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November 13, 2014MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING NOVEMBER 13, 2014 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A5) *October 23, 2014 Council BUSINESS ARISING FROM MINUTES DELEGATIONS 11:30 a.m. Consideration Meeting — Zegers Drain (under separate cover) REPORTS (C1 -C10) 1. ROADS a) *Monthly Report b) *Report - 2014 -2015 Winter Schedule 2. RECREATION/EMERGENCY MANAGEMENT a) *Monthly Report 3. WATER DISTRIBUTION SYSTEM a) *Operations Report — October 2014 November 13, 2014 Page 2 4. WASTEWATER a) *Rodney WTP — Operations Report Third Quarter b) *West Lorne WTP — Operations Report Third Quarter 5. BUILDING a) *Monthly Report 6. BY -LAW ENFORCEMENT a) *Monthly Report 7. DRAINS 8. ADMINISTRATION a) *Report - West Lorne Lawn Bowlers Club b) *Report — Policy Revisions — Hours of Work c) *WESA — Draft 2014 Fall Monitoring Report d) *Report — Third Quarter Financial Statements 9. PLANNING 10. ACCOUNTS CORRESPONDENCE (D1 — D18) COUNCIL CONSIDERATION — ACTION RECOMMENDED: 1.* Jane Vanderkuyl — pickle ball at Recreation Centre; 2.* Pulmonary Hypertension Association of Canada — request for proclamation; 3.* Minister of Employment and Social Development — response to concern about affordable housing; 4.* *Elgin County Fire Prevention Officers Association — request for funding for updating the Fire Safety House; 5.* Elgin County Tree Commissioner -- proposed woodlot clearing — Lot 4, Concession 14; 6.* Elgin County OPP — criminal record checks; November 13, 2014 Page 3 7.* Evergreen Cemetery — request for aid in maintenance of roadway; 8.* Ministry of Energy — response to wind energy; 9.* West Elgin Community Health Centre — Fall Family Fun Night; 10.* Elgin County Land Division Committee — notice of application for consent — Dieker; 11.* Middlesex Hospital Alliance — notice of strategic planning process consultation meeting; 12.* Elgin St. Thomas Public Health — appointment to Healthy Communities Partnership committee; 13.* Town of Collingwood -- reconsider decision to eliminate home to home postal delivery; 14.* Beattie Haven — emergency / evacuation centre RECOMMENDED TO ACCEPT & FILE: 15. AMO • POA tools and new Road Safety Bill introduced • Watch file — October 23, 2014; • Watch file — October 30, 2014; • Watch file — November 6, 2014; 16. West Lincoln — Niagara Region Wind Corporation; 17. Accessibility Directorate of Ontario — appointment of Honourable David C. Onley as Special Advisor; 18. OGRA — notice of election; 19. Ministry of Citizenship, Immigration and International Trade — nominations for June Callwood Outstanding Achievement Award for Voluntarism in Ontario; BY -LAWS: By -law No. 2014 -71 Agreement with West Lorne Lawn Bowlers Club By -law No. 2014 -72 Amend Human Resources Policy HR -4.2 MINUTES (E1-E2) *West Elgin Arena Board — September 9, 2014 *West Elgin Arena Board — October 14, 2014 NOTICE OF MOTION (F) November 13, 2014 Page 4 OTHER BUSINESS (G1 —G3) 1. 2014 Ontario West Municipal Conference, December 12, 2014 2. Council announcements 3. Closed session: • personal matters about an identifiable individual (M.A. s.239(2)(b) • labour relations or employee negotiations (M.A. s.239(2)(d) * information enclosed CONFIRMING BY -LAW ADJOURNMENT NEXT MEETINGS: November 27, 2014 Council Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Municipality to remove it. Questions about the collection of personal information may be directed to the Clerk. PRESENT STAFF PRESENT CALL TO ORDER MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS OCTOBER 23, 2074 Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Richard Leather Scott Gawley, Administrator/Treasurer Norma Bryant, Clerk Heather James, Planner (left at 9:45 a.m.) The Mayor called the meeting to order at 9:30 a.m. The Mayor noted that our democracy has been hit with the attack in Ottawa and initiated a moment of silence for those who serve us and their families. DECLARATION OF PECUNIARY INTEREST Councillor Miller declared a conflict of interest with item C 10 (a). ADOPTION OF AGENDA RES. NO. 1 Moved by Leatham Seconded by Miller RESOLVED that the Council of the Municipality of West Elgin approves the agenda for October 23`d, 2014 as printed and circulated. DISPOSITION: Carried APPROVAL OF MINUTES RES. NO. 2 Moved by Bodnar Seconded by Leatham RESOLVED that the minutes of the meetings held on the following date be adopted as printed and circulated: October 9 , 2014 Council DISPOSITION: Carried BUSINESS ARISING FROM MINUTES: DELEGATIONS REPORTS 1. ROADS 2. RECREATION /EMERGENCY MANAGEMENT 3. WATER DISTRIBUTION SYSTEM 4. WASTEWATER October 23, 2014 Page 2 of 5 5. BUILDING 6. BY -LAW ENFORCEMENT 7. DRAINS 8. WEST ELGIN PRIMARY SYSTEM 9. ADMINISTRATION a) Report — Open Air Burning By -law RES. NO. 3 Moved by Leatham Seconded by Miller RESOLVED that the report from the Clerk re: Open Air Burning By- law be received; AND that the revised Open Air Burning by -law be brought forward; AND that the revised set fine schedule be approved. DISPOSITION: Carried b) Report — Rodney Santa Claus Parade RES. NO. 4 Moved by Bodnar Seconded by Miller RESOLVED that Council of the Municipality of West Elgin supports the request of the Rodney Santa Claus Parade Committee to close Furnival Road from Queen Street to Victoria Street on Saturday December 6th, 2014 from 5:30 p.m. to 6:30 p.m. DISPOSITION: Carried c) Report — Requests for Proposal for Landfill, Garbage and Recycling Collection RES. NO. 5 Moved by Miller Seconded by Leatham RESOLVED that the report from the Adrninistrator/Treasurer re: Request for Proposal for Landfill, Garbage and Recycling Collection be received; AND that the Request for Proposal be issued. DISPOSITION: Carried 10. PLANNING a) Report — Rezoning Application —12538 Graham Road (Dieker) RES. NO. 6 Moved by Bodnar Seconded by Leatham RESOLVED that the report from the Planner re: Zoning By -law Amendment Application for Henk and Ans Dieker, 12538 Graham Road be received; AND that the public meeting to be held at 9:30 a.m. on October 23, 2014 be cancelled; AND that a decision on said application be deferred. DISPOSITION: Carried Councillor Miller declared a conflict of interest with the following item and joined the audience as the property owner. October 23, 2014 .....Page 3 of 5 b) Report — Proposed Severance — 22709 Talbot Line (N Miller) RES. NO. 7 Moved by Leatham Seconded by Bodnar RESOLVED that the report from the Planner re: Proposed Severance — Norman A. Miller, 22709 Talbot Line be received. DISPOSITION: Carried Councillor Miller returned to the meeting. 11. ACCOUNTS RES. NO. 8 Moved by Miller Seconded by Bodnar RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher #9A amounting to $290,701.72 in settlement of General, Road, Water, and Arena Accounts (including cheques #18066 - 18155) DISPOSITION: Carried CORRESPONDENCE: 1. Optimist Club of West Lorne — West Lorne Santa Claus Parade, November 28 RES. NO. 9 Moved by Leatham Seconded by Bodnar RESOLVED that Council of the Municipality of West Elgin supports the request of the Optimist Club of West Lorne to close Graham Road from Gilbert Street to entrance to West Elgin Secondary School on Friday November 28th, 2014 from 7:00 p.m. to 8:00 p.m. for the West Lorne Santa Claus parade. DISPOSITION: Carried 2. Melanie McLeod, RAAS — funding for fall fair Letter to be sent to Fair Board to initiate discussion before next budget. 3. West Elgin Living Water Pentecostal Church — request for fill at 9094 Graham Road Councillor Leatham will investigate and report back to Council. 4. Tom Campbell, Royal Canadian Legion — request for support for Military Service Recognition Book 5. AMO • Watch file — October 9, 2014 • Watch file — October 16, 2014 • Policy Update — Elliot Lake Inquiry Recommendations RES. NO. 10 Moved by Leatham Seconded by Miller RESOLVED that the above correspondence items 2, 3, 4, 5 be received and filed. DISPOSITION: Carried October 23, 2014 .....Page 4 of 5 BY -LAWS 1. By -Law No. 2014 -69 — Open Burning RES. NO. 11 Moved by Leatham Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By -Law to regulate open burning and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 12 Moved by Miller Seconded by Leatham RESOLVED that a By -law to regulate open burning be now read a third time and finally passed, signed, sealed and numbered By -law Number 2014 -69 — Open Burning DISPOSITION: Carried MINUTES NOTICE OF MOTION OTHER BUSINESS CLOSED SESSION RES. NO. 13 Moved by Miller Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • Litigation or potential litigation (M.A.s.239(2)(e) DISPOSITION: Carried RES. NO. 14 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried RISE AND REPORT The Mayor reported that direction was given to staff. CONFIRMING BY -LAW RES. NO. 15 Moved by Bodnar Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By -Law to confirm the proceedings of the meeting held on October 23`d, 2014 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried October 23, 2014 Page 5 of 5 RES. NO. 16 Moved by Miller Seconded by Bodnar RESOLVED that a By -law to confirm the proceedings of the meeting held on October 23`4, 2014 be now read a third time and finally passed, signed, sealed and numbered By -law Number 2014- 70— Confirming By -law October 23 2014 DISPOSITION: Carried ADJOURNMENT RES. NO.17 Moved by Leatham Seconded by Miller RESOLVED that this Regular Meeting of Council shall adjourn at 10:50 a.m. to meet again on November 13, 2014. DISPOSITION: Carried These minutes were adopted on the 13th day of November, 2014. Mayor Clerk TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Lee Gosnell, Public Works Superintendent November 13, 2014 Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for October, 2014 C-1 q) DISCUSSION: 1, Roadside mowing has been completed for the season and the second cut along Gray Line was done on October 9th and 10th. The arm mower will be utilized in the coming weeks to cut hard to reach areas where drifting snow is a concern. 2. Fall grading of gravel roads and shoulders is underway (weather permitting) and will continue into November. 3. Elgin county sign contractor completed update of all regulatory and warning signs (on county roads) in West Elgin. 4. Additional operations carried out in October include ditching, tree removal, catch basin repair, pothole patching and sweeping. 5. Dead /dying trees along the roadside continue to be an issue here in West Elgin. Crews will be kept busy with tree removal /clean up during the winter months (when not involved in winter operations). 6. All winter equipment has been checked over and serviced. 7. Staff trucked, blended and stockpiled approx. 900 tonne of sand in preparation for winter. Salt inventory is sufficient due to left over stock from last season. Respectfully Submitted, Reviewed ciKt aaa Lee Gosnell Public Works Superintendent Attachments None cott Gawley, CP 1, CGA Ad m i n istrato r/Treas u rer TO: FROM: DATE: SUBJ ECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Lee Gosnell, Public Works Superintendent November 13,2014 2014 -2015 Winter Schedule RECOMMENDATION: Receive and File INTRODUCTION: To provide Council with plans for West Elgin Public Works staffing schedules and a listing of available equipment for the upcoming winter control season. DISCUSSION: In a continued effort to provide timely and efficient winter operations, Public Works will be replacing last year's night shift with an early morning and afternoon shift. This will provide continuous coverage from 3am until 1030pm Monday — Thursday and 3am until 8pm on Friday. These new shifts will be staffed by our fulltime operators and are in effect from December 1st until March 22nd (weather pending). Weekend coverage, including weather monitoring and road patrols, will continue to be provided by 2 trained seasonal operators and will begin on November 15th. During the period before November 15th and after March 22 "d, these duties will be carried out by the Public Works Superintendent and/or Foreman. As some of you are aware, one of our fulitime public works operators will be leaving us in December to operate his own business. We would like to thank him for his years of service and wish him well in his future endeavours. After consideration, we have decided to fill this vacancy on a temporary basis for the winter and then review all options regarding the full time position in the spring. This temporary position could be filled by a current West Elgin employee (transferring from another department) or an outside individual hired on a contract basis. The job is currently posted internally to see if there are any qualified employees who may be interested. Finally, with the addition of our new tandem axle truck in April, Public Works will be starting the upcoming season with a full complement of winter equipment. This includes 3 tandem axle combination units for hardtop roads, 1 single axle combination unit for Rodney/West Lorne and 2 graders + 1 truck for all gravel roads. Respectfully Submitted, Reviewed by: diez Lee Gosnell Public Works Superintendent Attachments None Scott Gawley, CP 1 GA AdministratorlTr- - surer TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Recreation Superintendent Jeff Slater November 13 2014 Recreation Monthly Report RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for the Recreation Department. C -oq� BACKGROUND: 1. The West Elgin Pool: After some extensive investigation work the consensus is the bottom liner of the pool in all likely hood will have to be replaced. The liner is 13 / 14 years old and has done well to last this long in an outdoor pool. The damage is third party caused. There are actual cuts in the liner, and there are puncture holes in the liner. The issue in not replacing the liner and attempting to patch the liner is that if we miss some holes the repairs are not much good at all; there are approximately 50 — 60 holes in the liner. If water builds up under the liner the liner puffs up and this creates a significant safety hazard. Ian acquiring prices on the new liner and will provide council a report as soon as all of the information is available. The pool has been refilled; the hydrostatic relief valves have been replaced and are now ready for the winter. 2. The sidewalk plows will be ready by the end of the week, both of them. 3. The arena is up and operating well and even our ice use is on the upswing. 4. The heating concerns have been rectified at the Recreation Centre and the floor has been recoated in the meeting room. 5. Almost all of the grass cutting has been completed, and we now are turning our attention to cleaning up the leaves before the winter, and to alleviate problems with the drains, all of the exterior facilities have been winterized. Respectfully Submitted, Reviewed by: .24) Jeff Slater ott Gawley, CGA: QP"A, Recreation Superintendent Administrator/Treasurer West Elgin Distribution System Operations Report October 2014 Submitted by: Ontario Clean Water Agency Date: November 3, 2014 CLIENT CONNECTION MONTHLY CLIENT REPORT Facility Name: West Elgin Water Distribution System ORG #: 1266 SECTION 1: COMPLIANCE SUMMARY FIRST QUARTER: JANUARY: There were no compliance or exceedance issues reported this month. FEBRUARY: There were no compliance or exceedance issues reported this month. MARCH: The MOE final inspection report received on March 20. There was one non - compliance for the West Elgin Distribution system for not having a drawing updated in the Municipal Drinking Water License, the issues has now been resolved. The entire system received an inspection rating of 99.43 %. SECOND QUARTER: APRIL: There were no compliance or exceedance issues reported this month. The non - compliance identified in the MOE inspection report was resolved, by providing the MOE the drawing on April 25th MAY: There were no compliance or exceedance issues reported this month. JUNE: There were no compliance or exceedance issues reported this month. THIRD QUARTER: JULY: There were no compliance or exceedance issues reported this month. AUGUST: There were no compliance or exceedance issues reported this month. SEPTEMBER: The distribution system received a new water works number (260094627) as part of the separation from the Tri- County Water Treatment Plant clue to new ownership. We are waiting on the MOE to issue new Municipal Drinking Water Licence and Drinking Water Works Permit for the system. FOURTH QUARTER: OCTOBER: There were no compliance or exceedance issues reported this month. SECTION 2: INSPECTIONS FIRST QUARTER: There were no MOL inspections for the first quarter. The routine MOE inspection began on February 4th and continued into March with the final inspection report received on March 24th, 2014. SECOND QUARTER: There have been no MOE or MOL inspections for the second quarter. THIRD QUARTER: There have been no MOE or MOL inspections for the third quarter. FOURTH QUARTER: OCTOBER: There have been no MOECC (note name change Ministry of the Environment and Climate Change) or MOL inspections for the month. SECTION 3: QEMS UPDATE FIRST QUARTER: The internal audit is scheduled for April 1st. SECOND QUARTER: Internal Audit was conducted by Rick Turnbull on April 1st, 2014. The final audit report hasn't been issued, once received a management review will scheduled and conducted prior to the expected external audit in August. THIRD QUARTER: JULY: The Internal Audit Report was received. There were no non - conformances and 28 opportunities for improvement identified. These were all addressed in the Management Review that was conducted on July 21, 2014. Revisions were made to the Operational Plan based on the audit results. The revised Operational Plan was provided to the external auditor along with other requested documents for the external audit surveillance audit on August 1st, AUGUST: An external surveillance audit was conducted by Sandra Tavares on August ist in preparation for the onsite verification audit. This audit report contained four opportunities for improvement (OFI's). These OFI's will be addressed in next year's Management Review or when revisions are necessary to the Operational Plan. On August 22nd, Sandra Tavares was onsite to conduct the external audit verification audit for full scope accreditation of the system. This audit report identified one non - conformance and three OFI's. The non - conformance was addressed and sent back on September 2nd to SAI Global for approval and closing out. We are awaiting response. SEPTEMBER: The non - conformance from the external audit conducted August 22nd was accepted and closed out by the auditor on September 8th. FOURTH QUARTER: OCTOBER: Action items from the Management Review that was conducted in July are closed off, except for one. A draft Municipal Drinking Water Licence and Drinking Water Works Permit for the system was provided by the MOECC, Cindy has provided a copy with her comments and suggestions for edits to Scott for review. SECTION 4: PERFORMANCE ASSESSMENT REPORT flee attached Round Sheets), FIRST QUARTER; There were no issues with water quality for the first quarter. SECOND QUARTER: Annual spring flushing was conducted in the system. The Rodney Tower experienced suspected thermal turnover May 26 -27th, causing low chlorine. The area was flushed and residuals have been resolved. THIRD QUARTER: JULY: The Rodney Tower has had lower residuals, but has been managed through flushing and filling cycles of the Tower. AUGUST: Chlorine residuals have been maintained at the Rodney Tower through flushing and filling cycles. Low residuals resulted in a few call outs but didn't result in any adverse conditions. SEPTEMBER: The Rodney Tower chlorine residuals have been an issue but have remained in compliance by draining and filling the tower. Adjustments were made to some autoflushers to improve residuals at these locations (refer to Section 6). Residuals will also improve with the fall flushing program in October and cooler temperatures. FOURTH QUARTER: OCTOBER: Chlorine residuals throughout the system have improved due to cooler temperatures and fall flushing of the system. SECTION 5: OCCUPATIONAL HEALTH & SAFETY FIRST QUARTER:, There were no hazards identified during the monthly health and safety inspections conducted this quarter. SECOND QUARTER: There were no hazards identified during the monthly health and safety inspections conducted this quarter. THIRD QUARTER: There were no hazards identified during the monthly health and safety inspections conducted this quarter. FOURTH QUARTER: OCTOBER: There were no hazards identified during the monthly health and safety inspections conducted this month. SECTION 6: GENERAL MAINTENANCE FIRST QUARTER: JANUARY: 06, 13, 20, 27: Collected weekly bacti samples in the West Elgin distribution system 06: collected annual samples in the West Elgin distribution system 01, 03, 06, 08, 10, 13, 15, 17, 20, 22, 24, 27, 29, 31: West Elgin Facilities Checks and Readings 03, 10, 17, 24, 30: Weekly Autoflusher rounds in West Elgin 13, 20, 23: Checking Chlorine Residual at Monthly Sample Points 24: Thawed and replaced sample port on autoflusher at Crinan Line and Colley Road FEBRUARY: 03, 10, 18, 24: Collected weekly bacti samples in the West Elgin distribution system 10: Collected Monthly and Schedule 15.1 samples 03, 05, 07, 10, 12, 18, 19, 21, 24, 26, 28: West Elgin Facilities Checks and Readings 07, 13, 20 -21, 28: Weekly autoflusher rounds in West Elgin 05: Thawed and repaired hydrant on 25172 Talbot Line, just west of Graham Rd. A damaged ball rubber was replaced with a brand new ball rubber in order to fix the leak. 06: Fixed autoflusher wiring on Gray Line #6 06: Thawed Sample Station on Dymock Line. 18, 19: Checked Chlorine Residual at Monthly Sample Points 25: Monthly chamber meter readings MARCH: 03, 10, 17, 24,31: Collected weekly bacteriological samples in the West Elgin distribution system 4,5,6,11,18: Monthly sample station rounds 03, 05, 07, 10, 12, 14, 17, 19, 21, 24, 26, 28, 31: West Elgin Facilities Checks and Readings 07, 14, 20, 28: Weekly auto flusher rounds in West Elgin 18, 19: Checking Chlorine Residual at Monthly Sample Points 4: Monthly chamber meter readings 4: Replaced 3 auto flusher sample taps. i. Dymock Line and Dunborough Line ii. Opposite 26168 Queen street iii. Opposite 24988 Gray Line 31: Replaced broken snow flag for the hydrant at Colley and Crinan Line SECOND QUARTER: APRIL: 07, 14, 22, 28: Collected weekly bacti samples in the West Elgin distribution system 07: collected monthly and quarterly samples 02, 04, 07, 09, 11, 14, 16, 21, 22, 25, 28, 30: West Elgin Facilities checks and readings 04, 11, 17, 25: Weekly auto flusher rounds in West Elgin 01: Monthly chamber meter readings 01, 03, 09, 10, 22, 23: West Elgin distribution monthly blow off rounds 01, 03, 08: West Elgin Distribution monthly sample point rounds 02, 07: Removed and replaced sump pump in West Elgin North meter pit 11: shut -off water service at 22376 Downie Line for a customer to do plumbing repair inside. Service was turned on after repair. 24: Repaired mainline isolation valve at the corner of Hoskins Line and Furnival Road. Valve was leaking at the bonnet. Replaced bonnet bolts. No isolation was required for work to be completed. West Elgin Municipal Works department were also involved. MAY: 05, 12, 20, 26: Collected weekly bacti samples in the West Elgin distribution system 02, 05, 07, 09, 12, 14, 16, 19, 20, 23, 26, 28, 30: West Elgin Facilities checks and readings 02, 09, 15, 16, 23, 30: Weekly auto flusher rounds in West Elgin 01: Monthly chamber meter readings 01, 06, 26, 27, 28, 29: West Elgin distribution monthly blow off rounds 05, 06, 07, 14, 20, 26, 28: West Elgin Distribution monthly sample point rounds 05 -16- Systematic flushing and hydrant maintenance preformed on all hydrants in distribution system JUNE: 02, 09, 16, 23, 30: Collected weekly bacti samples in the West Elgin distribution system 02, 04, 06, 09, 11, 13, 16, 18, 20, 23, 25, 27, 30: West Elgin Facilities checks and readings 06, 13, 20, 27: Weekly auto flusher rounds in West Elgin 02: Monthly chamber meter readings 19, 24, 25, 26: West Elgin distribution monthly blow off rounds 05, 19, 25: West Elgin distribution monthly sample point rounds THIRD QUARTER: JULY: 07: Collected Schedule 15.1 samples taken 07: Collected Quarterly samples 07, 14, 21, 28: Collected weekly bacti samples in the West Elgin distribution system 01, 02, 04, 07, 09, 11, 14, 16, 18, 21, 23, 25, 28, 30: West Elgin Facilities checks and readings 04, 10, 18, 25: Weekly auto flusher rounds in West Elgin 02: Monthly chamber meter readings 09, 15, 17, 22: West Elgin distribution monthly blow off rounds 07, 08, 09: West Elgin Distribution monthly sample point rounds 23: repaired a broken copper line on the control valve at Rodney Tower AUGUST: 05, 11, 18, 25: Collected weekly bacti samples in the West Elgin distribution system 01, 05, 06, 08, 11, 13, 15, 18, 20, 22, 25, 27, 29: West Elgin Facilities checks and readings 01, 08, 15, 22, 29: Weekly auto flusher rounds in West Elgin 01, 05, 12: Monthly chamber meter readings 07, 12, 13, 19, 20, 21: West Elgin distribution monthly blow off rounds 07, 08: West Elgin Distribution monthly sample point rounds 13: replaced UPS unit at Rodney Tower 21: annual testing on Backflow preventer at Rodney Tower- PASS SEPTEMBER: 02, 08, 15, 22,29 : Collected weekly bacti samples in the West Elgin distribution system 02, 05, 08, 10, 12, 15, 19, 22, 24, 26, 29 : West Elgin Facilities checks and readings 05, 12, 19, 26: Weekly auto flusher rounds in West Elgin 03: Monthly chamber meter readings 08, 22, 23, 24, 25: West Elgin distribution monthly blow off rounds 22, 23, 25: West Elgin Distribution monthly sample point rounds 04: Check hydrant for fire event near Black's Lane 09: Assisted West Elgin contact to locate a water main along Marsh Line 15: Isolated and drained Rodney tower 15: changed duration /frequency settings on the following auto - flushers due to declining chlorine residuals. Informed ORO and PCT of changes. All changes appear to be successful. NY,';:gii6Ter MR '. EAT "Fui 61' _ . 4. :.s "t 10mins /3days F M � � a s I 4 � �4 9j 1,Y y, 10mins /7days 26168 Queens Line Dead end of McMurchy 10mins /7days 15mins /7days 21077 Marsh Line 5mins /3days 5mins /7days 21509 Hoskins Line 5mins /7 days 15mins /7 days 16: Low Chlorine Alarm- Rodney Tower- Tower was isolated and drained until adequate chlorine residual was reached 17: Drained Rodney Tower from Hydrant on Victoria and Sandford Street 23: A storm sewer flushing crew had a hose stuck and needed their tank filled while working on Elm Street in West Lorne. OCWA Operator called to filled the tank twice. 29: Service repair at 11 Todd Place, temporary repair to north %" service has to be completed after drain repair 30: Completed service leak repair at 11 Todd Place, throttled valve to keep positive pressure. Installed %" black plastic line and 3/" shut off at main. FOURTH QUARTER: OCTOBER: 06, 14, 20, 27 : Collected weekly bacti samples in the West Elgin distribution system 06: Collected quarterly samples in the West Elgin distribution system 03, 06, 08, 10, 13, 14, 16, 17, 20, 24, 27, 31: West Elgin Facilities checks and readings 03, 10, 17, 24, 31: Weekly auto flusher rounds in West Elgin 31: Monthly chamber meter readings 15, 16, 17, 22, 28, 30: West Elgin distribution monthly blow off rounds 08, 14, 15, 16: West Elgin Distribution monthly sample point rounds 22 -31: Semi Annual fall hydrant inspection and flushing SECTION 7: ALARM SUMMARY FIRST QUARTER: JANUARY: 07: Water pipe burst at 24992 Crinan Line in West Lorne; the operator shut off water meter tap to stop flow to customer basement. FEBRUARY: No Alarms MARCH: March 29: Called out to 198 Graham Road for a service leak. Shut curb stop off at 9:15am and turned service back on at 12:30, after home owner had leak repaired. SECOND QUARTER: APRIL: No Alarms MAY: 26, 27: Low Chlorine at Rodney Water Tower due to thermal turnover. Rectified by hydrant flushing. JUNE: 03: Low Chlorine at Rodney Water Tower due to thermal turnover. Chlorine analyzer read 0.23ppm but when tested with handheld, was 0.49ppm. Chlorine analyzer was calibrated. 07: Emergency locate for Hydro One. Hydro One called in an emergency locate at 17 Stinson Street in Rodney due to a hydro transformer leaking oil. On call Operator located water main near dig site, the main was outside their dig zone, and no services were close by. THIRD QUARTER: JULY: 27: Power failure @ Rodney Tower- Scheduled power outage- chlorine levels monitored continuously by grab samples AUGUST: 09, 10: Low free chlorine residual, level went into "Dead Band" 12, 13: Com -fail, replacing UPS back -up system, down for less than 1min, in co- operation with WTP operator 16: High level at Rodney Tower, reset highlift pump at WTP 30: Low Low free chlorine residual, level went into "Dead Band" during fire event SEPTEMBER: 14: Low Chlorine Residual at Rodney Tower. Operator on call trended chlorine residual, dropped to 0.30 ppm. Flushed out chlorine analyzer and put back to 15 psi. FOURTH QUARTER: OCTOBER: 25: Called out for water service leak at 24950 Thomson Line. The leak is on homeowners side of curbstop. Closed curbstop. SECTION 8: COMMUNITY COMPLAINTS & CONCERNS FIRST QUARTER: JANUARY: No complaints or concerns this month. FEBRUARY: 11: Community complaint Mandy Johnson at 14084 Colley Road. Water is cloudy but clears after a few minutes. Checked water at the autoflusher on the corner of Crinan and Colley, and water was dear. 13: Turned off autoflusher on Thomson because water was pooling on the road and causing hazardous conditions. PCT and ORO advised. MARCH: 14: Received a call from the Municipality of West Elgin concerning a resident at 21486 Silver Clay Line having no water. Suspected frozen watermain. Attempted to thaw line from house to curb stop, then dug up curb stop. Attempted to thaw from curb stop to watermain. West Elgin Municipal workers also assisted. It was determined the main was frozen. A short term solution was provided to give the homeowner water. Work was performed onsite but homeowner is still without running water. 20: Received a complaint from a resident on Beattie Line at 10:OOam. Resident claims the water is staining the fixtures inside their home. At 11:05 the hydrant at 22938 Beattie Line was flushed for 17 minutes and water was clear. A Chlorine sample of 1.09ppm was taken after the hydrant was flushed. SECOND QUARTER: APRIL: Resident at 21486 Silver Clay Line without water because of suspected frozen watermain. Operator completes check (on Monday, Wednesday, and Friday of each week) of area and attempts to run the blow off. Short -term solution for potable water remained in place during the month. Situation resolved on May 1, 2014. Operator took samples and results were: Free Cl2 0.78ppm, total Cl2 1.38ppm and a total flush time of 30 minutes was completed on the line. A bacti sample also taken and sent to lab for analysis, sample came back normal. MAY: No complaints or concerns this month. JUNE: 30: Responded to a customer complaint for odor in the water at 190 Munroe Street, West Lorne. Hydrant on the corner of Munroe and Ridge St. was flushed for 15mins as well as hydrant at the end of Monroe for 15mins. 30: Responded to a customer complaint of a service leak at 7 Todd Place, West Lorne. Water was leaking from curb box. Two services were repaired at the same site. After services were repaired, hydrant at 22 Todd Place was flushed. Bacti samples were taken after repair, and 24hrs after repair. THIRD QUARTER: JULY: 01: Received complaint of a service leak at 7 Todd Place in West Lorne. Water was leaking from curb box. Two services were repaired at the same site. After repair was completed, hydrant in front of 22 Todd Place was flushed. Bacti samples were taken 24 hours apart upstream and downstream from repair. 07: Met with Operators from Municipality of Dutton /Dunwich at 401 eastbound service centre to respond to low pressure complaints. Interconnecting valve between Eastbound and Westbound was opened. 11: Operator onsite with plumber at 401 Eastbound service centre to observe the removal of a backflow preventer for pressure issues. AUGUST: 11: Community complaint received from 190 Munroe St. in West Lorne. Customer was complaining of "fish smell" in water. Hydrant at 222 Munroe St. was flushed for 30mins with a residual of 1.37ppm obtained. Notified ORO, as this is a repeat problem. Discussed monthly flushing at that hydrant. 20: responded to a customer complaint at 13279 Graham Rd. Customer complained of low /no pressure. Upon investigation it was clear it was on the homeowner's property. Notified West Elgin Municipality of issues. Notified ORO. 29: Responded to a community complaint at 104 Sexton St. in West Lorne. Customer complained of black particles in the water. The hydrant at the dead end of Sexton was flushed with visual sample taken at the start of flushing. No particles were present. The hydrant was flushed for 30mins with free chlorine residual of 1.45ppm obtained. Notified customer that it appeared the particles where coming from within his residence. SEPTEMBER: 23: Community complaint received from 190 Munroe St. in West Lorne. ORO and PCT accompanied operator to the customer's house, as this has been an ongoing issue. No problems at other homes or at the hydrant. A Pet - Bottle was given to customer and he was instructed to give us the sample when it happens again. 26: West Elgin Municipality called to notify regarding a service leak at 11 Todd Place. FOURTH QUARTER: OCTOBER: 03: Customer at 24738 Thomson Line complained of leak at meter box. Arrangements have been made for repair. Rodney Wastewater Treatment Plant Operations Report Third Quarter 2014 Submitted by: Ontario Clean Water Agency Date: October 30, 2014 Facility Information: Facility Name: Facility Type: Classification: Operational Description: Service Information Areas: Serviced: Design Capacity: Total Design Capacity: Total Annual Flow: Average Day Flow: Maximum Day Flow: Treatment Process: Effluent Receiver process Major Process Phosphorus Removal Additional Treatment Discharge Mode Effluent Disinfection Practice Sludge Stabilization Sludge Disposal Additional Process Info: Contacts: Senior Operations Manager: Business Development Manager: Rodney Wastewater Treatment Plant Municipal Class 2 Wastewater Collection, Class 2 Wastewater Treatment The collection system consists of sewers and one submersible pumping station. The treatment facility main elements are an extended aeration process designed for combined carbon removal and nitrification. The discharge of secondary clarifier: effluent is filtered and disinfected with ultraviolet light before being re- aerated and discharged to the Sixteen Mile Creek. The waste activated sludge is discharged to a lagoon for storage. Dual -point chemical addition alum: Is used for phosphorus removal. Sodium hydroxide is added for control of alkalinity. Village of Rodney 0.590 1000 m3lday: 129 1000 m3 /year: 0.353 1000 m3/day: 0.791 1000 m3/day: Sixteen Mile Creek to Lake Erie Features Extended aeration Continuous, Use of alum Effluent filtration Continuous discharge UV Disinfection Lagoon storage Sludge is stored in lagoons; supernatant from lagoons is retreated in the plant, then released. Dale LeBritton 519: 768 -9925, cell 519: 476 -5898 Susan Budden 519: 680 -1310 x 7003 2 SECTION 1: COMPLIANCE SUMMARY FIRST QUARTER: The nitrification process was inhibited due to a lower pH and temperature of the wastewater treatment plant contents. Upon recognizing the pH drop, the alum dose was lowered to bring the pH above 8, while remaining in compliance with total phosphorus concentrations. The Rodney Wastewater Treatment Plant has surface aerators that contribute to lowering the temperature of the contents within the plant. The combination of low pH and temperature contributed to non - compliances for the month of February. While we have recovered pH, the low temperatures remain an issue beyond our control. The mixed liquor suspended solids within the aeration tanks are being increased in an effort to regain a larger population of nitrifying bacteria. We slowly saw improvements in the results of total ammonia, however, the WWTP was not able to recover from the non- compliances for the month of February due to the cold temperatures continuing into March. The effluent temperature on March 4 was 0.8 °C and the final sample taken on March 31 has seen a rise to 6.1 °C. Several attempts were made to reduce the impact of the colder temperatures which included seeding the aeration tank with mixed liquor from the West Lorne WWTP, adding sugar to the plant to provide a carbon source to activate the nitrifying bacteria and monitoring throughout plant processes. With this rise in air temperature the Rodney WWTP began nitrifying to compliance limits into April. The table below shows the specific non - compliances that were reported for the Rodney WWTP for February and March: Unionized Ammonia Total Ammonia as Nitro en Total Ammonia as Nitro en 2014 -02 2014 -02 -20 Unionized Ammonia Unionized Ammonia Total Ammonia as Nitro en 2014 -02 2014 -03 2014 -03 -04 Monthly average Single sample Monthly average Composite Composite 2014 -03 -19 2014 -03 Monthly average Single sample Single sample Composite Monthly average Composite 9mg /L Composite Composite Composite SECOND QUARTER: There were no compliance issues for the second quarter. THIRD QUARTER: There were no compliance issues for the third quarter. 0,4mg!L 3.4kg /d 5mgIL 14.4mg /L 0.58mg /L 0.1 mg /L 0.23mgIL 2.2kgld 5mg/L 6.4kg/d 0.1 mg /L 0.1mg /L 2.2kgld 3 SECTION 2: INSPECTIONS FIRST QUARTER: There were no MOL inspections during the first quarter. The MOE continued the routine inspection of the system which started December 4, 2013. The inspection report was received on January 315, 2014. There were four non - compliances with regulatory requirements identified in the report. They were the following: 1. The sewage works effluent sample results did not demonstrate compliance with microbiological parameter limits prescribed by the Environmental Compliance Approval. The geometric mean for E. coli in April 2009 was 232 cfu /100m1 which exceeded the limit of 200cfu /100mI listed in the Environmental Compliance Approval ECA: 3- 0871 -88 -949. The E. coli effluent limit exceedance in April 2009 was due to only one sample being taken during the month upon start up of the system. The system was cleaned and there were no issues for the rest of the disinfection period. The E. coli effluent limit exceedance in April 2009 was based on only one sample being taken during the month upon start up of the system. The system was cleaned and there were no issues for the rest of the disinfection period. Actions: Required: The E. coli effluent limit exceedance in April 2009 was based on only one sample being taken during the month upon start up of the system. The system was cleaned and there were no issues for the rest of the disinfection period. 2. The overall responsible operator had not been designated for the wastewater treatment and collection works. Section 151: of Ontario Regulation 129/04 Licensing of Sewage Works Operators: states that the owner of a facility shall designate as overall responsible operator of the facility an operator who holds a licence that is applicable to that type of facility and that is of the same class as or higher than the class of the facility. For example, the overall responsible operator of a Class 111 wastewater treatment facility must be an operator who holds a Class III or Class IV wastewater treatment facility operator's licence. The operating authority currently operates the wastewater treatment plant and collection system. The Municipality operated the collection system prior to May 1, 2013. An ORO was not designated for the collection system during the inspection review period. Actions: Required: No further actions are required as the operating authority has taken over the operation of both the treatment plant and the collection system as of May 1, 2013 and an ORO has been designated for both. 3. Operators -in- charge were not designated for the wastewater treatment plant and all associated collection works. Section 171: of Ontario Regulation 129/04 Licensing of Sewage Works Operators: states that the owner of a facility or a person authorized by the owner shall designate one or more licensed operators as operators -in- charge of the facility. The operating authority currently operates the wastewater treatment plant and collection system. The Municipality operated the collection system prior to May 1, 2013. An operator -in- charge was not designated for the collection system prior to May 1, 2013. 4 Actions: Required: No further actions are required as the operating authority has taken over the operation of both the treatment plant and the collection system as of May 1, 2013 and OTC's have been designated for both. 4. The logs and other record keeping mechanisms did not comply with the record keeping requirements. Section 191: of Ontario Regulation 129 /04 Licensing of Sewage Works Operators: states that the owner of a facility shall ensure that logs or other record- keeping mechanisms are provided to record information concerning the operation of the facility. Section 192: stipulates that entries in the Togs or other record keeping mechanisms shall be made chronologically. Section 193: states that no person shall make an entry in a log or other record - keeping mechanism unless the person is an operator -in- charge or is . authorized to make an entry by the owner or an operator -in- charge. Records provided during the inspection verified that the owner of the wastewater treatment plant ensured that logs or other record - keeping mechanisms were provided to record information concerning the operation of the facility, in accordance with the requirements of section 19 of Ontario Regulation 129/04. However, with the exception of the pumping station, there was no record keeping for record keeping for the remainder of the collection system prior to May 1, 2013. As per s. 191: of 0. Reg. 129/04, the owner of a facility shall ensure that logs or other record - keeping mechanisms are provided to record information concerning the operation of the facility. Actions: Required: No further action as the owner has now indicated that the operating authority has record keeping mechanisms for both the treatment facility and the entire collection system. All non - compliances have been addressed and no further actions are required. SECOND QUARTER: There were no MOE or MOL inspections during the second quarter. THIRD QUARTER: There were no MOE or MOL inspections during the second quarter. SECTION 3: PERFORMANCE ASSESSMENT REPORT (see attached): FIRST QUARTER: The first quarter there were 7 non - compliances with effluent limits reported to the MOE as identified in Section 1 for ammonia in the months of February and March. The objectives identified in the Environmental Compliance Approval were exceeded for ammonia during this same time. In January there were 3 design flow exceedances, in March there was one design flow exceedance. The higher flows were due to snow melt and rain. Despite these flow objective exceedances, the flow is down by 20% from the first quarter in 2013. 5 SECOND QUARTER: There were 3 design flow exceedances in April. These higher flows are attributed to rainfall infiltration of the system. Despite the flow objective exceedances, the flow is down 5% from April 2013 flows. THIRD QUARTER: There were 4 design flow exceedances in September, they were all attributed to rainfall. Overall, the flows were increased by 16.9% for 2014 compared to the end of the third quarter in 2013. There were higher total phosphorous concentrations in the effluent than normal. This was due to dosing issues using a day tank instead of the normal tank and breakage on the injection lines. The alum storage tank requires extensive cleaning (completed in October). SECTION 4: OCCUPATIONAL HEALTH & SAFETY FIRST QUARTER: JANUARY: There were no Health and Safety issues identified this month. FEBRUARY: There were no Health and Safety issues identified this month. MARCH: Wooden stairs on both sides of clarifier need new wood as wood is chipping off and gaps between cement stair and wooden frame. SECOND QUARTER: There were no Health and Safety issues identified this quarter. THIRD QUARTER: There were no Health and Safety issues identified this quarter. SECTION 5: GENERAL MAINTENANCE FIRST QUARTER: JAN UARY: 03: Installed new heat trace on alum tank section line 09: Worked on Alum feed line 10: Finished Alum line repairs 13: Aeration motors #1, 2, 3, 5, 6 are all in operational order. #4 has motor mount issues. Informed OIC of repairs. 6 13: Cleared floor drain in RAS building 20: ACU -tech on site inspecting all lifting devices. 21: Started generator at Rodney Pump Station for monthly inspection; Alarm channel 4 went out. When arrived at pump station, generator has turned off. Ordered new air filter as other one was dirty, took old air filter out and put back into auto 22: Ran generator after new air filter installed and channel 4 was called out again. Informed OIC and ORO. 23: PCT picked up binders and logbooks from MOE inspection for filing 23: Heat trace from Alum line is too hot, unplugged for night. Informed OIC, unplugged Alum pumps as no Alum coming out 24: Thaw out Alum line and hook up a water hose so flushing was possible 29: Clarifier was frozen, thawed out and flowing again 30: Clarifier torque light was on again, scum pit built up again and froze, cleared scum and running ok now 30: Adjust raker arm in clarifier to prevent it from getting hung up FEBRUARY: 10: Raised and hosed down sand filters and effluent trough 12: Added Sodium Hydroxide to raw channel to pump up pH in aeration and plant 13: PH for aeration tanks and final effluent has come back up to 8.5 17: Left East lances up for the night 18: Put lances back down and hosed down 19: Alum was not flowing, tried to flush backwards with no result. Cleaned sampler line and jug with hot water, took samples to check for ammonia problems 20: Brought up ail lances for a few hours to get sand moving, worked on replacing valves and alum line for alum tank. Problem discovered at the bottom of the tank, it has solidified 21: Turned valve to bypass clarifier effluent to lagoon; hosed down middle of clarifier and clarifier weirs and put lances back down. Hosed down V -notch after clarifier, stopped bypassing to lagoon. Measured lagoon at 9" before bypassing and 85" after 21: Set up portable totes in RAS building to store Alum, drain from outside storage tank. Made up poly lines from tote tank to alum pump and started dose of 33 mL /min at 18:45. Pumped out alum containment area into RAS pit; approximately 2000L into pit, added about 10001 of that water to clarifier 22: Alum rate at 30 mL /min, appears to be normal 23: Pumped 1000L of containment water to clarifier, alum dosage at 30 mL /min 24: Took effluent sample to test for ammonia, pH and DO. Ammonia is decreasing 26:Tested monthly alarms, lifted lances for 20 minutes and took sampled for ammonia testing 27: Raised lances up for the night and turned down to 10 -11 psi 28: Upon arrival, filter building basement was flooded, turned pumps on manual. Pumped down and hosed down clarifier and cleared scum pit, put lances back down. Hosed down effluent channel MARCH: 04: Tightened fitting on Alum injector line, bleed air out of lines, now 100% alum at a rate of 41 m1 /min 7 05: Set up Alum transfer pump to fill Alum tote 05: Triple 5 on -site at Furnival Road pump station dropping off two loads of West Lorne aeration fluid to reseed Rodney Sewage Plant 05: Albert's Generator inspected Rodney's Pump Stations generator 07: Cleaned sand filters by using hose, turning air off and putting hose down middle of lance and hosed down effluent through until clear 12: Sprayed down middle of clarifier and weirs 20: Turned generator on `Low Oil Pressure' light came on and generator turned off. Albert's Generator on -site, added more oil and discovered that the oil pressure sender is faulty and seal is broken. Started generator again and within 40 minutes Channel #4 came out; `over crank' and `over speed' lights were on. Informed 01C /ORO 21: Filled Alum tote from big alum tank 31: Sprayed down South weirs SECOND QUARTER: APRIL: 01: Gerber Electric onsite and fixed contact started for aerator #3 as it was burnt out, now 5 of 6 motors working 01: Sprayed down North weir and clarifier, v -notch and brought lances up, while spraying down bypassed to lagoon; started at 10" ended at 8 %" 02: Sprayed down and cleaned weirs, clarifier, railings and walkways and walls of aerators 03: Sprayed down weirs, clarifier, walkways and railings 04: Transferred Alum from big tank to day tank; hosed down aeration weirs and middle of clarifier and weirs. Brought lances up and sprayed down final effluent channel 08: Aeration #4 motor had oil all over walkway, used floor absorbent and #6 had a little bit of oil too 09: Hosed down sand filters and brought lances up, sprayed down effluent channel and kept hose in there to flush out, getting ready for UV lights 09: Put UV system in channel and changed out burnt bulbs- all OK 14: Sprayed down effluent channel 16: SCADA system had filter reject pumps faulted and alarm logger had high level, restarted on SCADA system and on MCC- all was ok 17: Pumped out alum containment and filled alum day tank. Sprayed down clarifier weirs and middle of clarifier 23: Changed 3 UV lights as they were burnt out. Repaired wiring under raker walkway. Installed decant pump and hosed down final effluent channel 24: Sprayed down middle of clarifier and weirs 28: SCADA system had reject pumps faulted, when restarted on SCADA they kept faulting, when onsite all were working after restarted on MCC 30: Channel #8 came out at 05:25 and 06:30, by the time the dialer was called, all channels were normal; high flow due to heavy rain storm all day and night. When arrived v -notch was higher than normal 8 MAY: 02: Filled Alum day tank 02: Hosed down aeration weirs, clarifier weirs and middle of clarifier 08: Paris from Flowmetrix calibrating flow meter 09: Hosed down UV channel 12: Hosed down sand filters and effluent channel 15: Ch #8- high v- notch- bypassed to lagoon to flush from v -notch to sandfilters- level now OK 21: Filled Alum day tank, hosed down middle of clarifier and weirs, sprayed down UV channel 21: Pumped out Alum containment 22: Start up of decant pump; 79 m3 /day 23: Furnival Rd Pump Station generator ran for monthly work order 23: No water coming out at plant from decant pump, turned off until solution found 23: Changed WAS from 2.2m3 to 2.5 m3 30: Completed all monthly alarms. Raw sampler was off, reset breaker and now OK JUNE: 04: Sprayed down middle of clarifier and weirs, primed decant pump- nothing 05: Hosed down aeration walls and walkway, primed decant pump- nothing, filled Alum tote 11: Brought lances up and cleaned 12: Filled Alum tote 13: Turned Rodney WAS from 2.5 m3 to 2.8 m3 16: Ran pump station generator, all okay but would not turn back off- kept in auto and turned off by itself. Turned WAS from 2.8 m3 to 3.1 m3 16: Cleaned UV lights and sprayed down UV channel while racks were out of channel 18: Brought lances up for the night 19: Hosed down clarifier weirs and middle of clarifier in morning, and again in afternoon. Sprayed aeration tank walls, railings and walkways, and aeration weirs. Turned WAS from 3.1 m3 to 3.4 m3 20: Hosed down clarifier weirs and middle of clarifier 23: North wall filter not pulling up sand, used hose to clean out filter and rag was stuck- all OK now 24: Channel #4 alarm disabled as calling out a lot during power outages but everything was running OK. Turned WAS from 3.4 m3 to 3.7 m3 25: Put sump pump down in reject pit to pump out north side. All pumps on Furnival Rd Pump Station are running okay. Put channel #4 back into service — Normally Closed- tested low -level alarm, alarm did not reach dialer. Reset Bristle in office, lights were off to communication to Building B &C. Reboot SCADA computer, swapped lower comm. Board RPU1 but still no communication with Building B, downloaded RPU 1. 26: Sump Pump out of reject pit to pump Alum to tote. Turned WAS from 3.7 m3 to 4.1 m3 27: Replaced injection line as it broke off 30: Completed monthly alarm checks 9 THIRD QUARTER: JULY: 02: Hosed down sand filters and left them up. 03: Put lances back down. Alarm #08 for power fail and channel #4, reset MCC, reset backwash pump. Kept hose in North lance to clean sand for two hours, now ok. 04: Sprayed UV channel. 09: Annual W.O. for aeration #1, 2, 3. Hosed down walkway, railing, and walls of aeration. Hosed down clarifier weirs, middle of clarifier, and aeration weirs. Cut grass at plant. 10: Sprayed down clarifier weirs and middle of clarifier. Filled Alum tote. Completed annual W.O. for aeration #4, 5, 6. Finished cutting grass. 10: Albert's Generator on -site for Furnival Road generator for annual inspection. 11: Cut grass around lagoon. 14: At 09:25- Power flicker, restored power, pumped out filter basement. Hosed down UV channel and sand filters. No Alum to plant- pump was ok, injection line was leaking, replaced fitting- all ok. Left Alum a bit higher as not sure how long plant went without Alum. Took sample to test for phosphorus and ammonia. 16: Hosed down sand filters and UV channel. Completed monthly alarms. 17: Call out at 06:30 for Power flicker, Operator came to plant and restored power. No Alum to plant - clogged on suction line- took apart pump, and now ok. 21: Hosed down sand filters and UV channel. 22: Low Alum to plant 20mL /min:. Injection line was leaking, took PVC piping apart and it was clogged, replaced fittings. Phosphorus was 0.26, kept Alum at 81mL /min for the night. Brought lances up to clean filters. 23: Put sump pump in North side of filter basement to drain. Phosphorus now at 0.16, turned down Alum and sent samples to lab. 24: Brought lances up for 3 hours. 25: Hole in injection line. Replaced injection line. Alum now solidifying at bottom of Alum tote, raise suction line off of Alum tote bottom, Alum now running ok. Filled Alum tote. 28: Cleaned UV lights as per work order and hosed down UV channel while a rack was out. No alum again, flushed discharge side of pump and alum now working. 30: Sprayed down clarifier and weirs and scum trough 31: Alum pump lost prime, took pump apart and now OK. Put decant pump back into place AUGUST: 01: Pumped down alum containment, filled alum tote and measure alum tank at 143" 05: No Suction on alum pump, unclogged injection line 07: Checked alum and it was leaking at the pump, stopped pump and flushed alum line to unclog discharge side and primed pump 08: Put foot valve on bottom of suction line for alum, did not work as it clogged right away 11: Tried decant pump, no suction, took it apart and added more nuts and still no suction. Flushed discharge side of alum 12: Took apart decant suction pipe and flange and used liquid gasket to seal. Running approximately 70 m3 /day 10 13: Flushed out discharge side of alum line, took apart pump and cleaned out, cleaned suction side of injection line 14: Channel 8, high effluent at V- notch, by passed to lagoon to empty channel, must have been clogged 15: Sprayed down clarifier at 13:30 and 14:10. Sprayed down UV channel 18: Flushed discharge side of alum, took apart pump. Mopped facility 19: Pulled both pumps at pump station and cleaned rags 21: Brought lances up for the day and sprayed them down 22: Filled diesel tank for pump station generator from 1/4 full to Y2 full 25: Pumped out valve chamber at Pump Station. Channel 4 came out, everything was OK, and generator was still running on emergency for monthly workorder 27: Cleaned weeds around stairs, buildings and walkways. Bolted railings on stairs at filter building and took off hazardous wooden stairs 28: Flushed alum discharge side, raised injection line in alum tote 29: Cleaned out alum tote and emptied it. Filled alum tote back up SEPTEMBER: 02: Sprayed down UV channel. High level came out @ 13:35, arrived at Pump Station at 14:20, level was at 9.04m, pumped down to 7.04m. High V- notch, watched it drained down. All OK. 03: Cleaned office building, filter building and RAS building. Sprayed down bar screen, aeration tank walls, railings and walkways. Swept RAS floor. Pumped out alum containment. Sprayed down clarifier weirs and middle, and aeration weirs. Grass cut. 04: Sprayed down UV channel and clarifier. Cleaned out RAS containment. Cleaned and sprayed alum containment. Mop office floors, trim weeds and moved piping 05: Sprayed down aeration weirs. Removed north stairs and level out gravel. Sprayed down clarifier. 08: No alum pumping out, flushed discharge side and leaned out pump and injection line. Monthly generator workorder completed. 11: Spray down UV channel. Filled alum tote 15: Replaced ceiling bulbs- one fixture in RAS building needs to be replaced 16: Tested monthly alarms. Flushed out alum lines and cleaned alum pump 17: Channel 8 came out- when arrived v -notch was high but slowly going down. Made sure water is going through filter building- high flows through there also. Contacted WTP operator- flushing hydrant into sewer causing high flows coming through the plant 18: Primed alum pump as air in discharge side of pump. Channel 8 came out- kept an eye on it, checked filter building, high flow through there too 19: Sprayed down UV channel. Flushed out alum discharge side line and cleaned pump 22: Flushed out alum discharge line and cleaned injection side 24: Sprayed down UV channel, clarifier middle and weirs 25: Filled alum tote. No decant to plant, checked pump- it was still running but no water and very hot to touch. Tried priming pump and unsuccessful. Lagoon level at 14 ". Pumped out alum containment 26: Put sump pump down in filter basement to pump out north side of basement 29: Flushed alum discharge side and cleaned pump. Sprayed UV channel, completed work orders for aeration motors 1,2,3,5,6 11 SECTION 6: ALARM SUMMARY FIRST QUARTER: JANUARY: No alarms this month. FEBRUARY: 02: Sanitary well high level, used sump pump to pump down into filter reject pit. Discharge pipe split, needs repair, will require 2 operators and a confined space entry. Alum was froze, now running. MARCH: No alarms this month. SECOND QUARTER: APRIL: 12: 10:00; Rodney power flicker, reset main breaker and reset backwash filter pumps 26: 08:45; Power flicker, reset main breaker MAY: 21: 19:30; Power failure- reset main breaker and backwash pumps JUNE: 24: 19:00; Power failure- reset main breaker and backwash pumps THIRD QUARTER: JULY: 01:06:30; Power failure, reset MCC and plant checks AUGUST: 19: 20:22; Power outage due to thunderstorm; reset breaker, pumped down filter building, restarted decant and primed 20: 19:50; Callout power fail at 18:55, restarted power and decant pump SEPTEMBER: 01: 18:00; Power flicker causing Filter Building High Level Alarm, High pressure RAS alarm. SECTION 7: COMMUNITY COMPLAINTS & CONCERNS FIRST QUARTER: There were no complaints or concerns for the first quarter. SECOND QUARTER: There were no complaints of concerns for the second quarter. THIRD QUARTER: There were no complaints of concerns for the third quarter. 12 dst Lorne Wastewater Treatment Plant & Collection System Operations Report Third Quarter 2014 Submitted by: Ontario Clean Water Agency Date: October 30, 2014 Facility Information: Facility Name: Facility Type: Classification: Operational Description: Service Information Areas: Serviced: Design Capacity: Total Design Capacity: Total Annual Flow: Average Day Flow: Maximum Day Flow: Treatment Process: Treatment Process: Effluent Receiver Process Major Process Phosphorus Removal Additional Treatment Discharge Mode Effluent Disinfection Practice Sludge Stabilization Sludge Disposal Additional Process Info: Contacts: Senior Operations Manager: Business Development Manager: West Lorne Wastewater Treatment Plant & Collection System Municipal Class 2 Wastewater Collection, Glass 2 Wastewater Treatment The village of West Lorne Is served by an extended aeration Wastewater Treatment Plant, comprised of aeration, clarification, filtration, disinfection and sludge disposal. Also included is the collection system with one pumping station and a sanitary sewers system. The operations are in accordance to C of A # 3- 0442 -90 -938, which covers the entire plant including the pumping stations. The collection system consists of sewers and one submersible pumping station. The treatment facility main elements are an extended aeration process designed for combined carbon removal and nitrification. The discharge of secondary clarifier: effluent is filtered and disinfected with ultraviolet light before being reaerated and discharged to the Zoller Drain and then Brooks Creek. The waste activated sludge is discharged to a lagoon for storage. Dual -point chemical addition alum: is used for phosphorus removal. Sodium hydroxide is added for control of alkalinity. Village of West Lorne 0.900 1000 m3 /day: 201 1000 m3/year: 0.550 1000 m3/day: 1.567 1000 m3lday: Zoller Drain to Brocks Creek to Lake Erie Features Extended aeration Continuous Effluent filtration Continuous discharge UV Disinfection Lagoon storage Sludge Is stored in lagoons. Supernatant is re- treated in the plant before release. Dale LeBritton 519: 768 -9925, cell 519: 476 -5898 Susan Budden 519: 680 -1310 x 7003 2 SECTION 1: COMPLIANCE SUMMARY FIRST QUARTER: There were no non - compliances with the Environmental Compliance Approval for the first quarter. SECOND QUARTER: There were no non - compliances with the Environmental Compliance Approval for the second quarter. THIRD QUARTER: There were no non - compliances with the Environmental Compliance Approval for the third quarter. SECTION 2: INSPECTIONS FIRST QUARTER: There were no MOE or MOL inspections during the first quarter. SECOND QUARTER: There were no MOE or MOL inspections during the second quarter. THIRD QUARTER: There were no MOE or MOL inspections during the third quarter. SECTION 3: PERFORMANCE ASSESSMENT REPORT FIRST QUARTER: There were 5 design flow exceedances for January, 1 design flow exceedance for February and 10 design flow exceedances in March. These were all due to snow melt or rain infiltration to the system. Despite these flow exceedances the flow is down 6% from the first quarter in 2013. SECOND QUARTER: There were 7 design flow exceedances for April. These high flows are attributed to rainfall infiltration to the system. The raw flow to the plant has increased 1% from April 2013. THIRD QUARTER: There were 3 flow exceedances in September, all are attributed to rainfall. Overall, there has been a 5% increase in flows in 2014 compared to 2013 third quarter. Suspended solids objectives were exceeded due to increase algae growth over the summer months. Filter repair would resolve this issue. 3 SECTION 4: OCCUPATIONAL HEALTH & SAFETY FIRST QUARTER: There were no Health and Safety concerns this quarter. SECOND QUARTER: There were no Health and Safety concerns this quarter. THIRD QUARTER: There were no Health and Safety concerns this quarter. SECTION 5: GENERAL MAINTENANCE FIRST QUARTER: JANUARY: 03: Removed 2nd alum mixer block for winter 09: Alum pumps cleaned off alum residue 09: Closed scum pit chamber; dosed interconnecting valve from East to West Lagoon 10: Tested alarms; sanitary high level flood float needs to be replaced 10: Opened scum trough to fully fill chamber past pipes 23: Hosed down weirs and cleaned out drains from weirs 24: Pumped up Alum to flush out line, now reading 39m1 /min 27: Noticed that the skimmer on West Clarifier was not moving; chain has slipped off of sprocket. 30: Noticed that East Clarifier chain has now slipped off too. 31: Start draining west clarifier to repair flights block off inlet: 31: Turned off RAS /WAS pump from west clarifier- P107 and P108, as clarifier was draining faster than thought FEBRUARY: 03: Manually pump down West Clarifier for repairs, Adjust WAS from 3.30 to MAX, Adjust RAS time 8 min to MAX; 6.00 m3 to MAX. Ensure P105 and P106 are off and P107 and P108 are on. Put WAS back to 3.30 m3, RAS back to 8 min and 6.00 m3. Turned P107 and P108 off; P105 and P106 back into auto 04: Turned P107 &P108 into auto, P106 off; Turned WAS and RAS back to MAX to drain West clarifier. WAS /RAS pipe was frozen at elbow, got sump pump to pump tank down more. Did not work. Put WAS back to 3,3m3, RAS back to 6.00m3 and turned P107 and P108 off. 05: West Clarifier was not able to fully empty as pipe frozen, informed ORO and put West clarifier back in service/ filled to thaw out pipes and wait until warmer weather 05: ACU -Tech on -site inspecting all lifting devices 06: Put chain back on sprocket in East Clarifier, kept it off as gears are frozen 07: WAS turned down to 0.00 as settling test was very low. East clarifier now working and P106 is on. Pumped out West Lorne Pump Station chamber. 11: Cleaned effluent weirs 13: Cleaned weirs and effluent channel, kept WAS off, turned P108 back into auto 4 17: Adjust waste volume from 0.00 to 1.00 m3 X3 25: Turned Rodney STP wasting down from 3.0 m3 to 2.6 m3 as MLSS results have decreased 26: Reduced WAS from 1.0 m3 to 0.5 m3 as MLSS decreased. Tested alarms for monthly alarm checks 27: Thawed out bar screen. Noticed that East Clarifier chain that runs from motor is off of second sprocket due to ice buildup; still running properly. Turned off breaker, put second sprocket back on chain after thawing and fixing it; turned East clarifier back into service, all OK. 28: Ice built up on sprocket again, thawed out. OK now MARCH: 05: Primed Alum pump 05: Triple S on -site to take one Toad from West aeration tank and one load from East tank and to bring it to Furnival Rd pump station 06: Checked all fall protection equipment for faulty hooks- all ok 10: Locked out Blower #2, as emptied oil and not right oil here 14: Cleaned screen after weirs, and cleaned effluent channel 20: Monthly work order for generator ran at Marsh Line pump station 21: Monthly work order for generator ran at Main plant 26: Alum delivery from General Chemical 27: Cleaned office, lab, bathroom and garage, and alarms tested 28: West Clarifier was almost empty when doing checks, inlet to clarifier was full of rags- cleaned all rags and dumped in garbage bin. P106 was not running in auto, only P07 was working, therefore draining tank all night. Put P106 back into auto and made sure tank was filling by end of shift. Sprayed down weirs SECOND QUARTER: APRIL: 03: Pumped out Marsh Line Chamber 04: New batteries replaced in emergency lights 08: Restarted Alarm Logger computer as messages where coming in 6 hours late 09: Hosed down effluent channel and put UV lights in channel for season 09: Sprayers to aerators are now working 14: Hosed down effluent channel and put screen in before UV lights 16: Sprayed down clarifier and weirs 17: Sprayed down final effluent channel 18: Synced up times on SCADA computers to stop late messages on Alarm Logger 24: Hosed down final effluent channel and work trucks, tested monthly alarms 25: Main plant generator would not start, South battery was completely dead, bought a new one and now working well 28: Cleaned screen in effluent channel, pumped out RAS chamber 29: Replaced UV bulbs, checked on UV at 12:50 the top board was smoking and smelt burnt. At 13:30 checked on it again and top board was off, tried to turn it on and started to smoke, turned whole UV system completely off and informed OIC. OIC then took board apart and disconnected it; now only the two middle racks of UV lights are in the channel 30: Turned WAS volume from 0.5 m3 to 1.0 m3 and hosed down final effluent channel 5 MAY: 02: Hosed down clarifier and effluent channel 05: Set wasting amount to 100,000 m3 to start repairs on West Clarifier, hosed down clarifier, weirs, UV channel. Set plant back to operate on East Clarifier only 06: Drained the rest of West Clarifier, pumped out RAS /WAS chamber- Not quite emptied and clean. Put plant back to operate on East clarifier only. Also turned up Alum pump to reach a higher alum dosage 06: Flowmetrix onsite calibrating flow meter 07: Continued with draining of the West clarifier, sprayed down clarifier to help drain faster. Put plant back to East Clarifier 08: Turned up alum to reach higher dosage, sprayed down West clarifier 09: Sprayed clown walls and extra sludge from west clarifier, now ready for repairs, sprayed down UV channel and east clarifier weirs 12: Ran main plant generator for monthly work order, turned Alum up a little more to help with dosage due to rain storms 13: Reconnect West Clarifier chain, add new links wherever old ones were broken and hosed down clarifier walls and floor. Hosed down UV channel. Three flights were installed, repairs are complete 14: Started fixing West Clarifier, once half full turned P107 &P108 back into auto, east clarifier starting to drain because of RAS being high and filling of west clarifier. No final effluent water while filling, turned off sprayers for the night as no water 15: Both clarifiers are full and are running good, turned sprayers back on and unclogged 15: Hetek Solutions onsite to calibrate and test gas alarms in grit room- all OK 16: Cleaned UV channel, turned WAS up from 2.8 m3 to 3.8 m3 as solids are high 22: Sprayed and cleaned UV channel 23: Changed WAS from 3.8 m3 to 4.0 m3 26: Tested monthly alarms 27: Sprayed down UV channel and weirs and kept hose in channel to help flush out channel and sprayed down Scum chamber to pumped to lagoon to start decant 27: UV ballasts now installed - all lights are working and in the UV channel 29: Marsh Line pump station generator ran for monthly work order, pumped out Marsh Line chamber JUNE: 03: Sprayed down clarifier, weirs and UV channel 06: Sprayed down East and West clarifier wails, weirs and UV channel. 09: Hosed down UV channel 11: Sprayed down UV channel in the morning, sprayed down clarifier, weirs and UV channel in the afternoon 13: Wasted east clarifier 3 full extra WAS cycles to decrease sludge blanket. Sprayed down East and West clarifier and weirs 16: Completed work orders #3120150, #3120708, #3120151, #3120152, #3120153, #3120146. 17: Sprayed down all flights and chains in East and West clarifier. Sprayed down inlets of both clarifiers, weirs and walls of algae growth in the morning. Again in the after; hosed both clarifiers, weirs and UV channel 6 18: Completed work order #3027145 on Blower #2, switched blower duties from 1/2 to 2/1. Lockout/ tagout Blower #1, opened both sides of blower to cool before changed oil. Completed work order # 3027144 on Blower #1 19: Opened west clarifier scum trough. General Chemical on -site for Alum delivery from 1.45m to 2.85m. Turned Alum dosage up as phosphorus was climbing as per OIC. Turned WAS from 4.0 m3 to 4.1m3 20: Sprayed down UV channel in morning and afternoon 23: Cleaned lab and equipment 24: Turned WAS from 4.1 m3 to 4.2 m3. Cleaned UV channel in morning and in afternoon cleaned clarifiers, weirs and UV channel 25: Rodney no SCADA update since 18:40 due to storm, downloaded RPU 1 26: RAS block moved a bit to equal flow as it was moved the slightest bit. Ran an extra WAS cycled from East clarifier with both P105 and P106 running. Turned Alum up for a bit for the night as Phosphorus high 27: Sprayed down weirs at 10:00 and 14:30, sprayed down UV channel. Turned Alum back down as it was reading 74 ml/min 30: Cleaned UV lights and racks as per work order #3120148. Completed monthly work orders and alarm checks THIRD QUARTER: JULY: 02: Sprayed down clarifier weirs and UV channel 04: Cleaned garage /office /lab, cut grass 07: Turned up alum as raining all day, cleaned UV channel, completed W.0 # 3140750, 3140745 08: Kept alum up because of rain all day again, cleaned lab and equipment 11: Sprayed down UV channel, weirs and clarifiers and cut grass around lagoon 11: Albert's Generator on -site for annual inspection for main plant generator and Marsh Line generator 14: Tested monthly alarms 15: Used microscope for activated sludge and raw water 16: Changed WAS from 4.2m3 to 4.1 m3, sprayed down UV and clarifier weirs. Sprayed down UV channel and Weirs again, cleaned inside of truck and box of truck 18: Swept and mopped facility 21: Sprayed down UV channel, cleaned truck 24: Cleaned UV lights and channel 28: Sprayed down clarifier weirs and UV channel 29: Sprayed down clarifier weirs 30: Emergency lights were flickering when arrived onsite, sprayer pump was off and bar screen motor would not work. Called Hydro One to come and fix hydro line as it was tripped out at the road. Hydro One fixed problem at 13:00, restarted pump and motor and both were up and running. Completed UV light work order, hosed down UV channel when UV racks were out of channel- one at a time. Bell services on -site fixing phone line- all repaired. 31: Cut grass at Marsh Line pump station, completed alarm checks at pump station. Completed all monthly alarms 7 AUGUST: 06: Pump #1 at Pump Station tripped out, reset and put pump #2 into duty 1. Pump #1 still tripped out after reversed it, put in Lock -Out 07: Sump pump tripped out reset it and main power went out, only half lights and some pumps. Turned Generator on emergency and ran plant on generator until Hydro -One showed up at 12:25. Restored power and turned generator off, restarted all pumps and lights. Sprayed down clarifier, weirs and UV channel, 08: Sprayed down weirs and UV channel. Pulled P100 at Pump Station and unclogged it, now running back in duty #1 11: Cleaned bathroom, office and lab. Sprayed down clarifier 15: Sprayed down clarifier flights and chains, walls of clarifier tanks and weirs. Swept facility floors, sprayed down UV channel 18: Swept facility; office, lab, hallway, bathroom and locker room then mopped. 19: Sprayed down UV channel, installed P102 at Pump Station- Ser. # 9410043. Removed P101- damaged power cable, oil in stator, water in oil. Cleaned bathroom. Completed work orders for P100, P101, P102 20: Sprayed down weirs and clarifier 25: Completed work order for Marsh Line pump station generator 26: Sprayed down clarifier, weirs and UV channel. 27: East Lagoon level- 66 ", West Lagoon level- 34" 29: Sprayed down UV channel, clarifier weirs. Completed work order for UV lights. General Chemical on -site for Alum delivery SEPTEMBER: 02: High level at West Lorne Pump Station, when arrived level was at 2.88m, put both pumps into hand. Level went up to 3.19m. Kept Pump #1 in hand and informed Operator on call, Pump #2 in auto. 03: Cleaned facility 04: Cleaned floors of facility, cut grass at Marsh pump station and cleaned building 05: Sprayed down UV channel, weirs and clarifier flights and chains. Completed monthly alarms. 08: Completed monthly generator work order for West Lorne main plant and Marsh pump station. 08: Comm fail at Pump Station, checked station, RPU ok, road crew cutting roadside cut Bell pedestal, 768 -1320 also dead, WLSTP phone lines ok, Ch 28 disabled on STP dialer, rearmed dialer 09: Still no communication with Pump Station on SCADA, level was 0.81m, pump 1 was on when arrived. Called Bell services, scheduled to come out tomorrow. 10: Bell on -site at 08:45 at Pump station to fix Bell line, phone is now working, still no Communication to SCADA. 11: Changed light bulbs in office and alum room emergency lights- all OK now, Changed light bulbs in ON /OFF lights on MCC. Swept and mopped facility. Bell on -site at Pump Station on Marsh line fixed data line, now have communication to pump station. 12: Sprayed weirs down and clarifier 15: Changed out burnt light bulbs in facility 17: Sprayed down weirs and clarifier 18: Sprayed down UV channel 22: Sprayed down UV channel 8 26: Blower 1 is locked out- it will not start or run. Checked fuses on blower 1 fan and reset panel, blower now running in duty 1. Sprayed weirs in clarifier 30: Completed testing monthly alarms SECTION 6: ALARM SUMMARY FIRST QUARTER: JANUARY: 06: 00:24; Power failure; emergency lighting and same panels still on, indicating a dripped phase; Hydro One called 06: 04:30; Power restored; shut down generator 11: 08:45; West Lorne Pump station high level alarm; No power, started generator and pump #2 started, put pump #1 into hand, wet well went back to normal level, turned pump #1 back into auto. Hydro One called. Power came back on around 10:15, shut off generator FEBRUARY: There were no alarms this month. MARCH: There were no alarms this month. SECOND QUARTER: There were no alarms this quarter. THIRD QUARTER: JULY: There were no alarms this month. AUGUST: There were no alarms this month. SEPTEMBER: 02: High level at West Lorne pump station due to heavy rain. SECTION 7: COMMUNITY COMPLAINTS & CONCERNS FIRST QUARTER: There were no complaints or concerns this quarter. SECOND QUARTER: There were no complaints or concerns this quarter. THIRD QUARTER: There were no complaints or concerns this quarter. 9 TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN JOHN NOOREN, DEPUTY CHIEF BUILDING OFFICIAL November 13, 2014 OCTOBER BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for October, 2014 No. of Permits Issued for Month of October 2014 2013 SFD New /Additions /Reno 3 5 Units Demolitions Storage Buildings New /Additions Demolitions Garages/ Car Ports New 2 1 Demolitions Farm Buildings New /Additions 2 2 Demolitions Other New 1 - Demolitions 1 _ Septic Permits 1 1 Renovations Estimated Value for Month of October Permit Revenue for Month of October $ 636,500.00 $ 3,941.58 $ 332,000.00 $ 2,655.89 No. of Permits issued for year to date 2014 2013 SFD Units New /Additions /Reno 20 20 Demolitions 5 Storage Buildings New /Additions 3 8 Demolitions Garages/ Car Ports New 10 4 Demolitions Farm Buildings New /Additions 14 15 Demolitions Other New /Additions 5 10 Demolitions 3 2 Septic Permits 1 5 Renovations 12 Estimated Value for Year Permit Revenue for Year $ 3,303,084.00 $ 19,454.66 $ 3,425,319.00 $ 24,150.86 DISCUSSION: Inspections completed as requested and in accordance with Act. Respectfully S 'miffed Deputy Chief Building Official Reviewed by: Scott Gawley, C Administrator/Tr- asurer TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Norma I. Bryant, Clerk November 13, 2014 By-law Enforcement Report RECOMMENDATION: RECEIVE AND FILE _ INTRODUCTION: Monthly report for October 2014 BACKGROUND: 307 Untidy yard COMPLIANT CLOSED 308 Grass, untidy yard Order issued OPEN 309 Driveway issue COMPLAINT CLOSED 310 Property encroachments COMPLIANT CLOSED 311 Untidy yard Order issued OPEN 312 Untidy yard Order issued OPEN Respectfully Submitted, Norma I. Bryant, HonBA, AMCT Clerk Reviewed by_: Scott Gawley, CPR; CGA Ad m i n i st r ato r/T re a s u re r q) TO: FROM: DATE: SUBJECT: C-) The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Norma I. Bryant, Clerk November 13, 2014 Lawn Bowlers Club in Miller Park RECOMMENDATION: THAT a by-law to authorize the signing of an agreement with West Lorne Lawn Bowlers Club be brought forward. INTRODUCTION: The West Lorne Lawn Bowlers Club has submitted an application for funding to the Ontario Trillium Foundation. DISCUSSION: The Ontario Trillium Foundation has requested the Lawn Bowlers Club enter into a land use agreement with the municipality as a condition of granting funding. West Elgin has entered into similar agreements with the Optimist Club for the use of Miller Park for splash pad and pavilion. Attached is the form of agreement for this project. Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA, AMC' :tt Gaw ey, PA, ' GA Clerk Administrator/Trea -urer Attachments Agreement with West Lorne Lawn Bowlers Club AGREEMENT WITH THE WEST LORNE LAWN BOWLERS CLUB THIS AGREEMENT made this day of , 2014. BETWEEN: WEST LORNE LAWN BOWLERS CLUB HEREINAFTER CALLED "TENANT" of the first part and THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN HEREINAFTER CALLED THE "MUNICIPALITY" of the second part WHEREAS the Municipality is the registered and beneficial owner of the lands and premises being more particularly described as 1) Concession 9 South Part Lot 19 — Plan 199, Part Lot 106 — Miller Park in West Lorne on the south side of Jessie Street and east side of Graham Road — approximately .4 acres at the corner which premises are hereinafter referred to as the property of the Municipality; AND WHEREAS the Tenant is desirous of the right to use the lands of the Municipality for use of a bowling club; AND WHEREAS the Municipality deems it expedient to lease the said lands to the West Lorne Lawn Bowlers Club, subject to the terms and conditions hereinafter set forth; AND WHEREAS the Municipality and the Tenant intend by this agreement to evidence their respective rights and obligations to each other relating to the use /improvements on the Municipalities property by the Tenant; NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the mutual covenants contained herein, and of other good and valuable consideration, the parties hereto covenant and agree with each other as follows: 1. The Municipality agrees to tease for a specified term of 5 years the portion of lands shown on the diagram on Schedule "A" and described in whole as 1) Concession 9 South Part Lot 19 — Plan 199, Part Lot 106 -- Miller Park in West Lorne on the south side of Jessie Street and east side of Graham Road — approximately .4 acres at the corner The five -year term to begin November 1st, 2014 to October 31st, 2019 inclusive for one dollar ($1.00) per year as consideration. 2. The Municipality agrees to cover the cost of all premiums for insurance on the leased premises. 3. That Council shall be advised, in writing, of any improvements to be made to the property. 2 of 2 4. That any improvements or works to the property shall be in compliance with the Ontario Building Code Act and any other applicable regulations . 5. The Tenant agrees to supply all labour and materials needed for the improvements to the property at their own cost. 6. The Tenant agrees to use the leased premises in a tenant -like manner and to leave the leased premises in a clean and tidy condition. 7. The Tenant will not permit anything to be done on the leased premises, which may be deemed to be a nuisance, or by which the insurance on the property will be increased. 8. The Tenant will not allow any refuse, garbage or other loose or objectionable material to accumulate in or about the leased premises and on the grounds surrounding it. 9. The option for renewal for a further time period with all conditions contained herein is at the discretion of the Municipality. 10. This agreement shall be binding upon the parties hereto and their successors, assigns, respective heirs, executors and administrators or until such time as the agreement is discontinued. IN WITNESS WHEREOF the parties have executed this Agreement this of , 2014. SIGNED, SEALED AND DELIVERED IN THE PRESENCE OF WITNESS THE MUNICIPALITY OF WEST ELGIN Bernie Wiehle MAYOR Norma I. Bryant CLERK WEST LORNE LAWN BOWLERS CLUB Theo Long PRESIDENT Joan Lashbrook Secretary TO: FROM: DATE: SUBJ ECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Norma I. Bryant, Clerk November 13, 2014 Hours of Work — Policy Revision c b) RECOMMENDATION: THAT a by-law to authorize the changes to Human Resources Policy HR-4.2 be brought forward. INTRODUCTION: Human Resources Policy HR -4.2 provides the hours of work for all employees. DISCUSSION: The Public Works Superintendent has reported that the hours of work for the Road Department Night Shift for the winter months is being changed. The proposed changes are highlighted in bold on the attached. Respectfully Submitted, Norma I. Bryant, HonBA, AMCT Clerk Attachments Human Resources Policy HR -4.2 Reviewed by: cott Gawley, CP , CGA AdministratorlTr-asurer MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR -4.2 Section: Terms of Employment Effective Date: Feb 17198 Subject: Hours of Work Revision Date: Nov 1/14 Page: 1 of 3 1 PURPOSE: 1.01 To establish hours of work for all full -time employees. 2 POLICY: 2.01 Municipal Office (a) Hours of work shall be Monday to Friday, 8:30 a.m. to 4:30 p.m. with one (1) hour for lunch. (b) Total of 35 hours per week. (c) Each employee has the option of taking a'/ hour lunch each day for fourteen (14) days and having the next working day off. Some rules do apply as follows: (i) In the first year of employment these days off can be used towards a week's vacation. Otherwise they are not to be accumulated and taken as another week of holidays. (ii) They can be taken as long weekends providing there is enough staff on hand in the office. (iii) They can be used over Christmas for the time off needed when the office is closed. (iv) Carry over of unused time to the next year is not allowed. 2.02 Roads Department (a) Hours of work shall be Monday, Tuesday, Wednesday and Thursday, 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 4:30 p.m. (b) Hours of work on Friday shall be 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 2:00 p.m. (c) Total of 40 hours per week. (d) Although these hours are the regular hours of the road department, there are many times when the Municipality may be best served by altering these hours. Any such alteration will be at the discretion of the Road Superintendent. (e) Winter Shift (1) Morning shift hours commence on Monday to Thursday at 3:00 a.m. to 12:00 p.m. (noon) and on Friday from 3:00 a.m. to 9:30 a.m. (ii) Afternoon shift hours commence on Monday to Thursday at 1:30 p.m. to 10:30 p.m. and on Friday from 1:30 p.m. to 8:00 p.m. (iii) Winter shift hours are from mid - November to end of March of each year. The actual start and finish date is determined by the Superintendent. 2.03 Water Department (a) Hours of work shall be Monday, Tuesday, Wednesday and Thursday, 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 4:30 p.m. (b) Hours of work on Friday shall be 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 2:00 p.m.. (c) Total of 40 hours per week. (d) Although these hours are the regular hours of the water department, there are many times when the Municipality may be best served by altering these hours. Any such alteration will be at the discretion of the Water Superintendent. 2.04 Parks & Recreation Department (a) Hours of work shall be: DAY SHIFT - 7:30 a.m. to 4:30 p.m. NIGHT SHIFT — 4 :00 p,m. to 12:00 a.m. (b) The forty (40) hours per week are averaged over the paid period. Although these Chapter: Section: Subject: MUNICIPALITY OF WEST ELGIN POLICY MANUAL Human Resources Terms of Employment Hours of Work Index No. Effective Date: Revision Date: HR -4.2 Page: Feb 17/98 Nov \1114 2 of hours are the regular hours of the department there may be times when the Municipality may be best served by altering these hours. Any such alteration will be at the discretion of the Parks and Recreation Superintendent. 2.05 Overtime Pay, (a) An hourly rated employee who works outside of their normal scheduled shift shall be paid time and one -half (1 1/2) from 6:00 a.m. to midnight and double time from midnight to 6:00 a.m. A minimum call out time of two hours will be paid at the appropriate rate. (b) The Clerk who attends special Council meeting outside of regular working hours shall be reimbursed the equivalent to the meeting pay for Councillors. This shall not apply to Tri County Management Committee meetings. 2.06 Call -In (a) An hourly rated employee who is called in outside of their regular working hours shall be paid for a minimum of two (2) hours. Call -in does not apply to the two (2) hour period prior to the beginning of a regular shift. 2.07 Overtime Meal Allowance (a) A meal or meal allowance of $10.00 may be provided to employees if working overtime and will be at the discretion of the Department Head. 2.08 Banking of Overtime Hours (a) A maximum of 80 hours per calendar year, including stand -by time, may be banked and taken off as time in lieu at the discretion of the Superintendent. Once hours are banked and are taken off as time in lieu they cannot be banked again. (b) Road Department Night Shift may bank overtime hours at the regular rates as noted in 2.05 (a) at the discretion of the Superintendent. The premium for working the night shift shall be paid as part of wages. (c) Banked hours are to be taken off during the year in which they were earned or they will be paid out. Vacation hours will be used first and then banked hours when taking time off. 3 ADMINISTRATION: 3.01 The Treasurer shall ensure this policy is followed in the calculation of wages. MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR -4.2 Section: Terms of Employment Effective Date: Feb 17/98 Subject: Hours of Work Revision Date: Nov 1/14 Page: 3 of 3 4 ATTACHMENTS: 4.01 None Council authorization: By -law 98 -06 By -law 2003 -67 By -law 2007 -84 By -law 2010 -71 By -law 2010 -72 By -law 2011 -08 By -law 2011 -44 By -law 2013 -07 By -law 2013 -78 By -law 2014 -72 WESA a : Metric' company Ms. Norma Bryant The Corporation of Municipality of West Elgin 22413 Hoskins Line, Box 490 Rodney, ON NOL 2C0 Re: West Elgin Landfill Site DRAFT Fall 2014 Monitoring Report Dear Ms. Bryant: c-8) DRAFT November 6, 2014 Project No. W- 134718 -00 -16 The purpose of this letter is to provide a summary of the environmental monitoring activities conducted by WESA, a division of BluMetric Environmental Inc., at the West Elgin landfill site in the fall of 2014. On April 11, 2012, the Ministry of the Environment and Climate Change (MOECC) issued an amendment to the Environmental Compliance Approval (ECA) (formerly referred to as a Certificate of Approval (CofA)) No. A051101. All sampling was conducted in accordance with Schedule "B" of the ECA. In 2011, the Municipality purchased a 50m wide portion of land to the south of the landfill to act as a contaminant attenuation zone (CAZ). As a result monitoring wells MW6, MW8, MW9, and MW12 are now considered on -site. The amendment to the ECA discussed above also required that the Municipality purchase the 30m proposed CAZ to the east by December 31, 2013. Negotiations with the neighbouring property owner Johnston Bros. are currently in progress. WESA understands that once the valuation R complete the cost for purchase will be brought to council in December 2014. Figure 1 presents a site plan and details the location of the monitoring wells. Tel. 519 -742 -6685 Fax, 519-742-9810 WESA, a division of BluMetric Environmental Inc. 171 Victoria Street North, Kitchener, Ontario, Canada N2H 5C5 www.wesa.ca DRAFT W- B4718 -00 -16 November 6, 2014 In February 2013 a Preliminary Contingency and Trigger Plan was developed and provided to the MOECC to comply with the April 2012 amendment to the ECA. The plan cannot be finalized until the boundary to the east is known. A revised plan will be provided once the CAZ boundary to the east is confirmed (it is proposed that this can be incorporated in the 2014 Annual Operation and Monitoring Report). WORK PLAN The environmental monitoring program included: • Completion of a Landfill Inspection and Checklist; • Water table measurements in all monitoring wells; • Methane readings in all monitoring wells as well as in any buildings or structures at the Site that are founded on or below grade and are at times occupied by people; and • Groundwater sampling and analysis. Note as per the 2013 Annual Monitoring Report (WESA, 2014), samples from surface water features were not collected in 2014. Water table elevations were measured at all 15 of the groundwater monitoring wells on -site (it should be noted that there is no MW13 on- site). Water elevation results are provided in Table 1 and methane readings are provided in Table 2. Groundwater samples were collected and analyzed for a series of general inorganic parameters, metals and volatile organic compounds (VOCs). The full list of parameters analyses and the results are provided in Tables 3 and 4. A brief discussion of the results to date is provided below. LANDFILL INSPECITON CHECKLIST The Municipality has received the landfill inspection checklist completed during the fall 2014 event and returned a signed copy to WESA. During the site inspection it was noted that a new lock is needed for monitoring well MW7. The completed checklist is included in Attachment A. WESA cr ONleirie, company Page 2 DRAFT W- B4718 -00 -16 November 6, 2014 WATER LEVELS Shallow groundwater flow on -site has been characterized by wells completed within the waste /fill material and the native sand and gravel units (MW1 to MW14). Monitoring well MW2D k completed within the clay layer that underlies the landfill and MW15 is completed within a wetland and therefore is influenced by both the shallow groundwater flow system and surface water (precipitation etc.). The groundwater within the shallow flow ranged between 218.43 (MW10) to 217.19 (MW4) metres above sea level (mast) in the fall of 2014. Groundwater flow on -site is generally towards the east. Historically, there has been a mound (an area where water levels are elevated above the immediate surrounding area) in the groundwater table located along the western property boundary between MW5 and MW1. The mound has caused a component of the groundwater flow in the south western corner of the site to flow towards the south (away from MW5 towards MW10). This occurred last in the November 2011 sampling event. However, in some more recent monitoring events, including the spring 2014 event, the groundwater elevations at MW10 have increased to levels at or above the groundwater elevations at MW1 and MW5. There now appears to be a mound located in the vicinity of MW10 and causes a component of the groundwater flow in the southern corner of the site to flow towards the north (towards MW1 and MW5). During the fall 2012 monitoring event, the water elevations in MW15 through MW18 were influenced by both the shallow groundwater flow system and surface water. During September and November 2012, the groundwater elevations in these wells indicated that water flowed east toward MW16 and a component of flow from MW17 and MW18 flowed back towards the north. The wetland does not extend further east beyond MW16 and therefore there was little to no flow beyond MW16 within the wetland. It would be expected that any flow at the eastern edge of the wetland was more towards the south. A relative assessment of water flow within the wetland could not be completed for the spring 2014 event, as MW16, MW17 and MW18 were decommissioned following the fall 2012 monitoring event at the landowner's request. Page 3 a h9elnc company DRAFT W- B4718 -00 -16 November 6, 2014 METHANE Methane concentrations were measured using a portable Eagle® combustible gas monitor calibrated for methane with a Multi -gas methane sensor. Methane readings in parts per million methane, % LEL (% of Lower Explosive Limit) and % methane were measured within the riser pipe at each monitoring well location. Methane concentrations were measured at 0.5% volume in MW5. This well is in close proximity to historical and /or current land filling operations. The concentrations in the remainder of the wells were 25 ppm or lower. There are no buildings or structures at the site that are founded on or below grade. However, there is a small trailer that is raised above ground and methane concentrations were measured to be <5ppm in the nearest adjacent monitoring well. GROUNDWATER CHEMISTRY Leachate on -site can be characterized by high concentrations of seven leachate indicator parameters (WESA, 2008): • Ammonia/ Organic Nitrogen (Organic N), alkalinity, arsenic, chloride, dissolved organic carbon (DOC), iron, and sodium In the 2013 Annual Monitoring Report, WESA recommended the removal of Organic N from the list of indicator parameters as it has been observed to be naturally occurring in the surface waters within the on and off -site wetlands. This parameter is still monitored at the site; however it is not included in the discussion below regarding indicator parameters and RUL exceedances. The MOE Reasonable Use Policy B7 (MOEE, 1994) was established to address the quality of groundwater on properties adjacent to potential sources of contaminants such as landfills. The groundwater quality at the site is compared to calculated Reasonable Use Limit (RUL) based on the background conditions on -site and the Ontario Drinking Water Standards (ODWS, 2003). MW14 is representative of background groundwater conditions and therefore RULs for the site have been calculated using the background concentrations from the 2010 through 2014 sampling events at this well. Iron exceeded the RUL at background well MW14 during this and historic sampling events. The RULs have been calculated using historical data up to an including the fall 2014 monitoring event. Page 4 a ,Marcia' company DRAFT W- 64718 -00 -16 November 6, 2014 In Table 3, parameter concentrations that exceed the background concentration calculated in MW14 as discussed above are highlighted in bold, while those concentrations that exceed the RUL are both bolded and italicized. VOC concentrations were compared to the ODWS and calculated RULs and exceedances highlighted in Table 4. The following table summarizes all leachate indicator parameters measured in excess of the RUL and the location of the monitoring well for the fall 2014 sampling event: of RUE. Exceedances . Well Location Monitoring Well Groundwater Flow Leachate indicator Parameters RUL Exceedances Northwest MW1 Shallow None Leachate (Landfill Footprint) MW2 Shallow Alkalinity, DOC, Arsenic, and Iron . East MW3 Shallow Alkalinity ,DOC, Arsenic and Iron Southeast MW4 Shallow Alkalinity, DOC, and Iron Southwest MW5 Shallow Alkalinity, DOC, Arsenic and Iron South — Recently Purchased CAZ MW6 Shallow Chloride, Alkalinity, DOC, Arsenic and Iron East MW7 Shallow Chloride, Alkalinity, DOC and Sodium South — Recently Purchased CAZ MW8 Shallow Chloride, Alkalinity and DOC South — Recently Purchased CAZ MW9 Shallow None Off Site MWIO Shallow None Off Site MWI1 Shallow Chloride, Alkalinity, DOC and Sodium South — Recently Purchased CAZ MW12 Shallow None Off Site MW15 Surface /Shallow Alkalinity and DOC Clay MW2D Deep None The analytical results observed during the monitoring event are, in general, consistent with those historically observed and reported on -site. It is noted that the concentrations of leachate indicator parameter chloride show an increasing trend in MW8. The chloride concentration in monitoring well MW15 reached a maximum level in April 2014, however during this sampling event and the two previous fall sampling events, the concentration of chloride did not exceed the RUL. WESA a ome ric" company Page 5 DRAFT W- 84718 -00 -16 November 6, 2014 A review of wells considered upgradient of MW15 (in particular MW3, MW7 and MW11) do not indicate a clear trend (either increasing or decreasing) with respect to chloride or other leachate indicator parameters over a prolonged period of time. The results of the VOC analyses are summarized in Table 4. The results of the VOC analyses had concentrations of all parameters measured below the ODWS in the fall of 2014. A few parameters were detected above the laboratory detection limit but below the ODWS and followed historical trends. Benzene was noted in MW3 in October 2014; the last time it was detected above the laboratory detection limit was September 2008. Benzene and chlorobenzene were noted in MW5 in the spring of 2014. Both parameters have been noted in MW5 since May 2006. The laboratory certificates of analysis are included in Attachment B. CONCLUSIONS The results of the groundwater monitoring indicate that general site groundwater flow is towards the east, with a small component towards the north along the southwestern property boundary. Evidence of the groundwater flow direction on -site is confirmed by the analytical data obtained from wells sampled. Leachate impacts off -site are restricted to the east and southeast. Towards the east/ southeast, impacts were noted in the on -site well MW7 and in the off -site well MW 1. To the southeast, leachate impacts have been noted in MW15 indicating that groundwater and leachate are likely discharging into the wetland. Concentrations of the leachate indicator parameter chloride have increased since MW15 was installed in 2010 (however results have fluctuated between seasons), and exceed the RULs during most spring sampling events. Other leachate indicator parameters (i.e. alkalinity and DOC) initially demonstrated a decrease in concentration following well installation, however have stabilized over the last three sampling events. The wetland is an anaerobic reducing system with enhanced de- nitrification potential /conditions and therefore acts to provide natural treatment of the leachate. WESA a IMetric'rrompony Page 6 DRAFT W- B4718 -00 -16 November 6, 2014 RECOMMENDATIONS The amended ECA required the purchase of the recommended CAZ to the east of the site in fee simple by December 31, 2013. Subsequent discussions with MOECC on November 7, 2013 indicated that purchasing the water rights beneath the CAZ, as opposed to the land in fee simple, would be acceptable. During these discussions, the MOECC indicated that an ECA amendment must be submitted to the MOE Approvals Branch upon purchase of the water rights beneath the CAZ. It is noted that purchase of the land rather than the water rights is currently underway. The proposed CAZ to the east and southeast is shown on Figure 1. The site will be sampled again in spring of 2015 to satisfy the requirement of the ECA. A final report will be prepared detailing the results of the two 2014 monitoring events and provided to the MOE no later than April 30th, 2015. This report will include the proposed Final Contingency and Trigger Plan. If you have any questions please do not hesitate to contact the undersigned. Sincerely, WESA, a division of BluMetric Environmental Inc. - DRAFT -- S'rana Scholes, B.A.Sc., P.Eng. lan Macdonald, M.Sc., P.Geo. Project Manager /Engineer Senior Hydrogeologist Encl. Ref 94718-00-16 Spring 2073 Monitoring /.etter DRAFT Nov 6 2014. docx 'MESA a Metre comp*? Page 7 CB TO: FROM: DATE: SUBJECT: The Municipality of West Elgin COUNCIL OF THE MUNICIPALITY OF WEST ELGIN Scott Cawley, Administrator/Treasurer November 13, 2014 3rd Quarter Financial Statements RECOMMENDATION: That Council receive and file the 2014 — 3rd Quarter Financial Report for the Municipality of West Elgin. INTRODUCTION: Council adopted the 2014 Operation's Budget and Property Tax Rates at its May 8th, 2014 Council Meeting and as part of the budget process is regular quarterly reporting of the financial results to the approved budget. DISCUSSION: The first page of the attached report shows the Year -To -Date Revenues and Expenditure as at September 30, 2014 compared to 2013 Actual, 2013 Budget and 2014 Approved Budget. The 2 "d page provides an overview of the major variances from Budget. The overall projection shows that West Elgin will be on Budget. Respectfully Submitted, . Scott Gaw Administrato y Treasurer C MUNICIPALITY OF WEST ELGIN 2014 BUDGET SUMMARY REVENUE (NON - DEPARTMENT SPECIFIC) TAXATION MUNICIPAL LOCAL.IMPROVEMENTS PAYMENT IN LIEUS OMPF FUNDING •OTHER GOVERNMENT GRANTS OTHER REVENUE PRIOR YEARSURPLUS TOTAL REVENUE DEPARTMENTAL SUMMARIES ADMINISTRATION COUNCIL ADMINISTRATION GENERAL GOVERNMENT BUILDING MTO OFFICE FIRE POLICING SERVICES BUILDING, PLUMBING EMERGENCY PLANNING BY LAW ENFORCEMENT ANIMAL CONTROL CONSERVATION AUTHORITY FOUR COUNTIES TRANSIT ROADS- MUNICIPAL AND COUNTY SIDEWALKS STREETLIGHTS_ SEWER MAINTENANCE GARBAGE COLLECTION, LANDFILL,RECYCLING HEALTH SERVICEMETERIES WEST-4p N WATER SYSTEM WEST, ELGIN PRIMARY WATER SYSTEM WEST LORNE ARENA RECREATION PORT GLASGOW TRAILER PARK LIBRARY DRAINAGE, PLANNING AND ZONING ECONOMIC DEVELOPMENT TOTAL DEPARTMENTAL OPERATING COSTS TRANSFERS TO RESERVES TRANSFERS FROM RESERVES DEBENTURE PAYMENTS NET 'OPERATING SURPLUS /DEFICIT 2013 2013 2014 ACTUAL ACTUAL BUDGET as of Sept 30 - 2,944,458.27 - 2,928,608.23 - 129,740.09 - 133,570.21 - 83,605.14 - 87,000.00 - 1,861,600.00 - 1,861,600.00 0.00 - 315,013.43 - 320,180.00 - 518,178.10 - 518,178.10 - 5,852,595.03 - 5,849,136.54 - 3,149,671.75 -57,540.33 - 916,850.00 - 147,171.11 - 92,917.31 - 4,364,150.50 2014 BUDGET -3,029,847.56 - 106,608.02 - 83,625.14 - 1,833,700.00 - 309,830.00 - 92,917.31 - 5,456,528.03 66,923.58 83,400.00 58,187.15 78,200.00 779,709.70 862,310.00 461,695.40 823,210.00 60,324.28 79,020.00 48,352.46 61,020.00 5,437.19 6,600.00 - 1,127,57 6,600.00 373,097.36 371,285.00 99,181.44 341,750.00 917,080.02 917,284.00 611,231.33 946,118.06 32,313.23 42,860.00 27,452.94 34,060.00 2,191.04 4,000.00 1,539.88 4,000.00 1,017.31 1,850.00 1,098.68 1,750.00 - 6,272.41 - 3,492.00 - 9,516.93 - 4,300.00 32,826.00 32,826.00 37,732.00 60,232.00 9,781.62 7,050.00 27,973.44 8,632.00 1,309,557.62 .1,427, 807.59 1,105,628.98 1,379,341.63 8,310.70 24,000.00 10,288.89 24,000.00 39,572.37 50,000.00 33,952.51 50,000.00 0.00 0.00 0.00 0.00 126,143.55 142,300.00 80,555.58 124,600.00 1,140.00 2,000.00 0.00 2,000.00 0.00 0.00 0,00 0.00 0.00 0.00 0.00 0.00 81,673.91 61,679.22 0.00 76,898.04 355,768.55 389,250.00 266,480.20 362,500.00 0.00 0.00 0.00 0.00 10,550.55 - 3,500.00 9,603.57 - 15,700.00 23,446.37 21,650.00 27,833.44 21,650.00 72,773.00 120,000.00 59,663.76 60,000.00 9,213.52 12, 500.00 6,834.28 11,700.00 4,312,579.06 4,652,679.81 2,964,641.43 4,458,261.73 927,440.29 622,395.10 491,943.46 - 175,000.00 133,570.21 133,570.21 22,975.27 141,945.07 - 479,005.47 - 615,491.42 - 1,376,533.80 - 364,377.77 CAPITAL EXPENDITURES GRANT FUNDING /CONTRIBUTIONS - 261,890.36 - 264,261.40 - 4,384.69 - 165,121.31 TRANSFERS FROM RESERVES - 303,447.00 - 334,947.18 - 1,085,682.14 CAPITAL PURCHASES 951,425.52 1,214,700.00 889,534.23 1,640,934.14 CAPITAL FUNDED FROM FUND SURPLUS & OPERATIONS 386,088.16 615,491.42 885,149.54 390,130.69 NET SURPLUS Municipality of West Elgin - 92,917.31 0.00 - 491,384.26 25,752.92 As of Sept 30, 2014 Page 1 Municipality of West Elgin as of Sept 30, 2014 Comments: Revenue: Local Improvements: YTD -To be adjusted after the final installation of final tax bill due date of Nov 25, 2014 Payment in Leius: YTD -To be adjusted at the end of the year Other Revenue: Marriage License Revenue above current annual projections, Burial Permits will most likely surpass projected revenue projections. Bank Interest amount as of June 30, 2014 -will be recognized in 4th Quarter County of Elgin Parking Ticket revenue to be recognized in the 4th Quarter OMAFRA RSJS revenue expected: $2,240 and Elgin St. Thomas SJS revenue expected: $5,760 Departmental Summaries: Administration: Council: Based on the historical number of meetings and events attended by council and possible additional training with Oct 2014 Election Results Staff Inncludes: Adrninistrator /Treasurer, Clerk, Deputy Treasurer, Financial Assistant, Accounts Payable, Receptionist/Office Clerk and Financial Accounting Clerk (allocated to the Water Department) Some office staff mileage not yet paid, additional cost for short term reception help Convention/Seminar includes ROMA Conference, AMCTO Annual Conference Miscellaneuos Expenses include Association Memberships, training courses for staff succession planning Office Supplies: Ipads'for Council have not yet been purchased, water postage to be allocated at the end of the year. Minor: Capital Purchases include a new printer and monitor Capital Purchase includes: Software Upgrades $ 10,370.37 and Office Renovations YTD $13,014.97 Grants awarded by Council as of Sept 30. Tiny Tots $10,000, Arts & Cookery (Last of 3rd year commitment) $ 25,000, and Minor Requests $8,114.49 Building: Janitorial Wages to be allocated at the end of the year Service Ontario: Closed Saturdays as of Sept 20, 2014 Fire: YTD Fire Wages and Benefits are paid in the 4th Quarter YTD budgeted equipment, training, and vehicle expenses have yet to be made in 4th Quarter - Annual Inspections Fire Hydrant Rental adjustment to be made in 4th Quarter Policing: Policing Costs are $82,429.70 per month Building, Plumbing, Emergency Planning, By -Law Enforcement: Decrease in Permit Revenue Cominunity Emergency annual exercise held in West Elgin on May 1, 2014. Joint Dutton- Dunwich/Southwold/West Elgin Four Counties Transit: The`Adult Day Program will only operate three days a week starting April 1, 2014. This will reduce the amount of scheduled trips and will make the bus available for special trips twice a week. Four County Transit increased fares on July 1, 2013. This was the first increase in seven years. The annual actual deficit is shared between the member municipalities of West Elgin, Southwest Middlesex, Newbury and Chatham -Kent. The Township of Dawn - Euphemia is no longer a member of Four Counties Transportation. The' cost of drivers and operations should see a decrease in 2014 with the number of scheduled trips being reduced. The grant will be received in the 4th Quarter to offset YTD expenditures Roads: ,Unekpected repairs to Dunborough Road Culverts $ 2,885.87 Construction project costs yet to be fully realized as of Sept 30, 2014 Federal Gas Tax funding used for Kerr Road Sidewalks and Streetlights: West Elgin purchased new energy efficient LED streetlights on Queen's Line between the Village of Rodney limits to the corner of Furnival.Tracking consumption and costs. Sewage Treatment: Sewage Capital Projects have yet to be implemented. Garbage Collection/Recycling/Landfill: Rodney Garbage expenditure based on contract with Ron Aubertin, Rodney Recycling with. Jack Falkins, and West Lorne Garbage and Recycling Expenditures based on contract with BFI New, RFP for Curbside Waste Collection Services sent out Oct 30, 2014 Port Glasgow Trailer Park: Seasonal Park Operations -Open May to October. Trailer Fees due May 1, 2014 New work shed constructed at the park. Area 2 Septic Bed Construction is defferred to the Spring of 2015. Water: YTD water totals are based on new bi- monthly water billing cycle. Water revenues are up. New water van was purchased and put in July 2014 Water Postage to be expensed in 4th Quarter Tri County Water: Colour Water Study - $27,169.93 Arena: Arena Operations and Maintenance Costs are split with Dutton - Dunwich at the end of the year. Arena front doors have been replaced. Parks & Recreation: Unexpected replacement of pool heaters $14,524.92 Drainage: YTD -grant revenues not received until year end. YTD timing of expenses Planning and Zoning: West Elgin hired a new Professional Planner. Planner splits time between West Elgin, Dutton - Dunwich, and Southwold. Transfers to Reserves: YTD -year end allocation entry to be made Transfers from Reserves: YTD -year end allocation entry to be made Debenture Payments: YTD- Allocation made at year end MUNICIPALITY OF WEST ELGIN CAPITAL BUDGET 2014 ADMINISTRATION GENERAL OFFICE RENOVATIONS SOFTWARE UPGRADE 2014 ACTUAL 2014 as of Sept 30 BUDGET 13,014.97 20,000.00 19,370.37 10,000.00 23,365.34 30500.0L ROADS FGT. 23,783.09 110,000.00 TRUCK517 198,153.50 200,000.00 R- GRAVEL PIT REHAB 27,481.24 59,470.00 PICK UP 83 28,408.71 35,000.00 LOADER 818 - SCALE KIT (DEFERRED -2015) 7,500.00 GRAHAM ROAD CONSTRUCTION 125592.15 55,000.00 CARROLL LINE DRAIN -END TREATMENTS 17,881.28 30,000.60 COLLEY ROAD - RECONSTRUCTION 66,196.07 102,545.00 HENRY ROAD - RECONSTRUCTION 23,35926 60,837.00 MCDOUGALL LINE - RECONSTRUCTION WITH RAIL GUIDE 20,000.00 MUNROE ST EXT -WL (DEFERRED -2015) 7,000.00 RADIO SYSTEM 26,993.53 35,000.05 UPGRADE FOR JOHN DEERE TRACTOR 7,853.28 12,500.00 DUNEOR000H CULVERTS 2,885.87 GPS 16,659.14 18,659.14 566,547.19 751,611.14 WATER CAPITAL WATER SERVICE VAN TRI COUNTY WATER COLOUR WATER STUDY ARENA FRONT DOOR REPLACEMENT SPECTATOR NETTING (DEFERRED -2015) BOARDS B EVETROUGHS (DEFERRED-2015) PAVE (DEFERRED -2015) 24,834.33 25,000.00 24,634.33 25,000.00 27,169.93 27,169.93 6.349,46 13,400.00 10,000.00 10,600.00 8,000.00 6,,349.48 41490.00 PARKS'BRECREATION STANDBY GENERATOR FOR EMERGENCY MANAGEMENT (DEFERRED -2015) 35,000.00 TABLES - RECREATION CENTRES (40 TABLES) 8,000.00 SOUND BARRIERS -' 5,000.00 COMPACTTRACTORMIOWERILOADER 19,820.00 30,000.00 SIDEWALK SNOW BLOWER REPLACEMENT 3,500.00 POOL HEATERS 18,510.36 SEWER MAINTENANCE CAPITAL RODNEY ROOF NEW PUMP ALUM -CHEM FEED SYSTEM REPLACEMENT ' TSSA REGULATIONS -NEW GENERATOR REPLACE AERATION DRIVE 01 WEST LORNE FILTER REPAIRS AT WATER TREATMENT PLANT UV SYSTEM UPGRADE TORQUE LIMIT SWITCHES REPLACEMENT REPLACEMENT OF EAST CLARIFIER CHAINS, FLIGHTS 8 WARE BARS FIRE DEPARTMENT WEST LORNE - EXTRACATION EQUIPMENT RODNEY - EXTRACTION EQUIPMENT COMMUNICATIONS EQUIPMENT - RODNEY 8 WEST LORNE PORT GLASGOW TRAILER PARK SEPTIC SYSTEM (DEFERRED- SPRING OF 2015) WORK SHED ' 36, 30.36 81,500.05 2,000.00 8,000.00 5,005.00 5,000.00 10,000.00 60,000.00 11.000,00 8,000.00 6,500.00 0.00 115500.00 31,535.44 30,000.00 31.535.44 30,000.00 97,128,65 145 023.00 160,199.57 206,023.00 2,499.99 351,000.00 31,588,47 40,000.00 34,089.46 391,090.09 SIDEWALKS 8 STREETLIGHTS STREETLIGHTS 10,626.60 16,829,64 TOTAL CAPITAL 659,534.23 1,640,934.14 Municipality of West Elgin As of Sept 30, 2014 Page 1 0 v' ` 14 Dear Jeff, After enquiring at the municipal office they suggested I write to the Recreation Dept outlining my idea with a copy to the council. I am not sure if you have heard of the latest racquet sport called pickleball. It is quickly becoming the fastest growing sport in Ontario.. We only heard of it last year in Florida and were delighted to find a club in St. Thomas which we quickly joined. The game is played on a badminton size court with a whiffle ball (about the size of a tennis ball) and a solid smooth surface, short handled paddle larger than a ping pong paddle. The game is easy to play and you do not have to be a great athlete to play. I believe the schools in West Elgin are being introduced to the game by our executive and members from St. Thomas. I thought this may be something for the Rodney Rec Centre to offer as it is great exercise for young and old. The start up costs would simply be the portable nets, racquets and balls which we could provide an idea of cost if there is an interest. We would be available to answer any further questions you might have. Thanks for your consideration, Jane Vanderkuyl. Norma Bryant From: craig and kerry pierce < craigandkerrypierce @hotmail.com> Sent: October -21 -14 9:53 AM To: bwiehle @elgin- county.on.ca; nbryant @westelgin.net Subject: Request for a Proclamation Good Morning Mayor Wiehle and Ms. Norma Bryant -a I am writing to request a proclamation from the municipality of West Elgin to declare November Pulmonary Hypertention Month. This will be a tremendous help to us in our awareness efforts on behalf of all persons throughout your community and Canada who suffer with this rare, life threatening lung disease. PULMONARY HYPERTENSION, or PH is a disease affecting the arteries of the lungs. It can strike anyone regardless of age, sex, social or ethnic background. In pulmonary hypertension (which means high blood pressure int he lungs), the arteries of the lungs become narrowed and scarred, which can result in almost complete closing of the arteries. People affected with this disease suffer from continuous high blood pressure in the lungs which results in an enlargement of the heart, leading to heart failure and death. Some symptoms of pulmonary hypertension are: shortness of breath (especially with any activity); bluish or purplish hands, feet and lips; swelling of hands and feet; light- headed /dizziness, especially when climbing stairs or standing up; chest pain, especially with any physical activity; feeling tired all of the time; and sometimes even fainting. The somewhat "generic" symptoms, as seen above, often get mistaken for other less serious illnesses and conditions; patients therefore experience significant delays in receiving lifesaving treatments. I am and my family are very passionate about creating awareness about helping to find a cure for PH, as our youngest daughter 3 year old Everleigh has been battling this disease since February 2013. Rare diseases get very little attention and are usually very difficult to diagnose, so even a proclamation and information in media can shed some light and promote discussion among medical professionals and citizens, with the hope of earlier diagnosis for those affected. For more information about PH and this request, please feel free to contact me. I know with the upcoming election it is a very busy time but I hope that you will be able to add my request to the council agenda as soon as possible. Sincerely, Kerry 1 Kerry Pierce Ambassador Pulmonary Hypertension Association of Canada 24915 Crinan Line West Lorne, ON NOL2P0 (519)614 -3434 kpierce @phacanada.ca www.phacanada.ca 2 Minister of State (Social Development) OCT 1 4 2014 Ms. Norma I. Bryant Clerk The Municipality of West Elgin PO Box 490 22413 Hoskins Line Rodney ON NOL 2C0 Ministre d'Etat (Developpement social) Ottawa, Canada KM 0J9 23 2014 Dear Ms. Bryant: 1 am responding to your letter addressed to the Honourable Jason Kenney, Minister of Employment and Social Development and Minister for Multiculturalism. You wrote concerning a resolution passed by the Council of the Municipality of West Elgin that supports the Federation of Canadian Municipalities' housing campaign, "Fixing Canada's Housing Crunch." I appreciate that you have taken the time to share the Council's concerns as they relate to affordable housing in Canada. I can assure you that we are continuing to make significant investments in housing. This year, through Canada Mortgage and Housing Corporation (CMHC), we will invest approximately $2 billion in housing. This includes support for close to 600,000 individuals and families living in existing social housing, which is provided under long -term agreements covering a 25 to 50 year period. At the end of these agreements, the federal government will have fulfilled its commitment and funding will end. At the same time, the mortgages on these properties will generally be paid off, allowing many housing groups to continue to provide affordable housing and to be free to operate their projects as they see fit. I would also like to add that our Government is providing significant funding under the Investment in Affordable Housing (IAH). Under the IAH, provinces and territories cost match the federal investment and are responsible for program design and delivery. Provinces and territories have the flexibility to invest in a range of affordable housing programs in order to meet their local needs and priorities. Funding may be used to create new or to renovate affordable rental housing; to improve affordability such as through rent supplements; and, to foster safe independent living through accessibility modifications. From April 2011 to June 2014, more than 183,600 households have benefitted from this investment nationally. More recently, as part of Economic Action Plan 2013, the Government of Canada announced its continued commitment to working with provinces and territories to develop and implement solutions to housing by investing more than $1.25 billion over five years to extend the IAH to 2019. ...12 Canada -2- More recently, as part of Economic Action Plan 2013, the Government of Canada announced its continued commitment to working with provinces and territories to develop and implement solutions to housing by investing more than $1.25 billion over five years to extend the IAH to 2019. For the Province of Ontario, this represents a combined investment of more than $801 million over five years and was announced in August 2014. Under the IAH, Ontario has the flexibility to design and deliver a range of affordable housing programs to address local housing needs and priorities. The Province of Ontario is supporting the building and renovation of affordable housing, as well as the provision of rental and homeownership assistance to low and moderate income households. A portion of funding will be dedicated to Aboriginal households living off - reserve. Other priority groups will include seniors, persons with disabilities and victims of domestic violence. I would also like to draw Council's attention to CMHC's Affordable Housing Centre, which helps create new affordable housing, including rental housing, for projects that do not rely on federal subsidies, by offering assistance such as Seed Funding, and Proposal Development Funding. CMHC contributes to the stability of the housing finance system by providing mortgage loan insurance across the country, including in those markets that are less served by the private sector. CMHC offers mortgage loan insurance with greater financing flexibilities, including loan-to -value ratios of up to 95% and reduced premiums. These flexibilities are available for new affordable multi -unit residential properties, including those funded under the IAH, for rental, retirement and long -term care facilities. The federal government also provides funding for homelessness through the Homelessness Partnering Strategy (HPS), administered by Employment and Social Development Canada. HPS is a community -based program aimed at preventing and reducing homelessness by providing direct support and funding to 61 designated communities across Canada. Economic Action Plan 2013 announced $600 million in funding to extend the HPS for five years until 2019, with a focus on the Housing First approach. Taken together, this broad range of housing activities supports vulnerable Canadians, homeowners, renters and the housing sector. I hope this information helps assure Council that our Government is committed to affordable housing solutions and to assisting those in housing need. Thank you for writing. Yours sincerely, The Honourable Candice Bergen, F.C., M.P. Elgin County Fire Prevention Officers Association c/o 305 Wellington Street, St.Thomas, Ontario, N5R 2T2 Phone 631 -0210 Fax 631 -0215 To The Mayor and Council Municipality of West Elgin The Elgin County Fire Departments Fire Safety House has been a valuable tool used by fire departments and fire associations across the County of Elgin to educate thousands of children and adults alike in fire safety and prevention. Since 1998, the Fire Safety House has regularly attended schools, public events and local fairs in effort to raise awareness of fire safety. The Fire Safety House was originally purchased in 1998 and currently needs some updating and refurbishing to ensure its continued use and success. There are minor structural needs and some aesthetic requirements such as new flooring and painting. We are looking for sponsors who are willing to partner with us to raise the necessary funds to update the Fire Safety House. Our target fundraising goal is $20,000. In recognition of your generous contributions, we offer the following in recognition of donations: Contribution Recognition $3,500 3' x 3' logo on the House $2,000 1.5' x 1.5' logo on the House $ 500 Name on the House On behalf of the Elgin County Fire Prevention Officers Association the South Dorchester Firemen's Association (Lyons) is taking the lead on this fundraising endeavor to continue to promote home fire safety. If you wish to make a donation please make cheques payable to the South Dorchester Firemen's Association /Fire Safety House. If you require further information or wish to make a donation please contact me at 519 -615 -7749 or by email at wdkmbradley a,gmail.com, or Captain Mike Pond at 519 - 670 -7242 or by email at mdksiaamteiecom.net. In the name of fire safety, we thank you Captain Dave Bradley Fundraising Committee Co- Chairperson Cc: Fire Chief Aylmer Bayham Central Elgin Dutton/Dnnwich West Elgin St. Thomas Malahide Southwold El inCoun g tY October 24, 2014 Municipality of West Elgin 22413 Hoskins Line P.O. Box 490 Rodney, ON NOL 2C0 Attention: Scott Gawley, Chief Administrative Officer RE: Proposed Woodlands Clearing on Lot 4, Concession 14 Former Township of Aldborough, Municipality of West Elgin Under Section 135 (2) of the Municipal Act all abutting landowners shall be notified of impending woodlot clearings. This letter hereby notifies you of the proposed woodland clearing by Lakeview Aldborough Bluffs Inc. The proposed clearing of 0.3 hectares (0.74 acres) on Lot 4, Concession 14 in the Municipality of West Elgin is for the purposes of creating a laneway access. The Elgin County Woodlands Conservation Bylaw contains a "no net loss" provision to ensure the protection and enhancement of forest cover in the county. Approval of this clearing exemption would be conditional on trees being replanted in a suitable location under the direction of a qualified forester at the applicant's expense. If you have objections to this proposed clearing please reply in writing to the Elgin County Tree Commissioner, c/o Kettle Creek Conservation Authority, R.R. #S, 44015 Ferguson Line, St. Thomas, Ontario, N5P 3T3, by the 14th day of November 2014. If you have any questions regarding this notice, please contact the undersigned at (519)- 631 -1270. Y Jeff awrence Elgin County Tree Commissioner • County of Elgin Administrative Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519 - 631 -1460 www.elgin- county.on.ca Progressive by Nature Norma Bryant From: Scott Gawley <sgawley @westelgin.net> Sent: October -27 -14 4:18 PM To: Norma Bryant Subject: FW: Criminal Record Checks - Dutton Office For the agenda R. Scott Gawley, CPA, CGA Administrator/Treasurer Municipality of West Elgin sgawlevCa)westelgin. net 519- 785 -0560 From: Fishleigh, Bradley (JUS) [ mailto :Bradley.Fishleigh @opp.ca] Sent: October -27 -14 2:11 PM To: Cameron S McWilliam; Bernhard Wiehle (bwiehle @elgin- county.on.ca); jamcintyre @elgin- county.on.ca; Scott Gawley (sgawley @westelgin.net); CAO@duttondunwich.on.ca; cao @southwold.ca Cc: douglasgunn@gunn.on.ca; Mark McDonald; Wayne Casier (wdcasier @gmail.com); Dave Marr; Bonnie Vowel (bjvowel @execulink.com); jijcferquson@execulink.com; Wright, Kathy (JUS); Cox, Nancy; Herron, Deb (JUS); Landry, Helene G (JUS); Carlson, Troy (JUS); Defoe, Greg (JUS); Doughty, Andy (JUS); Gordon, Al (JUS); Johnson, Brian (JUS); Bennett, Lynn (JUS); McClure, Aaron (JUS); Quenneville, Andrea (JUS) Subject: Criminal Record Checks - Dutton Office All, I regret to inform you Elgin County OPP will no longer be able to provide Criminal Record checks at the Dutton office and November 7th will be the last day this service will be available at the Dutton office. With the increased safety measures required as a result of recent events I can no longer allow administrative staff to be alone at the Dutton office and it is not fiscally responsible to have an officer assigned to be at the office with the administrative staff. After Nov 7th all criminal record checks will be completed at the OPP Detachment located at 42696 John Wise Line. I am however pleased to advise that we are currently fully staffed and in most cases a standard criminal record check with vulnerable sector check can be completed in about 15 minutes as long as the person has all the appropriate documentation and identification. This means in most cases if the person is able to wait for completion they can leave with their criminal record check in hand. Persons attending the office for criminal record checks are encouraged to call first to ensure they have the correct forms. It is very unfortunate we can no longer provide this service at the Dutton office however we will continue to work with our communities to meet your needs the best way we can. Kind Regards, elad 9a/deep( Inspector, Detachment Commander Elgin County Detachment 519 631 -2920 (w) 519 317 -2223 O "If you have any accommodation needs or require communication supports or alternate formats, please let me know ". Evergreen Cemetery Located at 24928 Pioneer Line, Municipality of West Elgin Elgin County West Lorne, Ontario Oct. -18 -2014 Municipality Of West Elgin, Public Works Superintendent Lee Gosnell, This letter is a request to the municipality for aid in the maintenance of the roadway in the cemetery. We have very much appreciated the snow removal you provide as needed, during the winter. At present, there are a number of potholes in the road way. These pothole areas seem to be growing with this continuing wet weather. If you could provide some gravel or assistance with the road way maintenance it would be much appreciated. The other request involves the trimming of cedar trees along the East entrance. It is difficult to see oncoming traffic with the trees in the way. I would be available to have conversation or meeting regarding this situation at your earliest convenience. There is an Evergreen Cemetery meeting scheduled for Nov. 5, 2014 at the Community Complex at 1:30pm in West Lorne. I would hope to give a report of our solution to the plot holders at that meeting. Sincerely, Robert A Morrison President, Evergreen Cemetery Plot Holders 519 860 0914 Ministry of Energy Office of the Minister 4th Floor, Hearst Block 900 Bay Street Toronto ON M7A 2E1 Tel.: 416- 327 -6759 Fax: 416 -327 -6754 OCT 29 2014 Ministers de I'Energie Bureau du ministre 40 stage, edifice Hearst 900, rue Bay Toronto ON M7A 2E1 TeI.: 416 327 -6758 Telec.: 416 327 -6754 Ms Norma I. Bryant Clerk Municipality of West Elgin 22413 Hoskins Line, Box 490 Rodney ON NOL 2C0 L:e.i:CMAL.11.1: k.40314 GECEI1 +Kb 1 231 MC- 2014 -2222 Dear Ms Bryant: Thank you for your letter regarding wind energy. I welcome the opportunity to respond. The collective success of Ontario's municipalities is critical to the success of the province of Ontario. Municipalities have made it clear that they want a stronger voice in renewable energy development and the government has taken steps to make that happen. I appreciate the opportunity to explain the measures our government is implementing for future procurements and the role municipalities can play in providing input into the development process for existing renewable energy projects. As Council will know from previous correspondence to Mayor Wiehle, on June 12, 2013, I directed the Ontario Power Authority (OPA) to end the procurement of large renewable energy projects through the Feed -in Tariff Program and to develop a new competitive procurement process to allow for the consideration of future contract awards for cost - efficient and well- supported projects. I asked the OPA to engage with municipalities to help inform the identification of appropriate location and siting requirements for future renewable energy projects. The new Large Renewable Procurement (LRP) process will provide municipalities with a stronger voice going forward and additional opportunities to participate in the development of renewable energy projects. The process includes an initial Request for Qualifications (RFQ) to qualify applicants, followed by a Request for Proposals (RFP) to evaluate projects, which can only be proposed by qualified applicants. We remain committed that this LRP will take into account local needs and considerations before contracts are offered. Engagement activities in the LRP are intended to initiate early relationship - building between developers and municipalities, and provide an early opportunity for municipalities to advise of local needs and considerations to inform the design of a project pre - contract. As part of the OPA's extensive outreach activities to inform the development of the LRP, it developed preliminary sets of RFQ stage evaluation criteria and possible RFP stage components. These and other related materials were discussed with a wide variety of stakeholders and communities between December 2013 and February 2014. ..- /cont'd -2- As part of these events, the OPA held four regional community meetings — in Chatham -Kent, Sudbury, Orillia and Napanee — for municipalities, local distribution companies and the general public. More than 850 groups and individuals participated in these activities and more than 65 made written submissions. The OPA and ministry staff also met with representatives from Association of Municipalities of Ontario task forces (Planning, Energy and Economic Development). On July 14, 2014, the OPA posted the final RFQ, which was open for submissions until September 4, 2014. A preliminary RFP Framework document was also posted for public review and comment until September 2. An extensive list of community engagement criteria was included in the Framework document. For latest updates on the LRP program, please visit the OPA's website at www.powerauthority.on.ca/Irp. The OPA will continue to accept feedback from municipalities in advance of the posting of the draft LRP RFP in October 2014. If you have not had the opportunity to submit your comments, you can send them to the OPA directly by email at LRP @powerauthority.on.ca. Regarding projects that are currently under development, the Ministry of the Environment and Climate Change's Renewable Energy Approval (REA) process requires developers to ensure multiple opportunities for local communities to provide input during the planning and approvals process for wind projects. A minimum of two public meetings must be held about proposed wind projects. Municipalities continue to have a role to play in discussing site - specific issues covered by the REA process. We encourage municipalities to engage in a constructive dialogue with developers to help inform the REA process for a particular project. We believe that the Green Energy Act and its regulations have been a success, and have helped establish Ontario as a North American leader in clean energy. We have no plans to change this course of action. That said, we welcome and appreciate the involvement of our municipal partners in these crucial decisions about our electricity grid. Thank you again for taking the time to share Council's views, Sincerely, Bob Chiarelli Minister c: Jeff Yurek, MPP, Elgin -- Middlesex— London Joe Preston, MP, Elgin— Middlesex — London Christina Cindric, MPP Liaison, Minister's Office eWest Elgin Community Health Centre 22413 Hoskins Line PO Box 490 Rodney, Ontario NOL 2C0 October 30, 2014 Every One Matters. Dear West Elgin Council Members: On behalf of the West Elgin Community Health Centre, I would like to extend our sincere thanks for your generosity and support for our annual Fall Family Fun Night. Our records indicated that 278 people attended the event, including families, volunteers and service providers. In addition to WECHC, 11 local agencies participated. Thanks you for waiving the fee for the use of the Rodney Recreation Centre. By waiving the fee, you assisted us in providing a completely free event to this community. I am also writing this letter to formally request the use of the entire Rodney Recreation Centre on Wednesday, October 28, 2015 from 12:00 pm -9:00 pm. Once again, we request your consideration for waiving the fee, so that we can continue to offer this event to our community's children and families free of charge. Thank you for continuing to help make Fall Family Fun Night a success. Sincerely, Melanie Silos - Crowell, MSW, RSW 153 Main Street, West Lorne, Ontario hioL 2P0 T 519- 768 -1715 F 519 - 768 -2548 info @wechc.on.ca • " -; 3 2014 The West Elgin Community Health Centre team works with our communities and our partners to provide accessible, high quality health care, health promotion and community support services. www.wechc.on.ca Nov, 10. 2014 12.:58PM CORPORATION OF THE COUNTY OF ELGIN NOTICE OF APPLICATION FOR CONSENT APPLICATION NO. E 81114 PART LOT 19, CONCESSION 7, MUNICIPALITY OF WEST ELGIN TAKE NOTICE that an application has been made by HENK AND ANS DIEKER, 24242 Downie line, WEST LORNE, Ontario, NOL 2P0, for a consent pursuant to Section 53 of the Planning Act, 1990, as amended, to sever lands municipally known as 12538 Graham Road, legally described as Part Lot 19, Concession 7, Municipality of,West Elgin. The applicants propose to sever a lot with a frontage of 75 metres along Graham Road by a depth of 83 metres (north lot line) to 99 metres (south lot line), Area 0.825 hectares (2 acres)), containing one house and one shop, proposed to create one new lot surplus to the needs of the applicants. The owners are retaining 34.4 hectares, proposed to remain in in agricultural use. The location of the property is shown on the Key Map below: ADDITIONAL INFORMATION regarding the application is available for inspection daily, Monday to Friday, between 8:30 A.M. and 1:30 P.M., at the County Municipal Offices, 450 Sunset Drive, St. Thomas or at a Public Hearing to be held on: WEDNESDAY DECEMBER ,5t Din Committee Room #, County Municipal Ofices40 Sunset rive, St. Thomas. Any person or public body may attend the Public Hearing and/or make written or verbal representation either in support of, or in opposition to the proposed consent. If you wish to be notified of the decision of the Land Division Committee in respect of the proposed consent, you must submit a written request to the Land Division Committee. This will also entitle you to be advised of a possible Ontario Municipal Board Hearing, Even if you are the successful party, you should request a copy of the decision since the Land Division Committee decision may be appealed to the Ontario Municipal Board by the Applicant or another member of the public. If a person or public body that files an appeal of a decision of the Land Division Committee in respect of the proposed consent does not make written submission to the Land Division Committee before it gives or refuses to give a provisional consent, the Ontario Municipal Board may dismiss the appeal. Dated at the Municipality of Central Elgin this 10th day of November 2014. KEY MAP: (not to scale) No. 2512 P. 2 -b-to Progressive by Nature Susan D. Galloway Secretary Treasurer Land Division Committee 450 Sunset Drive St, Thomas, Ontario N5R 5V1 County of Sign, Enginesirng Services 450 Sunset Olive St Thome% On N5R 5Y1 Phone; 510. 531,14130 vrww.ei en •county.on,ce October 29, 2014 Four Counties Health Services site Strathroy Middlesex General Hospital site 1824 Concession Drive 395 Carrie Street Newbury ON NOL 1 ZO Strathroy ON N7G 3J4 519 693 -4441 519 245 -1550 www.mhalilance,on.ca Dear Municipal Leaders: Re: MHA Strategic Planning Process Consultation Meeting with Regional Partners The Middlesex Hospital Alliance has recently begun a strategic planning process that will guide our organization over the next 3- 5- years. The development of a new strategic plan will revitalize and refocus our energies. It also affords us the opportunity to engage partners in shaping an inspired future. The Board has retained the services of Whaley & Company (consultants Jim Whaley and Dave Coulson) to support and guide our planning process. As part of their initial investigation into strategic priorities for MHA, Messrs. Coulson and Whaley would like to host a focus group with municipal representatives to discuss challenges and opportunities for MHA and its two sites as it plans for the future. Your contributions will be valuable to MHA and I hope that you will be able to take time to participate. On behalf of the MHA I would like to thank you in advance for joining in our strategic planning process and for considering this request. - This focus group has been scheduled for Tuesday, November 18, 2014 at 7 pm in the Boardroom at FCHS. Please RSVP to cathy.swan@mha.tvh.ca. Should you have any questions please do not hesitate to contact either of us at your convenience. Sincerely, Kenneth J. Williams MHA Board Chair Todd Stepanuik President & CEO Connecting with the Future of Care October 29, 2014 Municipality of West Elgin PO Box 490 22413 Hoskins Line Rodney ON NOL 2C0 ELGIN ST. THOMAS PUBLIC HEALTH RE: Healthy Communities Partnership Dear Mayor Bernie Wiehle and Council, In response to the recent municipal election, the Healthy Communities Partnership needs to request that each municipality once again appoint a political representative to this committee. The Partnership is an advisory committee that meets during the day approximately 6 times per year and exists to support municipalities in creating a healthy community. Our most recent success was the creation and adoption of the Elgin St Thomas Cycling Master Plan by your municipality and all others. If you would like additional information on the Healthy Communities Partnership please contact Erica Arnett, Health Promoter at 519 -631 -3159 ext 247 or via email at earnett@elginhealth.on.ca. I am available to make a presentation to your Council on the Partnership and its work. Thank you in advance for responding to my request. Yours sincerely, Erica Arnett Health Promoter NOV d ; 2119 Elgin St. Thomas Public Health 1230 Talbot Street, St. Thomas, ON N5P 109 Phone: 519 -631 -9900 Toll Free 1 -800- 922 -0096 Fax: 519 - 633 -0468 Voicemail: 519 -631 -3159 www.elginhealth.on.ca TOWN OF COLLINGWOOD October 20, 2014 Canada Post 955 Highbury Ave London, ON N5Y 1A3 Attn: Deepak Chopra, Chief Executive Officer Andy Paterson — Municipal Relations -and- Sara A hriaas, Ct� rk 97 Fiurontario St. P.O. Box 157 Collingwood, ON L9Y 3Z5 Tel: (705)445 -1030 exl. 3225 Fax: (705)445.2449 Email: saimasecollingwood.ca Mayors, Reeves, Wardens and Councils — Ontario Municipalities (via email) Re: Reconsider Decision to Eliminate Home to Home Postal Delivery During the meeting of Council held September 22, 2014, Council of the Town of Collingwood passed the following resolution: Moved by Councillor Ian Chadwick Seconded by Councillor Kevin Lloyd WHEREAS Canada Post has proposed a plan to end residential home delivery in Canada; AND WHEREAS the lack of home delivery will disadvantage many seniors and people with mobility problems and will be compounded during inclement weather; THEREFORE BE IT RESOLVED THAT the Town of Collingwood does not support the proposed plan to eliminate residential home to home delivery and herein petition Canada Post to reconsider this plan immediately and retain this valuable service for communities. AND FURTHER THAT a copy of this resolution be forwarded to the Association of Municipalities of Ontario (AMO), Federation of Canadian Municipalities (FCM), municipalities in Ontario, as well as to our local MP, MPP and representatives of Canada Post and its unions to encourage others to speak up against this plan. CARRIED (Recorded Vote 8 -1) Home to home mail delivery is essential for seniors and persons with varying abilities within our community. If home to home delivery was discontinued and replaced with the community mailbox, it would deny these individuals of a fair and barrier free opportunity from accessing regular mail delivery and adversely affecting their quality of life. In addition, this change will also have a residual impact on the employees, local post offices, and economy. We are strongly urging Canada Post to reconsider their decision and are seeking support from municipalities across Ontario and the Country. Yours truly, TOWN OF COLLINGWOOD Almas Clerk Cc Association of Municipalities of Ontario {AMC) Federation of Canadian Municipalities (FCM) Kellie Leitch MP Jim Wilson MPP Norma Bryant From: Scott Gawley <sgawley @westeigin.net> Sent: November -07 -14 12:05 PM To: Norma Bryant Subject: Fw: Emergency /evacuation policy ?For the Nov 13 agenda D-Iq Sent from my BlackBerry 10 smartphone on the Bell network. A Original Message • From: beattiehaven(c'D,bellnet.ca Sent: Friday, November 7, 2014 11:26 AM To: sgawleya(westelgin.net Cc: adrnin a( ..rhra.i- sight.com; DOC Subject: Emergency /evacuation policy Hi Scott just a reminder of a converstion we have had over the last couple of weeks to ensure that Beattie Havens request to be included as a group identified to use the West Elgin Recreation centre in case of an emergency /evacuation at Beattie Haven. Norma advises there is a council sitting on Nov.27 /14 that we hope our request would be address on the agenda. Please advise if this is possible. The request would also include the use of the 4 County Transit bus as well. Also wondering how long it would take, assuming approval, to get a "memo of understanding" signed by the county. The people at RHRA are requesting this info from Beattie Haven. Thanks Scott and talk later glenn degraw 1 West Elgin Arena Board E-I Tuesday September 9 2014 This session of the West Elgin Arena Board was called to order at 9:30 am with the following members present: Mary Bodnar, Alphonse Willie, Bob Purcell, Dug Aldred and Recreation Superintendent Jeff Slater. Item # 1 Disclosure of Pecuniary Interest: None noted. Item it 2 Delegations: None present Item # 3 Adoption of the Minutes: Moved By: Bob Purcell Seconded By: Dug Aldred The West Elgin Arena Board resolves that the minutes of August 12 2014 be approved as presented. CARRIED. Item # 4 Accounts and f=inancial Reports: Moved By: Alphonse Willie Seconded By: Dug Aldred The West Elgin Arena Board resolves that the accounts in the amount of $ 1126.60 be hereby approved for payment. CARRIED Item it 5 Business Arising from the Minutes: • Concession: The Recreation Superintendent indicated that he had discussed this winters operation with Mr. Kool and that Mr. Kool indicated that he probably would not be open until the first week in October and probably not for lunch time during the week. • De- Humidifiers: The Recreation Superintendent indicated that the ice was going in, a slow process this year due the extreme heat that we are having. The de- humidifiers were not keeping up. The ice was being painted white as we were meeting. Item # 6 Correspondence: No correspondence was received. Item # 7 New Business: No new business was presented. Item # 8 Adjournment: The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10 am and reconvene at 9:30 am on October 14 2014 or at the call of the chair. CARRIED E - West Elgin Arena Board Regular Session October 14 2014 Thus session of the West Elgin Arena Board was called to order at 9:30 am with the following members present: Bob Purcell, Alphonse Willie, Mary Bodnar, Dug Aldred and Recreation Superintendent Jeff Slater. Item # 1 Disclosure of Pecuniary Interest: None noted. Item # 2 Delegations: None were present. Item # 3 Adoption of the Minutes: Moved By: Alphonse Willie Seconded By: Dug Aldred The West Elgin Arena Board resolves that the minutes of September 9 2014 be approved as presented. CARRIED Item # 4 Accounts and Financial Reports: Moved By: Dug Aldred Seconded By: Bob Purcell The West Elgin Arena Board resolves that the accounts in the amount of $ 8590.75 be approved for payment. CARRIED Item # 5 Business arising from the Minutes: • Concession Operation: The concession operators are back and are operating at lunch time as well this year. • WLMH: The Girls Tournament is scheduled for January 16 and 17 2014. Alphonse also inquired as to whether or not we could get the front door to close faster. At the current slower speed it might cause problems with the winter winds blowing into the entry way. Possible solutions included getting the door to close faster, and or installing a partial wall under the overhang that we currently have. Arena staff will monitor the issue. • De- Humidifiers: The Recreation Superintendent reported that they have had significant issues with the de- humidifiers, in as much as they were not operating during the ice installation process, not a great time to be inoperative. The ice users would have definitely notice the issue. Both have been repaired and are operating as intended. Item # 6 Correspondence: No correspondence was presented at this session. Item # 7 New Business: • Helmets: All Arena / Recreation Staff are required to wear CSA Hockey Helmets while doing any work on the ice surface or operating the Zamboni. The Recreation Superintendent reported that the helmets were purchased in late September and distributed to the staff. Documentation was prepared and the staff has signed the documents. Staff are required to wear the helmets at all times while working on the ice and operating the Zamboni. Further staff are required to wear the ice cleats also provided when working on the ice surface. It is not mandatory that the cleats -2- be worn when shovelling the ice as part of the resurfacing process, however they are there should staff desire to wear them for this process. • Men's Hockey League: Discussion took place regarding the upcoming men's Hockey league. The Recreation Superintendent will contact the organizer regarding ice time requirements. • WESC: The Arena Board would like to meet with the WESC, Lisa Jacques to discuss the future of the club and any other pertinent issues, The Recreation Superintendent will contact the WESC to try and arrange mutually convenient meeting date. ITEM # 8 Adjournment: Moved By: Dug Aldred Seconded By: Alphonse Willie The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:15 pm and reconvene November 4 2014 bat 9:30 am or at the call of the chair. CARRIED.