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May 8, 2014 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING MAY 8, 2014 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (A7 — A8) *April 24, 2014 Council `April 24, 2014 Public Meeting BUSINESS ARISING FROM MINUTES DELEGATIONS 1:30 p.m. Committee of Adjustment— 260 Finney Street (B7 & C10b) REPORTS (C1-C11) 1. ROADS a) *Monthly Report b) *Report re: Parking on Furnival Road c) *Report re: Streetlight Replacement 2. RECREATION/EMERGENCY MANAGEMENT a) *Monthly Report May 8, 2014 ............. Page 2 3. WATER DISTRIBUTION SYSTEM a) *Monthly Report b) *Report re: Water Billing Cycles 4. WASTEWATER S. BUILDING a) *Monthly Report 6. BY-LAW ENFORCEMENT a) *Monthly Report 7. DRAINS a) Drain Maintenance tender 8. WEST ELGIN PRIMARY SYSTEM a) *Report re: Tri-County Water System 9. ADMINISTRATION a) *Application for Tile Drain Loan — Lot 1, Concession 7 b) *Report re: Elgin Election Joint Compliance Audit Committee c) *Report re: Compliance Audit Committee Appointments d) *Report re: Canada Day, Miller Park, West Lorne e) *Report re: Capping and Claw Back Tax Rates f) *Report re: Yearend Surplus to Rate Stabilization Reserve g) *Report re: 2014 Budget h) *Report re: Office Renovations 1) *Report re: Hours of Operation for Service Ontario 10. PLANNING a) *Report re: 260 Finney Street— Deeming By-law May 8, 2014 ............. Page 3 b) *Report re: Application for Minor Variance (Johnston) 11. ACCOUNTS CORRESPONDENCE (D1 — D13) COUNCIL CONSIDERATION —ACTION RECOMMENDED: 1.* Town of Petrolia — request for support of a resolution regarding hydro and gas increases; 2.* Beer Store—expansion of liquor sales; 3.* Township of Muskoka Lakes — request for support of a resolution that Teranet and the Land Titles Electronic Registry System errors be the sole expense of the Ministry; 4.* Rodney Aldborough Agriculture Society— request for letter of support for `beer garden' at tractor pull; 5.* Rodney Aldborough Agriculture Society— request for road closure for parade; 6.* Cement Association of Canada —support to defer changes to the Ontario Building Code; 7.* Notice of Application for Consent—Application # E22114 — BarfettlVandenries; 8.* Tiny Tots Nursery School — request to hold Trike-a-Thon in the Municipal Parking Lot and cancel street closing; 9.* Municipal Finance Officer's Association — Provincial Budget; 10.* Municipality of Killarney— request for support of a resolution amending Municipal Act S.Q. 2001 to permit electronic meetings; 11.* Jill Soos — request for turn-around at end of Monroe Street at the Hub; 12.* WERQWT— Industrial Wind Turbine Projects proposed for West Elgin; RECOMMENDED TO ACCEPT & FILE: 12. AMO • Watch file —April 24, 2014; • Watch file — May 1, 2014; • AMO —OPP Billing Update and Additional Webinar; • AMO — Province Release Document "Moving Forward on Rural Matters" • AMO — New Presumptive Cancers for Firefighters Announced; • The 2014 Provincial Budget; • Ontario General Election called for June 12, 2014 May 8, 2014 ............. Page 4 13. College of Physicians and Surgeons of Ontario—Council award BY-LAWS: By-law No. 2014-25 Tax Rafe By-law By-law No. 2014-26 Authorize agreement with AMO (gas tax) By-law No. 2014-27 Establish Compliance Audit Committee By-law No. 2014-28 Appointments to Compliance Audit Committee By-law No. 2014-29 Deeming By-law— 260 Finney Street By-law No. 2014-30 Amend Human Resources Policy—short-term acting positions By-law No. 2014-31 To create a Joint Municipal Services Board (water) By-law No. 2014-32 Adopt policy for maintenance of Joe's Bush MINUTES (Ell — E3) *Tri County Management Committee --January 28, 2014 *West Elgin Arena Board — March 11, 2014 *Tri County Management Committee — Special Meeting — March 13, 2014 NOTICE OF MOTION (F) OTHER BUSINESS (G1 —G2) 1. Council announcements 2. Closed session: • receiving of advice that is subject to solicitor-client privilege * Information enclosed May 8, 2014 ............. Page 5 CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: May 22, 2014 Council May 29, 2014 New Zoning By-law, West Elgin Recreation Centre 2:00 -- 5:00 p.m. — Information Open House 7:00 p.m. — Formal Public Meeting Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act(MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Municipality to remove it. Questions about the collection of personal information may be directed to the Clerk. MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS APRIL 24, 2014 PRESENT Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT Scott Gawley,Administrator/Treasurer Norma Bryant, Clerk CALL TO ORDER The Mayor called the meeting to order at 9:30 a.m. DECLARATION OF PECUNIARY INTEREST None were declared ADOPTION OF AGENDA RES. NO. 1 Moved by Bodnar Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin approves the agenda for April 24, 2014 as printed and circulated DISPOSITION: Carried APPROVAL OF MINUTES RES. NO. 2 Moved by Leatham Seconded by Bodnar RESOLVED that the minutes of the meetings\held on the following date be adopted as printed and circulated: April 10, 2014 Council DISPOSITION: Carried BUSINESS ARISING FROM MINUTES: None 9:30 a.m. Council recessed to hold a public meeting for a zoning amendment and resumed their meeting thereafter. DELEGATIONS 11:15 a.m.__-Eagle Community Centre Mrs.Jean,fames, on behalf of the Eagle Community Centre, requested support from the municipality(correspondence item#D6). April 24, 2014 .....Page 2 of 6 RES. NO. 3 Moved by Leatham Seconded by Miller RESOLVED that Council authorize to supply a single tandem load of gravel and spread at Eagle Community Centre at upset limit of $700.00. DISPOSITION: Carried 11:30 a.m.—West Elgin Chamber of Commerce Mr. Bill Denning appeared on behalf of the West Elgin Chamber of Commerce. He provided an outline of who they are;what they do;what they will be doing in the future. The Chamber wants to help with downtown revitalization which could include chamber sponsored historical signs, street light sponsorship and park bench sponsorship. The Chamber Executive have agreed that one member of West Elgin Council should be part of the Executive and have a vote. Council agreed with this idea. The Executive will present to the membership. Another point was raised regarding night council meetings to be more accessible to the community and encourage more interest in running for council. PLANNING 1. Amendment to Zoning By-law—20618 Hoskins Line(Fleming) RES. NO.4 Moved by Miller Seconded by Leatham RESOLVED that the report from Monteith Brown re: Amendment to Zoning By-law—20618 Hoskins Line(Fleming)be received. DISPOSITION: Carried 2. Proposed Severance—Lot 1 Concession 14 McGill RES. NO. 5 Moved by Aldred Seconded by Leatham RESOLVED that the revised drawing for the proposed severance by Patsy&Mark McGill be accepted. DISPOSITION: Carried 3. Request for Exemption from Site Plan Control RES. NO.6 Moved by Aldred Seconded by Miller RESOLVED that Canadian Collision Services be exempt from site plan control for a building addition at 260 Finney Street. DISPOSITION: Carried REPORTS 1. ROADS 2. RECREATIONIEMERGENCY MANAGEMENT 3.WATER DISTRIBUTION SYSTEM I rj1 April 24, 2014 .....Page 3 of 6 a 4.WASTEWATER 6. BUILDING 6. BY-LAW ENFORCEMENT 7. DRAINS 8. WEST ELGIN PRIMARY SYSTEM 9.ADMINISTRATION a) Short-Term Acting Positions RES. NO. 7 Moved by Aldred Seconded by Leatham RESOLVED that the report from the Administrator/Treasurer re: Short-Term Acting Positions be received; AND that the necessary by-law be brought forward to amend Human Resources Policy. DISPOSITION: Carried 10.ACCOUNTS RES, NO. 8 Moved by Bodnar Seconded by Miller RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#4A amounting to$227,894.30 in settlement of General, Road,Water, and Arena Accounts (including cheques#16511-16598) DISPOSITION: Carried CORRESPONDENCE: 1. Optimist Club of West Lorne—request for donation for West Lorne car show 2. Niagara Region—support of a resolution to prevent hydro rate increases RES. NO. 9 Moved by Miller Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the Niagara Region calling on Premier Wynne and the Province of Ontario to take immediate action to prevent the proposed hydro rate and any other rate increases from being implemented. DISPOSITION: Carried 3. Township of Wainfleet—support of a resolution to prevent hydro rate increases 4. Elgin County Tree Commissioner—proposed woodlands clearing (20279 Thomson Line) 5. Elgin County Tree Commissioner—proposed woodlands clearing (20222 Thomson Line) A- 4 April 24, 2014 .....Page 4 of 6 6. Eagle Community Centre—request for gravel for parking lot 7. Ministry of Energy—update on Ontario's initiatives around local energy planning 8. AMO • Watch file—April 10, 2014 • AMO—Premier Announces$29 Billion for Transit and Transportation Infrastructure • AMO Watch file—April 17, 2014 9. Food Hub—producers to supply products to SCOR Food Hub 10. Elgin County Land Division Committee—Notice of Decision—Application No E14/14—Agnes Simon 11. Elgin County Land Division Committee--Notice of Decision—Application No E15/14—Steve&Agnes Simon RES. NO. 10 Moved by Aldred Seconded by Bodnar RESOLVED that the above correspondence items 1, 3,4, 5, 7, 8-11 be received and filed. DISPOSITION: Carried BY-LAWS 1. By-Law No. 2014-23—Zone Amendment—Lot 1 Concession 6 (Fleming RES. NO. 11 Moved by Miller Seconded by Leathern 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 1, Concession 6,from the Agricultural(A1)Zone and Rural Residential Three(RR3)Zone to the'site-specific' Rural Residential(RR3-22)Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 12 Moved by Aldred Seconded by Bodnar RESOLVED that a by-law to amend The Township of Aldborough Zoning By-law No. 90-50 to change the zoning of lands in Part of Lot 1, Concession 6,from the Agricultural(Al)Zone and Rural Residential Three(RR3)Zone to the'site-specific' Rural Residential (RR3-22)Zone shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2014-23—Zone Amendment—Fleming DISPOSITION: Carried MINUTES NOTICE OF MOTION A-5 April 24, 2014 .....Page 5 of 6 CLOSED SESSION RES. No. 13 Moved by Leatham Seconded by Miller 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)(d); • receiving of advice that is subject to solicitor-client privilege(M.A.s.239(2)(f) DISPOSITION: Carried RES. NO. 14 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried RISE AND REPORT The Mayor reported that direction has been given to Administrator/Treasurer and Solicitor. OTHER BUSINESS 1. Quotation for Clean Up-File 13-272 RES. NO. 15 Moved by Aldred Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Dave Lilley&Son in the amount of $3,000.00 plus HST for clean-up under file#13-272 to begin on June 2, 2014. DISPOSITION: Carried CONFIRMING BY-LAW RES. NO. 16 Moved by Leatham Seconded by Miler RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on April 24th, 2014 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.17 Moved by Aldred Seconded by Leatham RESOLVED that a By-law to confirm the proceedings of the special meeting held on April 24th, 2014 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-24— Confirming By-law April 24 2014 DISPOSITION: Carried April 24,2014 .....Page 6 of 6 ADJOURNMENT RES. NO.18 Moved by Aldred Seconded by Bodnar RESOLVED that this Regular Meeting of Council shall adjourn at 11:50 a.m.to meet again on May 8, 2014. DISPOSITION: Carried These minutes were adopted on the 8t"day of May,2014, Mayor Clerk MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS APRIL 24,2014 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leathern STAFF PRESENT: Scott Gawley AdministratorlTreasurer Norma Bryant Clerk SUBJECT: REZONING—PART LOT 1,CONCESSION 6(FLEMING) The Mayor called the meeting to order at 9:30 a.m.The Clerk informed those present that notice of this meeting had been given under Section 34(12)of the Planning Act first class mail to all assessed owners within 150 metres of the subject property as well as provincial agencies and ministries as prescribed by regulation. Correspondence was received from the Lower Thames Valley Conservation Authority which indicated no objection. The proposed amendment would change the zoning of lands lying on the north side of Hoskins Line west of Blacks Road, being part of Lot B and part of Lot 1, Concession VI, from the Agricultural(Al)Zone and the Rural Residential Three(RR3)Zone to a'site- specific' Rural Residential Three(RR3-#)Zone.The amendment would also fulfill a condition imposed by the County of Elgin Land Division Committee in granting Application for Consent E 76113 to enlarge an existing lot. The lands proposed to be rezoned 'site-specific' Rural Residential Three(RR3-#) comprise an area of 4,284 square metres(1.1 ac), a frontage of 91.4 metres(300 ft)and a depth of 66 metres(216.5 ft).The parcel is occupied by a single unit dwelling. No change in use is proposed.The lot would satisfy the minimum lot area and lot frontage requirements(1,840 sq m and 30 m respectively)of the RR3 zone but would slightly exceed the maximum lot area requirement of 4,000 square metres.The'site-specific' (i.e. RR34)zoning would permit the creation of the lot in excess of the maximum lot area requirement. The existing residential lot was created circa 1986-1987 and was recently enlarged in the granting of Application for Consent E 76113.The lands added to the existing lot resulted in an increased area in excess of what is permitted in the Zoning by-law. The subject lands are designated 'Agricultural' in the County of Elgin Official Plan and are designated 'Agricultural'in Municipality of West Elgin Official Plan.The proposed amendment is considered to be in conformity with both official plans. April 24114...Pg 2 of 2 SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Bodnar Seconded by Aldred RESOLVED that the public meeting concerning a proposed Zoning By-law Amendment for lands located in part of Lot 1, Concession 6 (Fleming)be adjourned. DISPOSITION: Carried These minutes were adopted on this 8th day of May, 2014. MAYOR CLERK �l MUNICIPALITY OF WEST ELGIN NOTICE OF PUBLIC HEARING APPLICATION FOR MINOR VARIANCE James R. Johnston (Canadian Collision) —A-112014 260 Finney Street—West Lorne DATEITIME, 1:30 p.m.Thursday, May 8th,2014 LOCATION: West Elgin Municipal Building -22413 Hoskins Line-north of the Village of Rodney PURPOSE: To permit an addition to an existing industrial building situated closer to a rear lot line than what is otherwise permitted in the Zoning By-law. The subject lands are situated on the west side of Finney Street at the westerly limits of Anne Street in the Village of West Lorne being part of Lot 280 and part of Lot 281, Registered Plan No. 75 and part of Anne Street now closed (refer attached key map). The lands have an area of 1,643 square metres (0.4 acres), a depth of 40.8 metres (134 ft) and a frontage of 40.2 metres (132 ft) on Finney Street. The parcel is occupied by a building (erected May 1995) operated as an auto body repair business. The lands are zoned General Industrial (M7) in the Village of West Lorne Zoning By-law. Permitted uses include an animal clinic, car wash, contractor's yard or shop, gas bar, general industrial use, motor vehicle sales and service establishments and a public garage. The owner is proposing an addition at the rear of the existing building, measuring 9.1 m x 12.2 m (30 ft x 40 ft) and comprising a floor area of 111.5 square metres (1,200 sq ft). The addition is proposed to be erected 6.0 metres(20 ft) from the rear lot line whereas a minimum rear yard depth of 7.5 metres (24.6 ft) is required (Section 10.1.7). The variance, if granted, would be subject to such conditions as the Committee of Adjustment deems necessary or reasonable in the circumstances. The subject lands are designated 'Industrial' in the West Elgin Official Plan. The granting of minor variances is permitted in accordance with Section 10.5.7 of the Official Plan. THIS 1S A PUBLIC HEARING and you may appear before the Committee at that time, however, if you, a notified party, do not attend the hearing, the Committee can proceed in your absence and you are not entitled to any further notice of proceedings. WRITTEN COMMENTS may be submitted to the Secretary-Treasurer prior to the hearing. Requests for copies of the decision of the Committee of Adjustment or notice of adjournment of hearing, if any, must be in writing and addressed to the Secretary- Treasurer. ADDITIONAL INFORMATION relating to this application is available between 9:00 a.m. and 4:00 p.m. at the Municipal Building(519) 785-0560 or from the Municipal Planner, Mr. Ted Halwa, at(519)686-1300{London, Ontario). DATED AT RODNEY this 281h day of April, 2014. "'i'"Y`� Municipality of West Elgin Norma Bryant 22413 Hoskins Line Secretary-Treasurer P.O. Box 490 Committee of Adjustment Rodney, Ontario NOL 2CO Telephone: (519) 785-0560 Fax: (519)785-0644 Email: nbryant @westeigin.net I APPLICATION FOR MINOR VARIANCE:A-112014 James R. Johnston (Canadian Collision) Municipality of 260 Finney Street, WEST ELGIN Village of West Lorne KEY MAP Zoning M1 General Industrial R1 Residential First Density ~ o III R1 V- J MCMURCHY LINE d O Proposed Sm Proposed Addition 14 15 ¢ CARROL LINE Setback 0 o ICR N LINE O M'1 AN In ST STALKER LINE 9 U °a 0 ARGYLE LINE Existing Building ?� z^ L.l 1:1,000 DETAIL 0 10 20 40 w uNE�Q4 Metres s Z VIII SUBJECT LANDS West Lorn PIONEER LINE 2 A g C p IX 1 2 3 4 5 6 7 B 8 10 11 12 13 14 15 16 17 20 21 22 23 24 u o MARSH LINE X 76 v o o ¢ THOMSON LINE o ¢ 2 XI v _ ¢ SILVER CLAY LINE XIl LL New, Glasgow tGY TALBOT LINE — 3 I NE XIV LAKE ERIE 1:100,000 MQnteith+Brown 0 1.25 2.5 5 s plAnnlrlg consultants Kilometres , � OF : PWa h.F q M . a I ne Muni -ality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: May 8, 2014 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for April 2014 DISCUSSION 1. Old Man winter continued to hang on during the month with light snow on April 15th. Salting and spot plowing operations were needed. 2. Below normal temperatures resulted in deep frost levels in 2014. This caused many difficulties around the Municipality such as frozen drains, potholes and heaving in pavement and a prolonged period of"spring breakup" in our gravel roads. Crews have kept very busy this month dealing with these issues, as well as regular spring items such as sweeping and sign maintenance 3. Snow equipment has been washed, oiled and removed from all trucks and graders in preparation for spring maintenance activities. 4. Public Work's upgraded 2-way radio system is now installed and all equipment has been switched' over to the new digital frequency. Crews have seen a "night and day" difference over the old radios, with crystal clear communications at any location throughout the Municipality. 5. As per the staffing report, which was included in the 2014 budget, Public Works will be posting intemally for One (1) Full Time Operator. This posting (copy attached)will remain in effect until 12:00 noon on Friday May le, 2014. Respectfully Submitted, Reviewed by, OYLUU Lee Gosnell R. Scott- t Gav ey G.A. Public Works Superintendent AdministratorlTreasurer K �S y,rrwP F A tl s' i M � n 7 � ZYB Internal Posting MUNICIPALITY OF WEST ELGIN Requires a Full Time Roads Department Maintenance Operator • The West Elgin roads department requires a Roads Maintenance Employee to assist, under direct supervision, with the maintenance and construction operations of the Municipal road system. • Experience in the operation of wheel loaders, tractor backhoes, road graders, tandem axle dump trucks and farm tractors over 60hp is required. • Experience with snow removal equipment will be considered a major asset. • A minimum grade 12 education, D Z motor vehicle license (with a clean abstract) and experience in road construction and maintenance procedures is required. • All applicants chosen for an interview may be required to demonstrate their ability to operate using municipal equipment. • Any related experience in file drain/culvert installations, surveying and other road equipment operation as well as any training in work place safety, first aid etc. would be considered an asset. • The normal work week is a 40-hour day shift; winter control season (December to March) will be a 40-hour day OR night shift(at the discretion of the Public Works Superintendent), with extended hours probable under emergency conditions. • The successful candidate will be required to work on a rotating on-call basis. • The Municipality of West Elgin offers a competitive wage and comprehensive benefit package. Deadline for applications is no later then 12:00 noon on May 16th, 2014 Resumes to be directed to the attention of Municipality of West Elgin Lee Gosnell Public Works Superintendent CONFIDENTIAL 22413 Hoskins Line, P.O. Box 490 Rodney, Ontario NOL 2C0 Tel: (519) 785-0560 Fax: (519) 785-0644 Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and will be used to determine eligibility for employment. We thank all who apply, but only those applicants selected for an interview will be contacted. V uP4p8 � m M1 7 a`A 'rass' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk Lee Gosnell, Public Works Superintendent DATE: May 8, 2014 SUBJECT: Parking on Furnival Road RECOMMENDATION: THAT Council approves the request for"No Parking"along the frontage of Fairless Foodstore; AND that the County of Elgin be requested to amend the County Parking By-law; AND that all expenses will be the responsibility of the Municipality of West Elgin. INTRODUCTION: A request has been received from the owners of Fairless Foodstore to erect a "No Parking" sign in front of their business on Furnival Road. DISCUSSION: To address the problem of trucks, etc parking in front of the store, signs could be erected indicating "No Parking" between two points. The distance will be determined by the Public Works Superintendent for inclusion in the amending by-law. Furnival Road is a county road and therefore the County would need to revise the County Parking By-law. Further, all costs involved in this project would be the responsibility of the municipality. Respectfully Submitted, Respectfully Submitted, 7t&t_,� k__4 C& e&alnx Norma I. Bryant, HonBA,AMCT Lee Gosnell Clerk Public Works Superintendent Reviewed by: t Gawley, C.G.A. Administrator/Treasurer U s 'T99S' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: May 8, 2014 SUBJECT: Streetlight Replacement RECOMMENDATION: That Council approve the purchased of 17 Streetlights, Photocells and arms from Lighting Design Groups for$10,171 (including freight) plus taxes for Queen Street. INTRODUCTION: Hydro One is replacing poles on Queen Street in Rodney this month and has offered to provide the labour free of charge for the installation of new streetlights. DISCUSSION: Two quotes for obtained for 17 new LED Streetlight Fixtures, Photocells and arms to replace the existing 150 watt HPS Streetlights. 1. Lighting Design Group Inc $10,171.00 plus Taxes (Including freight on lights & arms $175.00) 2. W.S.C. Lighting Systems $10,117.12 plus Taxes & freight on arms The new lights are energy efficient and will allow for a trial for the LED lights in West Elgin. This would be part of the 2014 Streetlight Maintenance Budget. The proposal for the 2015 Budget is to look at converting all existing HPS Streetlights in West Elgin to the new LED Streetlights. Current estimates for streetlight conversion is between 5 and 6 years for a standard streetlight. Respectfully Submitted, R. Scott Gawley Lee�GosS" Administrator/Treasurer Public Works Superintendent C a Ca� The 9W unicipality of Test Elgin TO: THE COUNCIL OF THE MUNICIPALITY OF WESTELGIN FROM: JEFF SLATER PARKS AND RECREATION SUPERINTENDENT DATE: MAY 8 2014 SUBJECT: MONTHLY RECREATION REPORT RECOMMENDATION: Receive and File. INTRODUCTION: Monthly report for the Recreation Department. BACKGROUND: 1. The soccer and baseball season are heady to roll once,if, the weather breaks.The beginning of the soccer season has been delayed,but will begin soon,baseball started on May 1 in Miller Park. 2. The parks have been cleaned up and the soccer fields are being installed and the lines painted in preparation for the beginning of the season. 3. Preparations are underway for the cactus Cattle and Cowboys event in July;we have had site meetings with the organizers. 4. The drain repair at the arena has been delayed for a sort time as the consensus was the water table was too high and getting into the water sand would make the repair very difficult and time consuming. Previous excavations indicate that the pipe will lie in the current or just below the water sand level. 5. We have been sourcing a compact tractor and apparently very few manufacturers make a snow plow attachment that will fit a quick attach bucket,with a tripping moul-board.Their reasoning is that if the tractor gets"stopped "while plowing the resulting damage will be extensive not only to the plow but also the loader harness as well.There are aftermarket companies that produce what we are looking for. 6. The roof top HVAC units at the Recreation center have been re-insulated which has stopped the leak around the coat check room. Respectfully Submitted: Reviewed By: Jeff Slater Scott Gawley A. Recreation Superintendent Administrator Treasurer f West Elgin Distribution System k `^ I Operations Report April 2014 ............ 1 4 i}ail i I rl S 1 ,1 7 � .t to I z�Y i r hY�l� net, S t i ru3tr Submitted by: SE Ontario Clean Water Agency q� Jy t Da fie: May 1 , 2014 Lid.y Vii.{ k P Y iiY9�g k l- , I 5 'a h 4�� `'S }o ''L '�� Z A +'�7 .� �-. �r �••t AW��?�- .;_ 't I ,.fit - V 1 CLIENT CONNECTION MONTHLY CLIENT REPORT Facility Name: West Elgin Water Distribution System ORG#: 1256 Compliance Summary FIRST QUARTER: JANUARY: There were no compliance or exceedance issues reported this month. FEBRUARY: There were no compliance or exceedance issues reported this month. MARCH: The MOE final inspection report received on March 20. There was one non-compliance for the West Elgin Distribution system for not having a drawing updated in the Municipal Drinking Water Licence,the issues has now been resolved. The entire system received an inspection rating of 99.43%. SECOND QUARTER: APRIL: There was no compliance or exceedance issues reported this month. Occupational Health & Safety FIRST QUARTER: JANUARY: There were no hazards identified during the monthly health and safety inspections conducted this month. FEBRUARY: There were no hazards identified during the monthly health and safety inspections conducted this month. MARCH: There were no hazards identified during the monthly health and safety inspections conducted this month. SECOND QUARTER: APRIL: TT There were no hazards identified during the monthly health and safety inspections conducted this month. Inspections FIRST QUARTER: JANUARY: There were no MOL/MOE inspections conducted this month. FEBRUARY: 28: Ministry of Environment Inspection MARCH: There were no MOL/MOE inspections conducted this month. SECOND QUARTER: APRIL: There were no MOL/MOE inspections conducted this month. General Maintenance FIRST QUARTER: JAN VARY: 06, 13, 20, 27: Collected weekly bacti samples in the West Elgin distribution system 06: collected annual samples in the West Elgin distribution system 01, 03, 06, 08, 10, 13, 15, 17, 20, 22, 24, 27, 29, 31: West Elgin Facilities Checks and Readings 03, 10, 17, 24, 30: Weekly Autoflusher rounds in West Elgin 13, 20, 23: Checking Chlorine Residual at Monthly Sample Points 24:Thawed and replaced sample port on autoflusher at Crinan Line and Colley Road FEBRUARY: 03, 10, 18, 24: Collected weekly bacti samples in the West Elgin distribution system 10: Collected Monthly and Schedule 15.1 samples 03, 05, 07, 10, 12, 18, 19, 21, 24, 26, 28: West Elgin Facilities Checks and Readings 07, 13, 20-21, 28: Weekly autoflusher rounds in West Elgin 05:Thawed and repaired hydrant on 25172 Talbot Line,just west of Graham Rd. A damaged ball rubber was replaced with a brand new ball rubber in order to fix the leak. 06: Fixed autoflusher wiring on Gray Line#6 06:Thawed Sample Station on Dymock Line. 18, 19: Checked Chlorine Residual at Monthly Sample Points 25: Monthly chamber meter readings MARCH: 03, 10, 17, 24,31: Collected weekly bacteriological samples in the West Elgin distribution system 4,5,6,11,18: Monthly sample station rounds 03, 05, 07, 10, 12, 14, 17, 19, 21, 24, 26, 28, 31: West Elgin Facilities Checks and Readings I 07, 14, 20, 28: Weekly auto flusher rounds in West Elgin 18, 19: Checking Chlorine Residual at Monthly Sample Points 4: Monthly chamber meter readings 4: Replaced 3 auto flusher sample taps. L Dymock Line and Dunborough Line ii. Opposite 26168 Queen street iii. Opposite 24988 Gray Line 31: Replaced broken snow flag for the hydrant at Colley and Crinan Line SECOND QUARTER: APRIL: 07, 14, 22, 28: Collected weekly bacti samples in the West Elgin distribution system 07: collected monthly and quarterly samples 02, 04, 07, 09, 11, 14, 16, 21, 22, 25, 28, 30: West Elgin Facilities checks and readings 04, 11, 17, 25: Weekly auto flusher rounds in West Elgin 01: Monthly chamber meter readings 01, 03, 09, 10, 22, 23: West Elgin distribution monthly blow off rounds 01, 03, 08: West Elgin Distribution monthly sample point rounds 02, 07: Removed and replaced sump pump in West Elgin North meter pit 11: shut-off water service at 22376 Downie Line for a customer to do plumbing repair inside. Service was turned on after repair. 24: Repaired mainline isolation valve at the corner of Hoskins Line and Furnival Road. Valve was leaking at the bonnet. Replaced bonnet bolts. No isolation was required for work to be completed. West Elgin Municipal Works department were also involved. Alarm Response FIRST QUARTER: JANUARY: 07: Water pipe burst at 24992 Crinan Line in West Lorne;the operator shut off water meter tap to stop flow to customer basement. FEBRUARY: No Alarms MARCH: March 29: Called out to 198 Graham Road for a service leak. Shut curb stop off at 9:15am and turned service back on at 12:30, after home owner had leak repaired. SECOND QUARTER: APRIL: No Alarms i i Complaints and Concerns FIRST QUARTER: JAN VARY: No complaints or concerns this month. FEBRUARY: 11: Community complaint Mandy Johnson at 14084 Colley Road. Water is cloudy but clears after a few minutes. Checked water at the autoflusher on the corner of Crinan and Colley, and water was clear. 13:Turned off autoflusher on Thomson because water was pooling on the road and causing hazardous conditions. PCT and ORO advised. MARCH: 14: Received a call from the Municipality of West Elgin concerning a resident at 21486 Silver Clay Line having no water. Suspected frozen watermain. Attempted to thaw line from house to curb stop,then dug up curb stop. Attempted to thaw from curb stop to watermain. West Elgin Municipal workers also assisted. It was determined the main was frozen. A short term solution was provided to give the homeowner water. Work was performed onsite but homeowner is still without running water. 20: Received a complaint from a resident on Beattie Line at 10:OOam. Resident claims the water is staining the fixtures inside their home.At 11:05 the hydrant at 22938 Beattie Line was flushed for 17 minutes and water was clear. A Chlorine sample of 1.09 PPM was taken after the hydrant was flushed. SECOND QUARTER: APRIL: Resident at 21486 Silver Clay Line without water because of suspected frozen watermain. Operator completes check (on Monday, Wednesday, and Friday of each week) of area and attempts to run the blow off. Short-term solution for potable water remained in place during the month. Situation resolved on May 1, 2014. Operator took samples and results were: Free C12 0.78ppm,total C12 1.38ppm and a total flush time of 30 minutes was completed on the line. A bacti sample also taken and sent to lab for analysis, sample came back normal. c3C� of �y ' V YVUM6 fi V � fN The Municipality o,f West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: May 8, 2014 SUBJECT: Water Billing Cycles RECOMMENDATION: That the Council approve change the Water Billing Cycle to Bi-Monthly starting with the June 11 , 2014 Water Billing being the last monthly billing and August 13,2014 Water Billing being the first bi-monthly water billing. INTRODUCTION: The 2014 Water Budget proposed to change the water billing cycles to bi- monthly to create cost saving (projected saving in 2014 is $12,500 and future annual savings of$25,000). DISCUSSION: The Billing Cycles proposed: June 12114 Last Monthly Bill August 13114 First Bi-Monthly Bill Then the Bi-Monthly cycle will continue with water billing in October, December, February, April and June. The timing will avoid with water billing being due the same month as property tax, with the exception of the 2"d Interim Tax billing that is due around the end of June. Consideration when setting the Interim Tax By-Law in January that we change the Interim Tax Dates to March 25, 2015 and May 25,2015 (instead of June 24, 2015). Water Customers will be encouraged to make monthly payments for their convenience to avoid undue financial stress. The saving for the change of Monthly water billings to Bi-Monthly is resulting in reduced Postage, Contract Water Meter Reading, Bill printing and stationary cost. The saving will defer a need for rate increase with the rising postage costs and the increase in the wholesale cost of water treatment. Once the change to BI-Monthly Billing Cycle is approved by Council the following notification will be done: • May 12114 Water Bill will include a notice of Change of Billing Cycle • .tune 11114 Water Bill will include a reminder that this is the last Monthly Water Bill and next bill will be for two months on August 13114 and options for making monthly instalments. • Corix Meter Reading Service will be notified of the change in meter reading cycles. Respectfully Submitted, <R. ott Gawley strator ni reasurer (a Zsp � '1998' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: DOUG MITTON, CHIEF BUILDING OFFICIAL DATE: May 8, 2014 SUBJECT: BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for April, 2014 No. of Permits Issued for Month of April 2014 2013 SFD New/Additions/Reno 3 1 Units Demolitions Storage New/Additions Buildings Demolitions Garages/ New 1 Car Ports Demolitions Farm New/Additions 4 Buildings Demolitions Other New 1 2 Demolitions 1 1 Septic Permits Renovations 1 Estimated Value for Month of APRIL $73,900.00 $771,701.00 Permit Revenue for Month of APRIL $ 769.42 $4,392.09 it No. of Permits issued for year to date 2014 2013 SFD New/Additions 4 6 Units Demolitions 1 Storage New/Additions 2 1 Buildings Demolitions Garages/ New 1 1 Car Ports Demolitions Farm New/Additions 1 7 Buildings Demolitions Other New/Additions 1 2 Demolitions 1 1 Septic Permits Renovations 2 Estimated Value for Year $ 798,962.00 $1,348,719.00 Permit Revenue for Year $ 2,158.98 $8,403.54 DISCUSSION: Inspections completed as requested and in accordance with Act. Respectfully Submitted Reviewed by: 7 s JQh-6 Nooen Scott Gaw ey, G.A. -''Deputy Chief Building Official AdministratorlTrea rer VyrVryp �� Q O � L � rn � `cr The Municipality o f West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA I. BRYANT, CLERK DATE: MAY 8, 2014 SUBJECT: BY-LAW ENFORCEMENT REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for April 2014 BACKGROUND: File # Nature of Complaint Action Taken Status 13- 272 Untidy and Order issued OPEN 280 Unlicensed vehicles, garbage Clean-up complete CLOSED 281 Grass, garbage Order issued OPEN 14- 287 Untidy and Order issued OPEN Respectfully Submitted, Reviewed by: Norma I. Bryant, NonBA MC7 catt rY aw y, .G.A. Clerk Administrat (Treasurer e s wuH � v 2. Q ��'p999c The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: May 8, 2014 SUBJECT: Tri-County Water System RECOMMENDATION: That Council approves By-Law 2014-31 — Being a By-Law To Create a Joint Municipal Service Board for the Provision of Water Utility Services for the ownership and operations of the Tri-County Water System. INTRODUCTION: The Municipality of West Elgin, Municipality of SouthWest Middlesex, Municipality of Dutton/Dunwich, Municipality of Chatham-Kent (Bothwell) and Village of Newbury (or their predecessors) have cooperatively recover, treat, and supply water to the Parties through a water recovery and treatment system located in West Elgin. The Parties established Purchase Capacity Agreements on November 5, 1991 to operate the Tri-County Water System. Over the years the water System has been upgraded, improved and expanded. The new agreement will establish a separate and distinct joint municipal service board to govern the management of the Tri-County Water System. DISCUSSION: A number of meeting and discussions were held to change the responsibility, ownership and operations of the Tri-County Water System. At the present time the registered Ownership and Operating Licence is with the Municipality of West Elgin and the operations of the Tri-County Water is the responsibility of the Tri- County Water Management Committee (that Municipality of West Elgin has 5 members of 12 member committee). Pursuant to Section 202 of the Municipal Act, 2001, the parties shall establish a separate and distinct Joint Municipal Service Board, to be known as the Area Water Board composed of Members from each of the Parties. The Parties intend that Members of the Area Water Board shall act in the best interests of the System and all users of the System. For clarity the system Capacity of the water system as they exist based on the following proportions: 1. West Elgin shall be allocated 43.24% of the System 2. Southwest Middlesex shall be allocated 24.72% of the System 3. Dutton/Dunwich shall be allocated 19.94% of the System 4. Chatham-Kent shall be allocated 7.95% of the System and 5. Newbury shall be allocated 4.95% of the System The agreement prescribes the governance of the new Area Water Board. Respectfully Submitted, Sco t Gawley AdministratorlT asurer OO Municipal World' Form 1116 FORM 7 Tile Drafrta e Act •Reg.T.M.in Canada,Municipal World Inc. R.S.O.1990,a T.S,s.3 Multicopy Form-PRESS FIRMLY R.R,O.1990,Reg.1032 APPLICATION FOR LOAN TO, The Council of M 4A$kc ifs'A ('� of Lve DETAILS OF OWNERSHIP Owner's name Teleph e l ee-P0eo, Vo0"aj CS/g7'-zC1--1 ? /3 Address � nn Postal Code 94 7 6 Y Sti ec-r5 Lt -1-e r<`a��e ` AID L 2C 0 DESCRIPTION OF LAND TO BE DRAINED Lot number LT J- P L 2 O :?- k^/ I Concession number 7 If portion of lot,specify: P111,1 202 VV Pr LO DESCRIPTION OF DRAINAGE SYSTEM Number of hectares to be drained Approximate number of metres of material 4a 2 p AC0--- !0 b 70 A, ele-BSa ESTIMATED COST OF DRAINAGE SYSTEM AMOUNT OF LOAN REQUESTED Material $33 k ? 0 , 0 p (Amount of loan requested must be a Other 7 Ln o multiple of$100, not exceeding 75%of the total cost) Inspection fees9ST 3 9 6 o TOTAL COST $ b S 6 , 00 Is 3 700 Anticipated date of commencement May, r // Anticipated date of completion M ` /0// In making this application for a loan, I understand and agree to the following: (a) the granting or refusal of the application is in the discretion of council whose decision is final; (b) I will be advised in writing of council's decision regarding the application; (c) should the application be granted, an inspector of drainage appointed by council will report to council to the effect that the work has been satisfactorily completed before any funds are advanced by way of loan; (d) it is also a condition of the making of the loan that all work must be carried out in accordance with the Agricultural T11e Drainage Installation Act (e) Council shall levy and collect for the term of ten years over and above all other rates upon the land, in respect of which the loan is made,a special equal annual rate sufficient to discharge the principal and interest of the loan; and (f) the Tile Drainage Act sets out procedural matters concerning apportionment of a loan when part of the land is sold, discharge of the indebtedness up n repayment of the loan at any time and all other matters which pertain to this application for a loan. Date Signature of owner Date Signature of owner Personal information contained on this form,collected pursuant to the Tile Drainage Act will be used for the purposes of that Act.Questions should be directed to the Freedom of Information and Privacy Coordinator at the institution conducting the procedures under that Act. Original-COUNCIL Copy-INSPECTOR Copy-APPLICANT OWNER V wVxp •Y� ` $ a U x n, y � The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: May 8, 2014 SUBJECT: Elgin Election Joint Compliance Audit Committee RECOMMENDATION: THAT the attached terms of reference for the Elgin Election Joint Compliance Audit Committee for the 2014 Municipal Election be approved; AND THAT the necessary by-law to adopt the terms of reference for the 2014 Elgin Election Joint Compliance Audit Committee for the 2014 Municipal Election be brought forward. INTRODUCTION: The Municipal Elections Act, 1996 (MEA), as amended, requires that every municipality appoint a Compliance Audit Committee prior to October 1st in the year of a Municipal Election DISCUSSION: The following summarizes the requirements for a Compliance Audit Committee as set out in sections 81 and 81.1 of the MEA: mandatory appointment by all municipalities • minimum of three, maximum of seven members • the committee shall not include members of Council, employees or officers of the municipality or any persons who are candidates in the election for which the committee is established • appointed by October 1 st of election year • serve for a term concurrent with the term of office of the Council that takes office following the next regular election • Clerk has specific responsibility for the committee. Nothing in the legislation precludes municipalities from sharing a Compliance Audit Committee. As Council is aware, the Elgin municipalities did share a Committee for the 2010 Municipal Election. Requests for Compliance Audits are usually not significant in number. There was only one request (Malahide) received in the County related to the 2010 Municipal Election. As a result, a shared Committee should be able to continue to handle the potential workload. Elgin Clerks have discussed the benefits and agreed to recommend the establishment of a Joint Compliance Audit Committee again for the 2014 Municipal Election The powers and functions of a Compliance Audit Committee are as follows: • consider a compliance audit application received by an elector and decide whether it should be granted or rejected • if the application is granted, appoint an auditor to conduct a compliance audit • receive the auditor's report • consider the auditor's report and if the report concludes that the candidate appears to have contravened a provision of the MEA relating to election campaign finances, the committee may commence legal proceedings against the candidate for the apparent contravention • if the report indicates that there was no apparent contravention and the committee finds that there were no reasonable grounds for the application, the council is entitled to recover the auditor's costs from the applicant. The Process All election candidates are required to file provincially-prescribed financial statements with the Clerk detailing their campaign financing activities. An eligible elector who believes, on reasonable grounds, that a candidate has contravened the MEA, relating to campaign finances, may apply for a compliance audit of the candidate's election campaign finances. The application must be made in writing to the Clerk, including the reasons for the elector's belief that the candidate has contravened the MEA and must be made within 90 days after the latest of: (a) the filing date under section 78; (b) the candidate's supplementary filing date, if any, under section 78; (c) the filing date for the final financial statement under section 79.1; or (d) the date on which the candidate's extension, if any, under subsection 80(4) expires. The Committee The proposed terms of reference for the Committee are attached to this Report and provides for an Election Joint Compliance Audit Committee composed of at least three (3) and no more than seven (7) members of the public. It is important that the Election Joint Compliance Audit Committee members possess an in-depth knowledge of the campaign finance rules of the MEA so that they can make independent decisions on the merits of the applications. As the Committee will operate as a quasi-judicial committee, prior experience on a committee, task force or tribunal would be an asset. A Committee composed of professionals such as auditors, accountants, lawyers, academics and other individuals having a familiarity with municipal election campaign financing rules is recommended. To avoid possible conflicts of interest, any member appointed to the Election Joint Compliance Audit Committee, must declare that they will not prepare the financial statements of any candidate running for office on Council for the term for which the Committee is established. Therefore, any member appointed to the Committee would have to agree to this in writing, prior to the appointment being made. Failure to adhere to this requirement shall result in the individual being removed from the Committee. Potential Expenses The municipality is responsible for any costs resulting from the review of applications submitted to the Election Joint Compliance Audit Committee. These costs include: • Committee members' honorarium, which is being recommended to be $100.00 per member plus mileage costs • auditor's costs to perform an audit • costs related to the Committee's operations and activities • legal costs related to an appeal to the Ontario Court of Justice with respect to a decision of the Committee • legal costs to undertake legal action against the candidate for violations of the elections finance provisions of the MEA. Factors involved in determining Election Joint Compliance Audit Committee costs include the number of compliance audit applications that are received, the number of meetings that are required to be held, and the complexity of the audits that need to be conducted. It is therefore difficult to pre-determine the costs that will result from the establishment of the Election Joint Compliance Audit Committee process, as the number of applications to be submitted are unknown in advance. Respectfully Submitted, Reviewed by: Norma 1. Bryant, HonB ,AMCT oft Gawle , G. Clerk Administrator/Treasurer Attachments Terms of Reference — Elgin Election Joint Compliance Audit Committee TERMS OF REFERENCE ELGIN ELECTION JOINT COMPLIANCE AUDIT COMMITTEE FOR 2014 MUNICIPAL ELECTION 1. Name of Committee The name of the Committee is the "Elgin Election Joint Compliance Audit Committee". 2. Term of the Committee The Committee must be established before voting day and will complete its work after dealing with all compliance audit applications received from the 2014 general municipal election. 3. Mandate The powers and functions of the Committee are set out in subsection 81 of the Municipal Elections Act, 1996, as amended (MEA). The Committee will be required to: (a) review and consider a compliance audit application received from an elector and decide whether it should be granted or rejected; (b) if the application is granted, appoint an auditor to conduct a compliance audit; (c) receive the auditor's report; A consider the auditor's report and if the report concludes that the candidate appears to have contravened a provision of the MEA relating to election campaign finances, the committee may commence legal proceedings against the candidate for the apparent contravention; and (e) if the report indicates that there was no apparent contravention and the committee finds that there were no reasonable grounds for the application, the council is entitled to recover the auditor's costs from the applicant. 4. Composition The Committee will be composed of at least three (3) and no more than seven (7) members of the public. Members must possess an in-depth knowledge of the campaign financing rules of the MEA and therefore membership will be drawn from the following stakeholder groups: (a) accounting and audit—accountants or auditors with experience in preparing or auditing the financial statements of municipal candidates; (b) academic—college or university professors with expertise in political science or local government administration; (c) legal profession —with experience in municipal law, municipal election law or administrative law; (d) professionals who in the course of their duties are required to adhere to codes or standards of their profession which may be enforced by disciplinary tribunals; and (e) other individuals with knowledge of the campaign financing rules of the MEA. It is noted that: • Members of Council, employees or officers of the municipalities or any persons who are candidates in the election for which the committee is established are not eligible to be appointed to the Committee, pursuant to clause 81.1(2) of the MEA. • An individual shall be deemed ineligible to be a member of the Committee if they prepare the financial statements of any candidate running for office on municipal Council during the term for which the Committee has been established. • To avoid possible conflicts of interest, an auditor or accountant appointed to the Committee must agree in writing to not undertake the audits or preparation of the financial statements of any candidates seeking election to Council. Failure to adhere to this requirement will result in the individual being removed from the Committee. 5. Membership Selection A Nominating Committee consisting of the Clerks from each of the municipalities will meet to review and consider all applicants/applications, and will prepare a proposed Joint Committee membership list for consideration by the Municipal Councils. Members will be selected on the basis of the following: (a) demonstrated knowledge and understanding of municipal election campaign financing rules and knowledge of the MEA and related regulations; (b) proven analytical and decision-making skills; (c) experience working a committee, administrative tribunal, task force or similar setting; (d) availability and willingness to attending meetings; and (e) excellent oral and written communication skills. 1 6. Meetings The Committee will meet as needed, with meetings to be scheduled by the Clerk of the municipality where a compliance audit application is received, in ` accordance with the MEA requirements. The Clerk of the host municipality shall ensure and verify the validity of the meeting. The Clerk will contact all members to ensure that a quorum of members is able to attend the said meeting. The Committee members will select a Chair from amongst its members at its first meeting. The Committee will conduct its meetings in public, subject to the need to meet in closed session for the purpose authorized under Section 239 of the Municipal Act, 2007. Meetings will be held at the location determined by the Clerk of the host municipality. 7. Remuneration Members of the Committee shall be paid an honorarium of$100 per meeting, plus mileage at the current mileage rate established by the host municipality. The Council of the host municipality shall pay all costs relative to the respective application. B. Staff Support The Clerk or designate of the host municipality shall act as the Secretary to the Committee and provide support where required. Revised April, 2014. : a.uMF YF Y The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: May 8, 2014 SUBJECT: Compliance Audit Committee Appointments RECOMMENDATION: THAT the report from the Clerk re Compliance Audit Committee Appointments" be received; AND THAT the following individuals be appointed to the Elgin Election Joint Compliance Audit Committee for the 2014 Municipal Election: • Dr. Tim Cobban • Patricia Miller • Christene Scrimgeour • Andrew Wright. AND that the necessary by-law be brought forward. INTRODUCTION: The Municipal Elections Act, 1996 (MEA), as amended, requires that every municipality appoint a Compliance Audit Committee prior to October 15t in the year of a Municipal Election. Earlier in 2014, the Clerks of each municipality in Elgin County discussed and agreed to again recommend establishing a "joint" compliance audit committee for the 2014 Municipal Election. Each of the Clerks are currently asking their respective Councils to approve the recommended Terms of Reference and By- law to establish the said Joint Committee and then to subsequently proceed to appoint members to the Joint Committee. DISCUSSION: Advertising for prospective Committee Members was undertaken in February and March, 2014: • by placing an ad in the local newspapers; • by contacting the previous members of the Joint Committee from the 2010 Municipal Election whom we thought may be interested; and • by posting an ad on the municipal websites. Four of the previous Committee Members from the 2010 Joint Committee indicated that they would be willing to continue as members of the Joint Committee for the upcoming term. No further applications were received through the other methods of advertising. The following is a list of those four individuals who have agreed to serve on the Elgin Election Joint Compliance Audit Committee for the 2014 Municipal Election: ;cience Dr. Tim Cobban — is an Assistant Professor for the Department of Political at The University of Western Ontario. He has a PhD in political science and teaches in the Master of Public Administration program. He is very familiar with the Municipal Elections process. • Patricia Miller— is a Barrister & Solicitor. Her legal training and experience included many aspects of municipal law. She has knowledge and experience with working during provincial and municipal elections. • Christene Scrimgeour— is a Chartered Accountant and is familiar with the Municipal Act and the Municipal Elections Act. She is an auditor for a number of the municipalities. • Andrew Wright— is a lawyer at Siskinds LLP, in London. He specializes in Municipal Law. He is very familiar with the legislative requirements as they pertain to Municipal Elections. It is felt that the four individuals noted above hold the experience and knowledge required to serve on the Joint Committee, with expertise in finance, legal and municipal legislative requirements. Accordingly, it is recommended that the Council approve the appointments and enact the respective By-law required. Respectfully Submitted, Reviewed by: Norma I. Bryant,HonBA,AMCT ott Gawley, C. A. Clerk Administrator/Treasurer V ui una r The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Ann Smith DATE: May 8, 2014 SUBJECT: Canada Day, Miller Park, West Lorne RECOMMENDATION: THAT Council approves the activities for Canada Day Celebrations at Miller Park, West Lorne, on Tuesday July 1, 2014. INTRODUCTION: Each year Council supports Canada Day Celebrations in West Lorne. This year it is on Tuesday, July 1, 2014 BACKGROUND: Our Canada Day Committee will be organizing our Canada Day celebration. The following service clubs will be participating — Optimist Club of West Lorne, West Lorne Lawn Bowling Club, West Lorne & Rodney Fire Departments, Knights of Columbus and West Lorne Legion. The committees will be meeting to organize the events. The following is a list of events to date, however more activities may be organized. DISCUSSION: Activities for the day: 1. Kids Country Carnival which was a huge success thanks to the local businesses; 2. Knights of Columbus — Fish Fry 3. Opening Ceremonies 4. West Lorne Firemen vs. Rodney Firemen Fun Baseball game; 5. Snake Lady Show; 6. Fireworks — We are requesting the support of council for the following: (a) Council approval to hold Canada Day celebration at Miller Park on July 1st, 2014; (b) Provide grant for the use of the arena on July 1 st if necessary; (c) Authorize to request funding for the celebrate Canada Day Program from Heritage Canada; (d) Funding to cover the fireworks expense. Respectfully Submitted: Reviewed by: Ann Smith -~'�co t��C.G. Canada Day Committee AdministratorlTre surer C fee) V "Pukc Q if f The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: May 8, 2014 SUBJECT: Capping and Claw Hack Tax Rates RECOMMENDATION: That the Council of West Elgin supports the report of County Council to increase the Current Value Assessment (CVA) threshold for protecting (increasing) properties at $250 for Capping and Claw Back of Taxes. INTRODUCTION: The County of Elgin is responsible for developing policy for properties affected by commercial and industrial properties. DISCUSSION: Attached is the report to be presented to County Council. The Treasurer's of the lower tier municipalities are in support of the report and the changes recommended. Central Elgin Council has accepted the report as well and they had most number of properties affected. The Mayor will be voting on the changes at the next County Council meeting. Respectfully Submitted, Scott Gawley Administrator/Treasurer EI �nC' uiity REPORT TO COUNTY COUNCIL Am�asDUb/HNam FROM: Jim Bundschuh — Director of Financial Services DATE: March 21, 2014 SUBJECT: Capping and Claw-back INTRODUCTION: Each year Council has the opportunity to review its current tax policy. The current policy includes a Current Value Assessment (CVA) threshold for protected (increasing) properties at $250, but the corresponding threshold for decreasing properties was not selected. By introducing a $250 threshold for decreasing properties, the number of properties in a claw-back position would be reduced from 590 properties down to 111. DISCUSSION: When CVA assessment was introduced in 1998, the goal was to have fair taxation in which properties of equal value would pay equal taxes. This new system created an outcry amongst property owners that had previously enjoyed relatively lower taxes in comparison to their neighbours. Despite the fact that this new system was ultimately fairer than the prior system, the significant increase in taxes for some properties caused by the transition was a concern. As a result, the province introduced a capping/claw- back program to soften the blow. Under the capping program, properties that previously were paying taxes lower than their CVA taxes had their tax increases capped to a manageable increase. Since the capping/claw-back program is revenue neutral, those properties that had been paying taxes below their CVA tax level bear the cost of the capping program through claw-backs. These properties are enjoying reductions in their taxes, but not to the full extent due to this claw-back feature of the program. Fifteen years later, the program is still causing significant workload issues for the local treasurers every year. The province introduced some optional mechanisms into the program to help reduce the workload. The county has implemented the optional tools that exclude properties from the program if they crossed over from capped to clawed back, or vice versa. Also, once a property is at CVA tax, they will stay at CVA tax. The county also selected the option that would exclude properties from the capping program if the amount of the cap was below $250. One further option remains, which the county has yet to implement, exclude properties from the program if their claw-back is below $250. Selecting the $250 threshold for increasing (capped) properties had two advantages: it reduced the number of properties in the program from approximately 250 down to below 50; and, it reduced the amount of money that had to be clawed back from decreasing properties. By not selecting a $250 threshold for decreasing (claw-back) properties, the $135,000 cost of the capped program was spread out over more clawed-back properties, thereby allowing the properties in a claw-back position to retain- a greater portion of the difference between their prior taxes and the CVA-based calculated taxes. a i As a consequence, there were 590 properties experiencing claw-backs in 2013, in contrast to the 111 properties that would have experienced claw-backs if the $250 decreasing threshold was in place. In 2013, due to the claw-back, 497 commercial properties paid taxes above their CVA tax amount. These properties were able to retain 79% of the savings between their prior taxes and their CVA-based taxes. The 93 industrial properties were able to retain 59% of their potential decrease. If however, a $250 threshold was set for decreasing properties, the above data would look significant different. There are 428 commercial properties that were within $250 of their CVA tax, meaning that they would have been excluded from the capping/claw-back program and would have had their taxes lowered to their CVA level. This would have represented a $19,000 savings for these 428 properties. The 69 commercial properties remaining in the claw-back program would absorb the $19,000 through an increase in their claw-back, thereby changing their retained decrease from 79% to 63%. Despite the increase in the claw-back, these properties would have still seen a decrease in their taxes in comparison to 2012 of $43,000. Similarly, 51 industrial properties would have been excluded from the program thereby reducing their taxes by $5,000. The remaining 42 industrial properties in the claw-back program would have still enjoyed a $92,000 reduction in their taxes from 2012 levels despite the fact that their retained decrease would have been reduced from 59% to 57%. The implication of implementing the $250 decreasing threshold option is obviously greater for those properties whose taxes are furthest from their CVA level with the below table showing three examples of such properties: 2012 Taxes 2013 Taxes w/o threshold wl threshold Property A $925,576 $880,124 $882,777 Property B 36,287 27,342 29,389 Property C 7,279 3,729 4,495 Council will need to make a decision as to whether to implement the $250 decrease threshold for the 2014 taxation year. The actual impact of the potential change for 2014 will not be know until all municipalities set their tax rates; however, the 2013 data above is considered representative of the impact of the change if it is implemented in 2014. The local treasurers were polled regarding the capping options and all agree that the $250 decreasing threshold should be implemented, resulting in the following options: a) Set the annualized tax limit increase to a maximum of 10%; and b) Set an upper limit on annual increases at the greater of the amount calculated under a) and up to 5% of the previous year's annualized CVA tax; and c) Establish a capping adjustment threshold of up to $250 for increasing properties, decreasing properties or both, whereby no capping/claw-back adjustments less than the threshold amount would be applied; and r n d) Exclude properties that were at CVA tax in the previous year from the capping and claw-back calculation in the current year; and e) Exclude properties that would move from being capped in the previous year to be clawed back in the current year or from being clawed back in the previous year to be capped in the current year as a result of the changes to the CVA tax. CONCLUSION: The addition of the CVA threshold for clawed-back (decreasing) properties being set at $250 is recommended for the 2014 taxation year by the local treasurers in order to substantially reduce the number of clawed back properties. RECOMMENDATION: THAT County tax policy set the annualized tax limit increase at 10%; the prior years current value assessment (CVA) tax limit increase at 5%; the CVA threshold for protected (increasing) properties at $250; the CVA threshold for clawed-back (decreasing) properties at $250; exclude properties that were at CVA tax in the previous year from the capping and claw-back calculation in the current year; and exclude properties that would move from being capped in the previous year to be clawed back in the current year or from being clawed back in the previous year to be capped in the current year as a result of the changes to the CVA tax; and, THAT the necessary by-laws be adopted once all municipalities have set their tax rates. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer iY OF � V yY4Hp n h u a �rn i The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: May 8, 2014 SUBJECT: Yearend Surplus to Rate Stabilization Reserve RECOMMENDATION: That the Council Authorizes the transfer from the current Yearend Surplus Account to the Rate Stabilization Reserve to be reflected in the 2013 Financial Statements and future Financial Statements. INTRODUCTION: The 2011 yearend surplus of$1,077,695.32 in account 300.001.000 be transferred to the Tax Rate Stabilization account 270.037.000, plus the 2013 Surplus. DISCUSSION: The Tax Rate Stabilization Reserve will allow the Council of West Elgin to phase in major changes that will affect Property Tax Rates in a negative way. Some of the items that may be affecting the Municipality of West Elgin 1) Change of the Ontario Municipal Partnership Fund (OMPF) 2) OPP Costing Model for 2015 (currently under review by the Province and OPP) and 3) Future Infrastructure Grants or lack of. Respectfully Submitted, R. Scott Gawl Administrator/Treasurer e\J iJPtlrya` s M1 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: May 8, 2014 SUBJECT: 2014 Municipality of West Elgin Budget - Final RECOMMENDATION: THAT Council adopt the 2014 Budget for the Municipality of West Elgin Operations and Capital as revised; AND FURTHER that the 2014 Budget and Rates By-Law be adopted. INTRODUCTION: The 2014 Budget was prepared by staff and presented at three meetings of council: February 27th - Port Glasgow Trailer Park March 18th - Special Meeting of Council to review Summary of Proposed budget, Capital Budget and proposed Rate Increase. March 20th - Special Meeting of Council to review Department Operation, Maintenance and Administration Budgets April 10th - Public Session was made available at 1:30 p.m. as 1 st Regular Council Meeting. DISCUSSION: General Overview: The 2014 Budget proposed a 2.9% Increase in Municipality Property Tax Levys. The Actual on the Average Residential Property Ratepayer (with an average Assessment increase of 2.75% over 2013) will see their property Tax Billing go up 1.8% (including the Municipality of West Elgin, County of Elgin and Education Property Taxes). The average Residential Property with an Assessment of$200,000 (in 2013) and assessment change to $205,500 (in 2014) will see an overall increase of$52.46 per year, If the Residential Property did not see an assessment increase and the assessment remained at $200,000, the ratepayer will see a decrease of @25,73 per year. 2013 Property Tax 2014_ Property Tax Property valued at $200,000 $2,868.99 $2,843.26 Reassessed to $205,500 in 2014 $2,921.45 The 2014 Budget proposes an increase of 2.9% in the municipal property tax levy's. For approximately every $30,000 change in Municipal spending, the tax rate is adjusted I%. The main reasons for the 2.9% increase in property tax collected: • Decrease of the OMPF Grant $27,900.00 • Increase in Policing Costs $72,576.04 Offset by 2013 Savings $43,538.00 $29,038.04 • Conservation Shoreline Management Plan $22,600.00 A number of Municipality of West Elgin departments were adjusted to bring in the budget expenditures below the 2013 overall level. This includes a projected funding of$169,576.00 additional for Winter Maintenance Operations. The Municipality of West Elgin Capital Plan of $1,640.14, with $531,500.00 funded from User Fees (Water, Wastewater and Port Glasgow Trailer Park). The 2014 Proposed Capital Plan is attached to this report. The Proposed 2014 Budget is allocating $491,943.46 to Reserves for future Capital Expenditures. The Municipality of West Elgin continues to finance municipal operations on a pay as you go basis with no debt financing required to meet the 2014 Proposed Operation and Capital Budget. Respectfully Submitted, R. Scott Gawley Administrator/Tre urer MUNICIPALITY OF WEST ELGIN 2014 BUDGET SUMMARY 2010 2011 2012 2013 2013 2014 REVENUE(NOWDEPARTMENTSPECIFIC) ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET TAXATION MUNICIPAL -2,940,196.84 -2,794,118.26 -2,874,002.19 -2,944,458.27 -2,926,608.23 -3,029,847,56 LOCAL IMPROVEMENTS -172,365.78 -154,464.57 -140,753.48 -129,740.09 -133,570.21 -106,608.02 PAYMENT M LIEUS -55,648,55 -178,444.79 -76,810.87 -83,605,14 -87,000.00 -83,625.14 OMPF FUNDING -1,986,300,00 -2,027,200.00 -1,897,600.00 -1,861,600,00 -1,861,600.00 -1,833,700.00 OTHER GOVERNMENT GRANTS -81,518.00 0.00 0.00 0.00 OTHER REVENUE -272,492,27 -321,603.89 -323,928.27 -315,013.43 -320,180.00 -309,830.00 PRIOR YEAR SURPLUS -325,559.00 -964,776.00 -998,127.00 -518,178.10 -518,178.10 -118,670.23 TOTAL REVENUE -5,834,080.44 -6,440,607.53 -6,311,221.81 -5,852,596.03 -5,6499,136.54 -5,482,280.95 DEPARTMENTAL SUMMARIES ADMINISTRATION COUNCIL 78,579,49 82,720.75 76,441.11 66.923.58 83,400.00 78,200.00 ADMINISTRATION GENERAL GOVERNMENT 846,942,72 69305.14 663,718.59 779,709,70 862,310.00 823,210.00 BUILDING 77,815.76 58,601.62 67,111.56 54,650.72 79,020.00 61,020,00 MTO OFFICE -8,908.94 -10,258.04 5,702.87 5,437.19 6,600.00 6,600.00 FIRE 288,692.76 332,500.79 339,036.88 365,352.52 371,285.00 341,750.00 POLICING SERVICES 774,776.25 622,552.52 836,707.24 917,080.02 917,284.00 946,118.06 BUILDING,PLUMBING 9,069.45 34,020.31 51,335,06 32,313.23 42,860.00 34,060.00 EMERGENCY PLANNING 1,391.96 3,364.75 3,024.16 2,191.04 4,000.00 4,000.00 BY LAW ENFORCEMENT 793.20 1,365.31 1,959.90 1,017.31 1,850.00 1,75800 ANIMAL CONTROL -8,837.30 -3,659.82 -4,865.08 -6,272.41 -3,492.00 -4,300.00 CONSERVATION AUTHORITY 29,443.00 30,656.00 31,640.00 32,826.00 32,826.00 60,232.00 FOUR COUNTIES TRANSIT -5,528.30 4,18802 7,393.05 9,781,62 7,050.00 8,632.00 ROADS-MUNICIPAL AND COUNTY 1,297,984.69 1,255,319.37 1,334,192.06 1,301,812.78 1,427,807.59 1,379,341.63 SIDEWALKS 7,688.91 33,351.33 21,788.64 8,310.70 24,000.00 24,000.00 STREETLIGHTS 39,772.76 43,139.86 39,286.79 39,572.37 50,000.00 50,000.00 SEWER MAINTENANCE 0.00 0.00 0.00 0.00 0.00 0.00 GARBAGE COLLECTION,LANDFILL,RECYCLING 132,095,19 133,332.96 169,940.32 126,143,55 142,300.00 124,600.00 HEALTH SERVICEMETERIES 1,280.00 1,500.00 1,080.00 1,140.00 2,000.00 2,000.00 WEST ELGIN WATER SYSTEM 0,00 0.00 0.00 G.OG 0.00 0.00 WEST ELGIN PRIMARY WATER SYSTEM 0.00 0.00 0.00 0.00 0.00 0.00 WEST LORNE ARENA 58,535.17 49,297.75 53,029.69 81,673.91 61,679.22 76,898.04 RECREATION 316,223.52 326,547.76 399,684.68 355,768,55 389,250.00 362,500.00 PORT GLASGOW TRAILER PARK 0.00 0.00 0.00 0.00 0.00 0.00 LIBRARY -13,939.49 8,987.25 -11,812,43 10,550.55 -3,500.00 -15,700.00 DRAINAGE 16,612.92 29,774.49 19,406.73 18,856.69 21,650.00 21,650.00 PLANNING AND ZONING 40,395.28 84,555.21 99,679.58 72,773.00 120,000.00 60,000.00 ECONOMIC DEVELOPMENT 6,360,75 10,210.95 9,750.99 9,213.52 12,500.00 11,700.00 TOTAL DEPARTMENTAL OPERATING COSTS 3,991,241.75 4,025,646.28 4,215,232.39 4,286,826.14 4,662,679.81 4,456,261.73 TRANSFERS TO RESERVES 309,656.06 1,015,228.42 1,035,804.00 927,440.29 622,395.10 491,943.46 TRANSFERS FROM RESERVES -6,400.00 -175,000.00 DEBENTURE PAYMENTS 172,366.03 154,464.82 140,753.48 133,570.21 133,570.21 141,945.07 NET OPERATING SURPLUSIDEFICIT -1,360,816.60 -1,245,268.01 -925,831.94 -504,758.39 -615,491.42 -390,130.69 CAPITAL EXPENDITURES GRANT FUNDING/CONTRIBUTIONS -192,031.17 -236,809.45 -1,136,008.35 -261,890.36 -264,261.40 -165,121.31 TRANSFERS FROM RESERVES -539,589.00 -81,219.00 .655,367.00 -303,447.00 -334,947.18 -1,085,682.14 CAPITAL PURCHASES 669,126.62 960,116.73 2,199,029.19 951,425.52 1,214,700.00 164093414 CAPITAL FUNDED FROM FUND SURPLUS&OPERATIONS _ 407,653.84 366,088.16 615,491.42 394130.69 NET SURPLUS 51$,178.10 -116,670.23 0.00 6.00 Municipality of West Elgin Final May 8,2014 Page 1 MUNICIPALITY OF WEST ELGIN CAPITAL BUDGET 2014 2013 2014 BUDGET BUDGET ADMINISTRATION GENERAL OFFICE RENOVATIONS 20,000.00 SOFTWARE UPGRADE 10,000.00 10.000.00 20,000.00 - 30,000,00 ROADS FGT 110,000.00 TRUCK#17 200,000-OD R-GRAVEL PIT REHAB 71,000.00 59,470.00 PICK UP 43 AND LOADER#18-Scale Kit 42,590.00 GRAHAM ROAD CONSTRUCTION 55,000.00 CARROLL LINE DRAIN-END TREATMENTS 39,000.00 COLLEY ROAD-RECONSTRUCTION 102,545.00 HENRY ROAD-RECONSTRUCTION 60,837.00 MCDOUGALL LINE-RECONSTRUCTION WITH RAIL GUIDE 20,000.00 MUNROE ST EXT-WL 7,000.00 RADIO SYSTEM 35,000.00 UPGRADE FOR JOHN DEERE TRACTOR 12,500,00 GPS 184659_14 761 700.OD 754 617.14 WATER CAPITAL WATER SERVICE VAN __ 25,000.00 0.00 25,000.00 ARENA FRONT DOOR REPLACEMENT 8,500.00 13,400.00 SPECTATOR NETTING 10,000.00 BOARDS&EVETROUGHS 10,00D.00 PAVE a'000.00 81500.00 41400,00 PARKS&RECREATION STAND-BY GENERATOR FOR EMERGENCY MANAGEMENT 35,000.00 TABLES-RECREATION CENTRES(40 TABLES) 6,000.00 SOUND BARRIERS 8,000.00 COMPACT TRACTORIMOWERILOADER 30,000,00 SIDEWALK SNOW BLOWER REPLACEMENT 3,500.00 210,000,00 81,500.00 SEWER MAINTENANCE CAPITAL RODNEY ROOF 2,000.00 NEW PUMP - 8,000.00 ALUM-CHEM FEED SYSTEM REPLACEMENT 5,000.CD TSSA REGULATIONS-NEW GENERATOR 5,000.00 REPLACE AERATION DRIVE#1 10,000.00 10 GO400 WEST LORNE ' FILTER REPAIRS AT WATER TREATMENT PLANT 60,000.00 UV SYSTEM UPGRADE 11,000.00 TORQUE LIMIT SWITCHES REPLACEMENT 8,000.00 REPLACEMENT OF EAST CLARIFIER CHAINS,FLIGHTS&WARE BARS 6,500.00 10,000.00 115,500.00 FIRE DEPARTMENT WEST LORNE-EXTRACATION EQUIPMENT 30,000.06 RODNEY-EXTRACTION EQUIPMENT 30,000.00 COMMUNICATION EQUIPMENT-RODNEY&WEST LORNE 145,-023.00 0.00 205,023.00 PORT GLASGOW TRAILER PARK SEPTIC SYSTEM 50,000.60 351,000,00 WORK SHED _ 40,000.00 4D.000.00 110 000.00 391 000,00 TOTAL CAPITAL 1,193,200.OD 1,640,934,14 Municipality of West Elgin Final May 8,2014 Page 1 MUNICIPALITY OF WEST ELGIN CAPITAL BUDGET 2014 2014 BUDGET ADMINISTRATION GENERAL OFFICE RENOVATIONS 20,000.00 SOFTWARE UPGRADE 10,000.00 30,000.00 ROADS FGT 110,000.00 TRUCK#17 200,000.00 R-GRAVEL PIT REHAB 59,470.00 PICK UP#3 AND LOADER#18-Scale K4 42,500.00 GRAHAM ROAD CONSTRUCTION 55,000,00 CARROLL LINE DRAIN-END TREATMENTS 30,000.00 COLLEY ROAD-RECONSTRUCTION 102,545.00 HENRY ROAD-RECONSTRUCTION 50,837.00 MCDOUGALL LINE-RECONSTRUCTION WITH RAIL GUIDE 20,000.00 MUNROE ST EXT-WL 7,000.00 RADIO SYSTEM 35,000,00 UPGRADE FOR JOHN DEERE TRACTOR 12,500.00 GPs 16,559.14 751,511.14 WATER CAPITAL WATER SERVICE VAN - 25 00�6.00 25,000.00 ARENA FRONT DOOR REPLACEMENT 13,400.00 SPECTATOR NETTING 10,000.00 BOARDS&EVETROUGHS 10,000,00 PAVE 8,000.00 41,400,00 PARKS&RECREATION STAND-BY GENERATOR FOR EMERGENCY MANAGEMENT 35,000.00 TABLES-RECREATION CENTRES(40 TABLES) 8,000,00 SOUND BARRIERS 5,000.00 COMPACT TRACTORIMOWERILOADER 30,000.00 SIDEWALK SNOW BLOWER REPLACEMENT 3,500.00 61,500,00 SEWER MAINTENANCE CAPITAL RODNEY ROOF 2,000.00 NEW PUMP 8,000.00 ALUM-CHEM FEED SYSTEM REPLACEMENT 5,000.00 TSSA REGULATIONS-NEW GENERATOR 5,000.00 REPLACE AERATION DRIVE 41 10 000.00 WEST LORNE FILTER'REPAIR$AT WATER TREATMENT PLANT 60,000.c0 UV SYSTEM UPGRADE 11,000.00 TORQUE LIMIT SWITCHES REPLACEMENT 6,800.00 REPLACEMENT OF EAST CLARIFIER CHAINS,FLIGHTS&WARE BARS 6,500,00 115,500,00 - FIRE DEPARTMENT WEST LORNE-EXTRACATION EQUIPMENT 30,000.{)0 RODNEY-EXTRACTION EQUIPMENT 30,000.00 COMMUNICATION EQUIPMENT-RODNEY&WEST LORNE 145,023.00 - 285,023.00 PORT GLASGOW TRAILER PARK SEPTIC SYSTEM 351,000.00 WORK SHED 40,000.09 391000,00 TOTAL CAPITAL 1,640,534.14 r Municipality of West Elgin Final May 8,2014 Page 1 V ,J PIIkF +V� tg y IC U � n G? The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: May 8, 2014 SUBJECT: Office Renovations RECOMMENDATION: That Council approved the lowest quote from A&M Lumber Ltd for$12,500.00 plus taxes for office renovations at 22413 Hoskins Line. INTRODUCTION: To complete the office renovations started in 2012 of the three side offices and the office area behind the Council Chambers. DISCUSSION: Three quotes were requested and received two quotes as follows: 1. A & M Lumber Ltd $12,500.00 plus taxes 2. Joe Machado $12,695.00 plus taxes The 2014 Budget includes $20,000.00; the balance will be used for floor covering and a desk for the new planner. Respectfully Submitted, R. Scott Gawley Administrator/Treasurer U : m M1 � � '199&' The Municipality of West Elgin TO: COUNCIL OF•THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: May 8, 2014 SUBJECT: Hours of Operation's for Service Ontario RECOMMENDATION: THAT Council approves the reduction of Saturday Operation's for Service Ontario starting June 28, 2014; AND FURTHER THAT the hours remain 9:00 a.m. to 5:00 p.m. Monday to Friday. INTRODUCTION: Currently the Municipality of West Elgin operates the Service Ontario Centre #176 and has received letters from Service Ontario regarding our Saturday openings and our transaction volumes and giving the municipality the option to discontinue the Saturday openings. DISCUSSION: Currently the Service Ontario Centre #176 is opened to Monday to Friday from 9:00 a.m. to 5:00 p.m. and Saturday from 9:00 a.m. to 12:00 noon, with the exceptions of holiday weekend's. (44 Saturdays a year) Current commissions $60.91 per Saturday ($57.55 for Service Ontario and $3.36 for MNR) with the cost of wages is $86.15 per Saturday. It is hoped that the present Saturday Customer's will use the Office Monday to Friday. The Bothwell Office is opened on Saturdays from 9:00 a.m. to 12:00 noon. Respectfully Submitted, R. Sco wl Administrato (Treasurer Clow) V Mnuxg �'E+ T s 4. o a v rrt .0 ~*� tT898'a The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: May 8, 2014 SUBJECT: Deeming By-law— 260 Finney Street RECOMMENDATION: THAT a by-law to deem the lands owned by 1116732 Ontario Street(under roll nos. 036-001-06308 and 036-001-06310) not to park of a registered plan of subdivision be brought forward. INTRODUCTION: An application has been received to deem certain lots on Finney Street not to be part of registered plan of subdivision. DISCUSSION: The subject property is located at 260 Finney Street and consists of two lots fronting on Finney Street. The lot under roll no. 036-001-06310 was created when Anne Street was closed and the lot under roll no. 036-001-06308 was created through a plan of subdivision. The owners wish to join the two lots so that they can build an addition that extends over the existing property line between the two lots. In order to build the new structure, the two lots must be joined. Therefore, the lots must be deemed not to be part of a registered plan of subdivision and become one lot under one ownership. Once passed there is a twenty day appeal period (from date of notice of passage of by-law to owner) whereby the owner can object to Council. Once this period has lapsed, the by-law will be registered on title and come into effect. Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA,AMCT ./� o t Gaw ey, C.G. Clerk Administrator/Tre surer Attachments: Sketch Attachment Location -- Deeming By-law (Roll No. 343403600106310 and 343403600106308) w ; , �343403�001�9 3 �,�?� Y 343403$a0128140,�' 343403$60129904. F 343403$66128101 ` CO 34443$aa10$301 x! 343403600107202 3434034346 $ 6 33463$00128104 6360010$ 16$r 36v 2 - 3434 r�E �r ,rte x 8434a3$Ob129'105 343463$0614 05 "'' �i., � 349403 it ,344 3463$6012107 ', 3494036001a� '' �•,,,�'" ,�343403$fla128109 � r'` .�, 3434fl9$a010$204 " 4344 067 :6 34,84030001 6205 43469$00129111 `44 4 0fl $316 3434{13 343403$00;128 IM 349463 6MOM: Wr - , : � 340 6fl 128860 ! t ry 343463$66130000 343403fl00128aaa 343' t tea r ! 2 a � f �,,✓` .+ y !�. C'. 343403$0012 • _ r v r � 'E I Ca�rynghx rretned .y MPDC and its supple .' _ 343463$0010$: �v Is ." 343403$00108908 t x , K x a• ,�� - 3 i, i `r 3 3 c r 3434636661062a$ a469a1366oa J. a r � Gapyright retained by MPAG end MIS suppliers r. 610 Princess Avenue London, ON N6B 2B9 Tel: (519)686-1300 Fax: (519)681-1690 Monteith#Rrown E-Mail: mbpcgmbpc.ca olarilni'r,er c�nt�iYants Web: www.mbpc.ca PLANNING REPORT Application for Minor Variance A-112014 James R. Johnston (Canadian Collision) Date: May 6, 2014 James R.Johnston (Canadian Collision) 260 Finney Street Part of Lot 280 & Lot 281 and part of Anne Street, Registered Plan No. 75 Villa a of West Lorne To permit an addition to an existing building where the setback between the building and the rear lot line would be less than required in the Zoning By-law. P e r °•:� Airea.(m ).; _ _ �-Fltq�ntage,{m) Depth (m) Area & Dimensions 1,643 sq m (0.4 ac) 40.2 m (132 ft) 40.8 m (134 ft) e, Existing Buildings & One storey, metal-clad building with offices at front. Structures Floor area of 272 sq m 2,925-sq ft Other Addition proposed at the rear of the building comprising a floor area of 111.5 eel m 1,200 s ft . Extra 5tora e s ace is re wired e 4 Planning Act ✓ all relevant criteria [Section 51(24)]satisfied • new PPS came into effect on 20 April 2014. • no matters of Provincial interest or having a bearing on the Province PPS 2014 ✓ identified • minor variance would be consistent with the intent of PAS Designation; . `Settlement Area' • minor variances not specifically addressed County of Elgin ✓ insofar as they are generally considered to be Official Plan Policies: a local matter • application raises no apparent conformity issues with the Plan Page 1 of 3 Application for Minor Variance,A-1/2014 James R.Johnston (Canadian Collision), 260 Finney Street 5 May 2014 Designation: • 'Industrial' • criteria of Section 10.5.7 capable of being West Elgin Official satisfied; Plan . intent of the Official Plan is to ensure orderly Policies: and compatible development and no adverse impacts on neighbouring properties. Based on the information provided, conformity with the Official Plan appears to be maintained • lands are zoned General Industrial (M1). A wide range of industrial uses are permitted including public garages • a minimum rear yard depth of 7.5 metres (24.6 ft) is required in the M1 Zone (Section 10.1.7) Village of West Lorne Zoning f Law � • the proposed building addition would be situated 6.0 metres (20 ft) from the rear lot line, for relief in the order of 1.5 m or approximately 5 ft • the owner advises that the design of the existing building (erected 1995) precludes the erection of the addition in compliance with the minimum rear yard depth of 7.5 m • neighbouring lands to the north and south are occupied by similar businesses (Rogan's Automotive/B ru no's Car Sales) while lands to the west are occupied by Erie Flooring and its associated wood storage lot Other • the requested relief a pp ears appropriate under the circumstances. The proposed addition would provide additional storage space for an established use. Conflicts with neighbouring and abutting uses is not apparent ® r o That the Application for Minor Variance of James R. Johnston (Canadian Collision), A-912014, be granted subject to the condition stipulated below. ----------NI � p That the addition is constructed in accordance with the plans filed with, and to the satisfaction of, the i. Municipality. Page 2 of 3 Application for Minor Variance,A-1/2014 James R.Johnston (Canadian Collision),250 Finney Street 5 May 2014 4 i. Consistency with the Provincial Policy Statement would be maintained. ii. The intent of the County of Elgin Official Plan and the West Elgin Official Plan would be maintained. W. The intent of the Village of West Lorne Zoning By-law would be maintained. iv. The variance is considered minor in the circumstances. V. The variance is desirable for the appropriate use and development of the lands. (original signed by) Dan Smith, MA Page 3 of 3 APPLICATION VARIANCE. 1 t James R. Johnston (Canadian Collision) 260 Finney Street, MUnicipality of Village of West Lorne WEST ELGIN FIGURE 1 Zoning fJ i.S, stt ' 4 General Industrial 9 A f+ & { d n?,�� B..F„f J s ... Ka'i?�, :r a fJa ... }r $ sil .f ' t -7 l f ze 11a { SYl r i'yiy k�'Sr ti4 iNStih 4/t4 M1 - �,t,aC eta`�'sRk,4 1./'1..1G3f X53 i Y ••_ • • E } 'a �'-� h. b ,e 5 Setback ju�Ci M t r 5 a � °tt : r � kty yip t lE E 4 �+ , rat�n`- t� } •LL � ,G,.�ky'fir +,�'?j }l 1i-�'�l - 1, ei} Hai. ; 4S4[Y 7�tix itlf 1S '� k�V ia3, 4 F 1 i ijy�y r 'kp yirlSr��k rk r' 4 i0 rt1k s ,r f'tiiv`tis, T4f A,i,S f * o xrx a yx: ,gj{' Mr hi - _,FC - _t / �► Mo tell +Brown 0 10 20 40 Plannino Consultants Metres "°9 P9'a 4 THE CORPORATION OF THE TOWN OF PETROLIA 411 Greenfield Street P.O.Box 1270 PETROLIA,Ontario Canada NON IRO Telephone:519-882-2350 FAX: 519- 882-3373 www.town. en trolia.on.ca "Celebrating our Heritage.Investing in our Future" April 8,2014 Hon.Kathleen Wynne Premier of the Province of Ontario Via email:nremieraa,ontario.ca Dear Premier Wynne, During our regular session of Council on April 7,2014,the below noted resolution was brought forward for the attention of your office; MOVED: Mary-Pat Gleeson SECONDED: Tim Brown WHEREAS the province of Ontario's recently released Long Term Energy Plan anticipates that consumers will face hydro rate that will rise by 42%over the next five(5)years; WHEREAS the Minister of Energy recently announced that past FIT prices are driving electricity prices higher and that changes to domestic content requirements for construction or future renewable energy projects are necessary to lower future electricity rates; WHEREAS the recent Auditor-General's report advised of extreme amount of waste in the energy sector, particularly at Ontario Power Generation and Hydro One, due to high labour costs and a generous public sector pension plan; WHEREAS decisions including but not limited to the cancellation of Gas Plants in Ontario could cost taxpayers close to$ 1.1 billion; WHEREAS recent increases announced by Union Gas and Enbridge, will cause great financial burden to the residents and businesses of the Town of Petrolia; WHEREAS it is essential for the residents and businesses of the Town of Petrolia to have access to affordable Hydro&Natural Gas to thrive and prosper; N°"'�� THE CORPORATION OF THE TOWN OF PETROLIA 411 Greenfield Street P.O.Box 1270 • PETROLIA,Ontario Canada NON IRO AT• Telephone:519-882-2350 FAX: 519- 882-3373 www.town.petrolia.on.ca "Celebrating our Heritage.Investing in our Future" NOW THEREFORE BE IT RESOLVED: THAT the Town of Petrolia Call on Premier Wynne and the Province of Ontario to take immediate action to prevent these and any other rate increases from being implemented; AND THAT this motion be circulated to all Ontario Municipalities for support. Carried C- 03—04/7/2014 Thank you for receiving our correspondence, we look forward to hearing from your office regarding this item of concern effecting our residents and business owners. Yours truly, Mandi Pearson Deputy Clerk/Operations Clerk CC: Ontario Municipalities via email i T 905.361.4204 Corporate Office F 905.361.4204 5900 Explorer Drive Mississauga,ON L4W 51-2 www.thebeerstore.ca April 17, 2014 Mayor Bernard Wiehle _ .. . ... Municipality of West Elgin 22413 Hoskins Line PO Box 490 f 3 k Rodney, Ontario NOL 2CO Dear Mayor Wiehle: You,your fellow councilors and your citizens have all worked hard to build a strong, safe community.Over the last nine decades,the Beer Store and its 7,000 employees have been proud to be a part of your effort to make your community a great place to live,work and raise a family. We've made our contribution by ensuring alcohol is sold responsibly to adults, by giving back to your community, by contributing to the protection of our environment and by providing our employees with competitive wages and a safe working environment. It takes time,co-operation and hard work to build a stable community, but that stability and security can erode quickly if we're not careful. As responsible citizens we all know it's important to consider all the facts surrounding important decisions that may affect the stability of our communities. That is why I am writing to you. As you may have heard, large multi-national convenience-store and gas-station chains are lobbying provincial politicians at Queen's Park for the ability to sell beer,wine and hard liquor through their stores. But experience and evidence shows that expanding liquor sales to more than 10,000 hard-to-police retail outlets would negatively affect the stability of your town and the safety of your citizens. The Beer Store and our 7,000 employees have worked very hard to build the most inclusive, efficient, environmentally responsible and safe beer retailing system in the world. Under our"We ID 25" responsible sales program, every employee is trained on responsible sales practices before they sell their first case of beer. Employees are also retrained every year, and all challenges and refusals are electronically recorded in our point-of- sale system. We also randomly test our employees throughout the year using mystery shoppers close to 25 of age to measure compliance with our"We ID 25" policy. It is a comprehensive program strongly enforced across our entire retail chain,and it works. Last year alone,the Beer Store challenged more than 3.6 million customers. Studies have demonstrated that convenience-store and gas-station chains—which are largely based outside Canada—are unable to match our commitment to social responsibility and public safety. They are also unable to match our policy of openness. Any brewer, regardless of size or country of origin,can sell their beer in whatever Beer Store location they choose and is free to set their own selling price. That openness has created a highly competitive market that has enabled the Beer Store to provide Ontario beer drinkers with access to over 400 brands from more than 100 brewers at competitive prices that are,on average,the second lowest in Canada. The bottom line is the Beer Store provides 450 safe,convenient outlets for adults to purchase beer. When those outlets are combined with LCBO outlets and government-authorized agency stores, Ontarians have access to more than 1,350 locations that sell beer. That means 86%of Ontarians are within a five-minute drive of a location that sells beer. Dismantling Ontario's current alcohol retail model and expanding liquor sales to more than 10,000 outlets may reduce that drive time a little, but at what cost? -2- Increased Sales to Minors:A recent Ipsos-Reid mystery-shopper survey found that 21%of Ontario convenience stores failed to ask a 17 year-old shopper for ID when they tried purchasing cigarettes.A 2013 Centre for Addiction and Mental Health survey discovered 15.6%of Ontario high school students who smoked reported getting their last cigarette directly from a grocery store,convenience store,gas station or bar. Are convenience stores ready for the responsibility of selling alcohol? Higher Recycling Costs for Municipalities:Our world-renowned recycling program collects over 2 billion containers a year,or 92%of all alcohol containers sold. The packaging recycled through the Beer Store system is equal to more than half of all the material collected through the entire Ontario Blue Box program. Convenience stores and gas stations will have no space for this packaging, meaning it would end up in your waste stream. Based on current municipal Blue Box and landfill costs,this would cost municipalities about$40 million in new waste management costs every year. Higher Prices for Consumers: Evidence from other markets clearly shows that a dramatic expansion of liquor retail outlets will lead to higher prices. Numerous studies have shown that when Alberta and B.C.deregulated liquor sales and greatly expanded the number of stores selling liquor, prices increased significantly. In fact Statistics Canada shows that Alberta liquor prices have increased at the highest rate in the nation since they expanded liquor sales in 1993. Currently,the Beer Store is proud to sell quality beer brands for prices that are commonly$10 lower on a case of 24 than what consumers pay in other provinces. Even the head of the Ontario Convenience Store Association has publicly admitted that beer prices will increase if corner stores are allowed to sell liquor. The Loss of Well-Paying lobs in Your Community:Our 7,000 workers are active members of the community throughout Ontario. They not only work in your community,they also give back through a variety of charitable fundraising efforts—activities that raised almost$2.4 million last year alone. Over the past eight years our Returns for Leukemia bottle drive has raised more than$8 million for life-saving blood cancer research. Our employees also earn competitive wages that help them,their families and local economies thrive,grow and prosper. Expanding liquor sales to 10,000-plus convenience stores would result in the elimination of most of these well-paying jobs, jobs that will not be replaced at convenience stores where wages are lower and benefits and pensions seldom exist. I would urge you to bring these facts before your council and share them with your constituents. Your citizens deserve to know how such a massive expansion of liquor sales may affect their community. Enclosed please find an information pamphlet that we are distributing throughout Ontario to make sure citizens know the facts about the real costs of expanded liquor sales. For more information, please visit www.ontariobeerfacts.ca. If you have any questions, don't hesitate to contact me and I will be pleased to discuss these issues with you. Yours truly, Ted Moroz President Encl. 7 O W N 9 ii f P OF - US CA A Agenda Reference 9.a.1, COUNCIL MEETING D TE: Fe ru 4 2 A RE OLUTION NUMBER: C. -1410 14 OVED B. SE OND D BY: WHEREAS the Township of Muskoka Lakes wish o express serious concern with Teranet and the Land Titles Electronic Registry System in Ontario, specifically as It relates to errors that were made when the paper based land registration system was converted to the electronic system; And Whereas the Township has been made aware of errors and omissions that are prevalent throughout the Province, especially with respect to rights-of-way and land.ownership in cottage country; And Whereas the cost to landowners to rectify these errors can be expensive, take a significant amount of time, and result In undue hardship; And Whereas municipalities are burdened with the processing of increased consent applications before the Committee of Adjustment to correct errors and Qmissions; Now therefore be it resolved that the Ministry of Government Services be advised that the Land Titles Electronic Registry System contains numerous errors and should be corrected'forthwith at the sole expense of the Ministry; And further that the Ministry of Government Services develop a funding model to ensure that landowners are not negatively financially affected by the need for title corrections noted above; And further that this resolution be forwarded to all other municipalities in the Province for support. RECORDED VOTE: NAYS YEAS COUNCILLOR BARANIK COUNCILLOR BRENT COUNCILLOR BURGESS COUNCILLOR EDWARDS (Deputy Mayor) COUNCILLOR FURNISS COUNCILLOR HARDING MOTION DEFEATED [ ] COUNCILLOR KRUCKEL COUNCILLOR McTAGGART MOTION CARRIED [ r COUNCILLOR NISHIKAWA(Acting Deputy) MAYOR MURPHY TOTALS MAYOFt Rodney Aldborough Agricultural Society P.O. Box 130 Rodney, ON NOL 2C0 www.rodneyfair.ca �• April 14, 2014 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 the annual fair to be held on September 12t", 13"',and 10 2014.We are having a tractor pull on the Friday night and subsequently plan to have a`Beer Garden'on that evening,from 7 to 12 p.m. As in 2013,the fenced off garden will be located at the north end of the grandstand during the tractor pull. The fair board members with Smart Serve Training will be providing the bar service.The Ontario Provincial Police will be contracted for security. We trust you will give this request due consideration and will send us written approval and a Municipal Liquor application form at your earliest convenience. Please contact me at 519-768-1858 if you have any questions and/or concerns. Thank you. Yours truly, k�kh ne McLarty Secretary RODNEY ALDBOROUGH AGRICULTURAL SOCIETY P.O. Sox 130 Rodney, Ontario, NOL 2CO www.rodneyfair.ca April 22, 2014 Municipality of West Elgin 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 the annual fair to be held on September 12th, 13th and 141h 2013.As in the past there will be a "Fair Parade" held on the Saturday of the fair. This letter is a request for the parade to proceed on Furnival Road from Victoria St. (parade forms up at the Rodney Legion) to Queen St.and east on Queen St.to the fairgrounds from 12 noon to 1 p.m. on Saturday, September 13th If you have any questions and/or concerns please discuss with Bernie Wiehle, parade superintendent. Thank you. Yours truly, urge McCarty Secretary Cement Assodation Assodation Canadlenne �.�► ofCanada duCiment ,ry OF -:v r F15MVED Ottawa, April 26, 2014 MAY 01 2014 His Worship Mayor Bernie Wiehle cc: Norma Bryant, Clerk Municipality of West Elgin 22413 Hoskins Line PO Box 490 Rodney, ON NOL 2CO Dear Mayor Wiehle, On behalf of the Cement Association of Canada (CAC), I would like to draw your attention to an urgent issue that could negatively impact the integrity of the Ontario Building Code and jeopardize the safety of the people in your municipality. On March 20, 2014, the Ontario government announced proposed changes to the Ontario Building Code to permit the construction of six-storey wood frame buildings. The province is holding a public consultation on the proposed changes until May 4, 2014. The provincial government's announcement reflects the interests of the wood products industry and p g p ry its recent lobbying efforts. Those who promote taller wood frame construction believe that a four storey limit on residential and commercial wood buildings is no longer necessary, and have been actively pressing provincial governments to politically amend building codes to permit six- storey wood frame structures outside the tried and true longstanding building code review process. Federally, the wood products industry is also pushing for changes to allow for the construction of six- storey wood buildings in the 2015 edition of the National Building Code of Canada. As an elected representative of your municipality, I know that you want to protect and strengthen your municipality, as well as ensure that your housing market meets or exceeds the codes and standards that the residents of your community deserve. Unfortunately, the proposal put forth by the Ontario government, as currently drafted, could place Ontarians' lives at risk. Currently, there are no provisions in place to protect those who are engaged in the construction of these buildings or the fire fighters who respond to emergencies or potentially fatal fires in these buildings. It is considered outside the mandate of the building code to include safety clauses for people who work on the site and those who respond to emergencies at the site. We believe that the lives of fire fighters should be protected in the Ontario Building Code. An interesting point to note is that Ontario has 19,000 voluntary fire fighters and only 11,000 professional fire fighters. Further, if the regulation is approved, taller wood frame buildings may be constructed in areas of your municipality that may not have adequate firefighting coverage, including those currently being protected by voluntary firefighters. Many local fire departments across the province do not have the equipment to fight a massive blaze in a six storey building. To adequately fight such a fire, fire fighters need 100-foot ladder trucks that cost as much as one million dollars each and require specially trained crews. This is very costly, particularly at a time when municipal tax dollars are being stretched to the limit and when we see some Ontario municipalities, including the city of Toronto, cutting their budgets for fire services. Owners of residential and commercial buildings .constructed with wood may also face higher insurance premiums. I know that your government wants to ensure that housing remains affordable in your municipality. The proposed changes to the Ontario Building Code will undoubtedly increase 350 Sparks,#502, Ottawa ON K1R 7S8 Telephone 613-236-9471 Fax 613-563-4498 ~� Cement Association Association Canadienne - �.0 of Canada duCment building and insurance costs -- and, most importantly, compromise the safety of the people in your community. Those who are often the most vulnerable—the very young, seniors and physically disabled citizens— are those who would be at greatest risk in the unfortunate scenario where a fire breaks out. The massive fires that have recently destroyed multi-storey wood buildings in Kingston, Ontario, Richmond, British Columbia, Edmonton, Alberta, and Houston, Texas, demonstrate how dangerous these buildings can be, and how many lives will be put at risk as a result.' We do appreciate that the Ontario government has included some fire safety provisions in the draft proposal, such as the inclusion of non-combustible stairwells. However, the omission of important fire safety features — such as non-combustible elevator shafts and firewalls — demonstrate that this proposal does not go far enough to protect the people and communities of Ontario. Recently we saw how a concrete masonry firewall prevented a raging fire in L'Isle-Verte, Quebec from destroying an entire retirement complex. This tragedy should serve as a reminder that we need more fire safety features implemented in our building codes to fully protect the safety of Ontario communities. The minimum standard of a building code is just not enough to protect the residents of your community. The proposal that has been put forward by the Ontario government, which boosts an industry at the expense of citizens' safety, is a cause of great concern. We are currently urging each and every politician in Ontario to call on the provincial government to defer any proposed mid-rise wood frame changes to the Ontario Building Code until after the 2015 National Building Code of Canada is debated and the fire safety issues are adequately addressed. This will allow time for proper assessment and coordination with the National Building Code of Canada, which is the standard code development process traditionally used in Ontario. It is crucial that any building code changes go through proper channels and ensure that all fire safety implications are addressed. We need a full public policy debate about what risks Ontarians are willing to take when it comes to the construction standards set for the buildings that we live and work in. Please write to your MPP and to the Honourable Bill Mauro, Minister of Municipal Affairs to raise your concern that the Province of Ontario shouldn't be moving so quickly and out of step with the National Building Code Process. Feel free to contact me directly if you have any questions about the CAC's position on mid-rise wood frame construction and fire safety. We know you understand that the health and safety of Ontario communities must come first. Finally, I hope you will share this letter with your city councillors so they can also take action. Yours sincerely, �4,L e, t+ Michael B McSweeney President and CEO 350 Sparks,#502, Ottawa ON K1R 7S8 Telephone 613-236-9471 Fax 613-563-4498 Elgin 0 I`N'CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 22/14 PART LOT 8,CONCESSION 7, MUNICIPLAITY OF WEST ELGIN TAKE NOTICE that an application has been made by ALLAN BARFETT AND SHAYNE VANDENDRIES, 31439 Walnut Line,WALLACETOWN, Ontario NOL 2MO, and 33200 Shackleton Line. IONA STATION, Ontario, NOL 1 PO,for a consent pursuant to Section 53 of the Planning Act, 1990, as amended,to sever lands legally described as Part Lot 8, Concession 7, Municipality of West Elgin. The applicants propose to sever a lot with a frontage of 92 metres along Downie Line by a depth of 49 metres,Area 0.45 hectares, containing one house and one shed, proposed to create one new lot surplus to the needs of the applicants. The owners are retaining 19.732 hectares, 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 to be held on: in Committee Room 2DCCounty Mun cipal�Offices,450 Sunset 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 Hearing. Even if you are the 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 29th day of April, 2014. KEY MAP: (not to scale) Susan D. Galloway Secretary-Treasurer Land Division Committee 450 Sunset Drive St.Thomas, Ontario N5R 5V1 v �1 �O �0 C,�' SUBJECT Gp� LANDS eounty of Elgin EnglneeAng SeMces 450 Sunset Drive SL Thomas,On MR 5V1 Phone:51.9-631-1460 W"elgin•counry.on.ca Progressive by Nature 04/28/2014 16:40 5197851833 SERVICEON/TINYTOTS PAGE 01 490W Trny Tots Co-operative Nufsery School . : �...� 217 Furniva! Rd Box 539 Rodney,, On NOL 2C0 Phone: 519-785-2164 Fax : 519-785-1533 Email: Mns f bellnet.ea April 28,2014 AP. 7 Municipality of fist Elgin Rodney,Ontario Dear Council Members: Tiny Tots would like to make a change to a previous request regarding closing Moriah St to Stinson Street on Saturday, May 20 from lam to fpm, We no longer heed the street closed to hold our event. The members would like to hold the event in the Municipal Parking Lot between Tiny Tots and V&5 Stedmans store. Therefore we would like to request the use of the Municipal Parking Lot on Saturday, May 24h from 7:00 a.m. until 1:40 p.m_We would also like to request some kind of barrier at the curb from Stedmans to-the old Sears/Villager location to help prevent children from going on the street.We have rearranged our set-up to keep the event as close to Tiny Tots as possible. In the event of raih, we would like to request the use of the Recreation Centre for the same time frame. Thank you for your time and consideration in this matter. Your continued support is greatly appreciated. Sincerely, Shelley Smith Director Tiny Tots Co-op Nursery School MUNICIPAL FINANCE OFFICERS'TAR ASSOCATION In OF 01NL . . e {._°41 '✓�"��v y .r y! l �� xTy f y�r:r,..+� Y„1¢°`^li E'r�:0.�^`'`_ ','�t,,.- gar$"Lta"�.M'`r.*`".'513 �i�L-_ S:fk ,�Y�7r '7 i+ C[�.z r'Y-,:�' 3 r,.,�� The Budget and Budget papers, entitled Building Opportunity, Securing our Future, is on the Ministry of Finance website. p 7.Y.r__C,Y.�..k. .a.i,rYS. INFRASTRUCTURE • $13.9 B for roads, bridges and transit outside the GTHA (p. 44); funding decisions will be evidence-based and made in partnership with the municipal sector; priority projects for this funding include Ring of Fire and Ontario Northland Transportation Commission infrastructure (p. 49) • $15 B for managing congestion in the GTHA (p. 44); the pool of projects is not limited to projects included in The Big Move and it will be determined through business case analysis (p. 47-48) • $2.5 B in 2014-2015 for highway rehabilitation and expansion projects, including Highway 407 to Highway 351115, HOV lanes on parts of the 401 and 427, widening 401, widening and extending Highway 69, realigning Highway 66, expanding Highway 1'1117 widening alignment of Highway 7 and new HOV lanes on the 410 (p. 42-43) • A permanent$100 Mlyear fund for roads and bridges will be launched this spring; funding will be application- and formula-based for eligible municipalities and become fully formula-based over time (p. 52) HOUSING, HOMELESSNESS AND SOCIAL ASSISTANCE • Community Homelessness Prevention Initiative will be enhanced by $42 M per year starting in 2014-2015, bringing total funding to $294 M per year (p. 120) • The federal-provincial Investment in Affordable Housing program will be extended for another 5 years (p. 120) • $50 M over 5 years to create a new poverty reduction fund to support local solutions to poverty (p. 121) • Social assistance rates for 2014 will increase by 1% for adult recipients of Ontario Works (effective October 2014) and people receiving Ontario Disability Support Program funding (effective September 2014); single adults without children will receive a top-up on their Ontario Works payment; total increase of$30/month (p. 122) • The comfort allowance for low income residents of long term care homes will increase by 1% (p. 123) 2169 Queen Street East, 2nd Floor,Toronto, Ontario M4L 111 T:416-362-9001 F: 416-362-9226 www.mfoa.on.ca www.oneinvestmentprogram.ca The benefit structure within each of ODSP and Ontario Works will be consolidated; the Work-related benefit will be consolidated into the new employee benefit (p. 123) ASSESSMENT REVIEW • The 2013 Budget announced what became the special purpose business property assessment review. A report was prepared with 26 recommendations for strengthening the assessment system. • The budget indicates that the Ministers of Finance and Municipal Affairs and Housing accepted all of the recommendations and that the Province is now working to implement the recommendations. The report is available on the Ministry of Finance website. OMPF In 2092 the Province announced that the OMPF would be reduced to $500 million by 2016. This reduction reflected a phased upload of some social service costs to the Province. • The reduction to $500 million is still scheduled for 2016. However, more of the reduction will occur sooner. The 2015 allocation will be $515 million instead of$525 as originally planned. OMPF, by year, is shown below: $M 2013 2014 2015 2016 OMPF 1 575 .5501 515 1 500 MISCELLANEOUS • All charitable and non-profit long term care homes exempt from property tax (p. 29) • A development corporation will be created to accelerate infrastructure development in the Northwest associated with the Ring of Fire; provincial commitment to this infrastructure is $1 B (p. 61) • The provincial government "plans to propose changes to update securities laws and related legislation" (p. 85) s The government is proposing to remove the Debt Retirement Charge from residential electricity bills (p. 135) • The Condominium Act will be amended to provide mandatory qualifications for condo managers and a dispute resolution mechanism (p. 141) • The government proposes legislation to regulate the towing industry (p. 139) • The power dam special payment program will be phasing down to $14.3 M by 2017 (p. 169) • The Northern Allowance will be replaced by a Remote Communities Allowance (p. 129) 2 Provincial Budget 2014: Municipal Implications PENSION REFORM (CHAPTER 1V) • The budget continues its 3 pronged pension strategy that focuses on Ontarians: • With a workplace pension • With self-directed retirement savings, and • With defined benefit plans • The government proposes to create the Ontario Retirement Pension Plan for Ontarians that rely on CPP, OAS and their own savings. It would build on the CPP and could later be integrated into it. • This plan would not affect those within the OMERS system. INCOME TAX CHANGES • The budget proposes changes to the Personal Income Tax to increase taxation on incomes above $150,000 (p. 319-322) • Proposed changes to better target small business tax deductions (p. 319) • An increase in aviation fuel tax to support public transit and other transportation infrastructure (p. 319) FEDERAL-PROVINCIAL TRANSFERS • As it has in previous budgets, this budget encourages the federal government to increase funding to Ontario, particularly for infrastructure, claiming that Ontario is systematically underfunded. For example, Ontario contributes to $4.5 B more to the Equalization program than it collects. • This underfunding constrains transfers from Ontario to its funding partners such as colleges, universities, hospitals and municipalities. MISCELLANEOUS • $11.4 B in capital grants to hospitals over 10 years (p .53) • Over$11 B over 10 years for capital grants for school boards, including consolidation support (p. 56) • $2.5 B Jobs and Prosperity Fund geared to advanced manufacturing, agri-food and agri-products, information and communications technology (p. 71) • $150 M over three years in technology and learning tools for the education sector (p. 9) • Increase hourly wages for select child care workers and personal support workers (p. 13, 27) • Phasing in a $0.04/litre to the tax rate on aviation fuel over 4 years • "The Province proposes to protect such future [long-term disability payment] recipients by amending the Insurance Act to require that long-term disability benefits are insured" (p. 86) 3 Provincial Budget 2014: Municipal Implications • Fall review of the Credit Unions and Caisses Populaires Act, 1994; consideration of prohibiting credit unions from promoting online what cannot be sold in-store—home and auto insurance (p. 87) • Province moving to online claims staking process for exploration and mining (p. 88) • Index the maximum Ontario Child Benefit and the income threshold at which OCB starts to be reduced to CPI as of 2015 (p. 115) • However, there are measures in the budget that do affect defined benefit plans: • New rules to define levels at which a funding holiday can be taken and the duration • Rules around accelerated funding for benefit improvements to ensure long-term sustainability • Other unidentified funding rule changes will also be considered to improve the funded status of defined benefit plans INFLATION • The budget forecasts CPI inflation to be less than or equal to 2.0% to the end of the forecast period in 2017 2011 2012 2013 2014 2015 2016 2017 CPI inflation 3.1 1 1.4 1 1.0 1 1.5 1 1.9 1 2.0 1 2.0 • Inflation is expected to remain moderate. Inflation has been low because of moderate increases for food prices and intense competition in the retail sector. In coming years, stronger economic growth and a lower Canadian dollar, which will increase prices for imported goods, will result in somewhat higher levels of price inflation INTEREST RATES • Past and projected short and long-term interest rates are shown below 2011 2012 2013 2014 2015 2016 2017 3 Mo.Treasury Bill rate 0.9 0.9 1.0 1.0 1.3 2.4 33 10 Yr.Canada Bond rate 2.8 1.9 2.3 2.8 3.5 3.9 4.3 • Interest rates are expected to rise gradually. Long-term rates began to increase in May of 2013. Short-term rates are not expected to rise in 2014 compared to 2013, but will begin to increase in 2015, reaching 3.3% by 2017 GDP • The budget projects 2014 real GDP growth to be 2.1% and 2.5% for 2015 • The average private sector forecasts for 2014 and 2015 for real GDP growth is 2.2% and 2.6% respectively 4 Provincial Budget 2014; Municipal implications `Y 2011 2012 2013 2014 2015 2016 2017 Real GDP 2.2 1.3 1.3 2.1 2.5 2.5 2.6 Nominal GDP 4.0 3.0 2.7 3.5 4.4 4.4 4.5 • Between 2003 and 2013 there has been an increase in real GDP of almost 15% EMPLOYMENT • Employment growth from 2011 to 2017 is shown below % 2011 2012 2013 2014 2015 2016 2017 Employment Growth 1 1.8 1 0.8 1 1.4 1 1.1 1 1.5 1 1.6 1 1.4 • Employment growth will average approximately 1.5% over the forecast period. By 2017, there are expected to be 1 million net new jobs compared to 2003. • Ontario's unemployment rate will fall from 7.5% in 2013 to 6.2% in 2017. • In 2013, employment grew by 95,700 jobs. Approximately 65% of these jobs were full time employment and 68.2% were in the private sector. HOUSEHOLD INCOME AND DEBT • Household income is expected to grow by 3.3% in 2014 and grow by an average rate of 4.6% in the 2015-1017 period. • Real household spending is expected to increase by 2.1% in 2014 and grow by an average rate of 2.5% in the 2015-1017 period, in line with growth in incomes. • Between 2003 and 2013, growth in real disposable income per household was 28.9%. Household spending accounts for approximately 60% of GDP • Canada's debt to income ratio was 164% at the end of 2013. The rate of increase of this indicator has moderated, but remains elevated. • Debt service costs as a percent of household income has fallen from 9.2% in 2007 (Q4) to 7.1% in 2013(Q4). The budget notes that"although interest rates are expected to rise modestly, debt service costs are expected to remain affordable as incomes continue to rise (p. 212) CANADIAN DOLLAR • The dollar has recently traded around the 90 cent level, which is the lowest level in 4 years. This decline is the result of several factors: • Stronger growth in the United States, • Reduced "safe haven" affect that boosted the dollar after the financial crisis • The lower dollar is expected to assist export even though it remains high relative to the 2000-2009 period. • There are divergent views on where the dollar is headed. Some private sector forecasters expect further depreciation while others expect a strong dollar. The budget forecasts the dollar to rise from 90 cents US in 2014 to 93 cents US by 2017. 5 Provincial Budget 2014: Municipal Implications DEBT • Long-term borrowing for 2014/15 is forecast to be$35 B • The total funding requirement is$1.6 B higher than forecast in the 2013 Budget because of a higher deficit resulting from slower than expected economic growth and reduced federal transfers • Net debt to GDP ratio is expected to be 38.9%at the end of 2013/14. This ratio is expected to peak in 2015/16 at 40.8%. The government remains committed to reducing Ontario's net debt to GDP ratio to the pre recession level of 27% DEFICIT • The table below indicates that the government will continue to be in a deficit position for the planning period. • Revenues are forecast to grow by 11.8% between 2013/14 and 2016/17. Program expense growth is forecast to be tightly constrained at 3.3% over the same period. • Interest on debt will increase from $10.6 B to $13.3 B, or 25.5% Medium -Term Fiscal Plan and Outlook($B) Table 2.23 (p.261) %change 2013/14 2014/15 2015/16 2016/17 2013/17 Revenue 115.7 118.9 124.5 129.4 11.8% Expense Programs 116.4 119.4 120.1 120.2 3.3% Interest on Debt 10.6 11.0 12.0 13.3 25.5% Total Expense 127.0 130.4 132.1 133.5 5.1% Surplus/(Deficit) -11.3 -11.5 -7.7 -4.1 -63.7% Reserve 0.0 1.0 1.2 1.2 Revised Surplus/(Deficit) -11.3 -12.5 -8.9 -5.3 -53.1% Net Debt 269.2 289.3 305.3 317.2 17.8% Accumulated Deficit 177.3 189.8 198.6 204.0 15.1% Prepared by: Dan Cowin Emily Harris Executive Director Manager, Policy and Intergovernmental Relations dan _.mfoa.on.ca emilv@mfoa.on.ca 416.362.9001 x 223 416.362.9001 x 227 6 Provincial Budget 2014: Municipal implications Municipality of Killarney 32 Commissioner Street,Killarney Ontario,POM 2AO April 171h,2014 The Honourable Bill Mauro, Minister of Municipal Affairs and dousing, 777 Bay Street—17th Floor, Toronto,Ontario M5G 2E5 Dear Sir: RE:Amendin K Municipal Act S.O.2001 c.25 to Permit Electronic Meetings The Municipality of Killarney at their Regular Meeting of Council held April 9th, 2014 passed Resolution No. 14- 1,45 directing staff to send a letter to your Ministry regarding electronic meetings. It is our understanding that your Ministry is constantly reviewing the Municipal Act and this letter is to request your consideration of amending the Act to permit municipalities to hold meetings by using electronic means for Municipal Council, Board and Committee Meetings. Electronic meetings are sanctioned in other Provinces and Council is of the opinion that this method of conducting meetings should be considered in the Province of Ontario. Killarney is an isolated northern community and the fact that some form of remote meeting would make Council both more accessible to residents and cottagers in the farther corners of the municipality,and which would also permit persons from those demographics to run for and participate on Council we feel would be an option worth exploring. Your consideration of this request is respectfully submitted. Further,this letter is to be circulated to all Ontario municipalities for support. Sincerely; THE MUNICIPALITY OF KILLARNEY Mrs.Candy K. Beauvais, Clerk-Treasurer. cc: Han. Kathleen Wynne; Premier of Ontario Ontario Municipalities DISCLAIMER:This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario(AMO),its subsidiary companies,officers,directors or agents. �V6 - c ZY r,,� ✓mac �z.� ,��-c� ��2c� �- e , alt �zS JJG�L�� A a 6 W MAY �� ELGIN RESIDENTS OPPOSING WEND TURBINES 1 � L `'� RR#2 West Lorne,ON NOL21`0 April 30,2014 RE:Industrial Wind Turbine Projects Proposed for West Elgin Dear His Worship Bernie Wiehle&Council Members, On behalf of West Elgin Residents Opposing Wind Turbines(WEROWT),we would like to introduce ourselves as a group of concerned citizens in West Elgin that are against the proposed wind turbine projects in our neighbourhoods. Our mission is to educate the residents in all aspects of the impacts that wind turbines introduce to communities,and support activities that assist with eliminating these projects in West Elgin. We would also like to take this opportunity to thank all council members for declaring West Elgin an unwilling host to industrial wind turbines. We believe that this is an excellent first step in ensuring that our community remains a viable community that attracts visitors,businesses,as well as ensuring the health and well-being of our residents. As a next step in our mandate,WEROWT would like to propose to council that we take a pro-active approach to prevent industrial wind turbine projects in West Elgin. We would like to support council by assisting in the preparation of a report to the Ontario Power Authority and the Minster of Energy in support of our position against signing any industrial wind turbine projects in our community. We believe that the introduction of any industrial wind turbine projects in West Elgin would have many negative impacts,to mention just a few: Reduction of tourism and potential development. Reduced seasonal population at our 6 campgrounds. Loss of intrinsic value of properties for residents. Destroys West Elgin's unique landscape. Reduction of various unique native bird and other species. Increasing hydro rates. Potential health impacts. The membership of WEROWT is ready and willing to assist council in putting together a case on behalf of the community that outlines our position to the Ontario Power Authority,Minister of Energy,as well as the Ministry of Natural Resources. We would also be willing to assist in other activities that support our mission statement,so please do not hesitate to ask. We will continue to work towards educating the public as well as the relevant government authorities about the negative impact to our community that industrial wind turbines will have if introduced,and look forward to working together with council in this regard. Yours Sincerely, On behalf of the members of WEROWT,��P . Y Ad Mac Ford Jane An erson MINUTES TRI-COUNTY MANGAGEMENT COMMITTEE WEST ELGIN PRIMARY WATER SUPPLY SYSTEM WEST ELGIN COUNCIL CHAMBERS JANUARY 28, 2014 7:00 P.M. MEMBERS PRESENT: Bernie Wiehle Municipality of West Elgin Mary Bodnar Municipality of West Elgin Dug Aldred Municipality of West Elgin Richard Leatham (Late) Municipality of West Elgin Doug Reycraft Municipality of Southwest-Middlesex Vance Blackmore Municipality of Southwest-Middlesex John Kendall Municipality of Southwest-Middlesex Cameron McWilliam Municipality of Dutton-Dunwich Ian Fleck Municipality of Dutton-Dunwich Scott Gawley Municipality of West Elgin ALSO PRESENT: Marigay Wilkins Municipality of Southwest-Middlesex (alternate) Dale LeBritton OCWA Andy Valickis OCWA Susan Budden OCWA Regrets: Norm Miller Municipality of West Elgin Diane Brewer Village of Newbury Steve Pinsonneault Municipality of Chatham-Kent SUBJECT: NOMINATIONS FOR CHAIR AND VICE-CHAIR Scott Gawley opened the nominations for Chair and Vice Chair. Moved by Doug Reycraft Seconded by Mary Bodnar That Bernie Wiehle be nominated as Chair. Carried Motion 2014-01 Moved by John Kendall Seconded by Vance Blackmore That Cameron McWilliam be nominated as Vice Chair. Carried Motion 2014-02 Moved by Ian Fleck Seconded by Dug Aldred That the nominations for Chair and Vice Chair be closed. Carried Motion 2014-03 Page 2 of 3 Bernie Wiehle assumed the position of Chair. SUBJECT: CONFLICT OF INTEREST There were no declarations of conflict of interest. SUBJECT: MINUTES Moved by Ian Fleck Seconded by John Kendall That the minutes of the meeting held on Special Meeting held on December 17, 2013 be adopted as printed and amended. Carried Motion 2014-04 SUBJECT: MONTHLY PLANT PROFILES The Committee received the October to December 2013 monthly plant profiles. SUBJECT: 2013 FOURTH QUARTER OPERATIONS REPORT Dale LeBretton presented the fourth quarter operations report for 2013. SUBJECT: 2013 PERFORMANCE ASSESSMENT REPORT Dale presented the 2013 Performance Assessment Reports. SUBJECT: 2013 BUDGET TO FOURTH QUARTER ACTUALS Dale presented the 2013 Budget to Fourth Quarter Actuals and Tri-County Water will be receiving a rebate for$9,602.86 subject to the final Audit by OCWA. SUBJECT: Primary System — OCWA ENG — Coloured Water Event Review Report prepared by OCWA ENG was presented by Andy Valickis and the recommended additional costs for monitoring will be discussed in 2014 Budget proposal. Moved by Cameron McWilliam Seconded by Doug Reycraft That the expenditure for a continuous monitoring system as outlined in the report of OCWA ES, dated January 2014, be deferred to the 2014 Budget process. Carried Motion 2014-05 SUBJECT Preliminary Financial Statement to December 31, 2013 Scott presented a Preliminary Statement. The water revenues for December 2013 will need to be reflected along additional invoices were received today. Page 3 of 3 SUBJECT: Correspondence Moved by Mary Bodnar Seconded by Ian Fleck That the correspondence from Township of Southwold dated December 24, 2013 be received. Carried Motion 2014-06 SUBJECT: NEW MANAGEMENT AGREEMENT A proposal from the Municipality of Dutton-Dunwich on the Transfer of the Iona Meter Chamber to their ownership was presented as follows: That this committee approves the following: Transfer the Iona Chamber/Interconnect to the full ownership of the Municipality of Dutton/Dunwich for the fee of$1.00, including all electronic/digital panels and other equipment situated therein/on and which presently belongs to the Tri-County Water committee, said transfer to include full control of operations at that location. Further that David Woodward, LL.B. be authorized to prepare the necessary legal documentation to effect this transfer and the cost to be borne by the member municipalities of this committee. Dutton/Dunwich further states that it does not wish to have a minimum water volume stipulated in the new water agreement being prepared, to be taken from the Tri- County System. The committee agreed to table the proposal until the next meeting. SUBJECT: ADJOURNMENT Moved by John Kendall Seconded by Dug Aldred That this meeting be adjourned at 8:50 p.m. to meet again on March 13, 2014 at 7:00 p.m. Carried Motion 2014-07 Bernie Wiehle-Chairperson Scott Gawley-- Recording Secretary 607 West Elgin Arena Board Regular Session March 112014 This Regular Session of the West Elgin Arena Board was called to order at 9:30 am with the following members present; Dug Aldred, Mary Bodnar,Alphonse Willie, Bob Purcell and Recreation Superintendent Jeff Slater. Item#1 Disclosure of Pecuniary Interest: None noted. Item#2 Delegations: No delegations were present. Item#3 Adoption of the Minutes; Moved By:Alphonse Willie Seconded By: Dug Aldred The West Elgin Arena Board resolves that the minutes of February 4 2014 be approved as presented. CARIED Item#4 Accounts and Financial Reports: Moved by: Bob Purcell Seconded By: Dug Aldred The West Elgin Arena Board resolves that the accounts in the amount of$5,026.84 be approved for payment. CARRIED Moved By Alphonse Willie Seconded By: Bob Purcell The West Elgin Arena Board resolves that the Capital/Operating Budget of 2014 be approved as presented and sent to the respective Councils. CARRIED It was suggested by Board members that the Recreation Superintendent inquire as to whether or not West Elgin will let the Board pave then parking lot and pay for it in 2015/16. Item#5 Business Arising from the Minutes: 1. WESC:The Board requested that the Recreation Superintendent send a letter to the West Elgin Skating Club asking what their plan was to satisfy their debt as well as their ability to keep I with invoices. 2. Concession Operators:The Board requested that a letter be sent to Kool's,the Concession Operators regarding the payment of January, February,and March rent. Item#6 Correspondence: No correspondence was presented. -2- item#7 New Business: 1. Men's Tournament:The Recreation Superintendent related the various incidents that took place this past week end during the Men's Tournament. Discussion took place which resulted in the passing of the following resolution: Moved By: Bob Purcell Seconded By: Dug Aldred The West Elgin Arena Board resolves that the men's Tournament operated on March 7 and 8 2014 at the West Elgin Arena not be permitted ice time to host that tournament in future years. CARRIED Item#8 Adjournment: Moved By:Alphonse Willie Seconded BY:Dug Aldred The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:25 am and reconvene April 8 2014 at 9:30 am at the West Elgin Arena or at the call of the chair. CARRIED. MINUTES TRI-COUNTY MANGAGEMENT COMMITTEE WEST ELGIN PRIMARY WATER SUPPLY SYSTEM WEST ELGIN COUNCIL CHAMBERS SPECIAL MEETING MARCH 13, 2014 7:00 P.M. MEMBERS PRESENT: Bernie Wiehle Municipality of West Elgin Mary Bodnar Municipality of West Elgin Norm Miller Municipality of West Elgin Dug Aldred Municipality of West Elgin Richard Leatham Municipality of West Elgin Doug Reycraft Municipality of Southwest-Middlesex John Kendall Municipality of Southwest-Middlesex Vance Blackmore Municipality of Southwest-Middlesex Cameron McWilliam Municipality of Dutton-Dunwich Ian Fleck Municipality of Dutton-Dunwich Amos Fennel Village of Newbury (alternate) ADMINISTRATION: Scott Gawley Municipality of West Elgin Norma Bryant Municipality of West Elgin The Chairman opened this special meeting. SUBJECT: IONA INTERCONNECT Doug Reycraft tabled a proposal for the inclusion in the New Water Board Agreement regarding the transfer of the Iona Chamber/Interconnect. This proposal includes a requirement that each member agrees to a minimum annual purchase of 75% of the average of its 2011, 2012 and 2013 consumption from the West Elgin Primary Water System. New sections 33(f) and 33(g) were added as well. Cameron McWilliam noted that this proposal has given flexibility and all members have the same rules. The Chair noted that previously a concern was raised by our engineer regarding operation. It was noted that MOE would have to amend our CofA and they will ensure everything is operating in accordance with the Act. The agreement with the Elgin System needs to be revised to reflect the transfer of the Interconnect to Dutton Dunwich. Page 2 of 2 Moved by Doug Reycraft Seconded by Vance Blackmore THAT the Committee approves the following: Transfer the Iona Chamber/Interconnect to the full ownership of the Municipality of Dutton/Dunwich for the fee of$1.00, including all electronic/digital panels and other equipment situated therein/on and which presently belongs to the Tri-County Water committee, said transfer to include full control of operations at that location; That the proposal from Southwest Middlesex be accepted and that these changes be incorporated into the draft agreement; AND further that the three clauses proposed by Dutton/Dunwich in their letter dated January 28, 2014 be included in the draft agreement. Carried Motion 2014-08 SUBJECT: 2014 BUDGET Scott Gawley asked for direction from the Committee when this transfer would come into effect as this would affect the budget. It was agreed to use July Vt. SUBJECT: NEXT MEETING There is a need to change from the April 22nd meeting date. Newbury Council meets April 16th where they will discuss the management agreement. The committee will meet again on April 17th instead of April 22na SUBJECT: ADJOURNMENT Moved by Cameron McWilliam Seconded by Ian Fleck That this special meeting be adjourned at 8:07 p.m. to meet again on April 17, 2014 at 7:00 p.m. Carried Motion 2014-09 Bernie Wiehle-Chairperson Norma Bryant — Recording Secretary