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January 9, 2014 4 (F MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING JANUARY 9, 2014 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (A1 —A14) *December 19, 2013 Council *December 19, 2013 Public Meeting —Zoning Amendment (Vanderploeg Farms) BUSINESS ARISING FROM MINUTES DELEGATIONS REPORTS (C1-C11) 1. ROADS a) *Monthly Report 2. RECREATION/EMERGENCY MANAGEMENT a) *Monthly Report b) *Report re: Replacement of bunker gear 3. WATER DISTRIBUTION SYSTEM 4. WASTEWATER C- b .r January 9, 2014 ............. Page 2 5. BUILDING a) Monthly Report b) *Year End Building Report - 2013 6. BY-LAW ENFORCEMENT a) *Monthly Report 7. DRAINS 8. WEST ELGIN PRIMARY SYSTEM 9. ADMINISTRATION a) *Report re: Hydro One — Proposed Amendment to Class EA b) *WESA— Draft Spring 2013 Monitoring Report 10. PLANNING 11. ACCOUNTS CORRESPONDENCE (131 — D22) COUNCIL CONSIDERATION — ACTION RECOMMENDED: 1.* Ministry of Community Safety and Correctional Services — notice of termination of contract for police services; 2.* Municipality of East Ferris - copy of correspondence re: The Small, Rural and Northern Municipal Infrastructure Fund; 3.* South West LHIN re: Four Counties Health Services Adult Day Program Allocation; 4.* Rodney Aldborough Agricultural Society-- request to waive fees for"Mow the Snow" event; 5.* Kettle Creek Conservation Authority re: Elgin County Shoreline Management Plan; 6.* Ontario Provincial Police — amended Use of Force Guideline for Conducted Energy Weapon; 7.* Elgin County Land Division Committee — application for consent — Lot A, Concession 8 (Bandeen); 8.* June McLarty— request to use Community Complex common room for bake sake for Argyle Church; 9.* Rodney Fire Department— request to waive fees; January 9, 2014 ............. Page 3 RECOMMENDED TO ACCEPT & FILE: 10. AMO • Watch file— December 19, 2013; • Report of the Special Purpose Business Property Assessment Review released; 11. Ministry of Training, Colleges and Universities — renewed Labour Market Agreement; 12; Township of Champlain — request to abolish OPP new billing model for police services; 13. Village of Oil Springs — support for request to abolish OPP new billing model; 14 Mississippi Mills — support for request to abolish OPP new billing model; 15. County of Lambton — copy of resolution opposing requalification of municipal building officials; 16. Ontario Municipal Board — notice of cancellation of hearing (Lakeview Aldborough Bluffs); 17. Ministry of Energy—Ontario's Long-Term Energy Plan; 18. Elgin County Land Division Committee — Notice of Decision — Fleming; 19. Elgin County Land Division Committee — notice of hearing (deferred from December 18) — Lupsor; 20. Stewardship Ontario — industry fund for municipal blue box recycling for 2013 program year; 21. Ontario Ombudsman —Annual Report on Investigations of Closed Municipal Meetings; 22. Municipality of Huron Shores — support for request to abolish OPP new bi8lling model. BY-LAWS: By-law No. 2014-01 Borrowing By-law MINUTES (E) NOTICE OF MOTION (F) OTHER BUSINESS (G1 —G3) 1. ROMA— request for minister delegations 2. Council announcements 3. Closed session — personal matter * Information enclosed January 9, 2014 ............. Page 4 CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: January 16, 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. A- 1 MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS DECEMBER 19,2013 PRESENT Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT Scott Gawley,Administratorfrreasurer Norma Bryant, Clerk Lee Gosneil, Public Works Superintendent Jeff Slater, Recreation Superintendent CALL TO ORDER The Mayor called the meeting to order at 9:30 a.m. DECLARATION OF PECUNIARY INTEREST None declared ADOPTION OF AGENDA RES. NO. 1 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin approves the agenda for December 19, 2013 as printed and circulated with the following additions: Report re: Sale of surplus equipment DISPOSITION: Carried APPROVAL OF MINUTES RES. NO. 2 Moved by Bodnar Seconded by Aldred RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: November 28, 2013 Council DISPOSITION: Carried BUSINESS ARISING FROM MINUTES DELEGATIONS 11:30 a.m.—Council recessed to hold a public meeting for a rezoning amendment at Lot 16, Concession 9(Vanderploeg Farms) b December 19, 2013 .....Page 2 of 12 REPORTS 1. ROADS al Monthly Regort RES. NO. 3 Moved by Leatham Seconded by Miller RESOLVED that the November 2013 Roads Report be received. DISPOSITION: Carried b) Report—Electronic Reporting for Municipal Vehicles RES. NO.4 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Public Works Superintendent re: Electronic Reporting for Municipal Vehicles be received; AND that Council approves the purchase of GPS technology from the lowest bidder Accent Electronic Controls Inc. in the amount of $16,396.00 plus taxes AND further that the purchase be allocated from the 2014 budget. DISPOSITION: Carried 2. RECREATION/EMERGENCY MANAGEMENT a Monthly Report RES. NO. 5 Moved by Miller Seconded by Aldred RESOLVED that the Recreation Report dated December 19,2013 be received. DISPOSITION: Carried b) Report—Sale of Surplus Equipment RES. NO 6 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Joe Kleinjan in the amount of$400.00 for overhead door. DISPOSITION: Carried RES. NO. 7 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Joe Kleinjan in the amount of$700.00 for four radiant tube heaters. DISPOSITION: Carried RES. NO. 8 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Russ Patton in the amount of$150.00 for one"Back Rack". DISPOSITION: Carried y December 19, 2013 .....Page 3 of 12 3.WATER DISTRIBUTION SYSTEM a Monthly Report RES. NO. 9 Moved by Bodnar Seconded by Aldred RESOLVED that the November 2013 Operations Report for the West Elgin Distribution System be received. DISPOSITION: Carried 4.WASTEWATER S. BUILDING a) Monthly Report RES. NO. 10 Moved by Leatham Seconded by Miller RESOLVED that the Building Report for November 2013 be received. DISPOSITION. Carried 6. BY-LAW ENFORCEMENT monthly Report RES. NO. 11 Moved by Bodnar Seconded by Aldred RESOLVED that the By-law Enforcement Report for November 2013 be receiver!. DISPOSITION: Carried b)Quote for Clean—uo (File 13-281) RES. NO. 12 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Dave Lilley&Son Excavating in the amount of$1,000.00 plus taxes for clean-up(File 13-281). DISPOSITION: Carried 7. DRAINS a Quotation for Lay Drain Maintenance RES. NO. 13 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Timmermans Drainage& Excavating in the amount of$9,356.27 plus taxes for Lay Drain maintenance. DISPOSITION: Carried = December 19, 2013 .....Page 4 of 12 b)Quotation for McMaster Drain_Maintenance RES. NO. 14 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Timmermans Drainage&Excavating in the amount of$3,707.90 plus taxes for McMaster Drain maintenance. DISPOSITION: Carried c)Quotation for Valentine Drain Maintenance RES. NO. 15 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Timmermans Drainage&Excavating in the amount of$8,752.80 plus taxes for Valentine Drain maintenance. DISPOSITION: Carried M Drainage Apportionment—Jeffrey Drain (Ripley RES. NO. 16 Moved by Leatham Seconded by Miller RESOLVED that the Council approves the agreement on share of drainage assessment on the Jeffrey Drain as requested by J. Ripley under Section 65(6)of the Drainage Act. Concession 12 Pt. Lot 19 Original Assessment New Assessment 3.04 AC. 2AAC. 1.2AC 1.2AC Benefit-$0 Benefit-$0 Benefit-$0 Benefit-$0 Outlet- $1.25 Outlet-$0.65 Outlet-$0.30 Outlet-$0.30 DISPOSITION: Carried 8. WEST ELGIN PRIMARY SYSTEM 9.ADMINISTRATION a) Report—Asset Management Plan RES. NO. 17 Moved by Aldred Seconded by Miller RESOLVED that the report from the Administrator/Treasurer re: Asset Management be received. AND that Council adopt the Asset Management Plan as an input into the annual budget process necessary to facilitate Council in their decision making process; AND that the Asset Management strategies 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 the Asset Management Plan including taking advantage of any grant funding programs that may be available today or in the future. DISPOSITION: Carried I December 19, 2013 .....Page 5 of 12 b) Report—Household Hazardous Waste Day-2014 RES. NO. 18 Moved by Miller Seconded by Aldred RESOLVED that the report from the Clerk re: Household Hazardous Waste Day-2014 be received. AND 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. DISPOSITION: Carried c) Report—Cash-in-Lieu RES. NO. 19 Moved by Aldred Seconded by Miller RESOLVED that the report from the Clerk re: Cash-in-Lieu be received. AND 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. DISPOSITION: Carried d) Report-Amendment to Stewardship Ontario Agreement RES. N0, 20 Moved by Miller Seconded by Leatham RESOLVED that the report from the Clerk re:Amendments to Stewardship Ontario Agreement be received. AND THAT a by-law to authorize the signing of an amending agreement with the Stewardship Ontario be brought forward. DISPOSITION: Carried e) Report—Small. Rural and Northern Municipal Infrastructure Fund Capital Program—Application Submission RES. NO. 21 Moved by Miller Seconded by Leatham 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. DISPOSITION: Carried f) Report—Unemployment Insurance Premiums RES. NO. 22 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Deputy Treasurer re: Unemployment Insurance Premiums be received. AND THAT Council approves the sharing of the employment insurance premiums with the full time employees in the total amount of$1,650.00. DISPOSITION: Carried d �1� ~ December 19, 2013 .....Page 6 of 12 g) Report—Portable Toilets at Crossroad Count Market and Gas Bar RES. NO. 23 Moved by Miller Seconded by Leatham RESOLVED that the report from the Administrator/Treasurer re: Portable Toilets at Crossroads Country Market and Gas Bar be received. DISPOSITION: Carried h) Verbal Report—Financial Assistant Position The Administrator/Treasurer reported that Spencer Pray is the successful candidate and will start on January 2"d. 10. PLANNING a) Report—Amendment to Zoning By-law—Vanderploeg Farms RES. NO.24 Moved by Miller Seconded by Leatham RESOLVED that the report from Monteith Brown re: Amendment to Zoning By-law—Vanderploeg Farms be received. DISPOSITON: Carried b) Report—Planning_Position—West Elgin. Dutton/Dunwich &Southwold RES. NO. 25 Moved by Miller Seconded by Aldred RESOLVED that the report from the Ad min istrato r/Treasurer re: Planning Position—West Elgin, Dutton/Dunwich &Southwold be received. AND that an agreement between the Municipality of Dutton/Dunwich,Township of Southwold and the Municipality of West Elgin to share the services of a Staff Planner be prepared; AND FURTHER that a job advertisement and pay scale be developed; DISPOSITION: Carried 11.ACCOUNTS RES. NO.26 Moved by Bodnar Seconded by Miller RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#12 amounting to $1,514,773.14 in settlement of General, Road,Water, and Arena Accounts (including cheques#15637-15749) DISPOSITION: Carried CORRESPONDENCE: 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 December 19, 2013 .....Page 7 of 12 RES. NO. 27 Moved by Miller Seconded by Leatham RESOLVED that Council support the resolution brought forward by the Township of Kilialoe-Hagarty-Richards regarding limiting industrial wind turbine projects. DISPOSITION: Carried 3. Elgin Group Police Services Board—letter updating O.P.P. estimate for 2014 RES. NO. 28 Moved by Bodnar Seconded by Aldred RESOLVED that Council approves the updated 2014 Municipal Policing Cost; AND refer to 2014 Budget. DISPOSITION: Carried 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 RES. NO, 29 Moved by Aldred Seconded by Bodnar RESOLVED that Council authorize the use of West Elgin Complex in January 2014 by NFU-Elgin Chapter. DISPOSITION: Carried 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 a I tiY� December 19, 2013 .....Page 8 of 12 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 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 RES. NO 30 Moved by Leatharn Seconded by Miller RESOLVED that Council support the"Raise the Flag"campaign on April 2, 2014. DISPOSITION: Carried RES. NO. 31 Moved by Aldred Seconded by Miller RESOLVED that the above correspondence items numbered 1,4, 5, 6, 7, 8, 9, 10, 12, 13, 14, 15, 16-22 be received and filed. DISPOSITION: Carried BY-LAWS 1. By-Law No. 2013-83—Amend Pon racz Drain RES. NO.32 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-law to amend By-law No. 2012-50 providing for the construction of the Pongracz Drain and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: CARRIED . Aq December 19, 2013 .....Page 9 of 12 RES. NO. 33 Moved by Bodnar Seconded by Aldred RESOLVED that a by-law to amend By-law No. 2012-50 providing for the construction of the Pongracz Drain be now read a third time and finally passed, signed,sealed and numbered By-Law Number 2013-83-Amend Pongracz Drain. DISPOSITION: Carried 2. By-law No. 2013-85–Drain Maintenance RES. NO. 34 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to provide for maintenance of municipal drains and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 35 Moved by Miller Seconded by Leatham RESOLVED that a By-law to provide for maintenance of municipal drains be now read a third time and finally passed, signed,sealed and numbered By-law Number 2013-85–Drain Maintenance. DISPOSITION: Carried 3. By-law No. 2013-86–Zoning Amendment(Vanderploect Farms) RES. NO. 36 Moved by Leatham Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By-law to amend Township of Aldborough Zoning By-law No. 90-50,to change the zoning of lands in Part of Lot 16, Concession 9,from the Agricultural (Al)Zone to the Special Agricultural (A2)Zone and to the'site-specific'Agricultural (A1-96)Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 37 Moved by Miller Seconded by Leatham RESOLVED that a by-law to amend The Township of Aldborough Zoning By-law No. 90-50 to change the zoning of lands in Part of Lot 16, Concession 9,from the Agricultural(Al)Zone to Special Agricultural (A2)Zone and to the'site-specific'Agricultural (A1-96) Zone, shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2013-86–Zone Amendment –Vanderploeg Farms DISPOSITION: Carried 4. By-law No. 2013-87–Amending Agreement with Stewardship Ontario RES. NO. 38 Moved by Aldred Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to authorize the amendment and execution of an agreement between the Municipality of West Elgin and Stewardship Ontario and this shall be the first and second reading and provisional adoption thereof, DISPOSITION: Carried December 19, 2013 .....Page 10 of 12 RES. NO. 39 Moved by Miller Seconded by Bodnar RESOLVED that a By-law to authorize the amendment and execution of an agreement between the Municipality of West Elgin and Stewardship Ontario be now read a third time and finally passed, signed,sealed and numbered By-law Number 2013-87-- Amending Agreement -Stewardship Ontario. DISPOSITION: Carried 5. By-law No. 2013-88—Debenture By-law RES. NO.40 Moved by Bodnar Seconded by Aldred RESOLVED that the mover be granted leave to introduce a by-law to debenture various municipal drains in the Municipality of West Elgin and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES, NO.41 Moved by Aldred Seconded by Bodnar RESOLVED that a By-law to debenture various municipal drains in the Municipality of West Elgin be now read a third time and finally passed, signed, sealed and numbered By-law Number 2013-88-- Debenture By-law. DISPOSITION: Carried MINUTES RES. NO.42 Moved by Miller Seconded by Bodnar RESOLVED that the minutes of the following committee meetings be received: 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 DISPOSITION: Carried OTHER BUSINESS 1. Committee Appointments RES. N0, 32 Moved by Aldred Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin approves the following committee appointments to commence January 1, 2014 until November 30, 2014 West Elgin Recreation Aldred/Miller West Lorne/Rodney Fire Department Aldred/Leatham West Elgin Community Centre Arena Aldred/Bodnar Water Management All members of Council Police Committee Leatham/Bodnar LTVCA I Miller Marina Board I Wiehle/Bodnar December 19, 2013 .....Page 11 of 12 !!! 444 RES. NO. 32 cont'd Parent-Child Resource Centre Leathern Chamber of Commerce Miller/Aldred Four Counties Transit Wiehle Fair Board Wiehle MPoWER Bodnar West Lorne Heritage Homes Wiehle Elder Care Strategy CHC Bodnar CHC Board Leathern Participation for which mileage only is paid for attendance: Friends of Four Counties Health Services Wiehle/Bodnar Small Schools Coalition/Rural Schools Wiehle Economic Development activities Miller DISPOSITION: Carried 2. Council Announcements The Mayor reported that Thames Valley District School Board met this week and the French Immersion program will be staying in St. Thomas. The parents wish to thank Council for their support. CLOSED SESSION RES. NO. 34 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • Personal matters about an identifiable individual (M.A. s.239(2)(b) • Litigation or potential litigation (M.A. s, 239(2)(e) DISPOSITION: Carried RES. NO.35 Moved by Leathern Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin do now rise and report DISPOSITION: Carried The Clerk left the closed meeting after discussion of the potential litigation matter. RISE AND REPORT The Mayor reported that direction had been given to staff regarding a by-law enforcement matter and Council completed a performance evaluation of the Administrator/Treasurer CONFIRMING BY-LAW RES. NO.35 Moved by Leathern Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on December 19tH 2013 and this shall be the first and second reading and provisional adoption thereof DISPOSITION: Carried December 19, 2013 .....Page 12 of 12 RES. N0.36 Moved by Miller Seconded by Leatham RESOLVED that a By-law to confirm the proceedings of the meeting held on December 19th, 2013 be now read a third time and finally passed, signed,sealed and numbered Confirming By-law Number 2013-89 dated December 19 2013 DISPOSITION: Carried ADJOURNMENT RES. NO.37 Moved by Bodnar Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 3:30 pm to meet again on January 9, 2014. DISPOSITION: Carried These minutes were adopted on the 9th day of January, 2014 Mayor Clerk b - Ab MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS DECEMBER 19,2013 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Scott Gawley AdministratorfTreasurer Norma Bryant Clerk SUBJECT: REZONING—PART LOT 16, CONCESSION 9 (VANDERPLOEG FARMS) Mayor called the meeting to order at 11:45 a.m.. The Clerk informed those present that notice of this meeting had been given under Section 34(12)of the Planning Act first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received from the Lower Thames Valley Conservation Authority which indicated no objection. The proposed amendment would change the zoning of the lands lying on the 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-#) Zone.The amendment would also fulfill a condition imposed by the County of Elgin Land Division Committee in granting Application for Consent E46f13 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 ha and 50 m respectively)of the A2 zone.All other requirements are capable of being satisfied. Permitted uses of the A2 zone include a single unit detached dwelling, 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 (A1-#)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 ha)of the Al zone.The`site-specific' (i.e.Al-#)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. P-4 December 19113...Pg 2 of 2 The subject lands are designated 'Agricultural' in the Municipality of West Elgin Official Plan. SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Aldred Seconded by Bodnar RESOLVED that the public meeting concerning a proposed Zoning By-law Amendment for lands located at part of Lot 16, Concession 9 (Vanderploeg Farms)be adjourned. DISPOSITION: Carried These minutes were adopted on this gth day of January, 2014. DEPUTY MAYOR CLERK I iy 4F!I �1 ixauyF '4F Q � h 'J�a9aJa' The Muni -ality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: January 9, 2014 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for December, 2013 DISCUSSION 1. The first week of December was relatively mild and crews kept busy performing maintenance work on all winter equipment and cutting trees. Sidewalk repairs were also completed on Elm Street in West Lorne and Jane Street in Rodney before the cold weather set in. 2. Winter weather has been the big story this month_ Our first snow event was December 91"and crews have been involved in winter operations 17 of the 23 days between Dec 9"' and Dec 31!'t. These days included Christmas Eve, Christmas Day and Boxing Day. Our night shift started on December 1"and is working out well. 3. As a special note, West Elgin Public Works would like to remind residents of the following Avoid parking on the streets in town during snow events - Do not push snow from driveways onto the streettroad Keep children from playing in snow piled along the roadside. This creates a danger of being struck by winter equipment if the child is not visible to the operator_ Respectfully Submitted, Reviewed by, co-le- jeoaww Lee Gosnell R. Scott Ga ley, G.A. Public Works Superintendent AdministratorlT easurer C-aq v The Municipality of West Elgin To: The Council of the Municipality of West Elgin From: Recreation Superintendent Jeff Slater Date: January 9 2014 Subject, Recreation monthly report. Recommendation: Receive and file. Background: 1. The arena is operating still with few to no mechanical problems. The New Year's Eve Skate was well attended this year with approximately 150 people in attendance. 2. Budget preparations are well underway.At the arena we are anticipating replacing the interior front doors,some board repairs,replacing the aged spectator netting, and repairing parts of the roof drainage system, as well as some minor maintenance requirements. 3. In consideration of the proposed Lawn Mower Endurance race scheduled for the fairground track in February: has anyone notified the Driving club,and has there been any consideration to the track maintenance should it get warm, or even if it doesn't.The driving Club uses this track almost every day to train their horses and they have spent considerable money on the upkeep of this track. 4. Budget considerations for the Recreation Department will include the replacement of the shingles on the roof at the Pool, as well as the entry signs to Rodney,some alteration to the flooring at the pool to reduce the slipperiness and increase safety, noise reduction sound barriers at the Recreation Center,the acquisition of a compact tractor to use in the park as well as water the flowers in Rodney.The park in Rodney has fallen prey to grubs, and as such will require some renovation work. As always the grandstand in Rodney will be on the agenda,the Rodney Kiwanis as well as West Elgin Mutual Insurance has expressed an interest in helping with the as of yet undetermined course of action.Joes Bush will also be included in the agenda for 2014 to try and map out its future.The newly acquire trail from Blacks lane to Furnival Road will also be discussed. 5. As a 2014 Budget consideration paving of the arena parking lot should be discussed. It should be looked at and completed,the arena is by far the busiest Municipal Facility,and is a meeting place for locals as well as visitors to West Elgin. Not only would it be then safer for our patrons the benefit to the facilities maintenance and cleanliness would be remarkable. 6. The sidewalk inspection and plowing is continuing as per bylaw. The winter of 2013/14 is shaping up to be one of our busiest yet. Respectfully Submitted: Reviewed By: Jeff Slater ott Gawle , . Recreation Superintendent Administrator-Treasur C- �b The Municipality of West Elgin To:The Council of the Municipality of West Elgin From: Rodney Fire Chief,Jeff Slater Date:January 9 2014 Subject Replacement of Bunker Gear. Recommendation: That Council approves the purchase of three sets of bunker gear, at an estimated value of $ 1600.00 per set, for the Rodney Fire Department. Introduction: As in 2013 the Bunker gear was ordered early in the year as it takes some time to arrive. The longer we wait to order the bunker gear the more orders they get and the longer the delay in delivery. The three sets of Bunker gear have aged out and are in need of replacement,and will be included in the 2014 Budget.Valued at$ 1600.00 per set all three seta do not quite, meet the criteria the Administrator has set for a Capital Purchase. Respectfully Submitted: Reviewed By: Jeff Slater cott Gawley6C.G. Rodney Fire Chief Administrator/ urer b u m h The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: DOUG MITTON, CHIEF BUILDING OFFICIAL DATE.: January 9, 2013 SUBJECT: BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for December, 2013 BACKGROUND: No. of Permits Issued for Month of 2013 2012 December SFD New/Additions/Reno 1 Units Demolitions Storage New/Additions Buildings Demolitions Garages/ _N_ew 1 Car Ports Demolitions Farm New/Additions 1 -Buildings Demolitions Other New Demolitions Septic Permits 2 2 Estimated Value for Month of December $ 35,000.00 $ 116,000.00 Permit Revenue for Month of December $ 1,276.16 $ 1,677.20 1/2 v No. of Permits issued for year to date 2013 2012 SFD New/Additions 21 20 Units Demolitions 6 2 Storage New/Additions g 3 Buildings Demolitions 1 Garages/ New 5 2 Car Ports Demolitions Farm New/Additions 18 20 Buildings Demolitions 3 Other NewlAdditions 10 8 Demolitions 2 Septic Permits 10 Estimated Value for Year $ 31680,319.00 $ 1,8d1,59Q00 Permit Revenue for Year $ 28,033..42 $ 15,932.58 DISCUSSION: Inspections completed as requested and in accordance with Act. Respectfully Submitted Reviewed by: Daug itton&40?E—"X Cott Gawley, C A. Chief Building Official Adrrministrator reasurer 212 I y. MUNICIPALITY OF WEST ELGIN YEARLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: DOUG MITTON, CHIEF BUILDING OFFICIAL DATE: January 9, 2014 RE: YEAR—END BUILDING.REPORT - 2013 Below is a summary showing the number of permits, number of houses, number of septic permits and value of construction for the past 10 years. # # $ VALUE YEAR PERMITS HOUSES SEPTIC CONSTRUCTION 2004 97 15 $ 4,109,410.00 2005 80 11 1 $ 5,314,512.00 2006 69 9 13 $ 6,734,238.59 2007 115 14 23 + 16 Apts. $ 7,297:,3.18.86 2008 87 6 20 $ 4,428,894.00 2009 76 3 12 $2,376,189.00 2010 68 3 12 $63494,012.00 2011 69 3 13 $2,809,965.00 2012 59 1 7 $1,861,590.00 2013 72 6 10 $ 3,680,319.00 10 Year 792 85 + 16 apes 111 $45,106,44$.45 Totals 0:I reports120131Yearly.report.2013.doc i V 1»Ptlryp �� m LP '1998'a The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA I. BRYANT, CLERK DATE: JANUARY 9, 2014 SUBJECT: BY-LAW ENFORCEMENT REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for December 2013 BACKGROUND: File # Nature of Complaint Action Taken Status 13- 272 Untidy and Order issued OPEN 280 Unlicensed vehicles, arba a Order issued OPEN 281 Grass, garbage Order issued JOPEN 282 I Garbage Compliant ICLORpn Respectfully Submitted, Reviewed by: Norma i. Bryant, HonBA,AMCT cott Gawley, C.G.A. Clerk Administrator/Treasurer C-qd Ail" y uF 4 N Q iw � m Q The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA 1. BRYANT, CLERK DATE: JANUARY 9, 2014 SUBJECT: HYDRO ONE — PROPOSED AMENDMENT TO CLASS EA RECOMMENDATION: THAT the Municipality of West Elgin are satisfied with the amended Class EA and have no comments. INTRODUCTION: The Municipality has received written notification from the Ministry of the Environment of a proposed amended Class Environmental Assessment for Minor Transmission Facilities. The proposed amendment was submitted by Hydro One Networks. BACKGROUND: The amended Class EA will replace the existing 1992 Class EA and will include private sector transmission companies. DISCUSSION: The purpose of the Class Environmental Assessment for Minor Transmission Facilities (Class EA document) is to provide information that will enable the Ministry of Environment to approve certain types of frequently occurring transmission projects that are small in scale, have acceptable environmental effects and can be planned and constructed in accordance with a common process. The Class EA will be revised to include Hydro One, local distribution companies, licensed transmitters, industrial customer, etc. who design, construct and operate transmission facilities including minor transmission lines and/or transmission stations. The process set out in the Class EA document is summarized as follows: 1. establish need; 2. alternatives to the undertaking; 3. environmental analysis including screening process, environmental inventory (cultural resources added), selection of preferred alternatives; 4. project acceptability— draft Environmental Assessment Report and Part 11 order request submitted to MOE; 5. Environmental Study Report (ESR) and Statement of Compliance; 6. subsequent communication with interested parties; 7. environmental monitoring —to confirm environmental effects and effectiveness of mitigation techniques; 8. addendum to ESR, if necessary. A new Consultation section has been added to the Class EA document. The process that is currently followed is now part of the document. This includes consultation with municipalities and the public, consultation methods and notification. Respectfully Submitted, Reviewed by: Norma I. Bryant, Hon ,AMCT Scott Gawley, G.A. Clerk Administrator/Treasurer Attachments: Letter from Ministry of Environment, dated December 6, 2013 Ministry of Ministdre de the Environment PEnvironnement �r Ontario Environmental Approvals Direction des autorisations Branch environnementales 2 St.Clair Avenue West 2,avenue St.Clair Ouest Floor 12A stage 12A Toronto ON M4V 11.5 Toronto ON M4V 11.5 Tel.: 416 314-8001 T61: 416 314-8001 Fax: 416 314-8452 T616c.: 416 314.8452 December 6, 2013 MEMORANDUM TO: Municipalities Distribution List FROM: Antonia Testa Project Officer Environmental Approvals Branch RE: Hydro One Networks Incorporated's Proposed Amended Class Environmental Assessment for Minor Transmission Facilities PROJECT NO. 05070 Hydro One Networks Incorporated (Hydro One) is submitting a proposed amended Class Environmental Assessment for Minor Transmission Facilities (Class EA) document to the Ministry of the Environment(MOE) for review and decision. In accordance with its approved Terms of Reference (2004), Hydra One has amended the Class EA to align it with the MOE's Codes of Practice for Preparing, Reviewing and Using Class Environmental Assessments in Ontario (2009) and Ontario Regulation 116101 (Electricity Projects). Hydro One is following the environmental planning and approval process for class environmental assessments in accordance with the requirements of the Environmental Assessment Act(EAA). Subsection 13(1) of the EAA allows a person to apply to the Minister of the Environment to approve a class environmental assessment with respect to a class of undertakings. The application consists of the development of a proposed Terms of Reference and subsequently a Class EA. If approved, the amended Class EA would replace the existing 1992 Class EA. The existing 1992 Class EA was developed by Hydro One according to its own specific corporate and regulatory requirements. As a result of 0. Reg. 116101 (Electricity Projects), many projects implemented by private sector transmission proponents are now also subject to the EAA. References in Hydra One's Class EA to private sector proponents are now required because the existing Class EA does not take into account the planning and operational needs of potential private sector transmission proponents. Hydro One determined that a new Terms of Reference was needed and they developed an amended Class EA on behalf of all potential transmission proponents. i - 2 - Proposed minor or administrative amendments to the Class EA include: updating references to legislation and regulation, removing historical references that no longer apply to Hydro One operations, and adding text about administrative aspects of the Class EA, and how Part II Order requests, source water protection and climate change effects will be addressed. Proposed major amendments to the Class EA include adding text regarding Aboriginal Consultation and Duty to Consult requirements. The MOE is now leading a review of the amended Class EA. I am therefore requesting your feedback on the proposed amended Class EA from your municipality's mandate. It is important that if your municipality has concerns with the proposed amended Class EA, that this information is clearly identified in your response. Please provide your written and signed comments to me no later than February 7, 2014. Please note that your municipality's comments will be a part of the public record for the proposed amended Class EA, and will be sent to Hydro One for a response. At the end of the comment period, the EAA requires that a Government Review of the amended Class EA be prepared. The purpose of the Review is to evaluate the amended Class EA with respect to the requirements of the EAA. Please complete and return the attached Acknowledgement of Receipt Form. If you are not the appropriate contact person in your municipality, please forward immediately to the appropriate coordinator and notify me of the change. An electronic copy of the amended Class EA is available via the Hydro One website. www.hydroone.com/Pro'ects,. If you would like a hard copy of the amended Class EA, please contact me immediately and a copy will be provided. Should you have any questions, or if I can assist you in the review process, please contact me at 416-314-7213 or by e-mail at antonia.testa ontario.ca. Antonia Testa Attachments • Acknowledgement of Receipt Form ACKNOWLEDGEMENT OF RECEIPT For the Hydro One Networks Incorporated's Proposed Amended Class Environmental Assessment for Minor Transmission Facilities UPON RECEIPT, PLEASE COMPLETE BOXESIBLANK LINES AND RETURN BY FAX TO: Date Received Ministry of the Environment Environmental Approvals Branch Attn: Antonia Testa Project Officer 2 St. Clair Avenue West, Floor 12A Toronto ON M4V 1 L5 TEL.: (416) 314-7213 FAX: (416) 314-8452 EMAIL: antonia.testa @ontario.ca Proponent: Hydro One Networks Incorporated Title: Hydro One Networks Incorporated's Proposed Amended Class Environmental Assessment for Minor Transmission Facilities Project No.: 05070 Municipality: Reviewer; Tel. No.: FAX No.: Please check the appropriate box: [ ] We will be able to provide comments to the Environmental Approvals Branch by: February 7, 2014(Comments received after this date may not be considered in the approval process). [ ] We are satisfied with the amended Class EA and we have no comments. Signature: NOTICE OF SUBMISSION PROPOSED AMENDED CLASS ENVIRONMENTAL ASSESSMENT • • • r TRANSMISSION HYDRO ONE • ' Hydro One Networks Inc. (Hydro One) has As required under the Environmental Assessment Act, completed its proposed amended Class the proposed amended Class EA will be available for Environmental Assessment for Minor Transmission public review and comment from December 13, 2013 Facilities (Class EA). As required under section 62(1) to February 7, 2014. of the Environmental Assessment Act and according to the Terms of Reference (ToR) approved by the The proposed amended Class EA can be Minister of the Environment on February 17, 2004, accessed from Hydro One's website: Hydro One has submitted its proposed amended www.HydroOne.com/Proiects Class EA to the Ministry of the Environment (MOE) for review and decision. A hard copy is available for viewing during normal business hours at the following MOE locations: The proposed amended Class EA was developed in accordance with the approved ToR (2004), including Ministry of the Environment aligning the Class EA with the Electricity Project Environmental Approvals Branch Regulation (O. Reg. 116/01), other applicable 2 St. Clair Avenue West, Floor 12A legislation that came into force after 2004 and the Toronto, ON M4V 1 L5 MOE's Code of Practice for Preparing, Reviewing 416-314-8001/1-800-461-6290 and Using Class Environmental Assessments in Ontario (2009). Ministry of the Environment Central Region If approved, the amended Class EA would replace the 5775 Yonge Street, 8th Floor existing 1992 Class EA. The existing 1992 Class EA Toronto, ON M2M 4J 1 was developed by Hydro One according to its own 416-326-6700/1-800-810-8048 specific corporate and regulatory requirements. As a result of the Electricity Project Regulation Ministry of the Environment (O. Reg. 116/01), many projects implemented by Eastern Region private sector transmission proponents are now also 1259 Gardiners Road, Unit 3 subject to the Environmental Assessment Act. Kingston, ON K7P 3J6 References in Hydro One's Class EA to private sector 613-549-4000/1-800-2670974 proponents are now required because the existing Class EA does not take into account the planning Ministry of the Environment and operational needs of potential private sector Northern Region transmission proponents. Hydro One determined 435 James Street South, Suite 331 that a new ToR was needed and they developed an Thunder Bay, ON P7E 6S7 amended Class EA on behalf of all potential 807-475-1205/1-800-875-7772 transmission proponents. Ministry of the Environment The proposed amendments to the Class EA include: West Central Region adding text regarding Aboriginal Consultation and 119 King Street West, 12th Floor Duty to Consult requirements in accordance with the Hamilton, ON L8P 4Y7 Code of Practice and to reflect current MOE practice 905-521-7640/1-800-668-4557 and procedures, updating references to legislation and regulation, removing historical references that no longer apply to Hydro One operations, adding � text about administrative aspects of the Class EA, and how Part II Order requests, source water hydro�` protection and climate change effects will be one addressed. Partners in Powerful Communities v NOTICE OF SUBMISSION PROPOSED AMENDED CLASS ENVIRONMENTAL ASSESSMENT ■ • ■ TRANSMISSION FACILITIES HYDRO NETWORKS Ministry of the Environment A copy of all comments will be forwarded to Southwestern Region Hydro One for its consideration. If you have any 733 Exeter Road, 2nd Floor questions or need further information about this London, ON N6E 113 project, please contact: 519-873-5000/1-800-265-7672 Olivera Radinovic Ministry of the Environment Environmental Planner Barrie District Office Environmental Engineering and Project Support 54 Cedar Pointe Drive, Unit 1203 Hydra One Networks Inc. Barrie, ON L4N 5R7 483 Bay Street, 6th Floor, South Tower 705-739-6441/1-800-890-8511 Toronto, ON, M5G 2P5 Tel 1-877-345-6799 Ministry of the Environment Fax: 416 345 6919 Peterborough District Office Email: Community.Relations @HydroOne.com 300 Water Street, 2nd Floor Peterborough, ON K9J 8M5 All personal information included in a submission — 705-755-4300/1-800-558-0595 such as name, address, telephone number and property location -- is collected, maintained and Ministry of the Environment disclosed by the Ministry of the Environment for the Sudbury District Office purpose of transparency and consultation. The 199 Larch Street, Suite 1101 information is collected under the authority of the Sudbury, ON P3E 5P9 Environmental Assessment Actor is collected and 705-564-3237/1-800-890-8516 maintained for the purpose of creating a record that is available to the general public as described in Ministry of the Environment s.37 of the Freedom of Information and Protection of Ottawa District Office Privacy Act (FIPPA). Personal information you submit 2430 Don Reid Drive will become part of a public record that is available Ottawa, ON K1 H 1 E1 to the general public unless you request that your 613-521-3450/1-800-860-2195 personal information remain confidential. Anyone wishing to provide comments on the For more information, please contact the Ministry of proposed amended Class EA must submit their the Environment's Freedom of Information and Privacy comments in writing and/or by fax to the Ministry Coordinator at 416-3271434. of the Environment by February 7, 2014. All comments must be submitted to: December 13, 2013 Antonia Testa, Project Officer Ministry of the Environment Environmental Assessment and Approvals Branch 2 St. Clair Avenue West, Floor 12A Toronto, Ontario M4V 1 L5 Tel: 416-314-7213/1-800-461-6290 Fax: 416-314-8452 hydro So)' one Partners in Powerful Communities C` 9 b WESA a jaMetriCcompany DRAFT 3 January 2014 Project No. W-B4718-00-15 Ms. Norma Bryant The Corporation of Municipality of West Elgin 22413 Hoskins Line, Box 490 Rodney, ON NOL 2CO Re: West Elgin Landfill Site DRAFT Spring 2013 Monitoring Report Dear Ms. Bryant: The purpose of this letter is to provide a summary of the environmental monitoring activities conducted by WESA, a division of BluMetric Environmental Inc., at the West Elgin landfill site in the spring of 2013. On April 11, 2012, the Ministry of the Environment (MOE) issued an amendment to the Environmental Compliance Approval (ECA) (formerly referred to as a Certificate of Approval (CofA)) No. A051101. All sampling was conducted in accordance with Schedule "B" of the ECA. In 2011, the Municipality purchased a 50m wide portion of land to the south of the landfill to act as a contaminating attenuation zone (CAZ). As a result monitoring wells MW6, MW8, MW9, and MW12 are now considered on-site. Figure i details the location of the monitoring wells as well as the newly purchased CAZ. The amendment to the ECA discussed above also requires that the Municipality purchase the 30m proposed CAZ to the east by December 31, 2013. MOE Comments dated 9 January 2013 were received by the Municipality of West Elgin following review of the 2009 and 2011 Annual Site Monitoring and Operations Reports (WESA, 2009 and WESA, 2011). WESA prepared and delivered a Response to these MOE comments dated 8 February 2013. In response to comment No. 1 from the MOE Groundwater Evaluator, WESA indicated that following the spring 2013 sampling event, an analysis would be made as to whether the proposed 30 m CAZ to the east is appropriate. Tel.519-742-6685 WESA,a division of BluMetrie Environmental Inc. Lq Foe.519-742-9810 171 Victoria Street North,Kitchener,Ontario,Canada N2H 5C5 WWW.WBsa.00 DRAFT W-B4718-00-15 3 January 2014 In response to the comment made by the MOE's Surface Water Evaluator (included in the comments from the MOE dated 9 January 2013), WESA indicated that an assessment of surface water quality would be conducted to determine if ongoing surface water sampling is warranted. This included collection of four surface water samples, including one background sample collected from the Provincially Significant Wetland (PSW) north of the property. WORK PLAN The environmental monitoring plan for the spring 2013 was done in accordance with the amendment to the ECA No. A051101 as discussed above. The monitoring program included: • Completion of a Landfill Inspection and Checklist; • Water table measurements in all monitoring wells; • Methane readings in all monitoring wells as well as in any buildings or structures at the Site that are founded on or below grade and are at times occupied by people); • Groundwater sampling and analysis; AND • Surface water sampling and analysis. Water table elevations were measured at all 15 of the groundwater monitoring wells on-site (it should be noted that there is no MW13 on-site). Water elevation results are provided in Table 1 and methane readings are provided in Table 2. Groundwater samples were collected and analyzed for a series of general inorganic parameters, metals and volatile organic compounds (VOCs). The full list of parameters analyses and the results are provided in Tables 3 and 4. A brief discussion of the results to date is provided below. LANDFILL INSPECITON CHECKLIST The Municipality has received the landfill inspection checklist completed during the spring 2013 event and returned a signed copy to WESA. ' ESA Page 2 4�- {mohic'company I ' a . a DRAFT W-8471 8-0 0-1 5 3 January 2014 WATER LEVELS During the fall 2012 monitoring event, the water elevations in MW15 through MW18 were influenced by both the shallow groundwater flow system and surface water. During September and November 2012, the groundwater elevations in these wells indicated that water flowed east toward MW16 and a component of flow from MW17 and MW18 flowed back towards the north. The wetland does not extend further east beyond MW16 and therefore there was little to no flow beyond MW16 within the wetland. It would be expected that any flow at the eastern edge of the wetland was more towards the south. A relative assessment of water flow within the wetland could not be completed for the spring 2013 event, as MW16, MW17 and MW18 were decommissioned following the fall 2012 monitoring, event at the landowner's request. Shallow groundwater flow on-site has been characterized by wells completed within the waste/fill material and the native sand and gravel units (MWI to MW14). Monitoring well MW2D is completed within the clay layer that underlies the landfill and MW15 is completed within a wetland and therefore is influenced by both the shallow groundwater flow system and surface water (precipitation etc). The groundwater within the shallow flow ranged between 218.78 (MW10) to 217.49 (MWi2) metres above sea level (m asl) in the spring of 2013. Groundwater flow on-site is generally towards the east. Historically, there has been a mound Can area where water levels are elevated above the immediate surrounding area) in the groundwater table located along the western property boundary between MW5 and MWI. The mound has caused a component of the groundwater flow in the south western corner of the site to flow towards the south (away from MW5 towards MW10). This occurred last in the November 2011 sampling event. However, in some more recent monitoring events, including the spring 2013 event, the groundwater elevations at MW10 have increased to levels at or above the groundwater elevations at MWI and MW5. There now appears to be a mound located in the vicinity of MW10 and causes a component of the groundwater flow in the southern corner of the site to flow towards the north (towards MWI and MW5). METHANE Methane concentrations were measured using a portable Eagle® combustible gas monitor calibrated for methane with a Multi-gas methane sensor. Methane readings in parts per million WESA Page 3 a aMelri.c"company DRAFT W-B4718-00-15 3 January 2014 methane, % LEL (% of Lower Explosive Limit) and % methane were measured within the riser pipe at each monitoring well location. Methane concentrations were measured at 9.5% LEL in MW5. This well is in close proximity to historical and/or current land filling operations. The concentrations in the remainder of the wells were 15 ppm (measured in MW1) or lower. There are no buildings or structures at the site that are founded on or below grade. However, there is a small trailer that is raised above ground and methane concentrations were measured to be <5ppm in the nearest adjacent monitoring well. GROUNDWATER CHEMISTRY Leachate on-site can be characterized by high concentrations of seven leachate indicator parameters (VVESA, 2008): • Ammonia/ Organic Nitrogen, alkalinity, arsenic, chloride, dissolved organic carbon (DOC), iron, and sodium The MOE Reasonable Use Policy 137 (MOEE, 1994) was established to address the quality of groundwater on properties adjacent to potential sources of contaminants such as landfills. The groundwater quality at the site is compared to calculated Reasonable Use Limit (RUL) based on the background conditions on-site and the Ontario Drinking Water Standards (ODWS, 2003). MW14 is representative of background groundwater conditions and therefore RULs for the site have been calculated using the background concentrations from the 2010 and 2011 sampling events at this well (XVESA, 2011). Iron exceeded the RUL at background well MW14 during this and historic sampling events. The RULs will be updated upon completion of the fall 2013 monitoring event. In Table 3, parameter concentrations that exceed the background concentration calculated in MW14 as discussed above are highlighted in bold, while those concentrations that exceed the RUL are both bolded and italicized. VOC concentrations were compared to the ODWS and calculated RULs and exceedances highlighted in Table 4. YEA Page 4 a eMehie anpany DRAFT W-134718-00-15 3 January 2014 The following table summarizes all leachate indicator parameters measured in excess of the RUL and the location of the monitoring well for the spring 2013 sampling event: Summary of RUL Exceedances Well Location Monitoring Groundwater Leachate Indicator Parameters RUL ` Well Flow Exceedances Northwest MWl Shallow Alkalinity and Organic N Leachate MW2 Shallow Ammonia,Alkalinity, DOC, Organic N, (Landfill Footprint) Arsenic, and Iron East MW3 Shallow Ammonia,Alkalinity, DOC, Organic N, Arsenic and Iron Southeast MW4 Shallow Ammonia,Alkalinity, and DOC Southwest MW5 Shallow Ammonia,Alkalinity, DOC, Arsenic and Iron South—Recently MW6 Shallow Ammonia,Chloride, Alkalinity, DOC, Iron Purchased CAZ and Arsenic East MW7 Shallow Ammonia,Chloride, Alkalinity, DOC, Organic N, and Sodium South—Recently MW8 Shallow Ammonia,Alkalinity, DOC, and Organic N Purchased CAZ South— Recently MW9 Shallow Ammonia and Organic N Purchased CAZ Off Site MW10 Shallow None Off Site MWII Shallow Ammonia,Chloride, Alkalinity, Organic N, and DOC South—Recently MW12 Shallow Ammonia and Organic N Purchased CAZ Off Site MW15 Surface/Shallow Ammonia, Chloride, Alkalinity, DOC, and Organic N Clay MW2D Deep Ammonia The analytical results observed during the monitoring event are, in general, consistent with those historically observed and reported on-site. It is noted that the concentrations of leachate indicator parameters ammonia, chloride, alkalinity, and DOC show an increasing trend in MW15 since the well's installation in 2010. A review of wells considered upgradient of MW15 Please note that there is no RUL for the leachate parameter ammonia:therefore ammonia is compared to average value calculated in the background well. EVES . Page 5 a eMi lWle company ti DRAFT W-134718-00-15 3 January 2014 (in particular MW3, MW7 and MWII) do not indicate a clear trend (either increasing or decreasing) with respect to these parameters over a prolonged period of time. It is noted that compared to spring 2012, the spring 2013 indicator parameters show a significant decrease in concentrations at MW7 and MW11 (i.e. 59% reduction in chloride concentration compared to spring 2012 at MW11), with a similar but less pronounced decrease in indicator parameter concentrations at MW3. The results of the VOC analyses are summarized in Table 4. The results of the VOC analyses had concentrations of all parameters measured below the ODWS in the spring of 2013. A few parameters were detected above the laboratory detection limit but below the ODWS and followed historical trends. Benzene and chlorobenzene were noted in MW5 in the spring of 2013. Both parameters have been noted in MW5 since May 2006. Tricholorofluoromethane was noted in MW2 in the spring of 2013, and has been historically noted in MW2 since May 2006. SURFACE WATER CHEMISTRY Surface water samples were analyzed for the same parameters as the monitoring wells, with the exception that total metals (unfiltered) were analyzed instead of dissolved metals (as analyzed for groundwater). Surface water sampling locations are presented on Figure 2. Surface Water Location Surface Water 1D Leachate Indicator Parameters RULZ Exceedances South Wetland (On-Site) SWi DOC Southeast Wetland (Off-Site) SW2 Ammonia, DOC,and Iron North Wetland (On-Site) SW4 DOC North Wetland (Off-Site, SW5 DOC Background) It is noted that SW3 was collected by field staff northeast of MW15, however was not analyzed, as it was determined that this sampling location was not representative of the wetland conditions present to the southeast of the landfill in the vicinity of MW15. 2 Please note that there is no RUL for the leachate parameter ammonia:therefore ammonia is compared to average value calculated in the background well. WESA- Page 6 Q I bMeh'ic company 4 DRAFT W-8471$-00-15 3 January 2014 The DOC concentrations measured in SWl and SW2 are above the RUL for groundwater at the site, but are lower than the background DOC concentrations measured for nearby surface water features at SW5. Surface water samples were also compared to the Provincial Water Quality Objectives (PWQO). The following parameters were observed above the PWQO at SW2: • Aluminum, Chromium (total), • Cobalt, • Copper, • Iron, a Lead, • Vanadium, and • Zinc. Very high turbidity (several orders of magnitude higher than the other three surface water samples) was measured in the sampled from SW2, which likely indicates the presence of a high amount of suspended solid matter within the sample. This is likely due to the sampling methodology, as sample bottles had to be pushed into the substrate in order to extract enough water to obtain a sample. The elevated total metals concentrations at this location are likely a result of the inclusion of the substrate material into the sample. This sample does not represent the typical suspended load, and therefore the measured total metals, within the surface water in the wetland to the southeast of the landfill. The total metals observed in SW2 do not appear to be a result of landfill-derived impacts. This is supported by the very low chloride concentration (6 mg/L) measured at this location. Chloride is considered to be a conservative tracer chemical in groundwater and, therefore, would be elevated if landfill-derived impacts were present within the surface water in the wetland to the east. The following parameters were observed above the PWQO at SW4: • Aluminum, • Boron, and 0 Iron. MESA- Page 7 a e'. MMelriC company DRAFT W-64718-00-15 3 January 2014 The sampling methodology utilized at SW2 was also employed at SW4. Similarly, the turbidity was elevated. The elevated total metals concentrations at this location are likely a result of the inclusion of the substrate material into the sample. Iron was identified above the PWQO of 300 pg/L at all monitoring locations (including the background location at SW5) and is attributed to natural surface water conditions and/or substrate incorporated into the surface water sample. COMPARISON OF SURFACE WATER QUALITY TO GROUNDWATER QUALITY Surface water sample SW5 was taken from the off-site wetland to the northwest of the landfill. This sample is considered to be representative of the background (i.e. not impacted by landfill leachate) surface water conditions for the natural surface water features in the area. Parameter Background GW MW15 MW16 (Nov (MW14) 2012) SW5 Ammonia 0.11 11.5 - 6.0 <0.050 Chloride 3.7 186 121 4.1 Alkalinity 362.5 487 494 290 DOC 2.6 11.7 j 10.4 13.9 Organic N 0.11 3.10 1 0.19 0.80 Although arsenic, iron and sodium are leachate indicator parameters at the site, surface water quality was analyzed for totals metals, and groundwater quality was analyzed for dissolved metals. Dissolved metal concentrations in groundwater at MW15 and M\V16 should not be compared to total metal concentrations in surface water from SW5. For this reason, comparison will be restricted to ammonia, chloride, alkalinity, DOC and organic N. The concentrations of ammonia, chloride, organic N and alkalinity in surface water at SW5 are similar to or lower than the background groundwater concentrations for these parameters at MW14. Organic N is slightly elevated at SW5 compared to MW14, however, is lower than the concentrations observed at MW15. Therefore, elevated concentrations of ammonia, chloride, and alkalinity at MW15 and MW16 are not attributed to degradation from surface water recharge in the SE wetland. The concentration of DOC in surface water is elevated compared to the background groundwater concentration for DOC, and is higher than the DOC concentration reported at WESA Page 8 C1 eMehc'campony DRAFT W-B4718-00-15 3 January 2014 MW15 and MW16. Natural biological processes occur within wetlands which causes the breakdown of organic matter. Elevated DOC in the shallow groundwater at MW15 and MW16 may be partly attributed to degradation from surface water recharge in the SE wetland. The analytical results indicate that ammonia, alkalinity, organic N and chloride at MW15 and MW16 may be elevated, in whole or in part, due to the migration of landfill-derived leachate through the shallow groundwater system. CONCLUSIONS The results of the groundwater monitoring indicate that general site groundwater flow is towards the east, with a small component towards the north along the southwestern property boundary. Evidence of the groundwater flow direction on-site is confirmed by the analytical data obtained from wells sampled. The purchase of the CAZ to the south of the site eliminates leachate impact off-site in this direction. Leachate impacts off-site are restricted to the east and southeast. Towards the east/ southeast, impacts were noted in the on-site well MW7 and in the off-site wells MW11. To the southeast, leachate impacts have been noted in MW15 and MW16 indicating that groundwater and leachate are likely discharging into the wetland. Concentrations of leachate indicator parameter chloride have increased since MW15 was installed in 2010. Other leachate indicator parameters (i.e. alkalinity and DOC) have shown decreases in concentration at MW15 in the two most recent sampling events. The concentrations of indicator parameters observed in fall 2012 at MW16 are similar to those observed at MW15. The wetland is an anaerobic reducing system with enhanced de-nitrification potential/conditions and therefore acts to provide natural treatment of the leachate. RECOMMENDATIONS As MW15 has exhibited an increase in leachate indicator parameters since its installation, it is recommended that the Municipality purchase the property to the east as CAZ by December 2013, as per MOE requirements. If an agreement to purchase the CAZ in fee simple cannot be obtained from the adjacent land owner, it is recommended that the Municipality of West Elgin pursue the acquisition of the water rights beneath the proposed CAZ, as shown on Figure 3. The WE$A ,.. . Page 9 a em�Iae company DRAFT W-B4718-00-15 3 January 2014 concentrations of leachate indicator parameters observed at MW16 in fall 2012 were similar to those observed at MW15. The site will be sampled again in fall 2013 to satisfy the requirement of the ECA. A.final report will be prepared detailing the results of the two 2013 monitoring events and provided to the MOE no later than April 301h, 2014. If you have any questions please do not hesitate to contact the undersigned. Sincerely, WESA, a division of BluMetric Environmental Inc. --DRAFT—FOR REVIEW PURPOSES ONLY-- Geoff Moroz, B.Sc., P.Geo. ]an Macdonald, M.Sc., P.Geo Project Manager/Hydrogeologist Senior Hydrogeologist Encl. Ref 84718-00-15 repd Spring 2013 Monitoring Letter January_2014.docx W ES' Page 10 a emetic°¢ompony Ministry of Community Safety Ministdre de la 86curit6 communautaire and Correctional Services et des Services correctionnels Office of the Minister Bureau de Is min€stre %2 25 Grosvenor Street 25, rue Grosvenor Ontario 181h Floor 18"6tage Toronto ON M7A 1Y6 Toronto ON M7A 1Y6 Tel: 416-325-0408 Tai.: 416-325-0408 Fax:416-325-6067 T616c. :416-325-6067 DEC 12 2013 ��w--=a's'{ S, a _.__ .y. MC-2013-5175 },. � Your Worship Bernie Wiehle Mayor The Municipality of West Elgin ' PO Box 490 22413 Hoskins Line Rodney ON NOL 2CO Dear Mayor Wiehle: I take this opportunity to advise The Corporation of the Municipality of West Elgin, The Corporation of the Municipality of Bayham, The Corporation of the Township of Southwold, The Corporation of the Municipality of Central Elgin, The Corporation of the Municipality of DuttonlDunwich, and the Corporation of the Township of Malahide that the contract pursuant to Section 30 of the Agreement for the Provision of Police Services under Section 10 of the Police Services Act, is being terminated by the Ministry of Community Safety and Correctional Services (MCSCS) and the Province of Ontario. This letter constitutes the requisite one year written notice. The date of termination is December 31, 2014. The Ontario Provincial Police (OPP) and the MCSCS, in response to municipal concerns, announced in October that they are developing a new, simplified billing model for OPP municipal policing services. The proposed new billing model is based on principles of fairness and transparency. It is intended to provide cost-recovery in a fair and equitable manner. These are principles our municipal partners have consistently told us are most important to them. From October 29 to November 29, 2013, the OPP and the MCSCS invited representatives from all municipalities receiving their policing services from the OPP to engage in discussions on the new billing model. This process is now complete and the Ministry and the OPP will work toward a completion of the new billing model for implementation January 1, 2015. As part of this transition to the new model, the OPP will contact your municipality in the summer of 2014 to discuss policing options for 2015, .including a new contract agreement. We look forward to your participation in this process and to continuing to provide excellent policing service to all OPP partner municipalities during the transition to a new billing model. Sincerely, cov Madeleine Meilleur Minister c: Commissioner, Ontario Provincial Police Mr. Douglas Gunn, Chairperson, Elgin Group Police Services Board Chief Financial Officer 1 Financial Officer, The Municipality of West Elgin Page 1 of 1 Norma Bryant From: Scott Gawley[sgawley @westelgin.net] Sent: December-17-13 2:47 PM To: 'Bernie Wiehle' Cc: 'Norma Bryant' Subject; FW: Notice of OPP Contract Termination R. Scott Gawley CGA Administrator/Treasurer Municipality of West Elgin awl we a in.n t 519-785-0560 From: Fishleigh, Bradley(JUS) [mai Ito:Bradley.Fish leigh @ontario.ca] Sent: December-17-13 2:39 PM To: Kyle Kruger(KKruger @bayham.on.ca); mcasavecchia @maiahide.ca; Don Leitch (DLeitch @centralelgin.org); Laurie Spence Bannerman (cao @duttondunwich.on.ca); Scott:Gawley (sgawley @westeigin.net); cao @southwold.ca Cc: pens @elgin-county.on.ca; Dave Mennill (davemennill @eastlink.ca); Bill Walters (bwalters@elgin- county.on.ca);jamcintyre @elgin-county.on.ca; Cameron McWilliam (csmcwilliam @gmail.com); Bernhard Wiehle (bwiehle @efgln-county.on.ca); Doug Gunn (douglasgunn @gunn.on.ca); Mark McDonald Subject: Notice of OPP Contract Termination All, You will be receiving, or may have already received, a notice of termination of contract for policing services from OPP Municipal Policing Bureau effective 31 Dec 2014.This notice is being sent out to fulfil the one year notice required to terminate the current contract.The termination of your current contract is required to allow the changes required to migrate to the new billing reform currently being proposed.As I am sure you know the OPP is still working through the process of billing reform and nothing has been finalized in that regard however we are providing the one year notice now to allow the changes to proceed in Jan 2015 and not be delayed a further year. There will be no changes to the contract for 2014 and there will be further consultation and information provided in the summer of 2014 to facilitate the change in our billing process. Please feel free to contact me directly if you have any further questions. Kind Regards, and may you all enjoy the holiday season, Brad Brad Fishleigh Inspector, Detachment Commander Elgin County Detachment 519 631-2920(w) 519 317-2223 18/12/2013 n MUNICIPALITE • EAST FERRIS • MUN�ICPALIT�Y FEI�j��s• 390 Hwy. 94 V TEL.: 705-752-2740 CORBEIL, ONTARIO FAX: 705-752-2452 POH 1K0 email:municipality @eastferris.ea fit• asx� .. October 16, 2013 Kathleen Wynne, Premier Legislative Building Queen's Park Toronto, ON M7A 1A1 Dear Premier Wynne: Re: The Small Rural and Northern Municipal Infrastructure Fund I am writing to advise you of my great disappointment and concern with the recent announcement regarding the distribution of the $100 million Small, Rural and Northern Municipal Infrastructure Fund. We received the announcement late Friday October 4"2013. Municipalities individually and collectively through AMO and ROMAIOGRA have provided honest and quantitative input to your government over the past year regarding the best method to distribute these monies. We have all put a great deal of effort into this process but obviously the consultations were a complete waste of everyone's time and energy. We are back to the hat in hand/lottery system for the distribution of funds. This is a total disregard for the input of the municipalities of this province. In addition, municipalities are being given less than one month to choose a project and develop an Expression of Interest. Municipalities are currently working on their municipal asset management plans and preparing for their 2014 budget deliberations. Many asset management plans will not be completed before the end of this year yet we are all being asked to submit an Expression of Interest by November 1st 2013 which promotes poor priority planning and provides little time for proper decision making. The proposed process is once again geared to larger urban municipalities which have the capacity to quickly respond to the Expression of Interest tail and application submission rather than to the very Small, Rural and Northern municipalities which it is supposed to help. We have been told that this program was truly going to be for small, rural and northern communities but the definition of 'small and rural' has been confirmed to include municipalities with a population of up to 100,000. We wonder how a city of 100,000 can be considered to be a small and rural community. This also means that 95 per cent of our municipalities will qualify. Our Municipality was shut out of the first round of Mill funding last year and had to move forward and complete the selected road project this year, at our cost, which resulted in a tax increase for our ratepayers (3.4% this year). We appreciate the funding that we have received over the years and more recently in 2409 through a Building Canada Fund Program and the NOHFC for the renovation of the East Ferris Community Centre/Arena which extended its life and allows us to continue to serve our residents and those of the surrounding communities. However, the Municipality of East Ferris has not received any substantial funding for our roads for over 5 years and we are in a difficult position. We were completely shut out of both the Stimulus Fund Program and the last Building Canada Fund (BCF) program for roads projects. We have seen the list of approved projects from that round of funding and are aware that while municipalities were told to submit no more than three stimulus fund applications and one BCF application many received far in excess of that number. One municipality received hundreds of approvals for millions of dollars. The total number of approved projects for the northern region was small in comparison to the number of approvals and the total value of approved projects for southern Ontario. The Municipality of East Ferris has always managed its finances in a very responsible manner. However, we have been told the following on many occasions over the past few years: 1. Your reserves are too high, use them for infrastructure projects; 2. You have never borrowed, borrow for infrastructure projects; and 3. Your residents have a high income level, raise taxes for infrastructure projects. Premier Wynne, we have been doing all that has been asked of us by the Province and more yet we continue to be shut out of infrastructure funding. The Municipality has: 1. Reduced our reserves by approximately 41% over the past five years by using the monies for various infrastructure projects; 2. Changed from the pay as you go system of budgeting and borrowed last year for the first time ever($1.2 million)for roads projects which we had to complete; and 3. Raised our taxes at a level comparable to or greater than the cost of living for each of the past five years. We have also developed a long term economic development strategy, a facilities master plan, a reserve funds policy and we are nearing the completion of our long term capital asset management plan. We are trying our best to be creative and innovative in our approach to our planning in an attempt to become financially healthier and move towards greater sustainability in the future. Now we can say that we; together with AMO and most of the other municipalities, are not even being listened to. We, like many other municipalities, are also being faced with continuing decreases in our funding through the Ontario Municipal Partnership Fund (OMPF); and, significant increases in our policing (OPP) costs. We are also facing the high costs associated with our share of the future redevelopment of the Cassellholme East Nipissing District Home for the Aged ($60 million dollar project). We have been and continue to ask for a source of sustainable infrastructure funding for all municipalities. We fully understand that many municipalities, including East Ferris, will have significant infrastructure projects whether they be roads, bridges, water or sewer and that there needs to be monies set aside for these larger projects as well. AMO has recommended a fair and equitable method to distribute the $100 million Small, Rural and Northern Municipal Infrastructure Fund and it or some similar formula should be considered. Premier Wynne, we are in a very difficult situation as are most small rural communities in this Province. We are respectfully requesting the following: 1. that this announcement be rescinded and that either the method advanced by AMO to distribute funds through the program or something comparable to it be implemented instead; and 2. to meet with you at your earliest convenience to discuss options and opportunities for the future. Thank you for your consideration of our requests. Sincerely, Original surged Mayor Bill Vrebosch, Municipality of East Ferris Cc. Hon. Jeff Leal, Minister of Rural Affairs Han. Linda Jeffrey, Minister of Municipal Affairs and Housing Hon. Glen Murray, Minister of Infrastructure and Minister of Transportation AMO and all Municipalities OGRA Jay Aspin, MP Nipissing Temiskaming Vic Fedeli, MPP Nipissing All residents of the Municipality of East Ferris i South West LHIN 201 .Queens Avefte,Suite 709,Odom Watlo N6A 1J1 Telephone:51967M445,Tall-free;1 866294-5446 Fk 519.672x5562 smthwestlh:in:an.o J3 December 19, 2013 Norma I. Bryant Clerk The Municipality of West Elgin 22413 Hoskins Line Box 490 Rodney ON NOL 2C0 Dear Ms. Bryant: Re: Four Counties Health Services Adult Day Program Allocation Thank you for your November 29, 2013 letter in support of the Four Counties Health Services (FCHS) Adult Day Program (ADP). In May 2012, an Access to Care report was completed for the South West Local Health Integration Network (LHIN) outlining the current state of ADPs in relation to client characteristics, demographics, service variability and recommendations to improve access to these services. These recommendations were developed with significant input from ADP providers in the South West LHIN. The rationale for changes to the Four Counties Health Services ADP was outlined in a letter which I sent to the Todd Stepaniuk on December 2, 2013. 1 have attached a copy of my letter to Todd that I sent in response to his letter of October 15, 2013 that your council reviewed at its recent meeting. I want to assure you that the decision to recommend a reduction in capacity at FCHS ADP was done so after careful consideration of the data and impact to clients and the community. if you have any questions about this initiative, please do not hesitate to contact me or Kristy McQueen, System Design and Integration Lead at (519) 640-2583. Yours very truly, Michael Barrett Chief Executive Officer Encl. cc: The Honourable Kathleen Wynne, Premier of Ontario The Honourable Deb Matthews, Minister of Health & Long-Term Care Monte McNaughton, MPP, Lambton-Kent-Middlesex LHIN14_1136 2 Mario: A Healthier Tomorrow Four Counties Health Services Adult Day Program Allocation December 19,2013 Page 2 Jeff Low, Board Chair, South West LHIN Todd Stepaniuk, President and Chief Executive Officer, Four Counties Health Services Mark Brintnell, Senior Director, Performance and Accountability, South West LHIN Kelly Gillis, Senior Director, System Design and Integration, South West LHIN LHIN14_113B ii South West LHIN 361 Queens AVenae,Suite 700,London,Untatio N6A 1J1 Telephone:51967x-044S,1o11 -free, 544G Fax:519.6724562 southwestlhin:on.ca December 2, 2013 IFIS# 102788 Program# 593 Todd Stepanuik President and Chief Executive Officer Four Counties Health Services 1824 Concession Drive Newbury ON NOL 1Z0 Dear Mr. Stepanuik: Re: Adult Day Program Request from Four Counties Health Services (FCHS) Thank you for expressing your concerns related to changes that are being made to Four Counties Health Services (FCHS) Adult Day Program (ADP). This letter will address the overall rationale for the changes that are being made, as well as address your outlined concerns. In May 2012, an Access to Care report was completed for the South West LHIN outlining the current state of ADPs in relation to client characteristics, demographics, service variability and recommendations to improve access to these services. These recommendations were developed with significant input from ADP providers in the South West LHIN and called for the development of consistent eligibility as well as prioritization criteria, referral processes, waitlist management, service definitions, client fees, and LHIN funding. Based on our current state analysis of ADPs, we learned that there are significant differences in service offerings, no common way of determining budget allocations for providers, a significant difference in client fees, limited empirical knowledge of client outcomes and an inadequate supply of program spaces based on current and future demographics. For the last 18 months we have been working with our ADP partners to verify data, articulate impacts to clients as well as to programs and organizations. Through our engagement with ADPs, we have agreed on the content and implementation of a standard service delivery model; minimum service levels for efficiency; a standard cost model, client fee and LHIN funding; and geographic specific capacity changes based on utilization data for programs across our LHIN. We understand that you have concerns related to the number of days the program is to be offered at the FCHS ADP, the cost of the program per client, the content of the program, and the transportation available to your clients. In addressing your concerns, we would like to highlight the following information. LHIN14-113A 2 a Tomorrow ADP Request from FCHS December 2,2013 Page 2 Days of Operation: The current state analysis identified that relative to current funded capacity, the FCHS ADP has been underutilized for a number of years, operating well below the number of spaces you are funded to provide (55 spaces per week spread over four days). In reviewing your utilization rates over the last nine months, it is apparent that your highest utilization rate was 69% of available capacity and your lowest rate was 47%. On average your occupancy is around 56%. Based on this information and the need to provide enhanced capacity in other geographic areas, it was decided that a portion of your current underutilized capacity could be shifted to communities with a greater demonstrated need with little to no impact on your existing clients. Existing clients of FCHS ADP could be accommodated on the remaining three days of operation, enabling your program to function at a more efficient service level. As we realign FCHS ADP funded capacity to better match local demand for service, the program will be better positioned to reach the new accountability target to operate at a minimum of 90% occupancy in order to maximize efficiency and use of LHIN funding. To ensure efficiency, programs will operate a minimum of three days per week, 15 spaces per day within the occupancy target. With the intent of increasing the efficiency of programs across our LHIN, the FCHS ADP will have a reduction of one day of service per week and the Dutton ADP will increase its operation to three days per week. This realignment will bring both FCHS and Dutton ADPs into alignment with the minimum service standards for efficiency as well as better position Dutton to respond to increased demand for service. The proposed decrease in funding for FCHS ADP is related to the shift in capacity and results in a decrease of LHIN funding of$12,579 annually. Cost to Clients: The revised standard cost structure and revenue has been based on actual data provided by our ADP providers taking into account direct and indirect service delivery costs including administrative and facility related expenses. Our financial analysts used the current state information to model a variety of client fee options. A $10 client fee was endorsed by the ADP Network as affordable to the client, as well as reasonable and sustainable for providers. To afford the $10 client fee and support improved access to care the South West LHIN Board approved an additional $1,250,000 in base funding to support the ADP redesign process and to ensure equitable distribution of funds across providers. The standard cost structure has been designed to allow all providers to afford to provide all the components identified in the standard service delivery model. How these components are operationalized is up to you as the provider based on the changing care needs of your population, but you must be able to accommodate the minimum level of care identified. Con ent of the Program: Based on self-reporting, FCHS is currently serving a much lighter needs client population in comparison to other ADP providers. This current client population mix does not align with the benchmark identified during the review of assessments of approximately 1,200 clients currently served by ADPs across the South West LHIN. The recommended changes to the service delivery model are to support the changing client demographic. As such, we have been working with all providers on quality of care related changes to bring all the programs to the same minimum level of care. FCHS ADP identified barriers in 7 of 8 categories related to client characteristics that ADPs will need to be able to accommodate going forward. Since our initial consultation, equipment and programming changes made at your program have reduced the number of identified barriers from not able to accommodate to limited ability to accommodate. A recent action plan submitted by your organization indicated that within the proposed funding, FCHS ADP was able to further reduce the barriers and would successfully be able to accommodate all key service delivery requirements by changing the staffing mix, purchasing some specialized equipment and making some minor space modifications requiring some one-time support which the LHIN has approved. LHIN14-113A " ADP Request from FCHS December 2,2013 Page 3 Optional services such as bathing and foot care are important community services; however, they are separate and distinct from the standard ADP service delivery model. Our recommendation has been that providers explore how to build a cost effective and affordable full cost recovery model for optional services and that LHIN dollars currently funded through the ADP functional centre be used for the delivery of services included in the standard service delivery model. Transportation: Clients attending ADP locations throughout our LHIN will have access to a variety of community and LHIN funded transportation options including volunteer and accessible transportation. To address your concerns, we are working with local providers to ensure that clients opting to attend the Dutton Program have access to affordable transportation to meet their needs. The LHIN staff has begun working with a broader group of ADP related transportation providers on common guiding and implementation principles that will support transportation related changes required to support access to ADPs. I hope I have adequately addressed your concerns in relation to the changes to the FCHS ADP. Our aim is to create an equitable distribution of ADP services throughout our LHIN as well as appropriately manage the supply and demand for services based on the information we have available. We would like to take this opportunity to thank you and your staff for your efforts and hard work in helping to improve health care within the South West LHIN. If you have any questions about this initiative, please contact Kristy McQueen, System Design and Integration Lead at(519) 640-2583. Yours very truly, Michael Barrett Chief Executive Officer Encl. cc: Ken Williams, Board Chair, Four Counties Health Services Jeff Low, Board Chair, South West LHIN Mark Brintneli, Senior Director, Performance and Accountability, South West LHIN Kelly Gillis, Senior Director, System Design and Integration, South West LHIN LHIN14-113A t 14 C RODNEY ALDBOROUGH AGRICULTURAL SOCIETY' P.O. Box 130 Rodney, Ontario, NOL 2C0 www.rodneyfair.ca December 23,2013 Municipality of West Elgin Council Representatives P.O. Box 490 Rodney,ON NOL 2C0 Dear Council Members The Board of Directors of the Rodney Aldborough Agricultural Society is in the process of planning and organizing a "Mow the Snow" Event on February 1,2014 at the Rodney Recreation Centre and Rodney Fair grounds.This is a 4 hour endurance race using lawn mowers. We also have the participation of some of the local organizations. There will also be a chili cookoff and events for kids. This letter is to seek approval from the council of West Elgin to waive the rental fees for the Recreation Centre and fair grounds for this event. if there is any other services or help that the Municipality can assist would be greatly welcomed and appreciated. Thank you forgiving this request due consideration. Please contact meat 519-768-1858 if you have any questions and/or concerns. Thank you. Yours truly, une M arty Secretary v xi IJ j December 16,2013 - a+ r ivFti W-C 220 Ms.Norma Bryant, Clerk k Municipality of West Elgin 22413 Hoskins Line Rodney,ON NOL 2CO Dear Ms. Bryant: Re: Elgin County Shoreline Management Plan ®� on� Thank you for supporting in principle the Elgin County Shoreline Management 4JPlan. (d I understand that Council will be considering funding for this initiative during their 44015 Ferguson Line 2014 Budget deliberations.While the Lake Erie Basin Shoreline Management St.Thomas,ON Collaborative respects this process we are interested in continuing to move this 1 N5P 373 project forward. The collaborative would like to establish a Technical Steering Tel:519-631-1270 Committee,with representatives from each participating agency, to review and Fax:519-631-5026 finalize the Terms of Reference for the study. In addition,a project of this nature will require ground truthing and additional field work that is best conducted during fairer weather months.The project itself is ® anticipated to take at least six months from the award of contract to completion.To this end the collaborative would ask that you provide us with confirmation of your funding support at your earliest convenience. =9 Member In the meantime we are asking the respective municipalities and the County to Municipalities: appoint a maximum of two staff representatives to the Technical Steering Committee.This Committee will review and finalize the terms of reference and Central Elgin project documentation.Pending funding approval from the respective municipalities City of London City of St.Thomas the representatives will also attend public and progress meetings as necessary.It is Middlesex Centre expected that the Technical Steering Committee will meet several times in 2014. Thames Centre Malahide Township An e-mail was forwarded to municipal and County planning staff earlier this week to Southwold Township ® inform them of the project and Technical Steering Committee. If possible,please confirm your staff representadve(s) by January 30,2014. Thank you for your consideration of this matter. Sincerely, Memberof Elizabeth VanHooren c General Manager/Secretary Treasurer Conservation On behalf of the Lake Erie Basin Shoreline Collaborative ONTARIO Nw-d Champions Ontario Provincial Police e a Police provinciale de POntaria L-,�-CWAIUITV OES E6.GIN )2Q Chris A Lewis Commissioner Le Commissaire File#: 552-101614-00 December 23, 2013 Mayors 1 Reeves OPP Policed Municipalities Dear Mayor 1 Reeve: On November 25, 2013,the Ministry of Community Safety and Correctional Services (MCSCS)published the amended Use of Force Guideline for Conducted Energy Weapon (CEW) permitting police services to identify further classes of police officers authorized to carry CEWs. Please be advised that, effective immediately, any OPP officer who is trained in the use of the CEW will be permitted to carry the device for operational purposes provided a CEW is available at their work location. Supervisors and uniform members who have been designated as "Second-in-Charge will continue to carry a CEW in the course of their duties, as will previously designated specialized teams. The OPP is updating its policy to reflect the expanded deployment of CEWs. In January 2014, training in the use of the CEW will begin for officers during their Block Training. An annual re-certification will also be delivered for those officers currently CEW trained. Any questions about CEWs should be directed to your local OPP Detachment Commander. The OPP is pleased that more officers will be equipped with this valuable intermediate use of force option as an added tool for use in ensuring the safety and security of the communities the OPP serves. Yours t 1 , Chris D. Lewis Ijtm 777 Memorial Avenue 777 avenue Memorial Orillla,Ontario Orillia,Ontario L3V 7V3 L3V 7V3 Telephone:(705)329-6199 Telephone(705)329-6199 Facsimile:(705)329-5795 Telecopleur(705)329-6195 Jan. 3. 2014 12:39PM No. 0002 P. 3 E1ginonr LJP--'=Lo IFZ0;YCr3 Fur1Mn E 2014 CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 88113 PART LOT A,CONCESSION 8,MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by BRADLEY AND SUSAN BANDEEN, ;19983 MacPherson Road, R,R.#2, RODNEY, Ontario, NOL 2CO,for a consent pursuant to Section 53 of the Planning Act, 1990, as amended,to sever lands municipally known as 19983 MacPherson Road, legally described as Part Lot A, Concession 8, Municipality of West Elgin. The applicants propose to sever a lot with a frontage of 86,87 metres along MacPherson Road, a rear width of 39.62 metres by a depth of 108.81 metres(east lot line),Area 0.833 hectares '(2.05 acres) containing one house, one garage and one shed, proposed to create one new lot surplus to the needs of the proposed purchasers. The owners are retaining 20.43 hectares (50.47 acres), proposed to remain in agricultural use. The location of the property is shown on the Key Map below: ADDITIONAL INFORMATION regarding the application is available for inspection daily, Monday to Friday, between 8:30 A.M. and 1:30 P M., at the County Municipal Offices, 450 Sunset Drive, St. Thomas or at a Public Hearing tQ be held on: in Committee Room#2,County Municipal Oflfices 4601Sunse Drive,St.Thomas. Any person or public body may attend the Public Hearing and/or make written or verbal representation either in support of, or in opposition to the proposed consent. If you wish to be notified of the decision of the Land Division Committee in respect of the proposed consent, you must submit a written request to the Land Division Committee. This will also entitle you to be advised of a possible Ontario Municipal Board Tearing. Even if you arathe' successful party,you should request a copy of the decision since the Land Division Committee decision may be appealed to the Ontario Municipal Board by the Applicant or another member of the public. if a person or public body that files an appeal of a decision of the Land Division Committee In respect of the proposed consent does not make written submission to the Land Division Committee before it gives or refuses to give a provisional consent,the Ontario Municipal Board may dismiss the appeal. Dated at the Municipality of Central Elgin this 8t'day of January 2014. KEY MAP: not to scale) Susan n. Calloway Secretary-Treasurer Land Division Committee 450 Sunset Drive �o� St. 5V1 Thomas, Ontario NSR SUBJECT NOS _ 1, ena a s".ices J Q� 450 SUnSet Drive Sc Thomes,On N53 ffn Phone!519.831.2"0 --eigi n-counTy.on.ca k I L it —UIj d January 5,2014 West Elgin Municipal Office To whom this may concern The Argyle Church Crinan Presbyterian Ladies Aid is interested in holding a bake sale in the common room of the West Lorne Community Complex in the early spring of 2014.We have been informed that we must apply for approval from the Municipal office. Subsequently,this letter is a request for an outline of the process we are to adhere to,including who to contact to book the location and what the rental fee is as well as any pertinent information we should be aware of. Please respond to this request at your earliest opportunity. Thank you. �une McLarty ir5# - '7 25380 Crinan Line West Lorne,ON N0L 2P0 Rodney (Fire (Department 22413 Moskins Line Edney ON,PO 490 NOL CO Chief.Jeff SCater Deputy Chief Wat y Xauzen {Phone:519-785-0560 E-maifi rodne chie 6Cve.com Tax. 519-785-0644 West Elgin Municipal Council January 7 2014 c/o Scott Gawley 22413 Hoskins Line Rodney ON NOL 2CO Mr. Gawley: The Rodney Fire Fighters Association is hosting a family orientated (no alcohol)Wrestling Fundraiser Event at the Recreation Center in Rodney on February 8 2014. The funds raised from this event are to be put towards the purchase of new rescue equipment for the Rodney Fire Department. To help reduce our costs the Association respectfully requests,and would appreciate West Elgin Council waving the rental fees for that evening. Should you need any further information regarding this event please contact the undersigned at your convenience at 519-857-6132. Sincerely Ili) -S� Jeff Slater Chief Rodney Fire