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May 22, 2014 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING MAY 22, 2014 Council Chambers, West Elgin Municipal Building --------------------------------------------------------------------------------------------------------------------- DISCLOSURE OF PECUNIARY INTEREST APPROVAL OF AGENDA MINUTES (Al —A16) *May 8, 2014 Council *May 8, 2014 Committee of Adjustment (260 Finney Street) *May 13, 2014 Special Council meeting BUSINESS ARISING FROM MINUTES DELEGATIONS 9:30 a.m. Wendie Dupuis, Lakewood Trailer Park 9:30 a.m. Proposed Severance — Lot 19, Concession 7 (Dieker) (131) 11:00 a.m. Laverne Kirkness — Seaside Developments - update 11:30 a.m. Elgin St. Thomas Public Health — presentation on "Nutritious Food Basket" PLANNING: (131-133) 1.* Report re: Proposed Severance — Lot 19, Concession 7 (Dieker) 2.* Report re: Site Plan Approval — Hibernia Winery 3.* Report re: Amendment to Zoning By-law— Lakewood Trailer Estates REPORTS: (C1-C10) 1. ROADS a) *Report re: Quotations for truck May 22, 2014..........Page 2 2. RECREATION a) *Report re: Purchase of a Sub-Compact Tractor 3. WATER DISTRIBUTION SYSTEM a) *Report re: Purchase of van 4. WASTEWATER 5. BUILDING 6. BY-LAW ENFORCEMENT 7. DRAINS a) Drainage Apportionment— Morden and Smith Drains (Bandeen) 8. WEST ELGIN PRIMARY SYSTEM 9. ADMINISTRATION a) *Interim Report— Ontario Sport and Recreation Communities Fund 10. ACCOUNTS . CORRESPONDENCE: (D1-D3) RECOMMENDED TO ACCEPT & FILE: 1. VON Canada — 15th Annual VON Great Community Run Walk `n' Roll — June 22nd, Lions Park, Mt. Brydges; 2. Ministry of Citizenship and Immigration — Ontario Medal for Good Citizenship; 3. AMO • Watch file — May 8, 2014; • Request for Nomination 2014-2016 AMO Board of Directors; • AMO Watch file — May 15, 2014; May 22, 2014..........Page 3 BY-LAWS: By-law No. 2014-34 Remuneration for Seasonal Employees for 2014 By-law No. 2014-35 Alternative Voting Method By-law No. 2014-36 Authorize agreement with Intelivote System Inc. By-law No. 2014-37 Zoning Amendment (1273969 Ontario Inc) By-law No. 2014-38 Amend Human Resources Policy— Boot allowance, cell phones MINUTES (E) NOTICE OF MOTION (F) OTHER BUSINESS: (G1) 1. *Candidate Information Session — June 17th, 7:00 p.m., Dutton Community Centre *Information enclosed CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS 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 June 12, 2014 Council June 26, 2014 Council Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Municipality to remove it. Questions about the collection of personal information may be directed to the Clerk. L' MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS MAY 8, 2014 PRESENT Mayor Bernie While, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT Scott Gawley,AdministratorfTreasurer Norma Bryant, Clerk Lee Gosnell, Public Works Superintendent CALL TO ORDER The Mayor called the meeting to order at 9:30 a.m. DECLARATION OF PECUNIARY INTEREST None declared ADOPTION OF AGENDA RES. NO. 1 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for May 8�h, 2014 as printed and circulated with the following addition: • By-law No.2014-17—Zoning Amendment-Bandeen DISPOSITION: Carried APPROVAL OF MINUTES RES, NO,2 Moved by Bodnar Seconded by Leatham RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: April 24, 2014 Council April 24, 2014 Public Meeting—Zoning Amendment (Fleming) DISPOSITION: Carried BUSINESS ARISING FROM MINUTES DELEGATIONS 1:30 p.m. Council recessed the meeting to sit as Committee of Adjustment and resumed their meeting thereafter. May 8, 2014 .....Page 2 of 12 REPORTS 1. ROADS a)Monthly Report RES. NO. 3 Moved by Aldred Seconded by Leatham RESOLVED that the April 2014 Roads Report be received. DISPOSITION: Carried b) Report—Parking on Furnivai Road RES. NO.4 Moved by Miller Seconded by Leatham RESOLVED that the report from the Clerk and Public Works Superintendent re: Parking on Furnival Road be received. THAT Council approves the request for"No Parking"for a distance of 43 metres in front of Fairies' 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. DISPOSITION: Carried c Report—Streetlight Replacement RES. NO.5 Moved by Bodnar Seconded by Miller RESOLVED that the report from the Ad min istrator/Treasurer re: Streetlight Replacement be received; THAT Council approve the purchase of 17 Streetlights, Photocells and arms from Lighting Design Groups for$10,171 (including freight)plus taxes for Queen Street. DISPOSITION: Carried 2. RECREATIONIEMERGENCY MANAGEMENT a) Monthly Report RES. NO. 6 Moved by Aldred Seconded by Miller RESOLVED that the Recreation Report dated May 8, 2014 be received. DISPOSITION: Carried 3.WATER DISTRIBUTION SYSTEM a)Monthly Report RES. NO.7 Moved by Leatham Seconded by Miller RESOLVED that the April 2014 Operations Reports for the West Elgin Distribution System be received. DISPOSITION: Carried 4 43 r May 8, 2014 .....Page 3 of 12 b) Report—Water Billing Cycles RES. NO. 8 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Administrator/Treasurer re: Water Billing Cycles be received; THAT Council approve the change in the water billing cycle to bi- monthly starting with the June 11,2014 water billing being the last monthly billing and August 13,2014 being the first bi-monthly water billing. DISPOSITION: Carried 4.WASTEWATER 5. BUILDING a) Monthly Report RES. NO. 9 Moved by Miller Seconded by Leathern RESOLVED that the Building Report for April 2014 be received. DISPOSITION: Carried 6. BY-LAW ENFORCEMENT a) Monthly Report RES. NO. 10 Moved by Miller Seconded by Bodnar RESOLVED that the By-law Enforcement Report for April 2014 be received. DISPOSITION: Carried 7. DRAINS a) Quotation for Drainage Maintenance RES. NO. 11 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of Dave Lilley and Sons for drain maintenance in the following: 1. 4X4 backhoe $65.00/hr+HST Labourer $30.00/hr+HST 2. 2—wheel backhoe $65.001hr+HST 3. track excavator $100.00/hr+HST Move in charge $100.00+HST 4. tandem dump truck $70.001hr+HST DISPOSITION: Carried May 8, 2014 .....Page 4 of 12 8. WEST ELGIN PRIMARY SYSTEM a) Report—Tri County Water System RES. NO. 12 Moved by Miller Seconded by Leatharn RESOLVED that the report from the AdministratorlTreasurer re: Tri County Water System be received; AND that the necessary by-law to create a Joint Municipal Service Board for the provision of water utility services be brought forward. DISPOSITION: Carried 9.ADMINISTRATION a) Application for Tile Drain Loan—Lot 1 Concession 7 RES. NO. 13 Moved by Leatham Seconded by Aldred RESOLVED that the Municipality of West Elgin Council approve the application of Jeffrey Voros for a tile drain loan, not to exceed the amount of$50,000.00 for land in Lot 1, Concession 7, subject to Provincial Policy at the time of the issuing of the debenture and the availability of funds from the Province of Ontario. DISPOSITION: Carried b Report—Elgin Election Joint Compliance Audit Committee RES. NO. 14 Moved by Miller Seconded by Leatham RESOLVED that the report from the Clerk re: Elgin Election Joint Compliance Audit Committee be received. AND that the necessary by-law to adopt the terms of reference be brought forward. DISPOSITION: Carried c) Report—Compliance Audit Committee Appointments RES. NO. 15 Moved by Aldred Seconded by Bodnar RESOLVED 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. DISPOSITION: Carried d) Report—Canada Day, Miller Park,West Lorne RES. NO. 16 Moved by Miller Seconded by Aldred RESOLVED that the report from Administration re: Canada Day be received; A 57 May 8,2014 .....Page 5 of 12 RES. NO. 16 cont'd THAT Council approves the activities for Canada Day celebrations at Miller Park,West Lorne on Tuesday July 1, 2014. DISPOSITION: Carried e Report—Capping and Claw Back Tax Rates RES. NO. 17 Moved by Leatham Seconded by Miller RESOLVED that the report from the Administrator/Treasurer re: Capping and Claw Back Tax Rates be received; THAT Council 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. DISPOSITION: Carried f) Report—Yearend Surplus RES. NO. 18 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Administratorfrreasurer re: Yearend Surplus be received; THAT 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. DISPOSITION: Carried g) Report—2014 Budget RES. NO. 19 Moved by Leatham Seconded by Miller RESOLVED that the report from the Administrator/Treasurer re: 2014 Final Budget be received; THAT Council adopts the 2014 Budget for Operations and Capital as revised; AND that the necessary by-law be brought forward. DISPOSITION: Carried h) Report—Office Renovations RES. NO. 20 Moved by Aldred Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin accepts the quotation of A& M Lumber in the amount of$12,500.00 plus taxes for office renovations. DISPOSITION: Carried i)Report—Hours of Operation for Service Ontario RES. NO.21 Moved by Aldred Seconded by Bodnar RESOLVED that the report from the Administrator/Treasurer re: Hours of Operation for Service Ontario be received; THAT Council approves the reduction of Saturday operations for Service Ontario starting June 28, 2014. AND that hours remain 9:00 a.m. to 5:00 p.m. Monday to Friday. DISPOSTION: Carried May 8, 2014 .....Page 6 of 12 10. PLANNING a) Report-260 Finney Street—Deeming By-law RES. NO.22 Moved by Aldred Seconded by Bodnar RESOLVED that the report from the Clerk re: Deeming By-law— 260 Finney Street be received. AND that the necessary by-law to deem lands owned by 1116732 Ontario Limited not to be part of a registered plan of subdivision be brought forward. DISPOSITION: Carried b) Report—Application for Minor Variance RES. NO.23 Moved by Miller Seconded by Leatham RESOLVED that the report from Monteith Brown re: Application for Minor Variance A112014—James R. Johnston(Canadian Collison) be received. DISPOSITION: Carried 11.ACCOUNTS RES. NO. 24 Moved by Miller Seconded by Leatham RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#5 amounting to$241,999.63 in settlement of General, Road,Water, and Arena Accounts (including cheques#16599-16661) DISPOSITION: Carried CORRESPONDENCE: 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 RES. NO.25 Moved by Miller Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin gives approval to the Rodney Aldborough Agricultural Fair to hold a"Beer Garden"in a fenced off area in the front of the grandstand on the track on September 12`h, 2014 from 7:00 p.m.to 12:00 a.m. DISPOSITION: Carried 5. Rodney Aldborough Agriculture Society--request for road closure for parade May 8, 2014 .....Page 7 of 12 RES. NO.26 Moved by Leatham Seconded by Miller RESOLVED that Council of the Municipality of West Elgin supports the request of the Rodney Aldborough Agricultural Society to close Furnival Road from Queen Street to Victoria Street on Saturday September 13th, 2014 from 12 p.m. (noon)to 1:00 p.m. DISPOSITION: Carried 6. Cement Association of Canada—request support to defer changes to the Ontario Building Code 7. Elgin County Land Division Committee-Notice of Application for Consent— Application#E22/14--Barfett/VandenDries RES. NO. 27 Moved by Miller Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application 22114 applied for by Allan Barfett and Shayne VandenDries. In accordance with Section 6.2.9(surplus farm dwellings)of the Municipality of West Elgin Official Plan, Council supports application E22/14 subject to the following conditions: 1. Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments 3. Subject to drainage outlet&drainage agreement, if required 4. Subject to requirements of the Municipal Road Department regarding access to severed and retained lots and/or drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water and/or sewer connection fees, if applicable 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement. 8. Two copies of the registered reference plan,together with a copy of the said plan showing the locations and dimensions of all buildings and structures, are submitted to the satisfaction of the municipality 9. Taxes to be paid in full DISPOSITION: Carried 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.O.2001 to permit electronic meetings 11. Jill Soos—request for turn-around at end of Monroe Street at the Hub 12. WEROWT—Industrial Wind Turbine Projects proposed for West Elgin May 8, 2014 .....Page 8 of 12 RECOMMENDED TO ACCEPT& FILE: 13. 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 14. College of Physicians and Surgeons of Ontario—Council award RES. NO.28 Moved by Miller Seconded by Leatham RESOLVED that the above correspondence items numbered 1, 2, 3, 6, 8, 9, 10, 11, 12-14 be received and filed. DISPOSITION: Carried BY-LAWS 1. By-Law No.2014-25—Budget By-law RES. NO. 29 Moved by Bodnar Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to set the 2014 transition ratios and to levy taxes for the year 2014 and to establish special area charges for garbage collection and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: CARRIED RES. NO. 30 Moved by Miller Seconded by Aldred RESOLVED that a By-law to set the 2014 transition ratios and to levy taxes for the year 2014 and to establish special area charges for garbage collection be now read a third time and finally passed, signed, seated and numbered By-law Number 2014-25—Budget By-law DISPOSITION: Carried 2. By-law No. 2014-26—Agreement with AMO RES. NO. 31 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to authorize the execution of an agreement between the Municipality of West Elgin and Association of Municipalities of Ontario and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 32 Moved by Aldred Seconded by Bodnar RESOLVED that a By-law to authorize the execution of an agreement between the Municipality of West Elgin and Association - May B, 2014 .....Page 9 of 12 RES. NO. 32 cont'd of Municipalities of Ontario be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-26– Agreement -AMO (gas tax refund). DISPOSITION: Carried 3. By-law No. 2014-27–Establish Compliance Audit Committee RES. NO.33 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to establish the Elgin Election Joint Compliance Audit Committee and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 34 Moved by Leatham Seconded by Miller RESOLVED that a By-law to establish the Elgin Election Joint Compliance Audit Committee be now read a third time and finally passed, signed,sealed and numbered By-law Number 2014-27– Establish Compliance Audit Committee DISPOSITION: Carried 4. By-law No. 2014-28–Appointment to Compliance Audit Committee RES. NO. 35 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to appoint members to the Elgin Election Joint Compliance Audit Committee and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.36 Moved by Bodnar Seconded by Aldred RESOLVED that a By-law to appoint members to the Elgin Election Joint Compliance Audit Committee be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014- 28–Appointment to Compliance Audit Committee DISPOSITION: Carried 5. By-law No. 2014-29–Deeming By-law RES. NO.37 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to deem two lots on a registered plan of subdivision and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 38 Moved by Bodnar Seconded by Aldred RESOLVED that a By-law to deem two lots on a registered plan of subdivision be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-29—Deeming by-law (Johnston) DISPOSITION: Carried May 8, 2014 .....Page 10 of 12 6. By-law No. 2014-30—Adopt Policy for Short Term Acting Positions RES. NO. 39 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to amend the Human Resources Policy and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES, NO.40 Moved by Aldred Seconded by Bodnar RESOLVED that a By-law to amend the Human Resources Policy now read a third time and finally passed,signed, sealed and numbered By-law Number 2014-30—Adopt policy for short term acting positions DISPOSITION: Carried 7. By-law No. 2014-31 —Joint Municipal Services Board RES. NO.41 Moved by Aldred Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to create a Joint Municipal Services Board for the provision of water utility services and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.42 Moved by Leatham Seconded by Bodnar RESOLVED that a By-law to create a Joint Municipal Services Board for the provision of water utility services be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-31 —Joint Municipal Services Board DISPOSITION: Carried 8. By-law No.2014-32—Adopt Policy for Joe's Bush RES. NO.43 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-Law to adopt a policy for the maintenance of Joe's Bush and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.44 Moved by Aldred Seconded by Bodnar RESOLVED that a By-law to adopt a policy for the maintenance of Joe's Bush be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-32—Adopt policy for Joe's Bush DISPOSITION: Carried A /I May 8, 2014 .....Page 11 of 12 9. By-law No.2014-17—Zoning Amendment(Bandeen) RES. NO.45 Moved by Bodnar Seconded by Aldred RESOLVED that the mover be granted leave to introduce a By-law to amend Township of Aldborough Zoning By-law No. 90-50,to change the zoning of lands in Part of Lot A, Concession 8,from the Agricultural (Al)Zone to the Special Agricultural (A2)Zone and to the'site-specific'Agricultural (A1-99)Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 46 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 A, Concession 8,from the Agricultural (A1)Zone to Special Agricultural (A2)Zone and to the'site-specific'Agricultural(A1-99) Zone, shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2014-17—Zone Amendment —Bandeen DISPOSITION: Carried MINUTES RES. NO.47 Moved by Leatham Seconded by Miller RESOLVED that the minutes of the following committee meetings be received: Tri County Management Committee—January 28,2014 West Elgin Arena Board—March 11, 2014 Tri County Management Committee—Special Meeting—March 13, 2014 DISPOSITION: Carried NOTICE OF MOTION Introduced by Councillor Aldred THAT Council further consider and review the role and or value of Council Representation to the Chamber of Commerce;to be brought forward at June 12, 2014 council meeting. OTHER BUSINESS 1. Council Announcements • Rodney Horticultural plant sale—May 17th at Recreation Centre • Fire Chief Jeff Slater speaking at Horticultural Meeting on May 20tH • Health Fair at Recreation Centre on May 28th, 3:30 to 7:30 p.m. • Chamber of Commerce meeting—resistance from membership to have a council representative on Board of Directors • Request for meeting with Minister re: Beattie Haven—offer to meet with senior staff;wait until after election to consider May 8, 2014 .....Page 12 of 12 CLOSED SESSION RES. NO.48 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: Receiving of advice that is subject to solicitor-client privilege (M.A. s. 239(2)(f) DISPOSITION: Carried RES. NO.49 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin do now rise and report. RISE AND REPORT The Mayor reported that direction had been given to staff and our solicitor. CONFIRMING BY-LAW RES. NO.50 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on May 8t", 2014 and this shall be the first and second reading and provisional adoption thereof DISPOSITION: Carried RES. NO.51 Moved by Leatham Seconded by Miller RESOLVED that a By-law to confirm the proceedings of the meeting held on May 8th, 2014 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-33- Confirming By-law May 8 2014 DISPOSITION: Carried ADJOURNMENT RES. NO.52 Moved by Aldred Seconded by Bodnar RESOLVED that this Regular Meeting of Council shall adjourn at 2:40 p.m.to meet again on May 22, 2014, DISPOSITION: Carried These minutes were adopted on the 22nd day of May, 2014 Mayor Clerk MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN COMMITTEE OF ADJUSTMENT WEST ELGIN COUNCIL CHAMBERS MAY 8,2014 MEMBERS PRESENT: Chairman Bernie Wiehle, Members: Mary Bodnar, Norm Miller, Dug Aldred, Richard Leatharn STAFF PRESENT: Norma Bryant Secretary/Treasurer Scott Gawley Administrator/Treasurer SUBJECT: MINOR VARIANCE APPLICATION A-112014— JAMES R.JOHNSTON (CANADIAN COLLISON) Chairman Wiehle called the meeting to order at 1:30 p.m.to discuss the Minor Variance Application of James R.Johnston (Canadian Collison Services), at 260 Finney Street, West Lorne. The Secretary/Treasurer advised that proper notice had been given under Section 44(5) of the Planning Act and no correspondence was received. 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(M1) 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 10.57 of the Official Plan. pit r May 8, 2014....Page 2 of 2 RES. NO. 1 Moved by Aldred Seconded by Bodnar RESOLVED that the Committee of Adjustment grants the minor variance application from James R.Johnston (Canadian Collison), located on part of Lots 280&281 and part of Anne Street, Plan 75,260 Finney Street,to provide relief under Village of West Lorne Zoning By-law 89-20, specifically Section 10.1.7(b), to permit a rear yard of 6.0 metres(20 ft), subject to the following conditions. Conditions: 1. That addition is constructed in accordance with the plans filed with, and to the satisfaction of the municipality. Reasons: i. The variance is considered to be consistent with the Provincial Policy Statement. ii. The intent of the County of Elgin Official Plan and the Municipality of West Elgin Official Plan is maintained ii. The intent of the Village of West Lorne Zoning By-law is maintained. iii. The variance is considered"minor'given the circumstances iv. The variance is desirable for the appropriate use and development of the lands. Concur in the decision: Mary Bodnar Committee Member Norm Miller Committee Member Dug Aldred Committee Member Richard Leatham Committee Member Bernie Wiehle Committee Member SUBJECT: ADJOURNMENT RES. NO. 2 Moved by Miller Seconded by Leatham RESOLVED that this Committee of Adjustment Meeting held under Section 45(5)of the Planning Act be hereby adjourned. DISPOSITION: Carried These minutes were adopted this 22"d day of May, 2014. Chairman Secretary/Treasurer MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL COUNCIL MEETING MAY 13,2014 PRESENT Mayor Bernie While, 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 5:00 p.m. DECLARATION OF PECUNIARY INTEREST None declared CLOSED.SESSION RES. No. 1 Moved by Leatham Seconded by Miller RESOLVED that the Council of Municipality of West Elgin adjourn to a closed session to discuss: • Receiving of advice that is subject to solicitor-client privilege (M.A. s. 239(2)(e) RES. NO.2 Moved by Bodnar Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried RISE AND REPORT The Mayor reported that direction had been given to the Administrator. APPRAISAL QUOTE RES. NO. 3 Moved by Leatham Seconded by Bodnar RESOLVED that Council accept the quotation of Metrix Realty Group for an appraisal on surplus lands on Havens Lake Road allowance in the amount of$3,000.00 plus taxes and disbursements. DISPOSITION: Carried a May 8, 2014 .....Page 2 of 2 ADJOURNMENT RES. NOA Moved by Aldred Seconded by Miller RESOLVED that this Regular Meeting of Council shall adjourn at 5:40 p.m.to meet again on May 22, 2014. DISPOSITION: Carried These minutes were adopted on the 22"d day of May, 2014 Mayor Cleric 610 Princess Avenue London, ON N6B 2B9 Tel: (519)686-1300 Fax: (519)681-1690 MC Nn E-Mail: mbpcaQmbec.ca blannina consultants Web: www.mbbc.ca PLANNING REPORT- PRE-APPLICATION: Municipality of West Elgin Proposed Severance: Henk&Ans Dieker, Part of Lot 19, Con VII May 20, 2014 Narge of Owner Hank&Ans Dieker _000 Ilcagtr Locat�osl Part Lot 19, Concession VI I Purpose To dispose a surplus farm dwelling (12538 Graham Road) Area(m ) Frontage(m) Depth(m) Area & Dimensions: 7,227 sq m (1.8 ac) 80 m (262 ft) 66 m (217 ft) Existing Buildings: • single unit detached dwelling (circa 1880's) Lands bung + shop con�eyeai,�: • existing piped water supply Other: existing on-site sanitary waste disposal system • existing entrance to Graham Road Area m Frontage m Depth m Area & Dimensions: 34.4 hectares (85 ac) 350 m (1,148 ft) 525 m (1,722 ft) Lands being Existing Buildings: several older storage buildings have been recently removed Ria#am®d + older bank barn and shed—no livestock • lands primarily cleared and in agricultural use Other: . field entrance available from either Graham Road or Downie Line + no change in use proposed • an existing residential lot situated in the northwest corner of the farm severed from the farm by a previous owner •. °Rationale + all relevant criteria capable of being satisfied [Section 51(24)] with the exception of subsection c) whether the plan conforms to the official Planning Act plan and adjacent plans of subdivision, if any; • conformity with West Elgin Official Plan is at issue Page 1 of 3 Planning Report-Pre-Application: Municipality of West Elgin Proposed Severance: Henk&Ans Dieker 20 May 2014 • proposed severance consistent with Section 2.3.4.1.c) PPS 2014 * farm consolidation has occurred restrictive zoning to be applied to lands being retained Designation: • 'Agricultural Area' • proposed severance satisfies Section E1.2.3.4 County Official Plan . restrictive zoning to be applied to lands being Policies: retained to prohibit future dwelling • conformity capable of being maintained. Designation: • `Industrial' • proposed severance would be contrary to the primary permitted uses of areas so designated for commercial and industrial purposes (Section West Elgin Official 6.5.1) Plan Policies: . conformity not capable of being maintained given 'Industrial' designation • if lands were designated 'Agricultural, criteria of Section 6.2.10 capable of being satisfied • conveyed lands would normally require a re-zoning to Special Agricultural (A2). All requirements capable of being satisfied Zoning By-law . retained lands would normally require a re-zoning to 'site-specific' Agricultural (A1-#) for the purposes of restricting a future single unit dwelling. All requirements capable of being satisfied (Section 5) • the Diekers are, based on the information provided, bona fide farm operators who own five farms • a surplus dwelling was also severed at 24618 Argyle Line in 2012 (Application E99112) Other . in all respects the severance would constitute a surplus farm dwelling scenario, aside from the designation of the lands as 'Industrial' in the West Elgin Official Plan. In light of the current designation, conformity with the Plan is not maintained. Page 2 of 3 Planning Report-Pre-Application: Municipality of West Elgin Proposed Severance: Henk&Ans Dieker 20 May 2014 That the proposed consent by Henk & Ans Dieker not be supported and the Elgin Land Division Committee advised accordingly. i. Conformity with the West Elgin Official Plan would not be maintained. ii. The matters set out in the Planning Act would not be satisfied. Granting the severance would potentially compromise and conflict with future uses of the subject lands as iii. contemplated by the Official Plan. (original signed by) Ted L. Halwa, MCIP, RPP. Page 3 of 3 APPLICATION FOR CONSENT '' Municipality Of • Henk &Ans Dieker WEST ELGIN y ,} Part of Lot 19, Can VII FIGURE 1 Municipality of West Elgin ZONING Al AGRICULTURAL M2 FARM INDUSTRIAL RR RURAL RESIDENTIAL ^°�~ uowNie LINES '- �,.. K S ( ,722 ,) -- - k 1 h � Ilnr ` o (EASTERN DIVISIONi) I' -! L OAT` Ar., �4!r, xo LOT 22 M2 H 66 m (x217 ft+) 34.4 ha . (85 ac) mi 7,227 sqm Fv t YI�IJ. 1 .. �k" `.;•:, 'T ? ...A,w -n -1 a ,.[..c;r _� .F.;i Yy ..+ r �v r __y° '�+; r x R IiICHWAY4U1 — _ _ NO F�< �.F�6 m'�S sad' s�''ix y!_ S• ! rr` ,�i NO Lake Erl�e Alrioto ® LANDS PROPOSED TO BE CONVEYED _ 1:5,000 s LANDS PROPOSED TO BE RETAINED Metres planning consultant's .-_..- --'- 0 50 100 150 200 �01Z 610 Princess Avenue London, ON N613 2139 Tel: (519)686-1300 Fax: (519)681-1690 Monteith♦Brown E-Mail: mb c mb c.ca nlannina cnnsultants Web: www.mbpc.ca 20 May 2014 MEMORANDUM #13-2263 TO: Members of Council Municipality of West Elgin FROM: Ted L. Halwa SUBJ: Site Plan Approval - Hibernia Winery (Lawrence & Julie Trickey) — 20219 Talbot Line—Municipality of West Elgin As a result of a review of the draft site plan agreement by the Trickey's solicitor and financial institution, Mr. Trickey has brought to our attention an issue regarding clause 23 (refer attached) pertaining to the responsibilities of any mortgagee, lienholder or encumbrancer in event the lands become vested with it (e.g. through default of the owners). The encumbrancer (in this case TD Canada Trust) is refusing to sign off as required by clause 23 thereby creating an impasse. The only alternatives appear to be for the owner to pay off a line of credit (considered not practical) or to delete the subject clause from the agreement. A review of past site plan agreements reveals few instances where this clause has been included. In this light, and in view of other provisions in the agreement and the Planning Act and Council's strong support of the proposal, it is our recommendation the subject clause be deleted from the agreement. If Council in any event has concerns, it could authorize an increase in the standard financial security (e.g. from $5000 to $10,000) to better safeguard the interests Municipality in the event of a default. We have not sought the opinion of the Trickey's in this regard. In all other respects, the draft agreement is acceptable to the owners and they appear willing to proceed with its execution. (original signed by) Ted L. Halwa, MCIP, RPP Hibernia Winery—West Elgin MONTEITH BROWN PLANNING CONSULTANTS 22 January 2014 page 2 Site Plan.Agreement—Excerpt 23. Owner's Title: The Owners represent and warrant to the Municipality that at the date of this Agreement and at the date of the registration of this Agreement upon title, the Owners are the owner in fee simple of the parcel free from all liens and encumbrances; and the Owners shall cause to be delivered to the Municipality an opinion by a solicitor authorized to practice in Ontario to this effect after and as of the registration of this Agreement upon the title to the parcel. The said opinion shall be addressed to the Municipality in consideration of a fee of One Dollar ($1.00) payable to the solicitor rendering same. If there are any outstanding encumbrances, liens or mortgages, the Owners shall obtain and register a discharge of same or, in the alternative, the Owners shall obtain and register agreements postponing the interest of the lienholder, encumbrancer or mortgagee to the interests of the Municipality. Such postponement agreements to confirm that the lienholder, encumbrancer or mortgagee agrees that in the event the parcel becomes vested in him, the lienholder, encumbrancer or mortgagee shall be required to comply with the terms of this Agreement to the same extent as if he had joined herein as Owner. B3 610 Princess Avenue London, ON N6B 2139 Tel: (519)686-1300 Fax: (519)681-1690 Mont@ith+Brown E-Mail: mbpc(cDmbpc.ca olannina consultants Web: www.mbpc.ca 20 May 2014 MEMORANDUM #13-2286 TO: Members of Council Municipality of West Elgin FROM: Ted Halwa SUBJ: Amendment to the Zoning By-law — Lakewood Trailer Estates Inc. (Wendie Dupuis) — Part of Lot 8, Concession XIV As a result of concerns raised by the owner at the public meeting held on 27 February 2014 with E respect the re-zoning of the subject lands, we have reconsidered our recommendation at the time that the rezoning be subject to the application of the holding symbol. Upon reflection, we are of the view that application of the 'holding symbol is not essential and the by-law could be reasonably adopted without the 'H' being attached. The restrictions governing buildings and structures where a holding symbol applies are quite severe (refer below), prohibiting any buildings or structures without its prior removal including bird watching platforms and washrooms as contemplated by the owner. 3.3 HOLDING ZONES Where a zone symbol listed in Section 3.1 is used in conjunction with the holding symbol "H"as shown on the zoning maps, no lands shall be used and no buildings or structures shall be erected or altered until the "H"symbol is removed in accordance with Section 35 of the Planning Act, R.S.0. 1990, as amended or revised from time to time. The owner is aware that it cannot add camping sites or units without site plan approval. Similarly, a golf course or a marina would not qualify as an accessory use and could not be established or erected without site plan approval. Developing a golf course would nevertheless be very unlikely on the subject lands (too small and too rough) and, in any event, would be within the regulated area of the Lower Thames Valley Conservation Authority. A marina would also be well within the Authority's regulated area. Those particular uses would require the review and approval of the Authority as well as site plan approval. Lakewood Trailer Estates MONTEITH BROWN PLANNING CONSULTANTS 20 May 2094 page 2 Smaller buildings and structures (i.e. incidental in nature) such as bird watching platforms, washrooms, gazebos and other small shelters would, at the discretion of the Municipality's Chief Building Official, qualify as "accessory uses" under the Zoning By-law defined as follows: 2.2 ACCESSORY, when used to describe a use, building, or structure shall mean a use, a building, or structure that is incidental, subordinate and exclusively devoted to a main use, building, or structure and that is located on the same lot.therewith, but shall not include a dwelling unless specifically permitted otherwise by this By-law. Assuming all such buildings and structures met the definition of 'accessory', they could be erected without site plan approval as long as they are in in compliance with the Zoning By-law and are approved by the Conservation Authority if lying within a regulated area. In summary, we believe sufficient controls are in place to control any significant development on the lands without the encumbrances of the `H" symbol which would preclude even small incidental structures from being erected without its removal. A copy of the draft by-law is attached. (original signed by) Ted L. Halwa, MCIP, RPP Encl. ?e 411.IV7 CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY-LAW NO. BEING A BY-LAW TO AMEND THE TOWNSHIP OF ALDBOROUGH ZONING BY-LAW NO. 90-50, AS AMENDED Lakewood Trailer Estates Inc. (Wendie Dupuis) Part of Lot 8 Concession XIV WHEREAS the Corporation of the Municipality of West Elgin has given due consideration to an application for an amendment to the Township of Aldborough Zoning By-law to permit the expansion of the existing and adjacent Lakewood Trailer Estates trailer park for passive recreational purposes; WHEREAS the use is considered to be in conformity with the West Elgin Official Plan and consistent with the Provincial Policy Statement; WHEREAS a public meeting has been held to consider the proposed amendment in accordance with the provisions of the Planning Act; WHEREAS the Council of the Corporation of the Municipality of West Elgin deems it advisable to amend By-law No. 90-50, as amended, being the Township of Aldborough Zoning By-law to zone the said lands for the purposes proposed; NOW THEREFORE the Council of the Corporation of the Municipality of West Elgin enacts as follows: 1. THAT Schedule"A", Map No. 76 to By-law No. 90-50, as amended, is hereby amended by changing from the `site-specific' Lakeshore Residential — Holding (LR-1-H)Zone to the Trailer Paris (TP)Zone those lands outlined in heavy solid lines and described as TP on Schedule "A" attached hereto and forming part of this By-law, and more particularly described as Part 1, Reference Plan 11R-9643, being part of Lot 8, Concession XIV formerly in the Township,of Aldborough, now in the Municipality of West Elgin, in the County of Elgin. 2. THIS By-law comes into force upon the day it is passed in the event an appeal has not been filed with the Clerk within the time prescribed by the Planning Act, R.S.O. 1990, as amended. In the event-an appeal is filed with the Clerk within the time prescribed by the Planning Act, R.S.O. 1990, as amended, the By-law shall be deemed not to have come into force until the appeal has been finally disposed of, whereupon the By-law (except for such parts as are repealed or amended as so directed by the Ontario Municipal Board) shall be deemed to have come into force on the day it was passed. READ a FIRST and SECOND time this day of 2014. READ a THIRD time and FINALLY PASSED this day of , 2014. MAYOR CLERK �I l GRAY-LINE TP CONCESSION XiV LOT 8 is r l This isSoheduie„N„to By-law No. Municipality of WEST ELGIN Passed this day of .2014. SCHEDULE 'A' Mayor !� 1:4,000 Clerk Metres Sfi 0 25 50 100 150 200 250 VnPUUe �� Q a A P R yY � m Q The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: May 22, 2014 SUBJECT: Public Works Pickup Replacement RECOMMENDATION: That Council accept the quote from CoTrac Ford Lincoln Sales of$27,614.00 plus taxes for the 2014 Ford F150 SuperCab INTRODUCTION: Public Works currently operates a 2002 Ford F150 which is in need of replacement. The Superintendent's 2010 pickup will be moved to this "work/patrol truck" position and a 2014 pickup will be purchased to take its place. DISCUSSION: Quotes were received from three vendors: Regular Cab Crew Cab 1. CoTrac Ford Lincoln Sales $27,097.00 $27,614.00 2. McNaughton Dodge Chrysler Inc NIA $28,026.00 3. Disbrowe Chevrolet $28,991.00 $29,073.00 Although the Ford F150 Regular Cab came in $517.00 less than the SuperCab, the added versatility and convenience of the SuperCab make it a much better package for the additional money spent. Respectfully Submitted, Reviewed by: Lee Gosnell Scott Gaw y, C.G.g� Pubic Works Superintendent Administrator/Treasurer The MuniapaRty of Nest ECBin To: The Council of the Municipality of West Elgin From: Recreation Superintendent Jeff Slater Date: May 22 2014 Subject: Purchase of a Sub-Compact Tractor. RECOMMENDATION: That Council authorize the Recreation Superintendent to purchase a john Deere 1025 R Sub-Compact Utility Tractor from Fulline for the purchase price of$ 19,280.00 plus applicable taxes.That the tractor comes complete with a 60 inch auto-connect mowing deck,and an H-120 Loader. INTRODUCTION The purchase of this equipment was included in the 2014 Capital Recreation Budget. DISCUSSION: Three quotations were obtained from local tractor dealers that deal in this type/size of equipment,all had the same specifications, 25 horse power,and loader and mid-mount deck, Hydrostatic Transmission,and preferably a two pedal direction foot control. The quotes are: 1. Fulline: $ 19, 820.00 - 2014-John Deere 1025 R 2. Kucera: $ 16,675.00 - 2014- Kioti CS2410 3. Knapp's Farm Service: $ 18,500.00 - 2012 - Mahindra Max 25 We had the opportunity to drive, sit on and see the actual tractor, [the same model] included in the proposal. In my opinion the tractor from Kucera is a well-built tractor that meets most of the criteria that we are looking for. However it has limited options as far as factory accessories,/ attachments,however there is a possibility of having non-factory accessories and attachments built for this unit. The Mahindra Tractor also well -built, has limited options as far as factory accessories/ attachments,however there is a possibility of having non-factory accessories and attachments built for this unit.The Mahindra Tractor has a treadle foot control pedal,and was also lacking in operator comfort. The John Deere 1025 R is my recommended tractor for purchase. It is not the least expensive but in my opinion offers the best value to the Municipality.This unit comes complete with an auto-connect mid mount mower, should reduce maintenance times,and a host of other factory built accessories and attachments including a snow blower, front blade,and front mount broom,and a debris collection unit.This unit has the two pedal foot control,and was comfortable to sit on. -z- None of the three units as specified has a loader attachment for plowing snow. Respectfully Submitted: Reviewed By: r`r Jeff Slater - cott Gawley, C.G Recreation Superintendent Administrator Tre surer 3�a) ' V ,u P4ri6 •Yfi y � *v The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: May 22, 2014 SUBJECT: Water Customer Service Van Replacement RECOMMENDATION: That Council accept the lowest quote from McNaughton Dodge Chrysler Inc. of $24,140.00 plus taxes for 2014 Dodge (RAM) — CIV (Commercial Van). INTRODUCTION: The 2009 GMC %Ton Van is oversized and not economic for performing the duties of the Water Customer Service Representation. DISCUSSION: Quotes were received from two vendors: 1. McNaughton Dodge Chrysler Inc $24,140.00 2. CoTrac Ford Lincoln Sales $27,057.00 The 2014 budget for this vehicle is $ 25,000,00 and will be delivered in 8 to 12 weeks. A recommendation for the 2009 GMC Van future use will be coming be at the June 12, 2014 Council meeting with other surplus equipment. Respectfully Submitted, Scott Gawley Administrator/Tre urer cqa) . Interim Report OntarioOntario Sport and Recreation Communities Fund 2013-2014 Local/Regional Stream Reporting Pedod:07112/2013 to 03/31/2014 Grant File# 2013-02-1-10012924 _ ......_.._.._......__._.._...._....- - -- - _�— _ — __._..._. ........... — _._.... Instnictions Please refer to your approved 2013-14 OSRCF Application Form for reference purposes when filling out this report. Please ensure you answer each question or indicate"NIA'if It Is not applicable to your project. Relevant sections and questions from the application are indicated in each question in this report. For Section E-Project Financial Information,please additionally complete the Interim/Final Budget Report provided on the Grants Ontario website at: http:Nwww.grants.gov.on.ca/GrentsPortal/eNOntarioGrants/GrantOpportunitiesfPRDR008918 You must also provide all project partners with a copy of this report and all attachments within seven(7)business days of submitting it to the ministry. Records of revenues,purchases and expenditures for this project must be kept and made available for at least seven(7)years after the end of this project. Attach all products generated from this project(i.e,pictures and/or videos taken with proper consent,project evaluations, survey summaries,manuals,presentations,etc.). If they are not available in digital form, please mail a copy to your ministry consultant. Section A : Organization..Information This section displays general information about your organization submitted during the Grants Ontario enrolment process.To make a change to this information, please submit an Assistance Request through the Grants Ontario System.Once the change has been made,all future reports will include the updated information. 1. Organization Name: 2. Organization Legal Name: West Elgin Community Health Centre West Elgin Community Health Centre 3.!pleb Site URL: www.wechc.on.ca Primary Address: 4. Street address 1: (includes Unit/, Street/, P.O. Box, etc) 153 Main Street 5. Street address 2: PO Box 761 6. City: 7. Province: 8. Postal Code West Lorne Ontario NOL2PO Mailing Address: 9. Street address 1: (includes Unit/, Street/, P.O. Box, etc) 153 Main Street 10. Street address 2: PO Box 761 11. City: 12. Province: 13, Postal Code West Lorne Ontario NOL2PO 140,20.02.01 Page 117 r Interim Report Ontario Sport and Recreation Communities Fund 2013-2014 Local/Regional Stream Ontario Reporting PeNod:0711212013 to 03131/2014 p 9 Grant File# 2013-02-1-10012924 Section. � - Report Co_._.. ....... . ................_,.._,._,..........."._.....,..............._........._,.._._....._,......,.._._....._. _._u.._.-_---.....-...._.................. ntact ...Information The contact information in this section is not edltable and is taken from Section F:Application Contact information from your original application form.To make a change to this information,please submit an Assistance Request through the Grants Ontario System. 1.*Salutation: 2.*First Name: 3.*Last Name: 4, *Title: Mrs. Stephanie Skelding Health Promoter/Systems 5. *Phone Number(Work): B. Phone Number(Mobile): 7. Fax Number: 51576817152203 5197682548 8. *Email Address: sskelding @wechc.on.ca ---- .... _..._..._........_...___.._.._........_.- - - — -------- -- -- Section C Project Overview This section is not editable and Is taken from what was submitted in your original application form. 1. Project Name Healthy Beginnings Healthy Life 2. Start Date:(mmldd/yyyy) 3. End Date:(mm/ddlyyyy) 08/01/2013 03/31/2015 4. Project Objectives: Objective#1 of the Healthy Beginnings, healthy life project is to Increase the number of fitness opportunities available to individuals in western Elgin county. Objective#2 is to increase fitness literacy and participation by educating individuals on the importance of lifelong physical activity. Objective#3 to increase capacity of the youth in western Elgin County by including them in the program development and to encourage youth to volunteer more in sports and by offering fitness sessions to children in the area. Objective#4 to reach children and youth that are not currently physically active due to numerous reasons,some of which include limited op#ions for fitness. Objective#5 to provide fitness opportunities to prenatal women and establish fitness goals after the baby is born, increasing women's knowledge of type of physical activities that can be done with the infant, increasing the chances of fitness for life. - Performance Measures _ _-_.._.__.._..._..__..__.._...._...... .........__._.. _._:.___..-_.--......... -�__.__.—__.: _ Below are the performance measures on which you are required to report.You are only required to fill in the"Current Result"column for the specified reporting period.The"Goal" is what your organization Identified on its original application form.The"Previous Result" column is a roll-up of any previous interim report results your organization submitted for this grant. Ministry Provided Performance Metrics 1..:Metrlc 2.Descriptlon: 3: Goal:'.4.Previous.Result 6.*.Current Resuult. 1 A. Total participants Total#people participating in programs 165 77 �.ouaa.oa.o� Page 2 17 .. interim Report ��� Ontario Sport and Recreation Communities Fund 2013-2014 Local/Regional Stream Reporting Period:0711212013 to 03/3112014 Grant File# 2013-02-1-10012924 2 - I. Resources able to #resources developed and.implemented as part 2 2 be shared with the of the project(e.g.; program facilitator guide,.low- sector income access policy) 3 K. Partnerships #partnerships developed and directly involved in 3 4 the project 4 L. Strategies and #strategies/plans developed and implemented. .3 1 . plans , which Will*increase-participation, physical literacy . and/or-capaclty in:the organization (el. municipal facility use strafegy) 5 M. Jobs-project #jobs created to implement the project 1 1 6 N. Jobs-posh #jobs'created which will-continue post project- 1 1 ro'ect . 7 O.Volunteers #volunteers engaged to complete the project 15 7 8 S. Participation #of individual parilcipation opportunities:(each, 2,164 925• Opportunities time activity is undertaken,e.g. 12 persons In a 10 we program once per week counts a6-120 pttftipatfon opportunities) 9 C. New participants #new participants(e.g. new to program, 75 69 beginners, not recently active) 10, D; Opportunities' #programs offered Which remove a barrier andldr 210 25 which'remove improve accessibility(e.g: :AODA; financial or barriers' physical barrier} 11 E. Implementation of #participants in programs focused on 100 46 FMS (0-24 yrs) Fundamental Movement Skills, age 0-24 yrs 12 F. Implementation of #participants,in programs focused on 0 . 0 FMS(25±yrs) . Fundamental Movement Skills, age 25t yrs 13 G. Training in FMS #staff,volunteers, board members trained in 6 11 concepts Fundamental Movement Skills concepts .14 H. Qualified leaders. #persons-receiving training or leadership-staff, 0 11 board members, volunteers,etc. (e.g.quality assurance certification, risk management, coaching certification).' 15 U Resources posted #resources(as above) posted to organization's 2 2 Publicly website Client Provided Performance Metrics 6::MetrlG7 7 :.Descri tion: $..Goal .g: 'revious Result t4• Current Result; �.ao.an.az.oa Page 3 17 Interim Report r OariOntario Sport and Recreation Communities Fund 2013-2014 Local/Regional Stream nto Reporting Pedod:07/92/2013 to 0313112014 Grant File# 2013-02-1-10012924 E ection - Project Financial infj .............._......._..------._..._._.__...---------....__..__.....,._,....._................._..._-----------_.�_.__.�-_._._.............. ..._....... S ormation .................. ... This section summarizes funds provided to date.You are only required to fill out the field called"Expenditures(current period):" Approved Amount: Funds Provided to Date: %of Approved Amount: $45,928.00 $45,929.00 100% Expenditures Incurred Total Requested Amount(from application): $49;340.017 Expenditures(recorded last period): Expenditures(current period): %of Requested Amount: %of Approved Amount: $6,361.87 13% 14% Section F - Project information ..... :...- - ....... ............ - - -- ---- ...__._..._.. .. ...._............. .._.... _.._...__.... The following questions are mandatory to answer.You can type up to 5,000 characters(including spaces)for each answer. 1. Indicate how the project results achieved have specifically addressed the OSRCF priorities(Participation, Physical Literacy, Capacity) identified in your project application. Ref: Section G,0.7 The Healthy Beginnings Healthy Life Project(HBHL) has increased participation by creating monthly physical fitness opportunities for children, youth and prefpost-natal women in 3 communities. Physical literacy is addressed by teaching the participants the recommended physical activity for each of the demographics. Children's group are being taught active start and fundamental movement skills(FMS)by certified instructors. Youth have the opportunity to try a variety of forms of physical activity classes offered by certified instructors and as well, 5 youth have been certified in FMS with project funds. These 5 youth assistwith the children's program . Our hope is that by increasing the number, location and variety of fitness opportunities for the children and youth the sports and recreation sector's future is being strengthened as more individuals have a dedication to lifelong physical fitness. 2. Indicate how results achieved have addressed the objectives and outcomes identified in your application. Include unanticipated outcomes as well as expected outcomes that were not accomplished and why. Ref: Section G,Q. 10 and 14. Objective 1: Since first starting the program, the HBHL project has increased fitness opportunities in western Elgin County by 25 opportunities reducing barriers such as financial and transportation barriers that are present in the western Elgin county region. Each month a youth, children's, prenatal and post-natal session is offered in the communities of Rodney, West Lorne and Dutton. Objective 2: Physical literacy and lifelong physical activity has been discussed at each of the 25 sessions, written .. 1.00.20.0201 Page 4 17 Interim Report OntarioOntario Sport and Recreation Communities Fund 2013-2014 Local/Regional Stream Reporting Period:07/1212013 to 03/3112014 Grant File# 2013-02-1-10012924 instructions hive gone out with evaluations. Objective 3: Five youth volunteers and 4 staff have been certified in FMS,the youth assist in the development and implementation of the children's program on a monthly basis. Youth have also provided input towards youth engagement strategies. Two of our youth FMS volunteers have also joined the Centre's youth advisory committee resulting in further youth capacity building. The HBHL project has required more WECHC staff Involvement as well as staff time. This is more than anticipated due to the large size of the project and the number of children accessing the children's program. Objective 4: Based on response and feedback from parents,the child's program has reached children who were not physically active prior to the program. We have also increased physical activity in our youth leaders, however our structured youth program(Zomba and Kettle bell)has not had a positive response. As a result of this we have opened our youth age group up from 13-19 years to 1024 years of age. We are in our 4th week with the age change and have only seen a slight increase in youth participation. We are currently developing a face book page for the project in hopes of utilizing social media to increase youth participation. We continue to work on youth engagement. Objective 5: Pre/post-natal Pilates and Yoga have been provided. Response from the post-natal women has been as expected however we have not serviced the number of prenatal woman that we had hoped. There has been a barrier in locating a pre/post-natal certified instructor who is willing and able to come to western Elgin county in the evening hours. However,the current 6 weeks of Yoga is being offered in the evening hours with a goal of reaching prenatal women who are still employed. 3. Describe how you have engaged the target sector and project beneficiaries identified in your project application. Attach participant testimonials, if available. Re:Section G, Q.4 and 12. The target sector and beneficiaries have been engaged as follows: Posters have been developed and shared with Physician's offices, local organizations,and posted in local businesses for all beneficiaries.The H13HL project has also been posted on the Active Elgin website @ http:/lwww.aGtiveeigin.ca/. Children 3-9 years of age: Information&posters shared with local schools, advertised in newspaper, promoted at the fail fairs and at all the Centre's children's programs. Youth: Surrey completed at fall fairs, local senior elementary and high school requesting feed back from youth an the type of fitness activities they would like to have access to. The surveys also collected demographic information from youth interested in becoming youth leaders to teach FMS to the children's group. Youth have shared information on the social media networks with friends and a HBHL face book in currently being developed to further engage youth. Pretpost natal: Promoted with local health care providers,at prenatal classes and other programs offered through the centre that reach out to this population. 4. How has your project progressed compared to the Work Plan? Describe any variances that occurred. Ref: Section G. Community Consultation-complete Staff trained-5 staff, exceeded number of staff trained by 3,also trained 6 youth leaders in FMS. *Budget variance"Due to the size of the project more staff and youth leaders are required for Children's programming resulting in additional training and involvement. This was an unanticipated expense,the WECHC's in kind contributions have increased by$4655.62,with the increase of staff involvement. The WECHC covered a portion of the costs for FMS training of additional leaders. Both years of funding for training of FMS have been exhausted from the project. Projector coordinator-in place. "Budget variance"There is a Coordinator salary surplus of$9392.00 which we would like to move to the coordinator salary line for 2014/15. The WECHC had a surplus in staffing dollars for the 2013114 fiscal and was able to cover the cost associated with the Coordinator position for a portion of the fiscal year. Fitness Instructors-ongoing as anticipated. Some difficulty with pre/post natal instructors being available in the evening, 1.00.20.02.01 Page 6 17 Interim Report _ . Ontario Ontario Sport and Recreation Communities Fund 2013-2014 Local/Regional Stream Reporting Pedod:0711212013 to 03/3112014 Grant File# 2013-02-1-10012924 is was an anticipated barrier. Our current session Is running during a even ng hours. Program supplies-start up supplies purchased, ongoing as required. '"Budget Variance**-Sports Equipment In kind increased due to equipment owned by WECHC and Partner organizations being utilized. "Budget Variance**Surplus Sports equipment$173.00 request moving to 2014115 fiscal year. Advertisement-progressing as planned. HBHL fitness program running -first session Dec 6,2013, each of the 4 programs running 3 times per month with each session In a different location. Two of the children's sessions canceled due to weather or school closures. One facility we utilize is a school. Evaluation Process continues Program altered based on participant feedback-Written evaluations not completed at each session. Verbal feedback obtained and adjustments made based on feedback such as separation of 7-9 years of age group from younger children, times of prelpost natal classes and types of activities offered. Continuing with monthly meeting with youth leaders and Centre staff to assess previous month's children's sessions. Final report completed-deadline in the future. **Additional Budget Variance*" Surplus: Display$250.00, Brochures$55.00 not used due WECHC transition to new logo. Advertising$512.00 not used, advertised with WECHC's monthly newspaper publication. Certified Fitness Instructors: youth $330.00 OSRCF), $930.00(cash), Prenatal$330.00(cash)Request to transfer funds to 2014116 fiscal. 5. How have you andldr your project partners acknowledged and promoted the support of the Government of Ontario in project activities?R: OSRCF Terms and Conditions,Article B. The Ontario logo is posted on all marketing, educational and written materials. The Government of Ontario has been and continues to be acknowledged as one of the funders of the project along with the individuals and local organizations who donated money to the project. 6. Provide updates on your project's evaluation plan. Have you conducted an evaluation of your progress? If so, how are you using the feedback received to improve the project for year two?Ref: Section G,Q. 15 Evaluations have been created and sent out to pre/post natal participants, awaiting responses. Evaluation of the children's programming is occurring at the April 2014 sessions. Due to an oversight made by the project lead participants were not surveyed regarding their fitness participation at the start of the program, this is being assessed on the current program evaluation. As mentioned previously in the report adjustments have been made to the program based on participant feed back such as separation of 7-9 years of age group from younger children, times of prelpost natal classes and types of activities offered. �-Section G'-,Declaration f Signing Statement by Grant Recipient On behalf of and with the authority of the recipient, I/we certify that: a. the information given in this report is true, correct and complete in every respect; b. the grant recipient Is aware that the information contained herein can be used for statistical reporting; C. the records of revenues,purchases and expenditures for this project will be kept and available for at least seven(7)years; d. the grant recipient has provided all project community partners with a copy of this report and any attachments. 1.00.20.02.07 Page 61 7 Interim Report Ontario Sport and Recreation Communities Fund 2013-2014 Local/Regional Stream Ontario Reporting Period:07/12/2013 to 03/3112014 Grant File# 2013.02-1-10012924 Additional Signing Authiorlty Salutation: First Name: Last Name: Title: Mr. Andy Kroeker Executive Director Phone Number(Work): Phone Number(Mobile): Email Address. (519)768-1715 x2206 (519)319-4100 akroeker @wechc.on.ca Signature Date/Time Field ,:oa.zo:oz.o� Page 7 17 n 8 FD SAT FA tO c 91 It o Ir o n E 4a g l 9 m C t � O � 5 e 8 � S 6 C 6 C C Ei cr ZL cr IN 3 � O RL . || | � � � � . � . &$ $ ! � § . .f . ■ 22 | � B ■ §■ ! � � m ® - ■. a / 2 \ � § : \ ■s �§a k ■ _ J / f � ■ � ■ _ § " 2 t� § § ■/ . . k � ■-■ \ \| \ 2k§ 2k � . . ■ | \\ / < ■ ■ .: . t ©§ )% ® BB ■E\ � . \ ■■ . . 2r % � ■ ■ § f� � ■ ® § bay \ s � ■ , ) BBS § B � z \ §§ . #■ f f ' Municipality of Dutton Dunwich 0 SO, YOU'RE THINKING OF RUNNING FOR COUNCIL? ; ` Of The Ministry of Municipal Affairs and Housing in conjunction with the Township of 5outhwold,West Elgin and Dutton Dunwich would like to invite you to a Candidate Information Session on: Date: Tuesday,June q,2014 Time: 7-9 pm Location: Dutton Dunwich Community Centre I Scotland Street, Dutton Find out the Roles of Council, Mayor, Staff, School Board Trustees, Nominations (key dates and process), Eligibility, Candidate Duties, Campaign Rules and Election Finances, Compliance Audits and Penalties,Voters List,Scrutineers,Recounts and Resources. For more information please contact the Municipal Office of West Elgin @519-785-0560,Dutton Dunwich @519-762-2204 or 5outhwold @519-769-2010.