October 23, 2014 MUNICIPALITY OF WEST ELGIN
AGENDA
COUNCIL MEETING
OCTOBER 23, 2014
Council Chambers, West Elgin Municipal Building
DISCLOSURE OF PECUNIARY INTEREST
APPROVAL OF AGENDA
MINUTES (Al — A7)
*October 9, 2014 Council
BUSINESS ARISING FROM MINUTES
DELEGATIONS
9:30 a.m. Public Meeting —Zoning Amendment— Dieker
CANCELLED —see C10a
REPORTS: (C1-C11)
1. ROADS
2. RECREATION
3. WATER DISTRIBUTION SYSTEM
4. WASTEWATER
5. BUILDING
G. BY-LAW ENFORCEMENT
7. DRAINS
October 23, 2014..........Page 2
8. WEST ELGIN PRIMARY SYSTEM
9. ADMINISTRATION
a) *Report-- Open Air Burning By-law
b) *Report— Rodney Santa Claus Parade
c) *Report— Requests for Proposal for Landfill, Garbage and Recycling Collection
10. PLANNING
a) *Report— Rezoning application — 12538 Graham Road (Dieker)
b) *Report— Proposed Severance — 22709 Talbot Line (N Miller)
11. ACCOUNTS
CORRESPONDENCE: (D1-D5)
1.* Optimist Club of West Lorne—West Lorne Santa Claus Parade, November 28;
2.* Melanie McLeod, RAAS —funding for fall fair;
3.* West Elgin Living Water Pentecostal Church — request for fill at 9094 Graham Road;
4.* Tom Campbell, Royal Canadian Legion — request for support for Military Service
Recognition Book
RECOMMENDED TO ACCEPT & FILE:
5. AMO
• Watch file— October 9, 2014
• Watch file — October 16, 2014
• Policy Update — Elliot Lake Inquiry Recommendations
BY-LAWS:
By-law No. 2014-69 Open Air Burning By-law (repeals 2013-59)
MINUTES (E)
NOTICE OF MOTION (F)
October 23, 2014..........Page 3
OTHER BUSINESS (G1)
1. Closed session —
• litigation or potential litigation (M.A. s.239(2)(e)
*Information enclosed
CONFIRMING BY-LAW
ADJOURNMENT
NEXT MEETINGS
October 27, 2014 Election Day
November 13, 2014 Council
November 27, 2014 Council
December 4, 2014 11:00 a.m. - Inaugural Meeting
1:30 p.m. — Closed Session — Council Training
Information will be gathered in accordance with the Municipal Freedom of Information and
Protection of Privacy Act (MFIPPA). All comments and communications received will become
part of the public record unless you expressly request the Municipality to remove it. Questions
about the collection of personal information may be directed to the Clerk.
MINUTES
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OF THE CORPORATION OF THE
MUNICIPALITY OF WEST ELGIN
WEST ELGIN COUNCIL CHAMBERS
OCTOBER 9,2014
PRESENT Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar
Councillors Norm Miller, Dug Aldred, Richard Leatham
STAFF PRESENT Scott Gawley,Administrator/Treasurer
Norma Bryant, Clerk
Lee Gosnell, Public Works Superintendent
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
i
None declared
ADOPTION OF AGENDA
RES. NO. 1 Moved by Miller
Seconded by Leatham
RESOLVED that the Council of the Municipality of West Elgin
approves the agenda for October 9'h, 2014 as printed and
circulated.
DISPOSITION: Carried
APPROVAL OF MINUTES
RES. NO. 2 Moved by Aldred
Seconded by Bodnar
RESOLVED that the minutes of the meetings held on the following
dates be adopted as printed and circulated:
September 25,2014 Council
September 25, 2014 Public Meeting—Zoning Amendment
(Simon)
DISPOSITION: Carried
BUSINESS ARISING FROM MINUTES
The Public Works Superintendent reported that he has spoken with Mr. P.
Dutchak of the County Engineering about the removal of the neighbourhood
watch signs. The contractor was instructed to remove all faded, old signs.
County position is that if the Neighbourhood Watch group wants new signs, they
would be responsible for the cost. Mr. Dutchak requested a list of locations to be
approved by the County.
1T October 9, 2014 .....Page 2 of 7
DELEGATION
11:30 a.m. Art Lawson, SCOR
Mr. Lawson reported that the strategic priorities for SCOR have been reduced to
three: economic infrastructure, human capital and sector development in
agriculture and food.
He provided the following examples of what they are doing to achieve these:
1. Access to services is important. SCOR worked with businesses using the
shoreline rail from Delhi to St. Thomas as the removal of the rail would affect
them. SCOR have had discussions with the Ministry of Infrastructure on this
mattar.
2. Focus on youth and younger work force to stop out movement of youth.
SCOR is working with Rural Ontario Institute, school boards(exposing
students to employers) and expanding apprenticeship programs.
3. Accessing marketplace for small agricultural operations.Working with public
facilities such as hospitals, nursing homes and schools to use locally
produced goods.
SCOR is also working with Community Futures Development Corporation with
the hope to access support through Fed Dev.
REPORTS
1. ROADS
a Monthly Report
RES. NO. 3 Moved by Aldred
Seconded by Miller
RESOLVED that the September 2014 Roads Report be received.
DISPOSITION: Carried
2. RECREATION/EMERGENCY MANAGEMENT
a) Monthly Report
RES. NO.4 Moved by Leathern
Seconded by Bodnar
RESOLVED that the Recreation Report dated October 9, 2014 be
received.
DISPOSITION: Carried
3.WATER DISTRIBUTION SYSTEM
a) Monthly Report
RES. NO. 5 Moved by Miller
Seconded by Leatham
RESOLVED that the September 2014 Operations Reports for the
West Elgin Distribution System be received.
DISPOSITION: Carried
4.WASTEWATER
October 9, 2014 .....Page 3 of 7
A_3
S. BUILDING
a Monthly Report
RES. NO. 6 Moved by Bodnar
Seconded by Aldred
RESOLVED that the Building Report for September 2014 be
received.
DISPOSITION: Carried
6. BY-LAW ENFORCEMENT
a) Monthly Report
RES. NO. 7 Moved by Aldred
Seconded by Leatham
RESOLVED that the By-law Enforcement Report for August 2014
be received.
DISPOSITION: Carried
7. DRAINS
a) Report—Drainage Superintendent Position
RES. NO. 8 Moved by Aldred
Seconded by Leatham
RESOLVED that the report from the AdministratorlTreasurer re:
Drainage Superintendent Position be received;
AND that the Administrator/Treasurer is directed to prepare a report
on the replacement of the Drainage Superintendent position based
on the options presented.
DISPOSITION: Carried
8.ADMINISTRATION
a) Report—Household Hazardous Waste Dav
RES. NO. 9 Moved by Bodnar
Seconded by Aldred
RESOLVED that the report from the Clerk re: Household
Hazardous Waste Day be received.
DISPOSITION: Carried
b) Report—Christmas Part
RES. NO. 10 Moved by Leatham
Seconded by Miller
RESOLVED that Council provide a grant in the amount of$50.00
per firefighter based on receipts for the Rodney Fire Department
Christmas get-together.
DISPOSITION: Carried
October 9, 2014 .....Page 4 of 7
c) Re ort—Lawn Bowllnq Building Roof
RES. NO. 11 Moved by Leatham
Seconded by Aldred
RESOLVED that the Council of the Municipality of West Elgin
accepts the quotation of DCU Roofing in the amount of$3,820.00
plus taxes for replacement of roof at the Lawn Bowling Club House,
DISPOSITION: Carried
d) Report—Memorial Park Monument
RES. NO, 12 Moved by Miller
Seconded by Leatham
RESOLVED that the report from the Clerk re: Memorial Park
Monument be received;
AND that the staff be directed to obtain quotes to repair the
monument.
DISPOSITION: Carried
e) Report—OPP Police Costing for 2015
RES. NO. 13 Moved by Miller
Seconded by Leatham
RESOLVED that the report from the Administrator/Treasurer re:
OPP Police Costing for 2015 be received;
AND that the information be referred to the 2015 municipal budget.
DISPOSITION: Carried
f)
Report—Port Glasgow Trailer Park—Septic S stem
RES. NO. 14 Moved by Bodnar
Seconded by Aldred
RESOLVED that the report from the Administrator/Treasurer re:
Port Glasgow Trailer Park—Septic System be received
DISPOSITION: Carried
9. PLANNING
10.ACCOUNTS
RES. NO. 15 Moved by Bodnar
Seconded by Leatham
RESOLVED that the Mayor and Administrator/Treasurer are hereby
authorized to sign Payment Voucher#10 amounting to
$1,323,720.34 in settlement of General, Road,Water, and Arena
Accounts(including cheques#17677-17699, 18001-18065).
DISPOSITION: Carried
CORRESPONDENCE
1. Environment Registry—Notice of changes to Schedule of Noxious Weeds
2. Elgin County—Notice of woodlot clearing—Lot A, Concession 11
3. Thea Long, Lawn Bowling Club—fundraiser
Direction given for staff to bring a report back to Council
October 9, 2014 .....Page 5 of 7 /
4. Downs Law—New Glasgow Presbyterian Church, 9319 Furnival Road
Direction given for staff to bring a report back to Council
5." Municipality of Killarney—request support of resolution regarding OPP
billing model
RES. NO. 16 Moved by Aldred
Seconded by Bodnar
RESOLVED that Council of the Municipality of West Elgin is in
support of a resolution put forth by the Municipality of Killarney
regarding OPP billing for unorganized townships.
DISPOSITION: Carried
6. AMO—Protection Rural Broadband
7. AMO
• Watch file—September 25, 2014
• Watch file—October 2, 2014
8. Backus Page House Museum—Autumn Days
RES. NO. 17 Moved by Leatham
Seconded by Miller
RESOLVED that the above correspondence items numbered 1, 2,
6-8 be received and filed.
DISPOSITION: Carried
BY-LAWS
MINUTES
RES. NO. 18 Moved by Leatham
Seconded by Miller
RESOLVED that the minutes of the following committee meetings
be received:
Tri County Management Committee—July 22, 2014
West Elgin Arena Board—August 12, 2014
West Elgin Recreation Committee—August 19, 2014
DISPOSITION: Carried
NOTICE OF MOTION
OTHER BUSINESS
1. Council Announcements
25-30 people attended the Community Policing Open House
• Halloween treats will be handed out at Old Jail
• Road Race very successful with 91 runners; booked for September 13th 2015
Chamber of Commerce held their annual general meeting and elected new
officers, resolution passed to use a bookkeeping serve
• Open House at Rodney Fire Hall on Saturday, from 9:00 am to noon
October 9, 2014 .....Page 6 of 7
AGCLOSED SESSION
RES. NO.19 Moved by Aldred
Seconded by Bodnar
RESOLVED that the Council of the Municipality of West Elgin
adjourn to a closed session to discuss:
• Personal matters about an identifiable individual(M.A.
s.239(2)(b)
• Litigation or potential litigation (M.A.s.239(2)(e)
DISPOSITION: Carried
RES. NO. 20 Moved by Leatham
Seconded by Miller
RESOLVED that the Council of the Municipality of West Elgin do
now rise and report.
RISE AND REPORT
The Mayor reported that Council has received information.
Council recessed the meeting and resumed at 2:00 p.m.for the following
delegation.
i
DELEGATION
2:00 pm--Eric Gillespie re: Industrial Wind Turbines-Legal Strategies and
Options
Also in attendance: The Planner, 10 ratepayers, Pat Brennan
Mr. Gillespie reported on the actions taken to date in the courts.
1. Constitutional Court Challenge
This challenge is based on section 7 of the constitution which refers to
"security of person". To date the challenge has been unsuccessful and is now
being appealed in the courts.
He recommends that there is no need for West Elgin to participate in this
challenge and any benefits gained will apply to all municipalities.
2. Regulatory Court Challenge
This challenge was brought to courts by Prince Edward County Field
Naturalists and is referred to as the"turtle case". The discussion focuses on
how law is supposed to work when different bills overlap. The Environmental
Review Tribunal agreed that the habitat of these turtles should be protected.
However, the court disagreed with this decision and it is now before the
Ontario Court of Appeal.
Again, there is no need for West Elgin to join in this case.
3. Strategies and Options
a) Anyone can appeal an approval to the Environmental Review Tribunal.
New evidence is coming forward e.g. Health Canada studies on infra-
sound.
He recommends that if an application is approved in West Elgin,West
Elgin should appeal that approval.
b) Judicial law review looks at the process. After approval is given this option
can be used.
c) By-laws--under the Municipal Act can pass by-law regulating noise from
wind. He recommends we pass such a by-law. Also, another option
October 9, 2014 .....Page 7 of 7 !
under Building Code Act. Add a clause requiring the developer to enter
into an insurance and decommissioning agreement with the municipality.
RES. NO. 21 Moved by Miller
Seconded by Leatham
RESOLVED that the Council of the Municipality of West Elgin will
hear from the delegation from Mac Ford and Barb Thorogood.
DISPOSTION: Carried
Mr. Ford noted that Plympton-Wyoming is looking to amend their noise by-law to
include infra-sound. If complaints are received, an engineer will be hired to take
measurements before laying a charge.
Ms. Thorogood asked about height restrictions. Mr. Gillespie noted that the
province removed this approval from municipalities under the Green Energy Act.
Council agreed that a noise by-law, including infra-sound, and amendment to the
building by-law are our next steps.
RES. NO. 22 Moved by Miller
Seconded by Leatham
RESOLVED that staff is hereby directed to investigate noise by-law,
building by-law and infra-sound regulations with Eric Gillespie.
DISPOSITION: Carried
CONFIRMING BY-LAW
RES. NO.23 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 October 19th,
2014 and this shall be the first and second reading and provisional
adoption thereof
DISPOSITION: Carried
RES. NO.24 Moved by Bodnar
Seconded by Aldred
RESOLVED that a By-law to confirm the proceedings of the
meeting held on October 9`h, 2014 be now read a third time and
finally passed, signed,sealed and numbered By-law Number 2014-
68- Confirming By-law October 9 2014
DISPOSITION: Carried
ADJOURNMENT
RES. NO.25 Moved by Miller
Seconded by Leatham
RESOLVED that this Regular Meeting of Council shall adjourn at
2:55 p.m.to meet again on October 23, 2014.
DISPOSITION: Carried
These minutes were adopted on the 23rd day of October, 2014
Mayor Clerk
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The Municipality of West Elgin
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: Norma I. Bryant, Clerk
DATE: October 23, 2014
SUBJECT: Open Air Burning By-law
RECOMMENDATION:
THAT the revised Open Air Burning By-law be brought forward;
AND that Council approves the revised set fine Schedule.
INTRODUCTION:
The set fine schedule and by-law were forwarded to the Ontario Court of Justice.
DISCUSSION:
Upon review by Court staff a number of revisions to the by-law and set fine
schedule were requested. Staff revised the by-law and set fines, per attached,
and the Ministry has agreed with these changes. The changes are highlighted in
bold.
Respectfully Submitted, Reviewed by:
Norma !. Bryant, HonBA,rAMC4T Cott Gawley, CPA, A
Clerk Administrator/Treasurer
Attachments: Draft Open Air Burning By-law
Revised Set Fine Schedule
THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN
BY-LAW NO.2014-
A BY-LAW TO REGULATE OPEN BURNING
WHEREAS the Fire Protection and Prevention Act, 1997, S.O. 1997, c.4, Section
7.1 as amended, states that a council of a municipality may pass by-laws
regulating fire prevention, including the prevention of the spreading of fires,and
regulating the setting of open fires, including establishing the times during which
open air fi res may be set.
AND WHEREAS Part 2 of the Ontario Fire Code, O.Reg 388197, provides that
open air burning shall not be permitted unless approved, or unless such burning
consist of a small, confined fire, supervised at all limes, and used to cook food on
a grill or barbeque,
AND WHEREAS the Council of the Municipality of West Elgin is desirous of
enacting a by-law to regulate the setting of fires;
NOW THEREFORE the Council of the Corporation of the Municipality of West
Elgin enacts as follows:
1. Definitions:
For the purposes of this by-law:
a) Approved means approved by the Fire Chief or his/her designate
b) Authorized Agent means any Responsible Person who can provide
reasonable evidence that they are authorized to act for the owner of a
particular property
c) Ban on Open Air fires means a restriction or prohibition on Open Air fires
issued by the Fire Chief or his/her designate
d) Built-Up Area means :
a. The former Village of Rodney and adjacent lands as shown on
Schedule"A"of this by-law
b. The former Village of West Lorne and adjacent lands as shown on
Schedule"B"to this by-law
c. Lands zoned Hamlet Residential(HR), Lakeshore Residential(LR),
Rural Residential One(RR1)and Rural Residential Two (RR2) in the
former Township of Aldborough zoning By-law No. 90-50, as amended
from time to time or subsequently replaced by a new zoning by-law
e) Building means any structure used or intended for supporting or
sheltering any use or occupancy, but does not include non-enclosing
open-sided structure
Chiminea means a device largely made from pottery and which is
equipped with a chimney and a substantially enclosed hearth, approved
by CSA and in which a recreation fire may be set
g) Combustible means any material, combination of materials, or
arrangement of materials in which any portion thereof is susceptible to
catch fire when exposed to heat,flame, or other burning materials
h) Effective Barrier means an enclosure on the ground with a complete
perimeter of metal, masonry, stone or earth,with the enclosure walls
being a minimum height of 1/3 the diameter or width of the enclosure
i) Exempt means that, under specified conditions, a particular type or
configuration of Open Air fire does not need a Notification of Open Burn
form to be completed.
j) Fire Chief means the Rodney Fire Chief or West Lorne Fire Chief
k) Incinerator means a device that is operated and regulated (licensed)
under a Certificate of Approval from the Ontario Ministry of the
Environment and is not subject to the requirement of this By-law
1) Made Safe means that all reasonable and prudent steps are taken to
guard against injury to persons due to the fire deteriorated condition of a
structure or property and may include, but not be limited to erecting
By-law 2413-59 REVISED
Page 2
barriers and signs; grading of property; demolition of unstable structures,
and the removal of residue left from the burning process
m) Municipality means the Municipality of West Elgin
n) Multi-Unit Residential Building means any building in which there are
three or more residential dwelling units as defined by the Ontario Building
Code Act
o) Notification of Open Burn means the completion of the form Notification
of Open Burn (Appendix A), submitted to the Municipality of West Elgin to
set or maintain an Open Air fire, as per any restrictions or conditions
contained in this by-law or as may be specified on the Notification of
Open Burn form
p) Occupancies means the use or intended use of a building or part thereof
as defined in the Ontario Building Code
cl) Open Air Fire means:
a. Any fire set outdoors, i.e. not in an enclosed building; or
b. Any fire set in a device or appliance located outside of a building
c. But does not include:
i. Fires in incinerators, or
ii. Fires in devices installed outside of a building and the are used as
source of heat or power for the building or that are ancillary to a
manufacturing process, and provided that such device is certified
for the purposed by a recognized and appropriate agency
r) Responsible Person means any adult person (18 years of age or older)
who is capable of exercising the required judgment and capable of
performing the necessary actions to control a fire and prevent its
unwanted spread
s) Rural Area means any lands not designated as Built-Up Area or Trailer
Park
t) Structure means anything constructed or erected,the use of which
requires location on or in the ground
u) Trailer Park means those lands zoned Trailer Park(TP) in the former
Township of Aldborough Zoning By-law No. 90-50, as amended from
time to time or subsequently replaced by a new zoning by-law
2. Restriction on Burning
No person shall set or maintain an Open Air fire except:
a) An exempt fire as described in Sections 3 and 4 of this by-law; or
b) As permitted under the conditions specified in the Notification of Open
Burn form, as defined in Section 6 of this by-law
3. Exempt Fires in Entire Municipality
The following types of Open Air fires are exempt and such fires may be set
and maintained anywhere in the municipality provided that the conditions in
this by-law are fully met:
a) Cooking Fires
A charcoal, compressed gas, or wood fire,that is only large enough for the
purpose, and is confined within a barbeque or grill that is constructed of
metal, ceramic, stone, or masonry, and that is exclusively designed for
and being used for the cooking of food for human consumption, and is
continuously supervised by a Responsible Person, and provided that all of
the following conditions are met:
i. Such fire is not on a porch, balcony, or verandah that is roofed
and is attached to a multi-unit residential building
ii. Such fire is not in or near dry vegetation; and
ill. Such fire is not in any other place conducive to the development
or the spread of fire or explosion
b) Construction or Maintenance Activities
An appliance of a portable nature which requires an open flame for the
heating of material during a construction or maintenance process,
provided that such appliance is safe to operate, and provided that it is not
By-law 2013-59 REVISED
Page 3
operated in such a manner as to create a fire hazard, and provided that
the fire is attended at all times by a responsible person to supervise it
c) Other Flaming Devices
Other flaming devices such as patio torches,fireworks, and candies
provided that all of the following conditions are met:
i. Such devices are not operated in or near dry vegetation
ii. Such devices are not operated in any other place conducive to the
development or the spread of fire or explosion; and
iii. Consumer(family)fireworks where permitted by by-law
d) Campfires
With the permission of the property owner, a campfire on privately owned
lands provided that such campfire meets all of the following.
i. That the fire is for provision of warmth or for cooking
ii. That, except in the case of a Trailer Park,the areas designated for
the fire is not more than 66 centimeters (26 inches in any
horizontal dimension
iii. That all materials to be burned are contained around the complete
perimeter of the designated area by an Effective Barrier of metal,
masonry, ceramic, or stone; or are within a like-dimensioned pit in
the ground that has a non-combustible wall and is intended to
burn wood safely
iv. That the pile of materials to be burned is not more that 66
centimeters (26 inches) in height, and 66 centimeters (26 inches)
in width and length
v. That, except in the case of a Trailer Park, the fire is located at
least 4 metres (13.1 feet)from any building, structure, property
line, tree, canopy, hedge,fence, roadway, overhead wire or other
Combustible material
vi. That the fire is controlled such that flames and hot embers do not
pose an undue risk of fire to nearby Combustible materials
vii. A means to extinguish the fire are readily accessible
viii. That the fire is attended at all times by a Responsible Person to
supervise it; and
ix. That at the completion of the burn the fire shall be completely
extinguished and the burn site shall be made safe before it is left
unattended.
e) Chiminea
A fire in a Chiminea on any privately-owed lands provided that such fire
meets all of the following:
i. That in a Built-Up Area no portion of the hearth of the Chiminea is
more than 61 centimeters (24 inches) in diameter
ii. That only clean and dry wood or charcoal be burned
iii. That the Chiminea is not located on any Combustible surface
iv. That the fire is controlled such that flames and hot embers do not
pose an undue risk of fire to nearby Combustible materials, and
v. That the fire is attended at all times by a Responsible Person to
supervise it
4. Burn Barrels
a) No person shall have a burn barrel in areas outer than a Rural Area
b) An enclosed fire in a burn barrel on privately owned lands that are located
in the Rural Area provided all of the following are met:
L That the burn barrel is situated securely on level ground
ii. That the burn barrel is in good condition
iii. That all openings in the burn barrel are covered at all times by a
suitable metal wire mesh with a grid opening of not more than 6
mm (114 inch) in diameter; and
iv. That the fire is attended at all times by a Responsible Person to
supervise it
By-law 2013-59 REVISED
Page 4
5. Conditions on Exempt Fires
Any person who sets or maintains an Exempt fire as in Sections 3 or 4 of this
by-law shall be responsible to take all necessary steps to ensure that all of
the following conditions are met;
a) Smoke
a. The smoke or other emissions from the fire shall not travel to a
neighbouring property to such an extent or degree that, in the opinion
of the Fire Chief or his/her designate, it may cause discomfort to
persons, loss of enjoyment or normal use of property, interference with
normal conduction of business, or damage to property
b. The smoke or other emissions from the fire shall not travel across any
public roadway to the extent or degree that, in the opinion of the Fire
Chief or his/her designate, it may cause a public safety hazard to any
person travelling on the roadway.
b) Clearances
a. An Open Fire shall be located a distance of at least 10 meters (32.8
feet) horizontally and 10 meters(32.8 feet)below any portion of a
Combustible structure or accumulation of Combustible materials;
except that the lesser clearance shall apply as follows:
i. That a barbeque or grill fire shall be located at least 1.5 meters
(59 inches) horizontally and 3 meters(118 inches)below; and
ii. That a Chiminea shall be located at least 3 meters(118 inches)
and 6 meters (236 inches below; and
b. Despite meeting the minimum distances specified in this section,
burning is prohibited at any location where the conditions exist such
that there is a reasonable probability of such fire spreading to a
Building, structure, grass, or other Combustible vegetation or material.
c) Material Restricted
Except as may be more specifically restrictions elsewhere in this by-law,
only the materials listed on Schedule"C"may be burned
d) Extinguishment
At the completion of the burn,the fire shall be completely extinguished and
the burn site shall be made safe before it is left unattended.
6. Notification of Open Burn
a) No person shall burn without submitting a completed Notification of
Open Burn form
b) The Property Owner or Authorized Agent shall submit a completed
Notification of Open Burn form (Appendix A) to the Municipality of West
Elgin
a. That only the items listed in Schedule"C"shall be burnt
b. All of the conditions of Section 5 of this by-law shall apply equally to all
fires
c. Constant supervision of the fire shall be maintained by a Responsible
Person,with the necessary means immediately available to extinguish
d. The property owner small be held responsible and shall be liable
individually and severally for the actions of their Authorized Agent with
respect to the provisions, conditions, and penalties contained in this
by-law
e. No person shall conduct an open air burn on any public road
allowance or municipal property unless such burning is being
conducted by authorized employees or Authorized Agents of the
Municipality
f. Fires must be located at least 30 meters (98.43 feet) away from any
Building, Combustible structure, Combustible vegetation, accumulation
of Combustible materials, or as measured on the ground horizontally
from any overhead wires carrying electricity, but in any case, longer
distances may be required, if in the opinion of the Fire Chief,the
By-law 2013-59 REVISED
Page 5
material being burned will emit sparks and embers such as to create a
fire hazard
g. Fires must be located at least 150 meters(492.15 feet)away from an
occupied Building when the wind direction is such that at any time
during the course of the fire, smoke from the fire is likely to pass in the
vicinity of the occupied Building
h. The size of any pile of materials to be burned:
i. Shall not exceed 9 square meters(96.84 square feet) in area and
2 meters(78.75 inches) in height
ii. In the case of an area zoned Agricultural, shall not exceed 36
square meters(387.36 square feet) in area and 2 meters (78.75
inches) in height; and
Iii. In any case,the fire size or materials burned shall be controlled
such that flames and hot embers do not pose an undue risk of fire
to nearby Combustible materials
i. Burning will not be permitted between '/z hour after sunset and %hour
before sunrise(i.e. at night)
j. No burns shall occur during such periods and in such areas where
gusting or sustained wind speed exceed 20 kilometers per hour(12.43
miles per hour)or where wind directions are changing frequently
k. All burning will be suspended during such periods and in such areas
where the Fire Chief, or his/her designate has determined that there
exists a high or extreme fire weather index(FWI)or other hazardous
conditions
1. The Notification to Open Burn form shall specify as precisely as
possible the civic or street address of the location of the intended fires.
Separate forms are required for properties at different addresses
m.The person who submitted the Notification for Open Burn form is
required to advise Fire Dispatch before any burning commenced and
again when the burning is completed and the fire is extinguished
n. A copy of the Notification to Open Burn shall be kept at the location of
the fire as specified.
7. Burning of Rubbish Prohibited
No person shall install, use, and/or maintain any unlicensed incineration
device for the burning of garbage or other refuse in any class or classes of
Building
8. Fire Ban
a) The Fire Chief, or designate, may issue a ban on any or all Open Air fires
or cause to be extinguished any of all Open Air fires (including Exempt)
until such conditions as the Fire Chief may indicate are met
b) No person shall set or maintain a fire during a fire ban.
9. Right to Enter and Enforce
Any fires under the direct and constant supervision and control of the
Municipality are exempt from the provisions of this by-law
10. Fire Department Exempt
Any fires under the direct and constant supervision and control of the
Municipality are exempt from the provisions of this by-law
11. Penalty
a) Every person who knowingly provides false or misleading information or
who contravenes any provisions of this by-law is guilty of an offence and
upon conviction is liable to a fine provided for in the Provincial Offences
Act
By-law 2013-59 REVISED
Page b
b) If the contravention of this by-law result in fire suppression or fire safety
personnel and vehicles being dispatched to respond, the person in
control of the fire and/or the property owner may be charged, at the
discretion of the Fire Chief,for the cost of such response according the
Fees and Charges By-law as amended from time to time. However,
noting in any schedule of rates shall be construed as limiting the rights of
the Municipality to seek restitution for other direct or consequential
damages or costs incurred beyond those listed
c) The quantity and type of fire vehicles and personnel dispatched to
respond for the purposes of extinguishing, controlling or investigating any
Open Air fire are at the discretion of the Fire Chief or his/her designate
12. Validity
In the event that any of the provisions of this by-law are deemed ultra vires
by any Court of competent jurisdiction,the remaining terms and provisions
shall remain in full force and effect.
13, Repeal
That By-law No. 2013-59 is hereby repealed.
14. Effective Date
That the effective date of this by-law shall be the date of final passage
thereof.
Read a first and second time this day of , 2014.
Read a third time and finally passed this day of 12014,
MAYOR CLERK
SCHEDULE C
Authorized Materials That May be Burned Under By-law No. 2014-
Only those materials listed below may be burned. All other materials are
specifically prohibited from being burned.
• Wood and wood by-products that have not been chemically treated or
painted or stained
• White or brown paper and cardboard for the purposes of starting an
authorized fire
• Dry brush, stumps, hay, straw, and grass and other dry yard or natural
agricultural materials, but not including animal wastes and parts of animals
unless such animals are diseased
• Natural or petroleum gasses or liquids used as appliance fuels
• Charcoal materials intended by BBQ use
• Paper seed bags, and
• Other clean burning Combustible materials that may be specifically Approved
by the Fire Chief or his/her designate
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A r nl� 1
The Municipality of West Elgin
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: Ann Smith
DATE: October 23, 2014
SUBJECT: Rodney Santa Claus Parade
RECOMMENDATION:
THAT Council approves the activities and Santa Claus Parade for Saturday,
December 6t", 2014.
INTRODUCTION:
Each year Council Supports a Santa Claus Parade and activities in Rodney. This
year it is on December 6t', 2014.
DISCUSSION:
Activities for the day:
3:00 pm Tiny Tots — Snake Lady Show
Downtown —Wagon Rides; Hot Dogs — Rodney Lions
Free Stay and Play
4:00 pm Parade registration & line up @ Rodney Community Centre
5:30 pm Parade
We are requesting the support of council for the following:
1. Donation of$1,000.00 to help defer the costs— ($1500.00 budget)
2. Support road closure:
a) 3:30-5:30 — Queen Street @ Fourth Street and Queen Street @
Ridout when floats are lining up on Queen Street;
b) 5:30-6:30 — Parade time — Furnival and Queen and Furnival &
Victoria. (Plan in place in case of EDR)
Proposed route: Queen Street west, south on Furnival Road, west on
Victoria or East on Clark Street back to the Community Centre.
3. Road barricades to be set up by road department for the above times until
end of parade.
4. Requesting the road department to assist in cleaning up after the parade.
Respectfully Submitted, Reviewed by:
+0(-''Arfh. Smith �ScottGawley, C A, CGA
Administrator/Treasurer
Attachments: none
C
OF
�ab,uruxa t.N
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� may~ M1
yN
The Municipality of West Elgin
TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: Scott Gawley, Administrator/Treasurer
DATE: October 23, 2014
SUBJECT: Request for Proposal for Landfill, Garbage and Recycling Collection
RECOMMENDATION:
THAT Council approves Request For Proposal for the Garbage and Recycling
Collection for the Municipality of West Elgin.
I
INTRODUCTION:
Council established a Landfill/Garbage Collection/Recycling Committee to review
how garbage and recycling was handled in the Municipality of West Elgin.
At the July 17, 2014 Council Meeting adopted the following 7 recommendations:
1. Prepare a Request for Proposal (RFP)for weekly curb-side Garbage Collection in
Rodney and West Lorne and bi-weekly curb-side collection of Recycling in
Rodney and West Lorne. Effective January 1, 2015. Including Annual Large,
Spring Clean-up and Fall Leaf Pick-ups.
2. Prepare a Request for Proposal(RFP) Landfill Operations at the West Elgin
Landfill on Downie Road.
3. Become a member of City of London Material Recovery Facility(London MRF)
and all recyclables collected at the curb-side and at the landfill depot be taken to
the London MRF.
4. Develop a Transfer Site for Garbage and Recyclables at the landfill for Rural
Residents.
5. Reduce the current Hours of Operations at the West Elgin Landfill to Wednesdays
and Saturdays.
6. Prepare a Request for Proposal(RFP) for the fall collection of Leaves.
7. Reduce the contribution of the Landfill closure reserve to $10,000 and the interest
on the Reserve to be added to the Landfill Closure Reserve on annual basis.
DISCUSSION:
A Request For Proposal (RFP) has been developed for curbside Waste
Management Services for West Lorne and Rodney.
Attached is the following from the RFP:
1. index of the content of the RI=P document
2. Technical Submission Verification Check list—the proponent can bid on
as many or requirements of the RFP.
3. Pricing Submission of the options for the RFP Submission.
4. West Lorne Collection Map
5. Rodney Collection Map
6. Acceptable Recyclables Materials List
7. Section 8 of the RFP — Collection Program Specifications
8. Section 9 of the RFP - Evaluation Criteria
RFP Critical Dates
1. October 30, 2014 — RFP Posted on the Website
- RFP Advertised in West Elgin Chroncile
RFP Sent to potential Proponents
2, November 21, 2014— RFP Submission
3. Presentation and Interviews — if required -Week of December 8, 2014
4. Recommendation to Council —January 8, 2015
5, Start Date of the Contract—April 1, 2015
Respectfully Submitted,
Scott Gawley, CP , CGA
Administrator/Treasurer
/Irr�lrr N 1
MUNICIPALITYOF
W Elg*
est i n
REQUEST FOR PROPOSAL
CURBSIDE WASTE MANAGEMENT SERVICES
ANYONE DOWNLOADING THIS DOCUMENT AND INTENDING TO SUBMIT A BID MUST ENSURE THAT
THEY HAVE REGISTERED WITH THE MUNICIPALITY OF WEST ELGIN. BY REGISTERING, YOU WILL
BE ADDED TO THE PROPONENTS MAILING LIST AND WILL RECEIVE ANY ADDENDA THAT MAY BE
ISSUED WITH RESPECT TO THIS DOCUMENT. FAILURE TO REGISTER MAY RESULT IN YOUR BID
BEING DISQUALIFIED. TO REGISTER, PLEASE EMAIL: sgawley @westelgin.net
BIDS MUST BE RECEIVED at the office of:
Scott Gawlay
Adm in istratortTreasu rer
Municipality of West Elgin
sgawley@westeigin.net
519-785-0560
Not later than 2:00 p.m. local time, November 21, 2014.
PROPOSALS WILL BE OPENED AT A LATER DATE. RESULTS OF SPECIFIC BIDS OF THE PROPOSALS
WILL BE MADE PUBLIC NO LATER THAN JANUARY 8, 2015 AT THE COUNCIL MEETING.
RESPONDENTS ARE SOLELY RESPONSIBLE FOR ENSURING BIDS ARE RECEIVED BY THE
MUNICIPALITY OF WEST ELGIN PRIOR TO THE CLOSING DATE AND TIME. FAILURE TO SUBMIT THE
BID AS REQUESTED MAY RESULT IN IT BEING DISQUALIFIED.
The lowest or any proposal not necessarily accepted.
Request for Proposal-West Elgin Waste Management Services,2014
Municipality of West Elgin
Request for Proposal 14-01
Residential Waste Management Collection Services
Contents
NOT LATER THAN 2:00 P.M.LOCAL TIME,NOVEMBER 19,2014...................................................................................................II
1.0 DEFINITIONS.............................................................................................................................................................................1
2.0 BACKGROUND INFORMATION.................................................................................................................................................5
3.0 SCOPE.......................................................................................................................................................................................7
3.1 Part A:Curbside Recycling Collection Service.......................................................................................................................7
3.2 Part 8:Curbside Garbage Collection and Disposal Services.................................................................................................7
3.3 Leaf& Yard Materials&Processing Services.......................................................................................................................8
3.4 Sulky Items Collection of Garbage.......................................................................................................................................8
3.5 Part C.Combined Services....................................................................................................................................................9
3.6 PART D.Open Scope.............................................................................................................................................................9
4.0 COLLECTION SCHEDULE..........................................................................................................................................................10
4.1 Garbage Coll ection.............................................................................................................................................................10
4.2 Recycling Collection....................................................................................................................... .......10
.............................
4.3 Leaf& Yard Material Coll ection.........................................................................................................................................10
4.4 Sulky Item Garbage Collection and Disposal.....................................................................................................................10
4.4 Statutory Holidays-,..........................................................................................................................................................10
4.5 Holiday Schedule Accommodation.....................................................................................................................................11
4.6 Hours of Work....................................................................................................................................................................11
5.0 SUCCESSFUL PROPONENT REQUIREMENTSAND GENERAL SPECIFICATIONS.........................................................................12
5.1 Implementation Prior to Start-up.......................................................................................................................................12
5.2 Coordination Meetings......................................................................................................................................................13
5.3 Innovation Cl ause.................................................................... ..13
5.4 Contractor's Base of Operation..........................................................................................................................................13
5.5 Scavenging.........................................................................................................................................................................13
5.6 Promotion&Education......................................................................................................................................................13
5.8 Record Keeping&Reporting Requirements.......................................................................................................................14
6.0 COLLECTION VEHICLES..................................................................................................................I........................................15
6.1 General...............................................................................................................................................................................15
6.2 Age of Collection Vehicles..................................................................................................................................................15
6.3 Industry,Regulatory,Safety,Licensing&Other Standards...............................................................................................15
6.4 Physical and Mechanical Requirements.............................................................................................................................15
6.5 Compaction Vehicles for Recycling Col lection....................................................................................................................15
6.6 Appearance of Collection Vehicles.,................................................................ .................................................................15
6.7 Daily Supply of Collection Vehicl es..................................................................................................................................-16
6.8 Co-operative Use of Collection Vehicl es.............................................................................................................................16
6.9 Maintenance of Collection Vehicles...................................................................................................................................16
6.10 Additional Equipment for Collection Vehicl e......................................................................................................................17
6.11 Alternative Fuels/Green Fleet Initiatives..........................................................................................................................17
7.0 STAFFING................................................................................................................................................................................18
7.1 Contract Supervision by the Contractor.............................................................................................................................18
7.2 Route Supervisor(s)............................................................................................................................................................18
7.3 Customer Service Standards............................................................................................... .......18
7.4 Customer Service Training............................................................................ ...18
7.5 Health&Safety Standard................................................................................... ..........19
7.6 Health&Safety Training-......................................................... .................................................... ......... .....................19
7.7 Personnel Listing....................................................................................... ..19
8.0 COLLECTION PROGRAM SPECIFICATIONS...............................................................................................................................20
8.1 Collection Service...............................................................................................................................................................20
Request for Proposal-West Elgin Waste Management Services,2014
8.2 Estimated Number of Tonnes to Collect.............................................................................................................................22
8.3 Adding/Replacing Materials to Collect..............................................................................................................................22
8.4 Collection Locations&Numbers........................................................................................................................................23
8.7 General Operating Details for Collection...........................................................................................................................23
8.8 Information Line.................................................................................................................................................... ........24
8.9 Returning Containers after Emptying..............................................................................................................I......I..........24
8.10 Successful Proponent Not to Collect...................................................................................... ..........................................25
8.11 Reporting of Non-Collectable Incidents&Use of Courtesy Stickers...................................................................................26
8.12 Missed Collection Stops by the Contractor and Late Set Outs by Residents......................................................................26
8.13 Spillage and Litter..............................................................................................................................................................26
8.14 Mechanical or Oil Spill s................................................................................................................. ................................26
8.15 Labour Dispute Contingency and Emergency Plans....................... ...............................................................I...............27
8.16 Processing&Disposal Locations................. .................................................................................................................27
8.17 Weighing of Recyclable Material.......................................................................................................................................28
8.18 Recycling Residue Management........................................................................................................................................28
8.19 Audits and i nspections.......................................................................................................................................................28
8.20 Special Provisions................................................................................................ .............................................................29
8.21 Schedule of Liquidated Damages.......................................................................................................................................29
9.0 EVALUATION CRITERIA...........................................................................................................................................................31
9.1 Methodology......................................................................................................................................................................31
9.2 Evaluation&Scoring of Technical Proposals.....................................................................................................................33
10.0 RFP SCHEDULE.............................. .............................................................37
11.0 SUBMISSION INSTRUCTIONS...................1,............... ..................................................I............
......38
11.1 Closing Date and Time............................................................................................................................................... .....38
11.2 Late Submissions................................................................................................................................................................38
11.3 Period of Acceptance .............................................................................................................38
11.4 inquiries.............................................................................................................................................................................38
11.5 Rights Reserved by the Municipal ity..................................................................................................................................39
11.6 Treatment of information..................................................................................................................................................39
12.0 TECHNICAL SUBMISSIONS REQUIREMENTS ..............................................................................................40
12.1 General............................... ..........................................................................................................40
12.2 Specific Requirements........................................................................................................................................................40
13.0 REQUIREMENTS AT TIME OF CLOSING .........................................................................................................44
111 Form of Proposal................................................................................................................................................................44
13.2 Technical Submission ........................................................................................................................44
.................................
13.3 Financial Proposal................ .........................................................................................................................44
.....................
13.4 Certificate of Approval...................................... ..................................................................44
13.5 CVOR..................................................................................................................................................................................44
116 Bid Deposit...................... ............ ......................................................................................44
13.7 Letter of Agreement to Bond/Letter of Guarantee............................................................................................................45
14.0 REQUIREMENTS AT TIME OF EXECUTION ..
. ...................................I_..........-....-.......................................46
14.1 Executed Bond....................................................................................................................................................................46
14.2 Insurance and indemnification.....................:....................................................................................................................46
14.3 Workplace Safety&Insurance Board................. .............................................................................................47
14.4 Safety Policies and Procedures and Related Documentation.............................................................................................47
14.5 Contract Document.................. ....................................................................................48
......................................................
15.0 TERMS AND CONDITIONS....................................... ............................ ..............,.........................................................48
15.1 Contract Period..................................................................................................................................................................48
15.2 Renewal........................ ..................................................................................................,48
15.3 Taxes......................... ...........................................................................48
15.4 Inflation Adjustments..........,....I...............................................................................................................,........................................48
15.5 Per Stop or Unit Cost for Contract Additions/Deletions...................................................................................................49
15.6 Invoices&Documentation.............................. ............................................................................................................49
15.7 Payment............................ ..............................................................................................................49
15.8 Monies Due to the Municipality.........................................................................................................................................49
15.9 Payment Prior to Start of Contract....................................................................................................................................50
15.10 interest.................. .......................................................................................................................................50
Request for Proposal-West Elgin Waste Management Services,2014
15.11 Disputes.............................................................................................................................................................................50
15.12 Assignment........................................................................................................................................................................5o
15.13 Compliance with the Accessibility for Ontorians with Disabilities Act,2005.....................................................................50
15.14 Changes in Low............................................................................................................ .....................................................50
15.15 Exclusion of Proponent in Li tigation...................................................................................................................................51
15.16 Exclusion of Proponent Due To Poor Performance............................................................................................................51
15.17 Termination of Contract..................................................................................................................................I......I...........51
16.0 FORM OF PROPOSAL..............................................................................................................................................................53
APPENDIXA.Z.........................................................................................................................................................................................65
Municipalityof West El gin..............................................................................................................................................................65
APPENDIXA.3.........................................................................................................................................................................................66
WestLorne Collection Map.............................................................................................................................................................66
APPENDIXAA. ....................................................................................................................................................................................67
RodneyCollection Map...................................................................................................................................................................67
APPENDIXB............................................................................................................................................................................................6$
Checklistof Requirements to be met for Proposal..........................................................................................................................68
APPENDIXC............................................................................................................................................................................................69
AcceptableRecyclable Materials....................................................................................................................................................6-9
APPENDIXD...........................................................................................I...............,...........................................................................I....70
Manning Drive Material Recovery Facility(MRF)...........................................................................................................................70
Hoursof Operation..........................................................................................................................................................................70
APPENDIXE............................................................................................................................................................................................71
Procedure for Off Loading Recyclables at City of London Manning Drive Regional Material Recovery Facility.............................71
Arrm 14 r
Request for Proposal-West Elgin Waste Management Services,2014
Technical Submission Verification Check list
—IRA=
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Yes No
Par'A Curbs�tle Collec#trin ofRec clables .
A.1 West Lorne 670 stns bkweekl
A.2 Rod" 530 stops b1:pekly.
Part B Gurbalafe Collection of Garba e; Buii�,:;Item,Leef YarAl Maternal`Prck-u
West Elgin Landfill
West Lorne(6 bag maximum) 670 stops weekly
Bulky Item Pick-up 1 x Spring, 1 x Fail
B.1a) Leaf&Yard Materials Pick-up 2 x Spring, 3 x Fall
West Elgin Landfill
Rodney (6 bag maximum) 670 stops weekly
Bulky Item Pick-up 1 x Spring, 1 x Fall
B,1b) Leaf&Yard Materials Pick-up 2 x Spring, 3 x Fall
West Elgin Landfill
West Lorne (4 bag maximum) 530 stops weekly
Bulky Item Pick-up 1 x Spring, 1 x Fall
B.2a Leaf&Yard Materials Pick-up 2 x Spring, 3 x Fall
West Elgin Landfill
Rodney (4 bag maximum) 530 stops weekly
Bulky Item Pick-up 1 x Spring, 1 x Fall
B.2b Leaf&Yard Materials Pick-up 2 x Spring, 3 x Fall
Part.B Curbside Collection of Garbage, Bulky Item,:Leaf& Yard Material Pick.0
External Landfill
West Lorne (6 bag maximum) 670 stops weekly
Bulky Item Pick-up 1 x Spring, 1 x Fall
B.3a Leaf&Yard Materials Pick-up 2 x Spring, 3 x Fall
External Landfill
Rodney(6 bag maximum) 670 stops weekly
Bulky Item Pick-up 1 x Spring, 1 x Fail
Lard Yard Materials Pick-up 2 x S rin , 3 x Fall
External Landfill
orne (4 bag maximum) 530 stops weekly
em Pick-up 1 x Spring, 1 x Fall
Yard Materials Pick-u 2 x S rin , 3 x Fall
External Landfill
(4 bag maximum) 530 stops weekly
em Pick-up 1 x Spring, 1 x Fall
Yard Materials Pick-up 2 x Spring, 3 x Fall
To be completed and returned with Proposal in Envelope 1.
Request for Proposal-West Elgin Waste Management Services,2014
Pricing Submission
Q
Part A-;Curbside Collection,of itecyclables bi-weeikiy irollection.'( 4 per year
A.1 West Lorne 670 stops bi-weekly $ $
A.2 Rodney 530 stops bi-weekly $ $
A.1 +A.2 Total Annual Cost for BI-Curbside Recycling in West Lorne and Rodney $
Part B Curbside Collection and.Disposaiof Garbage=we`ekly collection(52 per year)
Part B-Cuebtloe Collection and',disposal%processing of`Bulk Item Garbage(i x spring,lx:#all=Z
collections:per year)
PartB-Curbside Collection&processing:of Leaf&Yard Material(2x'springi 3x fa1!)- 5 Wilectionsper
year)-
670 stops weekly
B.1a) West Lorne (6 Bag Maximum) 1 x Spring, 1 x Fall $ $
West Elgin Landfill Option 2 x Spring, 3 x Fall
530 stops weekly
B.1b) Rodney(6 Bag Maximum) 1 x Spring, 1 x Fall $ $
West Elgin Landfill Option 2 x Spring, 3 x Fall
B.1a) + Total Annual Cost for Curbside Garbage & Disposal, Bulky Item, Leaf& $
S.1b Yard Material Pick-up in West Lorne and Rodney
Part B-Curbside Collection and Disposal of Garbage-weekly collection[52 per year)
Part B-Curbside Collection and disposal/processing of Bulk Item Garbage(1 x spring,lx fall=2
collections per year)
Part B-Curbside Collection &processing of Leaf&Yard Material(2x spring,3x fall)=5 collections per
year)
670 stops weekly
B.2a) West Lorne(4 Bag Maximum) 1 x Spring, 1 x Fall $ $
West Elgin Landfill Option 2 x Spring, 3 x Fall
530 stops weekly
B.2b) Rodney(4 Bag Maximum) 1 x Spring, 1 x Fall $ $
West Elgin Landfill Option 2 x S rin , 3 x Fall
B.2a) + Total Annual Cost for Curbside Garbage & Disposal, Bulky Item, Leaf& $
82b Yard Material Pick-up in Vilest Lorne and Rodne
Part B-Curbside Collection and Disposal of Garbage weekly collection (52 per year)
Part B Curbside Collection and disposal/processing of Bulk Item Garbage(1 x spring,3x fall=2
collections per year)
Part B-Curbside Collection&processing of Leaf&Yard Material(2x spring,3x fall)=5 collection per
year)
670 stops weekly
West Lorne (6 Bag Maximum) 1 x Spring, 1 x Fall $ $
S.3a External Landfill Option 2 x Spring, 3 x Fall
530 stops weekly
Rodney (6 Bag Maximum) 1 x Spring, 1 x Fall $ $
0 4h1 FYfprnal Landfill Option 2 x Sprinq, 3 x Fall ._.,
Request for Proposal-West Elgin Waste Management Services,2014
B.3a) + Total Annual Cost for Curbside Garbage& Disposal, Bulky Item, Leaf& $
B.3b Yard Material Pick-up in West Lorne and Rodney
Part B-Curbside Collection and Disposal of Garbage—weekly collection(52 per year)
Part B-Curbside Collection and disposal/processing of Bulk Item Garbage(1 x spring, 1x fall=2
collections per year)
Part B-Curbside Collection&processing of leaf&Yard Material(2x spring,3x fall)=5 collection per
year)
670 stops weekly
B.4a) West Lorne(6 Bag Maximum) 1 x Spring, 1 x Fall $ $
External Landfill Option 2 x Spring, 3 x Fall
530 stops weekly
Rodney (6 Bag Maximum) 1 x Spring, 1 x Fall $ $
B.4b External Landfill Option 2 x S riri , 3 x Fall
S.4a) + Total Annual Cost for Curbside Garbage& Disposal, Bulky Item, Leaf& $
B.4b Yard Material Pick-up in West Lorne and Rodne
For Parts B, C and D all prices are inclusive of processing and disposal fees.
All Prices are exclusive of HST. HST is Extra
To be completed and returned with Proposal in Envelope 2.
Ike0
Request for Proposal-West Elgin Waste Management Services,2014
Appendix A.3
West Lorne Collection Map
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Request for Proposal-West Elgin Waste Management Services,2014
Appendix A.4
Rodney Collection Map
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Request for Proposal-West Elgin Waste Management Services,2014
Appendix C
Acceptable Recyclable Materials
The initial list of materials that will be received and processed at the MRF shall include the following:
MATERIAL DEFINITION IF ANY
Mixed Paper Fibres
Newsprint Including all newspaper flyers, magazines and telephone
directories
Mixed Household Paper Including envelopes and writing paper
Cardboard Including pizza and other corrugated cardboard boxes
Boxboard Including moulded pulp and excluding waxed paperboard
Mixed Containers
Aluminium Liquid, food or beverage containers
Aluminium Foil items made from aluminium foil including pie plates
#1 PET(Polyethylene Terephthaiate) Rigid household liquid,food or beverage containers
#2 HDPE (High Density Polyethylene) Rigid household liquid,food or beverage containers
#3 PVC (Vinyl) Rigid household liquid,food or beverage containers
#4 LDPE (Low Density Polyethylene) Rigid household liquid,food or beverage containers
#5 PP (Polypropylene) Rigid household liquid,food or beverage containers
#6 PS (Polystyrene) Rigid household liquid,food or beverage containers
excluding expanded polystyrene (e.g., foam cups and meat
trays)
#7 Other Plastics Rigid liquid, food or beverage containers
Plastics containers also.include garden pots&trays, and
oversized pails
Blister packaging (i.e. clear rigid plastic on paperboard
backing containers products such as toys, hardware and
electrical items, paperboard to be recycled in fibre stream)
Glass Liquid, food or beverage containers (clear, green and
amber)
Polycoated Paperboard Containers Containers made primarily of paperboard and coated with
low density polyethylene and/or aluminium, and used for
food and beverages. Includes gable top (e.g. milk and juice
containers) and drinking boxes, paper cups (hot and cold
beverage cups, ice cream tubs
Spiral Wound (Cardboard) Cans Composite (cardboard) can with a single wrap rigid body
involving several layers of materials (including paper, foil
and plastics) with at least one steel end (e.g., frozen juice
containers).
Steel Liquid, food or beverage containers; empty paint cans;
empty aerosol cans.
Request for Proposal-West Elgin Waste Management Services,2014
8.0 COLLECTION PROGRAM SPECIFICATIONS
8.1 Collection Service
8.1.1 Parts A: Curbside Recycling Collection Service
Collection of all acceptable Recyclables (two stream: fibres, containers) shall be made during
weekdays only according to the routes and schedules approved by the Municipality, The
"Acceptable Recyclables" that shall be covered under this contract are listed and attached in
Appendix C. Items may be added and, or deleted from the list as required by the Municipality
during the term of the contract. There is no limit to the amount of recyclables permitted at each
stop.
Prior to the start of the contract period a standard schedule will be determined with the
Contractor to the satisfaction of the Municipality. The contractor shall conform to the schedule
that will be established for the contract period. If a change to the collection schedule is required
by the Contractor or the Municipality both parties will work together to reorganize the established
routes and provide adequate public notice where required.
Recyclables placed in Blue Boxes, or similar rigid containers, shall be collected from all dwelling
units, and any businesses and institutions identified by the Municipality to receive this service.
The Contractor shall affix and/or drop off notices/stickers supplied by the Municipality informing
any non-compliance of the Recycling Collection Program while performing collection works under
this agreement. if the Municipality requires the Contractor to distribute notices in addition to this,
the contractor will be paid additional funds based on the contractor's hourly rate for staff at the
time.
The Contractor shall deliver Acceptable Recyclables to the London Regional MRF only on days
and during hours as set out in Appendix D attached hereto, subject to revision by the
Municipality should the City of London want to aiter the MRF's hours of operation. The
Municipality will issue at least ninety (90) days' notice of intention to revise the hours and days
of operation and consult with the Contractor to determine a revised schedule.
Metric tonne recycling processing costs are to be paid by the Municipality and is outside the
terms of this contract.
All vehicles under the ownership and/or control of the Contractor and using the MRF shall have
the driver inspect each load after it is dumped and remove all visible Non-Recyclables.
Ail vehicles under the ownership and/or control of the Contractor shall follow all MRF
operational protocols (e.g. unloading) and health & safety procedures while at the Facility.
The maximum allowable compaction of Mixed Containers stream received at the MRF is a ratio
of 2 or a density of 100 kg1m3, whichever is lower.
The maximum allowable compaction of Mixed Paper Fibres stream received at the MRF is a
ratio of 2.5 or a density of 375 kg/m3, whichever is lower.
The Contractor shall meet the compaction requirements for both recyclable streams.
The Contractor agrees to take all reasonable measures to delivery only "Acceptable
Recyclables" and to deliver these materials in the correct Contract Stream. Residents will be
instructed by the Municipality of the Acceptable Recyclables and to separate Recyclables into
the two streams. If residents have set out non-Recyclables, or have not separated their
Recvclables into two-streams, the Contractor will be required to sort materials into the correct
Request for Proposal-West Elgin Waste Management Services,2014
streams and to pick out non-Recyclables and replace them back into the Blue Box at the
curbside, as well as provide documentation to the resident why the materials were left.
The "Acceptable Recyclables Materials" shall be delivered loose (not in plastic bags) to the
MRF.
Residents will be advised of Acceptable Containers for use in the curbside collection. These
are listed in the Table below.
Table 2: Acceptable Containers for Recycling Collection
� i { a... 7� } � r' d'� i• � �µr �' k zA r- 7 �r � ti�xf 3�x �rH
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Blue Boxes Yes
Sizes range from 50 to 85 litre a rox
Rigid Plastic Containers similar in size
and shape to Blue Boxes e.g. laundry Yes
baskets, Rubbermaid tote
Recyclables in clear Plastic Bags No
Contractor would tag and leave behind
Maximum Weight of per container with - 20 kilograms (44 pounds)
rec clables
8.9.2 Part B: Garbage Collection Service
Garbage will be placed in bags or garbage cans at the curbside for collection. The maximum
number of bags or cans allowed per stop is six (6). The maximum weight per container of
garbage is 20 kilograms (44 pounds). The municipality remains flexible to this maximum and is
open to pricing options for a four (4) bag maximum and a six (6) bag maximum. There is an
exception to the four (4) or six (6) bag or garbage can maximum the three weeks following
Christmas when the successful proponent is expected to collect Christmas Trees.
Several materials are banned from Curbside collection. These are:
• bulky items, e.g. furniture and oversized items
• appliances
• construction & demolition materials
• electronics
• tires
8.9.3 Leaf& Yard Material Service
Table 3: Leaf& Yard Acceptable Containers
�. .s r � 7s r r � < r ` a e r s ri�' r p [1' S � ��.•
Clear Plastic bas No
Com ostable ` lastic-st le' bas Yes
Paper Bas Yes
Reusable Containers (e.g. garbage cans Yes
When collecting, the Successful Proponent must ensure materials collection comply with the
Acceptable Containers noted in the table above. If containers do not comply, the Contractor
will be required to leave an information tag on the materials.
There is no limit to the amount of leaf & yard materials that can be set out. Individual
containers must weigh less than 20 kilogram.
Request for Proposal-West Elgin Waste Management Services,2014
8.1.4 Bulky Item Garbage Collection
Bulky Item Garbage Collection is defined in the RFP. There is no limit to the amount of Bulky
Item Garbage that can be set out. Residents will be advised that if bulky items need two
people to move that they are to be available to assist the successful proponent load bulky
items onto the collection vehicle.
8.2 Estimated Number of Tonnes to Collect
The quantities set out in this RFP are approximate only and are for the sole purpose of
indicating to Proponents the general magnitude of the work and shall be used for the
comparison of submissions upon which the award of the contract will be made.
The Municipality expressly disclaims any liability whatsoever arising from reliance or non-
reliance on the data provided.
The estimated quantity of materials to collect in the first year of the Contract is identified in the
following Table. Tonnages are based on quantities collected in 2013 and 2014 and are
estimated and may change over time with public education and program policy changes.
Table 4: Estimated Tonnes to be collected in first year of contract Garba a based on 6 bag Max
s5 fd'� 4 : 'Ci ut' } s �S'sv'e
I 1 F 3, 44 14' RI p
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West Lorne 670 285 65 30
Rodney 530 225 50 20
Total
Estimated
Tonnes 1200 510 115 50
It is anticipated that the quantity of recyclable may increase due to the expansion of the
program to include new recyclables.
8.3 Adding/Replacing Materials to Collect
The Successful Proponent acknowledges the following:
a) That further changes to the list of recyclable items targeted for collection may be considered at
a future point in time by the Municipality;
b) That government regulations may change requiring the mix of Recyclable Materials to change;
and
C) That other significant changes to the Recycling Program not covered in the Contract may also
be entertained by the Municipality from time to time.
The Successful Proponent agrees that should the Municipality wish to add materials to the
Collection Programs, or make significant changes to the programs as noted above, they shall
negotiate with the Municipality to determine the terms, if any, under which the Successful
Proponent shall begin collection of these materials or implement the other significant changes.
It shall be the responsibility of the Municipality to advise its residents within the collection area
of any changes to the items that can be set out for recycling and the effective date of the
change. The Successful Proponent shall, upon the effective date of the change to the
materials being collected amend its collection practice to include the new materials.
Request for Proposal-West Elgin Waste Management Services,2014
After the first year of the contract a change in the quantity of total Recyclable Materials
collected by more than 25% (increase or decrease), per stop, in two (2) consecutive years, or
at a reduced time frame if approved by the Administrator/Treasurer 1 Designate, may form the
basis of a re-negotiation of the existing Contract.
The Municipality has the right to amend the definition of "garbage", "rubbish", "waste", "non-
collectables" and related items at any time during the term of this contract. A change in the
definition shall be evidenced in writing with at least thirty (30) days notice prior to the effective
date of such change by the designate to the Successful Proponent.
It shall be the responsibility of the Municipality to advise its residents within the collection area
of any changes to the_ items that can be set out for collection under this paragraph and the
effective date of the change. The Successful Proponent shall, upon the effective date of the
change in the definition of any type of collectibles under the terms of this agreement, amend its
collection practice to comply with new definitions.
After the first year of the contract a change in the quantity of total garbage collected by more
than 25% (increase or decrease), per stop, in two (2) consecutive years, or at a reduced time
frame if approved by the AdministratorlTreasurer 1 Designate, may form the basis of a re-
negotiation of the existing contract.
A change in the quantity of total leaf & yard material collection by more than 50% (increase or
decrease), in two (2) consecutive years, or at a reduced time frame if approved by the
Administrator/Treasurer 1 Designate, may form the basis of a re-negotiation of the existing
contract.
8.4 Collection Locations& Numbers
The total number of locations to be served through the Collection Services at the start of the
contract is estimated below. These numbers include residential stops, businesses, non-profit
organizations, municipal facilities and schools that may participate in the collection program.
Table 5 Number of Collection Stops
w i �` G �ij *y',ti� -n?6;. 1 l[Zr?!•j , JY IP-owli I �µ4�p"r j�,
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Households �. 670 530 1200
Other: business,
schools, Included Above Included Above Included Above
churches, gas
stations, etc
Total Collection 670 530 1200
Stops
These numbers should be taken as a base or estimate of the number of stops to be served by
the Contractor. The Successful Proponent will be required to continually add or remove stops
as households and other stops are added or deleted.
The unit price submitted by the Successful Proponent on the Form of Proposal will be used to
calculate the incremental cost to add and delete stops to this contract. The Successful
Proponent will be compensated for the additional stops on an annual basis.
8.7 General Overatina Details for Collection
8.7.1 Part A. Curbside Recycling Program
Request for Proposal-West Eigin Waste Management Services,2014
At a minimum, the method of collection:
a) must be two (2) streamed by the contractor as required.
b) must be collected with a recycling collection vehicle.
c) must be fully capable of collecting recyclable materials set out in the containers identified in this
RFP
d) must collect all recyclable material stipulated in the signed contract.
e) must ensure that when collecting from rigid containers, collection crews:
■ place properly sorted (i.e. two streamed) recyclable materials into the corresponding
compartment in the recycling collection vehicle,
■ separate improperly sorted (i.e. mixed streamed) recyclable materials into the
appropriate two streams and place them into the corresponding compartment in the
recycling collection vehicle,
■ return non-recyclable material back into the Blue Box with a courtesy sticker. Return the
Blue Box(es) to approximately the same location in which they were found prior to
collection, in an upside down position. Blue Boxes will be left upright when they contain
non-collectable items that have been refused by the contractor.
f) must collect items at the curbside or roadside of a public roadway in approved recycling
containers
g) cause the least possible disruption and inconvenience to vehicular traffic, pedestrian traffic and
residences and, or businesses
h) must ensure collected material is transported directly to the designated Material Recovery
Facility.
8.7.2 Part B: Garbacie, Leaf&Yard Materials and Bulky Item Garbage
At a minimum, the method of collection:
a) must be collected with a packer collection vehicle
b) must be fully capable of collecting garbage and Leaf & Yard Materials and in the Acceptable
Containers identified in this RFP
c) must collect all material stipulated in the signed contract
d) must ensure that when collecting from garbage cans, collection crews:
■ place any garbage can(s) lid(s) beside the location where the garbage can(s) are found
■ return the garbage can(s) to approximately the same location in which they were found
prior to collection, in an upside down position.
e) must collect items at the curbside or roadside of a public roadway in approved containers
f) cause the least possible disruption and inconvenience to vehicular traffic, pedestrian traffic and
residences and, or businesses
g) must ensure collected material is transported directly to the disposal or processing site
identified by the Successful Proponent in this RFP.
8.8 Information Line
The Municipality will operate a complaint and information line during regular business hours.
Through discussion with the callers, the Municipality will determine whether missed materials
will be picked up or not, and inform the caller. Some calls may require further investigation by
the Contractor. For example, in cases where the materials were not placed in the appropriate
location by the prescribed collection start time, the caller will be instructed to store their
materials until the next collection day. Calls that require action by the Successful Proponent
(e.g. incomplete routes, or not adhering to the route or schedule) will be forwarded directly to
the route supervisor for immediate action.
Municipality staff will forward service requests prompted by calls to the Successful Proponent
electronically or by telephone.
8.9 Returning Containers after Bm t in
Request for Proposal-West Elgin Waste Management Services,2014
All recycling containers (i.e. blue boxes) and/or garbage cans used to set out materials will be
replaced in approximately the same location in which they were found prior to collection, but in
no case shall they be replaced on the traveled portion of the road, driveway, parking lot or the
pedestrian portion of the sidewalk. Containers will be returned in an upside down position and,
at no point, be placed as to block a driveway to a residence or business.
Care shall be used not to damage the containers during collection and the Successful
Proponent shall be responsible for all damage to blue boxes as a result of the work and will
replace the damaged container with a new one of equal size and quality and deliver it, at their
expense, to the address where the damage occurred.
If a resident or business owner indicates that a Blue Box is damaged and they wish to have it
removed, it will be collected by the Successful Proponent at the same time as the recyclables.
8.10 Successful Proponent Not to Collect
The Successful Proponent is not required to collect;
Part A - Recycling
• Set-outs that have been identified by the municipality as acceptable to not collect. This
may include, but is not limited to recyclables that are more than 50% contaminated with
non-recyclables, recyclables in plastics bags, recyclables that have not been sorted into
the two-streams identified in this RFP.
• When it presents a health risk to the collector (e.g. broken glass, hazardous material,
bee/wasp problems)
Parts B -Garbage
Set-outs that have been identified by the municipality as acceptable to not collect. This
may include, but is not limited to bulky items with garbage, over-weight containers,
garbage over six containers
• When it presents a health risk to the collector (e.g. broken glass, hazardous material,
bee/wasp problems)
bags that are estimated to contain more than minimal amount of non-collectable
materials
Part C - Leaf&Yard Material
Set-outs that have been identified by the municipality as acceptable to not collect. This
may include, but is not limited to material in plastic bags, over-weight containers
When it presents a health risk to the collector (e.g. broken glass, hazardous material,
beelwasp problems)
• bags that are estimated to contain more than minimal amount of non-leaf & yard
material
Part D—Bulky Item Garbage
Set-outs that have been identified by the municipality as acceptable to not collect. This
may include, but is not limited to carpet that has not been cut down, rolled and tied,
over-sized items when the resident is not on hand to assist the collector
When it presents a health risk to the collector (e.g. broken glass, hazardous material,
bee/wasp problems)
The Municipality will provide the Successful Proponent with courtesy stickers which will advise
program participants of the reasons that the material set out has not been collected. Under no
circumstance will the Successful Proponent provide written information to program participants
that has not been approved and supplied by the Municipality.
Request for Proposal-West Elgin Waste Management Services,2014
8.11 Re ortin of Non-Collectable Incidents &Use of Courtesy Stickers
Level 1 -Routine
The Successful Proponent shall not be required to record addresses for the routine use of
courtesy stickers. Routine use includes but is not limited to:
1) non-compliant material left behind
ii) oversized container
iii) overweight container
iv) material not properly sorted into two streams: fibres and containers (recycling only)
v) garbage not properly contained in cans or bags
vi) cardboard boxes not broken down or oversized cardboard (recycling only)
Level 2—Non-Routine
The Successful Proponent will report non-routine use of courtesy stickers. Reports will be
submitted electronically to the Administrator/Treasurer 1 Designate and will include addresses
and the nature of the problem. The reports will be submitted on a daily basis and will include
information about:
i) set-outs containing an estimated 50% or more non recyclable material (recycling only)
ii) instances when the collector wishes to issue a courtesy sticker and there is no rigid
container or material on which to affix it(i.e. the participant has used only garbage bags
which are collected
Level 3—Hazardous Set-Outs
When a set-out presents a potential health risk to the collector or residents the Successful
Proponent will notify the Municipality immediately (i.e. within one (1) hour) of the address and
nature of the problem.
8.12 Missed Collection Stops by the Contractor and Late Set Outs by Residents
If the Successful Proponent misses one or more collection stops or part of a collection route or
is asked to return for a late set-out, he or she will make every reasonable effort to collect the
missed set out or late set out on the same collection day. If this is not possible, the missed or
late set out will be collected on the following working day before 9 a.m. Liquidated Damages
(Section 8.21) may apply for missed collections. What is "reasonable" or "possible" will be
determined by the Administrator/Treasurer 1 Designate.
8.13 Spillage and Litter
The Successful Proponent is required to clean-up spillage and loose materials resulting from
the work. The Proponent will not leave or deposit any material on any portion of the street,
sidewalk, boulevard, or other private or public property.
8.14 Mechanical or Oil Spills
The Successful Proponent will report, promptly to the Municipality, spills or discharges of
pollutants or contaminants under the control of the Contractor. Such spills or discharges and
R.S.O. 1990 (EPA as
their adverse effects are defined in the Environmental Protection Act, ,
amended and all regulations thereto. The Successful Proponent shall comply with the
requirements of the EPA including all notice requirements including notifying the Spills Action
Centre of the Ministry of the Environment (1-800-268-6060).
In addition to the above requirements, any collection vehicles being operated will cease
operation until the Contractor's Supervisor arrives on site. Absorbent will be laid down
immediately. As soon as the absorbent has had the desired effect, it is to be scraped from the
road or affected property. If residue still remains the Successful Proponent will apply another
laver of absorbent and reoeat the process until the site is in a clean and tidy condition. Failure
Request for Proposal-West Elgin Waste Management Services,2014
to respond immediately to this kind of spill may result in damage to asphalt or other damage for
which the Successful Proponent will be responsible.
If necessary, at the Municipality's discretion, a power wash and, or blacktopping will be utilized
at the contractor's expense.
8.15 Labour Dispute Contingency and Emeraency Plans
The Successful Proponent agrees to provide a written Contingency Plan as to how it intends to
perform its obligations under the contract in the event of a labour dispute, strike, slowdown or
work stoppage involving employees of the Successful Proponent who are providing the
services set out in the contract or employees of a permitted subcontractor.
The Successful Proponent also agrees to provide an emergency plan. The plan will detail
those actions which the contractor will take to deal with emergency situations such as ice
storms, extreme snow storms, floods, fire or other natural disasters that would require deviation
from normal operating procedures.
The Successful Proponent agrees to provide a copy of both the contingency and emergency
plan as part of their proposal submission at the time of closing. The Successful Proponent
agrees that these plans shall be amended as requested from time to time by the
Administrator/Treasurer I Designate. Further, the Successful Proponent agrees to immediately
provide the Administrator/Treasurer 1 Designate copies of the amendments to the plans, as
such amendments are made.
8.16 Processing & Disposal Locations
The Successful Proponent agrees to follow the procedures for off-loading materials at the
processing and disposal sites that are to be used in this contract. In the case of the Material
Recovery Facility these are outlined in Appendix E. The municipality will not assume any
responsibility or liability as a result of the contractor not following the specific procedures of the
receiving facility.
8.16.1 Location of Material Recovery Facility
All recyclables shall be delivered by the Successful Proponent to the Manning Drive Regional
Material Recovery Facility located at 3290 Manning Drive, London, 5 kilometres south of the
401 highway.
The Successful Proponent shall bear no charges for processing related to this contract at the
processing facility to be used in the Contract.
8.16.2 Location of Landfill Site(s)
All curbside garbage shall be delivered by the Successful Proponent to an approved licensed
landfill at the proponent's discretion. Proponents will identify in the Form of Proposal the
location of the landfill site(s) that will be used for disposal of garbage.
The Successful Proponent shall bear all char es for tipping waste related to this contract at the
landfill site(s) to be used in the Contract.
8.16.3 Location of Composting Site for Leaf&Yard Materials
All curbside leaf & yard materials shall be delivered by the Successful Proponent to an
approved licensed facility at the proponent's discretion. Proponents will identify in the Form of
Request for Proposal-West Elgin Waste Management Services,2014
Proposal the location of the processing facility that will be used for processing of curbside leaf
&yard materials.
The Successful Proponent shall bear all charges for processing related to this contract at the
processing facility to be used in the Contract.
8.96.3 Location of disposal and processing facilities for BulU Item Garba e
All curbside Bulky Item Garbage shall be delivered by the Successful Proponent to an
approved licensed facility at the proponent's discretion. Proponents will identify in the Form of
Proposal the location of the disposal and, or processing facility(ies) that will be used for
disposal and, or processing of Bulky Item Garbage
The Successful Proponent shall bear all charges for processing related to this contract at the
processing facility to be used in the Contract.
8.97 Welahina of Recyclable Material
Unless permission is obtained from the Administrator/Treasurer 1 Designate, all collected
materials must be weighed separately for each route in each zone.
All collection vehicles carrying materials collected under the terms of this contract must cross
the weigh scales and be weighed. The vehicle must clearly display the identification number
supplied to the Municipality so that it can be easily recorded by the scale house operator. The
driver of the collection vehicle must provide the collection zone and route number to the scale
house attendant.
8.18 Recycling Residue Mana ement
The collection crews will make every reasonable effort to ensure that the collections are
consistent with the specifications outlined in the Contract.
The allowable contamination rate for two-stream recycling collection is less than 5%. This
means 95% or more of the materials, by weight, in the fibre compartment of the truck must be
recyclable fibre materials, and 95% or more of the materials, by weight, in'the container
compartment of the truck must be recyclable container materials, if the residue rate is 5% or
greater, the Municipality will be entitled to Liquidated Damages, Section 8.21, as described
under Special Provisions in Section 8.20 Special Provisions.
8.19 Audits and Ins ections
At any time during each month of the contract, the Administrator/Treasurer 1 Designate may:
rt Conduct periodic waste audits of the material being collected to determine the amount
of non-compliant material being set out at the curbside.
■ Survey any of the contractor's collection vehicles during collection to ensure the
contractor's collection vehicles and the method of collection are in compliance with the
requirements of the contract and any other legislation.
■ Conduct audits on the incoming loads from recycling collection vehicles to ensure that
residual levels are at an acceptable level. The audits shall be completed at the
discretion of the Administrator/Treasurer 1 Designate and the load(s) selected for the
audit(s) will be inspected by an auditor designated by the Administrator/Treasurer 1
Designate to determine the actual contamination rate for the particular calendar month.
If the contamination rate is greater than the allowable rate specified in the RFP, the
qi irr P-,gful Proponent will nav for the cost of the audit.
Request for Proposal-West Elgin Waste Management Services,2014
8.20 Special Provisions
The Successful Proponent acknowledges that the Municipality will experience increased
administrative and operational costs in the event of the Successful Proponent's non-
performance or poor performance of its contractual obligations. Accordingly, the parties agree
that in view of the difficulty of ascertaining the actual losses which the Municipality will suffer by
reason of the non-performance or poor performance of the Successful Proponent's contractual
obligations, and in view of the fact that the accumulated effect of repeated incidents of non-
performance or poor performance will increase costs to the Municipality, the parties hereby
agree upon and fix as the liquidated damages that the Municipality will suffer by reason of said
non-performance or poor performance, and. not as a penalty, the amounts as set out in Sub-
Section 8.21 of this RFP. The Municipality will assess liquidated damages for each instance of
non-performance of poor performance identified in Section 8.21.
The Municipality may deduct and retain the amounts of such liquidated damages out of the
monies that may be due or become due to the Successful Proponent under the Contract, i.e.
deduction from the monthly invoice. The Administrator/Treasurer 1 Designate at its sole
discretion may determine whether liquidated damages are to be applied. The Successful
Proponent agrees to abide by the schedule of Liquidated Damages.
The Successful Proponent shall pay the Municipality the indicated amount per incidence of
non-performance or poor performance on a monthly basis. Annually the number of incidences
shall be accumulated. At the end of each fiscal year the number of accumulated incidences
will start at zero again. The liquidated damages payable under this section are in addition to
and without prejudice to any other remedy, action or other alternative that may be available to
the Municipality. Without limiting the generality of the foregoing, the assessing of liquidated
damages shall not prevent the Municipality from recovering from the Successful Proponent the
amount of any damages incurred by the Municipality over and above the amount of the
liquidated damages assessed (e.g. additional costs incurred by the Municipality from measures
taken to ensure that the work is completed).
8.21 Schedule of Li uidated Damages
The municipality accepts and acknowledges that with any new contract start up there will be
areas/collections missed. Due to this it is not the intent of the Municipality to charge liquidated
damages during the first three (3) months of the contract for missed collections.After the three
(3) month start-up period, the municipality reserves the right to impose liquidated damages as
outlined in Table 6 for problematic levels of service provided by the contractor.
In addition to the start-up period there will be times (seasonal) when quantities may be
excessive or weather conditions are problematic which may cause delay or missed collections.
In this instance, and at the discretion of the Administrator/Treasurer, the municipality may not
impose liquidated damages. It will be expected that in the event of missed collections the
contractor will re-attend the properties missed and collect the material without delay and
request for additional payment.
Request for Proposal-West Elgin Waste Management Services,2014
Table 6-Liquid ated Damages
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IM 011710
4.6 Failure to perform collections within $1001 day, per route
specified hours of work
$500 on the
Failure to complete day's work(I.e. work first $1,000 on the $1,500
4.6&8.16 carried over to the following day and/or 15 occurrence 2"d consecutive on the 3rd consecutive
or more residential units missed). within a 6 collection day collection day
month period
6.9&8.15 Failure to meet the Record Keeping& $500/incident
Reporting requirements.
6.6 Failure to comply with compaction ratio or $500/truck
weight limits.
Using vehicles dedicated to use under this
Contract Agreement to collect waste $500/truck on $1.000/truck on $1,5001
6.8 material from a Private Account or making the 1St incident the 2nd incident truck on the 3'd incident
collections at other locations not approved
by the Municipality.
7.3&7.4 Failure to meet the Customer Service $100/incident
Standards.
Failure to meet the Health&Safety $5001 truck on $1,000!truck on $1,5001
7.5&7.6 Standards the 1St incident the 2"d incident truck on the 3`d incident
7.2 Failure to respond to complaints as
8.12 directed by the Administrator/Treasurer i $1001 incident
8.13 Designate(e.g. replace damaged blue box).
Failure to return for Missed Collection as
8.16 directed by the Administrator/Treasurer/ $100/incident
Designate for less than 15 residential units
missed per day.
8.11 Failure to meet the General Operating $1001 incident
Details for Collection.
Failure to follow Off Loading Procedures
Appendix E at the Material Recover Facility, Landfill or $100/incident
Composting Facility,
8.22 Failure to meet the Residue Management $300 per load
requirements.
Termination of contract.
Increased cost of garbage
Monthly payment /recycling collection services
Scavenging materials collected through $1,5001 of monies owed above what is being charged
5.5 the Municipality's waste collection truck on the on contract to to the municipality for
programs. 1st incident successful "d replacement collection
proponent on 2 services will be charged to
incident successful proponent for the
remaining time that the
contract remains in effect.
A rT Ac l
Request for Proposal-West Elgin Waste Management Services,2014
9.0 EVALUATION CRITERIA
9.1 Methodoloav
The evaluation of Proposals will be conducted by an Evaluation Committee consisting of
representatives of the Municipality, in accordance the Municipality's Procurement of Goods and
Services Policy and the procedures described in this RFP.
The Municipality may be assisted by, and may consult with, various technical, financial and
legal advisors in relation to any or all aspects of this RFP. The appointment of, and
consultation by the Municipality with, any one or more of these advisors or consultants will be
at the Municipality's sole and absolute discretion. The Municipality may use any such advisors
and consultants in any way it, in its discretion, considers useful. All decisions on whether a
submission to the RFP meets (or to what degree it meets) the stated requirements are
decisions within the consensus of the Evaluation Committee.
Proponents are advised that any and all determinations and decisions made on behalf of
the Municipality relating to this RI=P and any submissions by Proponents, including
without limitation, whether the submissions meet the Mandatory Requirements and the
extent to which scoring and points are awarded, are within the Municipality's sole and
absolute discretion and are final and binding without appeal whatsoever.
The Municipality reserves the right to request clarification information from Proponents on the
content of their proposal at any time(s) after the RFP submission due date, including during the
evaluation stage. The Municipality reserves the right at its sole discretion, to hold clarification
meetings with some or all of the Proponents, including during the evaluation stage. All
correspondence related to clarifications must be in writing. The Municipality is under no
obligation to request that a Proponent provide missing or deficient information.
Proposal evaluation and selection of a preferred Proponent by the Municipality will follow a 5 -
step process:
• Step 1 -- Opening of the Technical Proposals and the screening for Specified
Mandatory Requirements.
Step 2 — For submissions meeting the Specified Mandatory Requirements, detailed
Evaluation and Scoring of the Technical Proposals.
• Step 3 — For submissions scoring 80% or higher on their Technical Proposal, opening
of the Sealed Financial Proposals.
Step 4 — For Proposals reaching Step 3, determination of a combined technical and
financial score out of 100. The combined technical and financial score out of 100 will
be a weighted score based on a weighting of 45% for the Technical Proposal and 55%
for the Financial Proposal.
• Step 5 — The best score from Part A, Part B, and Part C will be evaluated and
compared to the best scores from Part D to determine the preferred Proponent(s).
Additional details on each of the above four steps are provided below.
9.1.1 Ste 1 —Screening of Proposals for Specified Mandatory Requirements
a) The purpose of this step is to screen out submissions that do not meet the Specified Mandatory
Requirements (i.e. procedural and financial requirements), Proposals not clearly meeting the
Specified Mandatory Requirements will be deemed non-responsive and will be given no further
consideration.
b) The Specified Mandatory Requirements are both procedural and financial.
The mandatory procedural requirements include:
Request for Proposal-West Elgin Waste Management Services,2014
i. A sealed Technical and a separately sealed Financial Proposal submitted on the
supplied Forms in the Financial Proposal.
Please Note: The Technical Proposal must not contain any price information. If more
than one corporate entity is involved in the Proposal; the arrangements between the
various entities must be clearly explained.
H. A copy of the Proponent's CVOR Abstract.
Please Note: The Proponent must ensure that their CVOR permit is in good standing
both at the time of submission and at all times during the Contract if selected as the
Successful Proponent. Proponents with a CVOR record in excess of 70% of the
Provincial threshold or who have had an Overall Safety Rating below satisfactory
(audited or unaudited) will not be awarded the Work outlined in the RFP. A copy of the
CVOR Abstract shall be provided in the Technical Submission
iii. A copy of the Proponent's Certificate of Approval of a Waste Management System.
Please Note: A Certificate of Approval of a Waste Management System is required for
waste hauling. A copy of an Certificates of Approval or Licensing shall be provided in
the Technical Submission
The mandatory financial requirements include:
i. The Bid Deposit, as specified in Section 13.6.
ii. Letter of Agreement to Bond/Letter of Guarantee, as specified in Section 13.7.
9.1.2 Ste 2—Detailed Evaluation and Scoring of Technical Proposals
a) Only Proposals that have met all of the Specified Mandatory Requirements of Step 1 of the
evaluation process will proceed to Step 2.
b) Proposals will first be evaluated on technical merit without reference to cost or exceptions.
Technical evaluations will be based on the criteria listed below. Technical Proposals will be
scored out of 100% in accordance with the following criteria and weights:
• Criterion 1. Project Team Experience and Capability: 30%
Criterion 2. Operational Details: 60%
• Criterion 3. Proposal Quality: 10%
Proponents must achieve a minimum score of 75% in both Criterion 1 and 2 in addition to an
overall combined score of 80% or greater for criterion 1, 2 & 3.
C) Step 2 may include written requests for clarification from selected Proponents to obtain
comparable information required for decision-making. Step 2 may also include a request for a
clarification presentation from one or more Proponents and such a request does not oblige the
Municipality to request a presentation from all Proponents. Requested references in the RFP
will be used to validate information provided by the Proponent.
d) Each criterion will receive a consensus score (see Section 9.2 for a complete listing of the
items being evaluated).
Only those Technical Proposals that achieve an overall technical score of 80% or greater will
have their Sealed Financial Proposal envelopes opened. The Sealed Financial Proposal
envelopes for those Proponents not receiving a minimum technical score of 80% will not be
opened and will be retained by the Municipality.
Request for Proposal-West Elgin Waste Management Services,2014
9.1.3 Ste 3—Opening of Financial Proposals
At this step of the evaluation process, the Sealed Financial Proposals will be opened for only
those Technical Proposals that achieved the required minimum technical score of 80% in Step
2,
9.1.4 Ste 4—Determination of Combined Technical and Financial Scores
For those Proposals that reached Step 3, the technical score will be combined with the
financial score to determine a combined technical and financial score out of 100. The
combined technical and financial score out of 100 will be a weighted score based on a
weighting of 45% for the Technical Proposal and 55% for the Financial Proposal. The
Proponent with the highest combined score would be recommended as the preferred
Proponent.
9.1.5 Ste 5--Comparison of Combined Technical and Financial Scores
The best score from Part A and Part B will be combined using a weighted average (two-thirds
for Part A and one-third for Part B).
9.2 Evaluation &Scoring of Technical Proposals
CRITERIA DESCRIPTION
A. EXPERIENCE
The evaluation will consider the Proponent's general waste
management experience over the past 10 years including the following:
+ The experience to undertake the collection services) as specified in
the RI=P document
• Value of past and current contracts
• Size of past and current contracts (number of units served, weekly
tonnages)
Operational year and duration of contracts (including any
extensions)
B. REFERENCES
The evaluation shall consider reference information received 7the '
Municipality, based on the Proponent's past and current was
management activities over the past 10 years, as well the Proponent's
prior record as a contractor to the Municipality (if applicable).
Request for Proposal-West Elgin Waste Management Services,2014
9.2 Evaluation &Scoring of Technical Proposals...cont'd
2.0 OPERATIONAL DETAILS
2.1 VEHICLES
A. TYPE OF VEHICLE(S) AND EQUIPMENT
The Proponent shall provide information on the type of vehicle(s) and
equipment to be utilized for the work specified in the RFP. Criteria to
evaluate vehicle(s) and equipment include the following:
• Make and model of vehicles and the services to be provided by
the Collection Vehicles
B. QUANTITY AND SIZE
The Proponent shall provide information on the quantity and size of
the Collection Vehicles to be utilized for the Work described in the
RFP. Criteria to evaluate the vehicles includes the following:
• Number of collection vehicles and equipment to carry out the
Work as defined in the RFP
Sufficient information provided on spare vehicles and equipment
to carry out the work as defined in the RFP collection program,
including adequate numbers, types and colour to carry out the
work as defined in the RFP
• Capacity of Collection Vehicles
• Compartment capacity of Recycling Collection Vehicles (if
applicable
C. AGE
• Not subject to age provided collection vehicles are mechanically fit
D. FUEL AND ENVIRONMENTAL ISSUES
Incorporation of environmental considerations in the Proponent's
Proposal such as:
• Alternative Fuels
• Green fleet initiatives
E. ONE CONTRACTOR FOR ALL PARTS (A,B,C,D)
Request for Proposal-West Elgin Waste Management Services,2414
9.2 Evaluation &Scorina of Technical Proposals...cont'd
2.o OPERATIONAL DETAILS CONTINUED
2.2 WORKPLAN
A. The Proponent shall provide information on the proposed Work Plan
to be used for the services outlined in the RFP. Criteria to evaluate
the Work Plan include the how service will be provided, estimated
number of stops per route, etc.
B. Organizational structure and staffing plan including number of staff
C. FLEXIBILITY OF WORK PLAN
• Flexibility to accommodate changes in legislation that potentially
could change service delivery
• Flexibility to respond to fluctuations in recycling streams, in both
quantity and type.
D. VEHICLE MAINTENANCE PLAN
Information on Commercial Vehicle Operator's Registration (CVOR)
E. CONTINGENCY PLANS THAT ADDRESS:
• Bad weather resulting in inability to complete day's route.
• Collection vehicle failure resulting in inability to complete the day's
route.
• Labour Dispute by the Proponent's employees or the employees
of the sub-contractor.
• Increased material quantities in early January due to Christmas
holidays and longer period between collections due to the different
day collection cycle.
2.3 PROPONENTS FACILITIES
A. The Proponent shall provide information on Facilities to be utilized for
the Work specified in the RFP. The evaluation will consider the
sustainability of the proposed Facilities, travel/response time for
vehicle maintenance and contingency plans to address collection
delays/response times if the Facilities are not located in London. The
evaluation will also consider if the Facilities satisfactorily meets the
locations and size requires for the office(s) and yard for offices and
yard for storage of the fleet
Request for Proposal-West Elgin Waste Management Services,2014
9.2 Evaluation &Scorina of Technical Proposals...cont'd
3.0 PROPOSAL QUALITY
A. CLARITY
The Proposal clearly identifies the scope of work offered and clearly
describes how the Proponent proposes to satisfy the requirements set
out in the RI=P. All information is complete and presented in a clear,
concise, and well-organized manner. The Proponent has provided a
clear table of contents for proposal submissions and/or forms for
completion particularly for significant elements.
B. UNDERSTANDING THE MUNICIPALITY'S REQUIREMENTS
The Proposal demonstrates an understanding of specific goals and
objectives as described in the RFP. The Proponent demonstrates a
clear commitment in terms of assigning resources to fully support the
Projects described in the RFP.
TOTAL PROPOSAL QUALITY SCORE
1.0 PROJECT TEAM EXPERIENCE& CAPABILITY
2.0 OPERATIONAL DETAILS SCORE
3.0 PROPOSAL QUALITY
OVERALL TOTAL
c /o
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4
The Municipality of West Elgin
TO: MAYOR AND COUNCIL OF THE MUNICIPALITY OF WEST ELGIN
FROM: HEATHER JAMES, MCIP, RPP, PLANNER
DATE: OCTOBER 23, 2014
SUBJECT: ZONING BY-LAW AMENDMENT APPLICATION FOR HENK AND ANS
DIEKER, 12538 GRAHAM ROAD
RECOMMENDATION:
THAT Council of the Municipality of West Elgin:
1} CANCEL the public meeting for Zoning By-law Amendment File No. P9114 and
that staff.recirculate to the affected public and agencies a rescheduled notice of
public meeting as per Section 34 of the Planning Act at a later date; and,
2) DEFER decision for Zoning By-law Amendment File No. P9114, due to the
requirement for resubmission of an associated consent application E81114 to
Land Division Committee of the County of Elgin.
REASONS FOR DEFERRAL OF PUBLIC MEETING AND DECISION:
I was informed by Susan Galloway, Secretary-Treasurer of Land Division of the County
of Elgin that a resubmission of consent application E40114 was required. The
resubmission is required since the parcel has been surveyed and the proposed severed
parcel deviates by greater than 5% in lot area from what was originally approved by
Land Division and supported by Council. The owners' resubmission of the consent
application was deemed complete on October 17, 2014 by Mrs.Galloway.
The municipality had sent notice for the public meeting on September 26, 2014 in
accordance with Section 34 of the Planning Act. At this time, it is premature for council
to hold a public meeting and provide a decision on the proposed zoning by-law
amendment since the new consent application with revised lot areas for the proposed
severed and retained parcels needs to be considered by Council. The public meeting for
Land Division to consider the revised consent application has been tentatively
scheduled for December 10, 2014. Once Land Division makes a decision on the revised
consent application, staff will notify affected public and agencies of the rescheduled
public meeting at a later date.
Respectfully Submitted, Reviewed by:
Heather James, MCIP, RPP Scott Gawley, C A., C.G.A.
Planner Administrator/
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The Municipality of West Elgin
TO: MAYOR AND COUNCIL, MUNICIPALITY OF WEST ELGIN
FROM: HEATHER JAMES, MCIP, RPP, PLANNER
DATE: OCTOBER 23, 2014
SUBJECT: PROPOSED SEVERANCE APPLICATION FOR NORMAN A. MILLER,
22709 TALBOT LINE
RECOMMENDATION:
THAT Council of the Municipality of West Elgin recommend APPROVAL to the Land
Division Committee of the County of Elgin for the proposed severance application
provided the following conditions are included:
a) That septic system review for the severed lands has been completed;
b) That a 0.09 sq. metre parcel of land as identified on the attached
Schedule 'A' be deeded to the Municipality of West Elgin at the expense of
the owner;
c) That the lands being conveyed are to be registered in the same name and
title as the lands to which they are being added to, which is Norman Arthur
Miller and Christine Anne Barrie-Miller; and,
d) That Municipal drain re-apportionments (if required) have occurred.
REASONS FOR AND NATURE OF THE APPLICATION:
An application for a proposed severance was submitted to the Municipality by Norman
A. Miller. The owner is requesting the following: 1) a 1.46 ha (3.62 ac) piece of land to
permit the severance of a parcel of land to be added to an abutting agricultural parcel,
legal description Part Lot 8, Concession 13 (being Parts 1 to 3 on RP 11 R7173); and, 2)
a 0.09 sq. m (1 sq. ft) parcel of land to be severed and transferred to the Municipality in
order for the lot addition to occur. The lands to be severed is legally described as North
Part Lot 8 (being Parts 8,9 and 10 on RP 11 R5774), Concession 13, on the south side
of Talbot Line, in the geographic Township of Aldborough, and known municipally as
22709 Talbot Line (as shown on the attached Schedule 'A').
The proposed severed parcel to be added to an abutting agricultural parcel has an area
of 1.46 ha (3.62 ac) and a frontage of approximately 25.9 m (85.0 ft) along Talbot Line.
The proposed severed lands to be added to an abutting agricultural parcel contain a
house, private well and private septic system.
The proposed severed parcel, to be transferred to the Municipality of West Elgin has an
area of 0.09 sq. m (1 sq. ft) and a frontage of 0.3 m (1 ft) along Talbot Line.
The proposed lands to be added to have an area of 19.0 ha (47.0 ac), have frontage
along Talbot Line and contain a livestock facility.
The proposed retained parcel have an area of 19.95 ha (49.3 acre), have frontage along
Talbot Line and are vacant. Agricultural and non-farm residential uses surround the
subject lands. The location of the subject lands are on the attached Schedule W.
SUMMARY/CONCLUSION:
The proposed severance application has been assessed for appropriateness with
regard to existing policy and the impact of the proposal on the surrounding land uses.
The application is consistent with the Provincial Policy Statement and conforms to the
County of Elgin Official Plan and Municipality of West Elgin Official Plan.
DISCUSSION:
Provincial Policy Statement
Under Section 3(5) of the Planning Act, the Municipality "shall be consistent with"
matters of provincial interest as set out in the Provincial Policy Statements (PPS). Prime
Agricultural Area, Sewage and Water and Cultural Heritage and Archaeology policies
were reviewed and no concerns were evident.
Conclusion:
Upon review of the applicable PPS policies, the proposed severance
P
application is consistent with the PPS.
County of Elgin Official Plan
The proposed severed parcels in both severances, proposed lands to be added to and
the proposed retained parcel are designated Agricultural Area. Section E 1.2.3.2
permits a severance for the purposes of altering lot boundaries, provided no new
building lot is created. In reviewing an application for a boundary adjustment, the
approval authority shall be satisfied that the boundary adjustment will not affect the
viability of the use of the properties for their intended use and will not affect the
agricultural viability of the parcels affected.
Comment: The proposed severances will not result in the creation of a new building lot.
The proposed lands to be added to and the proposed retained parcel will meet the
minimum lot area requirements of the Zoning By-law and will not affect their viability for
agricultural use.
Conclusion: Upon review of County of Elgin Official Plan, the proposed severance
application conforms to the County of Elgin Official Plan.
Municipality of West Elgin Official Plan
The proposed severed parcels in both severances, proposed lands to be added to and
proposed retained parcel are designated as Agricultural. Consent policies permit a
severance for the purposes of adjusting or correcting lot boundaries and permit the
transfer of small amount of land to be added to an abutting lot provided:
a) The conveyance does not lead to the creation of an undersized, irregularly
shaped lot(s) unsuited to the purpose for which it is being used or proposed to be
used, or contrary to the provision of the Zoning By-law unless the By-law is
otherwise amended or a variance is granted;
b) The lands being conveyed are registered in the same name and title as the lands
to which they are being added; and,
c) It is stipulated in the granting of the severance that any subsequent conveyance
or transaction will require a future severance.
Comment: The lot addition will not result in the creation of an undersized agricultural
parcel for the proposed retained lands nor will it impact the ability of the lot to be
continued to be used for agricultural purposes. As a condition of the severance, the
lands being conveyed are to be registered in the same name and title as the lands to
which they are being added to. As an addition condition of the severance, a 0.09 sq.
metre parcel of land as identified on the Schedule 'A' be deeded to the Municipality of
West Elgin at the expense of the owner to ensure the proposed severed parcel will
merge on title with the lands to be added to.
Conclusion: The proposed severance application conforms to the Municipality of West
Elgin Official Plan.
Township of Aldborough Comprehensive Zoning By-law 90-50
The proposed severed parcels in both severances, proposed lands to be added to and
proposed retained parcel are zoned Agricultural (Al) Zone. Agricultural uses are
permitted. One single detached dwelling unit is permitted per lot. The minimum lot area
is 19.0 ha (46.95 ac) and the minimum frontage is 150.0 m (492.13 ft).
Comment: The proposed lands to be added to and proposed retained parcel are used
for agricultural purposes. As a result of the lot addition, the proposed lands to be added
to will have one single detached dwelling unit and the proposed retained parcel will be
vacant. The proposed lands to be added to and proposed retained parcel meet the
minimum lot area and minimum frontage provisions of the Zoning By-law.
Respectfully Submitted, Reviewed by:
Heather James, MCIP, RPP R. :ScotfttGawley. I.A.. C.G.A.
Planner Administrator/Treasurer
SCHEDULE W
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308.601m (1012.47) ---1
October 7, 2914
Municipality of West Elgin
22413 Hoskins Line,
Rodney, ON
NOL 2CO
Attention Mayor and Council,
On November 28, 2014 the Optimist Club of West Lorne will be hosting the annual Santa Claus Parade
in West Lorne.
The parade begins at 7:00 p.m. Starting at Gilbert Street then south on Graham Street through the
intersection at Pioneer Line/Main Street and then ending at the West Elgin Arena where Santa and Mrs.
Claus will disembark to visit with the local children and hand out candy bags. The remainder of the
floats will continue on south to West Elgin Secondary School parking lot adjacent to West Elgin Senior
Elementary School. The parade should last approximately 1 hour.
We are looking for assistance for the following:
Road closure assistance at the intersection of Main Street/Pioneer Line
Pylons for side streets (Optimist members are available to man these)
Monies to assist with the cost of the parade. Invoices/Receipts will be sent at a later date.
The OPP have already been contacted for closure from the 401 and Graham Road at Marsh Line but I
am still waiting on confirmation at this time.
We thank you in advance and invite you to join us. Our parade theme is "A FROSTY CHRISTMAS"
Yours in Optimism,
Karen Goncalves
Optimist Club of West Lorne
Parade Co-Chair
Municipality of West Elgin
I am writing this letter on behalf of the Rodney Aldborough Agricultural Society.This year was
our 1601h fair.We not only provide a weekend of affordable fun family entertainment, but we also
celebrate our community including our agricultural roots.
In previous years the Municipality has covered the cost of numerous expenses that we incur
over the weekend. As a not for profit volunteer organization we have a small operating budget and are
very grateful for all your continued support financially and physically with help from parks and rec and
the roads department. We are hoping you can help us again this year with the success of this event and
support us with this donation.The Fair Board will send the bill for the cleaning as you already receive
the bill for the lights and the porta-johns.
We are aware that parks and rec order the porta-johns and the generator lights.As well as clean
the rec centre and the pool washrooms. Plus our added cost of cleaning all weekend long. Overall this
adds up to over$4000. But we also are very aware of the additional cost of ground clean-up and track
preparation and repair before and after the fair.
Thank you for making this weekend a success! As it has been a tradition in our community for
160 years; and hopefully will continue for many more...
Thank you for your support,
Melanie McLeod
RAAS President
D-3
West Elgin Living Water Pentecostal Church
9094 Graham Road Eagle -
Pastor Joe Mezenberg F
' s
Phone 519-768-0716 CC- 0
.ar—P L-0
October 7, 2014
This request is sent to the Council of the Township of West Elgin.
We are requesting a load of fill for our property at 9094 Graham Road
South of Eagle.
We have received some major damage with some severe ruts due to
vandalism. Someone did some wheelies on our back yard and left it
very rough.
We have no way of repair unless we have some major fill to fill it in.
At this time we are requesting some help from the Township.
Thanks Pastor Joe Mezenberg
1
Norma Bryant
From: Tom Campbell <tcampbell @campaign-office.com>
Sent: October-10-14 1:52 PM
To: nbryant @westelgin.net
Subject: Municipality of West Elgin Veterans &Troops Support/Remembrance Ad - Royal Canadian
Legion
Attachments: Rates.pdf
Importance: High
Hello Council,
We would like to first Thank the Municipality of West Elgin very much for your consideration with the Military Service Recognition
Book.
The Military Service Recognition Book will honour our past and present day Veterans in print form with full biographies and
photographs.To do this, submissions will be collected at local legion branches and with the help of our Veterans,their families and
friends,this special publication will be released by September 2015 and in time for next year's Remembrance Day Ceremonies.
A Minimum 17,500 Copies will be available free of charge for the public at the local branches and online at the commands
website.www.on.legion.ca . Most importantly the Military Service Recognition Book will be provided to Schools and Public libraries to
help the younger generation better understand the sacrifices made by our Veterans.
i
We would be honoured to have the Municipality of West Elgin involved by way of purchasing a Veterans Support/Remembrance Ad.
Many have taking this opportunity to thank our Veterans with their message.
I have attached President Bruce Julian's Official Letter along with the Sizes and rate sheet for you to review. Your support at any
level would be greatly appreciated
If you any questions, please let me know.Thank you very much.
Best Regards,
Tom Campbell
The Royal Canadian Legion
Ontario Command
1-855-241-6967
Campaign Office
LegLton#
vuwuv:on.11�g'iat� Ca
1
Le ..N*on .
www.on.legian.ca
The Royal Canadian Legion
Ontario Command
"Military Service Recognition Book"
Dear Sir/Madam:
Thank you for your interest in The Royal Canadian Legion Ontario Command, representing Ontario's
Veterans. Please accept this written request for your support, as per our recent telephone conversation.
The Royal Canadian Legion Ontario Command is very proud to be printing 17,500 copies of our second
annual "Military Service Recognition Book', scheduled for release by September 2015. This book will
assist us in identifying and recognizing many of our Veterans within the Province of Ontario and to serve as
a reminder for generations to come, while at the same time assist us in our job as the "Keepers of
Remembrance".
We would like to have your organization's support for this Remembrance project by sponsoring an
advertisement space in our "Military Service Recognition Book." Proceeds raised from this important
project will cover the cost of printing and distributing this unique publication. Additional proceeds received
through this program will assist and support many Legion initiatives and to assist our over 400 branches to
remain a viable partner in their communities. The Legion is recognized as Canada's largest Veteran
Organization and we are an integral part of the communities we serve. This project ensures the Legion's
continued success in providing these very worthwhile services.
Please find enclosed a rate sheet for your review. Whatever you are able to contribute to this worthwhile
endeavor would be greatly appreciated. For further information please contact Ontario Command
Campaign Office toll free at 1-855-584-1374.
Thank you for your consideration and/or support.
Sincerely,
f::) -4� --
Bruce Julian
President
Legtojn .
www.on.legion.ca
The Royal Canadian Legion
Ontario Command
"Military Service Recognition Book"
Advertisine Prices
A d Size Cost HST Total
Full Colour Outside Back Cover $2,030.97 + $264.03 = $2,295.00
Inside Front/Back Cover (Full Colour) $1,765.49 + $229.51 = $1,995.00
2-Page Spread (Full Colour) $2,823.01 + $366.99 = $3,190.00
Full Page (Full Colour) $1,411.50 + $183.50 = $1,595.00
Full Page $10057.52 + $137.48 = $1,195.00
% Page (Full Colour) $792.04 + $102.96 = $895.00
'/2 Page $615.04 + $79.96 = $695.00
'/4 Page (Full Colour) $482.30 + $62.70 = $545.00
'/4 Page $393.81 + $51.19 = $445.00
1110 Page (Full Colour) $287.61 + $37.39 = $325.00
1110 Page (Business Card) $243.36 + $31.64 = $275.00
H.S.T. Registration # 10686 2824 RT0001
All typesetting and layout charges are included in the above prices.
A complimentary copy of this year's publication will be received by all advertisers
purchasing space of 1110 page and up, along with a Certificate of Appreciation from
Ontario Command.
PLEASE MAKE CHEQUE PAYABLE TO:
The Royal Canadian Legion
Ontario Command
(RCL ON) VISA
(Campaign Office)
P O Box 8055,Station T CSC
Ottawa,ON K1G 3H5
Visa/Mastercard Accepted adcopy can be emailed to: oncl @fenety.com