Modifications to Vestibule#1 (front entry) $0.00 -------------- $ 16,536.30 CCO#5 Credit for the removal of the Rubber floor moulding $ 3200.00 Hardware allowance: $ 1431.00 Contingency Fund $ 10,000.00 $ 14,631.00 ($ 14,631.00) $ 1905.30 The renovations are currently $ 1905.30 over the projected costs. Respectfully Submitted Reviewed By Jeff Slater Scott Gawley C.G.A. Recreation Superintendent Administrator Treasurer die 9W unicip' lity ®a f West E[gin TO: Council of the Municipality of West Elgin FROM: Rodney Fire Chief Jeff Slater DATE: August 8 2013 SUBJECT: Rescue Equipment,Specifically Air Bags RECOMMENDATION: That Council approve the replacement if the current Air Bag System for the Rodney Fire Department with the Hurst Jaws of Life Vetter 2 Bag system-54 Ton System ( 20 and 34 ton )complete with Command Console and safety hoses for$ 5395.00 plus applicable taxes. INTRODUCTION: The rescue tools and equipment that the Fire Service uses is subject to annual inspection or termed inspection,that is inspections done at timed intervals. In this specific case the air bag system should be inspected every 5 years, and has a life expectancy in the 17 to 20 year range. DISCUSSION The air bag system that the Rodney Fire Department has is in excess of the 20 year life span, and for all intense purposes has reached the 30 year mark.To the best of my knowledge, the bags have never been tested and due to the age of the bags, testing is not an option. The airbags have been removed from service. My proposal is to replace the airbags with a Hurst Jaws of Life-Vetter Airbag 54 Ton System at a cost of $ 5395.00 plus applicable taxes.As indicated this includes two bags, a 20 ton and a 54 ton bag and operating equipment. The funds to purchase this equipment would be made available by re-allocating the budgeted funds in the Special projects account, $5600.00.Therefore there would be no additional money budgeted for this purchase, and the projects ear marked for the Special projects account will be completed at a later date. Respectfully Submitted Reviewed By: Jeff Slater Scott Gawley C.G.A Chief Rodney Fire Administrator Treasurer Attachments: General Information, Quote YOUR HURST "JAWS OF LIFE" escu I.... DEALER L r"Mmar" =4 Attention: Jeff Slater, Fire Chief July 10, 2013 Dear Jeff: We appreciate the opportunity to quote to you on our Hurst"Jaws of Life" Vetter Air Bags. I have quoted to you on our most popular system, a 2 Bag, 54 Ton System. As you may already know, larger bags have 2 key advantages. First, they provide more lifting height. For instance, an 11 or 12 Ton bag will provide up to 8 inches of lift, while a 34 Ton will give you almost 15 inches (82.5% more height). This is important because a single bag lift is always far more stable than a stacked bag lift, so we always prefer to use one larger bag to achieve the height as it is always more stable, hence safer with a single bag lift. Second, a larger bag always has more surface area contact with the underside of the vehicle as well as the substrate off of which you are lifting. Again, this superior contact(above and below the bag) makes every lift more stable, again hence safer. Smaller bags do have a place in areas where space is tighter, i have quoted both a smaller and larger bag. Recommended: (Our Most Popular): Hurst "Jaws of Life" Vetter 2 Bag - 54 Ton System (20, 34 Ton): 1 V-18 19.5 Ton High Pressure Air Bag: 1 V-31 34.6 Ton High Pressure Air Bag: 1 SH-R Red Safety Hose (10 meter): 1 SH-B Blue Safety Hoses (10 meter): 1 409R002 Command (Control) Console: Regular Price: $ 5,895 Special Price: $ 5,395 m2 . Training is Included. Delivery is included. HST is extra. If you have any questions, please email me back at or call me @ 1-800-387-2286. Thanks Jeff! Yours Truly, Chris Christie cc: Cary Slote YOUR HURST Irk "JAWS OF LIFE" r 3 e DEALER 26 Oneida Street Hagersville, On NOA 1 HO chris @code4.com 800.387-2286 C �C d) The 9Yunicipafity of Nest Elgin TO: Council of the Municipality of West Elgin FROM: Rodney Fire Chief Jeff Slater DATE: August 8 2013 SUBJECT: Rescue Tools RECOMMENDATION: To receive and file,for budget considerations in 2014, 2015, 2016, and information for Council. INTRODUCTION: The Rodney Fire Department currently has for auto extrication equipment,two Hurst Cutters, One Hurst Spreader, and three Hydraulic Rams, powered by a low pressure hydraulic pump.These tools are reaching the end of their lifespan, in excess of 25 years old, and need to be replaced. DISCUSSION: The cost to replace these tools is obviously significant. The first cutter that the Department purchased has been removed from service, parts availability and high probability of malfunction. The tools all operate on a hydraulic pump,the connections are such that to replace the pump would entail replacing all of the connectors on all of the tools, all at the same time,and still we would have outdated tools that will not operate well on a different power source,they need to be matched. The major issue with the tools is that they functioned very well when they were purchased and with the material that vehicle were made of in that era. Vehicles are now made with much stronger alloy steel, and various points of re-enforcement, and require stronger more force full tools. What I am proposing is that Council consider, and will be promoted to council that the Rodney Fire Department initiate a Three year replacement of the Rescue tools, replacing the existing tools,one per year for the next three. I propose that the Current system be replaced with a Hurst "Edraulic System " or similar system. It will take the current 6 tools that we currently have and replace them with three, a spreader, cutter,and a ram,with extensions. I have included some information on these tools with this report. With the current system we can operate only one too] at a time,the pump does not have the capacity to operate more than one tool. The Edraulic System is an electric battery powered system and each tool operates independently. Once the process is in place to replace the tools, it will take three years to complete. 2014 1 propose to purchase the S 700E Cutter----- $ 12,500.00 2015- $SP 300E Spreader $ 12,995.00 2016- $ R 417.E Including Extensions $ 9495.00 -2- Alf of these tools operate on a battery system, with a 110 V AC adaptor. Simply put they operate on batteries, and when the battery discharges, we can plug them into our current(no pun intended) generator. There are no hoses to contend with, each tool can operate independently, and we do not need to replace the Hydraulic Pump. To purchase these tools all together would cost$ 34, 990.00,the better part of$35,000.00. If these tools are purchased as I have described, we can Keep the existing hydraulic tools in service, and phase them out over three years. We currently have in service three hydraulic rams, one spreader, and one cutter. The Rodney Fire Department will be testing these tools over the next year to insure that they will perform as intended. Respectfully Submitted: Reviewed By: Jeff Stater Scott Gawley C.G.A. Rodney Fire Chief Administrator Treasurer Attachments: General Information, pricing. YOUR HURST rx "JAWS OF LIFE" �. escEll.. DEALER Attention: Jeff Slater, Fire Chief July 10, 2013 Dear Jeff: As always, we appreciate your interest in our Hurst equipment. Please find pricing on items below. We have 2 Cutters a small one and a larger, extremely powerful cutter. This larger cutter is more powerful than anything you have now so it will complement your capabilities magnificently— especially given the extreme amount of commercial traffic you face there this is what Cary and I recommend Although, you are primarily interested in the cutter, I have priced all three items, just for your info. SIR 3001.111 Spreader., CVTTKIR. R 4-1 E Rya m. : Extension Included (not shown) Y 9L,� 2 ® m T rue Neav :Hydr4+ lisn watery p��werd �oi js Reduce Truk #ara eal The most rsp�d respoe possibly immediate res nse o H0 t. It# ho p - Total malbolrty o row id- to sioie r o Doses#©drab around Fastest 0 Veng antl Closing` Ernes Alli �mal noise why#obis aleo use - Dead S�IenCrhen tools a sst do N a Pour lhit Norse in �ackgroudd s s ga#t ryes enough fir for&foot Removal 'I 01�olt Adaptor for�1t1 $ayr�sce off your generator lion-CoM buatrbl do >�Use OFFQdD P4RZtBILITX Gsending up dovn embankments or jn fields Green, En�rlrr©nnintaft Frie�rdlaron Emissions or Foot r>�rt 4 1 S 706E GUtter: $,'1:2;500 Comes inth 2:Batteries & ChalMger 1 D V Adaptor (Run ALL;Day off a Generator)= 1 _ 1 SP 300E Spreeder $ 12,995'. Comes with 2 fat#swiss & Charger - r(Rare ALL Day off a Getwerator�. : $ N!C '[ R'4i E----'!R m lnciut l Extension: $ 9,495 domes vyEth 2;Battenes 8 Charger 1 10 V Adapter {Run ALL Qay off a Generator). $ NBC . 3 - Trade-in;** ** X-Tractor is $ 400 JL-150 Cutter: $ 100 ****Jeff, 1 believe you would do better selling the tools privately. Both are discontinued but the JL-150 is now obsolete (it came out in 1975) and parts are no longer available. 110 Volt Adaptor & 2 Batteries (charger included - not shown): The 110 Volt Adapter is great for 2 reasons. First, while the Batteries handle almost any type of call, any elongated extrications can be run off your generator. Also, in Training, using the 110 Volt Adapters saves the batteries for a real call should an MVC arise. 2 LED LIGHTS ON EVERY TOOL. THREE ON THE RAM If you have any questions, please email me back. Thanks Jeff! Yours Truly, Chris Christie die 9W unicipuCty of`Nest Efgin To: Council of the Municipality of West Elgin From: Recreation Superintendent Jeff Slater Date:August 8 2013 Subject: Blue Flag Accreditation for the Port Glassgow Beach and Marina. Recommendation: That Council authorize the Recreation Superintendent to pursue the Blue Flag Accreditation for the Port Glassgow Beach and the Marina. Introduction: Councillor Leatham and the Recreation Superintendent attended a Blue Flag Accreditation Seminar in Erieau in late June. Discussion: The Blue Flag Accreditation is run by a non-governmental non profit organization The Foundation for Environmental Education. The Blue Flag Program promotes sustainable development in fresh water and marine areas. it challenges local authorities and beach operators to achieve high standards in four categories of: water quality, environment management, environmental education and safety. Blue Flag has become a highly respected and recognized eco-label working to bring together tourism and environmental sectors at local and regional levels. There are 32 criteria for achieving Blue Flag status at our Beach. They range from additional testing for bacteria and maintaining water quality, to beach safety equipment to educational signage and educational programs. From the information that we have received to date our Beach at Port Glasgow is very close to being able to achieve Blue Flag Status. We have some work to do however the basics Counsellor Leatham and I believe are in place. To date I have sent in the Feasibility Study Application to the Environmental Defence Team. There is no cost to have this study completed and they will indicate to us where and what we have to do to become compliant. I project that the bulk of the work will be completed in 2014 and that we will become a candidate beach during 2014 and receive Blue Flag Status for the 2015 Beach Season. There is also a program for acquiring Blue Flag Status for Marinas. A similar procedure/ program is in place for Marinas. As the Port Glassgow Yacht Club is not operated by the Municipality that they be made aware of this program, and possibly work in conjunction with the Municipality, however the Municipality concentrate our efforts on acquiring Blue Flag status for the Beach area. Respectfully Submitted Reviewed By Jeff Slater Scott Gawley C.G.A Recreation Superintendent Administrator/Treasurer Attachments: Blue Flag Information ELIDE FLAG BEACH CRITERIA AND EXPLANATORY NOTES 2013 INTRODUCTION The Blue Flag programme for beaches and marinas is run by the international, non-governmental, non-profit organisation FEE (the Foundation for Environmental Education). The Blue Flag programme was started in France in 1985. It has been operating in Europe since 1987 and in areas outside of Europe since 2001, when South Africa joined. Today, Blue Flag has become a truly global programme with an ever-increasing number of countries participating in the programme. The Blue Flag programme promotes sustainable development in freshwater and marine areas. It challenges local authorities and beach operators to achieve high standards in the four categories of:water quality, environmental management,environmental education and safety.Over the years, the Blue Flag has become a highly respected and recognised eco-label working to bring together the tourism and environmental sectors at focal, regional and national levels. The explanatory notes given in this document make up the common and shared understanding of the Blue Flag beach criteria and the requirements for the implementation thereof.The explanatory notes provide details on the measurement and management of compliance with the Blue Flag beach criteria. The criteria are categorised as either imperative or guideline. Most beach criteria are imperative, i.e. the beach must comply with them in order to be awarded Blue Flag accreditation. If they are guideline criteria, it is preferable that they are complied with, but not mandatory. It must be emphasised that the Blue Flag beach criteria in this document are the minimum criteria. A national programme can choose to have stricter criteria to what is outlined here. These beach criteria and explanatory notes are to be used by all Blue Flag applicants in order to understand the requirements that must be met before a beach can receive Blue Flag accreditation. For guidance purposes,this document should also prove valuable for the management of those beaches already accredited with Blue Flag status. The beach criteria and explanatory notes also serve as a guide for the National, Regional and Intemational Blue Flag Juries when making decisions about a Blue Flag beach candidate. i During the Blue Flag season the flag must fly at the beach. The flag is both a symbol of the programme being run at the beach but also an indication of compliance.The flag may either be flown 24 hours a day during the Blue Flag season, or only during the hours when the beach meets all the Blue Flag criteria. In he case of the former,there must be adequate signage indicating the time when services(eg life- aving), and facilities (eg toilets) are in operation. If a beach that has Blue Fla accreditation does not comply with the Blue Flag criteria,the flag may be permanently or tempora '[y withdrawn from the beach. There are several degrees of non-compliance: 1. A minor non-com py nce is where there is a problem with only one criterion of minor consequence to the ealth and safety of the beach user or to the environment.When minor compliance occurs nd can be immediately rectified, the flag is not withdrawn and the non-compliance is ly registered in the control visit report. If however, a minor compliance I cannot be fixed immediately, the beach is given 10 days in which to comply fully with all criteria. The flag is withdrawn until all problems are rectified and it is noted on the Blue Flag homepage. 2. Multiple non-compliances relates to non-compliance of two to three criteria but of minor consequence to the health and safety of the beach user or to the environment. When multiple non-compliances occur, the beach is given 10 days in which to comply fully with all criteria, the flag is withdrawn until all the problems are rectified and the homepage is updated accordingly. 3. Major non-compliance is where the beach does not comply with one or several criteria, the result of which can have consequence to the health and safety of the beach user or to the environment, as well as the general perception of the beach and therefore the Programme. When met with major non-compliance,the flag is withdrawn immediately and for the rest of the season.The site is registered as'withdrawn'on the Blue Flag homepage, and the beach information board should clearly indicate that Blue Flag status has been withdrawn. In all cases of non-compliance, the National Operator must immediately inform the local authority/beach operator about the observed areas of non-compliance. Information about the reason for a withdrawal of the flag must be posted clearly at the beach.The local authority/beach operator must inform the National Operator of re-compliance with the criteria and present the appropriate documentation needed.The flag can then be raised at the beach again.The National Operator should also consider a follow-up control visit to check that the beach does comply. In the event that the local authoritylbeach operator does not ensure and document re-compliance with the criteria within 10 days, the National Operator must ensure that the Blue Flag is withdrawn for the rest of the season at the beach. In the event that conditions on the beach change and the flag has to be temporarily withdrawn, e.g. when climatic events cause damage to the beach or an emergency arises,the beach management must inform the National Operator that the flag has been temporarily withdrawn and the international website must be changed accordingly. Apart from updating the Blue Flag homepage of the status of the beach,the National Operator must Inform the International Coordination about the non-compliance. If the non-compliance is noted at by an international controller, the National Operator has to give feedback to the International Coordination within 30 days. The applicant for Blue Flag accreditation is the authority charged with responsibility for the beach. This may be a local municipality, private hotel, national park, or private beach operator. A beach may be eligible for Blue Flag accreditation if it is a designated bathing area and it has the necessary facilities and services to comply with the Blue Flag criteria. A beach must be accessible in order to be eligible for Blue f=lag accreditation. It is preferable that beach users be granted free access to a Blue Flag beach, i.e.to use the beach and its facilities without paying a fee. Blue Flag, however, recognises that at some beaches, e.g. private beaches, members of the public are charged a small, reasonable fee to access the beach. Other payments may be levied for services in the area, e.g.for parking or hiring of equipment. I FEE, and the National Oper 3tor in a country, reserves the right to refuse or withdraw Blue Flag accreditation from any beac i where the local authority/beach operator is responsible for violations of national environmental r ulations or otherwise acts in discord with the objectives and spirit of the Blue Flag programme. Blue Flag beaches are subject to announced and/or unannounced control visits by FEE Intern tional. 2 In the event of a first-time applicant, the applicant local authority/beach operator must provide evidence in the application that the beach complied with the imperative water quality criterion for Blue Flag in the season (or year) prior to application for full status. Applications will only be considered from beaches where a minimum of 20 samples have been taken in the previous season(s). 3 BLUE FLAG ARINACRITERIA AND EXPLANATORY N®TES 2013 INTRODUCTION The Blue Flag Programme for marinas and beaches is run by the non-governmental, non-profit organisation FEE(Foundation for Environmental Education). The Blue Flag programme was started in France in 1985. It has been operating in Europe since 1987 and in areas outside of Europe since 2001,when South Africa joined.Today, Blue Flag has become a truly global programme with an ever-increasing number of countries participating in the programme_ The Blue Flag programme promotes sustainable development in freshwater and marine areas. It challenges local authorities and beach operators to achieve high standards in water quality, environmental management, environmental education and safety. Over the years,the Blue Flag programme has become a highly respected and recognised eco-label working to bring together the tourism and environmental sectors at local, regional and national levels. The explanatory notes given in this document make up the common and shared understanding of the Blue Flag marina criteria and the requirements for the implementation thereof. The explanatory notes provide details on the measurement and management of compliance with the Blue Flag criteria for marinas. The criteria are categorised as either imperative or guideline. Most criteria are imperative, which means that the marina must comply with them in order to be awarded Blue Flag accreditation. If they are guideline criteria, it is preferable that they are complied with, but not mandatory. For some criteria, there are slight variations in different regions of the world. It must be emphasized that the Blue Flag marina criteria in this document are the minimum requirement.A national programme can choose to have stricter criteria to what is outlined here. These marina criteria and explanatory notes are to be used by all Slue Flag applicant marinas to understand the requirements that must be met before the marina can receive Blue Flag { accreditation. For guidance purposes,this document should also prove valuable for the management of marinas already accredited with Blue Flag status. The marina criteria and explanatory notes also serve as a guide for the National, Regional and International Blue Flag Juries when making decisions about a Blue Flag marina candidate. If a marina that has Blue Flag accreditation does not comply with the Blue Flag criteria, the flag may be permanently or temporarily:withdrawn from the marina.There are several degrees of non-compliance: 1. A minor non-compliance is where there is a problem with only one criterion of minor consequence to the health and safety of the marina user or to the environment.When minor compliance occ irs and can be immediately rectified,the flag is not withdrawn and the non-compliance is only registered in-the control visit report. If however, a minor compliance cannot be fixed immediately,the marina is given 10 days in which to comply fully with all criteria. T ie flag is withdrawn until all problems are rectified and it is noted on the Blue Flag hom page. 2. Multiple non-compl nces relates to non-compliance of two to three criteria but of minor consequence tc the health and safety of the marina user or to the environment. When multiple non pliances occur,the marina is given 10 days in which to comply fully with all criteria, t flag is withdrawn until all the problems are rectified and the homepage is updated accordingly. 3. Major non-complianc is where the marina does not comply with one or several criteria, the result of which ca have consequence to the health and safety of the marina user or Page 1 to the environment, as well as the general perception of the marina and therefore the Programme.When met:with major non-compliance, the flag is withdrawn immediately and for the rest of the season.The site is registered as'withdrawn'on the Blue Flag homepage, and the marina information board should clearly indicate that Blue Flag status has been withdrawn. In all cases of non-compliance, the National Operator must immediately infbnn the local authority/marina operator about the observed areas of non-compliance. Information about the reason for a withdrawal of the flag must be posted clearly at the marina. The local authority/marina operator must inform the National Operator of re-compliance with the criteria and present the appropriate documentation needed. The flag can then be raised at the marina again_ The National Operator should also consider a follow-up control visit to check that the marina does comply. In the event that the local authority/marina operator does not ensure and document re-compliance with the criteria within 10 days, the National Operator must ensure that the Blue Flag is withdrawn for the rest of the season at the marina. In the event that conditions on the marina change and the flag has to be temporarily withdrawn, e.g.when climatic events cause damage to the marina or an emergency arises,the marina management must inform the National Operator that the flag has been temporarily withdrawn. and the international website must be changed accordingly. Apart from updating the Blue Flag homepage of the status of the marina, the National Operator must inform the International Coordination about the non-compliance. If the non-compliance is noted at by an international controller,the National Operator has to give feedback to the International Coordination within 30 days. The applicant for Blue Flag accreditation is the authority charged with responsibility for the marina_This may be a local municipality, private hotel, national park, or private marina operator. A marina may be eligible for Blue Flag accreditation if it is a designated bathing area and it has the necessary facilities and services to comply with the Blue Flag criteria. FEE, and the National Operator in a country, reserves the right to refuse or withdraw Blue Flag accreditation from any marina where the local authority/marina operator is responsible for violations of national environmental regulations or otherwise acts in discord with the objectives and spirit of the Blue Flag programme. Blue Flag marinas are subject to announced and/or unannounced control visits by FEE International. DEFINITION OF A BLUE FLAG MARINA A Blue Flag marina must be a marina with pontoons or piers for pleasure boats. It can be part of a larger harbour with other activities, if the Blue Flag marina is clearly separated from other harbour activities. The marina;Can be located in marine or inland waters.The marina must have the necessary facilities to cam' ly with the Blue Flag criteria. The marina must appoint a person to be responsible for commun cations on all matters relating to the Blue Flag programme. The marina must be accessible fo unannounced inspection by FEE. i Page 2 t i West Elgin Distribution System Month] Y Operations erations Re orfi p June 2013 Y iy - 5 ' T Submitted W. Qr A io cl . vllatet Agency } ; Date J�a�ly 16;: 201.':3 L S". f f i-- if ' - 1!! E 5 CLIENT CONNECTION MONTHLY CLIENT REPORT Facility Name: West Elgin Water Distribution System ORG#: 1266 Month: June 2013 Compliance Summary May: There were no compliance or exceedance issues reported this month. June: There were no compliance or exceedance issues reported this month. Occupational Health &Safety M ay: There were no hazards identified during the monthly health and safety inspections conducted during this month. June: There were no hazards identified during the monthly health and safety inspections conducted during this month. Inspections May: There were no MOL/ MOE inspections conducted this month. June: There were no MOL/ MOE inspections conducted this month. General Maintenance May: Performed dead end blowoffs and autoflusher operations per schedule. 03: West Elgin Distribution System flushed over two weeks 10: Repaired minor leak on Rodney tower altitude valve 16: Repaired water leak and replaced 2"threaded PVC at the Municipal pool in Rodney, and sampled per standard operating practices. 17: Performed a scheduled draw and fill of the Rodney tower 28: Performed a scheduled draw and fill of the Rodney tower June: Performed dead end blowoffs and autoflusher operations per schedule in West Elgin. 25: As per ORO, checked all dead end blowoffs and hydrants in Rodney area. Alarm Response Maw. 18: 13:00; called out to Thomson Line for water line break on private property. Shut off curb stop at property line. Home owner had water line repaired, situation resolved. 24: 21:00; responded to Port Glasgow Marina for water leak, shut off curb stop to minnow hut. Water line repaired, situation resolved. 25: 13:50; called out by West Lorne Fire Department, shut off curb stop at 123 Main St., due to house fire. 30: 16:45; called out for low chlorine at Rodney tower. June: 01: 12:35; Saturday, low chlorine residual at the Rodney tower, opened the Marsh chamber bypass and initiated tower rapid refill procedure 04: 21:30; overtime to return operations to normal after Rodney tower all day refill 17: 21:00; overtime to return Rodney tower refill operations to normal 22: 20:30; assist plant operator with unscheduled draw and fill of Rodney tower Complaints and Concerns May: 14: Home owner at 22938 Beattie Line called regarding colour and odour concern. Flushed line and performed residual testing. The water was clear with a chlorine residual of 0.87mg/L. The source of the discoloured water would not be coming from the main. Community Complaint form submitted to client. 28: Ron Downie from Hoskins Line in Rodney reported that the auto flusher was flushing water onto his freshly planted field. Operator attended site for inspection, and water was visible on his field. Notified ORO. June: 03: Received a complaint through the Municipality of West Elgin that a resident reported on May 301h bad tasting water. Operator called the resident and also her sister to notify them that flushing was occurring in the area over the next couple weeks. 17: Received a call from Scott Gawley that resident Brien Cornwall had a concern regarding water from the Furnival Road fill up station. Brien noticed that water was darker in his two 1500 gallon tanks when he filled at the fill up station. Operator investigated at point of distribution and found water clear and no odour. The chlorine residual was 0.82ppm at Rodney fill station. ORO notified. i s� est Lorne Wastewater Treatment Plant & Collection System Operations Report Second Quarter 2013 s Submitted by: Qr ario Gtean Water Agency Date JulyA', , 2013 y t 5 is f a� € � 3 * -5�.. N -;_ } _ Facility Information: Facility Name: West Lorne Wastewater Treatment Plant&Collection System Facility Type: Municipal Classification: Class 2 Wastewater Collection,Class 2 Wastewater Treatment Operational Description_ The village of West Lorne is served by an extended aeration Wastewater Treatment Plant,comprised of aeration,clarification,filtration,disinfection and sludge disposal. Also included is the collection system with one pumping station and a sanitary sewers system. The operations are in accordance to C of A# 3-0442-90-938,which covers the entire plant including the pumping stations. The collection system consists of sewers and one submersible pumping station.The treatment facility main elements are an extended aeration process designed for combined carbon removal and nitrification.The discharge of secondary(clarifier)effluent is filtered and disinfected with ultraviolet light before being reaerated and discharged to the Zoller Drain and then Brocks Creek.The waste activated sludge is discharged to a lagoon for storage. Dual-point chemical addition(alum)is used for phosphorus removal.Sodium hydroxide is added for control of alkalinity. Service Information Area(s)Serviced: Village of West Lorne Design Capacity: Total Design Capacity: 0.900(1000 m3lday) Total Annual Flow: 201 (1000 m3/year) Average Day Flow: 0.550(1000 m3lday) Maximum Day Flow: 1.567(1000 m3lday) Treatment Process: Treatment Process: Effluent Receiver Zoller Drain to Brocks.Creek to Lake Erie Process Features Major Process Extended aeration Phosphorus Removal Continuous Additional Treatment Effluent filtration Discharge Mode Continuous discharge Effluent Disinfection Practice UV Disinfection Sludge Stabilization Sludge Disposal Lagoon storage Additional Process Info: Sludge is stored in lagoons. Supernatant is re-treated in the plant before release. Contacts: Senior Operations Manager: Dale LeBritton (519)768-9925,cell(519)476-5898 Business Development Manager: Susan Budden (519)680-1310x7003 2 COMPLIANCE SUMMARY: FIRST QUARTER: There were no compliance or exceedance issues reported this quarter. SECOND QUARTER: There were no compliance or exceedance issues reported this quarter. OCCUPATIONAL HEALTH &SAFETY: FIRST QUARTER: There were no hazards identified during the monthly health and safety inspections conducted this quarter. SECOND QUARTER: There were no hazards identified during the monthly health and safety inspections conducted this quarter. INSPECTIONS: FIRST QUARTER: JAN VARY: 08: Hetek solutions on site to calibrate gas monitor in grit room 22: Dan Cromp, Mallory Jutzi from Ministry of Environment on site for unscheduled tour 23: Acu-Tec inspection and services on site for lifting device inspections FEBRUARY: Ed Broeders from H2FLOW on site inspecting sand filters MARCH: 05: Bell Canada on site conducting tests with data line between West Lorne wastewater treatment plant and Rodney wastewater treatment plant —no issues found SECOND QUARTER: APRIL: There were no inspections conducted by any third parties this month. MAY: 17: MOE onsite to conduct client meeting to explain new Inspection Protocol and then conduct Inspection. 3 JUNE: 11: Steve Dunn (MOE) onsite collecting effluent sample. GENERAL MAINTENANCE: FIRST QUARTER: JANUARY: 07: Flushed out grit system. 08: Data software to quote on Scada system upgrade. 14: West Elgin water department brought approx.3, 000 gals of runoff water from the Old Boys trailer park to the West Lorne pumping station. Due to rain and melting of snow. 15: West Elgin water department brought approx.6, 000 gals of runoff water from the Old Boys trailer park to the West Lorne pumping station. Due to rain and melting of snow. FEBRUARY: 19: Replaced pump hose on raw auto sampler 27: Alum delivery MARCH: 08: West Elgin water department brought two pumper truck loads of runoff water from the Old Boys trailer park to the West Lorne pumping station. 18: communications between Rodney wastewater treatment plant and West Lorne wastewater treatment plant restored SECOND QUARTER: APRIL: 05: Aeration sprayer system back online for the warm season 09: Ultraviolet lights installed for seasonal disinfection 09: Lagoon decant started to lower lagoon levels 17: Return Activated Sludge pump P108 was pulled; seal failure allowing water into oil 18: Flowmetrix onsite for RAS and Raw flow meter calibrations 18: Nevtro onsite to pick up RAS pump P108 for repairs 30: Alum line flushed out MAY: 08: repairs to effluent hydrants were made 22: received approximately 2500 gallons of alum from General Chemical 22: installed RAS pump 108 after returning from Nevtro for repairs JUNE: 19: Started draining West clarifier for cleaning and inspection 19: Gerber Electric onsite diagnosing why U.V. system keeps tripping out 4 25: Albert's Generator onsite conducing annual maintenance on generator at main plant and Marsh Line pumping station ALARMS: FIRST QUARTER: JAN UARY: 10: At 18:00 flood alarm in filter building, float stuck, readjusted float -alarm cleared, all back to normal. FEBRUARY: There were no call-ins this month. MARCH: 02: respond to channel 21 low or no RAS alarm —blockage cleared, normal flow restored. SECOND QUARTER: APRIL: 13:03:35 Ch 9, Pump station chamber flood alarm; very heavy rains caused high level MAY: 28: respond to high level alarm at Marsh pump station (heavy rains at the time, started second pump to reduce high level) JUNE: 08: 11:40; Power failure; fuse blown on transformer at road 17: 00:30; Area wide power outage from thunderstorms COMPLAINTS& CONCERNS: FIRST QUARTER: There were no complaints or concerns received during this quarter. SECOND QUARTER: There were no complaints or concerns received during this quarter. 5 a + t - �c Rodney Wastewater Treatment Plant Operations Report Second Quarter 2013 �a Subrmiedy: -rk ario C(ear� Vlla#er Agency ©ate July 16, 2013. 4 f - �s T t - _ F - t � r w Facility Information: Facility Name: Rodney Wastewater Treatment Plant Facility Type: Municipal Classification: Class 2 Wastewater Collection,Class 2 Wastewater Treatment Operational Description: The collection system consists of sewers and one submersible pumping station.The treatment facility main elements are an extended aeration process designed for combined carbon removal and nitrification.The discharge of secondary(clarifier)effluent is filtered and disinfected with ultraviolet light before being re-aerated and discharged to the Sixteen Mile Creek.The waste activated sludge is discharged to a lagoon for storage. Dual-point chemical addition(alum)is used for phosphorus removal.Sodium hydroxide is added for control of alkalinity. Service Information Area(s)Serviced: Village of Rodney Design Capacity Total Design Capacity: 0.590(1000 m3lday) Total Annual Flow: 129(1000 m3/year) Average Day Flow: 0.353(1000 m3lday) Maximum Day Flow: 0.791 (1000 m3lday) Treatment Process: Effluent Receiver Sixteen Mile Creek to Lake Erie Process Features Major Process Extended aeration Phosphorus Removal Continuous,Use of alum Additional Treatment Effluent filtration Discharge Mode Continuous discharge Effluent Disinfection Practice UV Disinfection Sludge Stabilization Sludge Disposal Lagoon storage Additional Process Info: Sludge is stored in lagoons;supernatant from lagoons is retreated in the plant,then released. Contacts: Senior Operations Manager: Dale LeBritton (519)768-9925,cell(519)476-5898 Business Development Manager: Susan Budden (519)680-11310x7003 2 COMPLIANCE SUMMARY: FIRST QUARTER: There were no compliance or exceedance issues reported this quarter. SECOND QUARTER: There were no compliance or exceedance issues reported this quarter. OCCUPATIONAL HEALTH & SAFETY: FIRST QUARTER: There were no hazards identified during the monthly health and safety inspections conducted this quarter. SECOND QUARTER: There were no hazards identified during the monthly health and safety inspections conducted this quarter. INSPECTIONS: FIRST QUARTER: JAN UARY: 23: ACU-TEC onsite for lifting devices inspection. FEBRUARY: There were no inspections conducted by third parties this month. MARCH: 05: Bell Canada on site conducting tests with data line between Rodney Wastewater Treatment Plant and West Lorne Wastewater Treatment Plant—no issues found. SECOND QUARTER: APRIL: There were no inspections conducted by third parties this month. MAY: There were no inspections conducted by third parties this month. JUNE: There were no inspections conducted by third parties this month. 3 GENERAL MAINTENANCE: FIRST QUARTER: JAN UARY: 10: Return pump #2 plugged.Took apart, wear plate worn out. Locked and tagged out equipment. 22: Nevtro onsite to remove #2 return pump for repairs. 24: Clarifier sweeper arm torque out. Spring came undone. Replaced spring and now back to normal. Problem caused by ice. 25: Clarifier iced over and sweeper arm broke. Retrieved sweeper arm and fastened to the rail. 28: SCADA system for Rodney communications faulted. Tried to reboot system with no success, bypassed channel 6 on dialer. 28: Water meter at Rodney pumping station leaking. Shut off water supply and informed West Elgin Water Department. 29: SCADA issues. Informed ORO. Data Software to try and locate cam board as they are obsolete. FEBRUARY: 05:Thaw and flush alum line 08: Thaw and flush alum line 13: Replaced pump hose on effluent auto sampler 25: Thaw and flush alum line 27: Alum delivery MARCH: 18: Communications restored 20: Completed quarterly maintenance on aerators 27: Gerber Electric on site at pump station diagnosing issues with backup float system SECOND QUARTER: APRIL: 09: Ultraviolet lights installed for disinfection period. 26: Any Electric onsite to hook up breaker panel inside of the municipal garage. MAY: O8: Started up decant pump to draw water from lagoon to plant to be processed. 28: Drained clarifier to fix sweep arm assembly. 31: Farmington onsite to fix sweep arm assembly. JUNE: 11: Final adjustments and modifications made to clarifier arm 25: Albert's Generator onsite conducting annual maintenance and inspection on generator at pump station 4 ALARMS: FIRST QUARTER: JANUARY: 6: 21:50—Return pump low flow, flushed out pump, system now normal. FEBRUARY: There were no call-ins this month. MARCH: There were no call-ins this month. SECOND QUARTER: APRIL: 12: 19:15 Ch 8, Aerator fault; aerator#2 blew the overload switch in main breaker panel 13: 20:00 Ch 5, Low/ No Return Activated Sludge alarm; pump was flushed and flow resumed MAY: 15: 19:47 respond to channel 7 for reject filter pump low-low alarm. Due to small power flicker and are on back up float system and not on milltronics. Cleaned milltronics head and put back in service. 31: 16:00-18:00 overtime for Farmington to finish up sweep arm installations. JUNE: 17: 00:30; Power failure; area wide thunderstorms and outages COMPLAINTS&CONCERNS: FIRST QUARTER: There were no complaints or concerns received during this quarter. SECOND QUAR TER: There were no complaints or concerns received during this quarter. 5 • Ontario Ministry of the Environment WW WEST LORNE WPCP & LAGOON Inspection Report Site Number: 110002853 Inspection Number: 1-AQE5N Date of Inspection: May 17, 2013 Inspected By: Stephen Dunn r"� � Ministry the Environment Ontario of Report OWNER INFORMATION: Company Name: WEST ELGIN, MUNICIPALITY OF Street Number: 22413 Unit Identifier: Street Name: HOSKINS Line City: RODNEY Province: ON Postal Code: NOL 2CO INSPECTION DETAILS: Site Name: WW WEST LORNE WPCP& LAGOON Site Address: 25030 THOMSON LINE WEST ELGIN ON NOL 2PO County/District: West Elgin MOE District/Area Office: London District Health Unit: ELGIN-ST. THOMAS HEALTH UNIT Conservation Authority NIA MNR Office: NIA Site Number: 110002853 Inspection Type: Announced Inspection Number: - - 1-AQE5N Date of Inspection: May 17, 2013 Date of Previous Inspection: Sep 15, 2009 COMPONENTS DESCRIPTION Site(Name): Main Pumping Station Type: Collection System Component Sub Type. Pumping station Comments: The collection system maintenance is carried out by the Municipality of West Elgin. It contains gravity sewers that lead to the Main Pumping Station located on Marsh Line. The pumping station is operated by OCWA. It contains a wet well with three submersible pumps that pump to the treatment plant. There is a receptacle for a portable generator should the need arise for backup power. There is an overflow that discharges to the West Lorne Lagoon for emergencies. Site(Name): West Lorne Wastewater Treatment Plant Type: Plant Classification Sub Type: Class II Comments: The West Lorne Water Pollution Control Plant and Lagoon is a Class II plant. The certificate#56 was issued for the plant on March 17, 1995. The wastewater treatment plant operates under Environmental Compliance Approval 3-0042-90-938 dated November 8, 1993 with amendments July 6, 1994 and September 24, 1998. Site(Name): West Lorne Wastewater Treatment Plant Type: Mechanical Sewage Treatment Sub Type: Pretreatment Repoli Generated for dunnst on 22/07/2013(ddlmmlyyyy) _ Page 2 of 17 Site#: 110002853 WW WEST LORNE VVPCP&LAGOON Date of Inspection: 17105/2013(ddlmmlyyyy) O Ministry of the Environment Ontario Inspection Report Comments: Pretreatment includes; - a reinforced concrete inlet channel, provided with a mechanical rake bar screen sized for a peak flow of 2700 m3/d. -One(1)vortex type grit removal facility designed for 95 per cent grit capture at 150 microns, rated at a peak flow of 2700 m3/d. Site(Name): West Lorne Wastewater Treatment Plant Type: Mechanical Sewage Treatment Sub Type: Secondary Treatment Comments: The secondary treatment system consists of two trains each consisting of: aeration tank, clarifier tank, and two return activated sludge pumps. Site (Name): West Lorne Wastewater Treatment Plant Type: Mechanical Sewage Treatment Sub Type: Tertiary Treatment Comments: The tertiary treatment system consists of three continuous back wash, up flow, deep bed, granular single media sand filtration units housed in the filter building. The disinfection system consists of a ultra-violet(UV) unit through which the effluent is discharged. Site(Name): West Lorne Wastewater Treatment Plant Type: Mechanical Sewage Treatment Sub Type: Phosphorus Removal Comments: Chemical storage and feed facilities for phosphorus removal and alkalinity control, consisting of: -two (2) 15000L fibre reinforced plastic tanks, installed inside a heated building within a spill containment area, for the storage of phosphorus removal chemical and alkalinity addition chemical; -three (3)diaphragm type metering pumps for phosphorus removal chemical, two (2) as duty and one as shelf-spare to share with alkalinity control system, each rated at 23 L/hr -one(1)diaphragm type metering pump for addition of supplementary alkalinity, rated at 23 L/hr Site(Name): Lagoon Type: Effluent Discharge Frequency Sub Type: Continuous Comments: Not Applicable Site (Name): West Lorne Wastewater Treatment Plant Type: Biosolids Stabilization Process Sub Type: Alkaline Treatment Report Generated for dunnst on 22/0712013(ddlmmlyyyy) Page 3 of 17 Site#: 110002853 WW WEST LORNE WPC &LAGOON Date of Inspection: 17/0512013(ddlmmlyyyy) 0 Ministry of the Environment j/ Ontario Inspection Report Comments: Waste activated sludge is conveyed to the lagoons (2 cells) and consists of: -lime feeding system for sludge stabilization comprising bag loader/slasher, dry chemical feeder, solution tank, mechanical mixer, two (2) metering pumps, one as stand-by, each rated at 480 Llhr and dust control system -plant bypass to enable the discharge of raw sewage directly to the lagoon during emergencies - modifications to the lagoon outlet structure to allow supernatant to be returned to the treatment plant Site (Name): Lagoon Type: Biosolids Storage Method Sub Type: Lagoon Comments: There are two lagoons that are approximately four hectares each. Sludge is wasted to the north lagoon then supernatant is directed back into the head of the plant. The lagoons are also available to accept raw sewage should the flow to the plant exceed the operating capacity. Site(Name): Disinfection Type: Method of Disinfection Sub Type: Ultraviolet Comments: Disinfection consists of a UV system for disinfection of the filtered effluent seasonally prior to discharge to the Zoller Drain. Site (Name): Zoller Drain Type: Effluent Discharge Receiver Sub Type: Surface Water Comments: After the clarifier the effluent is seasonally disinfected using ultraviolet light, then discharged to Zoller Drain. Zoller Drain is connected to Brock's Creek and then from there it goes to Lake Erie. Site (Name): Standby Power Type: Stand-by Power Generation Sub Type: STP Generator Comments: Backup power is available to run the entire plant. A portable backup genset is available for the main pumping station. Report Generated for dunnst on 22/07/2013(ddlmmlyyyy) Page 4 of 17 Site#: 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 17/05/2013(ddlmmlyyyy) Ministry of the Environment �r Ontario Inspection Report INSPECTION SUMMARY INTRODUCTION The primary focus of this inspection is to confirm compliance with Ministry of the Environment legislation and control documents, as well as conformance with Ministry related policies for the inspection period. This wastewater treatment and collection system is subject to the legislative requirements of the Ontario Water Resources Act, 1990 (OWRA),the Environmental Protection Act, 1990 (EPA), and the Nutrient Management Act, 2002 (NMA) and regulations made therein.This inspection has been conducted pursuant to Section 15 of the OWRA, Section 156 of the EPA and Section 13 of the NMA. This inspection does not in any way suggest that all applicable legislation and regulations were evaluated. It is, and remains the responsibility of the owner,to ensure compliance with all applicable legislative and regulatory requirements. The inspection consisted of a review of historical information contained in the Ministry files, a review of plant operating data from the years May 1, 2009 to May 1, 2013, an assessment of compliance with the terms and conditions of the current Environmental Compliance Approval, a tour of the treatment facility, and the collection of samples for analysis by the Ministry of the Environment's Toronto laboratory. This inspection focused on the sewage treatment plant and included a physical audit of the lift station. Cindy Sigurdson, OCWA- Process and Compliance Technician was interviewed with respect to general plant operation, maintenance, monitoring, and record-keeping practices. Information regarding the sanitary collection system was obtained from the Municipality of West Elgin. The plant and lagoons are located at the south end of the Village of West Lorne and access is from Thomson Line. AUTHO IZR INGICONTROL DOCUMENTS The owner had a valid Environmental Compliance Approval for the sewage works. The wastewater treatment plant operates under Environmental Compliance Approval (ECA) 3- 0042-90-938 dated November 8, 1993 with amendments on July 6, 1994 and September 24, 1998. The facility's Environmental Compliance Approval is up to date. CAPACITY ASSESSMENT The annual average daily flow was approaching the rated capacity of the sewage works. Condition 13(a) of the ECA states that the sewage works has been approved to treat sewage at an average flow of 900 m3/day. The annual average flow for the inspection review period was below the design flow of 900 m3/day: 2012- 496 m3/day(55% of plant capacity) 2011 - 662 m3/day, or 73.6% of the plant's rated design capacity of 900 m3/day. The design average daily flow for the plant was exceeded 68 times during the year, compared to five times in 2010 and six times in 2012. 2010- 454 m3lday(50% of plant capacity) 2009 -510 m3/day (57% of plant capacity) Report Generated for dunnst on 22/07/2013(ddlmmlyyyy) Page 5 of 17 Site* 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 1710512013(ddlmmlyyyy) a Ministry of the Environment Ontario Inspection Report CAPACITY ASSESSMENT • The owner was not in compliance with the conditions associated with maximum flow rate or the rated capacity prescribed by the Environmental Compliance Approval. The sewage works has been approved to treat sewage at a peak flow of 2700 m'/day. The hydraulic peak flow of 2,700 m'/day for the plant was exceeded once during the inspection review period, with a maximum daily flow of 2,771 m'Iday in November 2011. • Flow measuring devices were installed, calibrated and maintained in accordance with the requirements of the Environmental Compliance Approval. Condition 13 (d)of the ECA requires the owner of the wastewater treatment plant to install, maintain and operate a sufficient number of flow measuring devices to measure the quantity of sewage being conveyed to and through the sewage treatment plant and the quantity of untreated sewage being bypassed to the disinfection facility with an accuracy to within plus or minus five percent(+/-5%). The operating authority provided documentation that the flow meter was calibrated on the following days during the inspection period: September 9, 2009,April 28, 2010, May 3, 2011 and April 25, 2012. TREATMENT PROCESSES • All monitoring equipment other than flow monitoring devices were installed, calibrated and maintained in accordance with any Environmental Compliance Approval. Condition 10 (a)of the ECA states that the owner shall ensure that at all times, the sewage works and related equipment and appurtenances which are installed or used to achieve compliance with the ECA are properly operated and maintained. This requirement has been met for the inspection review period. • The owner had ensured that all equipment was installed in accordance with the Environmental Compliance Approval. The physical inspection of the plant verified that all equipment was installed and operational in accordance with the requirements of ECA#3-0442-90-938. • The works, related equipment and appurtenances were not operated and maintained to achieve compliance with the limits of the Environmental Compliance Approval. The geometric mean for E. coli in April 2013 was 210 cfu/100ml which exceeded the limit of 200 cfu/100ml listed in the Environmental Compliance Approval (ECA)#3-0442-90-938. The UV disinfection system was put in operation on April 15th. • The operator-in-charge had ensured that all equipment used in the processes was monitored, maintained, inspected,tested and evaluated. Logbook entries and OCWA work orders demonstrate that the owner/operating authority monitor, inspect and evaluate equipment used in the treatment processes. The OCWA Facility Work Order Summary provides the work order number, equipment identification/description, activity description and scheduling/completion dates as well as comments of activity upon its completion. The sewage works effluent was essentially free of foreign substances on the day of the inspection. EFFLUENT QUALITY AND QUANTITY Report Generated for dunnst on 22107/2013(ddlmmfyyyy) Page 6 of 17 Site#: 130002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 17/05/2013(ddlmmlyyyy) �j Ministry of the Environment Ontario Inspection Report EFFLUENT QUALITY AND QUANTITY • The sewage works effluent limits were prescribed by the Environmental Compliance Approval. The wastewater treatment plant operates under Environmental Compliance Approval#3-0042-90- 938 dated November 8, 1993 with amendments July 6, 1994 and September 24, 1998. There are prescribed limits for BODS, Suspended Solids, Total Phosphorus, Total Ammonia Nitrogen and E. coll. • The sewage works effluent sample results did not demonstrate compliance with BOD5 or C130135 concentration prescribed by the Environmental Compliance Approval. The prescribed concentration limit for BOD5 in the Environmental Compliance Approval is 10 mglL during the non-freezing period and 15 mglL during the freezing period. There was one incident where the monthly average limit was exceeded in July 2011. • The sewage works effluent sample results demonstrated compliance with total suspended solids concentration limits prescribed by the Environmental Compliance Approval. The prescribed concentration limit for suspended solids in the Environmental Compliance Approval is 10 mglL during the non-freezing period and 15 mglL during the freezing period. These limits were not exceeded during the inspection review period. • The sewage works effluent sample results demonstrated compliance with total phosphorus concentration limits prescribed by the Environmental Compliance Approval. The prescribed concentration limit for total phosphorus in the Environmental Compliance Approval is 0.5 mg/l_during the non-freezing period and 1.0 mglL during the freezing period. These limits were not exceeded during the inspection review period. • The sewage works effluent sample results demonstrated compliance with total ammonialtotal ammonia nitrogen/unionized ammonia limits prescribed by the Environmental Compliance Approval. The prescribed concentration limit for total ammonia nitrogen in the Environmental Compliance Approval is 3 mglL during the non-freezing period and 5 mg/L during the freezing period. These limits were not exceeded during the inspection review period. • The sewage works effluent sample results did not demonstrate compliance with microbiological parameter limits prescribed by the Environmental Compliance Approval. The geometric mean for E. coli in April 2013 was 210 cfu1100ml which exceeded the limit of 200 cfu1100ml listed in the Environmental Compliance Approval (ECA) 3-0442-90-938. • The sewage works effluent sample results did not meet the effluent objectives stated in the Environmental Compliance Approval. The monthly effluent objective for suspended solids was not met in 2009 (April, June and September), 2010 (April), 2011 (March,April)and 2012 (August). The monthly effluent objective for BOD5 and TSS was exceeded in 2011 (BOD5 in July and TSS in March). • The inspector collected audit samples during the inspection. A grab sample of effluent was collected from the plant on June 11, 2013 and submitted to the Ministry of the Environment's laboratory for bacteriological analysis. • The results of audit samples collected by the Inspector did not meet the effluent limits or operational guidelines. The result of the grab sample of effluent collected from the plant at the time of inspection and submitted to the Ministry of the Environment's laboratory for bacteriological analysis was compared to the bacteriological effluent limit stipulated in Condition 12 (b) of ECA #3-0442-90-938, which is based on a monthly geometric mean density comprised of weekly grab sample results. The audit sample result was 3000 ell 00mI and ECA limit is 200 c11001mI but is based on the geometric mean. The UV bulbs were inspected and cleaned and some of the bulbs have been changed. Report Generated for dunnst on 22/07/2013(ddlmm/yyyy) Page 7 of 17 Site#: 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 17/0512013(ddlmmlyyyy) Ministry of the Environment Ontario Inspection Report MONITORING REQUIREMENTS * The sampling requirements were prescribed by the Environmental Compliance Approval. Condition 15(Monitoring and Recording) of ECA#3-0442-90-938 establishes the regulatory requirements (parameter, sample type and frequency)for influent and effluent monitoring completed at the West Lorne Wastewater Treatment Plant as follows: INFLUENT MONITORING • BOD5 - biweekly composite sample, •Total Suspended Solids -biweekly composite sample, •Total Phosphorus-biweekly composite sample and •Total Kjeldahl Nitrogen- biweekly composite sample. •Alkalinity-biweekly composite sample. EFFLUENT MONITORING • BODS-biweekly composite sample, •Total Suspended Solids-biweekly composite sample, •Total Phosphorus-biweekly composite sample, • Free Ammonia as Nitrogen -biweekly composite sample, • Nitrite-biweekly composite sample, • Nitrate-biweekly composite sample, •Total Kjeldahl Nitrogen -biweekly composite sample. •Alkalinity-biweekly composite sample. • Escherichia Coli. -biweekly grab sample, • Dissolved Oxygen -biweekly grab sample and •Temperature-biweekly grab sample. * All sewage works effluent sampling requirements prescribed by the Environmental Compliance Approval were met. Final effluent is sampled bi-weekly and tested for BOD5, total suspended solids, total phosphorus, free ammonia nitrogen, total Kjeldahl nitrogen, nitrite, nitrate, pH and alkalinity. Samples are collected using an automatic composite sampler and collected over a 24 hour period. A grab sample of temperature and dissolved oxygen is collected bi-weekly. A grab sample for E. coli is sampled bi-weekly during the disinfection period from April 15 to October 15. A review of the records provided by the operating authority indicate that this requirement has been met for the records reviewed. * All sewage works influent(raw sewage)sampling requirements prescribed by the Environmental Compliance Approval were met. Raw sewage is sampled bi-weekly and tested for BOD5, total suspended solids, total phosphorus, total Kjeldahl nitrogen, and alkalinity. The raw samples are collected as 24 hour composite samples. A review of the records provided by the operating authority indicate that this requirement has been met for the records reviewed. * The owner had maintained the monitoring records since the date of the last inspection. Report Generated for dunnst on 2210712013(dd/mm/yyyy) Page 8 of 17 Site#: 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 17/05/2093(ddlmmlyyyy) o Ministry of the Environment Ontario inspection Report MONITORING REQUIREMENTS All exceedances of any parameters were reported in accordance with the Environmental Compliance Approval. REPORTING REQUIREMENTS The reporting requirements were prescribed by an Environmental, Compliance Approval. The annual performance reports met the submission and contents requirements of the Environmental Compliance Approval. Condition 17 of ECA# 3-0442-90-938, states that the Owner shall prepare, and submit to the Regional Director, a performance report, on an annual basis, within ninety(90) days following the end of each calendar year. The reports shall contain, but shall not be limited to, the following information: (a)a summary of all monitoring and compliance reports submitted in the reporting period including an overview of the success and adequacy of the Works; (b)a comprehensive interpretation of all monitoring data and a comparison to the effluent quality and quantity criteria described in sections 11 and 12, (c)a summary of any effluent quality assurance or control measures undertaken in the reporting period; (d)a summary of all maintenance carried out on any major structure, equipment, apparatus, mechanism or thing forming part of the Works; (e)a description of any operating problems encountered and corrective actions taken; (f) a summary of any proposed alteration, extension or replacement in the process or operation of the works to be completed over the next reporting period which may require approval under the Ontario Water Resources Act (g)a tabulation of the volume of sludge generated in the reporting period, an outline of anticipated volumes to be generated in the next reporting period (h)an outline of the sludge handling methods and disposal areas to be utilized over the next reporting period (i)an evaluation of the calibration and maintenance procedures conducted on all monitoring equipment (j)an evaluation for the need for modifications to the works to improve performance and reliability and to minimize upsets and bypasses Records provided during the inspection verified that the owner of the wastewater treatment plant complied with all annual performance reporting requirements during the inspection review period, in accordance with the requirements of Condition 17 of ECA#3-0442-90-938 All reports were submitted in accordance with Ministry recommendations. ECA#3-0442-90-938 does not require the Municipality of West Elgin to prepare and submit monthly Municipal Utility Monitoring Program (MUMP) reports. Nevertheless, the Municipality and the operating authority has undertaken the preparation and submission of monthly MUMP reports for its municipal sewage treatment works. The inspector was provided with electronic copies of the monthly MUMP summary reports for inspection review period. BXE& SES AND—OVERFLOWS Report Generated for dunnst on 2210712013(ddlmmlyyyy) Page 9 of 17 Site#: 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 1710512013(ddlmmlyyyy) � Ministry of the Environment �r Ontario Ministry Report BYPASSES A D OVERFLOWS • All required verbal notifications of spills were provided forthwith as per O. Reg. 675198 section 13. • A process which characterizes and reports on the quality and quantity of bypasses and overflows had been implemented. CERTIFICATION AND TRAINING • The classification certificates of the subsystems were conspicuously displayed at the workplace or at premises from which the subsystem was managed. Section 4(5) of Ontario Regulation 129/04 (Licensing of.Sewage Works Operators) states that the owner shall ensure that the certificate of classification of the facility is conspicuously displayed at the facility or at premises from which the operations of the facility are managed. The owner of the wastewater treatment plant ensured that the certificate of classification for the West Lorne Wastewater Treatment Plant and collection system were conspicuously displayed at the facility at the time of inspection, in accordance with the requirements of section 4(5)of Ontario Regulation 129104. • Operator licences were displayed in a conspicuous location at the workplace or at the premises from which the subsystem was managed. Section 13 of Ontario Regulation 129104 (Licensing of Sewage Works Operators) states that owner of a facility shall ensure that a copy of the licence of every licensed operator who is employed in the facility is conspicuously displayed at the operator's workplace or at premises from which the operations of the facility are managed. The owner ensured that the licence of every licensed operator who is employed in the facility was conspicuously displayed at the facility at the time of inspection, in accordance with the requirements of section 13 of Ontario Regulation 129/04. • The overall responsible operator had not been designated for the wastewater treatment and collection works. Section 15(1)of Ontario Regulation 129/04 (Licensing of Sewage Works Operators) states that the owner of a facility shall designate as overall responsible operator of the facility an operator who holds a licence that is applicable to that type of facility and that is of the same class as or higher than the class of the facility. (For example, the overall responsible operator of a Class III wastewater treatment facility must be an operator who holds a Class III or Class IV wastewater treatment facility operator's licence.) The owner of the wastewater treatment plant designated an overall responsible operator of the facility that holds a licence that is applicable to that type of facility and that is of the same class as or higher than the class of the facility, in accordance with the requirements of section 15(1) of Ontario Regulation 129104. The operating authority operates the wastewater treatment plant and the Municipality operated the collection system (prior to May 1, 2013). An ORO was not designated for the collection system during the inspection review period. • An adequately licensed operator was designated to act in place of the overall responsible operator when the overall responsible operator was unable to act. • All operators had the appropriate level of licences for the wastewater treatment and collection works. Report Generated for dunnst on 22/07/2013(ddlmmlyyyy) Page 10 of 17 Site#: 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 17/05/2013(ddlmrn") B Ministry of the Environment }� Ontario Inspection Report CERTIFICATION AND TRAINING • Only licenced operators made adjustments to the treatment equipment. Records provided during the inspection verified that only appropriately certified operators made adjustments to the treatment equipment during the inspection review period. • Operators-in-charge were not designated for the wastewater treatment plant and all associated collection works. Section 17(1)of Ontario Regulation 129104 (Licensing of Sewage Works Operators) states that the owner of a facility or a person authorized by the owner shall designate one or more licensed operators as operators-in-charge of the facility. The owner of the wastewater treatment plant designated one or more licensed operators as operators-in-charge of the facility during the inspection review period, in accordance with the requirements of section 17(1)of Ontario Regulation 129104. The operating authority operates the wastewater treatment plant and the Municipality operated the collection system (prior to May 1, 2013). An operator-in-charge was not designated for the collection system during the inspection review period. • The operator-in-charge ensured that records were maintained of all adjustments made to the processes within his or her responsibility. Section 18(2)(c) of Ontario Regulation 129104 (Licensing of Sewage Works Operators)states that an operator-in-charge shall ensure that records are maintained of all adjustments made to the processes within his or her responsibility. Records provided during the inspection verified that the operator-in-charge ensured that records were maintained of all adjustments made to the processes within his or her responsibility during the inspection review period, in accordance with the requirements of section 18(2)(c) of Ontario Regulation 129104. • The owner maintained operator training records in accordance with regulatory requirements. Section 21(3)of Ontario Regulation 129/04 (Licensing of Sewage Works Operators) states that the owner shall ensure that records are maintained of the training given under this section, including the names and positions of the operators who attend training sessions, the date or dates of each training session, the duration of each training session and the subjects covered at each training session. Records provided during the inspection verified that the owner ensured that records were maintained of the training given under this section, including the names and positions of the operators who attend training sessions, the date or dates of each training session, the duration of each training session and the subjects covered at each training session, in accordance with the requirements of section 21(3) of Ontario Regulation 129104. LOGBOOKS The logs and other record keeping mechanisms did not comply with the record keeping requirements. Section 19(1)of Ontario Regulation 129104 (Licensing of Sewage Works Operators) states that the owner of a facility shall ensure that logs or other record-keeping mechanisms are provided to record information concerning the operation of the facility. Section 19(2) stipulates that entries in the logs or other record-keeping mechanisms shall be made chronologically. Section 19(3) states that no person shall make an entry in a log or other record-keeping mechanism unless the person is an operator-in-charge or is authorized to make an entry by the owner or an operator-in-charge. Section 19(4)states that a person who makes an entry in a log or other record-keeping mechanism shall do so in a manner that permits the person to be unambiguously identified as the maker of the entry. Section 19(5) states that an operator-in-charge or a person authorized by an operator-in- Report Generated for dunnst on 22/07/2013(ddlmmlyyyy) _ Page 11 of 17 Site#: 110002853 VVVV WEST LORNE WPCP&LAGOON Date of Inspection: 17/05/2013(ddlmmlyyyy) v Ministry of the Environment Ontario Inspection Report LOGBOOKS charge shall record the following information in the logs or other record-keeping mechanisms in respect of each operating shift: 1. The date, the time of day the shift began and ended and the number or designation of the shift. 2. The names of all operators on duty during the shift. 3.Any departures from normal operating procedures that occurred during the shift and the time they occurred. 4.Any special instructions that were given during the shift to depart from normal operating procedures and the person who gave the instructions. 5.Any unusual or abnormal conditions that were observed in the facility during the shift, any action that was taken and any conclusions drawn from the observations. 6.Any equipment that was taken out of service or ceased to operate during the shift and any action taken to maintain or repair equipment during the shift. Records provided during the inspection verified that the owner of the wastewater treatment plant ensured that logs or other record-keeping mechanisms were provided to record information concerning the operation of the facility, in accordance with the requirements of section 19 of Ontario Regulation 129/04. With the exception of the pumping station, there was no record keeping for record keeping for the remainder of the collection system. Logs and other record keeping mechanisms were available for at least two (2)years. Section 19(6)of Ontario Regulation 129104 (Licensing of Sewage Works Operators)states that the owner shall ensure that logs and other record-keeping mechanisms are accessible in the facility for at least two years after each entry in it was made. Although the owner of the wastewater treatment plant was only required to retain operational records for up to two years from the date of their creation, in accordance with the requirements of Section 19(6) of Ontario Regulation 129104, the owner has kept the logs from a number of years back. OPERATIONS MANUALS The operations and maintenance manuals met the requirements of the Environmental Compliance Approval. Operators and maintenance personnel had ready access to operations and maintenance manuals. Section 20(1) of Ontario Regulation 129104 (Licensing of Sewage Works Operators)states that the owner of a facility shall ensure that operators and maintenance personnel in the facility have ready access to comprehensive operations and maintenance manuals that contain plans, drawings and process descriptions sufficient for the safe and efficient operation of the facility. The owner of the wastewater treatment plant ensured that operators and maintenance personnel have ready access to up-to-date operations and maintenance manuals (kept on-site), in accordance with the requirements of section 20(1) of Ontario Regulation 129104. The operations and maintenance manuals contained up-to-date plans, drawings and process descriptions sufficient for the safe and efficient operation of the system. CONTINgENCYIEMERGENCY PLANNING Report Generated for dunnst on 22/07/2013(ddlmm/yyyy) Page 12 of 17 Site* 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 1710512013(ddlmmlyyyy) Ministry of the Environment r- Ontario Inspection Report CONTINGENCY/EMERGENCY PLANNING • Spill containment was provided for the process chemicals and/or standby power generator fuel. • The owner had provided security measures for the facility. Report Generated for dunnst on 22/07/2013(ddlmmlyyyy) Page 13 of 17 Site#: 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 17/0512013(ddlmmlyyyy) e o Ministry of the Environment l/ Ontario 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 owner was not in compliance with the conditions associated with maximum flow rate or the rated capacity prescribed by the Environmental Compliance Approval. The sewage works has been approved to treat sewage a peak flow of 2700 m'/day. The hydraulic peak flow of 2,700 m3/day for the plant was exceeded once during the inspection review period, with a maximum daily flow of 2,771 ml/day in November 2011. Action(s) Required: As per condition 13 of ECA, the sewage works is not approved to treat sewage at a peak flow rate in excess of 2700 m3/day. No further action is required as the maximum flow rate has not been exceeded since November 2011. 2. The works, related equipment and appurtenances were not operated and maintained to achieve compliance with the limits of the Environmental Compliance Approval. The geometric mean for E. colt in April 2013 was 210 cfu/100m1 which exceeded the limit of 200 cfu/100ml listed in the Environmental Compliance Approval (ECA)#3-0442-90-938. The UV disinfection system was put in operation on April 15th. Action(s) Required: The owner shall ensure the works, related equipment and appurtenances being operated and maintained to achieve compliance with the effluent limits prescribed by the ECA. No further requirements as the operating authority has replaced some of the UV bulbs and has sampled in May and June and the E. coli results are below the geometric limit listed in the ECA. 3. The sewage works effluent sample results did not demonstrate compliance with BOD5 or C130135 concentration prescribed by the Environmental Compliance Approval. The prescribed concentration limit for BOD5 in the Environmental Compliance Approval is 10 mg/L during the non-freezing period and 15 mg/L during the freezing period. There was one incident where the monthly average limit was exceeded in July 2011. Action(s) Required: The owner shall ensure the sewage works effluent sample results demonstrate compliance with the BOD5 concentration prescribed by the Environmental Compliance Approval. The operating authority indicated that there were no issues observed at the plant at the time of the exceedance to account for the elevated result. The samples taken since have been below the prescribed limits. 4. The sewage works effluent sample results did not demonstrate compliance with microbiological parameter limits prescribed by the Environmental Compliance Approval. The geometric mean for E. soli in April 2013 was 210 cfu/100ml which exceeded the limit of 200 cfu/100m1 listed in the Environmental Compliance Approval (ECA) 3-0442-90-938. Action(s) Required: As per condition No. 12 of ECA#3-0442-90-938, the geometric mean density of E. coli in the final effluent shall not exceed 200 organisms per 100 ml for any calendar month. S. The overall responsible operator had not been designated for the wastewater treatment and collection works. Section 15(1)of Ontario Regulation 129104(Licensing of Sewage Works Operators) states that the owner of a facility shall designate as overall responsible operator of the facility an operator who holds a licence that is applicable to that type of facility and that is of the same class as or higher than the class of the facility. (For example, the overall responsible operator of a Class III wastewater treatment facility must be an operator who holds a Class III or Class IV wastewater treatment facility operator's licence.) Report Generated for dunnst on 22107/2013(ddlmmlyyyy) Page 14 of 17 Site* 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 17/0512013(ddlmrn") o Ministry of the Environment �✓ Ontario Inspection Report The owner of the wastewater treatment plant designated an overall responsible operator of the facility that holds a licence that is applicable to that type of facility and that is of the same class as or higher than the class of the facility, in accordance with the requirements of section 15(1)of Ontario Regulation 129104. The operating authority operates the wastewater treatment plant and the Municipality operated the collection system (prior to May 1, 2013). An ORO was not designated for the collection system during the inspection review period. Action(s) Required: No further actions are required as the operating authority has taken over the operation of both the treatment plant and the collection system as of May 1, 2013 and an ORO has been designated for both. 6. Operators-in-charge were not designated for the wastewater treatment plant and all associated collection works. Section 17(9)of Ontario Regulation 129104 (Licensing of Sewage Works Operators) states that the owner of a facility or a person authorized by the owner shall designate one or more licensed operators as operators-in-charge of the facility. The owner of the wastewater treatment plant designated one or more licensed operators as operators-in- charge of the facility during the inspection review period, in accordance with the requirements of section 17(1)of Ontario Regulation 129104. The operating authority operates the wastewater treatment plant and the Municipality operated the collection system (prior to May 1, 2013). An operator-in-charge was not designated for the collection system during the inspection review period. Action(s) Required: No further actions are required as the operating authority has taken over the operation of both the treatment plant and the collection system as of May 1, 2013 and OTC's have been designated for both. 7. The logs and other record keeping mechanisms did not comply with the record keeping requirements. Section 19(1) of Ontario Regulation 129104 (Licensing of Sewage Works Operators) states that the owner of a facility shall ensure that logs or other record-keeping mechanisms are provided to record information concerning the operation of the facility. Section 19(2) stipulates that entries in the logs or other record- keeping mechanisms shall be made chronologically. Section 19(3) states that no person shall make an entry in a log or other record-keeping mechanism unless the person is an operator-in-charge or is authorized to make an entry by the owner or an operator-in-charge. Records provided during the inspection verified that the owner of the wastewater treatment plant ensured that logs or other record-keeping mechanisms were provided to record information concerning the operation of the facility, in accordance with the requirements of section 19 of Ontario Regulation 129104. With the exception of the pumping station, there was no record keeping for record keeping for the remainder of the collection system. Action(s) Required: As per s. 19(1)of O. Reg. 129104, the owner of a facility shall ensure that logs or other record-keeping mechanisms are provided to record information concerning the operation of the facility. No further action as the owner has now indicated that the operating authority has record keeping mechanisms for both the treatment facility and the entire collection system. Report Generated for dunnst on 22/07/2013(ddlmmlyyyy) Page 15 of 17 Site#: 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 17/05/2013(ddlmmlyyyy) o Ministry of the Environment �r Ontario Inspection Report SUMMARY OF RECOMMENDATIONS AND BEST PRACTICE ISSUES This section provides a summary of all recommendations and best practice issues identified during the inspection period. Details pertaining to these items can be found in the body of the inspection report. In the interest of continuous improvement in the interim, it is recommended that owners and operators develop an awareness of the following issues and consider measures to address them. 1. The sewage works effluent sample results slid not meet the effluent objectives stated in the Environmental Compliance Approval. The monthly effluent objective for suspended solids was not met in 2009 (April, June and September), 2010 (April), 2011 (March,April) and 2012 (August). The monthly effluent objective for BOD5 and TSS was exceeded in 2011 (BOD5 in July and TSS in March). Recommendation: The owner of the sewage works must use best efforts to optimize the treatment system with the goal to achieve the concentration objectives for the listed parameters at all times. 2. The results of audit samples collected by the Inspector did not meet the effluent limits or operational guidelines. The result of the grab sample of effluent collected from the plant at the time of inspection and submitted to the Ministry of the Environment's laboratory for bacteriological analysis was compared to the bacteriological effluent limit stipulated in Condition 12 (b) of ECA #3-0442-90-938, which is based on a monthly geometric mean density comprised of weekly grab sample results. The audit sample result was 3000 c1100mi and ECA limit is 200 c/100/ml but is based on the geometric mean. The UV bulbs were inspected and cleaned and some of the bulbs have been changed. Recommendation: No further recommendations. Report Generated for dunnst on 22107/2013(ddlmmlyyyy) Page 16 of 17 Site*: 110002853 WW WEST LORNE WPCP&LAGOON Date of Inspection: 17/05/2013(dd/mmlyyyy) Ministry of the Environment Ontario Inspection Report SIGNATURES Inspected By, jignaT: (Provincial Officer): Stephen Dunn Reviewed &Approved By: Signature: (Supervisor): Tom Clubb Review &Approval Date: 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 dunnst on 2210712013(dd1mrnfyffl) Page 17 of 17 Site#: 110002853 WW WEST LORNE VVPCP&LAGOON Date of Inspection: 1710512013(dd1mm1yM) The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: DOUG MITTON, CHIEF BUILDING OFFICIAL DATE: August 9, 2013 SUBJECT: BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for April, 2013 BACKGROUND: No. of Permits Issued for Month of April 2013 2012 SFD New/Additions 1 3 Units Demolitions Storage New/Additions 1 Buildings Demolitions Garages/ New 1 Car Ports Demolitions Farm New/Additions 4 4 Buildings Demolitions Other New 2 2 Demolitions 1 Septic Permits 1 Estimated Value for Month of April $ 771,701.00 $205,000.00 Permit Revenue for Month of April $4,392.09 $1,827.98 1/2 No. of Permits issued for year to date 2013 2012 SFD New/Additions 6 4 Units Demolitions 1 2 Storage New/Additions 1 1 Buildings Demolitions Garages/ New 1 Car Ports Demolitions Farm New/Additions 7 7 Buildings Demolitions 2 Other New/Additions 2 4 Demolitions 1 Se tic Permits 1 Estimated Value for Year $1,348,719.00 $638,900.00 Permit Revenue for Year $8,403.54 $4,059.16 DISCUSSION: Inspections completed as requested and in accordance with Act. Respectfully Submitted Reviewed by: Doug Itton Cott Gawley, C.G Chief Building Official Administrator/Treasurer 2/2 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: DOUG MITTON, CHIEF BUILDING OFFICIAL DATE: August 0, 2013 SUBJECT: BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for May, 2013 BACKGROUND: No. of Permits Issued for Month of May 2013 2012 SFD New/Additions 2 4 Units Demolitions Storage New/Additions Buildings Demolitions Garages/ New Car Ports Demolitions Farm New/Additions Buildings Demolitions Other New 2 3 Demolitions Septic Permits 2 Estimated Value for Month of May $ 301,000.00 $ 371,500.00 Permit Revenue for Month of May $ 764.24 $ 3,094.08 1/2 No. of Permits issued for year to date 2013 2012 SFD New/Additions 8 8 Units Demolitions 1 2 Storage -New/Additions 1 1 Buildings Demolitions Garages/ New 1 Car Ports Demolitions Farm New/Additions 7 7 Buildings Demolitions 2 Other New/Additions 4 7 Demolitions 1 Septic Permits 3 Estimated Value for Year $1,649,719.00 $ 1,010,400.00 Permit Revenue for Year $9,167.78 $ 7,153.24 DISCUSSION: Inspections completed as requested and in accordance with Act. Respectfully Submitted Reviewed by: Dou Mutton Cott Gaw e C�G.A. 9 y, Chief Building Official Administrator/Treasurer 212 _O r' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: DOUG MITTON, CHIEF BUILDING OFFICIAL DATE: August 9, 2013 SUBJECT: BUILDING REPORT RECOMMENDATION. RECEIVE AND FILE INTRODUCTION: Monthly report for June, 2013 BACKGROUND: No. of Permits Issued for Month of June 2013 2012 SFD New/Additions 3 2 Units Demolitions Storage New/Additions 2 Buildings Demolitions Garages/ New 2 2 Car Ports Demolitions Farm New/Additions 2 Buildings Demolitions 1 Other New Demolitions Septic Permits 1 Estimated Value for Month of June $ 422,300.00 $ 65,500.00 Permit Revenue for Month of June $ 2,858.56 $ 960.00 1/2 No. of Permits issued for year to date 2013 2012 SFD New/Additions 11 10 Units Demolitions 1 2 Storage New/Additions 3 1 Buildings Demolitions Garages/ New 3 2 Car Ports Demolitions Farm New/Additions 9 7 Buildings Demolitions 3 Other New/Additions 4 7 Demolitions 1 Septic Permits 1 3 Estimated Value for Year $ 2,072,019.00 $ 1,075,900.00 Permit Revenue for Year $ 12,026.34 $ 8,113.24 DISCUSSION: Inspections completed as requested and in accordance with Act. Respectfully Submitted Reviewed by: Dou 7Vlitton g Scott Gaw ey, C A. Chief Building Official Administrator[Treasurer 212 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: DOUG MITTON, CHIEF BUILDING OFFICIAL DATE: August 9, 2013 SUBJECT: BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for July, 2013 BACKGROUND: No. of Permits Issued for Month of July 2013 2012 SFD New/Additions 3 3 Units Demolitions Storage New/Additions 3 1 Buildings Demolitions Garages/ New Car Ports Demolitions Farm New/Additions 1 3 Buildings Demolitions Other New 3 Demolitions 1 Septic Permits 2 Estimated Value for Month of July $ 390,100.00 $ 163,320.00 Permit Revenue for Month of July $ 5,004.41 $ 1,754.60 1/2 No. of Permits issued for year to date 2013 2012 SFD . New/Additions 14 13 Units Demolitions 1 2 Storage New/Additions 6 2 Buildings Demolitions Garages/ New 3 2 Car Ports Demolitions Farm New/Additions 10 10 Buildings Demolitions 3 Other New/Additions 7 7 Demolitions 2 Septic Permits 3 3 Estimated Value for Year $ 2,462,119.00 $ 1,239,220.00 Permit Revenue for Year $ 17,030.75 $ 9,867.84 DISCUSSION: Inspections completed as requested and in accordance with Act. Respectfully Submitted Reviewed by: Do u 9 7MKio Scott Gawley, C.G Chief Building Official Administrator/Tr asurer 2/2 Q d 2i u � The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA I. BRYANT, CLERK DATE: AUGUST 8, 2013 SUBJECT: BY-LAW ENFORCEMENT REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for July 2013 BACKGROUND: File # Nature of Complaint Action Taken Status 13- 264 Untid and Order issued OPEN 268 Grass Compliant CLOSED 269 Grass Compliant CLOSED 270 ntidy yard Compliant CLOSED 271 Grass Compliant CLOSED 272 Untidy and Order issued OPEN 273 Grass Complaint CLOSED 274 Untidy and Order issued OPEN 275 Grass Order issued OPEN DISCUSSION: Nothing to report Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA,AMCT Scott Gawiey, C.G.A. Clerk Administrator/Treasurer c ?Cb� � OF Va4nF a � r The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: August 8, 2013 SUBJECT: Monroe Street Storm Sewer RECOMMENDATION: That the Council agreed to share the capital construction of the 50 metres of 250 mm storm sewer on Monroe Street from Queen Street with owners of 233 and 235 Monroe Street. INTRODUCTION: The Municipality of West Elgin has had a request to extend the storm sewer on Monroe Street from Queen Street. DISCUSSION: Renovation of the former Presbyterian Church on Monroe Street to residential usage requires improved drainage from the property to stop current and future drainage of water to neighbouring property. The property has been visited by the Drainage Supt, Chief Building Official and myself to look at alternatives for drainage and renovations proposed. When the Queen Street Storm Drain was reconstructed, a stub for a future drain was included and is on Monroe Street. Construction estimate for the installation of 50 metres of 250 mm dia. Storm Sewer and restoration of the roadway is $24,900.00. The owners have asked if the Municipality of West Elgin would agree to share in have the costs on the road allowance. The catch basin at the driveway entrance would provide some benefit to the road and reduce the past problems of the church property draining onto neighbouring properties. There would be no benefit of extending the storm sewer beyond the 50 metres, as the Monroe Street drains towards Moriah Street. It is recommended that the Municipality's share comes from the Contingencies Reserve. Respectfully Submitted, R. Scott Gawley Jo n U g r Administrator/Tr asurer Drains Superintendent ti uP4xF 'Y61 Q � U n n The Municipality o,f West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Cleric DATE: August 8, 2013 SUBJECT: Sale and Disposal of Land Policy RECOMMENDATION: THAT a by-law to adopt the Sale and Disposal of Land Policy be brought forward. INTRODUCTION: Council reviewed a draft Sale and Disposal of Land Policy at their meeting on July 18, 2013 and requested changes be made. DISCUSSION: Quotes for appraisals for commercial properties are estimated at $1,800.00 to $2,000 plus disbursements and taxes. Residential appraisals range from $300 to $350 plus disbursements and taxes. The changes are underlined in the attached draft policy and include the following: 2.02 (b) definition of"appraiser" added 3.03 (a) survey of land added 3.05 (a) London Free Press added 3.05 (a) exemption to London Free Press added Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA,AMCT Scott Gawley, C.91.A. Cleric Administrator/Treasurer Attachments Revised Draft Sale and Disposition of Land Policy MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-4.1 Section: Buildings & Land Effective Date: Subject: Sale and Disposition of Land Revision Date: Page: 1 of 4 1 PURPOSE: 1.01 Section 270 of the Municipal Act, 2001 requires that the Municipality adopt and maintain a policy to govern the sale other disposition of land. 1.02 The Municipality will dispose of surplus lands in an open and transparent process to ensure that the consideration for such disposal is fair, reasonable and in the best interest of the Municipality 2 POLICY: 2.01 This policy sets out the principles governing the disposition of surplus lands and the procedures to be followed. 2.02 Definitions (a) "Appraisal" means an opinion of the fair market value; (b) "Appraiser" means an independent qualified appraiser who is a registered.,member in good standing with the Appraisal Institute of Canada: (c) "Council" means the Council of the Corporation of the Municipality of West Elgin; (d) "Disposal" shall mean the sale of real property; (e) "land" includes building and estate or interest in land or any nature including without limitation an easement, restrictive covenant or right of way; (f) "Municipal" or"Municipality" or"Municipally" means the Corporation of the Municipality of West Elgin; (g) "Purchaser" includes a lessee or grantee of Land; (h) "Surplus land" means any land or interest/rights owned by the Municipality of West Elgin declared surplus to the needs of the municipality; (i) "Sale" means the sale of land, which includes a lease of 21 years or longer and is also deemed to include surface, mineral, and/or timber interests/rights. 3 PROCEDURE 3.01 Declaration (a) Council shall, at any time, by resolution, declare any of its real property to be surplus to the needs of the Municipality. (b) Obtain approval from other agencies, if necessary. 3.02 Appraisal (a) Prior to the disposal of real property and where there is no exemption under this policy, Council shall obtain at least one appraisal of the fair market value of the real property from an independent qualified appraiser, or from a real estate firm or broker. 3.03 Survey of Land (a) Council if it deems necessary, may obtain a survey of the Sur lus Land proposed to be sold from a Registered Ontario Land Surveyor, MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-4.1 Section: Buildings& Land Effective Date: Subject: Safe and Disposition of Land Revision Date: Pa e: 2 of 4 3.04 Method of Sale (a) Should the method to sell real property by tender, request for quotation, or public auction, once the surplus property is officially declared by Council, i) The costs associated with the disposal of real property including legal fees, survey, appraisal, advertising, etc., shall be determined by the Treasurer. ii) The tender or quotation document shall be submitted to the Clerk, and shall include the statement that"the highest or any offer may not necessarily be accepted" iii) The sale by public auction document shall include a minimum bid reserve. (b) Should the method be to sell real property through a real estate firm or broker, once the surplus property is officially declared by Council; i) The Offers to Purchase shall be submitted to the Clerk, and shall be presented at the next regular meeting of Council, for Council's acceptance or dismissal. ii) Council shall determine, by negotiation, the real estate commission payable. 3.05 Advertising and Notice (a) Advertising for disposal of real property, regardless of method of disposal shall be placed in the Chronicle, the London Free Press and on the municipal web site,_Council may, by resolution, on a case by case basis, direct that advertising in the London Free Press is not required. (b) The advertisement shall include a brief description of the property and/or small location sketch. The date and time associated with each sale, shall also be included in the advertisement. (c) A notice shall also be posted at the site of the proposed sale, if it is to be sold by tender, request for quotation, or by public auction. In the case of the land being sold by engaging the services of a real estate firm or broker, a "For Sale" sign(s) will be sufficient site notice. (d) If the property is to be sold by public tender or request for quotation, all advertising or notices shall be undertaken at least 30 days prior to the regular Council meeting at which the proposed disposal will be discussed. (e) If the property is to be sold by public auction, all advertising or notices shall be undertaken at least 30 days prior to the date of public auction. 3,06 By-law (a) Prior to completion of the sale of lands, the municipality shall pass a by-law, which by-law includes the following information: i) Date the resolution declaring lands surplus was passed; ii) The final sale price; iii) The purchaser; iv) Road closing requirements (if applicable). MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. Ad-4.1 Section: -Buildings & Land Effective Date: Subject: Sale and Disposition of Land Revision Date: Page: 3 of 4 3.07 Certificate of Compliance (a) At the completion of the transaction to dispose of the real property, the Clerk may issue, at the request of the purchaser, a Certificate of Compliance. The said certificate shall certify, to the best of his or her knowledge and belief that the Municipality has complied with the provision set out in the Municipal Act. The form of certificate is attached hereto, as Attachement"A". 3.08 Exemptions (a) This Policy shall apply to all classes of land owned by the Municipality, save and except the following exemptions: i) Disposals conducted in connection with a Planning Act application or approval which disposal may be addressed and dealt with in a consent agreement, a subdivision agreement or site plan agreement; ii) Disposal to a County or District Municipality or the Crown in Right of Ontario or Canada or any agency thereof; iii) Disposal of an easement to a public utility; iv) Municipal tax sales (Part XI of the Municipal Act, 2001); V) Sales pursuant to section 106 of the Municipal Act, 2001; vi) Sales pursuant to section 110 of the Municipal Act, 2001; vii) Land 0.3 metres or less in width acquired in connection with an approval or decision under the Planning Act viii) Highways, roads and road allowances; ix) Land formerly used for railway branch lines if sold to an owner of land abutting the former railway land; X) Land that does not have direct access to a highway if sold to the owner of land abutting that land; xi) Land repurchased by an owner in accordance with the Expropriations Act, xii) Land sold under section 107, 108, and 109 of the Municipal Act 2009; xiii) Easements granted to public utilities or to telephone companies; xiv) At the discretion of Council. (b) Council may, by resolution, on a case by case basis, direct that any disposal exempted hereunder be conducted in accordance with this policy. 4 ADMINISTRATION 4.01 The Administrator shall ensure this policy is followed. 5 ATTACHEMENTS 5.01 Attachment"A"—Certificate of Compliance Council authorization: By-law No. ; MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-4.1 Section: Buildings & Land Effective Date: Subject: Sale and Disposition of Land Revision Date: Page: 4 of 4 ATTACHMENT "A" CERTIFICATE OF COMPLIANCE Section 270, Municipal Act, 2009, as amended The safe of real property located at:: has been lawfully completed with respect to:: 1. A resolution declaring the real property to be surplus was adopted on: 2. Notice provisions have been complied with Advertised: Posted on Site: 3. Appraisal, unless exempted, was obtained: THIS WILL CERTIFY THAT THE ABOVE TRANSACTION HAS BEEN COMPLETED IN COMPLIANCE WITH THE SALE AND DISPOSTION OF LAND POLICY Dated at the Municipality of West Elgin in the County of Elgin this day 20 MUNICIPAL CLERK 4Y 4F p N � m 2 The Municipality of Vest Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: August 8, 2013 SUBJECT: Clean & Clearing of Land By-law RECOMMENDATION: THAT Council approves the following be added to the current procedure regarding the Clean & Clearing of Land By-law: 1. Council Member receives a verbal complaint regarding an unkept property from an owner or resident of the municipality. 2. Council Member inspects the property to determine if the complaint is valid. 3. If Council Member agrees that a complaint should be issued, then the Council Member completes the complaint form and gives it to the Clerk for processing. 4. It is encouraged that complainants fill out the confidential complaint forms and submit to Administration Office for investigation. INTRODUCTION: Council has requested that the procedure for submitting complaints under the Clean & Clearing of Land By-law be amended. BACKGROUND: Past practice has been that members of council do not submit by-law complaints. The reason being that the person who submits the complaint, if the matter goes to court, must appear and therefore must have first hand knowledge of the issues. DISCUSSION: Council members often receive complaints from owners and residents regarding unkept properties. These residents are reluctant to give a written complaint and councillors wish to assist, All by-law complaints must be submitted in writing and the municipality has confidential forms to be filled out. The same procedure should be followed by Council. The information on this form assists the By-law Officer in performing her duties. It is important that in filling out the complaint form that Council Member has knowledge of the issue and therefore should complete an inspection. In that way, if they have to go to court they will be prepared. The person complaining should still be encouraged to complete the form and submit to office. The following procedure is being recommended: 1. Council Member receives a verbal complaint regarding an unkept property from an owner or resident of the municipality. 2. Council Member inspects the property to determine if the complaint is valid. 3. If Council Member agrees that a complaint should be issued, then the Council Member completes the complaint form and gives it to the Clerk for processing. 4. It is encouraged that complainants fill out the confidential complaint forms and submit to Administration Office for investigation. Respectfully Submitted, Reviewed by: Norma 1. Bryant, Hon A,AMCT Scott Gawley, G.A. Clerk Administrator/Treasurer OF s` S u m 2 1996, The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: August 8, 2013 SUBJECT: Industrial Wind Turbines RECOMMENDATION: For information. INTRODUCTION: At the April 15, 2013 meeting, Council directed that a public meeting be arranged to provide information on Industrial Wind Turbines and help Council to decide if West Elgin wants to a willing host or not. DISCUSSION: Staff have been in contact with a number of people/organizations to seek participants for the public meeting. The following have agreed to participate: • Carmen Krogh, BScPharm, - Adverse Helath Effects and Industrial Wind Turbines; • John R. Kennedy, Siskinds — municipal /wind developer agreements; • William Pol, MPA, MCIP, RRP — renewable energy and approval process. The purpose of the meeting is to provide information to the public and not provide a biased opinion. Each panel member will give their presentation to be followed by a Question and Answer session. Tentative dates: Tuesday September 24th or Wednesday September 25th at 7:00 p.m. at the Recreation Centre. Respectfully Submitted, Reviewed by: Norma i. Bryant, HA A,AMC r Scott Gawley, G.A. Clerk Administrator/Treasurer C q Va4xF Y( e � u y p � Z � The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: August 8, 2013 SUBJECT: West Lorne Heritage Homes Community Hub RECOMMENDATION: THAT Council approves the draft agreement for the West Lorne Heritage Homes Community Hub. INTRODUCTION: Council, at its meeting held on June 13, 2013, directed that an agreement with the West Lorne Heritage Homes be prepared under Section 110 of the Municipal Act. BACKGROUND: Section 110 of the Municipal Act provides for exemption for taxes levied for municipal and school purposes for municipal capital facilities. DISCUSSION: A municipal capital facility can include "municipal facilities related to the provision of social and health services..." (O.Reg. s. 2.10) West Lorne Heritage Homes Not for Profit Corporation provides offices and meeting areas for social and health services including those provided for by the West Elgin Community Health Centre. A draft agreement is attached for your review and approval. Once agreed to by Council, the agreement will be forwarded to West Lorne Heritage Homes for their approval and signing. Respectfully Submitted, Reviewed by: Norma I. Bryant, Ho A,AMCT Scott Gawley, C.G.A. Clerk Administrator/Treasurer Attachments Draft Agreement with West Lorne Heritage Homes Not for Profit Corporation. THIS AGREEMENT made this day of 2013. BETWEEN: THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN Hereinafter called the"West Elgin" OF THE FIRST PART And WEST LORNE HERITAGE HOMES NOT FOR PROFIT CORPORATION Hereinafter called the"Heritage Homes" OF THE SECOND PART WHEREAS "Heritage Homes"owns the land known as the Heritage Community Centre or"the Hub" and municipally as 146 Munro Street in the former Village of West Lorne, now in the Municipality of West Elgin, AND WHEREAS Heritage Homes wishes, pursuant to Section 110 of the Municipal Act, 2001, as amended (hereinafter called "the Act")to enter into an agreement with West Elgin for use of the lands as municipal capital facilities; AND WHEREAS West Elgin wishes, pursuant to Section 110 of the Act to exempt the lands from taxation for municipal and school purposes; AND WHEREAS the lands are being used for the provision of social and health services; NOW THEREFORE, in consideration of the making of this Agreement and the mutual covenants contained herein, the parties undertake, covenant and agree as follows: 1. This is an agreement for the provision of a municipal capital facility by Heritage Homes under subsection 110 (1)of the Municipal Act, as shown on Schedule "A"and Schedule"B"attached hereto. 2. The municipal capital facility is a community centre, known as"the Hub", for the provision of health services including programs and social services to support seniors and the physically disabled to maintain their quality of life as they age. 3. The provision of health and social services shall include complimentary tenants to the West Elgin Community Health Centre programs and services. 4. Upon the signing of this agreement, West Elgin shall pass a by-law under section 110 (6) of the Municipal Act applying a residential tax ratio of 1 for the lands and the municipal capital facility located thereon for municipal and school purposes effective January 1, 2011. 5. Upon passing of the tax exemption by-law the Clerk shall give written notice to the Municipal Property Assessment Corporation, the Clerk of the County of Elgin and the secretary of any school board if the area of jurisdiction of any such board included the land that is exempted by the by-law, as required in subsection 110(8) of the Act. 6. Upon passing of the by-law to authorize this agreement, the Clerk shall give notice to the Minister of Education as provided for in subsection 110(5) of the Act. 7. If the lands are no longer used for the provision of health services for the public, West Elgin may at its discretion determine to remove the tax exemption implemented pursuant to paragraph 4 herein. IN WITNESS WHEREOF the parties have executed this Agreement this Of 2013. SIGNED, SEALED AND DELIVERED } THE MUNICIPALITY OF WEST IN THE PRESENCE OF ) ELGIN } ) Bernie Wiehle MAYOR ) } } Norma Bryant CLERK ) I/We have authority to bind the } corporation WEST LORNE HERITAGE HOMES NOT FOR PROFIT CORPORATION ) WITNESS ) ) ) ) ) IIWe have authority to bind the Corporation SCHEDULE Lane \7a\\�\`l x � c ffi 2 b 3' pIA 6 m m z D m m v m Y n o O N Z z A o m or Z ^� M u' a A m Y x S a m 'o L°Qn5 a9a9asl a- F .�k i SCHEDULE X16" v I I � I m I o I o I � F � I r- I I N I I 3 I I H I t I I I I I I f I 1 I a� =g a� 43 4 T, O n :3 A �F ro p __________________ > I� C I I A y 4� M � p I Y I I I I I I I � I I o I c I I co I r- 9 I I � I I � I I I I 0 I I I 3 I 3 I I ry I I 7 I I G I I � I � - I n� V F ,von tr U n The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA BRYANT, CLERK DATE: August 8, 2013 SUBJECT: ONTARIO DISABILITIES ACT RECOMMENDATION: THAT Council accept the report of the Accessibility Committee dated August 8, 2013 and that this report be attached to the Municipal Accessibility Plan INTRODUCTION: On September 25, 2003 Council approved the Municipal Accessibility Plan. The purpose of this report is to satisfy the requirement for an annual report to be submitted to Council. DISCUSSION: The Accessibility Committee consists of the Road Superintendent, Recreation Superintendent and Clerk PAST ACTIVITIES In 2012, a number of renovations to the West Elgin Recreation Centre were completed: • a new sidewalk/ramp to the front door that allows a level access to the building; • accessible washroom stalls for men and women. 2013 INITIATIVES Renovations are underway at the Recreation Centre which includes raising of the floor in the arena area with the goal of making the facility 100% accessible. All exit doors are now accessible. In 2013 the door at the West Elgin arena will be replaced and an automatic door opener installed. Respectfully Submitted, Reviewed by: kml"� Norma I. Bryant Scott Gawley, C.G.A. On behalf of the Accessibility Committee Administrator/Treasurer July 9, 2013 ,j His Worship Mayor Bernie Wiehle Municipality of West Elgin PO Box 490 , Rodney, ON NOL 2PO In the Thursday July 4'"edition of the West Elgin Chronicle,an article regarding wind turbines by Patrick Brennan appeared on page three. The article indicated that 20 to 25 turbines are being proposed along Graham Road between Talbot and Pioneer Lines. The electric power would be sold into the provincial power grid. I have seen groups of wind turbines at Pincher Creek in Alberta and North Cape in PEI. In both cases the turbines were clustered together in tight quarters and looked spectacular. Their arms spinning like mechanical giants standing tall in the landscape. The key is that they were grouped together. But in Ontario, it seems we have to create huge farms and scatter them across vast amounts of land until their presence dominates the landscape. The drive towards Windsor or out to Port Burwell is inundated with turbines. I see the turbines west of home when I drive into Rodney. The pastoral nature of the community will be forever changed and the landscape will become polluted by their presence. In a time when Council is trying to promote West Elgin as a great place to live, raise a family and enjoy the natural resources at our finger tips, visitors and guests may perceive our landscape less pristine because of the visual pollution offered by these metal giants that tower above fields employed in the industry of agriculture. Green Energy is a great achievement. The use of turbines and solar farms will help reduce our carbon emissions. In terms of pollution, a field of solar panels will make less of a visual impact to a community known for its farming and farm commodities that consumers from larger urban centres eagerly seek out as they go for their Sunday drive. Keep the landscape green and turn down the need for turbines and encourage investors to buy solar instead. Solar panels may be a cheaper alternative that may produce greater rewards. S' cerel e ansell,landscape Architect 10879 Graham Road West Lorne,ON NOL 2PO r. 519 768 3045 w. 519 686 0926 Halton Legislative and Planning Services Office of the Regional Clerk REGION 1151 Bronte Road Oakville ON L6M 31_1 Email: RegionalClerkaC )halton.ca VIA EMAIL July 11, 2013 AMO All Municipalities in Ontario Please be advised that at its meeting held Wednesday, July 10, 2013, the Council of the Regional Municipality of Halton adopted the following resolution: RESOLUTION: Enbridge Pipelines Inc. Line 9 Reversal WHEREAS Enbridge Pipelines Inc. (Enbridge) is seeking approval from the National Energy Board {NEB} for the flow reversal between North Westover in Hamilton and Montreal to an eastward direction and capacity expansion to 300,000 barrels per day of the existing Line 9 pipeline, including an allowance for the transportation of heavy crude oil products; WHEREAS the NEB, as the responsible federal agency regulating pipelines, energy development and trade in Canada, issued a Hearing Order, convening a public hearing for this project; WHEREAS Environment Canada reports that one drop of oil can render up to 25 litres of water unfit for drinking; WHEREAS Environment Canada reports that oil products are harmful to aquatic and terrestrial ecosystems-, WHEREAS the pipeline integrity and other preventative and emergency response measures are paramount to minimizing the likelihood of a release and for the protection of the community and the environment; WHEREAS failure of the pipeline will lead to oil products release into the environment and contamination of our waterways and potentially Lake Ontario; and WHEREAS currently only one remote controlled isolation valve is located in the Region of Halton along the Enbridge Line 9 pipeline; The Regional Municipality of Dalton HEAD OFFICE 1151 Bronte Road,Oakville,Ontaflo I.6M Al • Tel:905-825=6000• Toll freer 1-866.442-5866•TTY:905-827-9833•wwahalton.ca THEREFORE BE IT RESOLVED: THAT Enbridge be requested to install isolation valves on each side of watercourses to provide enhanced environmental protection and improve the potential for minimization of environmental contamination of our waterways and potentially Lake Ontario, and health and safety impacts in the event of a pipeline failure; THAT the National Energy Board be requested to require the installation of isolation valves on each side of watercourses (regardless of whether they are classified as "navigable" or not) to provide enhanced environmental protection and improve the potential for minimization of environmental contamination of our waterways and potentially Lake Ontario, and health and safety impacts in the event of a pipeline failure; THAT the Regional Clerk forward a copy of this resolution to the Great Lakes and St. Lawrence Cities Initiative, as they have Intervenor status in the NEB hearing process for the Enbridge project, for inclusion in their hearing submissions; and THAT the Regional Clerk forward a copy of this resolution to the City of Burlington, as they have Letter of Commenter status in the NEB gearing process for the Enbridge project, for inclusion in their hearing submission. THAT the Regional Clerk forward a copy of this resolution to the Association of Municipalities of Ontario for distribution to all municipalities in Ontario. As per the above resolution, please accept this correspondence for your information and consideration. Please be advised that we have taken action on distribution in Ontario. If you have any questions please contact Ms. Karyn Bennett, Regional Clerk & Director of Council Services. Sincerely, / ^' Kathy Kielt Deputy Clerk and Supervisor of Council & Committee Services i Staff Report: Re-qualification of Building Officials July 17, 2013 PURPOSE: With support from the Southwestern Chapter of the Ontario Building Officials Association (OBOA), building department staff is seeking a resolution from your municipal Council against the re-qualification of Building Officials under the Ontario Building Code. BACKGROUND: Between 1998 and 2003, the Province of Ontario, in consultation with the Ministry of Municipal Affairs and Housing (MMAH) and the Building Regulatory Reform Advisory Group (BRRAG), passed Bill 124 which created new qualification categories in the Ontario Building Code (OBC). Bill 124 came into effect in 2006, requiring full qualification for building officials and designers. The qualification process under Bill 124 was a significant financial burden for all municipalities due to the extensive education and examination process. The OBOA witnessed a great loss of institutional memory as many experienced inspectors retired to avoid this process. Consequently, municipalities were forced to recruit, train and qualify new building officials with little or no experience. In 2012, the Province has made further changes to the OBC through Ontario regulation 332112, which will take effect January 16t 2014. One major component of this regulation will include new 'knowledge and maintenance examinations'. DETAILS: While the term 'knowledge maintenance examination' has been quoted within the text of the new 2013 OBC, the local Southwestern Chapter of the OBOA has been informed this is meant to imply full re-qualification in all categories for building officials. Fully qualified inspectors require certification in the 13 different categories mandated by Bill 124. Once notified by the Director of MMAH, an inspector has 18 months to complete the exam(s). by contrast, when the 2006 OBC was released with 700 - changes from the last edition, there was no requirement for re qualification. Full requalification for building officials is both unnecessary and costly. The Southwestern chapter of the OBOA understands the necessity of continual training and professional development. However, full re-qualification and the associated costs creates undue hardship and costs for municipalities. Additionally, municipalities may experience another wave of retirements due to effort needed to achieve full re-qualification. Typical qualification expenses are: 1) Exam expenses (based on current fees): Page 2 of 2 a. $80 per exam plus mileage. ($1040 if an individual is required to write 13 exams plus mileage) b. Minimum a half day wage 1 exam plus study time. if exam is not local, full day wage would be required. 2) In some cases a refresher course may be required to be taken by an individual. Cost of one course in Toronto is $525.00 plus mileage. Typical courses are four or five days, total cost would be between $1500.00 to $1850.00 (includes accommodations and course costs). Unfortunately, there are no college programs available which produce qualified Building Officials. Recruitment is often difficult and costly. Building inspectors and CBO's are the only profession under the OBC which requires a re-qualification process, as proposed. Architects and Professional Engineers are exempt from the OBC qualification process. Electricians and plumbers do not need to re qualify when their code changes. Provincially building officials are the main practitioners of the OBC and enforce the OBC on a daily basis. The extra costs associated with training and writing of exams, extra time out of the office, and another round of early retirement of staff are all issues that will affect municipalities. During the re-qualification period, municipalities will see an increased response time to customer inquiries, issuance of permits, and inspections. Building projects are complex processes which require significant attention to detail within a timeframe that encourages building and growth in your municipality. The Southwestern Chapter of the OBOA is committed to the very best in training and professionalism when working with building permit applicants. However, the requirements of O.Reg 332112 are both costly and unnecessary and will have a direct negative effect on tax payers. RECOMMENDATION: That Council supports this report and passes the attached resolution to be distributed to the Minister of the Ministry of Municipal Affairs and Housing and the Director of Building and Development Branch. Respectfully Submitted: Grant Brouwer Geno Vanhaelewyn Chair Vice Chair Southwestern chapter Southwestern chapter //original signed// //original signed// Copy to:All Ontario Municipalities, AMO, M.P.P., AMCTO, OBOA, OPIA, LMCBO, OHBA, MMAH (Director and Local Office) Grant Brouwer,Chair 1 519-284-3938 1 gbrouwer@town,stmary.on,ca Geno Vanhaelewyn,Vice Chair 1 519-842-9200 1 gvanhaelewyn@tilisonburg.ca Pamela Hostie,Secretary 1 519-661-2500 x 4670 1 phastlealondon.ca Corrine Nouta,Treasurer 1 519-845-0809 x 5352 1 Corrine.naula@county.lumbton.on.ca Matthew Stephenson,Program Coordinator 1 519-245-1105 x 246 1 mstephen@strathroy-caradoc.ca Aaron Stewardson, Education Coordinator 1 519-666-0190 x 240 1 stewardson @middlesexcentre.on.co To: Minister Linda Jeffrey, Municipal Affairs and Housing Resolution-Requalification of Municipal Building Officials Whereas, municipal building officials are the main practitioners of the Ontario Building Code(OBC)and use the OBC on a daily basis in the carrying out of their duties; And whereas Bill 124 passed in 2005 required all municipal building officials to undertake a series of qualification exams; And whereas a subsequent regulation 332112(knowledge and maintenance examinations)requires our already qualified officials to re-qualify by taking a similar series of qualification exams again; And whereas this requalification process will provide municipalities with financial hardships in terms of registration costs, mileage costs, days away from the office to undertake their regular duties in performing timely inspections that is expected by the building industry; And whereas, municipal building officials acknowledge the need to stay current with legislation and to undergo necessary training to do so; And whereas, the builders and home owners will suffer slower response time for building permits and inspections until all of the building officials are qualified.; And whereas, there may be an increase to permit fees to absorb the additional costs due to training/courses, examinations, travel, accommodations, additional staffing.; Now, therefore, (YOUR MUNICIPALITY),in support of the Southwestern Chapter of the Ontario Building Officials Association resolves that: Any amendments to the OBC include provislons for training opportunities rather than requalification examinations as the means by which building officials remain current of changes to the OBC. That municipal building officials, as the primary practitioners of the OBC,receive the some treatment as plumbers, electricians,professional engineers and architects with regards to exemption from requalification. That the negative impact and delays that Ontario regulation 332112 will have on the issuance of permits, inspections and response times to inquiries by municipal building officials should be taken in to consideration. That municipalities and taxpayers be spared the cost of'knowledge and maintenance examinations'under the proposed amendment to the OBC which will provide undue hardship to municipalities through lost productivity, early retirement and costs associated with the 13 categories of examinations required by fully qualified inspectors. Copy to:All Ontario Municipalities, AMO, M.P.P„ AMCTO, OBOA, OPIA, OHBA, LMCBO, MMAH (Director and Local Office) �sn>n.+ra� .swru�tu*asfrs n . --=r m:�.m::s.9u:a�,esziare:;q;rws:ui:srn� Grant Brouwer,Chair 1 519-284-3938 1 gbrouwer @town.stmary.on.ca Geno Vanhaelewyn,Vice Chair 1 519-842-9200 1 gvanhaelewyn @tillsonburg.ca Pamela Hastle,Secretary 1 519-661-2500 x 4670 1 phastfe @london.ca Corrine Nauta,Treasurer 1 519-845-0809 x 5352 1 Corrine.nauta@ nt -lambton.on Maflhew Stephenson, Program Coordinator 1 519-245-1105 x 246 1 mstephen @strathroy-caradoc.ca Aaron Stewardson, Education Coordinator 1 519-666-0190 x 240 1 st ewardson @middlesexcentre.on.ca Strong MacDougall Oudekerk Professional Corporation Suite 1214, 130 Dufferin Avenue London,Ontario N6A 5R2 Barristers and Solicitors T.(519)672-3535,F:(519)672-3565 www.m un icipa llawyers.ea July 19,2013 Deliverer) Via Email& Mail Mayor and Members of Council c/o Clerk Municipality of West Elgin Office 22413 Hoskins Line PO Box 490 Rodney,ON NOL 2C0 Laura Bowies By-law Enforcement Officer P.O. Box 11 Newbury, ON NOL 1 ZO Dear Mayor and Members of Council and Ms. Bowles: Re: John Watterworth,Location: 11900 Graham Rd.,West Lorne, ON NOL 2P0 Further to my letter dated June 11, 2013 requesting a meeting with Municipal Staff at our client's property, we confirm that we have not received any response from the Municipality respecting same. We are writing to follow up with this request and we ask for someone at the Municipality to respond to our correspondence at their earliest possible opportunity. For this reason I have addressed this letter to both the Municipality's By-law Enforcement Officer and the Mayor and Members of Council. After failing to hear from anyone at the Municipality, we moved forward with a meeting at the property with the County's lawyer and tree commissioner, which meeting took place today, July 19, 2013. We confirmed that there is an existing Stop Work Order issued by the County relating to the entire property. We have requested the County lift the Stop Work Order to permit our client to comply with the Municipality's Order dated June 6, 2013 and received by our client June 11,2013. We anticipate receiving written confirmation from the County within the next 3-5 business days respecting said request, Unfortunately, without someone from the Municipality being present at the meeting today to provide clarification respecting the requirements in the above noted municipal Order, including the applicable area, we were not able to establish the extent of the order or review the specific requirements for the clean-up. However, the representatives we met with from the County were able to provide us with the confirmation our client needs to move forward with his intentions to comply with the Municipality's Cleaning & Clearing of Land By-law 2004-58 in the immediate vicinity of the house on the subject property. Our client will be commencing the clean-up process immediately and anticipates that it will be fully completed by August 20, 2013. We will require further clarification from the Municipality regarding the area described as "behind the house" in the Order and the specific expectations respecting the standards of maintenance that is to be met. We further extend our request for a meeting with municipal staff in this regard. We are disappointed in the Municipality's failure to respond with respect to this matter. The lack of response has caused further delays in our client's ability to address the status and usability of his property. Please note that I have once again copied the Municipality's Chief Administrative Officer on this correspondence and look forward to a prompt response. Yours very truly, Strong MacDougall Oudekerkpc Tara Oudekerk Email: oudehrk a.municipalImj,j�ers.ca c,c Scott Gawley 2 PH:519-768-9986 1 EM:info@theartsandcookefybank,com I www.theartsaridcookerybank.com 242 GRAHAM ROAD,BOX 374,WEST LORNE,ONTARIO NOL 2PO July 21, 2013 Bernie Wiehle, Mayor Municipality of West Elgin 22413 Hoskins Line Box 490 Rodney, ON NOL 2C0 Dear Mayor and Councillors, On behalf of the entire The Arts& Cookery Bank Board of Directors, I'd like to say thank you for your ongoing Partnership commitment for 2013 of$25,000. Words cannot adequately express how much your partnership commitment means to us, but please know that this partnership will have resounding impact on our communities for years—even decades—to come. The Bank's ability to be a vibrant and vital regional cultural hub rest in our success in achieving our vision to: Honour the community's past, celebrates the community's present and envisions the community's future legacy by expressing local heritage and culture through photographs and cuisine to promote, encourage and sustain a rural lifestyle. Your commitment is a statement of support for our vision and a crucial source of momentum for the securing additional grants and community donations, as we move forward. As plans unfold and projects take shape, we look forward to sharing our good news and progress with you. Thank you again for your leadership. Best ar , ace artland, Chair ARTS 11 ' BANKr THE ARTS&COOKERY BANK MUNICIPALLY OF WEST ELGIN 2013 PARTNERSHIP AGREEMENT YEARLY"COMMUNITY SPIRIT"EXPENDITURES SUMMARY Funding Source 2012 2013 2014 TOTAL Municipality of West Elgin Partnerships 25,000 25,000 25,000 75,000 Total Funding 25,000 25,000 25,000 75,000 Non-Fee Based Community Sprit Program Expense Ongoing Digital Displays/Programs:Production of"Tourism Booklets" 5,000 2,500 3,000 10,500 Rotating Photographic Exhibits:3 times per year @$500 per event 500 1,500 3,000 5,000 Cultural/Recreational Programming: - Long Lunch Series,Total event cost=$1,000/Event(July,Sept, Nov-2013) 2,000 3,000 1,250 6,250 Culture Days-October Events:Sept 27 thru 29,2013 nla 2,500 2,500 5,000 Storyteller Legacy Program/Event:Sept 27,2013 3,750 1,500 1,500 6,750 Twelve Days of Celebration-November Events:Nov 19 thru 30, 2013 3,000 1,500 1,500 6,000 Savour the Flavour Culinary Adventure Boot Camp: - Boot Camps(March-1;July-2 @$2,500 each) 5,000 7,500 7,500 20,000 Community Facility;Non-fee based us;building use 3hrs @$50/hr 24 events 3,600 3,600 3,600 10,800 TotalFxpendlture $22,850 23,600 23,850 70,300 NOTE:All of these programs will be funded from additional sources Beattie Haven 23328 Beattie Line, RR #1, wardsvMe, ON NOL 2N0 Retirement Community Phone 519-693-4901 Fax 519.693-4279 Email: benWehavc-nk bcllnctxkj A CHARITABLE, NON—PROFIT ORGANIT.sATlON July 23, 2013 The Municipality of West Elgin Council Topic: Road Signage for Beattie Haven The existing sign at the corner of Morrison and Beattie Line is a small sign attached to the hydro pole on the North West side of the corner, viewable only to those traveling north on Morrison. We have had numerous complaints from visitors, guests, that they had trouble locating the premise. One of our volunteers, Jim Puddephatt from Glencoe who created new signs for the entrance to Beattie Haven last year, has kindly constructed 2 new signs for the road for installation. The area identifying "Beattie Haven" is 41" X 11" in area. The direction arrow at the top of the sign is a 2"X4" that measures 26" in length. The signs are 31" from top to bottom. Beattie Haven is seeking approval and assistance with the installation of the new signage, suggesting the east side of the corner on Morrison at Beattie Line. Due to the size of the new signs, likely a 6"X6" post/pole would be required to hold them secure in the wind. We thank you in advance for your consideration and look forward to your reply. GlIenn DeGr'aw Administrator T000/1000 N3AVH 3111V3H OLUCMT9 YVA Nd8T:ZT CTOZ/CZ/LO T -7 West Elgin Municipality, Dear Council :k Did you know September 10th is International Sud`e Awareness day? r Over the past seven ye , s we (the Knapp famil = Wave created a support system for families wl _ : e lost a . ne , suicide. Most recitly we completed a resource DVD 'ec a_, �s F� ieving the loss of a'loved on by suicide. This resources made av able free of charge to all families. If you would like nfo about this resource please �fsit our website: W w:rememberm V i olas.caAk This will be.our 6th.annual cele,; ati a inteo a week of suicide awareness! •= But we need yourhe1p. It ISO .o �, ' I ity walk Sunday Sept. 1St from 3-5.We would lik ®s 1 u"PO rZrvices Building and end behind the Park €°i e' o wit tigees. We P ,... would like to request a 1hr road QsureY t:a«-t.:, _, 'oon as we wt11`be walking up Graham and turning left opt Chestnut. Five years ago we planted a memorial tree, this year w ,wil ;walk to the tree and have a small ceremony including a balloon release:`' Ve�would also like to invite Mayor Bernie Wiehle to speak that afternoon to the community, as this is a community wide effort? And we need everyone on board to make this event work...and to help our community become more aware. In honour of Nicholas, we would like to ask for your support in helping us raise awareness of suicide through this event. If you have any questions or concerns please contact me...We would be more than happy to attend a council meeting to help explain the event in more detail. Thank you, Melanie McLeod 519-762-6023 melna3 3(a,hotmail.com apt ' E INv(TES To 2tte". . .ou.r oth A vk vk L a L Saibr,�'ole Awarevuess WcOz rmb Yrrrrx:L fdF,ix": Add- The eo,: SLL wAa� Sept lst 3-5 vAere: �r�istratov�, starts @ 2:3 west Etgibw Support Serv%aes Tlnevl, we w'LL wa[k,? to the park, � gather nrouvkA _ 1'0�r n cemorZG7G Tree',On Chestnkt�st. R " FOR MORE INFO: -Please contact Melanie McLeod 519-762-6023 mpp o a wL VIA o waflo E eK f J7, 0, 1 07!25/2013 13: 15 5197662546 1AESTELGiNCONIHEALTHCT PAGE 02!'02 er ~� 4*0 West E . Elgin COMMUnity Health Centre 153 Main Street, P.O.Box 781 West Lorne, Ontario NOL 2PO Tel.-(519)768.1715 Fax: (519)76x.2548 July 25, 2013 The Municipality f L p ty a West Elgin � 22413 Hoskins Line Box 490 Rodney, Ontario NOL 2CO Dear Council of the Corporation of the Municipality of West Elgin: RE: West Lorne Arena The West Elgin Community Health Centre, in partnership, with Elgin St- Thomas Public Health will hold a focus group and smoke-free movie night for local youth. The event will be on August 15, 2013, from 5:00 pm-10:30 pm. We are requesting the use of a meeting room In the West Elgin Arena for the event- We are also requesting that the typical fee be waived since this is a community event. Should you have any questions or concerns, please feet free to contact the undersigned at 519-768-1715 ext. 2209. Thank you for your consideration. Yours Truly, Melanie Silos-Crowell, MSW, RSW f Municipality of West Elgin Public Notice for a Proposed Communications Pole Installation The purpose of this public notification is to inform the public and the Municipality of West Elgin of the proposed installation of a wireless telecommunication pole, LOCATION OF SUBJECT LANDS The proposed site is located at 13371 Furnival Road, West Elgin, Ontario. PROPOSED INSTALLATION The purpose of the installation is to provide improved wireless service in the area of West Elgin and the surrounding area. REPRESENTATION Any person may submit written comments with respect to the proposed development. Additional information relating to the proposed installation is available for inspection at the Municipality of West Elgin Building Department during regular business hours. Union PhiQi Corp. 2067 Questa drive Windsor, Ontario, N8P 1N8 pjs @unionpq.ca Doug Mitton, Chief Building Official Municipality of West Elgin 22413 Hoskins Line, PO Box 490 Rodney, Ontario, NOL 2C0 dm itton @duttondunwich.on.ca NOTIFICATION FOR A PROPOSED WIRELESS COMMUNICATIONS POLE INSTALLATION PURPOSE Committed to effective public consultation with the public and the land use authority, the purpose of this notice is to allow the people of West Elgin, and the applicant to exchange information about this proposal. Recognizing wireless coverage deficiencies, it has been determined that a communications pole is needed at 13371 Furnival Road,West Elgin, ON to improve the wireless and data services in the area. Given the height requirements to meet coverage objectives,there were no other structures identified in the surrounding search area that would meet the coverage requirements. LOCATION OF THE SUBJECT LANDS The proposed site is located at 13371 Furnival Road, Municipality of West Elgin,and is described as PT LT 8 CON 6 WEST DIVISION ALDBOROUGH PT 44 1181152; S/T INTEREST IN 2 276496; SIT AL25911;WEST ELGIN. An aerial photograph is provided for your reference indicating the subject lands. t4 PROPOSED INSTALLATION The purpose of the installation is to provide improved access to Information Radio in the immediate area of West Elgin. The proposed communications pole is 48.8 meters in height and is a monopole structure which is subject to Transport Canada requirements. COMMENTS Any person may make written and/or verbal representation with respect to the proposed development. Also, if you have any questions or would like to discuss this matter, inquiries can be directed to the land use authority, the Municipality of West Elgin, or the applicant. If you have any questions,please send them in written format within 30 Days from receipt of this notification by email or fax to the attention of., Union PhiQi, Preston Shea, 2067 Quest Drive, Windsor, On, N8P 1N8, Fax:416-244-8209;pjs @unionpq.ca In addition to the land-use consultation and public consultation requirement,we must also fulfill other important obligations including: compliance with Health Canada's Safety Code 6 guideline for the protection of the general public;compliance with radio frequently immunity criteria;notification of nearby broadcasting stations; environmental considerations; and Transport Canada/NAV Canada aeronautical safety responsibilities.With respect to the said obligations,we would like to advise as follows. Health Canada's,Safety,Code 6 Compliance—Union PhiQi attests that the proposed radio antenna system described in this notification will comply with Health Canada's Safety Code 6 limits, as may be amended from time to time,for the protection of the general public including any combined effects of additional carrier collocations and nearby installations within the local radio environment. Control of Public Access—This site facility would include a locked,alarmed and electronically monitored mechanical equipment enclosure. Anti-climb shields will be installed on the tower to prevent unauthorized climbing. Canadian Environmental Assessment Act— Union PhiQi attests that the radio antenna system described in this notification will comply with the Canadian Environmental Assessment Act as this facility is exempt from assessment. Transport Canada's Aeronautical Obstruction Marking Re uirements — Union PhiQi attests that the radio antenna system described in this notification will comply with Transport CanadalNAV Canada aeronautical safety requirements. (insert co. name) has made all necessary applications to Transport Canada and NAV Canada. For additional detailed information, please consult Transport Canada at htip://www.tc.ac.ca/CivilAviation/publications/tp143 7UAGA/6-O.htm. En ineerina Practices— Union PhiQi attests that the radio antenna system described in this notification will be constructed in compliance with the National Building Code of Canada, and comply with good engineering practices and structural adequacy. Local Land Use Requirements—Wireless facilities are exclusively regulated by the Federal Government and as a result are not required to obtain municipal permits of any kind, however, Union PhiQi will attempt to resolve concerns at the local level and as expressed by the land use authority, the Municipality of West Elgin. The land use authority has no jurisdiction in this matter other than as a commenting body to Industry Canada and the applicant. Industry Canada's Spectrum Management—Please be advised that the approval of this site and its design is under the exclusive jurisdiction of the Government of Canada through Industry Canada, and this circulation is in accordance with industry Canada's guidelines CPC-2-0-03. For more information on Industry Canada's public consultation guidelines including CPC-2-0-03 contact(htti)://www.ic,ac.ca/eic/site/smt- gst.ns1`1eng/sfQ8777.htmI)orthe local Industry Canada office: Central and Western Ontario District, Suite 1112,451 Talbot Street, London,Ontario, N6A 5C9 Telephone:519-457-4826,Fax:519-645-5073, Email:spectrum.London @ic.ec.ca Hours of Operation 8:30 a.m.4:30 p.m.(by appointment only) General information relating to antenna systems is also available on Industry Canada's Spectrum Management and Telecommunications website(http://www.is.cic.ca/epic/site/smt-gst.nsf/en/home and http:llstrateci oslgci,calspectrum). Land Use Authority Contact Information—Municipality of West E_Ia_in Doug Mitton, Chief Building Official Municipality of West Elgin 22413 Hoskins Line, PO Box 490 Rodney,Ontario, NOL 2C0 dmitton @duttondunwich.on.ca -v- �, CORPORATION OF THE COUNTY OF ELGiNl NOTICE OF DECISION CONSENT APPLICATION NO. E 39123 PART LOT 4, CONCESSION 14, MUNICIPALITY OF WEST ELGiKr LAKEVIEW ALDBOROIJOFI BLUFFS INC. ATTACHED is a certified copy of the decision of the Land Division Committee of the County of Elgin in the matter of an Application E 39113 for a consent pursuant to Section 53 (17) of the Planning Act, R.S.O. 1990, as amended. You will be entitled to receive notice of any changes to the conditions of the provisional consent if you have either made a written request to be notified of the decision to give or refuse provisional consent or make a written request to be notified of changes to the conditions of the provisional consent. ANY PERSOM or public body may appeal the decision and/or any condition(s) imposed by the Committee to the Ontario Municipal Boar by filing with the Secretary-Treasurer of the Land Division Committee, not later than the 19t of August,2013, a Notice of Appeal, accompanied by the Board's fee, in the amount of$125.00 for the first appeal and $25.00 for each further appeal related to the same matter. (N.B.—Certified Cheques or Money Orders are to be made payable to the Minister of Finance). If you wish to appeal, a copy of an appeal form is available from the OMB website at wwvv.olnb.gov.on.c9. or for pick-up at the County Municipal Offices, 450 Sunset Drive, St. Thomas. Only individuals, corporations and public bodies may appeal decisions in respect of applications for consent to the Ontario Municipal Board. A notice of appeal may not be filed by an unincorporated association or group. However, a notice of appeal may be filed in the name of an individual who is a member of the association or group on its behalf. ADDITIONAL INFORMATION regarding this application for consent is available for inspection daily, Monday to Friday, between 8:30 A.M. and 1:30 P.M., at the County Municipal Offices, 450 Sunset Drive, St. Thomas. Please note that these lands are subject to an application for a Zoning By-Law Amendment-- Number unknown. For further information regarding this application please contact the Clerk of the Municipality of West Elgin. Dated at the Municipality of Central Elgin this 29th day of July 2013. Susan D. Galloway Secretary-Treasurer Land Division Committee 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Encl. C.C. Ric Knutson,Agent Municipality of West Elgin C. Wafters, County Engineer Lower Thames Valley Conservation Authority Stephen Cornwell, Zelinka Priamo Limited Thomas Bowie, President, Hickory Grove Campers Association Couniy of Elgin Engineering Services 450 Sunset Drive St.Thomas,On N5R 5V1 - Phow 519-631.14EO mwce Igi n-counly.o n.ca I, Application #E 39113 July 24, 2013 DEC1810H In the matter of an application for a consent pursuant to Section 53 (1) of the Planning Act, R.S.O. 1990, as amended, as it affects the following property: PART LOT 4, CONCESSION 14, MUNICIPALITY OF WEST ELGIN of a severance of a portion of the above-mentioned premises as shown on a sketch attached to the application of a parcel of land with a frontage of 16.16 metres along Gray Line by a depth of 509.78 metres, Area 8207.46 square metres, to add to the adjoining residential lands to the south for access purposes. The owners are retaining 30.2 hectares containing one house, proposed to remain in agricultural use. Consent requested by: LAKEVIEW ALDBOROUGH BLUFFS INC. Consent granted to: LOU NIRTA AND JAMES CLAYTON MORLEY DECISION: GRANTED Conditions: This decision will expire unless a deed is presented for stamping by: JULY 24, 2014. Providing that the requirements of the Elgin County Land Division Committee (The Applicant to provide a current Parcel Register, from the Registry Office for the County of Elgin, for both the retained and severed lands confirming it holds a good and valid registered ownership interest in the said lands) and the Municipality of West Elgin (The lands being conveyed and enlarged be rezoned to site-specific Lakeshore Residential Holding; The lands being conveyed are merged in the same name and title'as the lands to which they are being added; That the necessary permit or approval is granted from the County of Elgin Woodlands Conservation By-Law; That an entrance from Gray Line be designed and constructed to the standards of the Municipality) are met and written notice be received from same confirming the conditions prior to stamping the deed. Subsection.3 of Section 50 of the Planning Act, R.S.O. 1990, as amended, shall apply to any subsequent conveyance or transaction involving the subject lands. The lands which are the subject of the application and the lands which abut to the south are to merge in title and become as one parcel. The Solicitor for the applicant is to provide an undertaking, whereby he informs the Committee in writing, that the lands are being conveyed to an abutting property owner and thus a merger of title will take place, which merger shall include all interests held inclusive of mortgagees interest. The Solicitor undertakes to provide a copy of the consolidating document once registered. Reasons: Lot addition for access purposes to provide legal and physical access as provided for in related Ontario Municipal Board Decision issued August 9, 2011. 450 Sunset Drive St.Thomas,On N5R 5V1 Phone:519-631-1460 wwwAgin-coonty.on.ca Page 2 of 2 DECISION Application #E 39113 July 24, 2013 Members concurring in the above ruling 17 Where conditions have been imposed and the applicant has not, within a period of one year from the giving of the notice of decision pursuant to subsection (17) of Section 53 of the Act, fulfilled the conditions, the application for consent shall thereupon be deemed to be refused, but where there is an appeal under subsections (19) or (27), the application for consent shall not be deemed to be refused for failure to fulfill the conditions until the expiry of a period of one year from the date of the order of the Ontario Municipal Board issued in respect of the appeal or from the date of a notice issued by the Board under subsection (29) or(33). CERTIFICATION I, Susan D. Galloway, Secretary-Treasurer of the Land Division Committee of Elgin, certify that the above is a true copy of the decision of the Land Division Committee with respect to the application recorded herein. Dated this 24th day of July 2013. _"�Qmn On I I ecre ary- reasurer Land Division Committee WEST ELGIN CHAMBER OF COMMERCE Box 276 Rodney, Ontario NOL 2C0 519 785-0810 July 28. 2013 Municipality of West Elgin RR#1 Rodney. Ontario NOL 200 Dear Mayor Wiehle and Council, The 2013 Western Elgin Community Expo has been planned for Saturday, October 19 This annual event is being overseen by the West Elgin Chamber of Commerce this year and we are gearing up for another great event. This will be the fifth year for the expo and we have enjoyed watching this event grow every year. One of our economic development goals is to encourage horne based businesses to take the leap onto Main Street. This event is a perfect opportunity for our chamber and its members to encourage that transition and help fill some of the empty windows in Rodney and West Lorne. The networking and meet and greet that happens with the public has benefited every business that has ever been involved. Your financial support would be greatly appreciated. In addition, we would invite you to have a table display, the fee will be waived. At about noon on the day of the event, we would like to have Mayor Wiehle and Mayor McWilliacn bring greetings. Attached you will find our most current financial report for your perusal. If this seems agreeable, please make your cheque payable to the West Elgin Chamber of Commerce. Thank you for your consideration and for the ongoing support and friendship that has been enjoyed between chamber and council. Sincerely, 6A-' X4- William (Bill) Denning President— West Elgin Chamber of Commerce Karen e Western Elgin Community Expo Coordinator PH:519-768-9986 1 EM: info@theartsandcookerybank,com F www,theartsandcookerybank.com Y �� 242 GRAHAM ROAD,BOX 174,WEST LORNE,ONTARIO NOL 2PO UMCI is CIE weptsra m ® e axeemD July 23, 2013 AVG 0 2013 Municipality of West Elgin Box 490 Rodney, ON NOL 2CO Dear Norma, Please be advised that The Arts&Cookery Bank is applying to have an SOP(Liquor Sales License) for our Ribs&Rubies-Dinner on the Ridge Fundraiser August 17,2013. Our Ribs&Rubies event will be from 6pm-12 am. Enclosed is a copy of the proposed extended license area outlining exact dimensions. Given that our request is for the outdoors,we require a letter from the Municipal clerk stating that there is"no objection"to the proposed extended licensed area. If you have any further questions please call me on my cell 519-871-5204. Thank you in advance. Best regards, Grace Gartland Chair 7A13 o � teytt $ d -NORM . 6o .�. 1 f� TT°,2%6s ana' 2ubies a� 4eejOe 'E�ent iddlesex � - 15 centre July 29, 2013 The Honorable Linda Jeffrey 515--2250 Bovaird Dr. East. Brampton,Ontario L6R OW3 RE: Resolution opposing the requalification of Municipal Br.rilding Officials Dear Honorable Linda Jeffrey, In support of the Southwestern Chapter of the Ontario Building Officials Association, the Municipality of Middlesex Centre is seeking support in opposing the re-qualification of Building Officials under the Ontario Regulation 332/12 and the Ontario Building Code. While we oppose the re-qualification requirement, we do feel that ongoing training of any changes to the Ontario Building Code is necessary and the Southwestern Chapter of the Ontario Building Officials Association would like to work with the Ministry on such training initiative. Please be advised that council for the Municipality of Middlesex Centre, at its meeting on July 20'2013, passed the following resolution. Whereas, municipal building officials are the main practitioners of the Ontario Building Code (OBC) and use the OBC on a daily basis in the carrying out of their duties; And whereas Bill 124 passed in 2005 required all municipal building officials to undertake a series of qualification exams; And whereas a subsequent regulation 332/12 (knowledge and maintenance examinations) requires our already qualified officials to re-qualify by taking a similar series of qualification exams again; And whereas this requalification process will provide municipalities with financial hardships in terms of registration costs, mileage costs,days away from the office to undertake their regular duties in performing timely inspections that is expected by the building industry; And whereas, municipal building officials acknowledge the need to stay current with legislation and to undergo necessary training to do so; And whereas,the builders and home owners will suffer slower response time for building permits and inspections until all of the building officials are qualified.; Now,therefore,the Municipality of Middlesex Centre, in support of the Southwestern Chapter of the Ontario Building Officials Association resolves: 10227 liderton Road, RR 2, Ilderton, ON NOM 2AO Telephone: 519 666 0190 Facsimile:519 666 0271 www.middlesexcentr-e.on.ca That any amendments to the OBC include provisions for training opportunities rather than requalification examinations as the means by which building officials remain current of changes to the OBC. That municipal building officials, as the primary practitioners of the 013C, receive the same treatment as plumbers,electricians, professional engineers and architects with regards to exemption from requalification. That the negative impact and delays that Ontario regulation 332/12 will have on the issuance of permits, inspections and response times to inquiries by municipal building officials should be taken in to consideration. That municipalities and taxpayers be spared the cost of'knowledge and maintenance examinations' under the proposed amendment to the OBC which will provide undue hardship to municipalities through lost productivity, early retirement and costs associated with the 13 categories of examinations required by fully qualified inspectors. Copy to:All Ontario Municipalities,AMO, MPP.,AMCTO, OBOA, OP1A, OHBA, LMCBO, MMAH (Director and Local Office) Should any persons have any questions please contact Aaron Stewardson (stewardson @middlesexcentre.on.ca) Sincerely, . I ��6a-,Vu - Stephanie Tr yer-8 Clerk STB/AS cc: Ontario Building Officials Association(via email) Ontario Association of Certified Engineering Technicians and Technologists(via email) Ontario Plumbing Inspectors Association Inc (via email) Association of Municipalities of Ontario(via email) The Rural Ontario Municipal Association(via email) Association of Municipal Managers,Clerks and Treasurers of Ontario(via email) Municipal Affairs and Housing Teresa J.Armstrong,MPP(London--Fanshawe)(via email) Robert Bailey,MPP(Sarnia--Larnbton)(via email) Ernie Hardeman,MPP(Oxford)(via email) Non Deborah Matthews,MPP(London North Centre)(via email) Monte McNaughton, MPP(Lambton--Kent--Middlesex)(via email) Randy Pettapiece,MPP(Perth--Wellington)(via email) Jeff Yurek,MPP(Elgin--Middlesex--London)(via email) 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. MINUTES TRI-COUNTY MANGAGEMENT COMMITTEE WEST ELGIN PRIMARY WATER SUPPLY SYSTEM WEST ELGIN COUNCIL CHAMBERS SPECIAL MEETING MAY 28, 2013 7:00 P.M. MEMBERS PRESENT: Bernie Wiehle Municipality of West Elgin Mary Bodnar 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 John Kendall Municipality of Southwest-Middlesex Vance Blackmore Municipality of Southwest-Middlesex Bob Purcell Municipality of Dutton-Dunwich (alternate) Ian Fleck Municipality of Dutton-Dunwich Diane Brewer Village of Newbury ADMINISTRATION Scott Gawley Municipality of West Elgin Norma Bryant Municipality of West Elgin The Chairman opened this special meeting called to discuss the draft management agreement prepared by Lerners. SUBJECT: CONFLICT OF INTEREST There were no declarations of conflict of interest. SUBJECT: MINUTES Moved by Vance Blackmore Seconded by Ian Fleck That the minutes of the meeting held on April 30, 2013 be adopted as printed and circulated with the following amendment: Members Present— Mary Bodnar. Carried Motion 2013-16 DELEGATION: DAVID WOODWARD, LERNERS RE: DRAFT AGREEMENT Mr. Woodward reviewed two items of correspondence: 1. Governance Structure for Water System Page 2 of 3 Mr. Woodward is recommending a Municipal Service Board and reviewed his reasons with the Committee. Doug Reycraft noted that the intent is for the primary system only; each municipality has their own distribution system which should remain separate. Mr. Woodward will redefine the system and review the provisions. Mr. Woodward reported that the Board would be a separate legal entity and be responsible for the primary system. The Board and each member should have insurance for this liability. 2. Draft Agreement The draft agreement was discussed and the following changes/comments were made by the committee: Section 5 — allocation of capacity should be Schedule "E" Section 7 (g) — majority vote at meeting, alternate members are appointed by each municipality. Section 7 (h) and Schedule "B" should be changed to 2012 consumption. ADD — appointment of members for four year term to coincide with term of council. For determining number of members, consumption will be based on average of 3 full previous years (year of election not included) Section 7 (p) — add 5 working days notice required. Add Chair and Vice Chair can call a special meeting. Section 7 (q) — correct spelling for "in camera" Section 10 — change "under" to "unless" in 8th line Section 11 (m) —separate bank account is not necessary as long as a cheque registry can be produced Section 13 —water use by-law is not necessary Section 20 & 21 — if a Party requests an additional audit, that Party shall pay for that audit Section 30— approval of budget by each municipality is not required, Board will approve Section 32 (e) — revise clause with regard to take into account water loss for cleaning out trunk line or emptying the West Lorne tower. Iona Meter Pit— should this be addressed in the agreement? Section 32— emergency should be defined as "emergent risk to system" Section 40 — remove "Schedule C Indicates the minimum annual volumes of water requested by the Parties" Section 45 — determined by simple majority of Board Section 50—determined by simple majority of Board Section 51 (c) - change Reference to Section 54 not 39 Section 52 (c) — change reference to Schedule "E" not "B" Schedule "A"—should refer to SWM reservoir, not SWM pumping station Page 3 of 3 Diane Brewer left the meeting at 9:30 p.m. Moved by Bob Purcell Seconded by Norm Miller That the Committee agrees with Municipal Services Board direction and that the changes as discussed be included in a revised agreement. Carried Motion 2013-17 Mr. Woodward left the meeting SUBJECT: STATUS UPDATE ON RFP Scott Gawley presented a schedule for going forward with the RFP for the operation of the water treatment plant. He also reported that formal notice to OCWA is required. Moved by Richard Leatham Seconded by John Kendall That the Committee give notice to Ontario Clean Water Agency that an RFP process will be issued for the operation of the water treatment plan to commence January 1, 2014. Carried Motion 2013-18 SUBJECT: ADJOURNMENT Moved by Vance Blackmore Seconded by Doug Reycraft That this special meeting be adjourned at 9:50 p.m. to meet again on July 30, 2013 at 7:00 p.m. Carried Motion 2013-19 Bernie Wiehle-Chairperson Norma Bryant — Recording Secretary L ` -3L Ontario Clean Water Agency OPERATIONAL FLAN For the West Elgin Water Distribution System Revision 0, 2013-07-19 C)Ontario Clean Water Agency Ontario Clean Water Agency—West Elgin Water Distribution System DISCLAIMER STATEMENT This Operational Plan is designed for the exclusive use of the Corporation of the Municipality of West Elgin. This Operational Plan has been developed with OCWA's operating practices in mind and utilizing OCWA personnel to implement it. Any use which a third party makes of this Operational Plan, or any part thereof, or any reliance on or decisions made based on information within it, is the responsibility of such third parties. OCWA accepts no responsibility for damages, if any, suffered by any third party as a result of decisions made or actions taken based on this Operational Plan or any part thereof. Any documents developed and owned by OCWA which are referred to in this Operational Plan (including, but not limited to, OCWA's QEMS and its associated Standard Operating Procedures, policies, Facility Emergency Plans, and audit protocol) remain the property of OCWA. Accordingly, these documents shall not be considered to form part of the Operational Plan belonging to the owner of a drinking-water system under Section 17 of the Safe Drinking WaterAct, 2002. ® Operational Plan—Revision 0,2013-07-19 Page ii of v Ontario Clean Water Agency—West Elgin Water Distribution System OPEIXATIONAL PLAN West Elgin Water Distribution System Owned by the Corporation of the Municipality of West Elgin Operated by the Ontario Clean Water Agency This Operational Plan defines and documents the Quality & Environmental Management System (QEMS)for the West Elgin Water Distribution System operated by the Ontario Clean Water Agency (OCWA). It sets out the OCWA's policies and procedures with respect to quality and environmental management in accordance with the requirements of the Province of Ontario's Drinking Water Quality Management Standard (DWQMS). This Operational Plan expands on OCWA's corporate QEMS Reference Manual. Linkages between OCWA corporate and facility requirements are identified Where appropriate. Operational Plan—Revision 0,2013-07-19 Page iii of v Ontario Clean Water Agency—West Elgin Water Distribution System OPERATIONAL PLAN REVISION HISTORY Date Revision Description of Revision 2013-06-19 0 Operational Plan issued Operational Plan—Revision 0,2013-07-18 Page iv of v Ontario Clean Water Agency--West Elgin Water Distribution System TABLE OF CONTENTS 1 OCWA's Quality& Environmental Management System (QEMS).......................................................1 2 Quality & Environmental Management System (QEMS) Policy...................................... ....................2 3 Commitment& Endorsement of OCWA'S QEMS &Operational Plan..............................................-3 4 Quality Management System Representative......................................................................................4 5 Document and Records Control...........................................................................................................4 6 Drinking Water System.........................................................................................................................4 7 Risk Assessment..................................................................................................................................7 8 Risk Assessment Outcomes ................................................................................................................7 9 Organizational Structure, Roles, Responsibilities and Authorities.......................................................7 10 Competencies.....................................................................................................................................11 11 Personnel Coverage...........................................................................................................................14 12 Communications...........................................................--..................................................................14 13 Essential Supplies and Services.............-.........................................................................................14 14 Review and Provision of Infrastructure...............................................................................................14 15 Infrastructure Maintenance, Rehabilitation and Renewal...................................................................14 16 Sampling, Testing and Monitoring......................................................................................................15 17 Measurement and Recording Equipment Calibration and Maintenance............................................15 18 Emergency Management...................................................................................................................16 19 Internal QEMS Audits.........................................................................................................................16 20 Management Review..........................................................................................................................16 21 Continual Improvement............................................................. ................................................16 LIST OF APPENDICES Appendix A-QP-01 Document and Records Control Appendix B-QP-02 Risk Assessment and Risk Assessment Outcomes Appendix C-QEMS Organizational Structure for the West Elgin Water Distribution System Appendix D-QP-03 Personnel Coverage Appendix E-QP-04 Communications Appendix F-QP-05 Essential Supplies and Services Appendix G-QP-06 Review and Provision of Infrastructure Appendix H-QP-07 Sampling, Testing and Monitoring Appendix I -QP-08 Measurement and Recording Equipment Calibration and Maintenance Appendix J-QP-09 Emergency Management Appendix K-QP-10 Internal QEMS Audits Appendix L-OP-11 Management Review Appendix M-MOE's Director's Directions Minimum Requirements for Operational Plans-Schedule "C" 1 MITT Operational Plan—Revision 0,2013-07-19 Page v of v Ontario Clean Water Agency—West Elgin Water Distribution System I ®CWA's Quality & Environmental Management System (QEMS) OCWA is the contracted Operating Authority for the West Elgin Water Distribution System. OCWA's Quality & Environmental Management System (QEMS) is structured and documented with the purpose of: 1. Establishing policy and objectives with respect to the effective management and operation of water/wastewater facilities; 2. Understanding and controlling the risks associated with the facility's activities and processes; 3. Achieving continual improvement of the QEMS and the facility's performance. Operational Plan—Revision 0,2013-07-19 Page 1 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System 2 Quality & Environmental Management System (QEMS) Policy The Ontario Clean Water Agency, its Board of Directors, Officers and entire staff are committed to the principles and objectives set out in our Quality & Environmental Management System (QEMS) Policy. OCWA's Policy is to: • Maintain and continually improve upon a comprehensive quality and environmental management system (QEMS) to support the delivery of safe, reliable and cost- effective clean water services that protect public health and the environment. • Establish clear objectives against which OCWA's environmental performance can be measured and assessed with the goal of continual improvement. • Understand and comply with applicable legislation and regulations and audit the facilities we operate to ensure compliance. • Utilize a risk-based approach to quality management that accounts for the complexity and specific challenges of providing operation and maintenance services. • Promote client and consumer confidence through service excellence and effective communications. • Collaborate with its clients to prevent pollution and contribute to a more sustainable future by promoting the use of operational efficiencies and improved technology. • Train staff on their responsibilities under the QEMS and how meeting these responsibilities assist with the protection of public health and the environment. • Report on facility performance to its employees, clients and stakeholders. Our Board of Directors, Officers and entire staff will act to ensure the implementation of this Policy and will monitor progress of the Quality& Environmental Management System (QEMS). OCWA's QEMS Policy is readily communicated to all OCWA personnel, the Owner and the public through OCWA's intranet and public websites. A complete review/revision history of the QEMS Policy is maintained on OCWA's intranet. Operational Plan—Revision 0,2013-07-19 Page 2 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System 3 Commitment & Endorsement of OCWA'S QEMS & Operational Plan This Operational Plan supports the overall goal of OCWA and the Corporation of the Municipality of West Elgin to provide safe, cost-effective drinking water through sustained cooperation. OCWA will be responsible for developing, implementing, maintaining and continually improving its QEMS with respect to the operation and maintenance of the West Elgin Water Distribution System and will do so in a manner that ensures compliance with applicable legislation and regulations. Through the endorsement of this Operational Plan, the Corporation of the Municipality of West Elgin commits to cooperating in any reasonable request of OCWA to facilitate this goal. Top management of both OCWA and the Corporation of the Municipality of West Elgin has approved the QEMS for the drinking water system as documented in this Operational Plan. Operating Authority Approval Owner Endorsement & Approval ct-h Dale LeBritton Date Bernie Whiele Date Senior Operations Manager Mayor Brian 5yr<ondson Dat6 Norma Bryant Date Re onal Manager, Operations Clerk ® Operational Plan--Revision 0,2013-07-19 Page 3 of 16 Ontario Clean Water Agency—West Elgin water Distribution System 4 (duality !Management System Representative All personnel have a role and associated responsibilities within OCWA's QEMS. The role of QEMS Representative for the West Elgin Water Distribution System is shared between the Senior Operations Manager and Process and Compliance Technician (PCT). The Senior Operations Manager is ultimately responsible for activities related to the operation of the drinking water system and for establishing and maintaining processes and procedures required for the overall administration of the facility's QEMS. To assist in fulfilling the specific duties set out for the QEMS Representative, the PCT is responsible for: • Reporting on QEMS performance and identifying opportunities for improvement, • Ensuring that current versions of documents related to the QEMS are in use, and • Ensuring personnel are aware of all applicable legislative and regulatory requirements that pertain to their operational duties. Both the Senior Operations Manager and PCT are responsible for promoting awareness of the QEMS to all facility personnel. 5 Document and Records Control Refer to Appendix A for QEMS Procedure QP-01 Document and Records Control. 5 Drinking Water System Description of the Drinking Water System The West Elgin Water Distribution System is owned by the Corporation of the Municipality of West Elgin and is operated by the Ontario Clean Water Agency—Elgin Middlesex Hub. The West Elgin Water Distribution System services West Lorne, Rodney and rural areas of West Elgin. The West Elgin Water Distribution System is connected to the Southwest Middlesex Distribution System and the Dutton Dunwich Distribution System. System Name Owner Operating Authority Southwest Middlesex The Corporation of the Ontario Clean Water Distribution System Municipality of Southwest Agency--Elgin Middlesex Hub Middlesex Dutton Dunwich Distribution The Corporation of the Dutton Dunwich Water System Municipality of Dutton Department Dunwich Operational Plan—Revision 0,2013-07-19 Page 4 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System The West Elgin Water Distribution System relies on the West Elgin Water Treatment Plant to supply the system with potable water. The system is operated under the same drinking water system number as the West Elgin Water Treatment Plant, 260091117. The distribution system contains a network of watermains along with a water tower located in Rodney. There are sample stations, hydrants, blow offs and auto flushers located throughout the municipality for monitoring the system. Refer to Appendix M for a completed copy of the Subject System Description Form (MOE's Director's Directions Minimum Requirements for Operational Plans Schedule "C"). Process Flow Chart West Elgin Water Treatment Plant Port Glasgow Eagle East Dutton Dunwich Chamber -- Distribution Eagle West System i Chamber Sil�erclay ___ Chamber Rodney Tower Marsh Line Lorne ---- Chamber r West Lome Standpipe Rodney l _. -- --..: Pioneer Line Chamber i West Lorne Glencoe Meter Chamber Legend West Elgin Water Distribution System West Elgin North Meter Chamber West Elgin Water Treatment Plant Southwest --._- Other Distribution Systems Middlesex Distdbutton System B Operational Plan—Revision 0,2013-07-19 Page 5 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System Source Water General Characteristics The raw water source for the treatment plant is Lake Erie. The water from Lake Erie is typically low in turbidity, slightly basic and low in conductivity. Temperature fluctuates significantly through the seasons ranging from approximately 1 °C in the winter to as high as 24 °C during the summer. Bacteriological analysis of the raw water indicates a source of relatively good quality. The results of chemical analyses are consistently below the Ontario Drinking Water Quality Standards. Raw Water Characteristics at Intake (based on 2012 data) Characferlsf►c . IVfnimu Maximurxi: Anra_ua!AveragQ Temperature(°C) 51 23.2 13.5 Turbidity(NTU) 2.6 440.0 48.0 PH* 7.57 8.52 8.13 E. coli(CFU1100 rnL) 0 340 NIA Total Coliforms 0 5,600 NIA `pH of raw water is influenced by chlorine addition for zebra mussel control Common Fluctuations Raw water quality changes seasonally and during significant storm conditions. The pre- membrane filter strainers will reduce turbidity and algae entering the membrane filtration system. Water temperature also changes seasonally. Warm summer temperatures may result in an increase of taste and odour concerns. An Advanced Oxidation Process (AOP) using UV system and hydrogen peroxide is available if taste and odour problems occur. Threats The main potential source of raw water contamination from upstream and downstream is agricultural runoff and the growth of algae. Zebra mussels pose a clogging threat on mechanical equipment and the intake. Zebra mussels are controlled by pre-chlorination to the intake. Operational Challenges The West Elgin Water Distribution System's main challenge is maintaining the free chlorine residual through the large network of watermains, especially during the summer months. Automatic flushers and ample sample points have been installed to monitor and maintain adequate disinfection residuals. The Rodney Tower poses a challenge during the summer months in maintaining adequate free chlorine residuals beyond the normal range of the drawdown cycle in the tower. Operational Plan—Revision 0,2093-07-19 MAOPage Page 6 of 16 Ontario Clean Water Agency-West Elgin Water Distribution System 7 Risk Assessment Refer to Appendix B for QEMS Procedure QP-02 Risk Assessment and Risk Assessment Outcomes. S Risk Assessment Outcomes Refer to Appendix B for Summary of Risk Assessment Outcomes. 9 Organizational Structure, Roles, Responsibilities and .Authorities Organizational_Structure and Top Management OCWA provides operation, maintenance and management services for hundreds of water and wastewater facilities throughout the Province of Ontario. Direct operational activities are primarily delivered through the Agency's Operations Division. Corporate level divisions that carry out administrative functions for the Agency are expanded upon in the QEMS Reference Manual. To best meet the needs of each facility and its owner, OCWA's Operations Division is structured as follows: Hub— Facilities are grouped together geographically to form hubs. The Senior Operations Manager has oversight responsibility for all of the facilities contained within a particular hub. In some hubs, a Operations Manager assists the Senior Operations Manager with his/her duties. Regional-- Hubs are further grouped together to form regions, each headed by a Regional Manager. Regional Managers play a critical role within OCWA's QEMS in that they act as a key link between corporate and facility level management. • Provincial—All regions fall under the direction of the VP of Operations. The chart, QEMS Organizational Structure for the West Elgin Water Distribution System (Appendix C), reflects the lines of responsibility and authority for OCWA's QEMS at both the facility and corporate level. OCWA has defined two levels of Top Management within its structure, which, through a shared responsibility for conducting periodic management reviews, ensure the maintenance and continual improvement of OCWA's QEMS: Facility Level Top Management—consisting of the Senior Operations Manager and the Operations Manager. The Senior Operations Manager, in accordance with QEMS Procedure QP-11 Management Review, holds a meeting at least once per year to review the effectiveness and performance of the QEMS implemented at the facility and to initiate appropriate facility management action to maintain and improve the QEMS. The results of the meeting are provided to the Regional Manager for consideration by corporate level Top Management and to initiate appropriate action with respect to the Agency's broader QEMS. Operational Plan-Revision 0,2013-07-19 Page 7 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System Corporate Level Top Management— consisting of Regional Managers, VP of Operations, Director of Risk, Compliance &Training, President & CEO and OCWA's Board of Directors. Each has specific corporate oversight responsibilities for the Agency's QEMS, which are described in the QEMS Reference Manual. The overall performance and effectiveness of OCWA's QEMS is formally reviewed and reported to corporate level Top Management on an annual basis. It is also monitored on an ongoing basis through scheduled meetings of OCWA's Operations & Compliance Committee, Executive Management Team and Board of Directors. Through these reporting and monitoring activities, corporate level Top Management identifies opportunities for improvement, initiates action plans and assigns responsibility for their completion. QEMS Roles, Responsibilities and Authorities OCWA management defines the roles, responsibilities and authorities under its QEMS for all employees whose work could have a significant impact on drinking water quality, These are communicated to all personnel to ensure that individual roles and responsibilities and how they relate to those of the rest of the organization are understood. Specific QEMS-related roles, responsibilities and authorities of Operations personnel for the facility are summarized in the table below. Additional duties of employees are described in their job specifications. Corporate level roles, responsibilities and authorities are defined in the QEMS Reference Manual. Responsibilities and authorities for implementing and maintaining individual elements of the facility's QEMS are outlined in the QEMS Procedures referenced throughout this Operational Plan. Position QEMS Roles; Responsibliltiies and-Authorities. All Operations Personnel • Work in accordance with OCWA policies, procedures and plans • Document all activities e Participate in QEMS training o Be aware of all the environmental and public health risks at the facility • Consider risks and ramifications of all actions • Participate in testing and development of SOPs and contingency plans • Implement action plans to rectify deficiencies identified in audits and inspections of the facility • Take all appropriate training to ensure competence in their job • Identify and bring forward to the Senior Operations Manager opportunities for improving the facility's QEMS • Perform duties in compliance with applicable legislation and regulations Operational Plan-Revision 0,2013-07-19 Page 8 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System Regional Manager 0 Ensure appropriate facility resources to maintain and continually (Corporate Level Top Management) improve the QEMS © Review major issues/deficiencies (including those from audit and inspection reports)and provide further direction to address/resolve • Ensure that each facility in the region has a site-specific emergency plan that meets the corporate standard • Participate in/respond to regular facility Management Reviews, as appropriate • Report to corporate level Top Management on the status of the QEMS implemented at the facilities in his/her region • Liaise with the owner on relevant components of the QEMS including OCWA's roles, responsibilities and authorities for the facility, as appropriate Senior Operations Manager • Delegate responsibilities, deploy resources and supervise sound (Facility Level Top Management and operation and maintenance of the facility and of the QEMS QEMS Representative) • Arrange for/review annual internal audits (compliance and QEMS) • Develop action plans to respond to the findings of the internal audits and MOE inspections and verify action plan completion • Establish, test and update a site-specific emergency plan for each facility • Lead regular facility Management Reviews • Report to the Regional Manager on the performance and effectiveness of the QEMS implemented at the facility • Liaise with the owner on relevant components of the QEMS including OCWA's roles, responsibilities and authorities for the facility • Establish a training plan for staff to address regulatory requirements and the QEMS as part of the PPR process ® Fulfill defined duties of the QEMS Representative (refer to element 4) • Act as Overall Responsible Operator(ORO)when required. Operations Manager • Fulfill duties assigned by the Senior Operations Manager (Facility Level Top Management) • Deploy resources and supervise sound operation and maintenance of the facility and of the QEMS • Participate in the completion of annual internal audits • Assist in the development and implementation of action plans to respond to audit and MOE inspection findings • Assist in the establishment, testing and updating of a site-specific emergency plans • Participate in regular facility Management Reviews • Report to the Senior Operations Manager on QEMS implementation and identify the need for additional processes and procedures • Liaise with the owner on relevant components of the QEMS • Develop/implement training plans for staff to address regulatory requirements and the QEMS • Act for the Senior Operations Manager in his/her absence • Act as Overall Responsible Operator(ORO)when required. 1 Operational Plan—Revision 0,2013-07-19 Page 9 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System Process & Compliance ® Fulfill duties assigned by the Senior Operations Manager Technician (PCT) • Participate in the completion of annual internal audits and (QEMS Representative) develop/monitor/implement action plans to respond to the findings o Participate in MOE inspections and assist in the response to required actions or recommendations • Actively participate in the development and maintenance of facility emergency plans • Participate in regular facility Management Reviews • Report to the Senior Operations Manager on QEMS implementation and identify the need for additional processes and procedures • Liaise with the owner on relevant components of the QEMS • Deliver/participate in training on regulatory requirements and the QEMS • Implement, monitor and support corporate QEMS programs • Support Senior Operations Manager on all aspects of the QEMS and fulfill assigned duties of the QEMS Representative(refer to element 4) • May act as Operator-in-Charge (OIC)and/or Overall Responsible Operator(ORO)when required. Operator/Mechanic . Fulfill duties assigned by the Senior Operations Manager • Monitor facility processes through visual inspection, the SCADA system or by taking readings from the process control equipment • Operate and adjust equipment/processes to maintain compliance with applicable regulations, permits, certificates and established operating procedures • Collect samples and perform laboratory tests and equipment calibrations as required • Regularly inspect operating equipment, perform routine preventive maintenance and repairs and prepare and complete work orders as assigned. ® Participate in facility inspections and audits • Train and direct new staff on the facility processes, equipment and procedures. • Maintain the facility log book according to regulatory requirements • May act as Operator-in-Charge (OIC)and/or Overall Responsible Operator(ORO)when required. Operational Plan Revision 0,2013-07-19 Page 10 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System 10 Competencies The following table presents the competencies required by OCWA personnel whose duties directly affect drinking water quality. Position Required Competencies . Senior Operations Manager Operator certification in good standing; minimum Water Distribution Class 1 required to act as ORO • Comprehensive general knowledge of and experience in managing water distribution and treatment operations, maintenance as well as facility financial planning and administration • Outstanding team leadership, managerial and coordinating skills • Sound knowledge of relevant legislation, regulations, codes, policies, guidelines and procedures • Knowledge and awareness of the DWQMS • Strong initiative, analytical, evaluating and problem-solving skills to assess administrative and technical needs and capabilities • Well-developed priority-setting and time management skills • Superior interpersonal skills • Excellent oral and written communication skills • Proficiency in office and operational computerized systems • Valid Class G Driver's License Operations Manager Operator certification in good standing; minimum OIT or minimum Water Distribution Class 1, if required to act as ORO • Experience in water distribution and treatment operations, maintenance as well as facility financial planning and administration • Advanced knowledge of relevant legislation, regulations, codes, policies, guidelines and procedures • Knowledge and awareness of the DWQMS Advanced technical knowledge of principles, practices, technologies and methodologies for water treatment • Familiarity with complex mechanical equipment and electronic controls • Analytical, evaluating and problem-solving skills • Project management, work planning and scheduling skills • Good oral and written communication skills • Proficiency in office and operational computerized systems • Management/supervisory experience • Valid Class G Driver's License Operational Plan—Revision 0,2013-07-19 Page 11 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System Process & Compliance Operator certification in good standing; minimum OIT or minimum Technician Water Distribution Class 1 if required to act as OIC and/or ORO • Extensive knowledge of compliance requirements related to water treatment processes • Good knowledge of relevant legislation, regulations, codes, policies, guidelines and procedures to monitor program delivery and ensure compliance • Knowledge and awareness of the DWQMS • Good knowledge and understanding to apply impact of changes to legislative and regulatory requirements on programs and operational processes • Excellent knowledge of computers, operating programs and systems • Evaluative and analytical skills to monitor and assess facility performance against legal requirements and corporate goals • Excellent oral and written communication skills to provide technical advice related to compliance to a variety of staff and officials and to prepare analytical reports • Presentation skills to prepare and present informational material • Auditing skills/experience • Problem-solving skills to resolve compliance issues • Ability to work with a team and take initiative when required • Valid Class G Driver's License Operator/Mechanic Operator certification in good standing; minimum OIT or minimum Water Distribution Class 1 if required to act as OIC and/or ORO • Good knowledge of water distribution and treatment processes to operate the facility • Experience and knowledge of the maintenance and repair of a variety of equipment and structures • Good working knowledge of legislation, regulations, codes, policies, guidelines and procedures related to operations and maintenance • Knowledge and awareness of the DWQMS • Basic mathematics and chemistry • Familiarity with computers, monitoring and operating systems • Knowledge to use and understand operating and maintenance manuals, blueprints and other technical specifications • Planning, scheduling and problem-solving skills to regularly inspect and monitor the facility, processes and equipment and perform routine preventative maintenance • Good oral and written communication skills • Ability to work in a team and take initiative when required. • Valid Class G Driver's License OCWA's recruiting and hiring practices follow those of the Ontario Public Service (OPS). As part of the OPS, competencies, which include education, skills, knowledge and experience requirements, are established when designing the job description for a particular position. As part of the recruitment process, competencies are then evaluated against the job description. Based on this evaluation, the hiring manager selects and assigns personnel for specific duties. Operational Plan—Revision 0,2013-07-19 Page 12 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System Certified operators are responsible for completing the annual number of required training hours for the highest type and class of subsystem where the operator works and completing mandatory courses required by Safe Drinking WaterAcf(SDWA) O. Reg. 128/04 Certification of Drinking Water System Operators and Water Quality Analysts. The Senior Operations Manager takes reasonable steps to ensure that every operator has the opportunity to attend training to meet the annual training hour requirements. OCWA's Operational Training Program is maintained by the Risk, Compliance & Training Division and aims to: • Develop the skills and increase the knowledge of Operations staff and management, • Provide Operations with information and access to resources that can assist them in performing their duties, and • Assist OCWA operators in meeting the regulatory requirements with respect to training. The Program consists of both continuing education and on-the-job training and is delivered using a combination of methods (e.g., traditional classroom courses and custom/program-based courseslsessions). A formal evaluation process is in place for all sessions under the Operational Training Program and is a critical part of the Program's continual improvement. Facility personnel receive site-specific training on relevant operational and emergency response procedures to ensure effective operational control of processes and equipment which may impact the safety and quality of drinking water. Awareness of OCWA's QEMS is promoted through the OCWA Employee Orientation Program for new employees, hub/regional level training sessions and meetings and the Agency's Environmental Compliance course, it is recommended that the Environmental Compliance course be attended by all new staff and at least every five years to ensure staff are kept current on any changes to regulatory requirements and to reinforce their roles and responsibilities under OCWA's QEMS. Other mandatory and recommended training requirements are listed as part of the Employee Orientation Program available on OCWA's intranet or through the Human Resources department. Individual OCWA employee training records are maintained and tracked using a computerized system, the Training Summary database, which is also administrated by the Risk, Compliance & Training Division. Training records maintained at the facility are controlled as per QEMS Procedure OP-01 Document and Records Control. As part of OCWA's annual Performance Planning and Review (PPR) process, employee performance is evaluated against their job expectations. Professional development opportunities and training needs (which could include formalized courses as well as site-specific on-the-job training or job shadowing/mentoring) are identified by the facility's management team as part of this process (and on an ongoing basis). In addition to this process, OCWA employees may at any time request training by both internal and external providers by submitting a request to the Senior Operations Manager for approval. $ Operational Plan—Revision 0,2013-07-19 Page 13 of 16 Ontario Clean Water Agency—west Elgin water Distribution System 11 Personnel Coverage Refer to Appendix D for QEMS Procedure QP-03 Personnel Coverage. 12 Communications Refer to Appendix E for QEMS Procedure QP-04 Communications. 13 Essential Supplies and Services Refer to Appendix F for QEMS Procedure QP-05 Essential Supplies and Services. 14 Review and Provision of Infrastructure Refer to Appendix G for QEMS Procedure QP-06 Review and Provision of Infrastructure. 15 Infrastructure Maintenance, Rehabilitation and Renewal Planned Maintenance OCWA, under contract with the owner, maintains a program of scheduled inspection and maintenance of infrastructure for which it is operationally responsible. Routine planned maintenance activities are completed as per the maintenance plan for the equipment in the distribution system. Planned maintenance activities are scheduled using a computerized Work Management System (WMS) that allows user to: • Enter detailed asset information • Generate and process work orders • Access maintenance and inspection procedures • Plan, schedule and document all asset related tasks and activities • Access maintenance records and asset histories Planned maintenance activities are communicated to the person responsible for completing the task through the issuance of WMS work orders. Work orders are generated by the Administrative Assistant on a monthly basis and are distributed accordingly. Completed work orders are submitted to the Administrative Assistant for entry into WMS. Records of these activities are maintained as per QEMS Procedure QP-01 Document and Records Control. $ Operational Plan—Revision 4,2413-47-18 Page 14 of 16 Ontario Glean Water Agency—West Elgin Water Distribution System An inventory of equipment and maintenance plans are maintained in WMS. Maintenance plans are developed according to the manufacturer's instructions, regulatory requirements, industry standards, and/or client service requirements. Equipment Operation and Maintenance (O&M) manuals are accessible to staff at the locations specified in QEMS Procedure QP-01 Document and Records Control. Unplanned Maintenance Unplanned maintenance is conducted as required. All unplanned maintenance activities are authorized by the Senior Operations Manager or designate. Unplanned maintenance activities are recorded on Equipment Breakdown Manual Work Orders and are entered into WMS and filed as per QP-01. Rehabilitation and Renewal Rehabilitation and renewal activities including capital upgrades are determined on an annual basis in consultation with the Owner(refer to QP-06 Review and Provision of Infrastructure). A list of required replacement or desired new equipment is compiled and prioritized by the Senior Operations Manager and is presented to the Owner for review and comment, All major expenditures require the approval of the Owner. Program Monitoring and Reporting To assist in monitoring the effectiveness of program, Regional Managers and Senior Operations Managers are provided with monthly summary reports for each facility. In addition, OCWA`s Executive Management Team is provided with hub and regional summary reports on an ongoing basis. On a quarterly basis the Senior Operations Manager provides the owner the Operations Report, which reviews the planned and unplanned maintenance activities of the facility. 16 Sampling, Testing and Monitoring Refer to Appendix H for QEMS Procedure OP-07 Sampling, Testing and Monitoring. 17 Measurement and Recording Equipment Calibration and Maintenance Refer to Appendix I for QEMS Procedure QP-08 Measurement and Recording Equipment Calibration and Maintenance. # Operational Plan—Revision 0,2013-07-1$) Page 15 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System 10 Emergency Management Refer to Appendix J for QEMS Procedure QP-09 Emergency Management. 19 Internal GEMS Audits Refer to Appendix K for QEMS Procedure OP-10 Internal QEMS Audits. 20 Management Review Refer to Appendix L for QEMS Procedure QP-11 Management Review. 21 Continual Improvement In conjunction with the internal QEMS audit and Management Review processes documented above, OCWA uses action plans to continually improve its QEMS. Through these processes, areas of concern as well as opportunities for improvement are identified at the drinking water systems operated and maintained by OCWA. Operational Plan—Revision 0,2013-07-19 Page 16 of 16 Ontario Clean Water Agency—West Elgin Water Distribution System Appendix A QP-0 1 Document and Records Control Revision 0,2013-07-19 Proc.: OP-01 EM QEMS Procedure Issued: 2013-07-19 Rev.#: 0 Ontario Clean Water Agency Pages: 1 of 5 Reviewed by: Process & Compliance Technician Approved by: Senior Operations Manager DOCUMENT and RECORDS CONTROL 1.0 Purpose To describe how OCWA's QEMS documents are kept current and how QEMS documents and records are kept legible, readily identifiable, retrievable, stored, protected, retained and disposed of. 2.0 Scope Applies to QEMS Documents and QEMS Records pertaining to the West Elgin Water Distribution System, as identified in this procedure. 3.0 Responsibility Senior Operations Manager Process &Compliance Technician (PCT) All Facility Staff Information Technology Department Corporate Compliance Group 4.0 Definitions Document— includes a sound recording, video tape, film, photograph, chart, graph, map, plan, survey, book of account, and information recorded or stored by means of any device Record—a document stating results achieved or providing proof of activities performed QEMS Document—any document required by OCWA's QEMS as identified in this procedure QEMS Record— any record required by OCWA's QEMS as identified in this procedure Controlled— managed as per the conditions of this procedure Retention Period— length of time that a document or record must be kept; starts from the date of issue for QEMS records or from the point of time when a QEMS document is replaced by a new or amended document 5.0 Procedure 5.1 Documents and records required by OCWA's QEMS are listed in Table 1. 5.2 Internally developed QEMS documents and QEMS records (whenever possible) are generated electronically to ensure legibility and are identified through a header/title and issue date. Handwritten records must be legible and permanently rendered in ink or non-erasable marker. 5.3 Additional controls for QEMS Procedures within this Operational Plan are used to ensure appropriate review and approval. These include the use of authorized approval, alpha-numeric procedure code, issue date, revision number and revision history. Ontario Clean Water Agency—West Elgin Water Distribution System QEMS Procedure:Document and Records Control Proc.: QP-01 Rev.:0 Issued:2013-07-19 Page 2 of.5. Authorized personnel for review and approval of QEMS Procedures for the West Elgin Distribution System are: Review Process and Compliance Technician Approval Senior Operations Manager 5.4 The PCT is responsible for ensuring that current versions of QEMS documents are being used at all times. Current QEMS documents and records are readily accessible to Operations personnel and to internal and external auditors/inspectors at document control locations established by the QEMS Representative. The currency of internal documents is ensured by comparing the date on the document to that of the master hardcopy and/or electronic copy residing in the designated document control location(s)specified in Table 1. Document control locations are established in areas that provide adequate protection to prevent unauthorized use/access, damage, deterioration or loss of QEMS documents and records. Copies of QEMS documents and records located outside of designated control locations are considered uncontrolled. 5.5 Access to OCWA's computer network infrastructure is restricted through use of individually-assigned usernames and passwords and local area servers. Network security is maintained by OCWA's Information Technology department through a number of established mechanisms and practices such as daily back-up of files stored on servers, password expiry, limitations on login attempts and policies outlining specific conditions of use. Access to facility QEMS records contained within internal electronic databases and applications (e.g., OPEX, PDC, WMS) is administered by designated application managers/trustees, requires the permission of the Senior Operations Manager and is restricted through use of usernames and passwords. SCADA records are maintained and accessible to all staff when required. 5.6 Any employee of the drinking water system may request a revision to improve an existing internal QEMS document or the preparation of a new document. The need for- new or updated documents may also be identified through the Management Review or system audits. The QEMS Representative communicates any changes made to QEMS documents to relevant facility personnel and coordinates related training (as required). Changes to corporately controlled QEMS documents are communicated and distributed to facility QEMS Representatives by OCWA's Corporate Compliance Group through e-mails, OCWA's weekly electronic bulletin and provincial, regional, hub or facility-level training sessions. 5.7 When a QEMS document is superseded, the hardcopy of the document is promptly removed from its location and forwarded to the QEMS Representative or designate for disposal or retention (as appropriate). 5.8 The authorized method for disposal of hardcopy documents and records after the specified retention requirements have been met is shredding. 5.9 QEMS documents and records are retained in accordance with applicable regulations and legal instruments. Relevant regulatory and corporate minimum retention periods are listed in Table 2. Ontario Clean Water Agency—West Elgin Water Distribution System QEMS Procedure: Document and Records Control Proc.: QP-01 Rev.:0 Issued:2013-07-19 Page 3 of 5 5.10 The Operational Plan is reviewed for currency at least annually by the PCT in preparation for audits and the Management Review. Other QEMS-related documents are reviewed as per the schedules set out in this Operational Plan or as significant changes (e.g., changes in regulatory requirements, Corporate policy or operational processes and/or equipment, etc.) occur. QEMS documents and records are reviewed for evidence of control during each internal system audit as per QEMS Procedure QP- 10 Internal QEMS Audits. 6.0 Related Documents QP-10 Internal QEMS Audits 7.0 Revision History Date Revision# Reason for Revision 2013-07-19 0 Procedure issued Ontario Clean Water Agency—West Elgin Water Distribulion System QEMS Procedure: Document and Records Control Proc.:_QP-01 Rev.:0 Issued:2013-07-19 _ Page 4 of 5 Table 'i Designated location for documents and records required by OCWA's QEMS DRCC= Document and Record Control Centre located at the West Elgin Water Treatment Plant Designated Document T_ype of DocumenttRecord: " Gon ra! Lr catta>r} " (FiC ftardcnpy Electronic) Internal QEMS Documents Emergency Response Plan (OCWA) E-Intranet Essential/Emergency Service and Supply Contact List HC-FEP Binder E-Shared Drive Equipment Breakdown(OG51)Manual Work Order E-Shared Drive Facility Emergency Plan(FEP Binder) HC-DRCC E-Shared Drive Internal Audit Protocol E-PCT Folder on Corporate Server Internal Audit Report Template E-PCT Folder on Corporate Server On-call Schedule HC-Posted at Facility in Sen.Ops Manager Office E-Shared Drive Operational Plan (includes QEMS Procedures) HC–DRCC E–Shared Drive QEMS Policy HC-posted at facility E-OCWA website Rounds Sheets E-Shared Drive Sample Schedule E-Shared Drive Standard Operating Procedures (referenced in HC-DRCC Operational Plan and QEMS Procedures) E-Shared Drive Training Record Form E-Shared Drive Vacation Request Form E-Shared Drive Vacation/Training Schedule HC-Posted at Facility in Sen. Ops Manager Office WMS Work Orders E-WMS Database External QEMS Documents Applicable regulations and legislation;municipal By- E-www.e-laws.gov.on.ca;municipal website laws Municipal Emergency Plan HC-FEP Binder QEMS Records Audit Reports—internal and External DWQMS Audits; E-Shared Drive Action Plans Calibration records E–Shared Drive CCP Exceedance Tracking Forms HC-DRCC E-Shared Drive Community Complaint E–OPEX database Equipment Breakdown(OG51)Manual Breakdown HC-DRCC Work Order E WMS Database Facility Logbooks HC-Storage(Old WTP) Infrastructure review(capital/maintenance works E-Shared Drive recommendations) Ontario Clean Water Agency—West Elgin Water Distribution System QEMS Procedure: Document and Records Control Proc.: QP-01 Rev.:0 Issued 2013-07-19 Page 5 of 5 Designated Docurrient 'type df QocumentlRecord C'onfrol Lacati n (HC-Hardcopy E-Eleetioniej Management Review documentation E-Shared Drive Operations Report E-Shared Drive Reports—Schedule 22, Section 11 E-Shared Drive Round Sheets HC-DRCC E-Shared Drive SCADA Reports E-Shared Drive Sampling and Testing Records; Certificate of Analysis E-Shared Drive (Lab) Training Records HC-Senior Operations Manager Office E-Training Database Vacation Request HC-Senior Operations Manager Once WMS Work Orders E-W M S Database Table 2: Relevant regulatory and corporate minimum retention periods Type of DocumentAecord Minimum Retention Tithe Requirem ent Reference DWQMS Operational Plan 10 years Director's Direction under SDWA Internal QEMS Audit Results 10 years OCWA Requirement External QEMS Audit Results 10 years OCWA Requirement Management Review Documentation 10 years OCWA Requirement Documents/records required to 3 years OCWA Requirement demonstrate conformance with the DWQMS Documents/records required to As per applicable regulations SDWA O. Reg. 170103, O. Reg. demonstrate compliance with Ontario 12$104 legislation Ontario Clean Water Agency—West Elgin Water Distribution System Appendix QP-02 Risk Assessment and Risk Assessment Outcomes ® Revision 0,2013-07-19 Proc.: QP-02 QEMS Procedure Issued: 2013-07-19 Rev.#: 0 Ontario Clean Water Agency Pages: 1 of 4 Reviewed by: Process & Compliance Technician Approved by: Senior Operations Manager RISK ASSESSMENT and RISK ASSESSMENT OUTCOMES 1.0 Purpose To define the process for conducting a drinking water risk assessment and for documenting and reviewing the results of the assessment at the facility level. 2.0 Scope Applies to all OCWA-operated municipal residential drinking water systems and includes the identification and assessment of potential hazardous events and hazards that could affect drinking water safety. OCWA's approach to addressing other potential hazards is set out in QEMS Procedure QP-09 Emergency Management, 3.0 Responsibility Senior Operations Manager Process & Compliance Technician (PCT) Risk Assessment Personnel 4.0 Definitions Drinking Water Health Hazard— means, in respect of a drinking water system, a) a condition of the system or a condition associated with the system's waters, including any thing found in the waters, i. that adversely affects, or is likely to adversely affect, the health of the users of the system, J. that deters or hinders, or is likely to deter or hinder, the prevention or suppression of disease, or iii. that endangers or is likely to endanger public health, b) a prescribed condition of the drinking water system, or c) a prescribed condition associated with the system's waters or the presence of a prescribed thing in the waters Critical Control Point(CCP) —An essential step or point in the subject system at which control can be applied by the Operating Authority to prevent or eliminate a drinking water health hazard or reduce it to an acceptable level Hazardous Event—an incident or situation that can lead to the presence of a hazard Hazard—a biological, chemical, physical or radiological agent that has the potential to cause harm Control Measure— includes any processes, physical steps or other practices that have been put in place at a drinking water system to prevent or reduce a hazard before it occurs Likelihood—the probability of a hazard or hazardous event occurring Consequence—the potential impact to public health and/or operation of the drinking water system if a hazard/hazardous event is not controlled Ontario clean water Agency—West Elgin Water Distribution System QEMS Procedure: Risk Assessment and Risk Assessment Outcomes Proc.: OP-02 Rev.:0 Essued:2013-07-19 - ---_ --- Page 2 of 4 5.0 Procedure 5.1 The Senior Operations Manager assigns personnel to conduct the risk assessment (e.g., Process & Compliance Technician (PCT), Maintenance staff, Operators, Facility Managers). 5.2 Using the system's process diagram, identify hazardous events and associated hazards (possible outcomes) that could impact the system's ability to deliver safe drinking water in Table 1' for each activity/process step. 5.3 For each of the hazardous events, specify control measures currently in place at the facility that eliminate the hazard or prevent it from becoming a threat to public health. Note: Some hazards/hazardous events may have step-by-step contingency plans associated with them. These contingency plans are developed as per OCWA's Emergency Management Program and are further described in QEMS Procedure QP- 09 Emergency Management, 5.4 To ensure that potential drinking water health hazards are addressed and minimum treatment requirements as regulated by SDWA O. Reg. 170103 and the Procedure for Disinfection of Drinking Wafer in Ontario are met, OCWA has established mandatory Critical Control Points (CCPs). As a_minimu_m, the following must be included as CCPs at all OCWA-operated facilities (as appficable): ^ • Processes necessary to achieve the required log removal or inactivation of pathogens (i.e., chemical and/or UV disinfection system, filtration process for surface water and GUDi systems) • Processes necessary for maintaining a disinfectant residual in the distribution system (includes re-chlorination points) • Fluoridation system Identify the above processes (as they apply) as mandatory CCPs in the 'CCP?' column in Table 1. 5.5 To determine if there are any additional CCPs for the system, evaluate and rank the hazardous events (as set out below in steps 5.6 and 5.7)for the remaining activities/process steps. 5.6 Taking into consideration existing control measures (including the reliability and redundancy of equipment), assign each hazardous event a value for the likelihood and a value for the consequence of that event occurring based on the following criteria: Value - Ltli�ltl�ooct of Wazardous Event-aocurrtng 1 Rare—Estimated to occur every 50 years or more (usually no documented occurrence at site) 2 Unlikely—Estimated to occur in the range of 10—49 years 3 Possible—Estimated to occur in the range of 1 —9 years 4 Likely—Occurs monthly to annually 5 Certain—Occurs monthly or more frequently i Tables referred to in this procedure are contained within the facility-specific Summary of Risk Assessment Outcomes 2 Filtration process includes related processes(e.g.,chemical coagulation,rapid mixing,flocculation,sedimentation) Ontario Ctean Wafer Agency—West Elgin Water Distribution System QEMS Procedure: Risk Assessment and Risk Assessment Outcomes Proc.: QP-02 Rev.: 0 Issued:2013-07-19 Page 3 of 4 Value Consequence of Hazardous Event occurring: 1 Insignificant— Little or no disruption to normal operations, no impact on public health 2 Minor—Significant modification to normal operations but manageable, no impact on public health 3 Moderate—Potentially reportable, corrective action required, potential public health impact,disruption to operations is manageable 4 Major—Reportable, system significantly compromised and abnormal operations if at all, high level of monitoring and corrective action required, threat to public health 5 Catastrophic—Complete failure of system, water unsuitable for consumption Multiply the likelihood and consequence values to determine the risk value (ranking) of each hazardous event and record all values in Table 1. Hazardous events with a ranking of 12 or greater are considered high risk. 5.7 Review the hazardous events and rankings documented in Table 1 and identify any activitylprocess step as an additional CCP if all of the following criteria are met, ✓ The associated hazardous event has a ranking of 12 or greater ✓ The associated hazardous event can be controlled through control measure(s) ✓ Operation of the control measures can be monitored and corrective actions can be applied in a timely fashion ✓ Specific control limits can be established for the control measure(s) ✓ Failure of the control measures would lead to immediate notification of Medical Officer of Health (MOH) or Ministry of the Environment (MOE) or both. 5.8 List identified CCPs (required minimum and any additional CCPs established by the risk assessment) in Table 2. Set related critical control limits (e.g., limits for turbidity, chlorine residual, temperature, pH)for each CCP as appropriate. 5.9 Ensure procedures have been developed and implemented at the facility to: ® Monitor the critical control limits • Respond to, report and record deviations from the critical control limits. List these procedures in Table 2. 5.10 The information recorded in the Summary of Risk Assessment Outcomes is maintained at the facility level on an ongoing basis. At least once a year, the QEMS Representative reviews the risk assessment documentation to verify the currency of the information and the validity of the assumptions used in the risk assessment in preparation for the Management Review. 5.11 The Senior Operations Manager ensures that a risk assessment is conducted and documented at least once every thirty-six months. 6.0 Related Documents Summary of Risk Assessment Outcomes (facility-specific) OP-09 Emergency Management Ontario Clean Water Agency—West Elgin Water❑istribution System GEMS Procedure: Risk Assessment and Risk Assessment Outcomes Proc.: QP-02 Rev.: 0 Issued:2013-07-19 Page 4 of 4 7.0 Revision History Date Revision## Reason for Revision 2013-07-19 0 Procedure issued d d d d w IL d d d a D- c) a _o v U _° v 0 U Q U v w v v Y U = Y U = y U— U. U — U E = Z' 'o = � •v CD v 2 v ca @ D C �«@- 9 P C Z O Ca O c w O c O c w (5 O i-. N ilf O s. V1 (6 O @ Q (0 O @ O r- O C +. O C '.. �O C 'r D -e '.... D "O O 'p :... 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V � y o 0 o a oo r 6 4 m -o -° a '01 fu 2 o a o 0 0 0 a d d CL rr° U c� W C4 LO CU O rokkkk .+ [ck E .. a LLLL a v, m a a a L cap c E 5 0 0 0 0 0 0 0 0 0 0 { § 0 § 2 f / ® o -2- ? f \ \ J M 0 \ @ 3 2 \%2 U) 2 $ 2 \ E E = 0 2 » \ 0 = © j « 2 Ecn / $ :i ( a c t Q ' @ :\ § £ ƒ % 46 4D 7 � (D / 0 ( � a) - G 3 MO a CD 2 ƒ � ° C.� @ 2 « a � ? ®@ ^� / 2 s \ ƒ o 5 / L) } Co E & ® % U) C? E : E 3 0- % ƒ\ f 2 \ § / 7 k \ § k in 2 D \ E J 2 * U-) Q \ 2 ƒ 2 ) 2 \\ J § \ a 2 � > - 7 § \ k / \\ \ k \ 77 E � 2 >1\ § 2 ~ @ t 2 a } § $ e 2 « 2 § a m t 2 k k§ > 2 § 2 \ � -9 m 2 2 % 7\ \ Ix � tm § \ k / k co (D / { k � \ j § k - t k to } > $ / \ - kk / \ o � o ) @ 0 2 \�\ 2 / ) -0 ¢ E E I n F yam} J f 2 a) E — — o m ' : m @ 4 0 w > � ■ 7 ® k / \ 0 mll� m m Ontario Cioan Water Agency—West Elgin Water Distribution System Appendix QEMS Organizational Structure for the West Elgin Water Distribution System M IN Revision 0,2013-07-19 CC:U n ® 4 7 d r erer.._.._.._.._.._.._.._..------------_..-._.-..__. C)LL Ch N CD I o a- N �J m C Z C I u- •7 f]C c C ID E #+ i uUi m ! cn I c] 0 I I U w o I /r U CL I a o { Z W ! y y rn j W C N a� U) i ro ! 0 jCL i o ° ! v a N ,- � 0 a _ M i p j I 'O tl O CL� U I Q ® cc I � I � O I p -o 1 CL 2 12 I IDO N U 4 m N •� mrnN7 LU cn0 I mU E CL N N O O U ! 0 cr, 0 @ `o_� _ c W U m Lu m c c n m d 0. LL { a g m 5 N W LL. �a 0 CA O C i I _ `S I e o 0 m v , o `m > j co Im aq td WAR m m i— m Q ces t I 0� LL o I -w a w IFMEIe m C1 m Q Mar LL NCD r i O Ontario Clean Water Agency—West Elgin Water Distribution System Appendix QP-03 Personnel Coverage Revision 0,2093-07-99 Proc.: QP-03 QEMS Procedure Issued: 2013-07-19 Rev.#: 0 Ontario Clean Water Agency Pages: 1 of 2 Reviewed by: Process & Compliance Technician Approved by: Senior Operations Manager PERSONNEL COVERAGE 1.0 Purpose To describe the procedure for ensuring that sufficient and competent personnel are available for duties that directly affect drinking water quality. 2.0 Scope Applies to operations personnel for the West Elgin Water Distribution System. 3.0 Responsibility Senior Operations Manager Operations Manager 4.0 Definitions Competency— an integrated set of requisite skills and knowledge that enables an individual to effectively perform the activities of a given occupation Essential Services— services that are necessary to enable the employer to prevent, (a) danger to life, health or safety, (b) the destruction or serious deterioration of machinery, equipment or premises, (c) serious environmental damage, or (d) disruption of the administration of the courts or of legislative drafting. (Crown Employees Collective Bargaining Act, 1993) 5.0 Procedure 5.1 The Senior Operations Manager ensures that personnel meeting the competencies identified in the Operational Plan are available for duties that directly affect drinking water quality. 5.2 The West Elgin Water Distribution System is staffed by OCWA personnel as follows: 0 07:30 to 16:00 Monday to Friday • On tali after hours 5.3 OCWA personnel are assigned to act as and fulfill the duties of Overall Responsible Operator(ORO) and Operator-in-Charge (01C) in accordance with SDWA O. Reg. 128104. The Senior Operations Manager is the designated overall responsible operator (ORO). When the Senior Operations Manager is unavailable, a qualified person is designated as the ORO and is recorded as such in the facility logbook. The designated OIC for each shift is recorded in the facility logbook. 5.4 The Senior Operations Manager assigns an on-call operator for the time that the facility is un-staffed (i.e., evenings, weekends and Statutory Holidays). The on-call shift Based on the 2005 National Occupational Guidelines for Canadian Water and Wastewater Operators and International Board of Standards for Training,Performance and Instruction Ontario Clean Water Agency-West Elgin Water Distribution System QEMS Procedure:Personnel Coverage Proc.: QP-03 Rev.: 0 Issued:2013-07-19 Page 2 of 2 change is the start of business day on Monday. The on-call schedule is maintained by the Senior Operations Manager and consists of a weekly rotation, is set on an annual basis and posted as per QP-01. 5.5 Operators routinely complete inspections of the system and facilities, details are recorded in the facility logbook and daily round sheets. 5.6 The SCADA system auto dialer is programmed to contact a contracted call-centre operator whenever there is an alarm condition. The call-centre operator contacts the on-call operator through a designated on-call pager. The on-call operator contacts the call-centre to acknowledge receipt of the alarm. If the nature of the alarm requires additional staff, the on-call operator can request assistance from any of the other certified operators. The on-call operator records details of the call-in in the facility logbook. 5.7 The Senior Operations Manager is responsible for approving vacation time for staff in a manner which ensures sufficient personnel are available for the performance of normal operating duties. 5.8 OCWA's Operations staff are represented by the Ontario Public Service Employees Union (OPSEU). In the event of a labour disruption, the Senior Operations Manager, together with the union, identifies "essential services" required to operate the facility so that the quality of drinking water is not compromised in any way. 5.9 A contingency plan for Critical Shortage of Staff is included in the Facility Emergency Plan. This plan provides direction to staff in the event that there is a severe shortage of staff due to sickness (e.g., pandemic flu) or other unusual situations where personnel might not be available. 6.0 Related Documents Facility Logbook Round Sheets On-Call Schedule Vacation/Training Schedule Critical Shortage of Staff Contingency Plan (Facility Emergency Plan) 7.0 Revision History Date Revision# Reason for Revision 2013-07-19 0 Procedure issued Ontario Clean Water Agency—West Elgin Water Distribution System Appendix QP-04 Communications Revision 0,2013-07-19 Proc.: QP-04 QEMS Procedure issued: 2013-07-19 Rev.#: 0 Ontario Clean Water Agency Pages: 1 of 2 Reviewed by: Process & Compliance Technician LApproved by: Senior Operations Manager COMMUNICATIONS 1.0 Purpose To describe the procedures for QEMS-related communications between the facility's Top Management and OCWA personnel, the owner, suppliers and the public. 2.0 Scope Applies to facility level internal and external communications regarding the Quality & Environmental Management System (QEMS) implemented at the West Elgin Water Distribution System. 3.0 Responsibility Senior Operations Manager (Facility Level Top Management) Operations Manager (Facility Level Top Management) Process & Compliance Technician (PCT) Regional Manager(Corporate Level Top Management) 4.0 Definitions Done 5.0 Procedure 5,1 The Senior Operations Manager and PCT are responsible for identifying and coordinating any site-specific communications in relation to the status/development of the facility's QEMS. They are also responsible for ensuring that the Regional Manager is promptly informed regarding QEMS-related matters with Agency-wide significance. 5.2 OCWA personnel are scheduled (every 5 years) to attend the Environmental Compliance course which provides general awareness training on OCWA's QEMS. The Senior Operations Manager ensures facility personnel receive site-specific training on the Operational Plan, QEMS Procedures and other related operating instructions and procedures as part of the orientation process. Revisions to the QEMS and associated documentation are communicated to relevant employees at meetings, through internal memos or a-mails on an as-needed basis. The Operational Plan and procedures are available to all facility employees as per Table 1 of QP-01 Document and Records Control. The QEMS Policy and an overview of the QEMS are available to ail OCWA personnel through OCWA's intranet. 5.3 The continuing suitability, adequacy and effectiveness of OCWA's QEMS are communicated to the owner as part of the Management Review process (refer to QEMS Procedure QP-11 Management Review). Ongoing QEMS updates are provided to the owner during regularly scheduled meetings and through electronic and verbal communications. Ontario Clean Water Agency_West Elgin Water Distribution System QEMS Procedure: Communications Proc.: QP-04 Rev.:0 Issued:2013-07-19 Page 2 of 2 5.4 Communication requirements for ensuring suppliers and contractors understand the relevant OCWA QEMS policies, procedures and expectations are described in QEMS Procedure QP-05 Essential Supplies and Services. 5.5 Media enquiries must be directed to the facility's designated media spokesperson. The Senior Operations Manager is the media spokesperson for the West Elgin Water Distribution System. The media spokesperson coordinates with facility and corporate personnel (as appropriate) and the Owner in responding to media enquiries. 5.6 OCWA's QEMS and QEMS Policy are communicated to the public through OCWA's public website. The QEMS Policy is also posted at the West Elgin Water Treatment Plant. All complaints, whether received from the consumer, the community or other interested parties, are documented in the OPEX database. As appropriate, the Senior Operations Manager ensures that the Owner is informed of the complaint andlor an action plan is developed to address the issue in a timely manner. The PCT ensures that consumer feedback is included for discussion at the Management Review. 5.7 Internal and external communication responsibilities and reporting requirements for emergency situations are set out under OCWA's Emergency Management Program (i.e., Facility Emergency Plan and OCWA's Emergency Response Plan). Refer to QEMS Procedure QP-09 Emergency Management. 6.0 Related Documents Facility Logbook QP-01 Document and Records Control QP-05 Essential Supplies and Services QP-09 Emergency Management QP-11 Management Review Facility Emergency Plan Emergency Response Plan OPEX Incident Reports 7.0 Revision History Date Revision# Reason for Revision 2013-07-19 0 Procedure issued Ontario Clean Water Agency—West Elgin Water Distribution System Appendix F QP-05 Essential Supplies and Services Revision 0,2013-07-18 Proc.: QP-05 GEMS Procedure Issued: 2013-07-19 Rev.#: 0 Ontario MM Pages: 1 of 2 Reviewed by: Process & Compliance Technician Approved by: Senior Operations Manager ESSENTIAL SUPPLIES and SERVICES 1.0 Purpose To describe OCWA's procedures for procurement and for ensuring the quality of essential supplies and services. 2.0 Scope Applies to essential supplies and services pertaining to the West Elgin Water Distribution System, as identified in this procedure. 3.0 Responsibility Corporate Procurement and Administration Senior Operations Manager Process & Compliance Technician (PCT) 4.0 Definitions Essential Supplies and Services—supplies and services deemed to be critical to the delivery of safe drinking water 5.0 Procedure 5.1 Essential supplies and services for the West Elgin Water Distribution System are listed in the Essential/Emergency Service and Supply Contact List located in the Facility Emergency Plan Binder. The list is reviewed and updated as required by the QEMS Representative, 5.2 Purchasing is conducted in accordance with OCWA's Corporate Procurement and Administration policies, procedures and guidelines, which are adopted from those of the Ontario Public Service. Purchases of capital equipment are subject to formal approval by the facility's owner. 5.3 As part of the Corporate procurement process, potential suppliers/service providers are informed of relevant aspects of OCWA's QEMS through the tendering process and through specific terms and conditions set out in our agreements and purchase orders. Essential suppliers/service providers (including those contracted locally) are sent a letter that provides an overview of the relevant aspects of the QEMS. 5.4 Contractors are selected based on their qualifications and ability to meet the facility's needs without compromising operational performance and compliance with applicable legislation and regulations. Contracted personnel including suppliers may be requested or required to participate in additional relevant train inglorientation activities to ensure conformance with facility procedures and to become familiar with OCWA workplaces. If necessary, appropriate control measures are implemented while contracted work is being carried out and communicated to all relevant parties to minimize the risk to the integrity of the drinking water system and the environment. Ontario Clean Water Agency—West Elgin water Distribution System QEMS Procedure: Essential Supplies and Services Prot.: QP-05 Rev.: 0 Issued:2013-07-19 Page 2 of 2 5.5 All third-party drinking water testing services are provided by accredited and licensed laboratories. 5.6 Calibration services are provided by qualified personnel. 5.7 Chemicals purchased for use in repairs/maintenance of the system must meet AWWA Standards and be ANSUNSF certified. The facility orders and receives ongoing deliveries of chemicals to satisfy current short-term needs. 5.8 Process components/equipment provided by the supplier must meet applicable regulatory requirements and industry standards for use in drinking water systems prior to their installation. 6.0 Related Documents Essential/Emergency Service and Supply Contact List Facility Emergency Plan Binder 7.0 Revision History Date Revision # Reason for Revision 2013-07-19 0 Procedure issued Ontario Clean Water Agency—West Elgin Water Distribution System Appendix QP-06 Review and Provision of Infrastructure ¢ Revision 0,2013-07-19 Proc.: QP-06 QEMS Procedure Issued: 2093-07-19 Rev.#: 0 Ontario Clean Water Agency Pages: 1 of 1 Reviewed by: Process &Compliance Technician JRp� royed by: Senior Operations Manager REVIEW and PROVISION of INFRASTRUCTURE 1.0 Purpose To describe OCWA's procedure for reviewing the adequacy of infrastructure necessary to operate and maintain a drinking water system. 2.0 Scope Applies to the West Elgin Water Distribution System 3.0 Responsibility Senior Operations Manager Owner/Municipal Representative(s) (Administrator/Treasurer) 4.0 Definitions Infrastructure—the set of interconnected structural elements that provide the framework for supporting the operation of the drinking water system, including buildings, workspace, process equipment, hardware, software and supporting services, such as transport or communication 5.0 Procedure 5.1 On an annual basis, the Senior Operations Manager conducts a review of the drinking water system's infrastructure to assess its adequacy for the operation and maintenance of the system. 5.2 The output of the review is a summary of capital works recommendations that is submitted to the owner for review and comment. Together with the owner, timelines and responsibilities for implementation of priority items are determined and documented. 5.3 The Senior Operations Manager ensures that results of the review are included as input to the Management Review process. 6.0 Related Documents Minutes of Management Review Capital Works Recommendations 7.0 Revision History Date Revision# Reason for Revision 2013-07-19 0 Procedure issued Ontario Glean Water Agency—West Elgin Water Distribution System Appendix H QP-07 Sampling, Testing and Monitoring Revision 0,2093-07-99 i7roc.: QP-07 GEMS Procedure Issued: 2013-07-19 Rev.#: 0 Ontario Cfean Water R enc Pages: 1 of 2 Reviewed by: Process & Compliance Technician Approved by: Senior Operations Manager SAMPLING, TESTING and MONITORING 1.0 Purpose To describe the procedure for sampling, testing and monitoring for process control and finished drinking water quality. 2.0 Scope Applies to sampling, testing and monitoring at the West Elgin Water Distribution System. 3.0 Responsibility Senior Operations Manager Operations Manager Process &Compliance Technician (PCT) Operators 4.0 Definitions Challenging Conditions— any existing characteristic of the water source or event-driven fluctuations that impact the operational process as identified and listed under the Drinking Water System section in the facility's Operational Plan 5.0 Procedure 5.1 All sampling, monitoring and testing is conducted at a minimum in accordance with SDWA O. Reg. 170103. Adverse water quality incidents are responded to and reported as per SOP#WEDS-01. 5.2 Samples are submitted to an accredited and licensed laboratory according to the facility's sampling schedule. The sampling schedule is maintained by the PCT and is updated as required. All analytical results from laboratory reports are entered/uploaded into PDC. Electronic reports are maintained as per QP-01 Document and Records Control. 5.3 Continuous monitoring equipment is used to sample and test for free chlorine residual at the Rodney Tower. Test results from continuous monitoring equipment are captured by the SCADA system and are reviewed by a certified operator in accordance with the requirements of SDWA O. Reg. 170103. The SCADA system also collects and records information on the following parameters related to process control and drinking water quality: • Rodney Tower level • pH • Distribution system chamber flow rates 5.4 In-house process control activities are conducted on a regular basis by the certified operator(s). Ontario Clean Water Agency—West Elgin Water Distribution System QEMS Procedure:Sampling,Testing and Monitoring Proc.: QP-07 Rev.: 0 Issued:2013-07-19 Page 2 of 2 In-house samples are analyzed following approved laboratory procedures. The results of these activities are recorded on the round sheet and are entered into PDC as necessary. Any adjustments made to process parameters are recorded in the facility logbook. 5.5 Additional sampling, testing and monitoring activities related to the facility's/system's most challenging conditions are included in the existing in-house program as described in this procedure. 5.6 Upstream sampling, testing and monitoring activities take place at the West Elgin Water Treatment Plant. A communication protocol is in place to ensure that the operators of the distribution system are notified by the water treatment plant of any changes in the quality of water supplied to the a distribution system which may require operational adjustments. The West Elgin Water Distribution System relies on the West Elgin Water Treatment Plant to supply the distribution with safe drinking water. 5.7 Sampling, testing and monitoring results are readily accessible to the owner by contacting the Senior Operations Manager or the PCT. As a minimum, owners are provided with an annual summary of sampling, testing and monitoring results through the SDWA O. Reg. 170103 section 11 and schedule 22 reports and through the Management Review process outlined in QP-11 Management Review. In addition, updates regarding sampling, testing and monitoring activities are provided as per the operating agreement and during regular client meetings. 6.0 Related Documents Facility Logbook QP-01 Document and Records Control QP-11 Management Review Laboratory Analysis Reports Section 11 Annual Report Schedule 22 Municipal Summary Report 7.0 Revision History Date Revision# Reason for Revision 2013-07-19 0 Procedure issued Ontario Clean Water Agency—West Elgin Water Distribution System Appendix I QP-08 Measurement and Recording Equipment Calibration and Maintenance Revision 0,2093-07-99 Proc.: QP-08 QEMS Procedure Issued: 2013-07-19 Rev.#: 0 I mom im Ontario Clean Water A enc Pages: 1 of 2 Reviewed by: Process &Compliance Technician Approved by: Senior Operations Manager MEASUREMENT and RECORDING EQUIPMENT CALIBRATION and MAINTENANCE 1.0 Purpose To describe the procedure for the calibration and maintenance of measurement and recording equipment. 2.0 Scope Applies to the measurement and recording equipment for the West Elgin Water Distribution System. 3.0 Responsibility Senior Operations Manager Process & Compliance Technician (PCT) Operators 4.0 Definitions None 5.0 Procedure 5.1 All measurement and recording equipment calibration and maintenance activities must be performed by appropriately trained and qualified personnel or by a qualified third- party calibration service provider (refer to QP-05 Essential Supplies and Services). 5.2 A list of measurement and recording devices and associated calibration schedules is established and maintained a using the automated Work Management System (WMS). 5.3 Calibration and maintenance activities are carried out in accordance with procedures specified in the manufacturer's manual and instructions specified in WMS. 5.4 Any measurement device which does not meet its specified performance requirements during calibration must be removed from service (if practical) until repaired or replaced. The failure must be reported to the Senior Operations Manager as soon as possible so that immediate measures can be taken to ensure that drinking water quality has not been compromised by the malfunctioning device. Any actions taken as a result of the failure are recorded in the facility logbook. The PCT ensures that any notifications required by applicable legislation are completed and documented within the specified time period. 5.5 Calibration and maintenance records and maintenance/equipment manuals are maintained as per QP-01 Document and Records Control. 6.0 Related Documents Facility Logbook WMS Records Calibration/Maintenance Records Ontario Clean Water Agency—West Elgin Water Distribution System QEMS Procedure: Measurement and Recording Equipment Calibration and Maintenance Proc.: QP-08 Rev.:0 Issued:2013-07-19 Page 2 of 2 QP-01 Document and Records Control QP-05 Essential Supplies and Services 7.0 Revision History Date Revision# Reason for Revision 2013-07-19 0 Procedure issued Ontario Clean Water Agency—West Elgin Water Distribution System Appendix J QP-09 Emergency Management Revision 0,2093-07-99 Proc.: QP-09 MM QEMS Procedure Issued: 2013-07-19 Rev.#- 0 Ontario Clean Water A enc Pages: 1 of 2 Reviewed by: Process & Compliance Technician Approved by: Senior Operations Manager EMERGENCY MANAGEMENT 1.0 Purpose To describe the procedure for maintaining a state of emergency preparedness at the facility level under OCWA's Emergency Management Program. 2.0 Scope Applies to potential operations emergency situations or service interruptions identified for the West Elgin Water Distribution System. 3.0 Responsibility Corporate Compliance Group Senior Operations Manager Operations Manager Process & Compliance Technician (PCT) 4.0 Definitions Facility Emergency Plan— a facility level plan for preparedness for operations emergencies that can be managed by plant staff and local resources Emergency Response Plan--a corporate level plan for preparedness for serious operations emergencies 5.0 Procedure 5.1 The Corporate Compliance Group maintains the corporate level Emergency Response Plan and the OCWA template for establishing a plan for facility level emergencies (the "Facility Emergency Plan"template). The Senior Operations Manager (or designate) ensures that a site-specific Facility Emergency Plan is established and kept up-to-date for each facility in the Hub. 5.2 OCWA has established a list of mandatory contingencies for potential emergency situations or service interruptions. These are: • Potential or actual unsafe water • Catastrophic equipment failure that impacts the ability to provide service • Power failure that impacts the ability to provide service • Accidental release that could impact the environment • Critical injury • Critical shortage of staff The Senior Operations Manager (or designate)ensures that a site-specific contingency plan defining the processes for response and recovery is in place for each of the mandatory contingencies (as applicable) and that additional contingency plans to address site-specific risks and hazards are identified and developed. The contingency plans are contained within the Facility Emergency Plan. Ontario Clean Water Agency—West Elgin Water Distribution System QEMS Procedure: Emergency Management Proc.: QP-09 Rev.:0 Issued:2013-07-19 Page 2 of 2 5.3 Each contingency plan must be reviewed at a minimum annually and at least one plan must be tested each year. Training on the Facility Emergency Plan is provided on an ongoing basis. 5.4 Roles and responsibilities for emergency management at OCWA operated facilities are set out in the Facility Emergency Plan under the "Roles and Responsibilities" section. Specific roles and responsibilities related to a particular emergency situation or service interruption, including those of the owner where necessary, are set out in the relevant contingency plan. Additional information on emergency roles and responsibilities may also be contained in OCWA's operating agreements with the municipal owner(s). 5.5 Relevant sections of the Municipal Emergency Plan, which may also contain additional information on emergency roles and responsibilities, are contained in the "Appendices" section of the Facility Emergency Plan and are incorporated into contingency plans when appropriate. 5.6 An emergency contact list is contained within the Facility Emergency Plan and is updated at least annually. Protocols for communication during emergency situations or service interruptions are set out in the individual contingency plans and in OCWA's Emergency Response Plan. 6.0 Related Documents Facility Emergency Plan Emergency Response Plan Municipal Emergency Plan Essential/Emergency Service and Supply Contact List 7.0 Revision History Date Revision# Reason for Revision 2013-07-19 0 Procedure issued Ontario Clean Water Agency—West Elgin Water Distribution System Appendix OP-10 Internal QEMS Audits Revision 0,2013-07-19 Proc.. OP-10 QEMS Procedure Issued: 2013-07-19 Rev.#: 0 Ontario Clean Water Agency Pages: 1 of 2 Reviewed by: Process &Compliance Technician Approved by: Senior Operations Manager INTERNAL QEMS AUDITS 1.0 Purpose To describe the procedure for conducting internal audits at the facility level that evaluate the conformance of OCWA's Quality& Environmental Management System (QEMS) to the requirements of the Drinking Water Quality Management Standard (DWQMS). 2.0 Scope Applies to all activities within the scope of the QEMS implemented at the West Elgin Water Distribution System as documented in the Operational Plan. Note. this procedure does not include the facility's internal compliance audits conducted in accordance with OCWA's Internal Audit Program. 3.0 Responsibility Senior Operations Manager Corporate Compliance Group Process & Compliance Technician (PCT) 4.0 Definitions Infernal QEMS Audit- a systematic and documented internal verification process that involves objectively obtaining and evaluating documents and processes to determine whether a quality management system conforms to the requirements of the DWQMS Internal Auditor- person with skills, training and/or experience to conduct an internal audit Nonconformity- non-fulfillment of a requirement 5.0 Procedure 5.1 The Senior Operations Manager ensures that an internal QEMS audit is conducted for the facility at least once every 12 months by personnel with adequate skills, training and/or experience. 5.2 In consultation with Operations, OCWA's Corporate Compliance Group establishes the audit criteria and develops the internal audit protocol to be used by the facility's auditor(s). Protocol questions are designed to encompass all of the requirements of the DWQMS. Additional information is included in the protocol to provide clarification on the purpose and application of the requirement. The protocol is reviewed annually and updated as necessary by the Corporate Compliance Group. 5.3 The auditor(s) reviews the facility's approved policies and procedures, the results of previous internal and external QEMS audits, the status of corrective and preventive actions and other QEMS-related documentation prior to the audit. 5.4 The auditor(s)follows the audit protocol and engages in activities that may include asking questions, observing operations and reviewing documents and records. Non- conformities with reference to specific documents and details are recorded on the audit protocol along with any additional comments and suggestions. Ontario Clean water Agency—West Elgin Water Distribution System QEMS Procedure:Internal Audits Proc.: QP-10 Rev.:0 Issued:2013-07-19 Page 2 of 2 5.5 Upon completion of the final audit report, the auditor(s) reviews the results and identified nonconformities with the Senior Operations Manager. The audit report and supporting documentation are filed by the QEMS Representative and retained as per QP-01 Document and Records Control. 5.6 When a nonconformity is identified through the internal audit process, an action plan to rectify the issue is developed by the QEMS Representative, specifying responsibility and a target date for resolution. The Senior Operations Manager or designate monitors progress of the action plan related to the identified nonconformity until it is fully resolved. The QEMS Representative ensures that any necessary revisions to QEMS procedures and policies are completed and communicated to relevant facility personnel. 5.7 The QEMS Representative ensures that results of the audit are included as input to the management review process. 6.0 Related Documents Internal Audit Protocol Audit Reports Action Plans QP-01 Document and Records Control 7.0 Revision History Date Revision# Reason for Revision 2013-07-19 0 Procedure issued Ontario Clean Water Agency—West Elgin Water Distribution System Appendix L QPm11 Management Review i Revision 0,2013-07-19 Proc.: QP-11 QEMS Procedure Issued: 2013-07-19 am Rev.#: 0 Ontario Clean Wafer Agency Pages: 1 of 2 Reviewed by: Process & Compliance Technician Approved by: Senior Operations Manager MANAGEMENT REVIEW 1.0 Purpose To describe the procedure for conducting a Management Review of the Quality & Environmental Management System (QEMS) at the facility level. 2.0 Scope Applies to the review of the QEMS implemented for the West Elgin Water Distribution System. 3.0 Responsibility Top Management (facility level): • Senior Operations Manager • Operations Manager Other Management Review Participants: • Process & Compliance Technician (PCT) • Regional Compliance Advisor (as required) 4.0 Definitions Management Review-- a formal (documented) meeting conducted at least once every 12 months by Top Management to evaluate the continuing suitability, adequacy and effectiveness of OCWA's Quality& Environmental Management System (QEMS) 5.0 Procedure 5.1 The Senior Operations Manager determines a suitable frequency for Management Review meetings for the drinking water system. As a minimum, reviews must be conducted at least once every 12 months. Management Reviews for more than one drinking water system may be conducted at the same meeting provided the systems belong to the same owner and the considerations listed in section 5.2 below are taken into account for each individual system and documented in the Management Review meeting minutes. 5.2 The standing agenda for Management Review meetings is as follows: a) Incidents of regulatory non-compliance, b) Incidents of adverse drinking water tests, c) Deviations from critical control limits and response actions, d) The efficacy of the risk assessment process, e) Internal and third-party audit results, f) Results of emergency response testing, g) Operational performance, h) Raw water supply and drinking water quality trends, i) Follow-up on action items from previous Management Reviews, j) The status of management action items identified between reviews, k) Changes that could affect the QEMS, Ontario Clean Water Agency—West Elgin Water Distribution System QEMS Procedure: Management Review Proc.: QP-11 Rev.: 0 Issued:2013-07-19 Page 2 of 2 I) Consumer feedback, m)The resources needed to maintain the QEMS, n) The results of the infrastructure review, o) Operational Plan currency, content and updates, and p) Staff suggestions. The QEMS Representative coordinates the Management Review and distributes the agenda with identified responsibilities to participants in advance of the Management Review meeting along with any related reference materials. 5.3 The Management Review participants review the data presented and make recommendations and/or initiate action plans to address identified deficiencies as appropriate. 5.4 The QEMS Representative ensures that minutes of and action plans resulting from the Management Review meeting are prepared and distributed to the appropriate OCWA management (including the Regional Manager) and personnel and the owner/municipal representative(s). 5.5 The Senior Operations Manager or designate monitors the progress and documents the completion of action plans resulting from the Management Review. 6.0 Related Documents Minutes and action plans resulting from the Management Review 7.0 Revision History Date Revision# Reason for Revision 2013-07-19 0 Procedure issued Ontario Clean Water Agency-West Elgin Water Distribution System 4 Appendix MOE's Director's Directions Minimum Requirements for Operational Plans — Schedule "C" Revision 0,2013-07-19 E E O o m Q O ® E m � �E O 2 _ z r r - W 0') 0') LM 0 0 '0 U a) © Q N N Q E co � LO U (n 7+ U OD LO L Z M LO m 4a ° C w I N L— N Q (D a) rn ca L. 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