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September 11, 2014
MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING SEPTEMBER 11, 2014 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ----------------------------------------------------------------------------------------------------------- DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (A1 — A17) *August 14, 2014 Council *August 14, 2014 Public Meeting — 186 Main Street (Bhatia Veterinary) *August 14, 2014 Committee of Adjustment - 203 Furnival Road (Barrett) *August 28, 2014 Special Council Meeting BUSINESS ARISING FROM MINUTES DELEGATIONS 11:30 a.m. Marlene Van Breda — Streetlight at 211 Queen Street REPORTS (Cl-C11) 1. ROADS a) *Monthly Report b) *Report— Elgin-St. Thomas Cycling Master Plan 2. RECREATIONIEMERGENCY MANAGEMENT a) *Monthly Report b) *Report— Recreation Centre tables September 11, 2014 ............. Page 2 III 3. WATER DISTRIBUTION SYSTEM a) *Operations Report—July 2014 b) *Management Review Minutes —July 22, 2014 c) * Quality & Environmental Management System Policy NOTE: Operational Plan is available on municipal website and at front counter at office. 4. WASTEWATER 6. BUILDING a) `Monthly Report 6. BY-LAW ENFORCEMENT a) *Monthly Report 7. DRAINS 8. TRI COUNTY WATER BOARD 9. ADMINISTRATION a) *Report - Update on Municipal Election b) *Report— Municipal Election 2014 — "Lame Duck" Provisions c) *Report— Changes to Fees & Charges By-law—Administration d) *Report— Policy Changes e) *Report— Infrastructure Grant Funding 10. PLANNING a) *Report— Proposed Meteorological Tower and Further Municipal Action to Prohibit Industrial Wind Turbines 11. ACCOUNTS September 11, 2094 ............. Page 3 CORRESPONDENCE (DI — 139) COUNCIL CONSIDERATION —ACTION RECOMMENDED: 1.* Ursula & Cindy Redman -- letter requesting if municipality would purchase parking lot; 2.* Elgin St. Thomas Public Health — re: Municipal Confinement of Dogs and Cats in Elgin County; 3.* Elgin County War of 1812 Committee — permission to place plaque at Memorial Park; 4.* *West Lorne Heritage Homes — requires for reduced speed sign; 5.* *Recycling Ontario — proclaim Waste Reduction Week; RECOMMENDED TO ACCEPT & FILE: 6. AMO Permanent Ontario Community Infrastructure Fund and Building Canada Fund — Small Communities Fund Announced; Watch file —August 21, 2014; • Policy Update —August 21, 2014; • Watch file —August 28, 2014; • Renewed Provincial Poverty Reduction Strategy; 7. Randy Pettapiece, MPP — Liberals ignore municipalities calls for liability reform — Pettapiece; 8. Elgin County— Dieker Application #40/14- appeal period expired; 9. West Elgin Community Health Centre — Calendar; BY-LAWS: By-law No. 2014-56 Delegate authority to Administrator/Treasurer By-law No. 2014-57 Election -Advance Vote By-law No. 2014-58 Election — Reduced voting hours By-law No. 2014-59 Tile Drainage Loan — Lot 4, Concession 7 (Voros) By-law No. 2014-60 Fees & Charges By-law—Administration By-law No. 2014-61 Changes to Purchasing Policy—AD-1.2, By-law No. 2014.62 Changes to Cell Phone Policy—AD-2.1 By-law No. 2014-63 Changes to Use of Municipal Vehicles — HR-4.7 MINUTES (E1-E2) *West Elgin Arena Board — June 10, 2014 *West Elgin Recreation Committee —July 15, 2014 September 11, 2014 ............. Page 4 NOTICE OF MOTION (F) OTHER BUSINESS (G1 —G2) 1. Council announcements 2. Closed session: • a proposed or pending acquisition or disposition of land (M.A. s.239(2)(c); • receiving of advice that is subject to solicitor-client privilege (M.A. s.239(2)(f) Information enclosed CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: September 12, 2014 Nomination Day September 23, 2014 Tri County Water Board meeting, 7:00 p.m. September 25, 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 Cleric. MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN COMMITTEE OF ADJUSTMENT WEST ELGIN COUNCIL CHAMBERS AUGUST 14,2014 MEMBERS PRESENT: Chairman Bernie Wiehle, Members: Mary Bodnar, Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Forma Bryant Secretary/Treasurer Scott Gawley Administrator/Treasurer Heather James Planner SUBJECT: MINOR VARIANCE APPLICATION A-212014—PAUL BARRETT Also in attendance: Paul Barrett, John Churchill, Sheldon Clausius, Robert Schweitzer, Randy Reiss, Bill Besley Chairman Wiehle called the meeting to order at 9:35 a.m,to discuss the Minor Variance Application of Paul Barrett at 203 Furnival Road, Rodney. The Secretary/Treasurer advised that proper notice had been given under Section 45(5) of the Planning Act. Correspondence was received from the Lower Thames Valley Conservation Authority which indicated no objections. The purpose of the Minor Variance application is to add open, outdoor storage as an accessory use in addition to an existing commercial use on the property, The property is zoned Central Commercial (Cl) in the Village of Rodney Zoning By-law, The C1 zone does not permit open, outdoor storage. The subject lands are situated on the east side of Furnival Road within the geographic Village of Rodney being part of Lot 7, Concession 8. The subject lands have an area of 0.31 hectares (0.78 acres), a depth of 79.3 metres (260.0 ft.) and a frontage of 39.6 metres(130.0 ft.). The parcel is occupied by a building used for commercial purposes. The subject lands have access to Furnival Road an open, maintained County road. The owner will be required to enter into a Site Plan Control Agreement, as a condition of the Minor Variance to regulate open outdoor storage on the property. The subject lands are designated 'Downtown Core' in the West Elgin Official Plan. The granting of minor variances is permitted in accordance with Section 10.5.7 of the Official Plan. Councillor Miller enquired what uses would be permitted. The Planner noted it would be used as part of a commercial use,will limit nuisance and noise, similar to lumber yard. Further we want to ensure it doesn't become a wrecking yard, but the storage is used in the day to day operation of retail sales. Councillor Leatham asked if the owner is agreeable to a site plan. John Churchill, acting on behalf of Mr. Barrett, noted it is going to be easier to know what's allowed. The Planner noted that the site plan will clarify what can be done on property. August 14, 2014....Page 2 of 2 Robert Schweitzer wants the property cleaned up, it disgraces town and devalues their property. The Planner noted that the site plan agreement will be registered on title and is an enforceable document. The Mayor asked if there would be public input into the site plan. The Planner noted that a public meeting is not required; requests should be brought forward today. Councillor Miller asked how it will be determined what is allowed. The Planner stated that it will be specific which commercial products can be stored on the property. Mr. Churchill reported that the business is equipment sales and service. The Planner noted that the goods must be part of retail sales, not used stored, movement of goods is necessary. Mr. Churchill asked about the historic vehicles that are being stored now and being restored. Mr. Barrett receives goods from restaurants, reworks them and resells. He has done a good job of cleaning up the property, trailers are used for storage. RES. NO. 1 Moved by Leatham Seconded by Miller RESOLVED that the Committee of Adjustment grants the minor variance application from Paul Barrett, located on part of Lot 7 Concession 8, 203 Furnival Road,to provide relief under Village of Rodney Zoning By-law 89- 10,to add open, outdoor storage as an accessory use in addition to an existing commercial use. Conditions: 1. That maximum area for accessory open outdoor storage shall be as existed, as indicted on Schedule"A" 2. That a Site Plan Control Agreement for accessory open outdoor storage has been entered into between the owner and the Municipality; 3. That any future development on the property conforms to the provisions of the Zoning By-law; and 4. That the Decision applies only to the proposed development as indicted on Schedule"A"attached to and forming part of this Decision. DISPOSITION: Carried SUBJECT: ADJOURNMENT RES. NO.2 Moved by Bodnar Seconded by Aldred 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 11t"day of September, 2014. Chairman Secretary/Treasurer MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS AUGUST 14, 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 Bruce Boughner, Roads Foreman Jeff Slater, Recreation Superintendent Heather James, Planner 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 Bodnar RESOLVED that the Council of the Municipality of West Elgin approves the agenda for August 14�", 2014 as printed and circulated. 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: July 17, 2014 Council July 17, 2014 Committee of Adjustment DISPOSITION: Carried BUSINESS ARISING FROM MINUTES Council recessed to sit as Committee of Adjustment and to hold a public meeting for a zoning amendment and resumed their meeting thereafter. DELEGATIONS 11_30 a.m. Erica Arnett, Elgin St.Thomas Public Health—Cycling Master Plan Ms.Arnett, on behalf of the Healthy Community Partnerships, presented a PowerPoint presentation on the Draft Cycling Master Plan Report. She outlined the proposed route through West Elgin. West Elgin's routes are phased for action in 20 years. August 14, 2014 .....Page 2 of 10 Ms. Arnett requested that Council pass a resolution to adopt the plan. REPORTS C ROADS a Monthly Repo RES. NO. 3 Moved by Aldred Seconded by Miller RESOLVED that the June and July 2014 Roads Report be received. DISPOSITION: Carried 2. RECREATION/EMERGENCY MANAGEMENT a) Monthly Report RES. NO. 4 Moved by Leatham Seconded by Bodnar RESOLVED that the Recreation Report dated August 14, 2014 be received. DISPOSITION: Carried b? Report—Purchase of Tables for Recreation Centre Council requested more quotes be received for comparison purposes. 3.WATER DISTRIBUTION SYSTEM 4.WASTEWATER 5. BUILDING a) Monthly Reports RES. NO. 5 Moved by Aldred Seconded by Bodnar RESOLVED that the Building Report for June 2014 be received. DISPOSITION: Carried RES. NO. 6 Moved by Leatham Seconded by Miller RESOLVED that the Building Report for July 2014 be received. DISPOSITION: Carried 6. BY-LAW ENFORCEMENT a Monthly Report RES. NO. 7 Moved by Bodnar Seconded by Leatham RESOLVED that the By-law Enforcement Report for June and July 2014 be received. DISPOSITION: Carried August 14, 2014 .....Page 3 of 10 7. DRAINS a Drainage Api2ortionment—Talbot Line Drain Simon RES. NO. 8 Moved by Aldred Seconded by Miller RESOLVED that the Council approves the agreement on share of drainage assessment on the Talbot Line Drain as requested by S & A Simon under Section 65 (2)of the Drainage Act, Concession 12 Pt. Lot 17 Main Drain 050-07810 050-07820 050-078 6.09HA. 0.47HA. 0.75HA Benefit-$0 Benefit-$0 Benefit-$0 Outlet- $12.20 Outlet-$1.35 Outlet-$0.95 Branch "A" 050-07810 050-07820 050-078 0.56HA. 0.471-11A. 0.75HA Benefit-$0 Benefit-$0 Benefit-$0 Outlet- $20.70 Outlet-$11.70 Outlet-$3.20 DISPOSITION: Carried 8. TRI COUNTY WATER BOARD RES. NO. 9 Moved by Leatham Seconded by Miller RESOLVED that Council appoints the following to the Tri County Water Board for the period ending November 30,2014: Bernie Wiehle Norm Miller Dug Aldred Richard Leatham Mary Bodnar(alternate) DISPOSITION: Carried 9.ADMINISTRATION a) Report—Multi-Year Accessibility Plan RES. NO, 10 Moved by Aldred Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin approves the 2014-2016 Multi-Year Accessibility Plan. DISPOSITION: Carried 10. PLANNING a Report—Minor Variance Application—203 Furnival Road RES. NO. 11 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Planner re: Minor Variance Application—203 Furnival Road (Barrett)be received. DISPOSITION: Carried August 14, 2014 .....Page 4 of 10 I b) Report—zoning By-law Amendment Application—186 Main Street RES, NO. 12 Moved by Miller Seconded by Leatham RESOLVED that the report from the Planner re: Zoning By-law Amendment Application—186 Main Street(Bhatia Veterinary) be received. DISPOSITION: Carried c) Report—Proposed Consent Application—Parezanovic Farms Also in attendance: Gary Merritt RES.NO. 13 Moved by Leatham Seconded by Miller RESOLVED that the report from the Planner re: Proposed Consent Application—Parezanovic Farms(Lot 9, Concession 8) be received. DISPOSITION: Carried d) Report—Anti-Wind Turbine Business Plan RES NO. 14 Moved by Miller Seconded by Leatham RESOLVED that the report from the Planner re: Anti-Wind Turbine Business Plan be received and presented to the Deputy Minister of Environment at the AMO conference, August 17, 2014, 12:00 p.m., as amended. DISPOSITION: Carried 11.ACCOUNTS RES. NO. 15 Moved by Aldred Seconded by Leatham RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#8 amounting to $1,532,390.32 in settlement of General, Road,Water, and Arena Accounts (including cheques#17133-17387). DISPOSITION: Carried CORRESPONDENCE: 1. Municipality of Dutton Dunwich—request for support of a resolution regarding Ontario Energy Board 2. Municipality of Dutton Dunwich—Notice of Court of Revision re: McEachren Drain 3. East Village Animal Hospital—offering assistance re: cats 4. Municipality of Halton—request for support of a resolution regarding Bill 83— Protection of Public Participation Act, 2014 5. See-Terra Consulting Group re: Municipal Review of Site Servicing Drawings for Seaside Development) A_7 August 14, 2014 .....Page 5 of 10 RES. NO. 16 Moved by Leathern Seconded by Bodnar RESOLVED that Spriet&Associates be appointed to review and approve engineering submissions for Seaside Waterfronts proposed development in Lot 6, Concession 14; AND that Spriet shall report to Council on these submissions and provide recommendations, conditions of approval, and comments on other related matters as required; And that all costs incurred in this work is the responsibility of the applicant, Seaside Waterfronts Inc. DISPOSITION: Carried 6. Tourism Industry Association of Ontario re:tourism development workshop 7. Town of Penetanguishene—Community School Alliance meeting at AMO 8. Elgin County—Notice of Application for Consent—Application#48114— Vanderloo RES. NO. 17 Moved by Bodnar Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application 48114 applied for by Louise and William Vanderioo. In accordance with Section 10.4.2 of the Municipality of West Elgin Official Plan, Council supports application E48114 subject to the following conditions: 1. Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments 3. Two copies of the registered reference plan are submitted to the satisfaction of the municipality 4. Taxes to be paid in full AND FURTHER the Elgin County Land Division Committee be requested to include the following condition to which the LDC would certify is satisfied; • That the lands being conveyed are merged in the same name and title as the lands to which they are being added; • That Section 50(3) of the Planning Act, R.S.0., 1990, as amended, shall apply to any future transactions or conveyances on the subject lands. DISPOSITION: Carried 9. Lori Parker—request to waive fees yard/craft sale at Recreation Centre RES. NO. 18 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin authorize the waiving of rental fees for the use of the West Elgin Recreation Centre on October 3, 2014 from 3:00 to 9:00 p.m. and October 4, 2014 from 7:00 a.m.to 5:00 p.m.for the Yard/Craft Sale fundraising event. DISPOSITION: Carried 10.Darlene Bastien—Port Glasgow Trailer Park policy 11.Karen Hart--Port Glasgow Trailer Park policy I, —C August 14, 2014 .....Page 6 of 10 12.Christine Hare—Port Glasgow Trailer Park policy 13.Jeff and Andrea Priest—Port Glasgow Trailer Park—Dance weekends 14.Warren Howard—Municipal Challenges created by wind turbines-meeting 15.Municipality of Dutton Dunwich Chamber of Commerce—request for financial assistance for Business Showcase RES. NO. 19 Moved by Bodnar Seconded by Aldred RESOLVED that Council supports the holding of a Christmas Market, instead of an annual Business Showcase, on Saturday November 29th to be held at Dutton Dunwich Community Centre. AND that Council authorizes a grant of$1500.00 to the Dutton Dunwich Chamber of Commerce to assist with organizing the event, advertising and supplies. DISPOSITION: Carried 16.Melanie McLeod—support Community Walk to celebrate International Week of Suicide Awareness RES. NO. 20 Moved by Miller Seconded by Leatham RESOLVED that Council supports the community walk on August 31 st to celebrate International Week of Suicide Awareness DISPOSITION: Carried 17.AMO • The 2014 Provincial Budget; • Watch file—July 17,2014; + Watch file—July 24, 2014; • Watch file—July 31, 2014; • Policy Update—Energy 18. Elgin County—thank you for support of Golf Tournament 19. College of Physicians and Surgeons of Ontario—nomination of a physician for Council Award 20. Elgin County—Notice of Decision—Application No. E 40114(Dieker) 21. Niagara on the Lake—School Closures Reactivate Community School Alliance 22. Southwest Middlesex—School Closures Reactivate Community School Alliance RES. NO. 21 Moved by Leatham Seconded by Miller RESOLVED that the above correspondence items numbered 1,2, 3, 4, 6, 7, 10-14, 17-22 be received and filed. DISPOSITION: Carried The following portion of the meeting was held at the Rodney Fire Hall Training Room August 14, 2014 .....Page 7 of 10 1:30 p.m. Port Glasgow Trailer Park Poll Also in attendance: Planner Heather James Karen Hart, on behalf of the seasonal residents. She believes we are all tourists —a person who travels to a place for pleasure. We support local stores, service clubs and restaurants. We are spending $350,000 in the local economy. In 2004 Chronicle article the number of seasonals was recognized and that our fees are lower than others. We have experienced an increase of 41.2%for sewers. Limiting the number of transients will affect the booth operator. It is impossible to move the trailers with decks, add-a-rooms, sheds and landscaping. An estimate of$9,000 was given to move a trailer in the park. Perhaps we should leave our trailers to the municipality in our wills and the municipality can look after moving them. We are requesting Council rescind the motions and a committee of council be established to look at different solutions. Tom Charleton, on behalf of square dancers. The number of trailers has decreased from 50 to 40 and now 9 allowed. They have presold 40 for May 2015. The park has a great dance hall and they would like to continue there but need the trailer sites. We have been coming for 40 years. RES. NO. 22 Moved by Leatham Seconded by Bodnar RESOLVED that Council table the resolutions passed on June 16, 2014 and July 17, 2014 to new council review; AND that a committee be set up in 2015 to review policy. DISPOSITION: Carried Council returned to the Council Chambers. BY-LAWS 1_By-Law No. 2014-49—Establish Rodney Fire Department RES. NO. 23 Moved by Leatham Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to establish and regulate the Rodney Fire Department and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: CARRIED RES. NO. 24 Moved by Bodnar Seconded by Miller RESOLVED that a By-law to establish and regulate the Rodney Fire Department be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-49-Rodney Fire Department DISPOSITION: Carried I vl� August 14, 2014 .....Page 8 of 10 2. By-law No. 2014-50—Establish West Lorne Fire Department RES, NO. 25 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to establish and regulate the West Lorne Fire Department and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.26 Moved by Aldred Seconded by Bodnar RESOLVED that a By-law to establish and regulate the West Lorne Fire Department be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-50--West Lorne Fire Department DISPOSITION: Carried 3. By-law No. 2014-51 —Zone Amendment—186 Main Street RES. NO. 27 Moved by Leatham Seconded by Miller RESOLVED that the mover be granted leave to introduce a By-law to amend Village of West Lorne By-law No. 89-20, to change the zoning of lands in Lot 38, Plan 72, commonly known as 186 Main Street,from the Central Commercial(C1)Zone to the'site-specific' Central Commercial(C-2)Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 28 Moved by Aldred Seconded by Bodnar RESOLVED that a by-law to amend the Village of West Lorne Zoning By-law No. 89-20 to change the zoning of lands in Lot 38, Plan 72, commonly known as 186 Main Street,from the Central Commercial (C1)Zone to the'site-specific' Central Commercial (C- 2) Zone shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2014-51 —Zone Amendment —Bhatia Veterinary DISPOSITION: Carried 4. By-law No. 2014-52—Amend Human Resources Policy RES. NO. 29 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to amend Human Resources Policy 4.7 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 30 Moved by Miller Seconded by Leatham RESOLVED that a By-law to adopt amend Human Resources Policy 4.7 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-52—Amend HR-4.7 DISPOSITION: Carried A-11 August 14, 2014 .....Page 9 of 10 5. B -law No. 2014-54—A reement- Huver RES. NO. 31 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to authorize the execution of an agreement between the Municipality of West Elgin and Stephen and Krista Huver for the g p transfer of lands commonly known as 231 Graham Road 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 Stephen and Krista Huver for the transfer of lands commonly known as 231 Graham Road be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-54—Agreement - Huver DISPOSITION: Carried i MINUTES RES. NO. 33 Moved by Aldred Seconded by Miller RESOLVED that the minutes of the following committee meetings be received: Tri County Management Committee--April 29, 2014 DISPOSITION: Carried NOTICE OF MOTION OTHER BUSINESS 1. Council Announcements • Chamber of Commerce is planning an All Candidates Meeting in the week of October 14th CLOSED SESSION CONFIRMING BY-LAW RES. NO.34 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on August 14th, 2014 and this shall be the first and second reading and provisional adoption thereof DISPOSITION: Carried RES. NO.35 Moved by Bodnar Seconded by Aldred RESOLVED that a By-law to confirm the proceedings of the meeting held on August 141h, 2014 be now read a third time and ;i August 14, 2014 .....Page 10 of 10 RES. NO. 35 cont'd finally passed, signed, sealed and numbered By-law Number 2014- 54-Confirming By-law August 14 2014 DISPOSITION: Carried ADJOURNMENT RES. NO.36 Moved by Miller Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 2:30 p.m. to meet again for a Special Meeting on August 28, 2014 at 9:30 a.m. DISPOSITION: Carried These minutes were adopted on the 11th day of September, 2014 Mayor Cleric it MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS AUGUST 14, 2014 MEMBERS PRESENT. Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Scoff Gawley Administrator/Treasurer Norma Bryant Clerk Heather James Planner SUBJECT: REZONING--186 MAIN STREET,WEST LORNE (BHATIA VETERINARY) Also in attendance: David Roe, Bill Besley,Amy Dumouchelle, Rajiv Bhatia, Randy Reise. The Mayor called the meeting to order at 9:55 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 and Ministry of Transportation which both indicated no objection. The purpose of the Zoning By-law Amendment application is to amend the Central Commercial (C1) zone of the Village of West Lorne Comprehensive Zoning By-law 89- 20 to permit an additional commercial use, specifically an animal clinic on the subject lands, as well as recognize an existing undersized minimum front yard and side yard setbacks (west side only). The minimum front yard depth and side yard width in the C1 zone is 6.0 metres (19.69'ft.) and 4.5 metres (14.76 ft.); the existing front yard depth is 5.84 metres (19.18 ft.) and the existing side yard width (west side) is 3.42 metres (11.22 ft.).The property was formerly used as a chiropractic clinic. The subject lands are situated on the south side of Main Street within the geographic Village of West Lorne, being Lot 38 in Registered Plan 72. The subject lands have an area of 793.2 square metres (8,537.9 sq. ft.), a depth of 40.0 metres (131.2 ft.) and a frontage of 20.1 metres (66.0 ft.). The parcel is occupied by a building used to be used for commercial purposes. The subject lands have access to an open, maintained County road (Main Street). The subject lands are designated 'Downtown Core' in Municipality of West Elgin Official Plan.The proposed amendment is considered to be in conformity with Official Plan. Councillor Aldred asked if there was an accessory building in the rear. The Planner noted yes. A4 August 14/14...Pg 2 of 2 David Roe, representing the owner, reported that they have reviewed the report and are in agreement. Four parking spaces are available, and were previously. A surveyor's plan has been submitted. Randy Reise asked if there will be a dog run or kennel on the property. Mr. Bhatia noted that everything is inside, no boarding. SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Bodnar Seconded by Aldred RESOLVED that the public meeting concerning a proposed Zoning By-law Amendment for lands located at 186 Main Street,West Lorne (Bhatia Veterinary) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 11'h day of September,2014. MAYOR CLERK i MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN SPECIAL COUNCIL MEETING AUGUST 28, 2014 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT: Scott Gawley Administrator/Treasurer Norma Bryant Clerk Heather James Planner ALSO IN ATTENDANCE: Gary Blazek Planning Consultant Steve Gibson Municipal Solicitor SUBJECT: AGENDA RES. N0. 1 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for the special meeting held on August 28, 2014 as follows: Delegation—9:30 a.m. Presentation by Seaside At the meeting with Ministry of Energy at the AMO conference on Sunday August 17th, Council was advised to submit the Business Plan to Ontario Power Authority by September 2, 2014. Due to the time constraints this item has been added to the agenda. Reports—Administration—Request for Final Municipal. Approval on Wind Turbine Projects Closed Session: • a proposed or pending acquisition or disposition of land (M.A. s.239(2)(c); • receiving of advice that is subject to solicitor-client privilege (M.A. s.239(2)(f) DISPOSITION: Carried DELEGATION: Howard Culligan,Seaside Waterfronts Inc. Also present: Ron Koudys, Bob Walters, Paul Grespan. Mr. Culligan gave a PowerPoint presentation introducing their pro0ject in Lucan and their proposal for West Elgin. He noted that it will take 5 to 6 months to install infrastructure. Phase 1 will service the west table lands, Phase 2 will be the east table lands residential and two years after that the commercial development along Havens Lake Road. Possible delays could occur as a result of agencies appeals/objection; public appeals; slow market sales. They are proposing to build the wastewater treatment plant in phases. A-6 August 28114...Pg. 2 of 3 SUBJECT: WIND TURBINE PROJECTS RES. NO. 2 Moved by Leatham Seconded by Miller RESOLVED that the report from the Administrator[Treasurer re: Request for Final Municipal Approval on Wind Turbine Projects be received; AND that the report be submitted to Ontario Power Authority, along with the anti-wind business plan, received by Council on August 14, 2014; AND that the Province of Ontario provide to the local municipality final approval of wind turbine projects. DISPOSITION: Carried SUBJECT: CLOSED SESSION RES. NO. 3 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • A proposed or pending acquisition or disposition of land (M.A. s.239 (2)(c) • Receiving of advice that is subject to solicitor-client privilege (M.A. s.239)(f) DISPOSITION: Carried RES, NO.26 Moved by Miller 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 our solicitor. SUBJECT: CONFIRMATION BY-LAW RES NO. 5 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the special meeting held on August 28M 2014 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 6 Moved by Bodnar Seconded by Aldred RESOLVED that a By-law to confirm the proceedings of the special meeting held on August 28th, 2014 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2014-54— Confirming By-law August 28 2014 August 28/14...Pg. 3 of 3 SUBJECT: ADJOURNMENT RES. NO. 7 Moved by Miller Seconded by Leatham RESOLVED that this Special Meeting of Council shall adjourn at 11:35 a.m. to meet again on September 11, 2014. DISPOSITION: Carried These minutes were adopted on the 1 1E day of September, 2014. MAYOR CLERK y1. Q �,tc a a u m A The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: September, 2014 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for August, 2014 DISCUSSION: 1. New sidewalks are in place on Graham Road between Jane and Munroe. This completes the concrete work and leaves only landscaping remaining. 2. Henry Road reconstruction is underway, with approx. 75% of the "B" gravel base now complete. 3. Elgin County's sign replacement program is underway in West Elgin. All regulatory signs are being replaced and new supports (posts) are being installed. 4. Annual line painting has been completed. "Stop Blocks" will be painted by West Elgin staff early this fall. 5. Additional operations carried out by public works in August— • Grass mowing • Tree removal • Pothole patching • Catch basin/tile drain repair Respectfully Submitted, Reviewed by, UM Lee Gosnell . Scott Ga ey A, CGA Public Works Superintendent Administrator reasurer ,� 0 F I• V ,YPVNq ,vC ' a° a qP 4 ¢ U = n X1998' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: September 11, 2014 SUBJECT: Elgin-St. Thomas Cycling Master Plan RECOMMENDATION: THAT the following report be received and further; The Municipality of West Elgin Council endorses the Elgin-St. Thomas Cycling Master Plan as presented by Elgin St. Thomas Public Health in principle and adopts the Cycling Master Plan upon the County of Elgin's review process and official adoption, with any amendments/revisions deemed necessary. INTRODUCTION: The purpose of this report is to provide Council with an update of the Cycling Master Plan which was initiated in 2013. Elgin-St. Thomas Public Health in partnership with the County, City of St. Thomas and Elgin's lower tier municipalities developed the Cycling Master Plan to provide a blueprint for future bikeway planning, design and implementation. DISCUSSION: County Council recently supported in principle the Cycling Master Plan and will undertake a 30 day public review process after which County staff will report further to County Council with implementation options. At this stage, support does not bind the County or lower tiers with any financial commitments. The Cycling Master Plan does propose future additional investment of new facilities that will require continued consultation. Any financial commitment required will become part of future budget discussions and also involve project priority discussions. Respectfully Submitted, Reviewed b � � Lee Gosnell . Scott Gawley, C , CGA Public Works Superintendent Administrator[Treasurer Wunicipafity of West Ef�in Tv:Council of the Municipality of West Elgin From: Recreation Superintendent Jeff Slater Date:September 112014 Subject:Recreation Monthly Report RECOMMENDATION: That Council receive and file. INTRODUCTION: Monthly report for August 2014. BACKGROUND 1. The soccer and baseball programs have ended for 2014.The splash pad will be shut down and winterized as soon as the weather becomes such that it is no longer required.The washrooms in the parks will be winterized as they are shut down for the season.Miller Park usually gets shut down once the splash pad is closed,the Marina around October,again depending on the weather. 2. The drain has been repaired at the arena.We know it works well as it has been tested regularly in the past few weeks. 3. The ice is in at the arena,and painted. Our first night of use is September 15.The ice went in with only a few problems;the west dehumidifier requires a new compressor,which has created a few condensation issues within the arena.It was nice to see the return of very hot humid weather just as we were starting to put the ice in, one of the few heat alerts issued this summer occurred this past week. 4. The Rodney Fair is upon us once again,and hopefully the weather will co-operate.The park and associated facilities are prepared and ready to go.We have had challenges in locating light towers this year as many of them are being used on highway projects. S. The Pool has issues of its own.The liner has been cut yet again,and we do have a build-up of water under the liner once again.We had originally thought that the issue of water building up under the liner was a ground water issue,and hopefully it is not.Still the cut in the liner,in three places,is in the deep end.We will have to drain the pool,weld (patch)the holes and partially refill the pool.The pool has been winterized;therefore we will need to utilize a hydrant to re-fill the pool.The entire process will take about three days to complete,and needs to be coordinated carefully,to prevent any damage to the pool. Respectfully Submitted, Reviewed By, Jeff Slater �1'0co Gawley CGA Recreation Superintendent Administrator Treasurer 9Vunicipahty of Nest Elgin in To:Council of the Municipality of West Elgin From:Recreation Superintendent Jeff Slater Date:September 112014 Subject:Recreation Center Tables RECOMMENDATION; That Council accept the quote from ULINE (Brampton) for 26,96 inch x 30 inch ABS folding tables. INTRODUCTION: The Recreation Department has budgeted$8,000.00 plus applicable taxes and handling for new tables at the Recreation Center.Originally the budget was for 34 new tables;however with unforeseen price increases we are able to only purchase 26 and stay within the budget amount. Quote# 1 Mighty Lite: $ 230.85 US Dollars,plus brokerage charge of$ 140.50,plus an additional $939.67.,plus HST. Quote#2 ULINE: $ 305.00 per table,estimated freight cost of$229.00,plus HST. Quote#3 Global Industries: $307.95 per table plus freight,and HST. The Recreation Superintendent recommends the ULINE quote at$ 305.00 per table,these will be shipped from Brampton with an estimated delivery time of 2 to 3 business days, Respectfully Submitted, Reviewed By, i S Gawley CGA Jef Slater Recreation Superintendent Administrator Treasurer ATTACHMENTS: Related estimates x� i+ 1 s �� West Elgin Distribution System Y Operations Report p p July 2014 1 n rF r, + �! 1 f 1 � q I 1 '- F 4i j, I Fi a, Subm�tfied by: F J Cent S i�v C�le46,.WN ater Agency' S ; , t °Dist Iugxust 1,5, 2014' „k "�� '# r W ;Y �� i� .r r x - ,F I x - M2'-A II T,! tli Ir.. IQU Pi i SI� i CLIENT CONNECTION MONTHLY CLIENT REPORT Facility Name: West Elgin Water Distribution System ORG#: 1266 SECTION 1: 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 License,the issues has now been resolved.The entire system received an inspection rating of 99.43%. SECOND QUARTER: APRIL: There were no compliance or exceedance issues reported this month. The non-compliance identified in the MOE inspection report was resolved, by providing the MOE the drawing on April 25tH MAY: There were no compliance or exceedance issues reported this month. JUNE: There were no compliance or exceedance issues reported this month. THIRD QUARTER: JULY: There were no compliance or exceedance issues reported this month. SECTION 2: INSPECTIONS FIRST QUARTER: There were no MOL inspections for the first quarter. The routine MOE inspection began on February 4th and continued into March with the final inspection report received on March 24th, 2014. i SECOND QUARTER: There have been no MOE or MOL inspections for the second quarter. THIRD QUARTER: JULY: �- There have been no MOE or MOL inspections for the month. SECTION 3: QEMS UPDATE FIRST QUARTER: The internal audit is scheduled for April 15t SECOND QUARTER: Internal Audit was conducted by Rick Turnbull on April 1St, 2014. The final audit report hasn't been issued, once received a management review will scheduled and conducted prior to the expected external audit in August. THIRD QUARTER: JULY: The Internal Audit Report was received. There were no non-conformances and 28 opportunities for improvement identified. These were all addressed in the Management Review that was conducted on July 21, 2014. Revisions were made to the Operational Plan based on the audit results. The revised Operational Plan was provided to the external auditor along with other requested documents for the external audit surveillance audit on August 1St SECTION 4: PERFORMANCE ASSESSMENT REPORT(see attached Round Sheets) FIRST QUARTER: There were no issues with water quality for the first quarter. SECOND QUARTER: Annual spring flushing was conducted in the system. The Rodney Tower experienced suspected thermal turnover May 26-27th, causing low chlorine. The area was flushed and residuals have been resolved. THIRD QUARTER: JULY: The Rodney Tower has had lower residuals, but has been managed through flushing and filling cycles of the Tower. SECTION S. OCCUPATIONAL HEALTH &SAFETY FIRST QUARTER: There were no hazards identified during the monthly health and safety inspections conducted this quarter. SECOND QUARTER: There were no hazards identified during the monthly health and safety inspections conducted this quarter. THIRD QUARTER: JULY: There were no hazards identified during the monthly health and safety inspections conducted this month. SECTION 6: GENERAL MAINTENANCE FIRST QUARTER: JANUARY: 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 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. ii. 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. MAY: 05, 12, 20, 26: Collected weekly bacti samples in the West Elgin distribution system 02, 05, 07,09, 12, 14, 16, 19, 20, 23, 26, 28, 30: West Elgin Facilities checks and readings 02, 09, 15, 16, 23, 30: Weekly auto flusher rounds in West Elgin 01: Monthly chamber meter readings 01, 06, 26, 27, 28, 29:West Elgin distribution monthly blow off rounds 05, 06, 07, 14, 20,26, 28: West Elgin Distribution monthly sample point rounds 05-16- Systematic flushing and hydrant maintenance preformed on all hydrants in distribution system JUNE: 02, 09, 16, 23, 30: Collected weekly bacti samples in the West Elgin distribution system 02, 04,06, 09, 11, 13, 16, 18, 20, 23, 25, 27, 30: West Elgin Facilities checks and readings 06, 13, 20, 27: Weekly auto flusher rounds in West Elgin 02: Monthly chamber meter readings 19, 24, 25, 26: West Elgin distribution monthly blow off rounds 05, 19, 25: West Elgin distribution monthly sample point rounds THIRD QUARTER. JULY: 07: Collected Schedule 15.1 samples taken 07: Collected Quarterly samples 07, 14,21, 28: Collected weekly bacti samples in the West Elgin distribution system 01, 02, 04,07,09, 11, 14, 16, 18, 21, 23, 25, 28, 30: West Elgin Facilities checks and readings 04, 10, 18, 25: Weekly auto flusher rounds in West Elgin 02: Monthly chamber meter readings 09, 15, 17, 22: West Elgin distribution monthly blow off rounds 07, 08,09: West Elgin Distribution monthly sample point rounds 23: repaired a broken copper line on the control valve at Rodney Tower SECTION 7: ALARM SUMMARY FIRST QUARTER: JAN UARY: 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 MAY: 26, 27: Low Chlorine at Rodney Water Tower due to thermal turnover. Rectified by hydrant flushing. JUNE: 03: Low Chlorine at Rodney Water Tower due to thermal turnover. Chlorine analyzer read 0.23ppm but when tested with handheld, was 0.49ppm. Chlorine analyzer was calibrated. 07: Emergency locate for Hydro One. Hydro One called in an emergency locate at 17 Stinson Street in Rodney due to a hydro transformer leaking oil. On call Operator located water main near dig site, the main was outside their dig zone, and no services were close by. THIRD QUARTER: JULY; _— 27: Power failure @ Rodney Tower-Scheduled power outage-chlorine levels monitored continuously by grab samples SECTION 8: COMMUNITY COMPLAINTS&CONCERNS FIRST QUARTER: JANUARY: 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 10:00am. 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 1.09ppm 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 Cl2 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. MAY: No complaints or concerns this month. JUNE: 30: Responded to a customer complaint for odor in the water at 190 Munroe Street, West Lorne. Hydrant on the corner of Munroe and Ridge St. was flushed for 15mins as well as hydrant at the end of Monroe for 15mins. 30: Responded to a customer complaint of a service leak at 7 Todd Place, West Lorne.Water was leaking from curb box.Two services were repaired at the same site.After services were repaired, hydrant at 22 Todd Place was flushed. Bacti samples were taken after repair, and 24hrs after repair. THIRD QUARTER: JULY: 01: Received complaint of a service leak at 7 Todd Place in West Lorne. Water was leaking from curb box.Two services were repaired at the same site.After repair was completed, hydrant in front of 22 Todd Place was flushed. Bacti samples were taken 24 hours apart upstream and downstream from repair. 07: Met with Operators from Municipality of Dutton/Dunwich at 401 eastbound service centre to respond to low pressure complaints. Interconnecting valve between Eastbound and Westbound was opened. 11. 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O 7 w uCl:9 oC.d CnCn00 � N 0 .0 @ fi C c rt� c`) fD w 0 rn m a ' � t i s i�II h� a ]4,w: � NOW, t5 �n Ns� N' �SL �ir7M1Cr3�vFS"' t I t� t m N D TA d a f�t S { 5 srf 3 .Sn�7sa�f �y�r $,:�,§ N aWA s Vi C O L F p m lb .� N �q E 12 C �t w O N C O O_ C � � 3Oip N'C V to z E; n m � o ONTARIO CLEAN MWER AGENCY I DES aENENT4RIENNA QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM POLICY OCWA's Policy is to: • Maintain and continually improve upon a comprehensive quality and environmental management system (QEMS) to support the delivery of safe, reliable and cost-effective clean water services that protect public health and the environment. • Establish clear objectives against which OCWA's environmental performance can be measured and assessed with the goal of continual improvement. • Understand and comply with applicable legislation and regulations and audit the facilities we operate to ensure compliance. • Utilize a risk-based approach to quality management that accounts for the complexity and specific challenges of providing operation and maintenance services. • Promote client and consumer confidence through service excellence and effective communications. • Collaborate with its clients to prevent pollution and contribute to a more sustainable future by promoting the use of operational efficiencies and improved technology. • Train staff on their responsibilities under the QEMS and how meeting these responsibilities assist with the protection of public health and the environment. • Report on facility performance to its employees, clients and stakeholders. Originally issued as Environmental Policy on June 8, 1995 Re-issued as QEMS Policy on April 6, 2006 Last reviewed, approved by OCWA's Board of Directors on March 27, 2014 (This policy is annually reviewed) 9"% W-7 M AD CL + The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF VILEST ELGIN FROM: JOHN NOOREN, DEPUTY CHIEF BUILDING OFFICIAL DATE: September 11, 2014 SUBJECT: AUGUST BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for August, 2014 No. of Permits Issued for Month of 2014 2013 August SFD New/Additions/Reno 2 Units Demolitions Storage New/Additions Buildings Demolitions Garages/ New 1 Car Ports Demolitions Farm New/Additions 3 3 Buildings Demolitions Other New 1 1 Demolitions 1 1 Septic Permits Renovations Estimated Value for Month of August $278,372.00 $84,000.00 Permit Revenue for Month of August $ 1,783.92 $889.00 I No. of Permits issued for year to date 2014 2013 SFD New/Additions/Reno 14 14 Units Demolitions 4 Storage New/Additions 2 6 Buildings Demolitions Garages/ New 6 3 Car Ports Demolitions Farm New/Additions 9 12 Buildings Demolitions Other New/Additions 4 8 Demolitions 2 2 Septic Permits 4 3 Renovations 10 Estimated Value for Year $ 2,117,584 $2,546,119 Permit Revenue for Year $ 10,470.48 $17,919.75 DISCUSSION: Inspections completed as requested and in accordance with Act. q Respectfully Sub . itted Reviewed by: f � Jg.h�n Nooren Arcott Gawley, .G X. ...,-,'6eputy Chief Building Official Administrator/Treasurer CL -+ � m The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF VILEST ELGIN FROM: NORMA 1. BRYANT, CLERK DATE: SEPTEMBER 11, 2014 SUBJECT: BY-LAW ENFORCEMENT REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for August 2014 BACKGROUND: 303 Grass Compliant CLOSED 304 Untidy and Compliant CLOSED 305 Untidy and Compliant CLOSED 306 Untidy and Compliant CLOSED 307 Untidy and Order Issued OPEN Respectfully Submitted, Reviewed by: Norma 1. B ant Hong Cott Gaw e CP CGA rY Y, , Clerk Administrator/Treasurer 4 MPUNp �� U rry 2 h The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: September 11, 2014 SUBJECT: Update on Municipal Election RECOMMENDATION: That by-laws to provide for advance votes and reduced voting hours, as per attached draft by-laws, be brought forward. INTRODUCTION: Under the Municipal Elections Act (MEA), Council may pass by-laws to establish advance voting periods and reduced voting hours for retirement homes. DISCUSSION: West Elgin is offering paper ballots as well as voting by internet and telephone for the 2014 municipal election. Paper ballots are being offered on Voting Day (October 27th) at two locations being: West Elgin Recreation Centre in Rodney and West Elgin Arena in West Lorne. Under Section 43(1) of the MEA Council shall pass a by-law establishing dates and hours for an advance vote. For paper balloting, an Advance Vote will be held at the municipal office on Saturday October 25th, 2014 from 10:00 am to 4:00 p.m. Under Section 46(3) of the MEA, Council may pass a by-law for a voting place that is only for its residents and provides for reduced voting hours. In past elections, this has applied to Beattie Haven Retirement Community. Paper ballot voting was offered from 10:00 a.m. to 12:00 p.m, (noon) on Voting Day Respectfully Submitted, Reviewed by: Norma I. Bryant, Hon , AMCT Scott Gaffey, C. .A. Clerk Administrator/Treasurer Attachments Draft By-law to provide for advance votes Draft By-law for reduced opening hours THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY-LAW NO. 2014- BEING A BY-LAW TO PROVIDE FOR ADVANCE VOTES FOR THE PURPOSE OF CASTING A PAPER BALLOT TO BE HELD PRIOR TO VOTING DAY. WHEREAS Section 43(1) of the Municipal Elections Act, S.O. 1996 provides that a municipal council shall pass a by-law establishing one or more dates for an advance vote, and the hours during which voting places shall be open on that date or dates; NOW THEREFORE, the Council of the Corporation of the Municipality of West Elgin enacts as follows: 1. An advance vote for the purpose of casting a paper ballot shall be held on Saturday, October 25th, 2014 between the hours of 10:00 a.m. and 4:00 p.m. at the West Elgin Municipal Office, 22413 Hoskins Line, R.R. #1, Rodney, Ontario. READ FIRST AND SECOND TIME ON THE 11th day of September, 2014. READ A THIRD TIME AND FINALLY PASSED ON THE 11th day of September, 2014. MAYOR CLERK ."I ,wor THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY-LAW NO. 2014- BEING A BY-LAW TO PROVIDE FOR REDUCED OPENING HOURS FOR VOTING FOR RESIDENTS OF A.RETIREMENT HOME. WHEREAS Section 46(3) of the Municipal Elections Act, S.O. 1996, as amended, provides that a municipal council may pass a by-law with respect to a voting place that is only for the use of residents of an institution or retirement home regarding reduced opening hours for voting for Municipal Elections. NOW THEREFORE the Council of the Corporation of the Municipality of West F Elgin enacts as follows: 1. Voting at the Beattie Haven Home for the Aged, 23326 Beattie Line, will be between the hours of 10:00 a.m. and 1.2:00 p.m. (noon) on Election Day, October 27th, 2094. READ A FIRST AND SECOND TIME ON THE 11th DAY OF SEPTEMBER, 2014. READ A THIRD TIME AND FINALLY PASSED ON THE 11th DAY OF SEPTEMBER, 2014. MAYOR CLERK G � T\�.av uaerW N A u - The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: September 11, 2014 SUBJECT: Municipal Election 2014 — "Lame Duck" Provisions RECOMMENDATION: THAT a by-law to delegate authority to Administrator/Treasurer be brought forward. INTRODUCTION: Section 275 of the Municipal Act, 2001 outlines the restricted acts of Council after Nomination Day and/or Election Day. This is commonly referred to as a "Lame Duck" Council. This occurs if the new Council will include less than three quarters of the members of the outgoing Council. This applies if there will be less than four returning members. BACKGROUND: Section 275 states: Restricted acts 275. IM The council of a local municipal shall not take any action described in subsection (3) after the first day during the election for a new council on which it can be determined that one of the following applies to the new council that will take office following the election: 1. If the new council will have the same number of members as the outgoing council, the new council will include less than three-quarters of the members of the outgoing council. 2. If the new council will have more members that the outgoing council, the new council will include less than three-quarters of the members of the outgoing council or, if the new council will include at least three- quarters of the members of the outgoing council, three-quarter of the members of the outgoing will not constitute, at a minimum, a majority of the members of the new council. 3. If the new council will have fewer members than the outgoing council, less than three-quarter of the members of the new council will have been members of the outgoing council or, if at least three-quarters of the members of the new council will have been members of the outgoing council, three-quarters of the members of the new council will not constitute, at a minimum, a majority of the members of the outgoing council. Basis for determination If a determination under subsection (1) is made; (a) after nomination day but before voting day, the determination shall be based on the nominations to the new council that have been certified and any acclamations to the new council, or (b) after voting day, the determination shall be based on the declaration of the results of the election including declaration of election by acclamation. Restrictions M The actions referred to in subsection (1) are, (a) the appointment or removal from office of any officer of the municipality; (b) the hiring or dismissal of any employee of the municipality; (c) the disposition of any real or personal property of the municipality which has a value exceeding $50,000 at the time of disposal; and (d) making any expenditure or incurring any other liability which exceeds $50,000. Exception f4lClauses (3) (c) and (d) do not apply if the disposition or liability was included in the most recent budget adopted by the council before nomination day in the election. 4,1 Noting in this section prevents a municipality taking any action in the event of an emergency. this section applies with necessary modification to the council of an upper-tier municipality. Nothing in this section prevents any person or body exercising any authority of a municipality that is delegated to the persons or boy prior to nomination day for the election of the new council. Attached is an article from the Municipal Work publication of October 2013, written by Fred Dean, municipal lawyer. DISCUSSION; The legislation provides that Council may delegate some of its potentially restricted authority as a measure to ensure business continuity over the period, should Council's activities become restricted. The Clerk shall determine whether Council is impacted by Section 275 of the Municipal Act, 2009, known as the "Lame Duck" provision after September 12, 2014 (Nomination Day) and after October 27, 2014 (Election Day). It is noted that part time staff may need to be hired for winter operations during this period. Further, there are staff whose probation lapses during the period as well. Therefore to ensure the efficient operation of the municipality it is recommended that the Administrator/Treasurer be delegated authority to hire or dismiss any employee of the municipality. A draft by-law is attached. Respectfully Submitted, Reviewed by: Norma I. Bryant, Hon A,AMC7 ott Gawley, P , CGA Cleric Administrator/Treasurer Attachments Draft Delegation By-law Article— Fred Dean—"Lame Duck"Council THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN . BY-LAW NO.2014-XX BEING A BY-LAW TO DELEGATE AUTHORITY FOR HIRING AND DISMISSING WHEREAS Section 275 of the Municipal Act, 2001, c,25, as amended, restricts certain acts of Council after Nomination Day and Election Day; AND WHEREAS the restricted acts under Section 275(3) include the hiring or dismissal of any employee of the municipality; NOW THEREFORE THE COUNCIL OF THE MUNICIPALITY OF WEST ELGIN ENACTS AS FOLLOWS: 1. That Administrator[Treasurer be authorized to hire or dismiss any employee as required for the efficient operation of the municipality and be in compliance with the approved 2014 budget. 2. That this delegation is conditional and effective upon the provisions of Section 275 of the Municipal Act, 2001, coming into effect. 3. That this authority is extended only until the first meeting of the new Council. READ A FIRST AND SECOND TIME THIS 11th DAY OF SEPTEMBER,2014 READ A THIRD TIME AND FINALLY PASSED THIS 11th DAY OF SEPTEMBER, 2014. MAYOR CLERK � a by Fred Dean "LAME DUCICCOUNCIL Restricted acts after Nomination Day in Ontario The"lame duck"council provisions certainty have less than 75 percent of the (1)—that the new council will include less that restrict council's powers were members of the old council.Not that it than 75 percent of the outgoing council— completely rewritten in Ontario's "may"have. is satisfied. Municipal Act, 2001 and amended The first thing to do is determine 75 further in 2006.What follows is intended percent of the membership of council. Election Day to provide members of council and For example,75 percent of a council The second analysis must be done on municipal staff a summary of the lame consisting of seven members is 5.25.Thus, election day,after the results are known. duck restrictions and what preparations five members are less and six members are The same question must be asked:Will the need to be made in advance of the election more than 75 percent new council be composed of 75 percent or period.Two questions must be asked when Let's do some examples based on a more of the members of the old council? looking at section 275.First,when does council of seven members,elected by If the answer is`yes"then there is a council become"lame duck"?That is, wards. not a lame duck council.If the answer is under what circumstances is a council There is NOT a lame cluck council in "no,"then council will be restricted in its restricted in its ability to act?The second the following situations: actions;it will be lame duck.Again let's question:how is council restricted? six members are running in elections do some examples: Subsection 275(1),paragraphl deals and one is not running for office;or There is NOT a lame duck council in with the situation where the composition three members are acclaimed and four the following situations: of council does not change.It is this are running for office in elections. six members are returned in elections, situation that is dealt with in this article. In these examples,it cannot be but the mayor lost to a newcomer; Paragraphs 2 and 3 deal with situations determined with certainty that at least two members are acclaimed and the where the size of the new council is 75 percent of the former members will rest are elected;there are no new different from the old council because of be returning to council.Will the new members on the council;or an amalgamation or restructuring. council include less than 75 percent of a councillor ran against the mayor and So,when does a council become lame the outgoing council members?It could, won,and all the other members were duck? but it could also include more than the re-elected. A council can become lame duck in 75 percent.Thus,the answer is no,and, In these examples,it can be determined one or both of two separate time periods. as a result,the outgoing council is not with certainty that 75 percent or more First,the period from nomination day to restricted in its actions during this period. of the members of the old council are election day.In 2014,this period is from There is a lame duck council in the returning as members of the new council. September 12 at 2:00 p.m.to October 27. following situations: Thus,in these examples,the new council The second time period runs from election six members are retiring and one is in is not a lame duck council from the date day to the end of the term.In 20I4,this an election; of the election until the end of the term. second period runs from October 27 the head of council and two members Council's powers are not restricted during to November 30.The clerk must do an are running for office of mayor and this period. analysis after each of these dates. four are running in elections for their There is a lame duck council in the current office;or following situations: Nomination Day two are retiring and five are in The test for this first time period is elections for their current office. whether the new council"will include In these examples,it can be determined less than three-quarters of the members with certainty that less than 75 percent of FRED DEAN is a municipal lawyer who acts exclusively far the of the g council." e use o out g oin il."Thf the current members of council will be benefit of local government.He can be reached at 416-251-8811 or <fdean @cityso licitor.net>. the word"will"suggests that there is a returning to sit on the new council.Thus, determination that the council will with the test in paragraph I of subsection 275 OCTOBER 2013 MUNI ICIPALWORLD 35 l* five members of the old council are hiring for winter maintenance.Subsection and sale in advance of the lame duck elected and two are defeated; 275(6)provides that nothing in this period. E0, four members are acclaimed to section prevents a person or body from In 2006,the province added a their old office and one of the three exercising authority delegated by council. new subsection(4.1),which provides members naming for mayor is elected, Thus,if the power to hire employees has that nothing in section 275 prevents a thus two are defeated;or been delegated to staff,then the fact that municipality taking action in the event O� five members are acclaimed and two council's powers are restricted during of an emergency.What constitutes an have retired. the lame duck period will not restrict emergency?It does not mean merely In these examples,it can be detennined staff from being hired or fired.Large urgent or inconvenient.The best with certainty that less than 75 percent of municipalities have delegated to staff definition for a council to apply is found the current members of council will be this authority to hire and fire,but it is in the Emergency Management and Civil returning to sit on the new council.Thus, important for smaller municipalities where Protection Act,in which"emergency" the test in paragraph I of subsection 275 councils often maintain control of the is defined to mean"a situation or an (1)—that the new council will include less hiring process. impending situation that constitutes a than 75 percent ofthe outgoing council—is It is important to note that council danger of major proportions that could satisfied.Thus,in these examples,the old cannot delegate during the election period. result in serious harm to persons or council is a lame duck council from the The delegation by council must be made substantial damage to property and that is date of the election to the end of the term, before nomination day.Any delegation caused by the forces of nature,a disease and its powers are therefore restricted. will require that council's delegation or other health risk,an accident or an act policy be amended.This could require whether intentional or otherwise." Restricted Acts special notice in accordance with council's Once the determination has been made notice policy. Conclusion with certainty that the council is lame There is another provision that lessens Council and staff should begin duck for either or both time frames,then the impact ofthe restrictions on a lame planning well in advance for the duck council.Subsection 275 4 provides powers are the four restrictions in subsection.(3)will ( )p eventuality of a council whose po apply.These are; that restrictions in clauses(c)and(d)do restricted during the election period. (a) the appointment or removal not apply if the disposition or liability. Once nomination day arrives,the from office of any officer of the was approved by council in the annual first step is for the clerk to do the 75 municipality; budget.The one condition is that council percent calculation;don't round up or (b) the hiring or dismissal of any must have approved the budget before down.Determine whether the council's employee of the municipality; nomination day powers will be limited during both the Thus,a contract could be awarded by a period between nomination and election (c) the disposition of any real or personal lame duck council for an amount in excess day,and then again between election property of the municipality that has of$50,000,so long as the amount was day and the end of the term of the old a value exceeding$50,000 at the time included in the annual budget.The lame council.If it is a lame duck council, of disposal;and duck council would not be able to award there are only four powers of council (d) making any expenditures or incurring the contract,however,if the amount of that are restricted. any other liability that exceeds the tenders or bids exceeded the amount The impact of these restrictions $50,000. included in the budget. is reduced by the ability of council to This is the complete Ilse There are no A frequently asked question is whether exercise powers in those matters that have other restrictions on a council lIs ability to the municipality can close a real estate been previously approved in the annual make decisions or exercise powers. transaction during the lame duck period. budget.Also,council may delegate its The restriction on the hiring or firing The answer is"yes"—assuming that powers before nomination day and the of staff could cause real difficulties for a council passed a by-law approving the person to whom they have been delegated municipality,particularly as many will be execution of the agreement of purchase will be able to act as published in CANADA'S MUNICIPAL MAGAZINE—SINCE 4894 1-888-368-6425 www.municipalworld.com 36 MUNICIPALWORLD OCTOBEfi2013 CA c. If j ti ueahe q N 4 o r � m 2 n U The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: SEPTEMBER 11, 2014 SUBJECT: CHANGE TO FEES & CHARGES BY-LAW- ADMINISTRATION RECOMMENDATION: THAT a by-law to pass a new Fees & Charges By-law-Administration be brought forward. INTRODUCTION: Enquiries from lawyers regarding real estate transactions are now including information about outstanding work orders. DISCUSSION: By-law No. 2012-61 provides for Fees & Charges —Administration. The section regarding work orders refers to Building only. It is proposed that work orders include properly standards, fire, building and drains (maintenance and new drain reports). The fee of $35.00 would not change. Respectfully Submitted, Reviewed by: Norma I. Bryant, Mon A,AMCT cott Gawley, CfCG A Clerk AdministratorlT r Attachments Schedule "A" to By-law 2012-61 SCHEDULE "A"TO BY-LAW 2012-61 ADMINISTRATION $ -Photocopies $0.25 per side Public requiring general info,tax $25.00 per hour info water bills Facsimile fees $1.00 per page receive and transmit NSF cheques $20.00 Tax certificates $30.00 Zoning certificates $30.00 Building-work order en uirles $35.00 Building enquiries, requiring CBO to $50.00 per hour plus mileage inspect site Administration fee when application $50.00 per hour fee has not been collected Copies of combined Zoning by-laws Twp.Aldborough $35.00 and Official Plans documents Rodney $25.00 West Lorne $25.00 Drainage maps $3.00 Marriage licenses $100.00 cash Additions to tax roll-general $20.00 billings due to municipality(e.g. tipping fees water billings) 9-1-1 signs $50.00 for sign and post $30.00 for sign or post Freedom of Information requests Initial request $5.00 plus $30.00 per hour for staff time to research and prepare information requested Cleaning&Clearing of Land By-law Cost for clean-u p plus 15%administration fee Closed Meeting Investigation $25.00 a2plication -integrity Commissioner application $25.00 Property tax sales-processing by $100.00 per property municipal staff APPLICATIONS: Road closure $400.00 DOGS For each neutered male dog-$30.00 For each spayed female dog-$30.00 For each male or female dog not spayed or neutered- $35.00 tad male or female-$40.00 3rd male or female-$50.00 replacement to -$15.00 Administration fee re dogs running at large: $35.00 for second offence to same owner $35.00 for first offence for non-municipal residents, municipal residents who have not purchased a dog to KENNELS $100.00 Preliminary severance applications $100.00 for second and subsequent review by Council for the same property. TRANSIT Round trip $5.00 per person Special trips $25.00 per hour plus$0.70 per km. Mileage $0.70 per km. Dutton/Dunwich users $33.00 pertrip within our service area DRAINAGE Apportionment of drain $35.00 per drain, if unpaid$20.00 additional fee Tile drainage loan $100.00 Plus applicable taxes C q � 4y DF 1y V xPVnE F e N a =` aa 2W ��' rs9a'`'• The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: SEPTEMBER 11, 2014 SUBJECT: POLICY CHANGES RECOMMENDATION: THAT a by-law to authorize the following changes to the Policy Manual be brought forward: AD-1.2 - NEW 3.11 (b) (iii) That should it be determined, by the Administrator/Treasurer, as being beneficial to the municipality, equipment may be sold at a public auction. AD-2.1 REVISION 2.02 (c) Cellular phones have been assigned to the Administrator/Treasurer, Superintendents, Roads Foreman, Customer Service —Water, fire departments. AD-2.1 DELETE 2.02 (q) If damage to a corporate cellular phone occurs outside the course of corporate business and repair or replacement is needed, the employee will be required to personally incur these costs 2.02 (r) While an employee is on holidays, the cellular phone shall be given to the next person in authority who shall be responsible for the taking and responding to calls. HR.4.7 REVISION 2.07 An exception to Section 2.06 is granted to allow employees to drive the vehicle to and from their residences within a 15 km. radius of 22413 Hoskins Line. INTRODUCTION: Upon review of Policy Manual, the Administrator/Treasurer is requesting changes to Purchasing Policy AD-1.2, Use of Cellular Phones AD-2.1, Use of Municipal Vehicles HR-4.7. DISCUSSION: 1. Purchasing Policy AD-2.1 Section 3.11 (b) provides the process for disposal of obsolete, damaged or surplus equipment as follows: The following process shall be used to dispose of obsolete, damaged or surplus equipment: 0) All obsolete, damaged or surplus equipment shall first be offered to other departments within the Municipality. (ii) Where obsolete, damaged or surplus equipment is offered to but not required by any Municipal department, it shall be disposed of by advertisement for public tender and sold to the highest bidder. (iii) Where equipment has been declared obsolete, damaged or surplus by the Superintendent/Fire Chief/Administrator and declined by other departments within the Municipality, and is determined by the Treasurer to have little or no value the equipment is advertised to municipal staff as being for sale and sold to the highest bidder. (iv) Where municipality equipment is declared surplus that is of a specialized nature (such as radio communications, etc.), public advertisement and sale by tender is not required. The Administrator is authorized to negotiate with interested parties and report to Council. It is being suggested that where financially beneficial to the municipality, the option to sell at a public option be permitted; such as in the case of municipal vehicles. The following additional clause is being suggested (after (ii)): That should it be determined, by the Administrator/Treasurer, as beneficial to the municipality, equipment may be sold at a public auction. 2. Use of Cellular Phones AD-2.1 The following changes are being recommended to Section 2.02: (c) Cellular phones have been assigned to the Superintendents, Roads Foreman, roads call-in, roads winter emergency, full-time recreation department staff, full-time water department staff and part-time recreation staff(1). be changed to: (c) Cellular phones have been assigned to the Administrator/Treasurer, Superintendents, Roads Foreman, Customer Service—Water, fire departments. The following be deleted: (q) If damage to a corporate cellular phone occurs outside the course of corporate business and repair or replacement is needed, the employee will be required to personally incur these costs (r) While an employee is on holidays, the cellular phone shall be given to the next person in authority who shall be responsible for the taking and responding to calls. 3. Use of Municipal Vehicles HR-4.7 The following changes are being recommended: 2.06 Personal use of municipal vehicles is prohibited. Non-work related passengers, including family members, shall not be transported in municipal vehicles. 2.07 An exception to Section 2.06 is granted to allow employees to drive the vehicle to and from their residences within a 75 km. radius of 22413 Hoskins Line. Be changed to: 2.07 An exception to Section 2.06 is granted to allow employees to drive the vehicle to and from their residences within a 15 km. radius of 22413 Hoskins Line. Respectfully Submitted, ;Reviewed b Norma I. Bryant, Hong ,AMCT tt Gawley, C A, CGA Clerk AdministratorlTreasurer iy OF L V ppUNp 'vn P a° ry N n � � m The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: September 11, 2014 SUBJECT: Infrastructure Grant Funding RECOMMENDATION: That the AdministratorlTreasurer be authorized to submit an Expression of Interest (EOI) for Infrastructure Renewal Capital Project for the West Lorne and Rodney Wastewater Treatment Plants under the Small Communities Fund (SCF). INTRODUCTION: The Ministry of Agriculture, Food and Rural Affairs has launched two new municipal infrastructure initiatives: 1. $100 million per year new Ontario Community Infrastructure Fund (OCIF), for the first three years of the program, includes both application-based and formula-based components. 2. An intake to identify priority projects for the Small Communities Fund (SCF). Through the SCF, Ontario and Canada will each provide up to $272 million to support projects in municipalities with populations less 100,000. The SCF is part of the federal government's 10 —year Building Canada Fund. The first requirement is for eligible applicants to submit an Expression of Interest (EOI) for pre-screening. Municipalities that pass the E01 process will be given an opportunity to submit a full application. The Expressions of Interest are due September 19, 2014. DISCUSSION: A review of potential projects has been reviewed, along with our Asset Management Plan for consideration to apply for this grant. The major funding short-fall for capital projects is in our Wastewater Facilities. In 2008 and 2009 applications were made to the Community Adjustment Fund and Building Canada Fund for infrastructure renewal to Municipality's two wastewater facilities. Andy Valickis of the Ontario Clean Water Agency (OCWA) was contacted to review the 2008 and 2009 applications (OCWA was involved in the review and writing of the grant applications in 2008 and 2009). An on-site tour was completed on Friday September 5, 2014 with OCWA Engineer to review the current status and needs for the capital improvement plans, along with review for energy efficiency measurements that can be completed to meet provincial legislation for Energy Management Plans. The walk-through and the delivery of the technical memorandum were provided at no cost to the Municipality. OCWA has an agreement with the Ontario Power Authority (OPA) to fund the costs of Energy Efficiency Service Providers (EESP) to undertake Energy reviews of water and wastewater facilities in Ontario. The tech memo will have to include the following statement: "This project is made possible through the financial support of the Ontario Power Authority". The 2008 plans for the infrastructure renewal that was proposed and currently listed in the Municipality of West Elgin's Asset Management Plan for $4.5 million (with inflation now estimated to be $4.8 million) were reviewed. It is proposed that the project be submitted for the Municipality's Expression of Interest for a phased in approach over the next 5 years. The Municipality currently has $800,000 in reserves for this Infrastructure Project, approximately short $4,000,000 of the projected Project Costs. The SCF funding allows for the project to be constructed over a 5 year period and the municipality's (113) share can be raised through wastewater rates (therefore reducing the financial impacts on the ratepayer). OCWA can provide assistance in preparation of the E01, along with a review of energy savings for a grant from the Ontario Power Authority. Proposed Project Description: The Infrastructure renewal project will be undertaken on the Municipality's sewage system that consists of two collection and treatment systems each serving one of the two urban centres, Rodney and West Lorne. The existing sewage collection systems along with facultative lagoons were constructed in the early 1970's. The existing extended aeration sewage treatment plants were added to the sewage in 1992193. While the sewage facilities have been properly maintained over the years, a number of the components of the treatment plants have exceeded their expected life spans and are now in need of either outright replacement or extension refurbishment. Failure to address these deficiencies will put the two treatment plants in danger of not meeting the established effluent and compliance criteria. In addition, the proposed works will address some health and safety concerns related with older facilities which do not meet today's standards. West Lorne Sewage Treatment Plant—the tertiary effluent filters are no longer operational and need to be replaced with newer filters. The UV disinfection system in the plant needs to be replaced. Without properly operating filters or UV system, the plant is in danger of exceeding the effluent discharge criteria. Rodney Sewage Treatment Plant—the existing mechanical aerators are inefficient and cause operational problems in the winter, and should be replaced with energy efficient fine-bubble aeration system. This would provide savings in power consumption and increased level of treatment during cold weather months. The lagoon decant system requires redesign. Respectfully Submitted, R. Scott iawley, C , CGA Administrator/Tre surer Ministry of Agriculture, Ministbre de I'Agriculture,de h Food and Rural Affairs I'Alimentation et {1 des Affalres rurales 4'R Floor 4e stage Ontario 1 Stone Road West 1 Stone Road West Guelph,Ontario N1 4Y2 Guelph(Ontario)N1G 4Y2 Tel: 519 826-3419 Te1.: 519 826-3419 Fax: 519 826-3398 Te1ec.: 519 826-3398 Rural Programs Branch August 25, 2014 Dear Chief Administrative Officer, Clerk or Treasurer: The launch of two new municipal infrastructure initiatives, targeted towards your community, is a key early step in implementing the 2014 Budget through which the province is committing over$130 billion in infrastructure investments over the next ten years. I am pleased to provide you details on the province's continued support for municipal infrastructure projects through: • the $100 million per year new Ontario Community Infrastructure Fund (OCIF), which, for the first three years of the program, includes both application-based and formula-based components; and • an intake to identify priority projects for the Small Communities Fund (SCF). Through the SCF, Ontario and Canada will each provide up to $272 million to support projects in municipalities with populations less than 100,000. The SCF is part of the federal government's 10-year Building Canada Fund. These programs build on the good work municipalities have been doing to prioritize infrastructure needs through asset management planning. The following supporting materials, which can be found at www.ontario.ca/municipalinfrastructure, are intended to guide municipalities in understanding how to obtain funding from OCIF and SCF: A. Capital Project Selection Process under OCIF and SCF This guide provides information with respect to eligibility requirements, as well as the application process and deadlines for the application component of these two funds. Applications will have a two-stage process. First, eligible applicants must submit an Expression of Interest (EOI) for pre-screening. Applicants that pass this EOI process will be given an opportunity to submit a full application. The application will build on the EOI and will require more detailed project information. Good Things Grow in Ontario A bonne terre. Foodland bons produits ONTARIO 4 8 -2 - B. OCIF and SCF— Expression of Interest Forms Eligible municipalities must submit these forms to be pre-screened for the application- based component of OCIF as well as the SCF. Expressions of Interest are due September 19, 2014, Eligible applicants can submit two projects, one for OCIF, and one for the intake to identify projects under the federal government's SCF. The same project cannot be submitted to both programs; it is the responsibility of eligible applicants to determine the most appropriate project to submit under each program. Please refer to the program guide for more information on the application- based programs. C. OCIF— Formula-Based Component— Program Manual This guide provides information with respect to the allocation of OCIF formula-based funding, its parameters and data sources. It includes an example that walks through the grant calculation step by step. An individual allocation notice and contribution agreement will be sent to you shortly, outlining your municipality's grant for 2014 and the following two years, and the key data used to calculate it. No application is required to access these funds; the full details on conditions to access funding, project eligibility, timing and reporting requirements will be detailed in your contribution agreement. You should review this agreement closely prior to starting any project. Again, the above supporting materials can be found at www.ontario.calmunicipalinfrastructure. Should you require more information, or are unable to access the supporting materials, please call 1-877-424-1300. In addition, we have arranged for a webinar to provide a high-level explanation of the programs and offer the opportunity to answer any questions you may have regarding the programs. The webinar will be scheduled for the week of September 8, 2014. If you would like to register for the webinar, please contact Ariel Freeman-Fawcett at 519-826-6640 or Ariel.Freeman-FawcettDontario.ca. We look forward to continued collaboration with municipalities as we move forward to modernize infrastructure across the Province. Sincerely, Brent Kennedy Director/A, Rural Programs Branch Ministry of Agriculture, Food and Rural Affairs V NPVyP ( Q C N U x fh 2 r O The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Heather James, Planner DATE: September 11, 2014 SUBJECT: Proposed Meteorological Tower and Further Municipal Action to Prohibit Industrial Wind Turbines RECOMMENDATION: 1) THAT this report and attached letter be submitted to Boralex Inc., along with the resolution passed by Council on October 24, 2013 and the anti-wind business plan, received by Council on August 14, 2014; 2) THAT this report be submitted to Joe Preston, Member of Parliament for Elgin-Middlesex-London and Bob Chiarelli, Member of Provincial Parliament and Minister of Energy, along with the anti-wind business plan, received by Council on August 14, 2014; AND, 3) THAT this report be submitted to the Minister of Energy and that the Municipality of West Elgin request a letter from the Minister of Energy which provides clear direction of municipal responsibilities pertaining to the installation of industrial wind turbines, given that the municipality has declared itself an unwilling host. BACKGROUND: On October 24, 2013, Council passed a resolution to be an unwilling host for wind turbines in the Municipality of West Elgin with reasons. Council held a public meeting on September 25, 2013 where numerous reasons were provided by the public against wind turbines in the Municipality. On August 17, 2014, an anti-wind turbine business plan was presented to the Deputy-Minister of Energy at the Association of Municipalities of Ontario Annual General Meeting and Annual Conference, August 17, 2014 at 12:00 pm. The anti-wind business plan, which is focused on the negative impacts to tourism, economic development and natural local beauty, further expanded upon Council's resolution, passed on October 24, 2013, that the Municipality of West Elgin would be an unwilling host for wind turbines projects. The Deputy-Minister of Energy accepted the anti-wind business plan and was receptive to the Municipality's anti-wind turbine position. PROPOSED METEORLOGICAL TOWER FOR WEST ELGIN: A building permit application has been submitted by Boralex Inc. for a proposed meteorological tower in the municipality. The purpose of the flower is to measure the wind in the municipality to determine if this area is suitable for industrial wind turbines.The tower is proposed to be eighty meters in height. Boralex Inc. has submitted land use-proposal forms to Navigation Canada and Transport Canada to acquire height clearances. I have reviewed our Zoning By-law and all other municipal By-Laws and unfortunately, the tower is permitted. The municipality in the past has allowed a meteorological tower (about 5 or 6 years ago). Municipal staff has also received correspondence from Boralex Inc. that the company has an interest in establishing a large wind turbine project in Vilest Elgin. FURTHER MUNICIPAL ACTION REQUESTED: Council has indicated they desire to continue to pursue lobbying the federal and provincial governments on prohibiting industrial wind turbines in the Municipality. recommend that this report, in addition to the municipality's anti-wind business plan be sent to Joe Preston, Member of Parliament for Elgin-Middlesex-London and Bob Chiarelli, Member of Provincial Parliament and Minister of Energy. REQUEST TO MINISTER OF ENERGY: The Green Energy Act has removed approval authority of large industrial wind turbines from the Planning Act, which included public consultation and council approval. Since council has passed a resolution that the municipality is an unwilling host of wind turbines, in my opinion, it is necessary to request a letter from the Minister of Energy that provides clear direction of municipal responsibilities pertaining to the installation of industrial wind turbines. Respectfully Submitted, Reviewed by: Heather James, MCIP, RPP . Scott Gaw ey, P.A., C A. Planner Administrator/Treasurer September 11, 2014 PAUL LABERGE BY REGISTERED MAIL Project Manager, Development Ontario AND REGU MAIL 174 Mill Street Milton, ON L9T 1 S2 Dear Mr. LaBerge: RE: Proposed Meteorological Tower for the icipalit of West Elgin Municipal staff has received a building permit ap or proposed eteorological tower in the Municipality of West Elgin. On October 24, 2013, Council pass solution to nwilling host for wind turbines in the Municipality of West Elg ons. Cou eld a public meeting on September 25, 2013 where numerous r ons vide by the public against wind turbines in the Municipalit . On August 17, 201 n ant d turbine iness plan was presented to the Deputy- Minister of Energ Assoc on of Munic li 'es of Ontario Annual General Meeting and Annual Conferen ugu 2014 at . 0 pm. The Deputy-Minister of Energy accepted the -wind b receptive to the Municipality's anti-wind turbine po Plea a attached c 'I reso and anti-wind turbine business plan. It is important for ou pany to be are t municipality is moving forward with their anti-wind turbine po by sendin tters, council's resolution and the anti-wind turbine business plan to our I ember o rovincial Parliament and Member of Federal Parliament. We request that pany respect the Municipality's position of being an unwilling host for wind turbine hould you have any questions please contact the undersigned. Yours truly, Heather James, MCIP, RPP Planner ' 41° �- ,-=- —l -,S-zel-Alzed-1 -AP 9 V i �- 3 2014 ELGIN ST-THOMAS PUBLIC HEALTH `r August 14, 2014 } : To Each Municipality In Elgin County Re: Municipal Confinement of Dogs and Cats in Elgin County Under The Communicable Disease Regulation The goal of the Rabies Prevention and Control Program implemented by Elgin St Thomas Public Health is to prevent the occurrence of rabies in humans. One strategy used by the Health Unit to achieve this goal is to observe all cats and dogs, which have bitten or scratched a human for a period of ten days. A healthy animal at the end of ten days verifies that the animal did not transfer rabies at the time of the incident and the administration of a series of post exposure treatment is not required for the victim. In most instances, the dog or cat can be observed and confined by the person who owns or has care or custody of the animal. Occasionally, however, there are instances when the animal may not be confined by the owner. Stray animals, animals that are exhibiting symptoms of illness or animals belonging to owners who are unlikely to confine their cat or dog have to be confined at a pound or veterinary hospital. The cost of confining the animal at a pound or veterinary hospital under these circumstances is a municipal responsibility, as per the Ontario Communicable Disease Regulation 557 established under the Health Protection and Promotion Act as noted below: A medical officer of health who is of the opinion that a dog or cat may be rabid shall cause the dog or cat to be confined and isolated for at least ten days from all animals and persons, except the person caring for the dog or cat, (a) at the place of residence of the person caring for the dog or cat, if the dog or cat is free from symptoms of any disease; or (b) in a pound or veterinary hospital at the expense of the municipality In which the person caring for the dog or cat resides H the dog or cat exhibits symptoms of any disease or if, in the opinion of the medical officer of health, the person is unlikely to confine and isolate the dog or cat R.R.O. 1990, Reg. 557, s 3(2). Si~ may Public Hit i�'h+x ;�t3#�ii 't�!Fri 1tt�B2 -04 �`�x� 133»Q�at www.eN16t NhAh:ca August 14,2014 Page 2 of 2 The Health Unit will investigate each situation to ensure that all possible solutions have been considered before confinement at the expense of a municipality is required. To ensure that staff at Elgin St. Thomas Public Health have accurate municipal contact information, please provide the name and phone number (both for regular business hours and after hours) for the person who will arrange for the care of an animal during the observation period on behalf of the municipality:. This information can be provided via email (wlee@eiginhealth.on.ca) or by phone 519-631-9900 ext.1225. This letter is a reminder of our mutual responsibilities under these circumstances and to facilitate an understanding of when and why municipalities may be asked to confine a biting animal at the municipality's expense. For consultation I may be reached at by telephone at (519) 631-9900 extension 1277 or by email at irefflefelainhealth.on.ca Sincerely, Jim Reff le Manager of Health Protection Environmental Health and Tobacco Enforcement JR/wl EIgln ' amps;PubIIO-Howls 1lhti� NSP CG . 6 hn0 , @ ': .. 60 Fielk WWKeI9Inteai b.*rFXA August 26, 2014 To:the Mayor and Members of West Elgin Municipal Council From: Elgin County War of 1812 Commemoration Committee RE: 1812 Plaque Programme Specifically,this a request for permission to place a permanent marker related to the War of 1812 in the Memorial Park in Port Glasgow near the Talbot mill stones.The plaque details events relating to the area during the war, primarily focusing on the Battle of Lake Erie and the subsequent raids on settlements in this area, including the one that saw the mill burned. The plaque is fully illustrated and will feature a map indicating locations of historic sites as well as present-day attractions that will be of interest to visitors including the Arts and Cookery Bank and the Old Jail in Rodney. Eight other plaques will be installed across the county creating a trail telling the story of the war in this area. Promotion for the trail includes maps in the county's heritage guide, QR codes located on each of the plaques and content on the province's Route 1812 booklet and app. Guides will be forthcoming from the County museum as well containing both the barn quilt trial and the 1812 plaques. A second plaque will be placed in West Elgin at McColl cemetery.The cemetery board has approved a location.This plaque deals with the arrival of General Brock at the mouth of the creek that bears his name, one of three stops he made in Elgin on his way to Detroit.The location selected for this plaque is on an easement and may require further approval. The plaques will be maintained by the Elgin County Museum,staff from which will make an annual inspection of the sites as well as providing maintenance or repair as needed. Each plaque is composed of a 20 foot colour panel held in an aluminum frame set on two 3x3 inch square aluminum posts.The posts are anchored in cement columns 8 inches in diameter a full 54 inches in depth below ground. The cost of production and installation has been covered by a Federal grant.The plaques will be maintained by the Elgin County Museum through annual inspections and on an as needed basis. Respectfully submitted: Mike Baker, Elgin County War of 1812 Committee 24"x36" colour plaque in powder coated aluminum frame, 45 degree angle. Yx3" square tube -- -- aluminum posts back powder coat r~ N cD c+7 � a �4 S .q�{y F' 8 sonottube with cement hF yy� Jli K'^ st�' ''YG III i III Q p j f gg i-j.�y�l di s`'� ice.'"• D4. NEST LORNE HERITAGE HOMES CHARITABLE CoRPQmnm 154 Munroe St.,West Lorne, Ontario NOL 2PO Tel: 519-768-3474 Fax: 519-768-3475 September 3,2014 Municipality of West Elgin 22413 Hoskins Line, Rodney,On. NOL 2C0 Members of Council The tenants of Heritage Homes are requesting a reduced speed sign on Munroe Street east when the paving is done. Thank you for your consideration to this matter Regard © rothy Staddon, Property Manager WEST LORNE HERITAGE HOMES CHARITABLE CORPORATION dV1Cx,� ])-5 Re c clin • y g Too Good Rdduire Counc11 O� to Weste c'est agir Ontario e Reduction ducgan Wee[c In Canada Semainecanadiennede rdduction des d6chets Aug..29, 2014 Dear Council, In an ongoing effort to educate and engage Ontarians about waste reduction, Recycling Council of Ontario is asking municipalities from across Ontario to demonstrate their commitment to waste reduction and proclaim Oct. 20 -26, 2014 as Waste Reduction Week. Waste Reduction Week in Canada is an environmental campaign that builds awareness around issues of sustainable and responsible consumption, encourages choice for more environmentally responsible products/services, and promotes actions that divert more waste from disposal and conserve natural resources. Your community's commitment and participation in Waste Reduction Week in Canada communicates the importance of waste reduction, and encourages residents to contribute to environmental protection. There are three ways for council to proclaim Waste Reduction Week. 1. Online at www.wrwcanada.com/proclamations 2. Incorporate the following into a formal municipal resolution and email your resolution/proclamation to wrwO-rco.on.ca: WHEREAS the generation of solid waste and the needless waste of water and energy resources are recognized as global environmental problems and, WHEREAS municipal and provincial governments have an important role to play in promoting waste reduction, reuse, recycling, composting and other conservation measures and, WHEREAS communities, businesses and organizations across Canada have committed to working together to raise awareness of these issues during Waste Reduction Week in Canada, and, NOW KNOW YE THAT We do by these presents proclaim and declare that Oct. 20- 26, 2014, inclusive, shall be known as Waste Reduction Week. M 1 r - continued 215 Spadina Ave.,Suite 225:Toronto,ON M5T 2C7:416.657.2797:wrw @rco.on.ca:www.rco.on.ca This document has been printed on 1 00%post-consumer recycled paper `ee► Recycling too Goededuire Council of to waste c'esi agir Ontario Waste Reduction Week in Canada Semaine canadienne de reduction des dechets 3. Utilize the attached certificate and include your municipality's logo or seal on the bottom right. An electronic version of the certificate is also available at www.rco.on.calwrw. ontario. Email your completed certificate to wrw&-rco.on.ca. Please join municipalities across Canada by proclaiming Oct. 20 - 26, as Waste Reduction Week. Alternatively, if your community does not offer official proclamations, have your Waste Reduction Week activities and events profiled online. For more information, visit www.wrwcanada.com. Thank you for your commitment to waste reduction. Kind regards, E Jo-Anne St. Godard Executive Director Recycling Council of Ontario 416.657.2797, ext. 3 wrwa-rco.on.ca 215 Spadina Ave.,Suite 225:Toronto,ON M5T 2CT 416.657.2797:wrw @rco.on.ca:www.rco.on.ca This document has been printed on 100%post-consumer recycled paper Municipality hereby recognizes Waste Reduction Week in Canada Oct. 20-26, 2014 As a municipality, we are committed to reducing our waste, conserving resources, and educating the community about sustainable living. We recognize the generation of solid waste and the needless waste of resources as global environmental problems and endeavor to take the lead in our community toward environmental sustainability. We have declared Oct. 20-26, 2014, Waste Reduction Week in Municipality Signed Date Name and Position • Too Good Reduire Recycling to Waste c'est agir council of Waste Reduction Week in Canada Ontario �E Semainecanadiennede reduction des dechets West Elgin Arena Board Regular Session June 10 2014 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, Bob Purcell,Alphonse Willie,and Recreation Superintendent Jeff Slater. Item#1 Disclosure of Pecuniary Interest: None noted. Item#2 Delegations:There were no delegations 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 May 13 2014 be approved as presented. CARRIED 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$ 12,648.24 be approved as presented. CARRIED. Item#5 Business Arising from the Minutes: 2014 Ice Schedule:Special events at the West Elgin Arena: • November 6,7 8, 9 WLMH Black and Gold Tournament • January 16 and 17 Girls Tournament?? • March 28 WESC Carnival Item#6 Correspondence: None presented. Item#7 New Business: No new business presented. Item#S Adjournment: Moved By: Bob Purcell Seconded By:Alphonse Willie The West Elgin Arena Board Resolves that this session of the West Elgin Arena Board hereby adjourns at this hour of 10:15 am and reconvene on August 12 2014 or at the call of the chair. CARRIED i 1 �-a West Elgin Recreation Committee Regular Session July 15 2014 This session of the West Elgin Recreation Committee was called to order at 7:00 pm with the following members present: Doug Staddon, Ken Neil,Grace Blanchard,Jennifer Blanchard,YWCA representative Kellie Cohelo,and Recreation Superintendent Jeff Slater. Item#1 Delegations: Kellie Cohelo was in attendance from the YWCA and provided us with her report. Kellie also provided us with a copy of the poster that accompanies her report regarding the Youth Sampler program. Item#2 Adoption of the Minutes: Moved By: Ken Neil Seconded By: Doug Staddon The Municipality of West Elgin Recreation Committee resolves that the minutes of June 24 be approved as presented. CARRIED Item#3 Business Arising from the Minutes: • Pavilion: member Doug Staddon reported on the status of the Miller Park Pavilion project.The Trillium Grant has been applied for,they was additional paperwork required, a land agreement between the Optimist and the Municipality.All has been submitted and we should hear shortly as to the success of the application. • 5 Km Road Race: Member James Husband reported on the upcoming race.There was discussion regarding the timing(placing)of the racers and the following resolution was passed: Moved by:Jennifer Blanchard Seconded By: Graced Blanchard The Municipality of West Elgin Recreation Committee hereby resolves that the Recreation Superintendent be authorized to schedule/contract"Chip Time "to provide timing services for the Road Race. - Three dollars per person, maximum of one thousand dollars. - Mileage of forty cents per Km. - Possibility of accommodation for two in London CARRIED. Item#4 Correspondence: Presented in the body of the minutes. Item#5 New Business: No New Business presented. Item#6 Adjournment: Moved By: Doug Staddon Seconded By: Ken Neil The Municipality of West Elgin Recreation Committee resolves that this session of the West Elgin Recreation Committee hereby adjourn at this hour of S pm and reconvene August 19 2014 at 7 pm or at the call of the chair. CARRIED.