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December 19, 2013 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING DECEMBER 19, 2013 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A10) November 28, 2013 Council BUSINESS ARISING FROM MINUTES DELEGATIONS 11:45 a.m. Public Meeting —Zoning Amendment— Lot 19, Concession 12 (Vanderploeg Farms) (B1 & C10a) REPORTS (C1-C11) 1. ROADS a) *Monthly Report b) *Report re: Electronic Reporting for Municipal Vehicles 2. RECREATION/EMERGENCY MANAGEMENT a) *Monthly Report 3. WATER DISTRIBUTION SYSTEM a) *Monthly Report 4. WASTEWATER December 19, 2013 ............. Page 2 S. BUILDING a) Monthly Report 6. BY-LAW ENFORCEMENT a) *Monthly Report 7. DRAINS a) *Quotation for Drain Maintenance - Lay Drain b) *Quotation for Drain Maintenance - McMaster Drain c) *Quotation for Drain Maintenance-Valentine Drain d) Drainage Apportionment-Jeffrey Drain (Ripley) 8. WEST ELGIN PRIMARY SYSTEM 9. ADMINISTRATION a) *Report re: Asset Management Plan b) *Report re: Household Hazardous Waste Day - 2014 c) *Report re: Cash-in-Lieu d) *Report re: Amendments to Stewardship Ontario Agreement e) *Report re: Small, Rural and Northern Municipal Infrastructure Fund Capital Program - Application Submission f) *Report re: Unemployment Insurance Premiums g) *Report re: Portable Toilets at Crossroads Country Market and Gas Bar h) *Announcement re: Financial Assistant position 10. PLANNING a) *Report re: Amendment to Zoning By-law- Vanderploeg Farms b) *Report re: Planning Position -West Elgin, Dutton/Dunwich & Southwold 11. ACCOUNTS December 19, 2013 ............. Page 3 CORRESPONDENCE (D1 — D) COUNCIL CONSIDERATION — ACTION RECOMMENDED: 1.* Linda LaPlante — letter inquiring of any licensing requirements for a tax business in the municipality; 2.* Township of Killaloe, Hagarty & Richards - request for support of a resolution to limit Industrial Wind Turbine Projects; 3.* Elgin Group Police Services Board — letter updating O.P.P. estimate for 2014; 4.* Municipality of Trent Hills — letter supporting revisions to the Development Charges Act, 1997; 5.* Municipality of McDougall — request support of a resolution regarding OPP new billing model; 6.* Township of the Archipelago — request support of a resolution regarding OPP new billing model; 7.* Township of Limerick— request support of a resolution regarding the Ontario Provincial Police new billing model; 8.* Tay Valley Township — request support of a resolution regarding OPP Billing Reform; 9.* Lower Thames Conservation Authority— 2014 preliminary budget; 10.* Prescott, Russell re: Amendment to the Aggregate Resources Act for peat-moss extraction; 11.* John Bakker— request to use West Elgin Complex; 12.* Township of Mulmur— request for support of a resolution regarding prior years' assessing of properties; 13.* Town of Fort Francis — support for proposed billing model for policing services; 14.* Tay Valley Township — OPP billing reform; 15.* Town of Stratford — request for support of a resolution regarding province- wide standards for keeping of exotic animals; RECOMMENDED TO ACCEPT & FILE: 16. AMO • Watch file — November 14, 2013; • 2014 OMPF Allocations Announced; • Resolution on Fixing Canada's Housing Crunch; • Watch file — November 21, 2013; • Blue Box program; • Report — November Board Meeting; • New Child Care Legislation Introduced; • Watch file— November 28, 2013; • Watch file -- December 5, 2013; • Watch File — December 12, 2013; • Two Matters of Significance for All Municipal Governments December 19, 2013 ............. Page 4 17. Ministry of Citizenship and Immigration — invitation to participate in the 2014 Volunteer Service Awards; 18. Ministry of Finance — announce Ontario Municipal Partnership Fund & program allocations for 2014; 19. Lower Thames Valley Conservation Authority — 2013 Annual Report; 20. Canadian Association of Fire Chiefs -- membership fee; 21. Union Gas --- Notice of Application to the Ontario Energy Board; 22. Ministry of Citizenship and Immigration — nomination for the Ontario'Medal for Young Volunteers; 23. Autism Ontario - Raise the Flag campaign; BY-LAWS: By-law No. 2013-78 Zoning Amendment— Kopriva By-law No. 2013-83 Amending By-law 2012-50 — Pongracz Drain By-law No. 2013-85 Drain Maintenance By-law No. 2013-86 Zoning Amendment—Vanderploeg Farms By-law No. 2013-87 Amending agreement with Stewardship Ontario By-law No. 2013-88 Debenture By-law MINUTES (E1-E4) *Four Counties Transportation Services — September 24, 2013 *West Elgin Arena Board Minutes — October 8, 2013 *Tri County Management Committee — October 28, 2013 *West Elgin Arena Board Minutes — November 12, 2013 NOTICE OF MOTION (F) OTHER BUSINESS (G1 -G3) 1. Committee Appointments 2. Council announcements 3. Closed session — personnel * Information enclosed December 19, 2013 ............. Page 5 CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: January 9, 2014 Council January 10, 2014 Special Council — New Zoning By-law January 23, 2014 Council Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act(MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Municipality to remove it. Questions about the collection of personal information may be directed to the Clerk. MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS NOVEMBER 28,2013 PRESENT Mayor Bernie Wiehle Councillors Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT Scott Gawley, Administrator/Treasurer Norma Bryant, Clerk Ted Halwa, Planner Gary Blazak, Consulting Planner CALL TO ORDER The Mayor called the meeting to order at 9:30 a.m. DECLARATION OF PECUNIARY INTEREST None were declared ADOPTION OF AGENDA RES. N0. 1 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin approves the agenda for November 28,2013 as printed and circulated. DISPOSITION: Carried APPROVAL OF MINUTES RES. NO. 2 Moved by Aldred Seconded by Leatham RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: November 14, 2013 Council November 14, 2013 Committee of Adjustment— 173 Harper Street (Russell) November 14, 2013 Public Meeting—Zoning Amendment (Ripley) With amendment to Committee of Adjustment minutes on page 1, not Norm Miller, should be Russell DISPOSITION: Carried SUBJECT: RELOCATION OF FRENCH IMMERSION SCHOOLING The Mayor presented a letter addressed to the Thames Valley District School Board objecting to the relocation of French immersion students from St.Thomas to Strathroy. Council agreed that the letter should be sent. BUSINESS ARISING FROM MINUTES DELEGATIONS November 28, 2013 .....Page 2 of 10 PLANNING 1. Report re: Prol2osed Severance—571419 Ontario Ltd.-(M Miller Also present: Mike Miller, Brad Bandeen RES. NO. 3 Moved by Leatham Seconded by Miller RESOLVED that the report from Monteith Brown re: Proposed Severance—571419 Ontario Ltd. (M Miller) be received. DISPOSITION: Carried 2. Report re: Proposed Severance—Lot 19. Concession 11 (Gordon) Also in attendance: Brenda&John Gordon RES. NO.4 Moved by Miller Seconded by Aldred RESOLVED that the report from Monteith Brown re: Proposed Severance—Brenda&John Gordon be received; FURTHER that Council supports the proposed severance with the rezoning of the conveyed parcel to no further residential being allowed AND retained parcel be rezoned to allow a residential dwelling. DISPOSITION: Carried 3. Kopriva Zoning Amendment The Planner reported that they are working with the Ministry of Transportation to define the uses that would be permitted on the property. They are now in a position to draft the by-law. 4_Hibernia Winery Site Plan The Planner reported that the Conservation Authority has requested more detail on the plan. 5. New Zoning By-law A special meeting was schedule for January 161h at 9:30 a.m. to review the draft of a new zoning by-law. Copies will be provided to Council as soon as possible. Mr. Halwa left the meeting REPORTS 1. ROADS 2. RECREATIONIEMERGENCY MANAGEMENT 3. BUILDING 4.WATER 43 November 28, 2013 .....Page 3 of 10 RES. NO. 5 Moved by Aldred Seconded by Leatham RESOLVED that the November 2013 Operations Report for the West Elgin Distribution System be received. DISPOSITION: Carried 6. BY-LAW ENFORCEMENT 6. DRAINS a) Drainage Apportionment—Schleihauf Drain (Vanderploeg Farms) RES. NO. 6 Moved by Miller Seconded by Aldred RESOLVED that the Council approves the agreement on share of drainage assessment on the Schleihauf Drain as requested by Vanderploeg Farms under Section 65(6) of the Drainage Act. Concession 9 Pt, Lot 16 1949 Report Original Assessment New Assessment 39.5 AC. 38.953AC. 1.047AC Benefit-$90.00 Benefit-$85.00 Benefit-$5.00 Outlet- $126.00 Outlet-$123.00 Outlet-$3.00 1967 Report Original Assessment New Assessment 39.5AC 38.453AC 1.047AC Benefit-$315.00 Benefit-$300.00 Benefit-$15.00 Outlet- $87.00 Outlet-$85.00 Outlet-$2.00 DISPOSITION: Carried 7. WEST ELGIN PRIMARY SYSTEM 8.ADMINISTRATION a) Report re: Hours of Work—Polic y Revision RES. NO. 7 Moved by Aldred Seconded by Miller RESOLVED that the report from the Administrator/Treasurer re: Hours of Work—Policy Revision be received; AND that the necessary by-law be brought forward. DISPOSITION: Carried b) Report re: Insurance Renewal RES. NO. 8 Moved by Leatham Seconded by Aldred RESOLVED that Council accept the insurance renewal from Frank Cowan Company Limited for the 2013/2014 period for a premium of $156,630 with $15,000 deductible. DISPOSITION: Carried November 28, 2013 .....Page 4 of 10 C) Report re: Discharge of Lien RES. NO. 9 Moved by Aldred Seconded by Miller RESOLVED that the report from the Clerk re: Discharge of Lien be received; AND that the necessary by-law be brought forward. DISPOSITION: Carried d) Re ort re: 231 Graham Road RES. NO. 8 Moved by Leatham Seconded by Miller RESOLVED that Council accept the estimate from Upper Canada Housefitters as a sole source to gut interior and clean up 231 Graham Road in the amount of$19,000 plus taxes. Tipping fees to be based on actual invoices. Cost to be shared 50150 with the Core Group. DISPOSTION: Carried 9.ACCOUNTS RES. N0.11 Moved by Aldred Seconded by Leatham RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#11A amounting to $280,913.29 in settlement of General, Road,Water, and Arena Accounts (including cheques#15554-15635) DISPOSITION: Carried CORRESPONDENCE: 1. Rem! Begin re: Seaside Pub 2. County of Elgin Land Division Committee—Application for Consent (Fleming) RES. NO. 12 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application 76113 applied for by Harvey Alexander Fleming In accordance with Section 10.4.2 of the Municipality of West Elgin Official Plan, Council supports application E76113 subject to the following conditions: 1, Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments 3. That a 0.3 metre reserve or equivalent from the existing lot (lot which the lands are being conveyed to) be dedicated to the municipality 4. Two copies of the registered reference plan are submitted to the satisfaction of the municipality 5. Taxes to be paid in full AND FURTHER the Elgin County Land Division Committee be requested to include the following conditions to which the LDC would certify are satisfied; 45 November 28, 2013 .....Page 5 of 10 RES. NO. 12 cont'd • That the lands being conveyed are merged in the same name and title as the lands to which they are being added • That Section 50(3)of the Planning Act shall apply to any future transactions or conveyances on the subject lands. DISPOSITION: Carried 3. County of Elgin: Land Division Committee—Application for Consent (Lupsor) RES. NO. 13 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application E77/13 applied for by Roger and Paul Lupsor. In accordance with Section 6.3 (Hamlets) of the Municipality of West Elgin Official Plan, Council supports application E77/13 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 water and/or sewer connection fees, if applicable 5. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement. 6. 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 7. Taxes to be paid in full DISPOSITION: Carried 4. Karen Kendrick—2013 Western Elgin Community Expo 5. Municipality of Southwest Middlesex—Four Counties Health Services Adult Day Program Allocation RES. NO. 14 Moved by Leatham Seconded by Miller RESOLVED that Council of the Municipality of West Elgin strongly supports the comments contained in correspondence dated October 15,2013 from Todd Stepanuik, President and CEO of Middlesex Hospital Alliance regarding the l=our Counties Health Services Adult Day Program Allocation. DISPOSITION: Carried 6. Optimist Club of West Lorne—request to support road closure for Santa Claus parade RES. NO. 15 Moved by Aldred Seconded by Miller RESOLVED that Council of the Municipality of West Elgin supports the request of the Optimist Club of West Lorne to close Graham Road from Gilbert Street to entrance to West Elgin Secondary School on Friday November 29�h, 2013 from 7:00 p.m. to 8:00 p.m. for the West Lorne Santa Claus parade. DISPOSITION: Carried November 28, 2013 .....Page 6 of 10 7. London District Catholic School Board—Facility Partnership Opportunity, 8. Sequin Township—request for Province of Ontario to step in and abolish OPP new billing model for Police Services RES. NO. 16 Moved by Leatham Seconded by Miller RESOLVED that the above correspondence items 1,4, 7 and 8 be received and filed. DISPOSITION: Carried PLANNING Mr. Blazak joined the meeting 6. Report re: Port Glasgow Parking By-law RES. NO, 17 Moved by Leatham Seconded by Miller RESOLVED that the report from Gary Blazak re: Port Glasgow Zoning By-law—parking be received. DISPOSITION: Carried 7. Report re: Seaside Tourist Commercial Application RES. NO. '8 Moved by Aldred Seconded by Miller RESOLVED that the report from Gary Blazak re: Seaside Tourist Commercial Application be received. DISPOSITION: Carried Mr. Blazak left the meeting. BY-LAWS 1. By-Law No..2013-74—Amend Newtens Drain By-law RES, NO. 19 Moved by Aldred Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to amend By-law No. 2011-64 providing for the construction of the Newtens Drain and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 20 Moved by Miller Seconded by Aldred RESOLVED that a By-law to amend By-law No. 2011-64 providing for the construction of the Newtens Drain be now read a third time and finally passed, signed,sealed and numbered By-law Number 2013-74—Amend Newtens Drain By-law DISPOSITION: Carried November 28, 2013 .....Page 7 of 10 2. By-law No. 2013-75—Amend Kalita-Pfeifer Drain By-law RES. NO.21 Moved by Miller Seconded by Leathern RESOLVED that the mover be granted leave to introduce a By-Law to amend By-law No. 2011-38 providing for the construction of the Kalita-Pfeifer Drain and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.22 Moved by Leathern Seconded by Miller RESOLVED that a By-law to amend By-law No. 2011-38 providing for the construction of the Kalita-Pfeifer Drain be now read a third time and finally passed,signed, sealed and numbered By-law Number 2013-75—Amend Kalita-Pfeifer Drain By-law DISPOSITION: Carried 3. By-law No. 2013-77—Agreement with OCWA RES. NO. 23 Moved by Aldred Seconded by Leathern RESOLVED that the mover be granted leave to introduce a By-Law to authorize the execution of an agreement between the Municipality of West Elgin and the Ontario Clean Water Agency for the operation of the water treatment plant and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 24 Moved by Leathern Seconded by Aldred RESOLVED that a By-law to authorize the execution of an agreement between the Municipality of West Elgin and the Ontario Clean Water Agency for the operation of the water treatment plant be now read a third time and finally passed, signed, sealed and numbered By-law Number 2013-77—Agreement -OCWA DISPOSITION: Carried 4. By-law No. 2013-78—Amend Human Resources Polic RES, NO.25 Moved by Aldred Seconded by Leathern RESOLVED that the mover be granted leave to introduce a By-Law to amend Human Resources Policy and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 26 Moved by Miller Seconded by Leathern RESOLVED that a By-law to amend Human Resources Policy be now read a third time and finally passed, signed, sealed and numbered By-law Number 2013-78—Amend HR-4.2 DISPOSITION: Carried November 28, 2013 .....Page 8 of 10 5. ay-law No. 2013-79—A regiment with Intech Clean Ene[gy RES. NO. 27 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to authorize the execution of an agreement between the Municipality of West Elgin and Intech Clean Energy Inc. and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.28 Moved by Aldred Seconded by Leatham RESOLVED that a By-law to authorize the execution of an agreement between the Municipality of West Elgin and Intech Clean Energy Inc. now read a third time and finally passed, signed, sealed and numbered By-law Number 2013-79—Agreement -Intech Clean Energy(Second Street) DISPOSITION: Carried S. By-law No. 2013-80—Discharge of Lien RES. NO. 29 Moved by Aldred Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to authorize the discharge of a lien and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 30 Moved by Miller Seconded by Leatham RESOLVED that a By-law to authorize the signing of discharge of a lien be now read a third time and finally passed, signed, sealed and numbered By-law Number 2013-80—Discharge Lien DISPOSITION: Carried 7. By-law No. 2013-B1 —Purchase of Land RES. NO. 31 Moved by Miller Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By-Law to authorize the signing of signing of documents or the purchase of land from Marcel&Attie De Wit and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 32 Moved by Leatham Seconded by Miller RESOLVED that a By-law to authorize the signing of documents for the purchase of land from Marcel&Attie De Wit be now read a third time and finally passed, signed, sealed and numbered By-law Number 2013-81 —Purchase of Land (De Wit) DISPOSITION: Carried November 28, 2013 .....Page 9 of 10 8. By-law No. 2013-82—Zone Amendment—Port Glasgow parking RES. NO. 33 Moved by Miller 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 add zoning regulations pertaining to parking in the Port Glasgow waterfront area and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 34 Moved by Leatham Seconded by Miller RESOLVED that a by-law to amend The Township of Aldborough Zoning By-law No. 90-50 to add zoning regulations pertaining to parking in the Port Glasgow waterfront area shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2013-82—Zone Amendment —Port Glasgow parking DISPOSITION: Carried MINUTES NOTICE OF MOTION OTHER BUSINESS CLOSED SESSION RES. No. 35 Moved by Aldred Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • Security of the property of the municipality or local board (M.A. s.239(2)(a); • Personal matters about an identifiable individual (M.A. s.238(2)(b); • Labour relations or employee negotiations(M.A. s.239(2)(d) DISPOSITION: Carried RES. NO, 36 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 had been given to staff regarding employee matters. November 28, 2013 .....Page 10 of 10 CONFIRMING BY-LAW RES. NO.37 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on November 28!h 2013 and this shall be the first and second reading and provisional adoption thereof DISPOSITION: Carried RES. NO.28 Moved by Aldred Seconded by Leatham RESOLVED that a By-law to confirm the proceedings of the meeting held on November 28th,2013 be now read a third time and finally passed, signed, sealed and numbered Confirming By-law Number 2013-84 dated November 28, 2013 DISPOSITION: Carried ADJOURNMENT RES. NO.39 Moved by Aldred Seconded by Miller RESOLVED that this Regular Meeting of Council shall adjourn at 12:32 pm to meet again on December 19, 2013. DISPOSITION: Carried These minutes were adopted on the 19�"day of December, 2013 Mayor Clerk MUNICIPALITY OF WEST ELGIN NOTICE OF PUBLIC MEETING ZONING BY-LAW AMENDMENT Vanderploeg Farms Limited 24A76 Marsh Ling DATE &TIME: 11:45 a.m.Thursday, December 19th, 2013. LOCATION: West Elgin Municipal Building-22413 Hoskins Line north of the Village of Rodney. PURPOSE: To consider a proposed amendment to the Zoning By-law for the purposes of disposing a surplus farm dwelling. The proposed amendment would change the zoning of the lands lying on the north side of Marsh Line west of Graham Road (County Road No. 76) from the Agricultural (Al)Zone to the Special Agricultural (A2)Zone and to a `site-specific' Agricultural (Al 4)Zone. The amendment would also fulfill a condition imposed by the County of Elgin Land Division Committee in granting Application for Consent E46113 to dispose the surplus farm dwelling situated on the lands. The lands proposed to be rezoned Special Agricultural (A2) comprise an area of 4,240 square metres (1.0 acres), a frontage of 80 metres (262 ft) and a depth of 53 metres (174 ft). The parcel is occupied by a single unit dwelling (erected 1950), detached garage and a barn. No change in use is proposed. The lot would satisfy the minimum lot area, maximum lot area and minimum lot frontage requirements (4,000 sq. m, 1.0 he and 50 m respectively) of the A2 zone. All other requirements are capable of being satisfied. Permitted uses of the A2 zone include a single unit detached dwelling, bed and breakfast establishment, home occupation, agricultural use as an accessory use, dog kennel and an accessory use. The lands proposed to be rezoned 'site-specific' Agricultural (A14) comprise an area of 15.8 hectares (39 ac), a frontage of 520 metres (1,706 ft) and a depth of 230 metres (755 ft). The parcel is occupied by several barns and a silo and has been cleared for agricultural purposes. No change in use is proposed. The lot would satisfy the minimum lot frontage requirement (150 m) but would have less than the minimum lot area requirement (19 he) of the Al zone. The`site-specific' (i.e. A114) zoning would prohibit a dwelling on the lands being erected in the future as stipulated by the PPS and the Municipality of West Elgin Official Plan, as well as permit the deficiency in lot area. The subject lands are designated 'Agricultural' in the Municipality of West Elgin Official Plan. ANY PERSON may attend the public meeting and/or make a written or verbal representation either in support of, or in opposition to, the proposed amendment. IF A PERSON OR PUBLIC BODY that files an appeal of a decision of the Council of the Corporation of the Municipality of West Elgin in respect of the proposed zoning by-law does not make oral submissions at a public meeting or make written submissions to the Council of the Corporation of the Municipality of West Elgin before the proposed zoning by-law is adopted, the Ontario Municipal Board may dismiss all or part of the appeal. ADDITIONAL INFORMATION relating to the proposed amendment is available between 9:00 a.m, and 4:00 p.m. at the Municipal Once or from the Municipal Planner, Mr. Ted Halwa, at(519) 686-1300(London, Ontario). THE information and material required under Sections 34(10.1)and 34(10.2)of the Planning Act have been provided and this shall serve as sufficient notice of same under Section 34(10.4)of the Act. DATED AT RODNEY this �1�1 day of November, 2013. Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Norma Bryant Rodney, Ontario Clerk NOL 2CO Telephone: (519) 785-0560 Fax: (519) 785-0644 Email: nbryant @westelgin.net ZONING BY-LAW AMENDMENT Vanderploeg Farms Ltd. 24676 Marshl-ine Municipality of Pt Lot 16, Concession IX WEST ELGIN Municipality of West Elgin KEY MAP ZONING BF A4 AGRICULTURAL BEATTIE LINE L T 16 Az SPECIALAGRICULTURAL FLEMING LINE o 15.8 ha s Al 1 GIBE LINE o (39 ac) % 1 I I � ofd O Clachan IOHNSTON LINE Q Ifl 6 A B 1 2 3 q 5 6 7 8 9 1411 12 13 MCLEAN LINE m MAR H L �E IV t�B D Am{2l 62 ft 4,24Q m y KINTYRE LINE o z } (1.0 ac) z x g V W U = MCDOUGALL LINE A' . *°N►E HWY401 VI HOSKINS LINE LANDS TO BE RE-ZONED SPECIAL AGRICULTURAL(A2) V!&Vkl DOWNIE LINE 103 �J LANDS TO BE RE-ZONED'SITE-SPECIFIC' AGRICULTURAL(A1-#) VII Rodney Metres 104 MCMILLAN LINE QUEENS 0 50 100 200 300 400 VIII West Lorne PIONEER LINE 2 IX B C D 1 2 3 4 5 6 7 8 9 10 11 12 13 14 16 18 19 20 21 22 23 124 MARSH LINE W ❑ x SUBJECT LANDS Y76 I HOMSON LINE O PZ O Q O 5 w XI Y SILVER CLAY LINE i Un m Z Y XII New Glasgow Eagle 3 TALBOT LINE xul Port GRAY LINE xiV Glasgow LAKE ERIE 1:100,OOfl 2,900 1,450 0 2,900 Metres Monte+ith•8rown Jf � plalnning consuJtaerits The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: December 19, 2013 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for November, 2013 DISCUSSION 1. Fall grading of gravel roads was completed by month's end but proved challenging due to frequent rainfall. The recent cold has helped firm up gravel surfaces and left them in good shape for the winter months. 2. Catch basins were cleaned on county roads 2, 3, 76, 103 and 104. 3. All curb and gutter was swept in Rodney, West Lorne, New Glasgow, Eagle and Clachan. 4. Removal of dead trees began this month at various points around the Municipality. 5. Staff finished preparing/testing the remaining winter equipment. 6. 7 winter events were recorded in November with the first snowfall taking place on Remembrance Day. 7. Lee, Alan, Chad and Russell completed the Surface Miner's course which is administered by the Ministry of Training, Colleges and Universities. All employees working at West Elgin's gravel pit require this specialized training which covers safety and operational issues. Respectfully Submitted, Reviewed by, L. Lee Gosnell R.1co Gawle , C.G.A. Public Works Superintendent Administrator/Treasurer , � OF Q P N Q � p . 7� 198E.�y The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: December 19, 2013 SUBJECT: Electronic Reporting for Municipal Vehicles RECOMMENDATION: THAT Council approves the purchase of GPS technology from lowest bidder Accent Electronic Controls Inc. for$16,396.00 AND further,the purchase be allocated from the 2014 budget. INTRODUCTION: During recent years,Ontario Municipalities have seen a steady increase in the number of liability based lawsuits. Furthermore, courts continue to award large settlements which exceed the Municipality's actual responsibility. Although we cannot prevent these types of claims from being brought against us, there are ways we can prepare ourselves for a sound defence. DISCUSSION: GPS technology has been used successfully by MTO, surrounding Municipalities and private contractors in the industry for many years. There are two types of systems which can be utilized. "Live" GPS provides real time information as to the location and activity, such as spreader on/off or plow up/down, of the selected vehicle at any given moment in the day. These systems use air time (much like a cell phone) and come with a substantial yearly operating cost. "Passive" GPS tracks and records the information, storing it on-board until the unit returns to the shop. Once in the yard, the information is then downloaded by means of a wireless connection. From there, the user can generate maps and reports regarding any daily maintenance activity performed by the unit in question. Unlike "Live" GPS, there is no yearly airtime fee required. Based on number of vehicles and difference in yearly operating cost, it has been decided that Passive GPS would best suit a Municipality of West Elgin's size. This system is already being used in other local municipalities such as Southwold and Dutton/Dunwich, where users rate it highly in key areas such as simplicity, cost efficiency and accuracy of data collected. Three quotes of$16,396.00, $17,945.00 and $40,945.00 were received for supply of a similar"passive" style system. The quoted price of$16,396.00 (plus HST) from Accent Electronic Controls will cover software and all associated hardware to provide GPS for the following — Pickup 1 Truck 7 Pickup 3 Truck 8 Pickup 4 Truck 9 Pickup 15 Truck 11 Grader 1 Truck 12 Grader 2 Truck 17 Once approved, hardware would be available for installation within 5— 10 days and a company representative will be on hand to train staff and install all necessary software. Vehicles can be added to the system at any time, simply by purchasing extra hardware and installing it into the unit. No additional software or setup flees are required. An $800.00 annual fee will be charged which covers software maintenance and updates, as well as 24 hour technical support. Note—All data collected becomes sole property of West Elgin and will be stored electronically by the Municipality. Although GPS technology cannot prevent lawsuits, it can provide us with one more level of credibility in our defence. Electronic confirmation of key components, such as timelines and site specific maintenance activities, has proven to be invaluable in the battle against today's liability claims. Respectfully Submitted, Reviewed by, Lee Gosnell Scott Gawl y, G.A. Public Works Superintendent Administrator/Treasurer F � a m m � � x N E a �c� m :a oz °O $g °O, °o $ S O o° °o o Q� F9 g88 cj o a O is si n CL Z LL In z w O O z� [- a . C5 � P re r °a .2 2 P- y os : °W o z q�x IN z4 Lb N F� O O J ul lY 0 y a F p c 7 W W X LLI ts�� ° v momFm m m [� 2 RR m 2 2 A �Z�Z 4 2 2 Z a q __ _ E E4IE L g# g' !LW W .' m U p fL-R m E m e :912 E m �+ -�p^p -5 QA �r,� EE, a Lu m a gib 2 �W m� ma$�E z- av '8� � C.) s D'o o oE c c�g¢�Q 4mzmme E 12 o mTm m � €E�+%� m EE' I V= "l �.mLm�c �. ,. s � JGA o 2. °8 st ..N c wmO M AM m`m� Wm ��m ��R-2a a£� mN EE Mimi $iw �o mc� f4`] �2 Mimi -� � �4�. �� .� ��.,L 112-mr�D �SE��'� Cam910�'0 � H€�mym ,Q �`m ? Z B Om�g � ag$` Dew H-c 1A-a11H a 15 Q ,pa 2 "m'GoE a Em, EmRg,°n -_E �a� 4 comic Qu��@ mZ 1 m Q ° m �o E J N E2Eo a'g , c LL Og 119 r 10 Pl- rva 3r a'C�U°�n�.$'� m m"� V�ai t°v�, N N a if m N m y _ m yN ToD° �E AT W ym m E $ E 'nroq o BwW wn.mo ids yyyQ�� s am m roc g a5i�� °�� ay mo 8 w�$W 3cu �E A �,d�E�E yeya E QJ�a n�c a m Cp m �C O o a W =9 ,ya ffi Q L)Q 3 �c o $E $ ¢wzLmZ DEE.Es+ 12 A m eok 'EE �2$m mmES�e-c • �_ �� ,� � �-�m�E '�S�°V..o�$aES4t��m d� �°tmW E�-E� D--f 8 m 'tom m c 98t(nlr�° ._` a ' V 3°m,�mmm� `° 1 y €ca''. H E E m D �' �Oar�i3i �D '� 4' � U E V mm omits D I E m G tea. o Z'amn8. n-uy�., m ro cog �c` (] fA.. DOWa�� pp e#!' Q`o (y^cyL� T d8 $ gEgSSA Ommg"$ °°c aoS cE4 W-612 m°3$.3E ms g�mAo'°�'gyS 2 m h mm f¢G c@ eO°e 1 w m W oE° +�PcEc m-`.oget�g p6F�WQc r i _ `m� 2 w" � gig- m>c, - $e H �°Kjro cda o ¢� ai amio�,mu �¢ �$a o L mm E> LLz c � E ac E cvUI- F �fV vi Pv Vrr+�G The 9wUnicipaCaty of West E1 in To:The Council of the Municipality of West Elgin From: Recreation Superintendent Jeff Slater Date: December 19 2013 Subject: Recreation Monthly report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for the Recreation department: DISCUSSION: The West Elgin Arena is operating as Intended with few mechanical problems. • The renovations at Recreation Center are complete, except for the rekeying of the facility.We however are having some challenges with the new heating system, not that it isn't working,just trying to find and moderate temperature that suits most of the users.Three of the shuffle board courts have been reinstalled, the fourth sometime this week,"these shuffleboard courts as in the past are being damaged by the hockey group dragging the hockey nets across them,we are currently looking into acquiring lighter nets or possibly a cart to prevent the hockey players from dragging the nets across the floor.on the weekend of December 15 2013 the front window In the door was kicked in/broken and is being replaced.The rekeying of the center will take place In early 2014. Also slated for 2014 is the installation of sound barriers to help improve the sound quality in that facility. • The Rodney Kiwanis has expressed an interest in helping with the renovation of the Grandstand in Rodney, Meetings are being arranged with the Kiwanis regarding the Grandstand and Joss Bush. These meetings are being scheduled for the early part of 2014 so they can be considered in the 2014 budget. • A report regarding the Blue Flag Accreditation will be fourth coming including the development of a"Beach Committee".The Blue Flag Committee is meeting in February to consider candidate beaches. • The sidewalk plowing/inspection program has started as per by-law. Respectfully Submitted, Reviewed By, Jeff Slater Scott Gawley,C.G. Recreation Superintendent Administrator Treasurer ' ; 1 ' ,J West Elgin Distribution System Operations Report November 2013 nH 4: Prrt�>ik t' 1 JIe L t i I i� ci Y � l i �k"An�;,u r•I� J I { �M LI��d d � off r Submitted by. Ontario Clean Water Agency Date: December 5, 2013 - J 5�ti f SFE J. p f � 5 rkL e�1 t,4 F ��h r�i ��}CIS�L �r - •' +sa_:^ tr ro� � � 1 ! i P �J �7 3 ,a , CLIENT CONNECTION MONTHLY CLIENT REPORT Facility Name: West Elgin Water Distribution System ORG#: 1266 Compliance Summar May-June: There were no compliance or exceedance issues reported during these two months. THIRD QUARTER: There were no compliance or exceedance issues reported this quarter. October: There were no compliance or exceedance issues reported this month. November: There were no compliance or exceedance issues reported this month. Occupational Health &Safety May-June: There were no hazards identified during the monthly health and safety inspections conducted during these two months. THIRD QUARTER: There were no hazards identified during the monthly health and safety inspections conducted during this quarter. October: There were no hazards identified during the monthly health and safety inspections conducted this month. November: There were no hazards identified during the monthly health and safety inspections conducted this month. Inspections May-June: There were no MOL/MOE inspections conducted during these two months. THIRD QUARTER: There were no MOL/MOE inspections conducted this quarter. October: There were no MOL/MOE inspections conducted this month. November: 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. 25: As per ORO, checked all dead end blowoffs and hydrants in Rodney area. iuly: Performed dead end blowoffs and autoflusher operations per schedule. 12: performed a scheduled draw and fill of the Rodney tower 19: performed a scheduled draw and fill of the Rodney tower 24: repaired municipal service line leak at 192 Monroe St., West Lorne 26: performed a scheduled draw and fill of the Rodney tower August: Performed dead end blowoffs and autoflusher operations per schedule. 02: performed a scheduled draw and fill of the Rodney tower 09: performed a scheduled draw and fill of the Rodney tower 19: performed a scheduled draw and fill of the Rodney tower 23: performed a scheduled draw and fill of the Rodney tower 30: performed a scheduled draw and fill of the Rodney tower September: Performed dead end blowoffs and autoflusher operations per schedule. 04: repaired service line leak at 33 Todd Place, West Lorne 11: performed a scheduled drain and fill of the Rodney tower 16: performed a scheduled drain and fill of the Rodney tower 18: performed a scheduled drain and fill of the Rodney tower 20: quarterly calibration and cleaning of Rodney tower chlorine analyzer 20: overflowed Rodney tower to refresh low residual 22: overflowed Rodney tower to refresh low residual 23: performed a scheduled drain and fill of the Rodney tower 26: performed a scheduled drain and fill of the Rodney tower October: Performed dead end blowoffs and autoflusher operations per schedule. 01- 11: West Elgin Fall Hydrant Flushing completed 11: Water leak in Rodney on Flora St.just north of water tower 30: Oversee Live taps of 2" service line on Hoskins Line in Rodney 30: Oversee Live tap of 6" for hydrant installation on Hoskins Line in Rodney 30: Conducted Lead sampling at Tiny Tots Nursery School in Rodney November: Performed dead end blowoffs and autoflusher operations per schedule. 06: Repaired Water Main @ 25210 Talbot West—New 6" Stainless Steel, 1" Service Saddle 20: Iona Station isolated for the removal of Bristol broad from panel Alarm Response May., 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. West Lorne, 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 J 07: 10:00; Saturday, call out to 198 Graham Rd. West Lorne. Service line leak. Shut off curb stop for home owner to repair leak. 26: 21:00-22:00; Friday, overtime to return operation to normal after Rodney tower draw and fill. August: 02: 21:00-23:00; overtime to return operation to normal after Rodney tower draw and fill 10: 21:00-22:00; overtime to return operation to normal after Rodney tower draw and fill September: 07: 07:15-11:15; call out to Erie Flooring to locate and turn off water service so leak could be repaired. Turned service back on once repair was complete. 17: 19:45; callout for Rodney tower low chlorine residual, initiated refill cycle 18: 01:35; callout for Rodney tower low chlorine residual, initiated refill cycle 19: 16:00-18:30; overtime for hydrant flushing due to colored water 19: 19:30; callout for Rodney tower low chlorine residual, initiated refill cycle 22: 05:00; callout for Rodney tower low chlorine residual, initiated refill cycle 23: 16:00-18:00; overtime to complete Rodney tower drain and fill October: 27: Received a page from paging company- a pipe broke at 22547 Queens Line East of Rodney; water shut off at the meter pit. Repair made on the homeowner side and water turned back on. November: 11: 09:30 Low pressure at 25210 Talbot West,service line flushed and meter was unplugged; pressure resumed to normal operations 26: 03:40 Communication failure from Rodney Tower with Pioneer, Silver Clay, Eagle West, and Marsh Chambers 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 I 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. LIM No complaints and concerns. August: 15: 25172 Talbot Line; low pressure. Barn fire on Talbot Line. Rodney Fire Dept. taking water from hydrant upstream of complaint. Operator opened Eagle West valve to meet demand. Contacted homeowner and pressure was restored. See attached report 1266 Community Complaint 2013-08-15.pdf September: 06-10: Several complaints due to coloured water. See attached report 1266 Community Complaint 2013-09-06 to 2013-09-10.pdf 18-20: Several complaints due to coloured water. See attached report 1266 Community Complaints 2013-09-18 to 2013-09-20.pdf October: 04: Customer complaint at 24599 Thompson Line, algae in the shower, Process and Compliance Technician spoke with customer asked them to clean the shower and let us know if it comes back. 10: Received complaint from 14657 Graham Rd for dirty water. Hydrant at Graham and Carroll was flushed to resolve issue. November: 16: No pressure at 158 Graham St in West Lorne, resident's outside tap was leaking badly, once shut off, pressure was restored 27: Low pressure complaints on Gray Line, Eagle Court, and Graham Road due to West Elgin Water Treatment Plant maintenance. I 41 V CV r � :O N c iL w o 14- r- 0 k : A' a � 07`11L�it - . w ? C �' R V) 8 d ° � c m a ay' O L e 6 y' 17J Lo c > C� LR d' o. S. E 'O f� [V�: .Sh ;L, a w-. m } t�, � �° �°: L° (YJ O' o '✓ ti rn _� N � Lry U ,m co ' p4 w w a West Elgin Distribution Blow Off Issued: 2013-10:22 ��` r . . t• FLUS`i l�l RECORD Rev.#: 0 :Pages: 1:.of 1 ontrEOCIean;watarAg . Y Month r:.Anka ' Reviowed try: Process&Compliance Technician Approval by:Senior Operations Manager Appedk- Free C1 Duratipn Mtilt Fa.ctar VaCurrie Date open Rqp # Location (minj {,ri Idifin} Flushed (9Am) ( M WL1 Angelo Strdot Dead End �{ WL2 Todd Place WL3 Chestnut and Ridge Do not use WI-4 Monroe Dead End WL5 Fain street'(Lan.e way behind r1 1 Consi i1rhent Shop) MUM 11`1 - `r, ,, WL5 1'1891 Graham Road WL7 Downie nd Dunborough � ] `. WL8 23973:Oownie.(dust past Co lley Line,) R9 21995 Downie R10 Queen Line (near Cemetery) R11 .22643 Queen line R1.2 304 Rideout Street �. So R13 204 Third Street r R14 Jane St.dead;end R15 22098 Thompson Lines j R11 2245.0.Thompson Line, I'Yll1i; 7 R17 21.4 Silver Clay R18 22499 Ora Line y . l y R19 8977 Furnival (MorYiorial Park) Q R20 2217 Douglas (Q Gray Line) R21 Gray Uw and Haven Road Note: All dead ends are to be chocked for residual and flushed monthly except winter months; usually Deeemb6r to March.. During•.the warm Weather season(usually April to October)locations where there are lower residuals:need tc be-eheciced and'flushed'as needed. Reviaipn History Date Revision.# Reason for Ravislon Revision 8y 20.13:10-22 1 CrddW D061111100 ClndvSigurdtson C 56&) of v „vvxg �4P aE c N C -1 a° u = m 2 y� The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: DOUG MITTON, CHIEF BUILDING OFFICIAL DATE: December 19, 2013 SUBJECT: BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for November, 2013 BACKGROUND: No. of Permits Issued for Month of 2013 2012 November SFD New/Additions/Reno 1 1 Units Demolitions Storage New/Additions Buildings Demolitions 1 Garages/ New Car Ports Demolitions Farm New/Additions 4 Buildings Demolitions Other New Demolitions Septic Permits 3 1 Estimated Value for Month of November $ 220,000.00 $ 195,550.00 Permit Revenue for Month of November $ 2,606.40 $ 1,996.70 1/2 No. of Permits issued for year to date 2013 2012 SFD New/Additions 21 18 Units Demolitions 5 2 Storage New/Additions 8 3 Buildings Demolitions 1 Garages/ New 4 2 Car Ports Demolitions Farm New/Additions 15 15 Buildings Demolitions 3 Other New/Additions 10 8 Demolitions 2 Septic Permits 8 4 Estimated Value for Year $ 3,645,319.00 $ 1,745,590.00 Permit Revenue for Year $ 26,757.26 $ 14,255.48 DISCUSSION: Inspections completed as requested and in accordance with Act. Respectfully Submitted Reviewed by: Ilitton Doug.. , cote Gawley, C.G Chief Building Official Administrator/Treasurer 212 V ,pP4ry Y � r Q The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA I. BRYANT, CLERK DATE: DECEMBER 19, 2013 SUBJECT: BY-LAW ENFORCEMENT REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for November 2013 BACKGROUND: File # Nature of Complaint Action Taken Status 272 Untidy and Order issued OPEN 280 Unlicensed vehicles arba a Order issued OPEN 281 Grass, garbage Order issued IOPEN 286 Garbage Order issued OPEN DISCUSSION: Quotation for File 13281 to be presented Respectfully Submitted, Reviewed by: Norma I. Bryant, ManBA,AMCT Cott Gawley, C.G.A� Clerk Administrator/Treasurer z W W Q) N H M CDF-- Q �. U') W = c) U. W O � a J z a W z Q a z g g � © m x 40. }� w p J W 06 0. rimc o m w O 0 co v r z E o E a o E -� o c 0 Z W W LU I-� U o s v^ W a e C Z a U. w O z � g a z v � � z o m W 0. x �° 0 w H a H � w � b LL N N Z o E a o � O o Z W IW- X cfl °° W F- U ti N V) UZ 5 C LO W ('J a N C6 Z LL LU O Z � a CL ? v � z v z W m 0 0, t 4-a W c R A: i j -� O N Z o O E L O � C O V wPVhE 'Y� P a° N u m i The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley DATE: December 19, 2013 SUBJECT: ASSET MANAGEMENT PLAN RECOMMENDATION: THAT Council adopt the asset management plan contained in the report as an input into the annual budget process necessary to facilitate Council in their decision making process; AND THAT the asset management strategies as attached be revised from time to time in accordance with changes to best management practices, technology, financial constraints and the outcome of the condition assessments; AND THAT Administration continue to collectively work together to accommodate the financial and technical requirements of this plan including taking advantage of any grant funding programs that may be available today or in the future. Executive Summary The Municipality of West Elgin's (the Municipality's) existing infrastructure is aging and deteriorating while demand grows for better infrastructure. This demand is in response to higher standards of safety, accessibility, health, environmental protection, and regulations. The solution to this issue is to examine the way the Municipality plans, designs and manages infrastructure to meet changing demands. Staff have developed long term infrastructure strategies, current technical and financial practices and consolidated them into an Asset Management Plan. The Asset Management Plan as presented in this report is comprised of the following two components: 1. An overview of the fundamentals of an Asset Management Plan based upon best management practices obtained from; • Other municipalities • Federation of Canadian Municipalities • Ontario Good Roads Association • Ontario Water Works Association • Ontario Recreation Facilities Association •Association of Municipal Clerks and Treasurers of Ontario • Municipal Finance Officers Association 2. An Asset Management Strategy for each major asset class. This format was selected to ensure that the asset management strategies as attached in Appendix A could be updated from time to time according to changes in best management practices, advances in technology, financial constraints or changes to the condition assessments. The Asset Management Plan as presented in this report is a systematic process that allows for the operating, maintenance, and upgrading of the Municipality's physical assets in a cost effective manner. Implementing an Asset Management Plan will ensure the Municipality can meet new demands in a fiscally responsible and environmentally sustainable framework while preserving the quality of life in the Municipality. DISCUSSION: What is asset management planning? According to the Ministry of Infrastructure report Building Together: Guide for Municipal Asset Management Plans, asset management planning is "the process of making the best possible decisions regarding the building, operating, maintaining, renewing, replacing and disposing of infrastructure assets. The objective is to maximize benefits, manage risk, and provide satisfactory levels of service to the public in a sustainable manner. Asset management requires a through understanding of the characteristics and condition of infrastructure assets, as well as the service levels expected from them. It also involves setting strategic priorities to optimize decision making about when and how to proceed with investments. Finally, it requires the development of a financial plan." The Municipality, in developing its asset management plan, is taking a long term approach with the goal of achieving cost savings by assessing asset condition ratings in a timely manner to ensure early detection of asset deterioration which will allow us to rehabilitate or renew the asset to maintain the asset in good condition at adequate service levels. Our pro-active and preventative approach is an attempt to extend the life of our assets while maintaining adequate service levels, deferring the need for costly replacements and allowing the management and prioritization of our current assets and future asset needs. An asset management plan will aid in the Municipality understanding future budget financial requirements. What are the benefits of an Asset Management Plan? Some specific benefits associated with an Asset Management Plan include: • Allows for better decision making regarding resource allocation; • Leads to more effective communications with ratepayers, elected officials, financial rating organizations and regulatory agencies; • Provides consistent levels of service to the public; • Better management of risk to the municipality; • Allows for more effective financial planning; • Reduces lifecycle costs; • Leads to more efficient data management; • Facilitates the establishment and subsequent implementation of policy objectives and the related measurement of performance; • Avoids problems and potential crises; • Results in positive institutional change. What are the key principles of an Asset Management Plan? Asset management can be characterized by the following key principles: • A strategic and proactive approach that places a premium on data, information, collaboration and interdisciplinary management; • A comprehensive long term view of infrastructure performance and cost; • An explicit, visible and transparent approach that requires effective communication among all stakeholders; • A business case involving investment choices that are driven with tradeoffs among competing priorities. What are the essential components of an Asset Management Plan? In order for an Asset Management Plan to fulfill the principles of asset management, the following essential components must be contained in the overall plan: 1. Asset Value: All municipal infrastructure assets have a monetary value. Administration staff and the auditors have determined the actual capital value for some of the assets and for others provided an estimate based on a number of factors as established in the Capital Asset Policy By-Law No. 2008-82 adopted on November 13, 2008. 2. Lifecycle Management: All assets have a limited life expectancy. To some degree the rate of deterioration can be estimated. A decision made at any point in time in the lifecycle of an asset has an effect on the remaining life and may have operational implications and related costs. The lifecycle for each asset as presented in this report is contained in the attachments and is based on the Capital Asset Policy By-Law No. 2008-82 adopted on November 13, 2008. 3. Sustainability: In terms of asset management, sustainable development has been defined as "meeting the needs of the present generation without compromising the ability of the future generations to meet their own needs". This definition has been extracted from the "National Guide to Sustainable Municipal Infrastructure". The Asset Management Plan needs to identify a financial plan over the long term to ensure that sufficient monies are available. These monies provide the resources required to operate, rehabilitate, dispose and ultimately replace the asset at the optimal time with the intention of achieving the lowest lifecycle cost. The plan helps make sure that current users pay a fair share for the service they receive and that future users pay a similar cost for the same level of service. 4. Integration of Technical and Financial Plans: The technical plan must minimize lifecycle costs for the infrastructure while maintaining an adequate level of service at the lowest possible level of risk. The financial plan must identify the financial investment required per year for each asset over the long term, including any larger than normal expenditures to meet the requirements of the technical plan. Ideally, the two plans should be integrated so the relationship between the level of service and the cost can be quantified. The plans attached to this report integrate the financial investment level required to the level of service. The technical and financial relationship may change from time to time depending on the outcome of asset condition assessments. 5. Risk Assessment: Risk should be managed in any decision making process. The owner of the assets should analyze and document acceptable risk tolerance. In the Municipality's case, the probability of failure is taken into account while the condition of the asset is being analyzed. The condition survey leads to determining the rate of failure and the consequences of such failure. Risk factors can include financial, environmental, regulatory/legal and public health and safety. 6. Performance Measurement: To optimize an Asset Management Plan, performance of the assets and rehabilitation strategies should be monitored regularly and adjustments made at the appropriate stage in the asset lifecycle to achieve an acceptable balance between cost and the performance (level of service). The Municipality can take advantage of tools provided by various organizations including OGRA, OWWA, ORFA and will be able to utilize performance measurements established as part of the Ontario Municipal Benchmarking Initiative (OMBI). These benchmarks (for some of the assets) have been compiled into a comprehensive database that can be easily accessible and can be used to determine the performance of the asset. Other Initiatives The Municipality's current Capital Asset inventory and subsequent estimated annual depreciation is highlighted below in Table 1. The 2013 budgeted capital expenditures and reserve contributions for replacement of these assets are also shown. It should be noted that there currently is a funding deficit of$96,800. This however does not fully illustrate the annual needs, as funding the depreciation only considers the replacement of assets at the historical (original) purchase price and not the current replacement value. A full understanding of the requirements will be better understood after all asset classes have been analyzed. TABLE 1 Historical (Original) Cost Annual Depreciation 2013 Budget Annual Shortfall Water $ 31,027,000 $ 810,000 $ 21,500 $ 788,500 Wastewater $4,401,000 $ 74,000 $10,000 $ 64,000 Transportation $ 12,803,000 $ 500,000 $ 852,200 ($ 352,200) Culture & Recreation $ 8,957,000 $186,000 $451,500 ($ 266,500) Protection Services $ 2,066,000 $ 73,000 $ 150,000 ($ 77,000) General Government $ 1,661,000 $ 9,000 $ 70,000 ($ 61,000) TOTAL $ 60,915,000 $ 1,652,000 $1,555,200 $ 96,800 The Municipality of West Elgin's Strategic Plan Strategic Goal #1 Address the Municipality's infrastructure needs by identifying existing deficiencies in the current municipal infrastructure. Strategic Goal #2 Ensure long-term financial sustainability. Financial Impact The Financial implications (estimated cost per year for strategy described) are presented in the attachments to this report. It is important to recognize that based upon the Plan, the amount of funds available through the current five year Capital Budget process may not be sufficient to sustain the current level of service. Staff will continue to collectively work together to accommodate the financial and technical requirements of this plan, including taking advantage of any grant funding programs that may be available today or in the future. The Process The process began with our Tangible Capital Asset Listings and supporting Asset Component Information Identification forms, see attached Appendix B.1, which include the following categories: Land Land Improvements Building Automotive & Equipment Roads Bridges & Culverts Water Wastewater Storm Sewers Each category is grouped according to the following departments: General Government Protection to Persons and Property Transportation Environmental Services Health Services Recreation & Cultural Services Planning & Development Each individual asset was reviewed by staff and a condition assessment was determined according to form Asset Condition Reporting System Needs Identification, see Appendix B.2. Staff considered lifecycle management, sustainability, technical and financial plans, risk assessment and performance measurement as As the result of determining the condition rating for each individual asset, staff considered the original estimated end of useful life of the asset and made adjustments where considered necessary. Using Statistic Canada's posted Consumer Price Index, historical summary, change from previous year percentages from 1919 to 2012 and a projected annual Inflation rate of 2%, staff prepared an inflation table. For each individual asset, costs for the year of purchase were then inflated to the resulting condition rating end of estimated useful life year to determine the estimated future replacement cost. These future replacement costs have been summarized to determine future needs. Conclusion The Asset Management Plan as presented in this report is a systematic process that allows for the maintenance, upgrading and the operating of our physical assets in a cost effective manner. The implementation of an internal Asset Management Plan provides the Municipality with a decision making tool to analyze new demands and deliver fiscally responsible options in an environmentally sustainable framework that supports preserving our quality of life. Attached Appendix A—Asset Management Strategy 1. Land 2. Land Improvements 3. Buildings 4. Automotive 5. Equipment 6. Paved Roads 7. Unpaved Roads 8. Bridges & Culverts 9. Water Distribution Lines 10.Wastewater Collection Lines 11.Storm Sewers Appendix B 1. Asset Component Information Identification —sample form 2. Asset Condition Reporting System Needs Identification —sample form Respectfully Submitted, . Scott Gawiivy Ad m in istrator/Treasu rer U nr OF IP `19 The Municipality of West Elgin Asset Management Plan ........... r r r•� F '� a }7 I 1 r ;y t �_. i 4 oI_ yy I f ilgi;! 11 5 S� v i� .y 9 1 .L.a.. f 5r December 19, 2013 APPENDIX A MUNICIPALITY OF WEST ELGIN ASSET MANAGEMENT PLAN FUTURE NEEDS DECEMBER 31,2013 Twenty Five Thirty Five Original Cost Current Year Five Years Ten Years Fifteen years Twenty Years Years Thirty Years Years 2013 2014-2018 2019-2023 2024-2028 2029.2033 2034-2038 2039-2043 2044.2048 Land General Government 1,103,734 Protective Services 44,018 Transportation Services 469,417 Environmental Services 742,076 Health Services 23,659 Recreatian&Cultural Services 2,557,279 Planning&Development 0 4,940,179 0 0 0 a 0 0 0 4 Land Impravements General Government 0 01 0 0 0 0 0 0 0 Protective Services 11,561 01 0 0 16,544 0 0 0 0 Transportation Services 0 0 0 0 0 0 0 0 0 Environmental Services 0 0 0 0 0 0 0 0 0 Health Services 0 0 0 0 0 0 0 0 0 Recreation&Cultural Services 1,332,757 32,476 59,536 718,261 946,692 344,821 0 0 287,667 Planning&Development 0 0 0 0 0 0 0 0 0 1,344,318 32,476 59,538 718,261 963,236 344,821 0 D 267,667 Buildings General Government 435,912 0 0 0 0 0 0 0 0 Protective Services 700,669 0 0 0 a 0 0 0 521,915 Transportation Services 490,203 0 0 0 a 1,363,358 0 0 981,144 Environmental Services 8,100,998 0 0 4,351,669 711,647 279,046 2,028,350 2,854,086 1,826,493 Health Services Recreation&Cultural Services 4,618,901 136,504 410,764 393,397 3,113,049 743,973 5,113,543 0 167,381 Planning&Development 14,346,683 136,504 410,764 4,745,065 3,824,696 2,386,376 7,141,893 2,854,086 3,498,933 Automotive General Government Protective Services 1,243,070 282,649 859,510 369,595 308,575 a 0 0 a Transportation Services 2,217,034 578,020 813,315 1,024,877 77,984 516,765 0 0 0 Environmental Services 110,675 0 59,007 0 38,094 0 70,959 0 0 Health Services Recreation&Cultural Services 240,333 45,526 40,115 175,652 22,416 0 0 0 0 Planning&Development 3,811,111 906,195 1,771,947 1,570,124 447,068 516,765 70,959 0 0 Equipment General Government 74,876 13,730 66,380 18,223 a 0 0 0 0 Protective Services 89,584 41,828 73,129 13,625 0 0 0 0 0 Transportation Services 0 0 0 0 0 0 0 0 0 Environmental Services 13,466,994 0 56,719 0 0 20,151,665 1,416,946 0 0 Health Services Recreation&Cultural Services 238,617 0 14,132 105,369 190,241 0 0 0 0 Planning&Development 13,670,071 55,558 210,361 137,209 190,241 20,151,605 1,416,946 0 0 Roads&3rldges General Government Protective Services Transportation Servces 9,626,249 821,639 2,155,033 2,312,637 3,481,607 5,760,172 3,047,934 869,972 219,904 Environmental Services Health Services Recreation&Cultural Services Planning&Development 9,626,249 821,639 2,155,033 2,312,637 3,481,607 5,760,1721 3,047,934 869,572 279,904 Environmental Services General Government Protective Services Transportation Services Environmental Services 12,975,908 641,615 0 48,643 0 206,275 128,135 147,153 10,801,514 Health Services Recreation&Cultural Services Planning&Development 12,975,908 641,616 0 48,643 0 206,2751 128,135 147,153 10,801,514 TOTAL 1 60,914,5191 2,593,987 4,607,642 9,$31,939 8,906,849 B,366,0151 11,805,867 3,870,811 14,859,018 Forty Five Sixty Five Seventy Five Elghty Flue Ninety Flue Forty Years Years 1 FlftyYears MYFlveYears Sixty Years Years Seventy Years I Years ElghtyYears Years NlnetyYears Years 2049-2053 1 2054.2058 20s9-2063 1 2064.2068 2069-2073 2074.2078 2079-2083 20844028 2089.2093 2094.2098 2099-2103 2104.2108 0 0 0 0 0 ❑ 0 0 0 0 0 0 0 0 0 0 0 a 0 a 0 ❑ 0 0 a 0 a 0 0 0 0 0 a 0 a p 0 0 0 0 0 0 0 0 ❑ 0 0 0 0 0 0 a 0 0 0 0 0 0 0 a ❑ 0 0 0 a 0 a 0 0 al 0 0 0 373,735 0 0 0 0 0 0 0 0 0 0 0 a 0 0 0 0 ❑ 0 0 0 0 0 0 373,735 0 0 0 0 0 0 0 0 0 0 0 0 a 0 0 2,620,166 0 0 0 0 0 0 60,989 0 0 0 0 0 0 0 0 3,257,595 0 0 214,907 131,687 a 0 0 0 0 0 0 0 0 0 40,825 8,915,938 0 ❑ 766,808 0 0 a 4,077,629 a 0 0 3,055,824 2,393,226 0 a 0 0 0 0 0 0 0 0 3,372,545 11,440,851 0 0 766,808 21620,166 0 0 4,077,629 3,257,595 0 a 0 0 a 0 0 ❑ ❑ 0 0 0 0 0 0 0 0 0 a a 0 0 ❑ 0 0 ❑ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 a 0 0 0 0 0 0 p 0 0 0 0 p 0 0 0 0 0 0 0 0 0 0 0 0 ❑ 0 0 0 0 a 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 a 0 0 ❑ 0 0 0 0 a a 0 0 0 0 ❑ a 0 0 0 0 0 0 0 0 0 0 0 a ❑ 0 0 0 0 0 0 0 0 0 0 a 0 ❑ 1,847,479 338,441 1,145,286 2,023,449 3,187,707 0 177,559 0 0 0 0 0 1,847,479 338,441 1,145,286 2,023,449 3,187,707 0 177,559 0 0 0 0 0 1,767,161 4,492,099 633,177 3,600,541 3,567,146 11,314,224 18,543,541 9,818,476 0 0 0 0 1,767,161 4,492,699 633,177 3,690,541 3,567,146 11,314,224 18,543,541 9,318,476 0 0 0 0 6,987,185 16,645,126 1,778,463 5,623,990 7,521,661 13,934,390 18,721,100 9,318,476 4,077,629 3,257,595 0 0 4, l+N v � ■ I � t § C a ■ & o a . k v b ( k fV o m 2 § / & $ i $ ) 2 / � G \ k ) to ¥ m f E ¥ a $ \ D £ § / m & « t � 2 % ) b A § c J k c - 3 S m ° m e = $ 0 # 2 2 : 2 t § a G m ` t & o E % J / 0 k IS } a L \ � y 4 N_s3,• C l � �d�' �4� 1 , i. 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W 4 Q an to is FR �r °u� Eta rq ra 6R `y° (`(9�7 ami amr ami m ami d w ami 1° a`°i a`�i Am�yy ami m ams ami 7+ y7 O LO r N N M m tl' 7 � �f1 (0 (O A A eD 90 O1 0l N U Q N N P7 M V' 47 N IO (O I� m m W N g id LD m a E C C N (D rD !U6 R U d ° N a 4 y Gl T ° t6 LD N C N N !6 $ m ti c c $ m $ E f6 s m m (D y O ° C D a a m C;) L V O E a a C0` a = a 1w 0 APPENDIX B. 1 ASSET COMPONENT INFORMATION IDENTIFICATION ❑LAND IMPROVEMENT ❑BUILDINGS a AUTOMOTIVE ❑EQUIPMENT o ROADS a BRIDGES/CULVERTS Q WATER ❑SANITARY SEWER ❑STORM SEWER ❑OTHER Signature: DEPARTMENT Date: / 1 ASSET NAME/ID#/DESCRIPTION mm I dd/yy PHYSICAL DESCRIPTION CUSTODY STAFF MAINTENANCE STAFF STATUS DATE DATE OF ACQUISITION ESTIMATED USEFUL LIFE ears ESTIMATE END OF USEFUL LIFE COST AMORTIZATION METHOD NOTES APPENDIX B. 2 ASSET CONDITION REPORTING SYSTEM NEEDS IDENTIFICATION ❑LAND IMPROVEMENT ❑BUILDINGS ❑AUTOMOTIVE ❑EQUIPMENT o ROADS ❑BRIDGES o CULVERTS ❑WATER o SANITARY SEWER o STORM SEWER ❑OTHER DEPARTMENT Inspected By: Inspection Date: I 1 ASSET NAME/IDWDESCRIPTION mm/dd l yy CAPITAL COST YEAR OF CONSTRUCTION ESTIMATED USEFUL LIFE(years) ESTIMATE END OF USEFUL LIFE YEARS REMAINING END OF 2013 DESCRIPTION OF NEEDS, DEFICIENCIES&SHORTCOMINGS TIMING OF NECESSARY ACTIONS CONDITION RATING ❑ 0 Asset abandoned or no longer in use. ❑ 1 Sound physical condition; asset likely to perform adequately without major work in the long term(-0%-60%of asset life) ❑ 2 Acceptable physical condition; minimal short term failure risk, but potential for deterioration in the medium term(-60%to 80%of asset life); only minor work required, if any ❑ 3 Significant deterioration evident;failure unlikely in short term, but further deterioration likely and needs major replacement likely within the near future(--80%-90%of asset li fe);minor components or isolated sections replacement or repair now but the asset still functions safely at an adequate level of service. Work required but asset still serviceable. ❑ 4 Failure likely in the short term; likely need to replace most of the entire asset shortly(--90%-100%of asset life); no immediate risk to health or safety but work required within 2 years to ensure asset remains safe;substantial work required in short-term, asset barely serviceable. ❑ 5 Failed or failure imminent; immediate need(-100%of asset life or past asset life)to replace most of the asset; health and/or safety hazards exist which present risk; major work or replacement required urgently. CONDITION RATING NOTES � m c '� i999'a The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: December 19, 2013 SUBJECT: Household Hazardous Waste Day - 2014 RECOMMENDATION: That Council agrees to schedule the 2014 Household Hazardous Waste Day for Saturday August 16, 2014 to be held in Dutton/Dunwich. AND that Council agrees to an increase of$1,000.00 for administrative fees for Hotz Environmental Services. Cost for the event be shared with Dutton/Dunwich INTRODUCTION: Request to schedule 2014 Household Hazardous Waste Day Event and increase administration fees. DISCUSSION: Hotz Environmental has been conducting our HHWD for a number of years, and has always been punctual, professional and efficient. Hotz's administration costs have remained at $3,650.00 since 2009. If Council chooses to remain with Hotz Environmental the administrative costs for the 2014 HHWD event will be increasing to $4,650,00. As in the past, the costs for the event are shared with Dutton/Dunwich based on the number of vehicles attending from each municipality. Respectfully Submitted, Reviewed by: �. 416 - Norma I Bryant, Hon A,AMCT Scott Gawley, C A. Clerk Administrator/Treasurer V .MPLhp �1' CL r � m 7 � '199$'a The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: December 19, 2013 SUBJECT: Cash-in-Lieu RECOMMENDATION: THAT Council approves a cash-in-lieu payment of$2,500.00 per lot for the proposed severances on Lot 19, Concession 12—Applicant Jack Ripley. INTRODUCTION: Approval has been given to Mr. Ripley for a severance on Lot 19, Concession 19, resulting in two new rural residential lots. A condition of this approval is the payment of cash-in-lieu of providing parkland in accordance with the Planning Act DISCUSSION: Under the Planning Act, a dedication of 5% of the lands being subdivided is allowed. The two lots are 2.44 acres with a 5% equivalent being 0.22 acres. The assessed value of the land is $41,127 per acre. A 5% cash-in-lieu payment would be approximately $5,000.00 or$2,500.00 per lot. Respectfully Submitted, Reviewed by: Norma I. Bryant, H&/BA,aMCr cott Gawley ., C.G Clerk Administrator/Treasurer V4vunP Yl� N U m �p The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: December 19, 2013 SUBJECT: Amendments to Stewardship Ontario Agreement RECOMMENDATION: THAT a by-law to authorize the signing of an amending agreement with the Stewardship Ontario be brought forward. INTRODUCTION: In 2011 the Municipality entered into an agreement with Stewardship Ontario concerning municipal hazardous waste funding. DISCUSSION: As a result of changes negotiated by the Regional Public Works Commissioners of Ontario, the Association of Municipalities of Ontario and Municipal Waste Association an amending agreement is necessary. There is no change in the funding for an event. Respectfully Submitted, Reviewed by: Norma I. Bryant, Hon cr Cott Gawley, C. Clerk Administrator/Treasurer Attachment: Amending Agreement - 1 - AMENDING AGREEMENT NEW MUNICIPAL HAZARDOUS OR SPECIAL WASTES SERVICES AGREEMENT WHEREAS: 1. Stewardship Ontario and Corporation Of The Municipality Of West Elgin (collectively, the "Parties") entered into an agreement concerning municipal hazardous or special wastes dated July 1, 2011, including any previous amendment made by the parties (the "Agreement"); 2. The parties wish to make certain amendments to the Agreement as set out herein. THE PARTIES THEREFORE AGREE AS FOLLOWS: 1 The Agreement is hereby amended effective January 1, 2014 as set out in Schedule "A" hereto. 2 Any section marked as "Intentionally Deleted" in the Agreement remains"Intentionally Deleted" and is not replaced by or amended by anything in Schedule "A". 3 All other provisions of the Agreement remain unamended and in full force and affect. IN WITNESS WHEREOF the Parties have signed this AMENDING AGREEMENT as of December 31, 2013. STEWARDSHIP ONTARIO by: Name: Lyle Clarke Title: Executive Vice President CORPORATION OF THE MUNICIPALITY OF WEST ELGIN by: Name: Title: -2- SCHEDULE "A" TO THE AMENDING AGREEMENT NEW MUNICIPAL HAZARDOUS OR SPECIAL WASTES SERVICES AGREEMENT 1, Definitions and Interpretation. The Parties agree that Section 1.2 of the Agreement is deleted in its entirety and replaced with the following: 1.2 In this Agreement: (a) "Agreement" means this Agreement and includes all schedules and amendments thereto; (b) "Business Day" means Monday through Friday, excluding statutory holidays and any other day that the Government of Ontario has elected to be closed for business; (c) "Claims Submission" means submission to SO of data required to validate claim for payment; (d) "Collection Services" means all the activities, including those conducted at Events and Depots operated by or on behalf of the Municipality, for the purpose of receiving, classifying, packing, storing and transferring Obligated MHSW onto transportation vehicles, including the manifesting of the MHSW prior to transportation away from the Event or Depot; (e) "Commingled Materials" means the materials listed in Schedule E that can be safely packed together for transportation as per the Packing Standards; (f) "Depot" means a collection and transfer facility/location operated by or on behalf of the Municipality for receiving MHSW from the public and/or Exempt' Small Quantity IC&I Generators and transferring same to transporters for processing or recycling; (g) "Diversion Report" means invoices, MHSW material tonnage reports, or other such documents as may reasonably be required by SO from time to time for the validation of Claims Submissions; (h) "End Processor" means a Service Provider that processes collected Obligated MHSW; 0) "Event" means a one-day or other collection event, operated by or on behalf of a municipality to collect, pack, transport, weigh, and process MHSW from the public and/or Exempt Small Quantity IC&I Generators; (j) "Exempt Small Quantity IC&1 Generator" or "Exempt SQG" means a business that is not required to submit a Generator Registration Report with respect to MHSW under subsection 18 (1) of Regulation 347, made under the Environmental Protection Act (Ontario), as amended from time to time; -3- (k) "FOB" means free on board; (1) "Generator" means the final user who generates waste which will be reused, recycled or disposed, (m) "Lab Pack Audit" means a lab pack study conducted by a third party, with optional observation by no more than two representatives of the Member Associations at their discretion, that follows a methodology designed by SO with input from Member Associations to achieve a high level of statistical confidence, the results of which, after providing an opportunity for representatives of the Member Associations to review them in confidence, are used to determine the proportionate share of each Commingled Material to be paid by SO as set out in this Agreement; (n) `Manifesting" means those activities associated with preparing a manifest for Post-Collection Services in accordance with Regulation 347 made under the Environmental Protection Act(Ontario); (o) "Member Associations" has the meaning set out in Section 4.3; (p) "MHSW Program Plan" means the current MHSW waste diversion program as it applies to Phase 1 materials approved by the Minister pursuant to section 26 of the Waste Diversion Act, 2002 (Ontario), and any amendments thereto and replacements thereof; (q) "MHSW Services" means the Collection Services and/or Post-Collection Services provided by the Service Provider; (r) "Minister" means the Minister of the Environment for the Province of Ontario; (s) "Non-Commingled Materials" means the materials listed in Schedule E that must be packed separately for transportation as per the Packing Standards; (t) "Obligated MHSW" means MHSW designated as Phase 1 in the Minister's program request letter to Waste Diversion Ontario received on October 25, 2010 requesting a revised waste diversion program for Phase 1 MHSW and as may be further defined by the Minister from time to time; (u) "Packing Standards" means the Waste Packing Protocols listed in Schedule "E" as amended by SO from time to time; (v) "Post-Collection Services" means the management of Obligated MHSW after delivery of such MHSW to a transportation Service Provider FOB the Event or Depot location, including but not limited to transportation of Obligated MHSW materials from Events and Depots, consolidation, sorting, weighing, processing, recycling, and safe disposal of residual waste and other post-collection waste management activities; -4- (w) "Service Provider" means the Municipality and/or a commercial party that provides MHSW Services to SO or the Municipality as the case may be; and (x) "SO Portal" means SO's online system for uploading Claims Submissions. 2. Payment. The Parties agree that Section 3.2 of the Agreement is deleted in its entirety and replaced with the following: 3.2 Payment (a) MHSW Services-- Depot. 0) For Depot Collection Services payable pursuant to Section 3.1(a)(!), SO will pay the Municipality pursuant to this Agreement within thirty (30) days of the end of each calendar month. (ii) To receive payment for Depot Post-Collection Services for the Commingled Materials, the Municipality must upload a Claims Submission via the SO Portal and send SO a copy of the shipping manifest(s) and Diversion Report(s) from the End Processor with respect to the Commingled Materials. The Claims Submission is to be submitted by Municipality to SO within thirty (30) days of Municipality receiving the related Diversion Report(s) but no later than the end of the following calendar quarter. SO will validate the Claims Submission with the manifest(s) and Diversion Report(s) received from Municipality within thirty (30) days of receipt and SO will pay the Municipality pursuant to this Agreement within thirty (30) days of the date on which SO determines the claim to be correct and accurate. If any errors or omissions are found, SO will issue a payment adjustment and SO may require a corrected Claims Submission from the Municipality. (b) MHSW Services- Event. (i) To receive payment for Event Collection Services and Post-Collection Services, the Municipality must upload a Claims Submission via the SO Portal and send SO a copy of the shipping manifest(s) and Diversion Report(s) from the End Processor with respect to the Obligated MHSW. The Claims Submission is to be submitted by Municipality to SO within thirty (30) days of Municipality receiving the related Diversion Report(s) but no later than the end of the following calendar quarter. SO will validate the Claims Submission with the Diversion Report(s) received from Municipality within thirty (30) days of receipt and SO will pay the Municipality pursuant to this Agreement within thirty (30) days of the date on which SO determines the claim to be correct and accurate. If any errors or omissions are found, SO will issue a payment adjustment and SO may require a corrected Claims Submission from the Municipality. - 5- (c) MHSW Services-- Event (and transportation to Depot). (i) To receive payment for Event Collection Services and transportation of Obligated MHSW to a Depot, the Municipality must upload a Claims Submission via the SO Portal and send SO a copy of the shipping manifest(s) with respect to the Obligated MHSW. The Claims Submission is to be submitted by Municipality to SO within thirty (30) days of Municipality receiving the related manifest(s) but no later than the end of the following calendar quarter. SO will validate the Claims Submission with the manifest(s) received from Municipality within thirty (30) days of receipt and SO will pay the Municipality pursuant to this Agreement within thirty (30) days of the date on which SO determines the claim to be correct and accurate. If any errors or omissions are found, SO will issue a payment adjustment and SO may require a corrected Claims Submission from the Municipality. 3. Late Submission. The Parties agree that Section 3.5 of the Agreement is deleted in its entirety and replaced with the following: 3.5 Late Submission (a) SO may reduce amounts payable under Claims Submissions which are not submitted to SO within the time periods set out in section 3.2(a)(ii), (b) and (c) by five (5%) per cent per month. (b) SO will have no responsibility to pay and Municipality will forfeit the right to claim for, any Claim Submission in respect of a calendar year which is not received by SO within three (3) months of the end of that calendar year. 4. Term. The Parties agree that Section 4.3 of the Agreement is deleted in its entirety and replaced with the following: 4.3 At least one hundred and fifty (150) days prior to the expiration of the Initial Term or the then current Renewal Term (as applicable) SO will invite representatives from the Regional Public Works Commissioners of Ontario, the Association of Municipalities of Ontario, and the Municipal Waste Association (the "Member Associations") to meeting(s) hosted by SO with the purpose of sharing any changes to the Lab Pack Audit methodology and results, and to discuss possible changes to the Collection Accessibility Schedules and Payment for Collection Services as set out in Schedule "B" and Schedule°C" respectively. SO's position on changes to Schedule "B" and Schedule °C"following the foregoing meeting(s) will be communicated to the Municipality within one hundred and twenty (120) days of the expiration of the Initial Term or the then current Renewal Term (as applicable). 5. Schedules. The Parties agree that Section 28.1 of the Agreement is deleted in its entirety and replaced with the following: 28.1 Schedules "A" through "E" are attached hereto and incorporated in and form part of this Agreement. -6 - 6. Schedule "C". The Parties agree that Schedule"C— Payment for Collection Services of the Agreement is deleted in its entirety and replaced with the following new Schedule "C"—Payment for Collection Services: SCHEDULE "C"—PAYMENT FOR COLLECTION SERVICES SO will pay the Municipality for MHSW Collection Services as follows: For MHSW Services — Depot, SO will pay the Municipality the Hourly Rate (defined below) per hour plus applicable taxes for the Total Reimbursable Hours set out in Schedule "B", to be paid in twelve (12) equal monthly instalments. For greater clarity, the monthly instalment will be calculated as Total Reimbursable Hours divided by twelve (12)and multiplied by the Hourly Rate. The "Hourly Rate" is $0.00. If any individual materials are removed from the scope of this Agreement as a change pursuant to section 2.3 of this Agreement, the component amounts below for the remaining in-scope materials will be used to calculate the new reduced Hourly Rate. In such an event, the Hourly Rate will then be the sum of the component amounts for each individual material that remains within the scope of the Agreement, as set out in the table below. Individual Material (for Obligated Component Amount MHSW) Antifreeze, and the containers in which it is $0.00 contained Fertilizers, and the containers in which they $0.00 are contained Containers that have a capacity of 30 litres $0.00 or less and that were manufactured and used for the purpose of containing lubricating oil Oil filters—after they have been used for $0.00 their intended purpose Paints and Coatings, and containers in $0.00 which they are contained Pesticides, and the containers in which $0.00 they are contained Pressurized containers—non-refillable $0.00 Pressurized containers-refillable $0.00 Single-use dry cell batteries $0.00 Solvents, and the containers in which they $0.00 are contained ..7_ For MHSW Services-- Event, SO will pay the Municipality a rate of$1,100.00 per tonne of Obligated MHSW plus applicable taxes. For MHSW Services — Event (and transportation to Depot), SO will pay the Municipality a rate of$0.00 per tonne of Obligated MHSW plus applicable taxes. 7. Schedule "F". The Parties agree that Schedule "F"—Due Dates and Penalties of the Agreement is deleted in its entirety. s w U s R7 M1 Q The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: December 19, 2013 SUBJECT: Small, Rural and Northern Municipal Infrastructure Fund Capital Program —Application Submission RECOMMENDATION: RESOLVED that Council of the Municipality of West Elgin supports the application for the Small, Rural and Northern Municipal Infrastructure Fund Capital Program for the Queens Line hard surface rehabilitation project. AND FURTHER the project put forward in the application will be completed by December 31, 2015. INTRODUCTION: At the October 24, 2013 Council meeting a resolution was adopted to submit an Expression of Interest for the Queens Line hard surface rehabilitation project. On December 9, 2013 the Ministry of Agriculture and Food and Ministry of Rural Affairs informed the municipality that our project approval was selected to move forward to the application phase of the Small, Rural and Northern Municipal Infrastructure Fund (SRNMIF) Capital Program. DISCUSSION: The application is required to be submitted by Friday January 10, 2014 at 5:00 pm with the following requirements: • The Invitation to the application phase does not guarantee approval of funding. • The information in EOI is factually accurate and cannot be increased. • The municipality has a comprehensive asset management plan, this report is included in today's agenda for adoption. • The comprehensive asset management plan will be publicly available, include posting on the municipality website by May 30, 2014 • The project put forwarding this application will be completed by December 31, 2015 • If the project is approved in February 2014, the contribution agreement must be signed by the applicant by Friday March 14, 2014. The letter from the ministries of acceptance of the EOI is attached. The highlights of the October 24, 2013 report recommending the Queens Line Project to be submitted: The Municipality has completed 50 mm (2") lift of asphalt on approximately 3700 metres of Queens Line in 2013 and has selected the remaining 2700 metres of this project for the Expression of Interest under the Small, Rural and Northern Municipal Infrastructure Fund — Capital Program based on safety concerns based on the following: • The life of a road is affected by the number of vehicles and the weight of the vehicles using the road • The average annual daily traffic volumes (AADT) used to justify paving generally range from 1,000 to 2,000 vehicles • The traffic counts show that from 2006 to 2012 the AADT of Queens Line averaged 1,284 and based on local knowledge a significant number of these vehicles are large trucks and during planting and harvesting seasons a large number of agricultural equipment use this section of road • This section of Queens Line is presently a surface treated road and has been for 25 years, its 7 year schedule of single surface treatment is already 2 years overdue and a single surface treatment applied now would deteriorate much sooner than its 7 year expected lifespan. To apply a single surface treatment at the present time would not be the best economical use of funds based on the traffic demands • During a closure of highway 401 this road sees a significant number of large trucks detouring from the posted Emergency Detour Route (EDR) • As part of preserving the valuable asset of Queens Line which links the two urban centres of the Municipality, the Municipality completed 50 mm (2") lift of asphalt on 3680 metres of Queens Line in 2013 • It was not economically feasible for the Municipality to complete the other 2620 metres of Queens Line in 2013 • This section of Queens Line has had no maintenance to the deterioration of the sides and shoulders which poses a safety concern • Total cost of the Project is estimated at $210,000 The recommended approach from a safety and economic management of this important capital asset of the municipality is a single (2") lift of asphalt versus a single surface treatment. It is recommended that we apply for $150,000 funding of this project. Respectfully Submitted, R. Scott Gawley Administrator/Treasurer Ministry of Agriculture Ministere de I'Agriculture et de and Food 1'Alimentation Ministry of Rural Affairs Minist6re des Affaires rurales 4th Floor 40 6ta 9 a �r Ontario 1 Stone Road West 1 Stone Road West Guelph,Ontario N1 4Y2 Guelph(Ontario)N1 4Y2 Tel: 1-877-424-1300 Tel.: 1-877-424-1300 Fax: 519 826.4336 Te1ec.: 519 826-4336 Rural Programs Branch December 9, 2013 Our File: SRN-CTL-120 Scott Gawley, Administrator/Treasurer Municipality of West Elgin 22413 Hoskins Line, PO BOX 490 Rodney, Ontario NOL 2CO sgawley @westeigin.net Re: Invitation to Submit Application for Small, Rural and Northern Municipal Infrastructure Fund (SRNMIF) Capital Program N Dear Scott Gawley: Thank you for the Expression of Interest (EOI) on behalf of the Municipality of West Elgin for the Small, Rural and Northern Municipal Infrastructure Fund (SRNMIF) Capital Program. We are pleased to inform you that your project proposal has been selected to move forward to the application phase of the SRNMIF Capital Program. Please note that an invitation to the application ohase does not uarantee approval of funding. The application form is attached. You will have until Friday, January 10, 2014 at 5:00 p.m. (EST) to complete the application form and return it. The completed application must be accompanied by your community's comprehensive asset management plan and any other relevant supporting documentation. As outlined in the SRNMIF Capital Program manual, municipalities and local service boards (LSBs) were required as part of the pre-screening process to submit a declaration (via council resolution or letter from LSB Board) certifying that: • the information in E01 is factually accurate; the municipality or LSB has a comprehensive asset management plan that includes all of the information and analysis described in Building Together.' Guide for �1 Good Things �p Grow in Ontario A bonne terre, Foodland bons produits o,,,Ca,o -2 - Municipal Asset Management Plans in place or will have one in place by December 31, 2013; • the comprehensive asset management plan will be publicly available, including online if the municipality/LSB has a website, by May 30, 2014; and • the project put forward in this application will be completed by December 31, 2015. The declaration your community provided with the EOI did not include all of the above components. A complete declaration must be submitted with the completed application. The SRNMIF Capital Program is making it easier for grant recipients to access funding. Under this program, grants will be flowed based on the achievement of project milestones rather than on a receipts basis. In order to support this, please review the following points, which will apply if your project is approved: • The Contribution Agreement must be signed by the applicant and returned to the Ministry of Rural Affairs (MRA) NO LATER THAN Friday, March 14, 2014. A council/LSB board resolution must accompany the Contribution Agreement. As approvals are anticipated in mid to late February, you may require a special council meeting in order to meet the timelines noted. Failure to do so can result in loss of funding. • Any required aboriginal consultations on the project should be done prior to the start of project. Successful applicants will be tasked to submit preliminary Information on ongoing or possible aboriginal consultations. • The breakdown of costs by fiscal year and the dates you provide in section three of the application will be used to populate your Contribution Agreement. For this reason, it is very important that the information is accurate. • Construction (substantial performance) for all approved projects must be completed no later than December 31, 2015. To assist you in filling out the application and to explain the timelines, we would like to invite you to a WEBEX seminar. We encourage you to attend this seminar. Title: SRN Capital Application Process Date: Wednesday, December 11, 2013 Time: 2:00 pm Instructions for regular participants joining the web conference with WEBEX: • Please note: you cannot start/join a WEBEX session any earlier than 15 minutes before the scheduled meeting time. Within 15 minutes of the scheduled meeting time, go to htto://omafra.webex.com • Click the "Join" link next to the meeting name: SRN Capital Application Process • Login by entering your name, e-mail address, and the meeting password. EDD (all UPPERCASE) - 3 - • You will be asked to install the ACTIVE-X add-on —you may see a "Click Here" button in the lower left of the window • Please dial the teleconference number: 1-866-633-1033 and enter the Conference ID: 9761263# • In your introduction, PLEASE INDICATE WHAT MUNICIPALITY YOU ARE WITH BEFORE YOUR NAME. For example: The Town of X, John/Jane Smith • If you are having problems connecting to the WebEx web conference after it has begun, tail Telus WebEx support at 1-877-944-6338 (English: options 1, 1, 1 / French: option 2) To ensure you'll be able to join the web conference, you must complete the following steps at least one day before the meeting: • Go to httr):/Iwww.webex.com/[k/iointest to test your browser. • Review the system requirements for joining a WebEx session by following the link on the page. • Return to the Join Meeting Test page and perform the test. If successful, you are ready for the webcast. • If you are unable to join or having difficulty running the test, please contact WebEx Support at 866-229-3239 (option 1 then 2), or visit http://Sur)oort.webex.com for helpful support information. Should you have any questions, please do not hesitate to call the contact center at 1- 877-424-'1300 or email new-municipal-infrastructureCcD-ontario ca. Yours sincerely, Der a Jennifer Bousfield Manager, Program Operations Attachment: application �,Tgsyg� The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Janet Johnston, Deputy Treasurer DATE: December 19, 2013 SUBJECT: Unemployment Insurance Premiums RECOMMENDATION: THAT Council approves the sharing of the employment insurance premiums with the full time employees in the total amount of$1,650.00 INTRODUCTION: Under the Unemployment Insurance Act, the employer must share the savings incurred as a result of reduced premiums. DISCUSSION: The Municipality remits an unemployment insurance premium based on 1.203% of the full time employee's deduction instead of 1.4%. Under the legislation the Municipality must share at least 5/12 of the savings with the employees. 2013 remittance at 1.4% $27,127.73 2013 remittance at 1.203% $23,310.47 Savings of $ 3,817.26 5/12 of savings $ 1,590.52 An allocation of the following is being suggested: 19 full-time employees $ 85.00 each 1 full-time employee (5 months) $ 35.00 The total amount shared would be $1,650.00 which would result in savings of $2,167.26 (in comparison to $3,817.26) to the Municipality. Respectfully Submitted, Reviewed by: Jan t Johnston �Ga t.G.A. Deputy Treasurer Ad min istrator/Treasurer y .JPUry' Q x y a fog$ ` The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: December 19, 2013 SUBJECT: Portable Toilets at Crossroads Country Market and Gas Bar RECOMMENDATION: The following options to be considered: 1. That the status quo of the municipality continuing to pay for the portable toilet with a hand station at the Crossroad Country Market for 2014 and be re-evaluate in 1 years time or 2. That the status quo of the municipality continuing to pay for the portable toilet with a hand station at the Crossroad Country Market AND FURTHER that a location be found in West Lorne to provide a similar service or 3. That the municipality arrange for the removal of the portable toilet, unless the local business would like to maintain at their expense AND FURTHER that new signage at the Town Hall in Downtown Rodney directing public to the public washrooms at that site AND FURTHER that signage be erected at Furnival Rd and Downie Rd directing that public washroom's are available downtown. INTRODUCTION: The Municipality has paid for a portable toilet at Cross Roads Country Market and Gas Bar since at least 1998. At the June 28, 2012 council extended the arrangement for 1 year period with the addition of a hand wash station. DISCUSSION: The present cost of providing the portable toilet with a hand wash station (to be compliant with the health unit requirements) is $175.00 plus fuel surcharge per month. The business owners at Furnival Road & Downie Rd would like to have the portable toilet continued to be provided by the municipality based on the usage of the general public. The owner of Crossroads Country Market and Gas Bar has provided Information that the majority of the users are not customers of the market. A concern is if the portable toilet is not available, that they may not wait until they get to a proper facility. Signage is presently in place at the exit ramps of Hwy 401 directing them that washrooms are available downtown Rodney. If the recommendation to remove the portable toilet is accepted that additional signage be placed at Furnival Rd & Downie Rd directing the public to public washroom at the Town Hall. It should be noted that the washrooms at the Town Hall are only available from 8:00 am to 9:00 pm and are locked the rest of the time. Over the years the Municipality of West Elgin has received requests to provide a similar service in the West Lorne area; however a suitable location has not been fou nd. The enroute service centres between Dutton and West Lorne interchanges are now re-opened. The sign promoting the East bound Enroute Service Centre (30 kms ahead) is near Kenesserie Rd on Hwy 401. Respectfully Submitted, R. Scott Gawley Administrator/Treasurer 0 F W 4L o rri y ,aau„e E` Z � 99$ December 12, 2013 ANNOUNCEMENT I am pleased to announce that Spencer Pray has accepted the position Financial Assistant to replace Kim Grogan who accepted the position of Treasurer with the Township of Southwold. Spencer has Master's of Business Administration from James Cook University (Australia) and an Honour's Bachelor of Arts in Business Administration/Political Studies from Trent University. Spencer will be starting on Thursday January 2, 2014. R. Scott Gawley Administrator/Treasurer 22413 Hoskins Line, Box 490, Rodney, Ontario iVOL 2CO Tel: (519) 785-0560 Fax: (519) 785-0644 c 10 C60 610 Princess Avenue London, ON N6B 289 Tel: (519)686-1300 Fax: (519)681-1690 ]VIC E-Mail: mboc@mbpc.ca clan"Ih aziristYltarits Web: www.mbpe.ca 13 December 2013 MEMORANDUM #13-2226 TO: Members of Council Municipality of West Elgin FROM: Dan Smith SUBJ: Public Meeting — December 19th, 2013 - Amendment to the Zoning By-law — Vanderploeg Farms Limited—24676 Marsh Line The above-referenced public meeting is to consider a proposed amendment to the Township of Aldborough Zoning By-law with respect to the abovenoted lands. The amendment would partially fulfill conditions imposed by the Elgin County Land Division Committee in granting a related Application for Consent (E46/13) on July 24th, 2013 for the purposes of creating a lot to dispose a surplus farm dwelling. The subject lands are situated on the north side of Marsh Line west of Graham Road (County Road No, 76). The proposed change in zoning is from the Agricultural (Al) Zone to the `site-specific Agricultural (A1-96)Zone and to the Special Agricultural (A2)Zone. The lands proposed to be rezoned A2 comprise the lot on which is situated the surplus farm dwelling. The parcel satisfies the minimum lot area, maximum lot area and minimum lot frontage requirements (4,000 sq m, 1.0 ha & 50 m respectively) of the A2 zone The lands proposed to be rezoned 'site-specific' Al-96 comprise the balance of the farm. The parcel satisfies the minimum lot frontage requirement (150 m) of the Al zone but has less than the minimum lot area requirement of 19 hectares. The Al-96 zoning prohibits a dwelling being erected on the lands as stipulated by the Provincial Policy Statement(PPS) and the West Elgin Official Plan as well as the deficiency with respect to lot area. The lands are designated 'Agricultural' in the West Elgin Official Plan. The draft By-law is considered to be consistent with the PPS and in conformity with the Official Plan. A reference plan has been prepared and deposited with the Land Registrar. The By-law is considered to be in a form suitable for adoption. (original signed by) Dan Smith, MA enclosure , r 9 CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY-LAW NO. BEING A BY-LAW TO AMEND THE TOWNSHIP OF ALDBOROUGH ZONING BY-LAW NO. 90-50,AS AMENDED Vanderploeg Farms Limited 24676 Marsh Line WHEREAS the County of Elgin Land Division Committee has granted permission to the creation of a lot (Application for Consent E46113) to dispose a surplus farm dwelling consistent with the Provincial Policy Statement and in conformity with the West Elgin Official Plan; WHEREAS the County of Elgin Land Division Committee in granting its permission has imposed conditions pertaining to the zoning of the lot being created and the lands being retained including a restriction that no residential uses be permitted on the retained lands; WHEREAS certain provisions of the Zoning By-law are not capable of being complied with; NOW THEREFORE the Council of the Corporation of the Municipality of West Elgin enacts as follows: 1. THAT Section 5.3 to By-law No. 90-50, as amended, of the former Township of Aldborough being the Exce tip ons of the Agricultural (A1) Zone, is hereby amended by the addition of the following: "5.3.96 a) DEFINED AREA Al-96 as shown on Schedule"A", Map No.49 to this By-law. b) PERMITTED USES accessory use agricultural use dog kennel forestry use hunting preserve landing strip as an accessory use riding school wayside pit wildlife sanctuary c) MINIMUM LOT AREA 16 ha" 2. THAT Schedule"A", Map No. 49 to By-law No. 90-50, as amended, is hereby amended by changing from the Agricultural (Al)Zone to the `site-specific' Agricultural (A1-96)Zone those lands outlined in heavy solid lines and described as Al-96 on Schedule "A" attached hereto and forming part of this By-law, being part of Lot 16, Concession IX, formerly in the Township of Aldborough, now in the Municipality of West Elgin, in the County of Elgin. 3. THAT Schedule "A", Map No. 49 to By-law No. 90-50, as amended, is hereby amended by changing from the Agricultural (Al) Zone to the Special Agricultural (A2) Zone those lands outlined in heavy solid lines and described as A2 on Schedule "A" attached hereto and forming part of this By-law, being more particularly described as being Part 1, Plan 11 R-9676, being part of Lot 16, Concession IX, formerly in the Township of Aldborough, now in the Municipality of West Elgin, in the County of Elgin. 4. THIS By-law comes into force upon the day it is passed in the event an appeal has not been filed with the Clerk within the time prescribed by the Planning Act R.S.O. 1990, as amended. In the event an appeal is filed with the Clerk within the time prescribed by the Planning Act, R.,S,.O. 1990, as amended, the By-law shall be deemed not to have come into force until the appeal has been finally disposed of, whereupon the By-law(except for such parts as are repealed or amended as so directed by the Ontario Municipaf Board) shall be deemed to have come into force on the day it was passed. READ a FIRST and SECOND time this day of , 2013. READ a THIRD time and FINALLY PASSED this day of , 2013. MAYOR CLERK CONCESSION IX LO 16 Al-96 rA21 MAR. H_LIN.E CONCESSION X This is Schedule"A"to By-law No. Municipality of WEST ELGIN Passed this^day of 2013. SCHEDULE W Meyar � � 1:4,000 Clerk Metres 0 25 50 100 150 200 250 c loC� 4 lu Pllys •Y� N q r - s a Z 7 \� '7998' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Ad min istrator/Treasurer DATE: November 28, 2013 SUBJECT: Planning Position --West Elgin, Dutton/Dunwich & Southwold RECOMMENDATION: That Council direct the Administrator/Treasurer to provide notice to Ted Halwa of Monteith Brown Planning Consultants of the Municipality of West Elgin's plan to advertise for a Staff Planner; AND FURTHER that an agreement with Municipality of Dutton/Dunwich, Township of Southwold and Municipality of West Elgin to share the services of a Staff Planner; AND FURTHER that a job advertisement and pay scale be developed; AND FURTHER that this report be made public once Monteith Brown Planning Consultants has been notified and an agreement with Municipality of Dutton/Dunwich and Township of Southwold has been confirmed. INTRODUCTION: In December 2012 Council agreed to move planning services from Community Planners to Monteith Brown Planning Consultants, as our current planner Ted Halwa moved his business to Monteith Brown Planning Consultants. At that time it was discussed to review how planning services are delivered to the Municipality of West Elgin. That short-term plan is Status Quo, until a review can be completed. DISCUSSION: Options for delivering Planning Services: 1. Continue with the current Planning with Monteith Brown Planning Consultants and Gary Blazak (Port Glasgow). Attached is the current cost of planning using consultants, from the third quarter Financial Report. 2. Prepare an RFP for Planning Services for the Municipality of West Elgin. 3. Discussions have taken place with the neighbouring Municipality of Dutton/Dunwich and the Township of Southwold of sharing a Staff Planner (similar to the Building Inspection Services with Dutton/Dunwich and Southwold). Their council's have agreed to a trial of recruiting a Planner. Based on the current needs of West Elgin, the planner will be available to West Elgin up to three Days. Based on the current costs of consulting services there will be a fairly significant saving to the Municipality. • Estimated annual cost$88,000.00 If West Elgin used the planner 50% of the time, the cost would be $44,000.00 per year and for the short-term continue to use Gary Blazak for the Port Glasgow Development. A proposed Job Description of a Planner is attached (prepared with help of the County Planner Steve Evans). 4. Investigate the possibility of having planning services at the Elgin County Level to provide planning services to Lower Tiers. At the present time the County is not prepared to offer these services, considering in a couple of years and number of lower tier municipalities are willing to consider. If option 3 is selected, this option could still be considered. Respectfully Submitted, Scott Gawley Administrator/Tre urer MUNICIPALITY OF WEST ELGIN PLANNING AND ZONING SEPTEMBER 30, 2013 PLANNING AND ZONING 2011 2012 3RD QUARTER 2013 2013 ACTUAL ACTUAL YTD BUDGET PROJECTED TOTAL REVENUES 41,447.28 47,571.64 23,326.00 •52,000.00 -32,000.00 TOTAL EXPENDITURES 128 002.49 147,261.22 82,269.27 152,000.00 102,000.00 NET PLANNING AND ZONING 94,696.27 99 679.66 56 984.27 126,000.60 120,600.60 F ENTS: UE: on fees for Zoning,Sideplan Reviews etc,and are offset by Costs to review,these appllcallons, DITURES: ning By-Law $25,000.00 unity improvement Implementation-$treetscape $25,000.00 Plan Appeal $7,000.00 asgow Secondary Plan Completion $10 006.00 A-Part Glasgow $6,000.00 tion Reviews $50,000.00 PM, is sag.000,00 $162,000.00 YTD-all expenditures are consultant fees-timing of services&payment Municipality of West Elgin November 5,2013 Page 28 Municipality of West Elgin POSITION DESCRIPTION TITLE: Planner DEPARTMENT: Planning Department REPORTS TO: POSITIONS SUPERVISED: None EFFECTIVE DATE: AUTHORIZED: POSITION SUMMARY: Reporting to the Municipality of West Elgin's Administrator/Treasurer, the Planner reviews and processes development applications made under the Planning Act and other legislation, and prepares and presents professional planning advice, research, reports and recommendations to Council. This position will supply services to Municipality of Dutton/Dunwich, Township of Southwold and Municipality of West Elgin. PRINCIPAL RESPONSIBILITIES: • Provide information, interpretation, advice, and opinion regarding planning and development issues to the public, agencies, municipal staff, consultants, committees and councils. • Oversee and direct planning processes (including official plan amendments, zoning by-law amendments, subdivisions 1 condominiums, site plans, consents, minor variances, interim control by-laws, etc.) including the preparation of notices, by-laws, reports, agreements, etc. • Prepare and present reports, with professional opinion recommendations, for Council and committees. • Attend council, committee, public, and other meetings as required to act as planning spokesperson. • Maintain all paper and digital files on development applications in accordance with established protocols and ensure all legislated time frames and processing requirements are met. • Prepare and present professional planning evidence and opinions at court proceedings, the Ontario Municipal Board, and other administrative tribunal hearings. • Undertake special projects including research, consultation, evaluations and related activities. • Represent the Municipality on committees and external bodies, • Perform other duties as assigned. Note: the above represents the major functions of the position but does not preclude the addition of other related functions as required. MINIMUM QUALIFICATIONS: University degree in a Planning Program or a related discipline. Registered Professional Planner designation from the Ontario Professional Planners Institute, or equivalent. • A minimum of three years responsible planning experience, preferably within a municipal planning environment and preferably within an agricultural and/or small town context. • Demonstrated excellent verbal, written (including report writing), presentation and related communication skills. • Excellent research, . analytical, organizational, time management, communication, independent decision making, problem solving and negotiation skills. • Ability to interact harmoniously and diplomatically with the public, development industry and elected officials. • Comprehensive understanding of the Planning Act, other relevant statutory documents, Provincial Policy, and planning processes. • Proficiency in Microsoft Office and internet software as well as knowledge of basic Geographic Information Systems. • Valid drivers` licence, the use of a vehicle, and the ability to travel as required to fulfill job responsibilities. Norma Bryant From: Ann Smith [westelgin @westelgin.net] Sent: December-06-13 8:53 AM To: nbryant @westelgin.net Subject: FW: Taxi Service/Designated Driver Service -----Original Message----- From: iimobabe2005 @rogers.com [mailto:limobabe2005 @rogers.com] Sent: December-05-13 11:10 PM To: westelgin@westeigin.net Subject: Taxi Service/Designated Driver Service To the Mayor and township clerk: 1 have worked in the Limousine/taxi. Business for over 14 years now. 1 am a resident of Eagle and have been over 3 years now. It has been my observation that the towns as a well as the surrounding county area could use transportation in either a taxi form or designated driver service as I am aware there are a few drinkers in the area and my plan is to make the roads safe as well as provide transportation to those whom are house bound as well as those who have no modes of transportation, plus be available for school runs, transportation for those whose vehicles have left them in the lurch. I would also provide transportation to those in wheel chairs who can stand on their own body weight and who have walkers as well. I am also a Health Care professional and would make sure my employees have the proper education in order to provide safety to each client. The reason I am writing is I am asking whether or not there will be any township licensing involved that would be necessary for me to establish a taxi business in the area? I have done all the necessary research in pricing, vehicle expenses etc., And this is the final hurtle. Sincerely, Linda La Plante MCA MOA And Professional Limousine Driver 1 �Wa i Jahn street,A0.Box 39 Kit/aloe,ON X0.120 relephene: (693175723,90-Fax (613J7573634 email: infe6khrtownship.ca Web Site: killaloe-hagarty-richards,ca December&, 2013 _-._-- Premier Kathleen Wynne Legislative Building Queen's Park Toronto, Ontario M7A 1A1 Re: Resolution - Limit Industrial Wind Turbine (IWT) Projects In reference to the above noted matter, please be advised that Council for the Township of Killaloe, Hagarty and Richards passed a resolution at its Regular Meeting held on December 3, 2013 to support the Governments' desire to limit Industrial Wind Turbine (IWT) Projects. Should you have any questions, please feel free to contact our office. Yours truly Susan Sheridan, CMO Deputy CAO Clerk-Treasurer SS/dcao cc: Minister of Environment Minister of Energy Minister of Rural Affairs MP Cheryl Gallant MPP John Yakabuski Municipalities in Ontario Encl. r i LWA food a TOWNSHIP OF KILLALOE, HAGARTY AND RICHARDS Date: December 3, 2013 Resolution No.: if Moved By: Seconded By: r WHEREAS the Premier of Ontario has recently conveyed the Government's desire to limit Industrial Wind Turbine (IWT) Projects to.commun ities that are willing hosts; AND WHEREAS the Council for the Township of Kilialoe, Hagarty and Richards has received a clear message from its residents that they are not willing to host IWTs in Killaloe, Hagarty and Richards; AND WHEREAS the Council for the Township of Killaloe, Hagarty and Richards has taken a consistent position on the issue of IWTs; NOW THEREFORE BE IT RESOLVED THAT the Council for the Township of Killaloe, Hagarty and Richards applauds the position taken by the Premier and the Government; AND THAT based on'the consistent position of the Council for the Township of Killaloe, Hagarty and Richards and the Input received from the community regarding IWTs, the Province of Ontario and specifically the Ministry of Environment be now advised that the Township of Killaloe, Hagarty and Richards is not a "willing host"for IWTs; AND THAT this resolution be circulated to Premier Kathleen Wynne, as well as to the Minister of Environment, Minister of Energy, Minister of Rural Affairs, MP Cheryl Gallant, MPP John Yakabuski, and to all Ontario municipalities for their support and endorsement. Carried: Not Carried: D-3 ELGIN GROUP POLICE SERVICES BOARD Chair Qou.glas G. Ounn 'Q C. T61-:519 031-14.60 Ext 161 450 Surtset Drive. Fax 319 633-7661 5t: Thomas, ON N5.R 5V1 Fees. 519 633-1292 To.: Elgin Group Police Services Member Municipalities Co.: Ei:gin Group P$B, Jim Bundschuh, Director of Finance Municipality of From.:, Mark G. McDonald; $ecretary/Administrator 6ayham Date: December. 6, 2013 Subject: Updated O,P.'P 5sfimate for 20.14 Munic.10014 of 06rntral.Elgin Attached you will find .a letter from the Municipal Policing Bureau providing a current"estimate"-for contract services for 201.4. Municipality of In addltion, a chart d pictin.g the fInancial impact I,y municipality 15 included for DuttonlDunwleh. ease of reference. This is for,your information. Municlpa(Rt of West Elgin Township of Malahide i i i E Township.of Southwold f E r I f 2.014 ESTIMATED POLICING COSTS i F r1u�l ip lity 2814 Peroopt 2014 Mayhem 1$40% W8 ,536 Centre!kloin A82/o $2,362,521 Dutton/Dunwfoh 8.52%d $552,971 M01ohlde 13,884/0 MONO: Southwold 19:.87% $7$1,679' West Elgin Total ! �84�'.C84 I i I I I f i I h f I 3 i I Munlclpal Policing Bureau Ontario P011ce 0AP Buroalr in gerviees P1101als des munkipantis Provinclsl proviholale Pollee de I'Ontsdo 777MemorlslAm 777,ave Memorlal OrillleON 13V7V3 Orllia(ON) L3V7V3 i fel: (703)3294a00 rrax::(705)3304191 File numberiftfdrence: 46020 November 20,2013 Mr,Douglas Gunn,Chairperson blo Mark McDonald The Elgin Group 450 Sunset Drive St.Tl onlas,ON N5R SVl Dear Sir/Uedame: ! _ I Re; 2024,Munici 1 Politic Co'st;Ps m —. "tarla P o c1 P01100 CQU) Please find attached the 2014. estimated OPP policing costs far the The Elgin Group in aecoxdance with the contract between the The Elgin Group and the Ministry of Community Safety ,and Correotiorial Services. The estimated salaries- are based on the -terms of the 2011 2014 Compensation Framework between. the Ministry of Government Services and the Orlttaiio.:Provinc al Police Association. The Agreement states that fallowing a two-year across the board salary'freeze,ending December 31, 2013; the general Waxy increase In 2014 will be Bete odned by the salary of the highest paid police service In Ontario. In May of this years w8 communicated to.our municipalities that we projected the 2014 salary increase to be 8.55 portent. The Aral rates, for 20:1-4 remain. . unsettled; however the current projection continues t4 be-at tho same level, reported in May, A general salary rate increase of 8.55'/u has-been included in this cost estimate. The Ministry of Government Services sets OFP benefit rates each year. The currant:benefit rates have been included:in the estimated costs-and will be applied to the final year and reconciliation (266% for uniform officers and 25.5% for civilian staid. The''increased cost of termination and severance payments resulting from recently higher attrition rates has resulted in an Increase in the uniform officer rates in cornparlson to last years rate. The costing formula applied to municipal policing costs has been subjected to the regularly scheduled annual review. The 2013 Cost-Recovoly Formula has been integrated into the 2014 estimated ` policinng costs;as.applicable.A copy of the 2414©PP Cost Sokedule for Municipal Policing has been attached for your reference. F6.r additloualInfol.me4on regarding time Cost-Recovery. Fonmula.pilease refer to the document Understanding Ontario Provincial Police..(OPP) Municipal Policing Costs, available to the public at itp�l/wwui.o}�Ia csrlecnislilld ,php7iwi=5.95. A credit for Provincial Services Usage(PSU)has been included in the 2014 total estimated,policing casts, reducing monthly billings for the year. The PSU credit compelttsates municipalities for the deployment of officers to other areas in response to investigations or other oecurences deemed to be provincial responsibilities. Municipalities are being credited for one half of their three-year average POSO 2 2014-Municipol-Poffeing.C.oatEsOmate—ontar[o Prpvinolal Poflqe.(.PPF) aotbal.P&U perognUge-rate,to a MaxirnuM of five percent of th-ek 2014 estimate. A final adjuftent for aetual P§U experience will be reflected in the year-end reconciliation. Please note, that interest-vdi.l.be charged on overdue aocou0s and it Is applied retroactively to outsumdingbalances, If you.haft any questions roggrdfnig this pstimate, please contact Catherine McCauley, Manager I :Municipal Policing�ffianoittl Services Un%at(705)5291-6913. Yours truly, RA.(Ridk)Philbin Superintendent Commander Miftnicipal.Policing Bureau Aftohrontw 6.1 Chair,Police Services Board Detachment.Cbmwoder,Elgin County OPP W. Commandeffest Region O.P+P.COSTING:SUMMARY Elgin Oroup Eodmatod Policing Costs for the period January 01,2014:to 06comber31,2014 2013 Cast RecaVery Formula Salaries.and.Benefits Uniform Members tJoEsa Poattions Iftspeolor .,. 0.07 95,841 Staff Sergeant-Detachment Commander.... .... - Staff Sergeant......... .................... 0.67 80,4$2 Sergeant............. .................... 2.88 28'3,145 Con4tabiss.. ........ ............. 34.64 3,271,007 pat{T-Irne Constables....... ... taQ«&2t ..., (Ncie 2) 1.25 Total Uhlfbrm Salaries (Note 1) 3,821,170 Overtime . ......Prov.Avg, 946,872 Contraoival Payout(Vacation&Statutory Holidays).................... 149,761 Shift-Pronllults ,.,.,,i e.. . . ..• 25,854 Benefits(18.8%of 5aiariesi 2°/n of'O' vertime,Part-time 28.8%)............... 1.81"6,@:11 7'o1.ai uniform Wailes&Benefits 6,250,607 Civilian Members Positions. Detachment Administrative Clerk ......... 2.66 460,081 Communication Operators 2051476. Prisoner Guards Salaries&Behe(its., .......... 84;035 Office Automation:Support Salaries&,Benefits....... 15,478 Telephone Support Salaries&8eneffts............. 4,865 Oparationa[Support Salaries&Benefits.... ....... 153.510 Sub tatal:Civilian 593,235 Benefits(25.5%of Detachment.Staff Salaries,,19A%Part-time)..,....... ...,. _ 40,{311 Total Civilian Salaries&Benefits {Wrote 1) 634,0056 �T�►�E��tarie��:l��Qett�fit ;�� ti r . ...,... ., . .. ..�:...... ..... . .. ... . ..... . . . . .. , .. �,88��72�:� Other Dir. gt Operatina Exponses Communication Centre ....... ......... 10,107 Opeiatlbrial,8ui)port... ...•................. 3-. -0 RHQ:Munielpel Support ....................... . 76,816 Vetifcle"usage................................ 320,828 Administrative Vehicle ....... (Note 3) 9.788 Telephone . .. .... ................... 45.;042 Detachment Supplies&Equipment................. 21,080 Accommodation.. 23,391 Uniform&equipment......................... .. 48;7-13 Cleaning ............................. 12,o5B Mobile Radlo Equipment Repairs&Maintenance ... 31,474 Woe Automation-Uniform.............. (Note 4) 57,1'37 Office Automation-Civilian.. ............. 087 Totaf Otktar.pinsof tlfa IL$ttmaOt p�e.ra r enset 897687 4 " 1006uin0191&ervicas Usage.. ....................................... ......... {185 1] �� _� ..,..w... .._... i•Q ' IN T'i?4 1) .Uniform salaries are estimated 2814 salary rates. The civilian salaries(excluding Support Staff)are estimated 2014 salary rates.The formula rates applied for Support Staff salaries and benefits are based on ft cat 20124.3 costs. 2) Part-time Constables are dasaffied as casual part-time.They-are Included in the overtime and shift premlorn calculations: They ere not entitled to the Contractual payouts.They are entitled to certain benefits which are calculated at.2D:60/9 of their salaries,Their positions are also taken into c000ld0rellorr for the calculation of other dfm t operating expenses. 3) Adminlstrailve Vehicle has an annual cost of 69,788., 4) Office Automation Uniform is calculated at$1,402 per uniformed member. Inoluded In cast Is one additional OPP Standard desktop computer at an annual cost of$1,361 required for the Administrative Sergeant position. OPP Cost Sohtduld for Mwe*a Policing for flio Year 2014 (Based on 2013 Muntolpal Cost Recovery FQnnulao) The following categories are taken into consideration wizen preparing tits costing proposal., 2014 Esdin Uniformed Staff Salaries 0 Inspector $143,047 (Bascd on Istimated 2014 salary rates) St eseegeafit $129,124(Detachment Commander) Sufi'Sergeant. argeant $120,077 {Program Manager) Sergeant $106,483 Constablo. $94j702. Pad-time Constable $72j500 Overtime Rate 0 6.6%of uniformed staff splmles Sbift:Premift $675 per uniformed inember--sergeant and below Contmotud.ftouts Rate 6 3.8%of full-time uniformed staff salaries (Vacation and Statutory Holidays) Civii9an Staff Salaries 0 Court Officer $61,152 {Based 6niFAfl mgkted;2014 salary rates) Potaftent Administralvio Clark. $60,191 Caretaker $50,977 Dene9tRates;4D 26.6%uniformed staff'(part-time 20.6b/,) .25:5%oijillian,staff( --par t-time,19.1%) 2% overtimepwyments Support Salaties od Benefits CbmMunidation Operators $5,164 (oost per uniformed member) Prisoner Guards $058 Office Automation support $589 `Tolephoite Suppoit -1 $ Operational-support 0 $3,858 Other Diftet Operating Expenses(0j)OE) Comqnknication.Centro $254 (cost pet uniformed member,.unless Oprotional Suppon 0 $903 otlierwise stated) RHQ Municipal Support $2,006 vebide.usap $8,058 Telephone $1,132 Office•Supplies&Equipment $530 Awommodation Uniforms&HquipmeAt $1,174 Cleaning Contract $303 Mobile Radio Maintenance $791 Office Automati.on Uniform $1,402 Civffian $1,687(per civilian member) O Arble Ant the.Municipal Cost-Recovery Formula is rale;iled.and twdafed annually. A revised cost recovelyforanda shall be applied In the calendar year folluipinglike review:acrd costs shall'be.adjWed accorftgly. The current cost recoperyloroula,time 2013 M11,81c4pal CospRecovery Formula,has been used lopmject ongoing costs for 2014 anothro"g4out the term 0011SAgreentelm 0 Municipalities are billed.husedon actual costs atyear-end. TU2014salary rates have not been ilelernjIM4 They are dependent upon 2014,r Class Constable Rates negotiated throughout ibe Province. 0 Current annual rates;updated as.required, 0 Includes Training,Forensics,Recruiting,Quality Assurance,Municipal PolleingAdministmilon m STAFF REPORT Meeting Date: December 17, 2013 To: Mayor and Members of Council Prepared By: Shelley Eliopoulos, Treasurer/Director of Finance Reviewed/Approved By: Jim Peters, Director of Planning Mike Rutter, CAO Department Report No.: FIN 2013-32 Subject: Development Charges Review Corporate Strategic Plan: Business Growth Council Recommendation: BE IT RESOLVED THAT Council support the Municipal Finance Officers Association position paper "Frozen in time: Development charges legislation underfunding infrastructure— 16 years and counting" which supports revisions to the Development Charges Act, 9997 are recommended to eliminate barriers to cost recovery: 1. Eliminate Section 2(4), "ineligible services," so that all services are eligible for development charges. 2. Remove Section 5(1), paragraph 8, the step in "Determination of development charges" that requires municipalities to reduce their capital costs by 10%. 3. Update Section 5(1), paragraph 4, which entails that the service levels development charges are based on is an average service level for the previous ten years, with a more flexible understanding of service levels. Municipalities should be able to adopt forward looking service levels, define the basis for service levels and broad service categories. AND FURTHER that this resolution be forwarded to the Municipal Finance Officers Association to show the Municipality of Trent Hills support in amending the Development Charges Act. 1. Purpose/Nature of the Proposal: That the Municipality support the Municipal Finance Officers position paper on the reform of the calculations for Development Charges in Ontario. 2. Background/Rationale: Although the Development Charges Act, 9997 introduced some positive elements to Ontario's development charges regime, municipalities have struggled with the cost recovery restrictions it brought forward, especially provisions concerning: 1. Ineligible services - Section 2(4) lists services for which costs are ineligible to be recouped through a development charge. 2. 10% discounts - Section 5(1), paragraph 8, indicates that a 10% discount will be applied to the development charge for a significant range of services (full list on page 18). 3. Historic average method of calculating service levels - Section 5(1), paragraph 4, indicates that DCs for all services will be calculated based on the average service level 1 at which they were provided in the ten years leading up to the development charge background study. These features of the Development Charges Act, 1997 are problematic because they create funding gaps for the infrastructure needed to enable growth. It is counterproductive to limit municipalities' ability to invest in infrastructure by limiting their ability to recover capital costs through development charges at a time when governments are focused on shrinking the infrastructure deficit and stimulating economic recovery through infrastructure investment. Significant infrastructure investments are critical to Ontario's continuing growth. Eliminating the arbitrary revenue restrictions in the Development Charges Act, 9997 would make growth pay for a greater share of growth so that Ontario municipalities can get on with the timely business of investing in the maintenance, rehabilitation and renewal of local infrastructure—the bricks and mortar of local economies. 3. _Relevant Options/Consuitation_s: NIA 4. Risk/Safety Considerations: NIA 5. Le al Im lica#ionslLe Islative Re uirements: NIA G. Policy/Staff Implications: NIA 7. Wor Benefits: Reform to the Development Charges Act with the recommendations from the Municipal Finance Officers Association position paper would allow greater flexibility for the Municipality of Trent Hills in the adoption of its Development Charges, which in turn will assist in funding growth related projects outlined in the Municipalities Long Term Asset Management Plan. 8. Financial Analysis: NIA 9. Means of Communicating Decision: 10.Respeeffully submitted by: Shelley Eliopoulos Treasurer/Director of Finance Jim Peters Director of Planning Mike Rutter CAO 2 r r 1 ©e6ember,6,2013 The lonourabfe Kathleen Wynne, Premier of Oritado - Mrrneter l�lrnr$ter's Office, . 14�Floor, 77 Grernille S#reet Toronto, b1V; M7A 1 B3 R® Ragusa#fpr the Prance of Ontadlo.to step In anal abolish lhe'OPP nsw Blllmg 1 Mbalel for.:Pollce Servfces: : . Dear Honorarable Pretriier Wynne,: At#he'regufar meetrng of Gouracil held on`December 4 '; 2013, the Council for•the Mnicipallty :of,NlcDougalf passod Res Qlutron No 2Q.13l187 whic_ h opposesahe;provincial Police new $i11rn8-Model for pofrces servrces starting in2015,: Please find enclosed a copy of the above hotea resolution. w c requeststhe sssrstance of the Pnwrnce,of Ontano aid Premier V►lyrrne to abolish:#he proposed'br!lirt model:: if further rnfo"i tiara is required, please°do not heslta#e to contact the undersignetl. Sr rely, Up Munrcipalityof McDougal 5'B WA.g Blvd. 111IcQougall,ON P2A 2W9 Encl. cc: AlI Municipalities with a permanent population of 10000 or less; The'.Honourable Madeleine Mellleur, Minister of Community Safety& Correctional Services; The Honourable John Gerretsen, Attorney General of Ontario; The Federation of Northern Ontario Municipalities (FONOM); Association of Municipalities of Ontario (AMO); Bonnie Lysk,Auditor General of Ontario. 5 EAGER BOULEVARD;MCDOU0 ALL,ONiTAMO;P2A 2w9 PHONE.705-342-5252;1-888-950-8401;FAX 705-342-5573 di all ofmc om com . RESOl.UT10I N0. DATE: lr° CARRIED: DEFEA'T' ED: MO—MY b� ISIO . .L ST Councillor Daleman Councillor Dixon SECONDED; £ouncillor Joftnson Councillor,Malott Mayor Robinson; WHEREAS the Ontano ProvincloPolioe are:.proposing a new briling made!for oharging muriiclpanties fior poll61%servibes,.starting in 20.15;.and YYHERE!°1S the current;billing mode!1s a:deployment model, in rwhioh cyst i�ecove is based on percentage of detachment workload,,actual detachment staffin levels, ry and benefs, and a cwt:recovery,c�omponent;for other eperltlitdres,w!i ch.models h been,�in pfac fvr fiver 1;5 sere and Y WHEREAS the new mefhar�iplogy would charge each munici al p sty a fiat X. 60 per hoe�seholtl fee..for the base costs related;to prov,ding police senrlces, plus a variable, charge for each call for service!n that murliCipsiliiy 'i'fie rational for"thES,ls tfii`a"ffieres a base fitted cos#for providing'p olice servloes.that must be borne try ail partrcrpatl�g rrxuntcipalfies, regartllesa of thQ number of,calls fbr service that the pPh'reponds to 1n each rrtunrcrpalft.r. The OPP have advised that 73%of their costs are faced'(i.e base costs and 27% re variable; artd V1fHEREASahe actual specifics of the cost'for the'.Calls far senr10e have riot been released yr calculated, the OPp has esfirnatetl that the average cost per household in Ontario:far olECin ervrces, includ g:6oth�the base-cost arad'th calls for service,1. P;._ 9 would ae approxama#efy$369;'and,'' 1NHEREAS this:model world see the-OPP costs for West Parry Sound.Municipalities increase.from $3,412,189{per 2012 FIR)to$8,537,204, an increase of$3,125,015 or 92.W and WhiR.EAS this-model would see OPP costs increase for the Municipality of McDougall from $233,396 (per 2012 FI Or 188 R)to$625,086 an increase of$391,690 °r�;and WHEREAS this model is fundamentally flawed, unfair and inequitable; I AJ RESQLUTION i,0: DACE r � < CARRIED: DEFEATED. MOVED Y , LION LIST :' AAIST Counclilar` aleman: Councrllor.pixon SEGO D BY Count Rlor Johnsvr Councillor Malott: ` Mayat'Rabirtson THEREF . .RE,B• IT RESOLVED THAT the Prot'nce of flntano and Premrer,: cafrno#allow thrs' Wynne type of unfair#1'eatman#towards:nrra!Ontario, acid this fundirag model 6�a sPrappoi �[mm ra#el •, "'HER TF# Y, AND FUR, AT#his resoluflOn be fotwari ed#o The Hanaurnble Kathleen Wynne, Prr~mr�r ofOr no, The Honourable Nlaidelerhe Mei[ieur; N'Elnlst r of CoMrr�uno Safe#y& Comeolional Semce The'HonQ rr°abte'.iohh`G&,'m an,Attorney General of Gntano, Feder #ron of `6r,"th i On#ano M.unlPrpair s FQ Ass4clatjon`of M-0 11c pat res pft Of #a a H.,M3� Q. rio'.(AMpj, and all Hirai Oratano munlcipalrh�s wrth a permanent popuiatlon of 7(3;000 arms. _ "MAYOR. LSO 9 JAMES STREET • PARRY SOUND, ONTARIO • P2A i'T4 (705) 746-4243 - FAX. (705) 746-7301 •r•••• W%W thearchipelago.on.ca r . December 3, 2013 Hon. Kathleen Wynne Hon, Madeleine.Meilieur, Minister Premierof'Ontario of Community.Safetyand Correctional Services Legislative q, ..ng Geprge brew Bldg„ 18th Floor Queen's.Park 25 Orosvenor,St ;Toronto ON' IV17A 1A1 Toronto ON M7A9Y6 Dear Prem lerWynne.and Minister Me!Ileur:. Re : Qntario Provincial Police-�New B111ing;Model 1 n:.2015 The Co6ncil for the.Township of The Archipelago believes.that the.anew billing:model proposed;for poiicing'seN..ices is fundamentafly.flawed, unfair and ineg6kablwas outlined in t11e attached Resol Lion No .13-119, passed at the 69 ,Iar Meeting of Council held on November'22' 209$. ;�1107p( mod el would result in the:Township of The Archipelaga'.s OPP costs increasing from 20T2 FIR)to $1;215,1'17, an 1ncreasetof$1,122;900, or 1 2'1.MI' The proposed model would reswit in the'West Parry Sound area ,municipalities,0 P costs in from $3;-412A 89.(201Z FIR).to $6;537;.2.04,an'increase of`$3125015.', or 92%! The Township of The Archipelago is requesting that the,proposed_ model be scrapped,immediately and appreciates your consideration in this matter: Youra truly; Stephen P ieegl,AMCT Chief Ad ministrative Officer, Encl. -Resolution No 93-118 c.c. Federation of Northern Ontario Municipalities (FONOM) Association:of Municipalities of Ontario.(AMO) ural (Jntario Municipalities (with a population < 10;000) Mr. Chns Dr;,Lewis;:OPP Commissioner' Ms. Mary Slverthorrt, OPP Provincial Commander, Corporate.Services Township of The Archipelago P 9 James Street—Parry Sound ON P2A 1T4 Tel: 706-746-42431Fax: 705-746-7301 www.th earchipelago.on,ca .. RAT Resolution No. 013419 Moved by: Councillor Ken Williams Seconded by: Councillor Ian Mead RE;: ONTARIO PROVINCIAL POLICE NEW BILLING MODEL IN 2015 WHEREAS the Ontario Provincial Police are proposing a new billing model for charging municipalities for policing services, starting in 2015; AND WHEREAS the current billing model is a deployment model, in which cost recovery is based on percentage of detachment workload, actual detachment staffing levels, wages and benefits, and a cost recovery component for other expenditures, which model has been in place for over 15 years; AND WHEREAS the new methodology would charge each municipality a flat $260 per household fee for the base costs related to providing police services, plus a variable charge for each call for service in that municipality. The rationale for this is that there is a base fixed cost for providing police services that must be borne by all participating municipalities, regardless of the number of calls for service that the OPP responds to in each municipality. The OPP have advised that 73% of their costs are fixed (i.e. base costs) and 27% are variable; AND WHEREAS the actual specifics of the cost for the calls for service have not been released or calculated, the OPP has estimated that the average cost per household in Ontario for policing services, including both the base cost and the calls for service, would be approximately $369; AND WHEREAS this model would see the OPP costs for West Parry Sound municipalities increase from $3,412,189 (per 2012 FIR) to $6,537,204, an increase of $3,125,015 or 92%; AND WHEREAS this model would see OPP costs increase for the Township of the Archipelago from $92,217 (per 2012 FIR) to $1,215,117, an increase of $1,122,900 or 1,218%; Resolution No. 13-119 Page 2 Re; Ontario Provincial Police— New Billing Model in 2015 AND WHEREAS this model is fundamentally flawed, unfair and inequitable; NOW THEREFORE BE IT RESOLVED that the Province of Ontario and Premier Wynne cannot allow this type of unfair treatment towards rural Ontario,,and this funding model be scrapped immediately; AND FURTHER BE IT RESOLVED that this resolution be forwarded to The Honourable Kathleen Wynne, Premier of Ontario; The Honourable Madeleine Meilleur, Minister of Community Safety and Correctional Services; The Honourable John Gerretsen, Attorney General of Ontario; Federation of Northern Ontario Municipalities (FONOM); Association of Municipalities of Ontario (AMO), and all rural Ontario municipalities with a permanent population of 10,000 or less. Regular Meeting of Council November 22, 2013 CARRIED Reeve Peter Ketchum 89 Limerick Labe Road .YENNIFER TRUMBLE, R.R.#2,GILMOUR,ON Clerk-Treasurer KOL 1WO 613-474-2863 (Phone) 613-474-0478(Facsimile) Roads: 613-474-0060 clerk townshi .lirnerick.on.ca Building: 613-474-2646 ,yC0 ORAVED w.w.w.township.limerick.on.ca CORPORATION OF THE TOWNSHIP OF LIMERICK The Honourable Kathleen Wynne, Premier of Ontario Minister—Minister's Office I 1h Floor, 77 Grenville Street Toronto, ON M7A 1133 05 December 2013 Re: Reqnogt for the Province Ontario Qntario to step in and abolish OPP New–Billing Model Honourable Premier Wynn; Please find enclosed a certified copy of resolution 2013-209 carried by the Council of the Township of Limerick on December 3rd, 2013,which requests that the Province of Ontario recognize the new billing model is unfair to Rural Ontario and that it be replaced with a new Proposal that deals directly with lowering the high cost of policing in Ontario. Respectfully, Jenn r Trumble Clerk-Treasurer Cc: the Honourable Madeleine Meilleur, Minister of Community Safety&Correctional Services, the Honourable John Gerretsen,Attorney General of Ontario, Federation of Northern Ontario Municipalities (FONOM),Association of Municipalities of Ontario (AMO),and all rural Ontario municipalities with a permanent population of 10,000 or less. Ends. 89 Limerick Lake Road �Ow R.R.#2,GILMOUR,ON � Nsy'4 JENNIFER TRUMBLE, ,,. Clerk-Treasurer KOL 1W0 613-474-2863(Phone) 613-474-0478(Facsimile) Roads: 613-474-0060 clerk townshi .limerick.on.ca Building: 613-474-2646 RpORATE4 w.w.w.township.limerick.on.ca CORPORATION OF THE TOWNSHIP OF LIMERICK MOTION; (2013-209) CARSON-YOUNG WHEREAS, the Ontario Provincial Police are proposing a new billing model for charging municipalities for policing services, starting In 2015; AND WHEREAS, the current billing model is a deployment model, in which cost recovery is based on percentage of detachment workload, actual detachment staffing levels, wages and benefits, and a cost recovery component for other expenditures, which model has been in place for over 15 years; AND WHEREAS, the new methodology would charge each municipality a flat $260 per household fee for the base costs related to providing police services, plus a variable charge for each call for service In that municipality. The rationale for this is that there is a base fixed cost for providing police services that must be borne by all participating municipalities, regardless of the number of calls for service that the OPP responds to in each municipality. The OPP have advised that 73%of their costs are fixed (i.e. base costs) and 27%are variable; AND WHEREAS,the actual specifics of the cost for the calls for service have not been released or calculated, the OPP has estimated that the average cost per household in Ontario for policing services, including both the base cost and the tails for service, would be approximately$369; AND WHEREAS,this model would seethe OPP costs for Limerick Township increase from$84, 930 (per 2012 FIR) to $218, 817, an increase of$133, 887 or 157%; AND WHEREAS,this model is fundamentally flawed, unfair and inequitable. THEREFORE BE IT RESOLVED THAT the Province of Ontario and Premier Wynne be petitioned to recognize that this model is unfair to rural Ontario and further that his funding model be scrapped immediately and replaced by a proposal that deals directly with lowering the high cost of policing in Ontario. AND FURTHER THAT this resolution be forwarded to The Honourable Kathleen Wynne, Premier of Ontario, the Honourable Madeleine Meilleur, Minister of Community Safety & Correctional Services, the Honourable John Gerretsen, Attorney General of Ontario, Federation of Northern Ontario Municipalities (FONOM), Association of Municipalities of Ontario (AMO), and all rural Ontario municipalities with a permanent population of 10,000 or less. CERTIFICATION I hereby certify that this is a true copy of a resolution passed by the Council of the Township of Limerick at their meeting held on December 3rd,2013. Je er Trumble-Clerk-Treasurer-Township of Limerick Tay Valley Township December 10th, 2013 Honourable Madeleine Meilleur Minister of Community Safety and Correctional Services 18th Floor, George Drew Building 25 Grosvenor Street Toronto, Ontario M7A 1Y6 The Honourable Madeleine Meilleur: Re: OPP Billing Reform The Council of the Corporation of Tay Valley Township at its Council meeting on November 26, 2013 adopted the following resolution: RESOLUTION#C-2043-1.1-35 "WHEREAS,the Ontario Provincial Police are seeking stakeholder input on a new billing model to be used to charge municipalities for policing services starting in 2015; AND WHEREAS, the current billing model is a deployment model whereby cost recovery is based on a percentage of detachment workload, actual department staffing levels,wages and benefits, and a cost recovery component for other expenditures, and has been in place for over 15 years; AND WHEREAS,the proposed billing model would calculate municipal policing bills using a"base" amount plus a charge for service calls, with the base level purported to be 73% of OPP costs and represents$260 per household regardless of the resources actually consumed by each municipality and the balance (27%)representing reactive calls for service based on the number and type of calls; AND WHEREAS, crime rates in Ontario generally, and Tay Valley specifically, are in decline; AND WHEREAS,the proposed model would result in the OPP costs for Tay Valley Township increasing from $485,000 annually to almost$1.4 million annually, a staggering increase of 188%, translating into a property tax increase of more than 20%.; AND WHEREAS,the proposed billing model has been endorsed by an exceptionally small percentage (18%) of OPP policed municipalities based on a survey conducted during the summer of 2013; AND WHEREAS, an almost identical number of survey respondents chose the existing billing model based on the same survey; Tay Valley Townshlp 217 Harper Road,R.R.#4,Perth,Ontario K7H 3C6 www.tayvallgytwp.ca Fax:(613)•264-8516 phone:(613)-267-5353 IN AREA CODE(613)1-800-890-0161 Tay Va I e Towns h AND WHEREAS, the metric used by the OPP to compare costs between municipalities based on costs per household is fundamentally flawed as it implies that only residential taxpayers pay for policing, and does not take into account the greater ability to pay that the urban centres possess because of their larger commercial, industrial and institutional tax bases; AND WHEREAS,expressing costs.on a per household basis effectively exaggerates the unit cost of policing in municipalities with urban centres; AND WHEREAS, the billing reform process.appears to be moving forward completely independent of the Future of Policing Advisory Committee(FPAC)work; AND WHEREAS, the proposed model is fundamentally flawed, unfair,and inequitable; THEREFORE BE IT RESOLVED THAT the Township of Tay Valley call on the Province of Ontario, Premier Wynne, and Minister Meilleur to cease the OPP billing reform process until the Future of the Policing Advisory Committee has completed its report and the recommendations therein have.been studied., and municipalities have been consulted and afforded an opportunity to comment; AND FURTHER THAT this resolution be forwarded to the Honourable Kathleen Wynne, Premier of Ontario; the Honourable Madeleine Meilleur, Minister of Community Safety&Correctional Services, the Honourable Jeff Leal; Minister of Rural Affairs, Association of Municipalities of Ontario(AMO), and all rural municipalities with a permanent population of 12,000 or less.'' Tay Valley Township Council believes the proposed OPP billing reform model is entirely inconsistent with the Province's commitment to strengthen rural Ontario. If you require any further information., please do not hesitate to contact the undersigned at (613) 2.67-5353 ext. 1.30 or clerk @tayvalleytwp.ca. Sincerely, Amanda Mabo Clerk cc: Kathleen Wynne, Premier and Minister of Agriculture and Food Jeff Leal, Minister of Rural Affairs Randy Hillier, MPP, Lanark-Frontenac-Lennox and Addington Association of Municipalities of Ontario Leslie Drynan, Deputy Clerk, Lanark County All rural municipalities with a permanent population of 12,000 or less Tay Valley Township 217 Harper Road,R.R.#4,Perth,Ontario K7H 3C6 www.tayvalleytwp.ca Fax:(693)-264-8516 Phone:(613)•267-5353 IN AREA CODE(613)1-840-810.0161 CHAIR : ttow App, Brian:King Municipality:otChath m-Kept V10154CHA€R Municipwity of Southwest Middlesex A!'nnnIPrtn xprfinee y John Kavelaars. The Tham'dt I tIQ etnar T 10 December 2013 Mr. Scott Gawley Administrator/Treasurer Municipality of West Elgin 22413 Hoskins Line,P.O. Box 4.09 Rodney,Ontario NOL 2C0 Re:2014 Budget The LTVCA Board of Directors approved its 2014 preliminary budget and municipal levy on November 28,2013. The budget will be presented at the Authority's Annual Meeting on February 20,2014 for final approval. Details of this budget are provided in the attachments: • Page 1 summarizes program expenditures by category showing 2013 and 20I4 for comparison; and corresponding sources of revenue for 2014; • Pages 2 through 6 provide expenditure details for each program for 2013 and 2014; and corresponding sources of revenue; • Page 7 provides details of each municipality's Current Value Assessment(CVA)within the Authority's jurisdiction and its corresponding share of Direct Special Benefit;Non-matching and Matching General Levy; and indicates the change from 2013 to 2014(a summary of this information as it pertains to your municipality is included on page 2 of this letter). Total budgeted expenditures for 2014 are$2,245,649 compared to$2,110,916 in 2013; an increase of$134,733, The increase is largely accounted for within four programs: Flood Control Structures;Flood Forecasting and Warning; Planning and Regulations; and Conservation and Recreation Properties. The remaining programs show a number of increases and decreases which are largely offsetting. Factors driving these program increases include increasing demands in flood control operations,plan review and administration of the development and alteration regulations. Workload in this area has been increasing with additional development activity,requiring the Authority to create an additional staff position to increase its capacity to meet expected standards of service and timelines. The cost associated with this position is partially offset by an increase in permit fees and applications. Also driving cost increases within the Flood Forecasting and Warning program is the need to replace a severely outdated stream flow monitoring and flood forecasting system. The new technology will permit better integration into the flood monitoring,forecasting and warning system for the entire Thames Watershed and builds onto the currently deployed system at the Upper Thames River Conservation Authority. Most importantly it will ensure that our capacity and capability to provide adequate monitoring,forecasting, warning and operation of our flood control system will be strengthened and maintained. Experience from the numerous events over the past year reinforces the need to maintain up to date technology and well-maintained infrastructure to respond to flood threats. A new special project,Thames Mouth Debris Removal, has been added for 2014 to deal with a persistent deposition of large woody debris in the vicinity of the river mouth at Lighthouse Cove in the Town of Lakeshore. The LTVCA Board has initiated this project having undertaken an emergency project in 2013 to remove material from the outlet to prevent its accumulation and potential interference with ice movement and reduction of channel capacity. Since this debris originates from all areas upstream,the Board has deemed that all member municipalities should contribute to its removal in proportion to their share of the General Levy; with Lakeshore paying an additional"Direct Special Benefit"levy of$1500. ...page 2 "CELEBRATING OVER 50 YEARS OF CONSERVATION" 100 THAMES ST. • CHATHAM,ON • NX 2Y8 • 619-354-731:0 • FAX 619.352-3435• www,ltvca:ca DON PEARSON-GENERAL MANAGER I SF-OkEfARY TREASURER _2- To fund the expenditure increases,the Board has approved an increase in the General Levy of$44,497 over 2013, for a total of$786,079. This"general levy"consists of$157,807 of"matching levy"and$628,272 of "non-matching levy". In accordance with section l.(1)of Ontario Regulation 139196,the"non-matching levy" of$628,272 must be approved"by a weighted majority of the members at a meeting for which 30 days' notice was provided to the affected municipalities and at which a recorded vote was taken." This letter and the accompanying budget documents are hereby provided as the required notice that the LTVCA intends to consider the preliminary budget and levy for approval at its Annual General Meeting on February 20,2014. For your convenience,your municipality's levy for 2014 is$37,732.00,broken down as follows: 2013 Approved 2014 Proposed Budget Budget General Levy $ 30,639 $ 34,543 Groundwater Monitoring 496 527 Development and Alteration Regulations 1,464 1,607 Aerial Photography 227 242 Thames Mouth Debris Removal 813 Total $32,826 $ 37,732 The LTVCA Board acknowledges that the average levy increase varies significantly among the member municipalities and offers the following explanation as provided by the Ministry of Natural Resources:"The assessed values reflect updated assessments to January 1, 2012 from the previous base year of January 2008. On average across the province,there was an 18%increase in the value of residential properties and a huge increase in the value of farmland, in some areas 50 to 100%. ...Municipalities should be aware of these general trends within their area." These variations are therefore driven by changes in assessed land values and are beyond the Authority's control. Please direct any questions tome by telephone at 519-354-7310 ext.224 or email don.pearson@Itvca.ca. I would be pleased to attend a meeting of your Council to provide further explanation if desired. Yours truly, Don Pearson General Manager/Secretary-Treasurer F rl �'.q ktjxe 1ta ✓u�$ s1 r3xh�.a t1f�1 i�t �c��tta o i{1} Bureau durpr€silent warden's office r�Scr L'Orignal December 10, 2013 The Honorable David Orazietti Minister of Natural Resources Sulte.6630,'6th Floor, Whitney Block 99 Wellesley Street West Toronto, Ontario M7A 1W3 Re: Amendment to the Aggregate Resources Act for peat moss extraction Dear Minister, The Council of the United Counties of Prescott and Russell, at its meeting of November 27, 2013, discussed a proposal from one of its local municipalities regarding an amendment to the Aggregate Resources Act for the extraction of peat moss--a resource that is significant and abundant in our region, but of which its extractors are not subject to annual fees. Given that heavy trucks carrying this peat moss contribute to the deterioration of our roads and infrastructures, and that the Act provides that every licensee or holder of an aggregate permit shall pay an annual fee to municipalities—which in turn must ensure the protection of the road network_our Council subsequently adopted a resolution requesting the Ministry of Natural Resources to amend the Aggregate Resources Act to ensure that peat-moss extractors are subject to the same criteria as other aggregate extractors. I am pleased to enclose a certified true copy of our Resolution 2013/208 for your consideration, in hoping the Ministry of Natural Resources may be of further assistance in this file and consider this amendment to the Aggregate Resources Act. Your opinion on the matter would also be greatly appreciated, as our Council believes this to be an issue facing many municipalities across the province. Please accept, Minister, my sincere regards, end P. Berthiaume, Warden United Counties of Prescott and Russell 59, rue Court St., C.P./P.O. Box 304, L'Orignal ON KOB 1 KO -Tel.: 613 675-466.1 - 1 800 667-6307 • Fax: 6'13 675-4933 www.prescott-russell.on.ca Prer Propose 1 Moved By: Francois St-Amour Date: 27 novembre 1 November 27, 2013 Appuye 1 Seconded by: Marcel Guibord Numbro 1 Number 2013/208 RE: Modification de la legislation portant sur 1'extraction de la tourbe Amendment to the legislation regarding peat-moss extraction ATTENDU que la Loi sur les ressources en agregats WHEREAS the Aggregate Resources Act controls surveille et reglemente 1'exploitation des agregats sur and regulates aggregate operations on Crown les terres de la Couronne et les terrains prives; and private lands; ET ATTENDU que la loi exige que les titulaires de AND WHEREAS the Act provides that every permis ou de licence d'extraction en agregats versent licensee or holder of an aggregate permit shall des droits annuels aux municipalites locales; pay an annual fee to local municipalities; ET ATTENDU que les extracteurs de tourbe ne sont AND WHEREAS peat-moss extractors are not pas assujettis a des droits annuels; subjected to annual fees; ET ATTENDU que dans la loi, la definition du mot AND WHEREAS in the Act, the word "earth" does «terre» exclut le sol arable et la tourbe; not include topsoil and peat moss; ET ATTENDU que les municipalites doivent assurer AND WHEREAS municipalities must ensure the la protection du reseau routier mais la circulation des protection of the road network as heavy trucks camions lourds transportant de la tourbe contribue a carrying peat moss contribute to the deterioration la degradation des routes; of roads and infrastructures; QU'1L SOIT RE SOLU que le Conseil p6titionne le BE IT RESOLVED that Council petition the minist6re des Richesses naturelles de modifier la Loi Ministry of Natural Resources to amend the sur les ressources en agregats pour assurer que les Aggregate Resources Act to ensure that peat- op6rateurs d'extraction de la tourbe soient assujettis moss extractors are subject to the same criteria aux m6mes exigences que les exploitants d'agr6gats. as other aggregate extractors. Adoptee Carried COME CERTIFIEE CONFORMEI CERTIFIED TRUE COPY Je, Andree Latreille, greffiere adjointe de la Corporation des Comtes unis de Prescott et Russell, atteste que la presente est une cople certifiee de la r6solution adoptee par le Conseil le 27' jour du mais de novembre 2013. 1 1, Andree Latreille, Deputy Clerk of the United Counties of Prescott and Russell hereby certify that the foregoing is a true copy of a Resolution adopted by County Council on the 27th day of November, 2013. Andree Latreilie, Greffiere adjointe j xaEE December 12, 2013 Municipality of West Elgin 22413 Hoskins Line Rodney, Ontario NOL 2C0 Re: Use of the West Elgin Complex National Farmers Union (NFU) is requesting that the NFU organization have free use of the facility for the purpose of holding meeting with the members of the NFU in Elgin County. 1 understand the use of the facility is available to charitable and Non-Profit organizations on a rent free basis. The NFU is a non-profit organization and specifically it would be used by the NFU— Elgin chapter. Yours truly, 36_L� �1 i John Bakker Local Member of NFU CORPORATION OF THE toMAP Of MZ 0_ R 758070 2nd Line East Mulmur ON L9V OG8 TELEPHONE:708-486-3341 - FAX:705-466-2822 December 13, 2013 MPAC Board of Directors 1340 Pickering Parkway, Suite 101, Pickering, Ontario. L1V OC4 Dear Chair and Board Member: RE: PRIOR YEARS' ASSESSING OF PROPERTIES Mulmur Township Council, at their meeting on Wednesday, December 11, 2013, passed the attached motion outlining their concerns regarding the timing and loss of assessmentttax monies for the Township, Upper Tier and School Boards. This motion has been forwarded to other municipalities and school boards for their information, as this impacts us all financially. We appreciate your serious consideration of this motion at your next meeting and look forward to your response on this crucial issue. Yours truly, 4&� Terry Horner, A.M.C.T. CAOIClerk. C. -Sylvia Jones, M.P.P:. - County of Dufferin -School Boards -A.M.O. - Municipalities Fs.. a 4F� r 'Y 1 A - --Corporation of the Township of MULMUR Moved by, Hawkins Date: December 11, 2013 Seconded by: Mills THAT WHEREAS the Municipal Property Assessment Corporation (MPAC) is able to, and routinely adjusts assessed values for tax purposes for the current year and for up to two prior years on properties where development has occurred and a building permit has been obtained,and where severances have been granted; AND WHEREAS the Township has discovered several instances where development has occurred where no building permit has been obtained and has provided proof of the existence of the development (including photographs)and requested that MPAC retroactively assess those properties in the same manner and for the same time periods; AND WHEREAS requests for re-assessment sent in by the Township as much as 20 months ago have not been dealt with, and MPAC has advised that requests made in the summer of 2013 are `too late' to allow a re- assessment for 2013; AND THAT the Township has been advised that the re-assessments will only apply to the 2014 taxation year(if indeed they are re-assessed in 2014), and may not be applied to the two previous years,resulting in a loss of tax revenue to not only the Township but also the County of Dufferin and the School Boards for at least one taxation year(despite the fact they have been identified as existingloccupied in a previous year) and for as much as three Years in situations where the building(s)have existed for that length of time but have never been assessed; AND WHEREAS this appears to reward those who choose not to obtain building permits, not only because the payment oftaxes is deferred(if not avoided entirely)but also because interest charges on the previous years' taxes are not applied and because developments are not being assessed in the same manner and for the same time periods as buildings for which building permits have been obtained; AND WHEREAS the onus should-got be on the municipality to prove when such buildings were constructed but rather,on the landowner in such situations; NOW THEREFORE BE IT RESOLVED THAT the Township advise MPAC that it is entirely inappropriate and unacceptable to not immediately and retroactively assess a building that has been erected without a building permit for the current year and up to two prior years(depending on when it was built and occupied),when such is the norm for buildings built with building permits; AND THAT MPAC be requested to automatically and immediately re-assess all properties once the improvements have been discovered and apply the resulting increase to the current year and for the two previous taxation years: AND THAT the onus be placed on the landowner to prove that the building has not existed for that entire time period; AND THAT this resolution be forwarded to the County of Dufferin and area School Boards (who also lase out when lands are not assessed as they should be), to the other municipalities in Dufferin County, to MPP Sylvia .tones,and to the Association of Municipalities of Ontario(AMO). CARRIED......Paul Mills......::.:..:::.:.MAYOR P 1 Administration&Finance Division u .J.l"u niv Planning&Development Division Civic Centre Civic Centre Operations&.FaciiitieaDivision Community Services Division Fifth Street&Wright Avenue 740 Scott Street 179A 11-18 Phone:807-274-9893 Phone:807-274-4561 Fax:807-274-7360 Mailing Address: Civic Centre 320 QIINTARIO 320 Portage Avenue 320 Portage Avenue CANADA Fort Frances,Ontario Phone:807-274-6323 Pnc s, Fax:807-274-8479 email:town @fort-frances,com www.fort-frances.com December 1.3, 2013 Honourable Kathleen Wayne, Premier of Ontario Legislative Building Queen's Park Toronto, Ontario M7A 1 Al Dear Honourable Premier Kathleen Wynne; Re. Town.of fort F.rari ReSoluff on.# 1198-Support for Proposed Billing Model for Police Services. At the recent meeting of Council held on Monday, December 9, 2013 the following resolution was approved: "WHEREAS, the Ontario Provincial Police are proposing a new billing model for charging municipalities for policing services, starting in 2015; AND WHEREAS, the current billing model is a deployment model, in which cost recovery is based on a percentage of detachment workload, actual detachment staffing levels, wages, benefits, and a cost recovery component for other expenditures; AND WHEREAS, the new methodology would charge each municipality a flat$260 per household fee for the base costs related to providing police services, plus a variable charge for each call for service in that municipality. The rationale for this Is that there is a base fixed cost for providing police services that must be borne by all participating municipalities, regardless of the number of calls for service that the OPP responds to in each municipality. The OPP have advised that 73% of their costs are fixed (i.e. base costs) and 27% are variable; AND WHEREAS, there is a wide divergence in per household costs for policing across Ontario; AND WHEREAS, some municipalities in Ontario are paying excessive per household costs for policing such as the Town of Fort Frances at $670.92; 12 11E TowN of FORT FRANCES -2- THEREFORE BE IT RESOLVED THAT the Province of Ontario and Premier Wynne support the proposed billing model change or a model for policing that ensures an equitable distribution of cost sharing for all municipalities and unorganized territories in Ontario, AND FURTHER THAT this resolution be forwarded to The Honourable Kathleen Wynne, Premier of Ontario, The Honourable Madeleine Meilleur, Minister of Community Safety&Correctional Services, The Honourable John Gerretsen, Attorney General of Ontario and all other municipalities in Ontario." Yours very truly, ADMINISTRATION & FINANCE DIVISION Kathryn M. Lawson, Deputy Clerk Ikl c.c. Honourable Madeleine Mellieur, Minister of Community Safety & Correctional Services Honourable John Gerretsen, Attorney General of Ontario Association of Municipalities of Ontario All Ontario Municipalities (via e-mail) 014 Tay Va I I e Town sh j December 11th, 2013 Honourable Madeleine M.eilleur Minister of Community Safety and Correctional Services 181h Floor, George Drew Building 25 Grosvenor Street Toronto, Ontario WA 1Y6 The Honourable Madeleine Meilleur: Re: OPP Billing Reform The Council of the Corporation of Tay Valley Township at its Council meeting on December 10th, 2013 adopted the following resolution: RESOLUTION #C-2013.12-21 "THAT, the Council of the Corporation of Tay Valley Township support the OAPSB letter dated November 25'1, .2013 regarding the Ontario Provincial Police Alternative Billing Consultations." A copy of the OAPSB letter is enclosed. If you require any further information, please do not hesitate to contact the undersigned at (613).267-5353 ext. 130 or cle.rk@tayvalleytwp.ca. Sincerely, Amand Mabo Clerk /enclosure Tay Valley Township 217 Harper Road,R.R.#4,Perth,Ontario K71i 3C6 www.tayvalleytwp:ca Fax:(613)-264-8516 Phone.,(613)-267-5353 IN AREA CODE(613)1-806-810-0161 Tay Valley T cc: Kathleen Wynne, Premier and Minister of Agriculture and Food Jeff Leal, Minister of Rural Affairs Randy Hiller, MPP, Lanark-Frontenac-Lennox and Addington Mary Silverthorn:,Provincial Commander, Corporate Services, OPP Municipal Policing Bureau Karen Maxwell, Assistant Deputy Minister—Policy and Strategic Planning Division, Ministry of Community Safety&-Correctional Services Association.of Municipalities of Ontario Leslie Drynan, Deputy Clerk, Lanark County All rural municipalities with a permanent population of 12,000 or less Ken East, President; OAPSB Commissioner Chris Lewis, Ontario Provincial Police Police Services Boards Tay Valley Township 217 Harper Road,R.R.#4,Perth,Ontario K7H 3C6 www:tayvalleytwpxa Fax:(613)-2648516 Phone:(613)-267-5353 IN AREA CODE(613)1-800-810.0161 ONTARIO ASSOCIATION:oF,POI,ICE S6RV M BOARDS "Commi6entto 6iicellence Irr Ciulllan Police Governance ,,M11"t F I i!✓ +ST W Peel Centre Drive,8rampton,.Ontario.LBT 4B9 Leaders:to Nhfic Safety T.ei, 905!45.844811 i-8110.831.7727 Fox 905-4158-3jBD November 25 2015 Ms:ltifer}I SHVertijorn Provincial COMMa rtder,,Corporate Services 60 Municipal Policing Bureau 777 Mem0.iaVAYe6ue Orillla,ON.ILW.7y3 IVES.Katen:Maxwell Assistaif'Dk uty Minister=Policy and Strategic Planning Division MlNstry.:oF'Comm'tiiitty 58fe,;ty&?Gbrrectional5eivloes:: George lrew.gldg. 9th Flr;a$�Gosverior;St Toront.a.G ;I+l17A1116 Dear Commander Siiverthom and Assistant'DeputyMinister 11axwelh Re.. tarl63!r°n ciai Pollre.Altgrriative 8110ftQnsfiltationg am writing.0 Waif df the Board:of gireetars of the Ontario Association of Police Services Boards to provide our views on the current;proposal to.revise the,method.of billing municipalities for Ontario Pro�rrn:C€aE RolEce;Servlces, Oar remark5:are:basati:on.a review of'the propgsal:as:outliried in the PgrerPoinE presentatfarrdistriliutkd In late Dctobei 21)13r co'nsultatfons with'aE,sa tspI af:piir rnembers and#eedback received from our irlemliers Who have attended the.consultation sessions Wit h.tnunleipalit€es.particulariy in north-westem Ontario. bur observations focus on thrae spec€fie areas of-concern overall process hduding:background research; p"rocess.li ollcstiona Welt€ten euerslglit of pallcirlg.ih munlelitallties that'draw their polfein6"services from the`Dntario Provincial Police;and,the.potentlal lkrrpact oft proposal on.sotne municipalities, Process and Research OAPSB understandstha.Vthe Options considered In'tlie on4lne survey were derived from coiisultations;with a randomly�eiecfed sample of approximately 9s municipali68s, We.believe that munldpalitfes entering into these and subsequent consultations would have:bgen well served thr9ugl�an Independent suFVey of aEternatives to police funding in other Jurisdictions Including International exampi as. this would'have 91dided a firoaderand cohceivabiy morn modern and creative ridenu of alternatives. r.r.2 Page 1 of 4 CAPS f1e1)eVes that the Wiling liefornt propgss wouid aEso;have been well served by rigorous and .Independent research Into variations in policing:costs among.;Qntar o,municipaliVes deriving,their'service (coin the.'O;F?P Ma:t�y:af,aur members have suggested to us that varlabifity fs npt necessariiq an indl oW of unfairness. They suggest,for example,that high,poficing;Costsassae aced with.commercial hubs canto a° degree be<iegardeclAs.a cost.vf doliig 6usmess'.(liat Is Aff set.atLt'ef n uNc€pa'I level by higher tax revenue from the commertial activity. They have;also:suggested that some palicing costs.are&casioned by the existence oithearby unincorporated or other lands from which-6hey;derive no revenue—lands falling under th0vis0i4ion of other orders of government. U.nderstanding of tho-drio?s.would also help the Province and municipalities.identify.these anomalies and quite pps§ihiy.,ther sources of reveltue to.help,defray high policing cost1n'some municipalities., Flrtsliy,OAPS.B shairet concerns.of th'e:AssbdAIQn of Muntcipalltie ;'of.Qntafio that the process will not a.duress broader concerns about;increasing:policing,costs Tho f'Lbase;:plus ca11s for servile"approach,slmpiy rrmgves the'btfrden arauntl ani.tenids t6'entrericfs the status;-qup p:elicing moose rather;(han sersiirlg,as launching pad tv meaningful ckal?ge iCitertlattbe°approached to aPP bilflrrg would#taus,in fact;been r►idhe appropriate'If consCdered vilifi#ri the content of tfee faroader FPQC.process. - Implicatfons€cir:C9#izetr OVersigT�nof Po#icing 0'AP5B is very concerned that actions surrounding the Wiling i3ef6rm process may have the effect, Intentlgxallymt otherwise;>of reducing effective citizen oversight of'policfng among the 323 municipalities who derW the€r.policing-from:the OPP, Citizen;oyerslght of.polls€ne independent of elected oMciais,is.an entrenched principle of democratic life alien roots back to the nineteenth century and before Ontario's Police 5ervlces:.ACt accords important oversight ram's,to Vallee Servl:ees Board's In munlclpa#hies,w14h their own police se'rulces, The Ad, sinibrtunately in oiir view;.dilu(es cltlien.avers#ght frt munlclpallties with contracts for OPP services:and prgvides for flttle citizen overslgltt where Thera are poElang arrangements pursuant to SgeECon 5:2 pf the Act: We balleve.tKat-N is an important responsibilityofthe PrdWiicial Gaverninentto.cl ampionthe concept of citizen oversight of policing.particuiarly for pntarlo munfci.pal.Mes that receive(heir pnitce services from the OPP. This responsibility, in our view,. extends to ehsuring that .communications present balanced )nformatton to municipalities:when those communicatlo.nsmight Impacttoh citizeh oversight, As-part afthe BiElfngAeforin initiative,Superintendent Philbin of the Municipal Policing Bureau has written to municipalities with.expiring contracts,signalling that It w#lf not be possible t©enter into.new contracts U.011 the neWUl#ing approach is datern lned Municipalities Itaye been offered the optton.6f extending their current Section3:o arrangements or convertEng to a Section 5:1 arrangement. This communication has been sWpplernentedbya"Fact Sheet"comparingtheiwappliel ngarrgAgemonts. Further to,these two cammunfcatfons; we are advised�by our members that some government/6PP representatives at thnemutiitipal.c6rnsultatipns'on billing rsfoim have''appeared"to suggest thata Sectlon 5d areapseenent.mlghthave cost advantages to municipalities. ,..".3 Page 2 of 4 In�deisfir'ohlli5�fgly _�_ We take. ho:issue with the Municipal Pnliclrig:Bureau ti aking municipalities aware of their policing arrangement options. WO'-do hare,great concern, however,that presentation of.these options.has not indlude�a statement from governrn6t:urging consideration of-tl ese.opfions wlthln the context of citizen oversig{tt,. Trappears'to us thdt bb Oritailo'Gpvernmsnt has decided that ttte ptlnaiple af.elften ovetsiglit is less Important•far mslnlcipalltie recewing thelr,policingfrom"the;Opp than€t:fs for.municipalities with:their;own educe services. we noted''a simllar it of"concern",fat citizen aversight':1h the OOP provisions for ciinsultafi"rops;issatiat d:froith tfte issuonceof Conducted Energ weapons. I, erjodf Irnpaaan Individual IVlunlrlpalitles 1hle are concerned:ii'tFie new bIlftng opproa h Figs-'not"been cansldered through the leas of the Rdvince's. rural agande to.stre..n.gthen rural Ctfmmutiitles.Many OAPS111!mernbers.are concerned that anlmpact ofthe as plus cafls.for`service"applrcath td billing#or Opp.services W ll:be:felt mast preda'rriinantly by rural munfcipalttCes wftgre he a5 es nfent.ixiiil'lslargely-residen#faf,a$rIculturatand forestry-re€ated,wlth:ltttle or no commercial properties. The new formula wifi likely result lh increased polieiii$"costs with no chazige in - policing lemand;orleveis-of'3ergice:. (3ne con'lrnent"tike have"hesrci frequently is Chidt the metftad.of caleulating D.Pp:p"olicing charges based Qn households;does"not take into account the"other elements,ofmunicipal revenue--sorne of which,as noted above, ara 'important Ounsulneis or drivers of policing services, One of Our municipal members has observed that.-the proposed model,:based on per household costs``npliesthat only residentia€taxes pay for police services"which Is dearly not the l6tent of oui•assessment artd municipal taxation.syste ri: Somme small,rural municlpalitles report to.us thattheir policltfg.costswill increase several hundred thousand d.4lfar3 per Yearwhen the nelrt l illing,approech:and labour settfetnent�.s are taken lhtbi consideratidn. Ghe estimate:provided torus suggests that"this"will"transtate Into a residentfai tax increase of more.then:10% when �fuily. Irhplementetl. Tha burden cf Idcreased co.- 1s likely to be felt dfsproport€titia#ely by municipalities with high seasonal populat gns, Ho,0010'based deployment and blll€ng.models assume a stable year'round populatian whereas"cottage.country"expeilencds s€gntffcarit,population fluctuatt6h dhd variable policing demand: We raise,the 'Impact on individual.rnurticipalitles"issue fully understanding its co.mpl6ftles:acknowledging that there is no easy pathway:to ensuring:equlty in the assignment of OPP'n unfcipal policing costs. Vie do, however,suggest that shifting tie burden ardund'through alterations to the current.billing regime begs the biggerquestion of overall fairness of the tax regime, Summary In sun mpry,we would like to emphasize the following: • TWO is a need to'"retobl how the Provinces bills for the provision of policing services to munfclpalfties but.modfficatlran of the approach needs to be based on improved.understanding"of the '^drivers of policing costs and on an explorat€on of.other options for paying for policing. 4 Page 3 of 4 wanle,,y�I-'7� ��i.'1�a J.y) 1padersin,PupllcSafn 4,_ • it d fusty agree thitmmei hiunidipellfies pay very.hEgh costs<far policing but this tloes not,in and of ltselt equate td,unfalrn$ss :GSrttare poiieirsg costs.-aze hlgh slue to factors beydbc17a thunieipaiitirs control,smc .as unlnSorporated.or..other iandsfor,unforeseen i,4ss vf.a major industry,the province. should p`roVide assistance.. sws nut a'wise respanse: • The province:needs to-;play a stionger role.In building,and def2ndfl#g mechanisms.for. citizen overst. that serge:ail taKpaye�!ir<eluding those who cgntrkt, or ponce sirviee's With the OP. • Future billing mddeis should tecogrtliecarnplexitfes ln.#heeconomic and taxation base of mUn1 ipolltles and ensvre tha.tltis n'otdnly the residenHat'taXpayerthat-carries:the burden of pollcing costs, • Tihe Province needs•to-constderthoir apprQath to bi11Er1g for,IIPP policing serulces in light:of their carnwtment to strengthen rural muMcipalitiesL 1'�iurs``triiiy Ken.E:ast PresEderit c:e Ntk;Rass:Pawers;•P.resident,AM.O. omrnisslorier;LhrEs t eryis,Ontario Provincial Police TheiHoft: rable.Madereine.Me]lieur;Ivllnlster iJiinistry of Coinmunity Way&Correcflonat EeMces The Haaourable Jeff Lgal,Minister,,Ministry'of Rural-Atfalrs Pollee Services Boards Page 4 of 4 Dt � Corporate Services Dejnartrrlettt Cier!.s Office CITY of STRRATMRD P a Box 818, Clay Hall Stratford ON N5A 6W1 619-27125Q �xt 237 Fax 519.Z7.34-041 504:1 Y t J TTY 5'19-27 2 f o 0 T J. II CA w A o n www .lty etratF,ord on sea ��rrrc�tczrll„y 1�'tffere December 3, 24;13 All Ort arto Munkipalities Dear Ontario:Municipal Clerks and'Councils: Re: ResolUtton 4 2eoulnce= r i r THE CORPORATION OF THE CITY OF STRATFORD Resolution: Province-wide Standards for Keeping of Exotic Animals Whereas Ontario municipalities have adopted by-laws to regulate the keeping of animals in municipalities for reasons of health, public safety, animal welfare and environmental issues; And Whereas municipal by-laws include animal control by-laws, exotic animal by-laws, circus animal by-laws, feeding of wildlife by-laws, zoning by-laws and dangerous dog by-laws; And Whereas recent events in New Brunswick has Canadians expressing concern and sympathy about the tragedy and again raising questions about exotic animals rules; And Whereas exotic animal by-laws typically include lists of permitted animals, restricted animals and prohibited animals and such lists can vary from one municipality to another municipality; And Whereas some exotic animal by-laws may require owners of restricted animals to register their animals with the municipality to be provided to emergency responders for awareness of the location of exotic animals when responding to emergency calls; And Whereas the Ontario Minister of Community Safety and Correctional Services announced on August 13, 2013 that the Ontario Government will review rules in place dealing with the possession and ownership of exotic animals; And Whereas the Ontario Government is creating a working group to examine whether changes need to be made to the rules and is seeking input from key stakeholders, including municipalities; And Whereas the working group is to report this Fall with options for moving forward; And Whereas following the recent events in New Brunswick, the Federal Government announced a review of the government's role in the regulation of exotic animals and exotic pet shops; And Whereas existing municipal by-laws to regulate exotic animals vary from municipality to municipality resulting a patchwork of rules for the keeping of exotic animals, or no rules; Now Therefore Be It Resolved That Stratford City Council hereby petitions the provincial and federal governments to implement standard rules to restrict the keeping of exotic animals to address health, public safety, animal welfare, environmental issues, and emergency responder awareness; And Be It Further Resolved That Municipalities be consulted by the Provincial and Federal Governments during their review of rules in place dealing with the possession and ownership of exotic animals; "Community Excellence with Worldwide Impact° And Be It Further Resolved That this Resolution be forwarded to Municipalities in Ontario for endorsement and to the Prime Minister of Canada, Premier of Ontario, Ontario Minister of Community Safety and Correctional Services, Perth-Wellington MP, Perth-Wellington MPP,AMID and FCM. Adopted by City Council of The Corporation of the City of Stratford on November 12, 2013. The Corporation of the City of Stratford, P.O. Box 818, Stratford ON N5A 6W1 Attention: City Clerk, 519-271-0250 ext 235, clerks @city.stratford.on.ca 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. "Community Excellence with Worldwide Impact MINUTES FOUR COUNTIES TRANSPORTATION SERVICES WEST ELGIN COUNCIL CHAMBERS September 24, 2013—9:00 A.M. USERS PRESENT: Doug Reycraft Municipality of Southwest Middlesex Lin McCann Adult Day Centre, FCHS Mary Jane Grover Municipality of Southwest Middlesex Scott Gawley Municipality of West Elgin REGRETS: Bernie Wiehle Municipality of West Elgin Linda Dunn Adult Day Centre, FCHS Shelley Vergeer West Elgin Community Health Centre SUBJECT: MINUTES Moved by Mary Jane Grover Seconded by Lin McCann That the minutes of the meeting held on June 10,2013 be adopted as amended. Carried SUBJECT: FINANCIAL INFORMATION Moved by Lin McCann Seconded by Mary Jane Grover That the financial reports to July 31, 2013 be adopted as presented. Carried Moved by Mary Jane Grover Seconded by Lin McCann That the rider Statistics to July 31, 2013 be adopted as presented. Carried SUBJECT: Correspondence Moved by Lin McCann Seconded by Mary Jane Grover That the September 16, 2013 Letter of Grant amount be received &filed for 2013 in amount of $30,048.00. Carried 2of2 SUBJECT: OTHER BUSINESS • Presentation by Jennifer Cowan of the County of Elgin on the 2014 Intefrated Accessibility Requirements for Four Counties Transportation Services. A discussion about the Policy Statement to determine eligibility of users of the system in order to meet the requirements.of Section 64 of Accessibility Requirements was done. A proposed policy will be presented at the next meeting for consideration. • Lin McCann reported that the Southwest LHIN is completing a study of the fee structure for Adult Day Services. The study is still on going and will be reported at the next Transit Meeting. • Incident Report of an accident at Babcock Nursing Home was reviewed. SUBJECT: Adjournment I U.- That the meeting be adjourned at a.m. to meet again on Tuesday December 3,2013 at 9:00 gm. at the West Elgin Municipal Office. Carried Chair ecretary -z West Elgin Arena Board Regular Session October S 2013 This session of the West Elgin Arena Board was called to order at 9:30 am with the following members present:Mary Bodnar,Dug Aldred,Bob Purcell Alphonse Willie and Recreation Superintendent Jeff Slater. Item# i Disclosure of Pecuniary Interest:None noted. Item#2 Delegations:None. Item #3 Adoption of the Minutes: Moved By:Dug Aldred Seconded By: Bob Purcell The West Elgin Arena Board resolves that the minutes of September 10 2013 be approved for payment. CARRIED. Item#4 Accounts and Financial Reports: Moved By:Alphonse Willie Seconded By.Dug Aldred The West Elgin Arena Board resolves that the accounts in the amount of$4824.80 be approved for payment. CARRIED Member s would like to have the hydro and water separated as it has been in the past. Item#S Business Arising from the Minutes: • Ice Problems: The Recreation Superintendent explained the difficulties that the staff had while putting in the ice with the extreme humidity and warm temperatures.Indicating that is the reason for the splotchy white appearance of the ice surface.The quality is still good we just had several humidity issues when we tried to paint the ice white,including the West De-Humidifier not operating at all. • Accounts receivable:The accounts receivable listing was discussed at length and further discussion will take place at the next regular session. Item#6 Correspondence: None reported. Item#7 New Business: Discussion took place regarding the issue of taking admissions during Public Skating.The Recreation Superintendent will report back at the next regular session. Item#8 Adjournment: Moved By: Bob Purcell Seconded By:Alphonse Willie The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:25 am and shall reconvene on November 12 at 9:30 am or at the call of the chair. CARRIED MINUTES TRI-COUNTY MANGAGEMENT COMMITTEE WEST ELGIN PRIMARY WATER SUPPLY SYSTEM WEST ELGIN COUNCIL CHAMBERS OCTOBER 29, 2013 7:00 P.M. MEMBERS PRESENT: Bernie Wlehle 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 Vance Blackmore Municipality of Southwest-Middlesex John Kendall Municipality of Southwest-Middlesex Cameron McWilliam Municipality of Dutton-Dunwich Ian Fleck Municipality of Dutton-Dunwich Diane Brewer Village of Newbury ADMINISTRATION Scott Gawley Municipality of West Elgin Norma Bryant Municipality of West Elgin ALSO PRESENT: Marigay Wilkins Municipality of Southwest-Middlesex (alternate) Dale LeBritton OCWA Susan Budden OCWA SUBJECT: Conflict of Interest There were no declarations of conflict of interest. SUBJECT: Minutes Moved by Doug Reycraft Seconded by Norm Miller That the minutes of the meeting of the meeting held on July 30, 2013 and the special meeting held on October 1, 2013 be adopted as printed and circulated. Carried Motion 2013-20 SUBJECT: Monthly Plant Profiles The Committee received the July to September 2013 monthly plant profiles. Page 2 of 4 SUBJECT: 2013 Third Quarter Operations Report The Committee received the third quarter operations report for 2013. . SUBJECT: 2013 Performance Assessment Report The Committee received the January to September 2013 Performance Assessment Reports. Dale also presented the 2012 reports for comparison purposes. SUBJECT: 2013 Budget to Third Quarter Actuals The Committee received the Third Quarter Financial Report for OCWA Operations. SUBJECT: Quotation for Gas Chlorine Feed System Moved by John Kendall Seconded by Richard Leatham That the Committee accept the quotation from Metcon Sales and Eng. In the amount of $24,782.00 plus taxes for a gas chlorine feed system less dual scales ($3,506.00). Carried Motion 2013-21 SUBJECT: Quotation for TSS Certification and Upgrades Moved by Vance Blackmore Seconded by Ian Fleck That the Committee accept the quotation from Albert's Generator in the amount of $7,876.09 plus taxes for TSSA certification and upgrades. Carried Motion 2013-22 SUBJECT: Quotation for Repair of Stainless Steel Weld Moved by Doug Reycraft Seconded by Cameron McWilliam That the Committee accept the quotation of Farmington Mechanical in the amount of $2,115.00 plus taxes for repair of stainless steel welds. Carried Motion 2013-23 SUBJECT: Quotation for Iona Re-chlorination Station Bristol Removal Moved by Norm Miller Seconded by Ian Fleck That the Committee accept the quotation from Eramosa in the amount of$2,374.00 plus taxes for removal of the Bristol RTU in the Iona re-chlorination control pane. Carried Motion 2013-24 Page 3 of 4 SUBJECT: Quotation for Highlife Motor Mount Repair Moved by Dug Aldred Seconded by Mary Bodnar That the Committee accept the quotation from Farmington Mechanical in the amount of $2,992.00 plus taxes for highlift motor mount repair. Carried Motion 2013-25 SUBJECT: Financial Statement to September 30, 2013 The 2013 Financial Statement to September 30, 2012 was presented. SUBJECT: New Management Agreement Diane Brewer asked why the clause at end of section 33 (page 12) was needed? Doug Reycraft explained that until the existing agreement between Southwest Middlesex and Newbury was revised, there is a conflict between this agreement and that one. It was agreed between Diane and Doug that a new agreement would be completed first. Diane noted that Newbury won't sign this agreement until a new agreement is signed with Southwest Middlesex. Newbury is agreeable to the new agreement otherwise. John Kendall noted two missing words in 11 (a) and 26. Iona Issue — Cameron McWilliam reported that the engineers met last week with Administration but won't be discussed at Council until November 13th. Cameron noted that the issues relate to operations. Doug suggested that Dutton/Dunwich and West Elgin together prepare a proposal for Tri County on this matter. Discussion took place regarding the reserve capacity and how that fits into the ownership as set out in #5 and Schedule C. It was agreed that the reserve is not included in #5 and is not allocated to any member at this time. It would be up to the new Board to approve the allocation of the reserve and the ownership may change as a result. SUBJECT: Draft Municipal By-laws These have been provided by Mr. Woodward for our use. SUBJECT: Draft Agreement with OCWA Scott reported that the RFP forms the bulk of the agreement. OCWA's lawyer has not completed their review yet. Page 4 of 4 Moved by Doug Reycraft Seconded by Mary Bodnar That the Committee agrees in principle with the draft agreement with OCWA subject to changes requested by OCWA and agreed to by our solicitor; And that West Elgin be requested to enter into said agreement. Carried Motion 2013-26. Dale LeBritton and Susan Budden left the meeting. Scott reported on the reasons given by the companies that did not submit an RFP. SUBJECT: 2014 Meeting Schedule Moved by Mary Bodnar Seconded by John Kendall That the following tentative schedule be adopted for 2014: Tuesday January 28 Tuesday April 22 Tuesday July 22 Tuesday October 28 all at 7:00 p.m. Carried 2013-26 SUBJECT: ADJOURNMENT Moved by Diane Brewer Seconded by Norma Miller That this meeting be adjourned at 8:40 p.m. to meet again fro a Special Meeting on December 17, 2013 at 7:00 p.m. Carried 2013-22 Bernie Wiehle-Chairperson Norma Bryant— Recording Secretary West Elgin Arena Board 1 Regular Session November 12 2013 This regular session of the West Elgin Arena Board was called to order at 9:30 am with the following members present:Alphonse Willie, Mary Bodnar, Dug Aldred, Bob Purcell, Melissa Wardell, and Recreation Superintendent Jeff Slater. Item#1 Disclosure of Pecuniary Interest: None noted. Item#2 Delegations: No delegations were present. Item#3 Adoption of the Minutes: Moved By:Alphonse Willie Seconded By: Dug Aldred The West Elgin Arena Board resolves that the minutes of October 8 2013 be approved as presented. CARRIED Item#4 Accounts and Financial Reports: 1. WESC: West Elgin Skating Club will be contacting the Dutton Dunwich Council to discuss a plan regarding the payment of the outstanding invoices. West Elgin Council has tabled the matter until Dutton Dunwich has an opportunity to discuss the matter. Moved By:Alphonse Willie Seconded By: Dugaldred The West Elgin Arena Board resolves that the accounts in the amount of$7346.18 be approved for payment, CARRIED Item#5 Business Arising from the Minutes: 1. WESC: The WESC will be approaching Dutton Dunwich Council in the near future to discuss any options that they might have. 2. Public Skating:There was some discussion regarding the Board members volunteering their time on Sundays to take gate admissions.The discussions' resulted in the passing of the following resolution: Moved By: Bob Purcell: Seconded By: Dug Aldred The West Elgin Arena Board resoles that Josh Conway be hired at student minimum rate of pay for public Skating Admissions and act as Public Skating Cruiser. CARRIED. item#6 Correspondence:The correspondence received will be dealt with under new business. -2- Item#7 New Businesses: 1. Letter from M &C Kool:A letter was received from Marty and Connie Kool regarding the operation of the concession at the arena. A copy of the letter is enclosed in the minutes.The letter was discussed in detail with the following resolution being passed: Moved By: Bob Purcell: Seconded By: Dug Aldred The West Elgin Arena Board resolves that Recreation Superintendent Jeff Slater be instructed to advise M & C Kool that the Board will not be implementing any of their suggestions in response to their letter of November 112013. CARRIED Item#8 Adjournment: Moved By: Dug Aldred Seconded By: Melissa Wardell The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:21 and reconvene December 10 2013 at 9:30 am or at the call of the chair. CARRIED.