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December 18, 2014 MUNICIPALITY OF WEST ELGIN, AGENDA COUNCIL MEETING DECEMBER 18, 2014 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING --------------------------------------------------------------------------------------------------------- DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A6) *November 27, 2014 Council BUSINESS ARISING FROM MINUTES • West Elgin Community Helath Centre— resolution to waive fees for Fall Family Fun Night at Recreation centre — October 28, 2015 DELEGATIONS 11:30 a.m. Public Meeting —Zoning Amendment (Dieker) (131 & C9a) 1:30 p.m. Wendi Dupuis — Blue Flag Application REPORTS (C1-C10) 1. ROADS a) *Monthly Report 2. RECREATIONIEMERGENCY MANAGEMENT a) *Monthly Report b) *Report— Smoking In and Around Parks December 18, 2014 ............. Page 2 3. WATER DISTRIBUTION SYSTEM a) *Report— Drinking Water Works Permit 4. WASTEWATER 5. BUILDING a) *Monthly Report 6. BY-LAW ENFORCEMENT a) *Monthly Report 7. DRAINS 8. ADMINISTRATION a) *Report— Insurance Renewal b) *Report— Extension of garbage collection contract c) *Report— Fees for Fire Inspections d) *Report— Unemployment Insurance Premiums e) *Report—Assessment Management f) *Report - Port Glasgow Trailer Park Review Committee 9. PLANNING a) *Report— 12538 Graham Rd —Zoning By-law amendment b) *Report— Site Plan Agreement—265 Graham Road 10. ACCOUNTS CORRESPONDENCE (131 — D13) COUNCIL CONSIDERATION —ACTION RECOMMENDED: 1.* Elgin County— Nominations to Elgin County Land Division Committee; 2.* Matthew Robinson —Athletica GamePlex ® proposal; 3.* Minister Responsible for Seniors Affairs --Age-Friendly Community Grant Program; 4.* Ministry of Health and Long Term — re: delegation at AMO conference; December 18, 2014 ............. Page 3 5.* Township of Pelee — Council Resolution; Canada Post elimination of home to home postal services; 6.* AMO — Nominations for 2014-2016 AMO Board of Directors; 7.* Elgin St. Thomas Public Health — Smoke-Free Ontario Act Regulatory Amendments; 8.* Jesse Sojak-GWS Tube Forming Solutions® INC. re. Rural Internet Service; 9.* Elgin Group Police Services Board —Appointments to the Elgin Group Police Services Board; RECOMMENDED TO ACCEPT & FILE: 10. AMO • Watch file- November 27, 2014; • Watch file— December 4, 2014; • Watch File - December 11, 2014; • Blue Box Arbitration Decision Made; • Update on Bill 8, Accountability and Transparency Measures; • Blue Box Arbitration Decision —Analysis and Next Steps; • Highlights of the November 2014 Board Meeting; • Bill 8, Accountability and Transparency Measures Update; 11. Elgin OPP — Supporting the positive actions of young people; 12. Ministry of Citizenship, Immigration and International Trade - Ontario's Volunteer Recognition Program 2015; 13. Ontario Heritage Trust— Doors Open Program 2015 BY-LAWS: By-law No. 2014-78 Zoning Amendment— Dieker By-law No. 2014-79 Authorize Tax Free Allowance for Council By-law No. 2014-80 Amend Fees & Charges — Fire By-law No. 2014-81 Zegers Drain By-law No. 2014-82 Agreement— Community Infrastructure Fund By-law No. 2014-83 Amend Asset Management Plan By-law No. 2014-84 Agreement — Port Glasgow Yacht Club By-law No. 2014-85 Debenture By-law By-law No. 2014-86 Agreement—Aubertin's Disposal By-law No. 2014-87 Drain Maintenance By-law No. 2014-88 Appoint Drainage Superintendent December 18, 2014 ............. Page 4 MINUTES (E) NOTICE OF MOTION (F) OTHER BUSINESS (GI —G6) 1. Committee Appointments 2. OGRAIROMA— delegation requests 3. AMO Councillor Training 4. Scheduling of Visioning Exercise 5. Council announcements 6. Closed session • personal matters about an identifiable individual (M.A. s.239(2)(b); * Information enclosed CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: January 8, 2015 Council January 19, 2015 West Elgin Community Health Centre —strategic planning exercise, 7:00 p.m. January 20, 2015 AMCTO Municipal Governance Training — Malahide Community Place, 9:30 a.m. January 22, 2015 Council January 23-24, 2015 AMO Councillor Training, London Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act(MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Municipality to remove it. Questions about the collection of personal information may be directed to the Clerk. MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS NOVEMBER 27,2014 PRESENT Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Norm Miller, Dug Aldred, Richard Leatham STAFF PRESENT Scott Gawley,AdministratorfFreasurer Norma Bryant, Cleric CALL TO ORDER The Mayor called the meeting to order at 9:30 a.m. DECLARATION OF PECUNIARY INTEREST Councillor Aldred declared a conflict of interest with By-law No. 2014-74, ADOPTION OF AGENDA RES. NO. 1 Moved by Bodnar Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin approves the agenda for November 27th,2014 as printed and circulated with following additions: • Presentation to outgoing councillors; • Closed session-a proposed or pending acquisition or disposition of land (M.A. s.239(2)(c) DISPOSITION: Carried APPROVAL OF MINUTES RES. NO. 2 Moved by Miller Seconded by Leathern RESOLVED that the minutes of the meetings held on the following date be adopted as printed and circulated: November 13, 2014 Council DISPOSITION: Carried BUSINESS ARISING FROM MINUTES DELEGATIONS REPORTS 1. ROADS 2. RECREATION/EMERGENCY MANAGEMENT 3.WATER DISTRIBUTION SYSTEM 4.WASTEWATER November 27,2014 .....Page 2 of 6 6. BUILDING 6. BY-LAW ENFORCEMENT 7. DRAINS 8. WEST ELGIN PRIMARY SYSTEM 9.ADMINISTRATION a) Report—Write-off Invoice Uncollectable RES. NO. 3 Moved by Miller Seconded by Aldred RESOLVED that the Council of the Municipality of West Elgin will hear the delegation from Randy Reiss. DISPOSITION: Carried Mr. Reiss asked the following questions: • What was the invoice for? Specialized equipment, received December 15, 2010, paid in December 2010 and January 2011 • What value of goods did we receive? About$350 • Has the policy been changed?Yes, invoices not to be paid until all goods received and based on an original invoice only. • Who signed cheques?Signing authorities in place at the time • Administration signature same person? Yes RES. NO.4 Moved by Bodnar Seconded by Aldred RESOLVED that the report from the Administrator/Treasurer re: Write-Off Uncollectable be received; AND that Council approves the writing off the$14,808.72 for an invoice that was paid twice in 2010 for company that has gone bankrupt. DISPOSITION: Carried b Re ort--Municipal Election 2014 RES. NO. 5 Moved by Aldred Seconded by Bodnar RESOLVED that the report from the Clerk re: Municipal Election 2014 be received. DISPOSITION: Carried c) Report—Accessibility Initiatives--2014 Municipal Election RES, NO.6 Moved by Leatham Seconded by Miller RESOLVED that the report from the Clerk re:Accessibility Initiatives —2014 Municipal Election be received. DISPOSITION: Carried 10.PLANNING November 27, 2014 .....Page 3 of 6 11. ACCOUNTS RES. NO. 7 Moved by Leatham Seconded by Miller RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#11A amounting to $257,713.83 in settlement of General, Road,Water, and Arena Accounts (including cheques#18322-18409) DISPOSITION: Carried CORRESPONDENCE: 1. Elgin County—notice of woodlot clearing—Lot 13, Con 14 2, Beattie Haven—Capital Expenditure Grant for 2014 RES. NO. 8 Moved by Leatham Seconded by Bodnar RESOLVED that the correspondence from Beattie Haven Retirement Community be received; AND Council approves expenditure of$5,000 for new steamer; AND that$20,000 be placed in a reserve for Beattie Haven Capital. DISPOSITION: Carried 3. The Elgin Group Police Services Board—New OPP costing formula 4 Ministry of Finance/Ministry of Municipal Affairs and Housing-OMPF Program allocations for 2015 5 Western Ontario Wardens'Caucus--Grey Bruce Health Services support SWIFT Initiative RES. NO. 9 Moved by Miller Seconded by Aldred RESOLVED that the correspondence from Grey Bruce Health Services be received and forwarded to 2015 budget for consideration. DISPOSITION: Carried 6. OMAFRA—Local Food Fund reopened 7. AMO • Watch file—November 13, 2014 Watch file—November 20, 2014 • AMO's Members Update • Provincial Funding Announcements—2015 OPMF and Public Transit Bill 8, Public Sector and MPP Accountability and Transparency Act, 2014 8. Release from Joe Preston's office-Federal Gas Tax Fund 9. Thames Talbot Land Trust—November 2014 newsletter RES. NO. 10 Moved by Bodnar Seconded by Aldred RESOLVED that the above correspondence items 1, 3,4, 6-9 be received and filed. DISPOSITION: Carried A- 4 November 27, 2014 .....Page 4 of 6 BY-LAWS Councillor Aldred declared a conflict of interest in the following by-law and did not participate in any discussion thereof. 1. By-Law No. 2014-74—Amend Dymock-Aldred Drain By-law 2013-13 RES. NO. 11 Moved by Leatham Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-law to amend By-law No. 2013-13 providing for the construction of the Dymock-Aldred Drain 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 amend By-law No. 2013-13 providing for the construction of the Dymock-Aldred Drain be now read a third time and finally passed, signed, sealed and numbered By-Law Number 2014-74—Amend Dymock-Aldred Drain. DISPOSITION: Carried 2. By-law No. 2014-75—Amend McEachren Drain Branches By-law 2012-76 RES. NO. 13 Moved by Leatham Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-law to amend By-law No. 2012-76 providing for the construction of the McEachren Drain Branches and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES, NO. 14 Moved by Miller Seconded by Leatham RESOLVED that a by-law to amend By-law No. 2012-76 providing for the construction of the McEachren Drain Branches be now read a third time and finally passed, signed, sealed and numbered By- Law Number 2014-75—Amend McEachren Drain Branches. DISPOSITION: 3. By-law No.2014-76—Amend Crandall Drain By-law 2013-03 RES. NO. 15 Moved by Miller Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-law to amend By-law No. 2013-03 providing for the construction of the Crandall Drain and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 16 Moved by Aldred Seconded by Bodnar RESOLVED that a by-law to amend By-law No.2013-03 providing for the construction of the Crandall Drain be now read a third time November 27, 2014 .....Page 5 of 6 RES. NO. 16 cont'd and finally passed, signed,sealed and numbered By-Law Number 2014-76—Amend Crandall Drain. DISPOSITION: Carried MINUTES NOTICE OF MOTION OTHER BUSINESS 1. Councillor Miller reported on Recreation Committee held on November 17th • Request for fencing of a sand area for Cactus, Cattle and Cowboys event • Request regarding pickle ball—present to Council • Request for ball hockey—deferred • $2601 raised in road race, Optimist Club will match. 2. The Mayor presented Councillors Aldred and Miller with gifts and thanked them for their service to the municipality. CLOSED SESSION RES. NO. 17 Moved by Miller Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • A proposed or pending acquisition of disposition or land (M.A.s.239(2)(c) DISPOSITION: Carried RES, NO. 18 Moved by Aldred Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried RISE AND REPORT The Mayor reported that direction was given to lawyer and staff. CONFIRMING BY-LAW RES. NO. 19 Moved by Aldred Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on November 27t", 2014 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried November 27, 2014 .....Page 6 of 6 RES. NO. 20 Moved by Miller Seconded by Leatham RESOLVED that a By-law to confirm the proceedings of the meeting held on November 27tt', 2014 be now read a third time and finally passed, signed,sealed and numbered By-law Number 2014- 77—Confirming By-law November 27 2014 DISPOSITION: Carried ADJOURNMENT RES. NO.21 Moved by Leatham Seconded by Miller RESOLVED that this Regular Meeting of Council shall adjourn at 10:40 a.m. sine die. DISPOSITION: Carried These minutes were adopted on the 18th day of December, 2014. Mayor Clerk MUNICIPALITY OF WEST ELGIN PUBLIC MEETING ZONING BY-LAW Honk and Ans Dieker 92538 Graham Road— Township of Aldborough DATE&TIME: 9:30 a.m.Thursday, December 18#", 2014. LOCATION. West Elgin Municipal Building -22413 Hoskins Line north of the Village of Rodney. PURPOSE: To consider a proposed amendment to the Zoning By-law of the Township of Aldborough. The proposed amendment would amend the Agricultural (Al) and Special Agricultural (A2)Zones as it applies to lands situated on the east side of Graham Road, north of Highway 401 in the Township of Aldborough. The re- zoning would permit the severance of dwelling surplus to a farming operation and would prohibit the construction of any new residential buildings and/or structures on the balance of the farm parcel. The lands are legally described as North Part of Lot 19, Concession 7. The lands to be severed, a non-farm residential lot with a surplus farm dwelling will be rezoned from Agricultural (Al) Zone to Special Agricultural (A2)Zone. The lands to be severed will have an area of 0.825 hectare(2.0 acre) and a frontage of 75.27 metres (246.96 feet) on Graham Road. The parcel contains a single detached dwelling and workshop used for personal uses. The location of the property is shown on the attached Key Map. The lands to be retained, a farm parcel will be rezoned from Agricultural (Al) Zone to 'site-specific' Agricultural (A1-100) Zone. The lands to be retained will have an area of 34.4 hectare (85.0 acre) and a frontage of 355.0 metres (1,164.7 feet) on Graham Road. The parcel is vacant. The location of the property is shown on the attached Key Map. The subject lands are designated `Agricultural' in the Municipality of West Elgin Official Plan. Agricultural uses and non-farm residential uses are permitted. ANY PERSON may attend the public meeting and/or make a written or verbal representation either in support of, or in opposition to, the proposed amendment. IF A PERSON OR PUBLIC BODY that files an appeal of a decision of the Council of the Corporation of the Municipality of West Elgin in respect of the proposed zoning by-law does not make oral submissions at a public meeting or make written submissions to the Council of the Corporation of the Municipality of West Elgin before the proposed zoning by-law is adopted, the Ontario Municipal Board may dismiss all or part of the appeal. ADDITIONAL INFORMATION relating to the proposed amendment is available between 8:30 a.m. and 4:30 p.m. at the Municipal Office from the Municipal Planner, Ms. Heather James. THE information and material required under Sections 34(10.1) and 34(90.2) of the Planning Act have been provided and this shall serve as sufficient notice of same under Section 34(10.4)of the Act. DATED AT RODNEY this 26th day of November, 2014. &_ Norma Bryant Municipality of West Elgin Clerk 22413 Hoskins Line P.O. Box 490 Rodney, Ontario NOL 2CO Telephone: (519) 785-0560 Fax: (519) 785-0644 KEY MAP C� $wJCIHlg7P$Nov=mmm PART C'LOT 10 Lands to be C01[CIkm7 Rezoned to A7-100 dMKVW XWWW WAUMMO MUNIC"yoff caum or E dil �4 OT YO RtiAEJI+ AD AREA w PAM"A" Ra Aam ''D*- Lands to be Rezoned to A2 Vol -A lbr lam�1tTARp lu iNLOYWa FART 8 f�R ><iarB 5110 HJOHWAY 01 �y 0� qa 2 " 4 The Munic'ality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: December 18, 2014 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for November, 2014 DISCUSSION: 1. Winter returned early to West Elgin again this year. Snow began falling on November 16 and continued through to months end. Crews were engaged in winter operations a total of 8 days between. Nov 17 and Nov 28. 2. The other weather story of the month was the high winds experienced on Nov 20 & 25t". Crews kept busy Monday afternoon and evening removing fallen trees and limbs from the roadway. Tree clean up, removal of windblown debris and sign repair continued throughout the week. 3. Fall grading of shoulders and gravel roads has wrapped up. Increased traffic volumes, due to the late harvest, have caused some pothole issues and these will be dealt with on an "as needed" basis until freeze up. 4. All curb and gutter in Rodney, West Lorne, Eagle, New Glasgow and Clachan was swept in November for the final time this season. 5. Weekend road patrols started on November 15. Performed twice a day by experienced seasonal staff, these patrols help West Elgin meet the weather monitoring requirements set out in the Minimum Maintenance Standards. 6. With winter arriving back in West Elgin, Public Works would like to remind all residents to avoid parking on municipal streets/sidewalks which interferes snow removal operations Respectfully Submitted., Reviewed by: Lee Gosnell !Administrator/T ott awl , CP , CGA Public Works Superintendent asurer c a Ca) i� OF y .aruxs �F h 7 nT Y9� 1� The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: RECREATION SUPERINTENDENT JEFF SLATER DATE: DECEMBER 18 2014 SUBJECT: MONTHLY REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: 1. The arena is operating with few mechanical problems, and ice use is on the increase. The Arena Board Meeting was cancelled for December due to a lack of appointed members. 2. There has been new legislation introduced regarding smoking in and around recreation spaces, a separate report has been provided. 3. 1 have yet to receive the estimate on the liner for the pool, therefore I cannot provide you with a report as of yet. 4. There has been concern raised regarding the Blue Flag Application for the Beach at Port Glasgow. It is my recommendation that the Recreation Committee be appointed as the Beach Committee and that anyone interested in the progression to acquiring the Blue Flag accreditation join the Recreation Committee. The Blue Flag Application was planned to be applied for in January of 2016. That would give us time to acquire the required number of beach water quality tests, and get the other items included in the feasibility study completed. On November 6 20141 received an e-mail from Environmental Defence indicating that the 20 Beach water quality tests were not required. That is not totally accurate. On Friday December 112014 1 spoke with a representative from Environmental Defence, the required water testing is not required if the water quality meets the 95th percentile for water quality as per their criteria. Therefore in order to qualify I need to acquire the Health Departments water testing results for the past 4 years, enter them into the spreadsheet and determine where we stand. We also need to acquire a Safety Audit from the National Lifesaving Society, which has been arranged, to determine what safety requirements or equipment need to be in place. Comments have been made to the effect that Port Stanley and Erieau beaches have the same water as we do; if that is in fact the case why were both beaches -2- posted at different time than ours. We were granted Candidate Beach Status in 2014, that accreditation can last for 4 years. Therefore it is my recommendation that we continue on, appoint the Recreation Committee as the Beach Committee, or delegate the responsibility to the Recreation Committee, get all of our water quality issues resolved, as well as the safety issues, and proceed with the application for Blue Flag Status as planned in January of 2016. DISCUSSION: Respectfully Submitted, Reviewed by: Jeff Slater Scott Gawley PAs CGA rTurRecreation Superintendent Administra / reaer 4y pp V .MPUx � m m Z ^ � Q The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: RECREATION SUPERINTENDENT JEFF SLATER DATE: DECEMBER 18: 12014 SUBJECT: SMOKING IN AND AROUND PARKS RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: The province of Ontario has recently announced that effective January 1 2015 it will be illegal to smoke on, or within 20 meters of children's playgrounds, and publically owned sports fields and surfaces e.g. areas for basketball, baseball, soccer or beach volleyball, ice rinks, tennis courts, splash pads and swimming pools that are owned by the municipality, the province, or post-secondary education institution. DISCUSSION: The Recreation Superintendent will consult the Clerk to determine if any By-Laws need to be adjusted. Currently the Municipality does not have a smoke free parks policy. The Recreation Committee is aware of this requirement. There are also signage changes that will need to be made, and will be made as the season dictates. Respectfully Submitted, Reviewed by: Jeff Slater Scott Gawley, CP , CGA Recreation Superintendent Administrator/Treasurer Attachments E-mail from the Elgin St. Thomas Public health Unit. Jeff Slater From: Arnett, Erica <EArnett @elginhealth.on.ca> Sent: November-24-1412:18 PM To: 'Paul Shipway;edimeo@malahide.ca(edimeo @malahide.ca); tpolland @town.aylmer.on_ca; Ross Tucker(rtucker @city.st-thomas.on.ca); (Iperrin @centralelgin.org);cao @southwold.ca;Jeff Slater(arena @westelgin,net);Chris Cox Cc: Hofstetter, Nathan Subject: Smoke-Free Ontario Act Changes Hl, The Province of Ontario recently announced that as of January 1,2015 it will be illegal to smoke on (or within 20m of) children's playgrounds and publicly owned sports fields and surfaces(e.g,areas for basketball, baseball,soccer or beach volleyball,ice rinks,tennis courts,splash pads and swimming pools that are owned by a municipality,the province or a postsecondary education institution). For those municipalities that have a smoke-free parks policy it is important to note that the legislations states that if there is a municipal by-law that deals with smoking,the provision that is more restrictive of smoking prevails. A complete copy of the new regulations can be found at h www.e-laws. ov.on.ca html source re s en lish 2014 elaws src re s r14206 e.htm Our Tobacco Enforcement Officer, Nathan Hofstetter,has asked me to forward this information out to our municipal partners. The Province has notified our Tobacco Enforcement Officer that signage noting the new smoke free spaces will be provided via health units for distribution, We hope to have the signage in early December, upon arrival, Nathan will be in contact will you to ensure the appropriate signage is in place by January 1,when the new regulations are in effect. Nathan's can be contacted directly by: nhofstetter ei inhealth.on.ca or by phone at 519-631-9900 ext 1325. Sincerely, Erica Erica Arnett Health Promoter Elgin St.Thomas Publhealth 1230 Talbot Street St.Thomas,GN N5Pi1G9 Ph: 519-631-9900 E t. 1247 Fax: 519-633-6468 Email: earnett el i health.on.ca Website:wwwMgh lth.on.ca 0015t,Thow Public Health 1 CTaimsueet 51.TMmas,CM H5P 1G9 -.' 1 �r Ontario (2 DRINKING WATER WORKS PERMIT Permit Number: 304-201 Issue Number: 1 Pursuant to the Safe Drinking Water Act, 2002, S.O. 2002, c. 32, and the regulations made thereunder and subject to the limitations thereof, this drinking water works permit is issued under Part V of the Safe Drinking Water Act, 2002, S.0. 2002, c. 32 to: The Corporation of the Municipality of West Elgin 22413 Hoskins Line Rodney, Ontario NOL 2CO For the following municipal residential drinking water system: West Elgin Distribution System This drinking water works permit includes the following: Schedule Description Schedule A Drinking Water System Description Schedule B General Schedule C All documents issued as Schedule C to this drinking water works permit which authorize alterations to the drinking water system DATED at TORONTO this${DAY}day of$[MONTH), $€YEAR} Signature $(CURRENTUSER), P.Eng. Director Part V, Safe Drinking Water Act, 2002 05115/2014 Distributiorn API,EA1,DWWP1, Licencel,EL Page 1 of 11 Schedule A: Drinking Water System Description System Owner The Corporation of The Municipality of West Elgin Permit Number 304-201 Drinking Water System Name West Elgin Distribution System Schedule A Issue Date L$(MONTH)$(DAY), $(YEAR) 1.0 System Description 1.1 The following is a summary description of the works comprising the above drinking water system: Overview The West Elgin Distribution System consists of approximately 15 km of trunk water mains and 160 km of distribution watermain and Rodney Water Tower. Vilest Elgin Distribution System Elevated Storage Reservoir Rodney Water Tower Location 192 Victoria Street, County of Elgin UTM Coordinates NAD 83 Zone 17 443887 E, 4712675N Description 1,200 cu.m capacity elevated storage tank Watermains 1.2 Watermains within the distribution system comprise: 1.2.1 Watermains that have been set out in each document or file identified in column 1 of Table 1. Table 1: Watermains Column 1 Column 2 Document or File Name Date West Elgin Water Lines-ALL April 24, 2014 West Elgin Water Lines-ROD April 24, 2014 West Elgin Water Lines-WL April 24, 2014 05/15/2014 Distribution API,EM, DWWPI,Licences,EL Page 2 of 11 304-201 Schedule A $(MONTH)$(DAY), $(YEAR) 1.2.2 Watermains that have been added, modified, replaced or extended further to the provisions of Schedule C of this drinking water works permit on or after the date identified in column 2 of Table 1 for each document or file identified in column 1. 1.2.3 Watermains that have been added, modified, replaced or extended further to an authorization by the Director on or after the date identified in column 2 of Table 1 for each document or file identified in column 1. 0511512014 Distribution API,EA1, DWWP1, Licencel,EL Page 3 of 11 Schedule B: General System Owner The Corporation of The Municipality of West Elgin Permit Number 304-201 Drinking Water System Name West Elgin Distribution System Schedule B Issue Date $(MONTH)$(DAY), ${YEAR} 1.0 Applicability -_— 1,4 In addition to any other requirements, the drinking wa identified above shall be altered and operated in accordance with the co: , = sus drinking water works permit and the licence. J - 7.2 The definitions and conditions of the licenceM also apply to this—icing water works permit. — 2.0 Alterations to the Drinking Water Sys 2.1 Any document issued by the al ector as a Sch -- to this drinking water works permit shall provide authority to alt = = king water� in accordance, where applicable, with the conditions of this drir g - orks perms the licence. 2.2 All Schedule C documents issues the D _ or theing water system shall form part of this drin rRq - er works p it. _ 2.3 All parts of- - rinking Mr system ntact with drinking water which are: 2.3.1 wed, modifieplaced, exte��e-- d; or imp 2.3.2 Tak .t AMMERMWO repair or other activities that may lead to ^ontam-Tw �, shall be d _cted� being put into service in accordance with the provisions of the AWWA C65ri—Stand&-&or Disinfecting Water Mains; AWWA C652 - Standard for Disinfection ofter-Std; Facilities; AWWA C653 - Standard for Disinfection of - -1,1later Treatmen nts; or 6n equivalent procedure. — 2.4 —y shat! y the Director within thirty (30) days of the placing into service or the comp: on of addition, modification, replacement or extension of the drinking water system been authorized through: 2.4.1 Schedule B to this drinking water works permit which would require an alteration of the description of a drinking water system component described in Schedule A of this drinking waterworks permit; 14.2 Any Schedule C to this drinking water works permit respecting works other than watermains; or 05/15/2014 Distribution AP1, EA1,DWVVP1,Licencel,EL Page 4 of 11 304-201 Schedule B $(MONTH)${DAY),$(YEAR) 2.4.3 Any approval issued prior to the issue date of the first drinking water works permit respecting works other than watermains which were not in service at the time of the issuance of the first drinking waterworks permit. 2.5 For greater certainty, the notification requirements set out in condition 2.4 do not apply to any addition, modification, replacement or extension in respect of the drinking water system which: 2.51 Is exempt from subsection 31(1) of the SDWA by subsection 9.(2) of 0. Reg, 170103; 2.5.2 Constitutes maintenance or repair of the drinki er system; or 2.5.3 Is a watermain authorized by condition ule B of this drinking water works permit. 2,6 The owner shall notify the legal ownerSW. part of the drinRIfftater system that is prescribed as a municipal drinking waALW. stem by section 2 of Wig. 172103 of the requirements of the licence and t ' king water works permit d licable to the prescribed system. _ 2.7 For greater certainty, any alteration to 05MOMN water system made in accordance with this _ .drinking water permit may on carried out after other legal obligations have been complied with M.MM k1bose arising the Environmental Assessment Act, Niagara Escarpment Planri 4—hd5 elopment AWak Ridges Moraine Conservation Act, 2001 and Greenbelt Ac,-- 5. 3.0 Watermain Add' Rod ificaR—Q - plaits and Extensions 3.1 The dEfi—M water syM may be red by adding, modifying, replacing or extending a wat within the dEbution sys - -subject to the following conditions: lion, modification, replacement or extension: - Haden prepared by a Professional Engineer; b K s bee signed only to transmit water and has not been designed to treat c) Ses the design criteria set out in the Ministry of the Environment pation "watermain Design Criteria for Future Alterations Authorized r a Drinking Water Works Permit- June 2012", as amended from time „-rime; and Is consistent with or otherwise addresses, the design objectives contained within the Ministry of the Environment publication "Design Guidelines for Drinking Water Systems, 2008", as amended from time to time. 11.2 The maximum demand for water exerted by consumers who are serviced by the addition, modification, replacement or extension of the watermain will not result in an exceedance of the rated capacity of a treatment subsystem or the maximum flow rate for a treatment subsystem component as specified in the licence, or the creation of adverse conditions within the drinking water system. 0511512014 Distribution AP1, EA1,DVVWP1, Licencel,EL Page 5 of 11 304-201 Schedule B $(MONTH)$(DAY), $(YEAR) 3.1.3 The watermain addition, modification, replacement or extension will not adversely affect the distribution system's ability to maintain a minimum pressure of 140 kPa at ground level at all points in the distribution system under maximum day demand plus fire flow conditions. 3.1.4 Secondary disinfection will be provided to water within the added, modified, replaced or extended watermain to meet the requirements of O. Reg. 170103. 3.1.5 The watermain addition, modification, replacement or extension is wholly located within the municipal boundary over which the owner as jurisdiction. 3.1.6 The owner of the drinking water system con in writing to the watermain addition, modification, replacement or exten 3.1.7 A Professional Engineer has verified i riting the watermain addition, modification, replacement or exte meets the -irements of condition 3.1.1. 3.1.8 The owner of the drinking stem has v rifled in writin the watermain addition, modification, repla nt or ex n meets the irements of conditions 3.1.2 to 3.1.6. 3.2 The authorization for the n, modificati lacement or extension of a watermain provided for in condition of include dition, modification, replacement or extension of a watermain t 3.2.1 Passes der or thro bod c wat , unless trenchless construction s me sed; 3.2.2 a nomina meter g r than 750 mm; 3.2.3 ults in t ntation a drinking water system; or Co > another i ter system, unless: 1 to construction, the owner of the drinking water system seeking th ection obtains written consent from the owner's delegate of the other I ing water system being connected to; and 3.2.4. he owner of the drinking water system seeking the connection retains copy of the written consent from the owner of the other drinking water system being connected to as part of the record that is recorded and retained under condition 3.3. 3.3 The veri I ations required in conditions 3.1.7 and 3.1.8 shall be: 3.3.1 Recorded on "Form 1 — Record of Watermains Authorized as a Future Alteration", as published by the Ministry of the Environment, prior to the watermain addition, modification, replacement or extension being placed into service; and 3.3.2 Retained for a period of ten (10) years by the owner. 05/1512014 Distribution AP1,EA1,DVVVVPI,Licencel,EL Page 6 of 11 304-201 Schedule B $(MONTH)$(DAY), $(YEAR) 3.4 For greater certainty, the verification requirements set out in condition 3.3 do not apply to any addition, modification, replacement or extension in respect of the drinking water system which: 3.4.1 Is exempt from subsection 31(1) of the SDWA by subsection 9.(2) of O. Reg. 170103; or 3.4.2 Constitutes maintenance or repair of the drinking water system. 3.5 The document or file referenced in Column 1 of Table 1 o Schedule A of this drinking water works permit that sets out watermains shall be re by the owner and shall be updated to include watermain additions, modificatio placements and extensions within 12 months of the addition, modification, repla or extension. 3.6 The updates required by condition 3.5 shall inci ater cation relative to named streets or easements and watermain diamet 4.0 Minor Modifications to the Drinking System 4.1 The drinking water system may be al y addin ifying or replac he following components in the drinking water syste 4.1.1 Raw water pump eatment proc' umps in the treatment system; 4.1.2 Chemical metering ps ical h k pumps; 4.1.3 Coa eed syste in t - sys em, including the location and nu g points 4.1.4 es; 4.1.5 ument trols, software associated with these devices; - Filte backwashi pment and under-drains in the treatment system; 4.1.7 ical age tanks (excluding Fuel storage tanks) and associated e� ent; 4.1.8 Spill cainment works. 4.2 drinking r system may be altered by adding, modifying, replacing or removing tf% t. wi iponents in the drinking water system: 4.2.1 m =faked water pumps and associated equipment; 4.2.2 Re-circulation devices within distribution system reservoirs and elevated tanks; or 423 Measuring and monitoring devices that are not required by regulation, by a condition in the Drinking Water Works Permit, or by a condition otherwise imposed by the Ministry of the Environment. 05!1512014 Distribution AP1, EA1, DWWP1,L.icencel,EL Page 7 of 11 304-201 Schedule B $(MONTH)${DAY), $(YEAR) 4.3 The drinking water system may be altered by replacing the following: 4.3.1 Raw water piping, treatment process piping or treated water piping within the treatment subsystem. 4.3.2 Fuel storage tanks and spill containment works, and associated equipment or; 4.3.3 Coagulants and pH adjustment chemicals, where the replacement chemicals perform the same function; 4.3.3.1 Prior to making any alteration to thegffiWing water system under condition 4.3.3, the owner shall and -a review of the impacts that the alteration will have on co control or other treatment processes and. 4.3.3.2 The owner shall notify t eA ctor in writlnW- in thirty (30) days of any alteration made u4djWndition 4.3.3 and g-fM- krovide the Director with a copy of the re ' 4.4 Any alteration of the drinking water_ made conditions 4.1, or 4.3 must not result in: 4.4.1 An exceedance — eatment su _ em rated capacity or a treatment subsystem compel% rn flow rat specified in the licence; 4.4.2 The bypassing of anti proce � a tread-•--_ nt subsystem; 4.4.3 A e n the qua eking wrovided to consumers; 4.4.4 eduction i e reliabil r redundancy of any component of the drinking ter syste .4.5 A pa t' to undertake compliance and other monitoring nece or operation o drinking water system; or 4.4.6 very ct on the environment. The owners verify riting that the modification or replacement of drinking water system comp is in accordance with conditions 4.1, 4.2, and 4.3 has met the quirements a conditions listed in condition 4.4. 4.6 T fi and documentation required in condition 4.5 shall be: 4.6.1 ecorded on "Form 2 — Record of Minor Modifications or Replacements to the Drinking Water System", as published by the Ministry of the Environment, prior to the modified or replaced components being placed into service; and 4.6.2 Retained for a period of ten (10) years by the owner. 4.7 For greater certainty, the verification requirements set out in conditions 4.5 and 4.6 do not apply to any modification or replacement in respect of the drinking water system which: 05!1512014 Distribution AP1,EA1, DWVVPI,Licencel,EL Page 8 of 11 304-201 Schedule B $(MONTH)$(DAY), $(YEAR) 4.7.1 Is exempt from subsection 31(1) of the SDWA by subsection 9.(2) of O. Reg. 170103; or 4.7.2 Constitutes maintenance or repair of the drinking water system. 4.8 The owner shall update any drawings maintained for the drinking water system to reflect the modification or replacement of the works, where applicable. 5.0 Equipment with Emissions to the Air 5.1 The drinking water system may be altered by adding ing or replacing any of the following drinking water system components that ischarge or alter the rate or manner of a discharge of a compound of concer . • • here: 5.1.1 Any equipment, apparatus, mech or thing that ed for the transfer of outdoor air into a building or str at is not a coolie r; 5.1.2 Any equipment, apparatus, anism or that is used a transfer of indoor air out of a space d for production, pro sing, repair, maintenance or storage of good a , including chemical storage; 5.1.3 Laboratory fume I ed for drink j ter testing, quality control and quality assurance purpos 5.1.4 Low temperature ha . g of c , s wit apor pressure of less than 1 kilop 5.1.5 enance ing stat 5.1.6 or paint! =erations us r maintenance purposes; 7 Pa for r,: ops; 5.1.8 rge r Wine and ammonia gas scrubbers and absorbers; 5.1.9 Ve for ac d carbon units for drinking water taste and odour control; .1.10 Ventin r a stripping unit for methane removal from a groundwater supply; Ven ' r ozone treatment units; 5.1.1 al gas or propane fired boilers, water heaters, space heaters and make-up units with a total facility-wide heat input rating of less than 20 million kilojoules per hour, and with an individual fuel energy input of less than or equal to 10.5 gigajoules per hour; or 5.1.13 Emergency generators that fire No. 2 fuel oil (diesel fuel) with a sulphur content of 0.5 per cent or less measured by weight, natural gas, propane, gasoline or biofuel, and that are used for emergency duty only with periodic testing. 05/15/2014 Distribution AP1,EA1, DVVWP1,Licencel, EL Page 9 of 11 304-201 Schedule B ${MONTH}$(DAY),$(YEAR) 5.2 The owner shall not add, modify or replace a drinking water system component set out in condition 5.1 for an activity that is not directly related to the treatment and/or distribution of drinking water. 5.3 The emergency generators identified in condition 5.1.13 shall not be used for non- emergency purposes including the generation of electricity for sale or for peak shaving purposes. 5.4 The owner shall prepare an emission summary table for nitrogen oxide emissions only, for each addition, modification or replacement of emerg cy generators identified in condition 5.1.13. Performance Limits 6.6 The owner shall ensure that a drinking water s co t identified in conditions 5.1.1 to 5.1.13 is operated at all times to co ith the follo 'mits: 5.5.1 For equipment other than em generators, the ma concentration of any compound of concer point of i pingement sh t exceed the corresponding point of impin t limit; 5.5.2 For emergency generators, the concentration of nitrogen oxides at sensitive populat' - _61i l not exce applicable paint of impingement limit, and at non-sensit - ons shall n ceed the Ministry of the Environment half-hourly screen lGRS � 0 uglm3 ended; and 5.5.3 The nd, -emissions ply [ with e limits set out in publication NP - plicabie. 5.6 Theo a!I verifyriting th --.y addition modification or replacement of works in accdffiMoe with con 5.1 haset the requirements of the conditions listed in conditi 5.7 nNner ocument ho = pliance with the performance limits outlined in co _x.5.3 011ftng achieved, through noise abatement equipment and/or operational procedur V.� The verificatiftgnd do mentation required in conditions 5.6 and 5.7 shall be- B.1 Record on "Form 3 -- Record of Addition, Modification or Replacement of Equ!.t Discharging a Contaminant of Concern to the Atmosphere", as — pfd by the Ministry of the Environment, prior to the additional, modified or dement equipment being placed into service. 5.8.2 Retained for a period of ten (10)years by the owner. 5.9 For greater certainty, the verification requirements set out in conditions 5.6 and 5.8 do not apply to any addition, modification or replacement in respect of the drinking water system which: 5.9.1 Is exempt from subsection 31(1) of the SDWA by subsection 9.(2) of 0. Reg. 174103; or 05/15/2014 Distribution API, EA1,DWWP1,Licencel,EL Page 10 of 11 344-201 Schedule B $(MONTH)$(DAY), ${YEAR} 5.9.2 Constitutes maintenance or repair of the drinking water system. 5.10 The owner shall update any drawings maintained for the works to reflect the addition, modification or replacement of the works, where applicable. 6.0 Previously Approved Works 6.1 The owner may add, modify, replace or extend, and operate part of a municipal drinking water system if: 6.11 An approval was issued after January 1, 2004 u M ection 36 of the SDWA in respect of the addition, modification replaced extension and operation of that part of the municipal drinking water sys 6.1.2 The approval expired by virtue of subs cW36(4)B�SDWA; and 6.1.3 The addition, modification, rep nt or extensioninenced within five years of the date that activity proved by the expiredliftal. 7,0 System-Specific Conditions 7.1 Not applicable. 8.0 Source Protection 8.1 Not applicable. 05/1 512 01 4 Distribution AP1, EA1, DV11WP1,Licencel,EL Page 11 of 11 V rNPUrre i(1 fp The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOHN NOOREN, DEPUTY CHIEF BUILDING OFFICIAL DATE: December 18, 2014 SUBJECT: NOVEMBER BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for November, 2014 No. of Permits Issued for Month of 2014 2013 November SFD New/AdditionslReno 5 1 Units Demolitions 1 Storage New/Additions Buildings Demolitions 1 Garages) New Car Ports Demolitions Farm New/Additions Buildings Demolitions Other New Demolitions Septic Permits 1 3 Renovations Estimated Value for Month of November $ 591,000.00 $ 220,000.00 Permit Revenue for Month of November $ 3,164.90 $ 2,606.40 No. of Permits issued for year to date 2014 2013 SFD New/Additions/Reno 25 21 Units Demolitions 1 5 Storage New/Additions 3 8 Buildings Demolitions 1 Garages/ New 10 4 Car Ports Demolitions Farm New/Additions 14 15 Buildings Demolitions Other New/Additions 5 10 Demolitions 3 2 Septic Permits 8 8 Renovations 12 Estimated Value for Year $ 3,303,084.00 $ 3,645,319.00 Permit Revenue for Year j $ 22,619.56 $ 26,757.26 DISCUSSION: Inspections completed as requested and in accordance with Act. Respectfully Submi Reviewed by: l en Noor � G cott Gawley, C. . puty Chief Building Official Administrator/Tr e surer C - 6 1uP Urf 4 a H O The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: NORMA i. BRYANT DATE: DECEMBER 18, 2014 SUBJECT: BY-LAW ENFORCEMENT REPORT RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for November 2014 BACKGROUND: File # Nature of Complaint Action Taken Status 308 Grass, untidy and Order issued OPEN 31 0 Untidy and Order issued OPEN 312 Untidy and Compliant CLOSED 313 1 Untidy yard, derelict vehicles Order issued OPEN Respectfully Submitted, Reviewed by: Norma I. Bryant, Hon A,AMCT cott Gaw e , CPA GA Cleric Administrator/Tre surer vl VV VUryF 'Y� e ag N The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: December 18, 2014 SUBJECT: Insurance Renewal RECOMMENDATION: THAT Council accept the Insurance Renewal from Frank Cowan Company Limited for 2015 period for a premium of$175,285.00 less the adjustment for premium to the new Tri-County Water Supply Board AND further that Municipality of West Elgin continue to lobby the government for Municipality Liability Reform. INTRODUCTION: In 2012 a request for proposal for Insurance Coverage was responded to with four bids for 2013 and based on an evaluation by an independent consultant the Frank Cown Company Limited was awarded the contract. DISCUSSION: The 2015 Premium of$175,285.00 represents a 11.9% increase over the 2014 Premium with the liability deductible staying at $15,000. The majority of the Premium increase ($15,883.00) relates to the increase in General Liability claims in the court system. The Municipality of West Elgin has been improving the documentation for potential legal action to show our due diligence. This includes the installation GPS electronic tracking on all our snow removal equipment. In June 2013 a council report was supported to lobby the Provincial Government for Municipal Liability Reforms. (June 13, 2013 Report is attached) Respectfully Submitted by: i" cot Gawley, CPA, GA Administrator/Treasurer Attachments - Summary of the Cost Analysis of the 2014 Premium to 2015 Proposal. -June 13, 2013 Municipal Liability Reform Council Report Cost Analysis Expiring Program Renewal Program Term Term Casualty General Liability 61,090 76,973 Errors and Omissions Liability 5,447 5,447 Non-Owned Automobile Liability 200 200 Environmental Liability 2,276 2,276 Crime 750 750 Board Members Accident 310 310 Volunteers Accident 750 750 Conflict of Interest 420 420 Legal Expense 1,239 1,363 Property Property 47,178 50,032 Equipment Breakdown 5,019 5,120 Automobile Owned Automobile 23,847 24,357 Owned Automobile--Four Counties 2,460 2,042 Excess Excess Automobile 385 385 Follow Form 4,226 4,860 Total Annual Premium $ 155,597 $ 175,285 (Excluding Taxes Payable) Frank Cowan Company 11 y S V V 4. LLB T ab 1 N Q V rr F m ti The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: June 13, 2413 SUBJECT: Municipal Liability Reform RECOMMENDATION: That Council of Municipality of West Elgin is very concerned with the rising costs of Liability claims against Municipalities AND Further that the attached letter be sent to Premier Wynne, Minister of Transportation, MPP J. Yurek and Frank Cowan Company to avoid the future crisis in Municipal Insurance. INTRODUCTION: It is safe to say that a few years ago it was very shocking to hear about a $5M liability award. Today larger awards are becoming commonplace. The Frank Cowan Company (Municipality of West Elgin Insurance Company) has issued a paper on avoiding a Municipal Insurance Crisis. DISCUSSION: There are number of reasons why driving claims costs are going up for Municipalities: • Damage Awards are getting larger— higher proportion liability is being assigned to municipalities. • Future care costs are accelerating — Providing future health care is extremely costly. • Joint & several liability— Municipalities are perceived as having deep pockets and therefore pay more than their fair share. • Cost of defending claims is increasing — Cases are becoming more complex and taking longer to resolve driving legal cost upward. • Class actions — Courts are certifying more class action suits. • Municipal claims inflation — Claims inflation is running at 6% to 8% annually. • More litigious society—There is a higher frequency of claims and more municipalities are being named in Court cases even if only remotely associated with the claim. Respectfully Submitted, R. Scott Gawley Norma Bryant Administrator/Treasurer Clerk 4y Op � 0. Q ; U M The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma 1. Bryant, Clerk DATE: December 18, 2014 SUBJECT: Extension of garbage collection contract RECOMMENDATION: THAT a by-law to authorize the signing of an agreement with Aubertin's Disposal be brought forward. INTRODUCTION: Previously notice was given to Aubertin's Disposal that an RFP for garbage collection was going to be issued and at the time the commencement date was January 1, 2015. DISCUSSION: The RFP for garbage and recycling collection has been issued with the commencement date of April 1, 2015. A report on the result of the RFP will be presented to Council in January. The collection contract for Rodney with Aubertin's Disposal needs to be extended from January 1, 2015 to March 31, 2015. The following is applicable' • Christmas tree pick-up on January 2,1 2015 —cost $260.00 plus taxes • Garbage collection on Wednesdays — cost $720.00 per week plus taxes • Garbage and Christmas trees taken to West Elgin Landfill Site. Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA,AMCT cott Gawley, C A, CGA Clerk Administrator/Treasurer Attachments None 2 � lF198'a\ The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma 1. Bryant, Clerk DATE: December 18, 2014 SUBJECT: Fees for fire inspections RECOMMENDATION: THAT By-law No. 2005-71 (Fees &Charges—Fire) be amended as follows: Inspection services I Based on actual costs plus 15% administration fee And that the necessary by-law be brought forward. INTRODUCTION: By-law No. 2005-71 provides for fees for fire inspection services. DISCUSSION: In October 2013, West Elgin hired a part-time fire inspector on a contract basis. The fees schedule needs to be amended to allow the full cost recovery of the costs for fire inspections. The 2005 by-law allowed for$25.00 per hour plus mileage plus $10.00 administration fee. The present fire inspector is paid $40.00 per hour; therefore the by-law needs to be changed. Staff are suggesting the fee be changed to read: "Based on actual cost, plus 15% administration fee". If the costs (i.e. mileage rate) change over time, the by-law wouldn't need to be changed. The 15% administration fee is consistent with other fees & charges by-laws. Respectfully Submitted, Reviewed by: U � Norma I. Bryant, HonBA,AMCT ott Gaw e , CP , CGA Clerk Administrator/T easurer Attachments None Ed)� a 2 4 ,?,gee, The Municipality of Vest Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Janet Johnston, Deputy Treasurer DATE: December 18, 2014 SUBJECT: Unemployment Insurance Premiums RECOMMENDATION: THAT Council approves the sharing of the employment insurance premiums with the full time employees in the total amount of$1,500.00 INTRODUCTION: Under the Unemployment Insurance Act, the employer must share the savings incurred as a result of reduced premiums. DISCUSSION: The Municipality remits an unemployment insurance premium based on 1.219% of the full time employee's deduction instead of 1.4%. Under the legislation the Municipality must share at least 5/12 of the savings with the employees. 2014 remittance at 1.4% $27,001.94 2014 remittance at 1.219% $23,510.97 Savings of $ 3,490.97 5112 of savings $ 1,454.57 An allocation of the following is being suggested: 19 full-time employees $ 75.00 each 1 full-time employee (6 months) $ 37.50 1 full-time employee (6 months) $ 37.50 The total amount shared would be $1,500.00 which would result in savings of $1990.97 (in comparison to $3,490.97) to the Municipality. Respectfully Submitted, Reviewed by: Ja et Johnston colt awley, C.G Deputy Treasurer AdministratorlTre surer V uP4Np Q n � S v v = m 2 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: December 18, 2014 SUBJECT: Asset Management Plan Revised RECOMMENDATION: THAT Council approves the Revised Asset Management Plan; AND FURTHER that the Revised Plan be posted on the Municipality of West Elgin Website. INTRODUCTION: On December 19, 2013 Council adopted the first Asset Management Plan for the Municipality of West Elgin. The Municipality's existing infrastructure is aging and deteriorating while demand grows for better infrastructure, Asset Management planning is the process of making the best possible decisions regarding the building, operating, maintaining, renewing, replacing and disposing of infrastructure assets. The objective is to maximize benefits, manage risk, and provide satisfactory levels of service to the public in a sustainable manner. Asset management requires a thorough understanding of the characteristics and condition of infrastructure assets, as well as the service levels expected from them. It also involves setting strategic priorities to optimize decision making about when and how to proceed with investments. Finally, it requires the development of a financial plan. DISCUSSION: The plan has been revised in 2014 to include changes in the costing of planned capital improvements of the two Waste Water Plants in Rodney and West Lorne. A review of the plant was conducted by OCWA Engineering on September 5, 2014 for current status and needs for the capital improvement plans, along with review for the energy efficiency measurements that can be completed to meet provincial legislation for Energy Management Plans. The 2008 plans for infrastructure renewal that was proposed and currently listed in the Municipality of West Elgin Plan for$4.5 million (with inflation now estimated to be $4.9 million) were reviewed. The project was submitted was Submitted as an Expression of Interest (E01) under the Small Communities Fund (SCF). The Municipality has received notice that the project is eligible to move the second stage to submit an application. The Asset Management Plan of Municipality Of West Elgin be revised to included updated costs from 2008 of the Wastewater plant upgrades at West Lorne and Rodney, along with the Capital Projects completed in 2014, as part of the municipality's annual review. The revised numbers for the Project submitted under the Infrastructure Renewal Project for the West Lorne and Rodney Wastewater Treatment Plants under the Small Communities Fund (SCF): 2015 $ 450,187.61 2016 $1,287,536.57 2017 $1,616,173.52 2018 $1,346,060.96 2019 $ 212,164.42 $4,912,123.07 Respectfully Submitted by: Cott awley, CP , CGA Ad m i n i stra to r/T re a s u r e r Attachments - Council Report— September 11, 2014 — Infrastructure Grant Funding - SCF Funding Application—Project Estimate y OF V` iYP4NP F Q' Sg S15 Q' aM rl V . m 1 he Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Ad min istrato r/Treasurer DATE: September 11, 2014 SUBJECT: Infrastructure Grant Funding RECOMMENDATION: That the Administrator/Treasurer be authorized to submit an Expression of Interest (EOI) for Infrastructure Renewal Capital Project for the West Lorne and Rodney Wastewater Treatment Plants under the Small Communities Fund (SCF). INTRODUCTION: The Ministry of Agriculture, Food and Rural Affairs has launched two new municipal infrastructure initiatives: 1. $100 million per year new Ontario Community Infrastructure Fund (OC1F), for the first three years of the program, includes both application-based and formula-based components. 2. An intake to identify priority projects for the Small Communities Fund (SCF). Through the SCF, Ontario and Canada will each provide up to $272 million to support projects in municipalities with populations less 100,000. The SCF is part of the federal government's 10 —year Building Canada Fund. The first requirement is for eligible applicants to submit an Expression of Interest (EOI) for pre-screening. Municipalities that pass the E01 process will be given an opportunity to submit a full application. The Expressions of Interest are due September 19, 2014. DISCUSSION: A review of potential projects has been reviewed, along with our Asset Management Plan for consideration to apply for this grant. The major funding short-fall for capital projects is in our Wastewater Facilities. In 2008 and 2009 applications were made to the Community Adjustment Fund and Building Canada Fund for infrastructure renewal to Municipality's two wastewater facilities. Andy Valickis of the Ontario Clean Water Agency (OCWA) was contacted to review the 2008 and 2009 applications (OCWA was involved in the review and writing of the grant applications in 2008 and 2009). An on-site tour was completed on Friday September 5, 2014 with OCWA Engineer to review the current status and needs for the capital improvement plans, along with review for energy efficiency measurements that can be completed to meet provincial legislation for Energy Management Plans. The walk-through and the delivery of the technical memorandum were provided at no cost to the Municipality. OCWA has an agreement with the Ontario Power Authority (OPA) to fund the costs of Energy Efficiency Service Providers (EESP) to undertake Energy reviews of water and wastewater facilities in Ontario. The tech memo will have to include the following statement: "This project is made possible through the financial support of the Ontario Power Authority". The 2008 plans for the infrastructure renewal that was proposed and currently listed in the Municipality of West Elgin's Asset Management Plan for$4.5 million (with inflation now estimated to be $4.8 million) were reviewed. It is proposed that the project be submitted for the Municipality's Expression of Interest for a phased in approach over the next 5 years. The Municipality currently has $800,000 in reserves for this Infrastructure Project, approximately short $4,000,000 of the projected Project Costs. The SCF funding allows for the project to be constructed over a 5 year period and the municipality's (113) share can be raised through wastewater rates (therefore reducing the financial impacts on the ratepayer). OCWA can provide assistance in preparation of the E01, along with a review of energy savings for a grant from the Ontario Power Authority. Proposed Project Description: The Infrastructure renewal project will be undertaken on the Municipality's sewage system that consists of two collection and treatment systems each serving one of the two urban centres, Rodney and West Lorne. The existing sewage collection systems along with facultative lagoons were constructed in the early 1970's. The existing extended aeration sewage treatment plants were added to the sewage in 1992193. While the sewage facilities have been properly maintained over the years, a number of the components of the treatment plants have exceeded their expected life spans and are now in need of either outright replacement or extension refurbishment. Failure to address these deficiencies will put the two treatment plants in danger of not meeting the established effluent and compliance criteria. In addition, the proposed works will address some health and safety concerns related with older facilities which do not meet today's standards. West Lorne Sewage Treatment Plant— the tertiary effluent filters are no longer operational and need to be replaced with newer filters. The UV disinfection system in the plant needs to be replaced, Without properly operating filters or UV system, the plant is in danger of exceeding the effluent discharge criteria. Rodney Sewage Treatment Plant—the existing mechanical aerators are inefficient and cause operational problems in the winter, and should be replaced with energy efficient fine-bubble aeration system. This would provide savings in power consumption and increased level of treatment during cold weather months. The lagoon decant system requires redesign. Respectfully Submitted, R. Scott Gawley, CPA, CGA Administrator/Treasurer SCF Funding Application - Project Cost Estimate Construction Costs Estimate Without HST HST Rebatable HST I Total w/H5T&rebate Rodney Sewage Pump Station Replace generator and repair buildin $160,000 $20,800,00 $18,012.16 1 $162,787.84 New fuels stem with containment $30,000 $3,900-00 1 $3,377.28 1 $30,522.72 Rodney Plant New fine bubble aeration system including blowers,mats, piping,control system including DO control,building for blowers and controls,removals $760,000 $98,800.00 $85,557.76 $773,242.24 New decants stem $240,000 $31,200.00 $27,018.24 $244,181.76 SCADA upgrades $300,000 $39,000.00 $33,772,80 $305,227.20 Miscellaneous equipment re lacement $180,000 $23,400.00 1 $20,263.68 $183136.32 Contract costs mob and demob,bonding,insurance,etc. $80,0001 $10,400.00 1 $9,006.08 $81,393.92 Contingency 10% $170,0001 $22,100.00 1 $19137.92 $172,962.08 Rodne Construction Total $7,920 000 4:249.600.00 1 $216145,92 1 $1,953,464.08 West Lorne Plant New❑ nasand filters including building $780,000 $101,400.00 $87,809.28 $793,590.72 Blower and diffuser replacement $450,000 $58,500.00 $50,659.20 $457,840.80 Retrofit new UV system $195,000 $25,350.00 $21,952.32 $198,397.68 SCADA upgrades $300,000 $39,000.00 $33,772.80 $305,227.20 Miscellaneous equipment re air/re lacement $100,000 $13,000.00 $11,257.60 $101742.40 Contract costs mob and demob,bonding,insurance,etc. $85,000 $11,050.00 1 $9.568.96 $86,481.04 Contin enc (10'/'*)_ $190,0001 $24,700.00 1 $21,389.44 $193,310.56 West Lorne Construction Total $2,100,0001 $273,000,00 1 $236,409.60 $2,136,590.40 Total Construction Costs 1 $4,020,0001 $522,600.00 1 $462,655.52T- 452,555.52 $4,090,044.48 Associated Costs Engineering-15% $603,000 $78,390.00 $67,683.33 $613,506.67 Project management $135,000 $17,550.00 $15,197.76 $137,352.24 Miscellaneous municipal expenses(approval fees,advertising, etc.) $70,000 $9,100.00 $7,880.32 $71,219.68 Total Associated Costs $808,000 $105,040.00 $90,961.41 $822,078.59 Total Project Costs Construction $4,020,000 $522,600.00 $452,555.52 $4,090,044.48 Associated Costs $808,000 $105,040.00 $90,961.41 $822,078.59 Total Project $4,828,000 $627,640.00 $543,516.93 $4,912,123.07 Application Table-Detailed Pro ect Costs Activities Estimated Cost Engineering Design,EA/Permits,PM max 15%for fed share $681,390.00 Materials Construction $4,135,800.00 Leasing of Equipment Communication Material Miscellaneous $638,450.00 Total Eligible Costs $5,455,640.00 Less Rebatable Taxes $543,516.93 Total Net Eligible Cost $4,912,123.07 Total Requested Provincial Funding $1,637,374.36 Total Requested Federal Funding $1,637,374.36 Total Municipal Contribution $1,637,374.35 C - S I loge, ,y tiF 11 V tJVVkp •Y� A The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: December 18, 2014 SUBJECT: Port Glasgow Trailer Park Review Committee RECOMMENDATION: THAT Council approves the establishment of an Ad-Hoc Committee for the Port Glasgow Trailer Park; AND FURTHER the committee report back to council INTRODUCTION: A report was presented June 26, 2014and July 17, 2014 to review the concerns with the current zoning By-Law. The reports were later differed to the new Council to establish a committee. DISCUSSION: The proposed committee would be made up of the following: • Mayor Wiehle • Councillor Leatham (Alt Councillor Seman) • Administrator/Treasurer • Park Manager • Up to 2 Representatives from Campers The mandate of the Committee as follows: + Review the Zoning By-Law to maintain Compliance • Distribution of Seasonal Sites vrs Transient Sites • Review Policy TP-1.1 item 2.03 Trailer owner(s) sell their trailer and new owners may continue on the lot in which the trailer is located on" to "Trailers owner(s) sell their trailer and new owner(s) may continue on the lot in which the trailer is located on, provided that no one on the waiting list wanting the lot (item 2.02 of the existing policy) and Vacant Lots have followed the policy 2.01. + How the waiting List will be managed. • Should a permanent committee be established on how the park would it operate in the future. (ie Mission statement). • Review of the current fee structure of sites. • Review of Expenditures The committee provide recommendations to Council at the February 12'"Council Meeting. Respectfully Submitted by: aw ey, C A, A AdministratorlTrea rer Attachments OF W C i 4 a u Y m v ti The Municipality of West Elgin TO: MAYOR AND COUNCIL. OF THE MUNICIPALITY OF WEST ELGIN FROM: HEATHER JAMES, MCIP, RPP, PLANNER DATE: DECEMBER 18, 2014 SUBJECT: ZONING BY-LAW AMENDMENT APPLICATION FOR HENK AND ANS DIEKER, 12538 GRAHAM ROAD RECOMMENDATION: THAT Council of the Municipality of West Elgin APPROVE Zoning By-law Amendment File No. P9/14, subject to the provisions on the attached By-law. REASONS FOR AND NATURE OF THE APPLICATION: The purpose of the Zoning By-law Amendment application is to amend the Agricultural (Al) zone of the Township of Aldborough Comprehensive Zoning By-law 90-50 to permit the severance of a surplus farm dwelling and to rezone balance of the farm to prohibit the construction of any new residential buildings and/or structures. The subject lands are situated on the east side of Graham Road, within the geographic Township of Aldborough. The lands are legally described as North Part Lot 19, Concession 7 and known municipally as 12538 Graham Road. The lands to be severed, a non-farm residential lot with a surplus farm dwelling will be rezoned from Agricultural (Al) Zone to Special Agricultural (A2) Zone. The lands to be severed will have an area of 0.825 hectare (2.0 acre) and a frontage of 75.27 metres (246.96 feet) on Graham Road. The parcel contains a single detached dwelling and workshop used for personal uses. The lands to be retained, a farm parcel will be rezoned from Agricultural (A1) Zone to 'site-specific' Agricultural (A1-100) Zone. The lands to be retained will have an area of 34.4 hectare (85.0 acre) and a frontage of 355.0 metres (1,164.7 feet) on Graham Road. The parcel is vacant.The location of the subject lands are on the attached Key Map. County of Elgin Land Division Committee conditionally approved the associated severance application (File No. E81/14) on December 10, 2014. SUMMARY/CONCLUSION: The application was circulated to the applicable public agencies for comment and to all neighbouring property owners within 120 metres of the properties; no concerns were raised. The application has been assessed for appropriateness with regard to existing policy and the impact of the proposal on the surrounding land uses. The application is consistent with the Provincial Policy Statement and conforms to the Municipality of West Elgin Official Plan. DISCUSSION: Provincial Policy Statement, County of Elgin Official Plan and Municipality of West Elgin Official Plan Consistency with the Provincial Policy Statement 2014 and conformity with the County of Elgin Official Plan and the Municipality of West Elgin Official Plan were determined in the consent application. This application is consistent with the Provincial Policy Statement 2014 and conforms to the County of Elgin Official Plan and the Municipality of West Elgin Official Plan, in particular with the requirement to rezone the severed and retained parcels. Township of Aldborou h Comprehensive Zoning By-law 90-50 The lands to be severed, a non-farm residential parcel will be rezoned from Agricultural (A1) Zone to Special Agricultural (A2) Zone. The A2 zone permits a single detached dwelling, home occupation, dog Kennel as an accessory use, forestry use as an accessory use, agricultural use as an accessory use and accessory use (Le, shed). The lands to be retained, a farm parcel will be rezoned from Agricultural (Al) Zone to `site-specific' Agricultural (A1-100) Zone to permit agricultural uses only, which would prohibit residential uses and prohibit residential buildings and/or structures. Respectfully Submitted, Reviewed by: W41W - Heather James, MCIP, RPP R. Scott Gawley, P.A., C.G.A. Planner Administrator/Tr asurer KEY MAP SOW rye MWOM UWgmWQW Lands to be PA"Q wr is Rezoned to Al-100 IKal1cum OR ?If~OIPA1ipi0 ON M NINpAdM OP un K 1 NOT TO WALI AREA W PARCH.V lb o AOU CIO Lands to be Z ` 1 Rezoned to A2 4 Ku HUM NNW"Lim ONTm*Lm wiiw s� Per iiR W HJ8KINAY 401 �. iYPyuA C_ IU\ 7 ,q, � iQ9S'a The Municipality of West Elgin TO: MAYOR AND COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: HEATHER JAMES, MCIP, RPP, PLANNER DATE: DECEMBER 18, 2014 SUBJECT: UPDATE ON SITE PLAN CONTROL AGREEMENT CONDITIONS FOR K & M PETRO SERVICES INC., 265 GRAHAM ROAD RECOMMENDATION: THAT Council of the Municipality of West Elgin release the deposit of$5,000.00 once all conditions have been fulfilled. BACKGROUND: The owner of K & M Petro Services Inc. (Ahmad El Rachidi) has requested the release of a $5,000.00 deposit provided to the Municipality by the owner as part of a Site Plan Control Agreement. The Site Plan Control Agreement was required to fulfil specific conditions related to a zoning by-law amendment passed by Council in 2007 to permit additional commercial uses, specifically a car wash, a coffee shop, a general office and a motor vehicle sales establishment to be added to an existing automotive refuelling establishment. The Site Plan Control Agreement was entered into between the owner and the Municipality of March 13, 2009. DISCUSSION: Two conditions, condition #7 and #8 are still outstanding in the Agreement and are required to be fulfilled. Condition #7 requires the owner to remove the existing board fence along the easterly limits of the parcel and replace it with a new privacy board fence as well as construct a new privacy board fence along the northerly limits of the parcel as shown on Schedule `B' to the satisfaction of the Municipality. To date the existing board fence along the easterly limits of the parcel have not been removed and a new privacy board fence has not been constructed along the northerly limits of the parcel. As well, condition #8 requires an outdoor storage facility to be restricted to the location shown on Schedule 'B' and enclosed by a privacy fence not less than 1.8 metres in height to the satisfaction of the Municipality. To date, a privacy fence has not been constructed to enclose the outdoor storage facility. Respectfully Submitted, Reviewed by: At MAW Heather James, MCIP, RPP cott Gawley, C. A., C.G.A. Planner Administrator/Treasurer z E aaa&•'ISy m z i9 LU ll v��Oa O W m La a ati w r' a F-�' z z e �g a i a !E j Yalf O WJ O EL CL IL HER IN I .., I ivivill . . Ill 11 0 i N 115� 14�2�IGW� 6AR. i i O W W 1— N p Sod PA ar17 t�� p,yao+ 41 a a • �¢ imn x Igy 9 1 C7 "jf,�,RIB F A" '°^'-''SE.�ary e••N>,. � Cl Y � �$, � w I Dili �9 nvi ae?a 3a�n,c'sr p 4 9 7 .� 6 Mll$NCIPAL (OF1rES:SLON i3E4EI�C'i /ElgainCountyNOV 2 6 2014 November 24, 2014 Elgin Municipal Partners Subject: Nominations to Elgin County Land Division Committee Dear Mayor and Members of Council: On June 10th, 2014, in response to feedback from Elgin municipalities, Elgin County Council reconstituted the Land Division Committee as depicted in the following resolution which reads in part: "That the new Land Division Committee consist of one appointee, either elected or non- elected, from each of Elgin's constituent municipalities." In effect, the committee will now be expanded to seven members (instead of five) and, unlike before, elected officials are eligible for appointment. For those who may not be familiar with Land Division, the committee acts as a quasi- judicial body similar to a minor court of law. It must be unbiased and has a duty to act fairly. Ideally it operates at arms length, free of political interference, in an effort to maintain credibility. In 2014 the committee will have met on ten occasions, with seven of those meetings lasting a full day. In 2013, the committee met nine times, five full days and four half days. In addition to attending meetings, members have a duty to perform site reviews based on applications for severances within their municipality. A working knowledge of the municipality's Official Plan, Zoning By-laws, and the County's Official Plan is also expected over time. In terms of remuneration, committee members receive a meeting stipend of$150, mileage @ .485c/km and a $60 site inspection fee. It is important to note that any County Councillor(s) that may be appointed to the Land Division are entitled to mileage only as County policy prohibits payment for committee work in lieu of County Councillors all- encompassing monthly honorarium. . . . . 2 County of Elgin Administrative Services 450 Sunset Drive St.Thames,ON N5R 5V1 Phone;519-631-1460 www.e€gincounty.ca Nominations to Elgin County - 2 - November 24, 2014 Land Division Committee There is an important distinction in the appointment process that must be highlighted for your reference. That is, according to the Planning Act [Section 44(3)] members of the committee who are not members of a municipal council shall hold office for the term of council and members who are members of an elected council shall be appointed annually. Please keep these terms of office in mind when selecting your nominee(s). In view of the information presented above, please provide the name of your nominee(s) to my attention by no later than January 16th, 2015 so that Elgin County Council may consider the appointment at its meeting to be held on January 27th, 2015. Shortly thereafter an orientation session will be convened with the first official meeting to take place in mid-February. If you have any questions relative to the above, then please call. Otherwise, we look forward to your response by mid-January. Yours truly, Mark G. Mc on , Chief Administrative Officer cc Clayton Wafters, Director of Engineering Services Susan Galloway, Land Division Secretary-Treasurer Steve Evans, Manager of Planning 4 To:West Elgin Parks and Recreation Supervisor Board of Recreation;West Elgin Council I am proposing to the Municipality of West Elgin the construction of a 50ft by i0oft outdoor ball hockey rink to be located in the town of Rodney.The idea for this project comes from a need within the community.Our youth need access to sports facilities for many reasons.We need to promote physical activity through recreational and competitive sports.Ball hockey is a growing sport'amongst youth and adults and has many benefits. By providing a proper area for kids to play hockey,we can help to take away the boredom which leads to less desirable activities such as vandalism,theft and mischief.We can provide a place for our West Lorne comets hockey players to come out and develop their skills in the off season. If done right we may provide ourselves the opportunity to start a new spring/summer recreational league for children.Currently in the area we only have soccer and swimming for our youth. The site I would suggest for this project would be the municipal park at the Rodney fairgrounds.The location provides parking access and is central for other sports activities. In the future,if we hold a ball hockey tournament then we can also incorporate the service clubs to provide food from the booths. I have researched the supplier/builder for this project and located a Canadian company in Waterloo. The company is Sport Systems Corporation and they are known North American wide for providing arena enclosures.The rinks are multipurpose and can be used for ball hockey,soccer and ice hockey.My vision would be to flood the rink in the winter for a natural ice skating surface.The boards also provide an area for advertising which can bring revenue to the Municipality.The cost of a 50x100ft rink is approximately$14000 plus the cost of chain link fence around the top of the boards.The cost of a concrete pad is additional. Ideally a tile floor can be added over top of the concrete for a better playing surface and less chance of injuries. would like to stress to council how important a project like this can be to our-community. I've lived in Rodney for about 14 years and my wife and I are busy raising 3 children here.There have been some new projects in that time including the water park and the skate board park. However,when I travel to other communities I see some real progression in the development of facilities geared toward youth in sport. I believe that we can do the same without excessive spending and strain on council's budget. I truly believe if we setup some quality facilities now that in the future we can draw some of our youth back to the area when they become adults. I have approached members of service clubs,and received very positive response regarding contributing to the funding of the project. I am more than willing to further research and lead this project should you believe as strongly as I do that for a reasonable low cost expense we can provide the community with a facility that is sure to be appreciated and used throughout the year.Submitted for your consideration,and I look forward to discussing further with you. Product Snaps hot Gallery Brochure Athlet+ca GamePlext GamePlexO The One and Only! Now Tested and Approved for-40 Degrees:Hockey Fun All Year Round! 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SSUGamePlex INSTALLATION MANUAL OC 11. df � ^k;%:7'=•.SJ y i}��ri, I::.i ` `.a�a?'�,•;t �75��!r - Of to he IFF, s 2 of 4 Fy IaT J A }' 17 oft st 3o}ur's Are 5teuhenvib;OH . :I @ 0 r Minister Ministre del6gue Responsible for aux Affaires des Seniors Affairs personnes agees 60'Floor 6"etage 400 University Avenue 400,avenue University Toronto ON M7A 2R9 Toronto ON M7A 2R9 Ontario Tel.:(496)314-9710 Tel.: (416)314-9710 Fax:(416)325-4787 Telec.:(416)325-4787 -`3 November 24, 2014 His Worship Bernie Wiehle Mayor Municipality of West Elgin 22413 Hoskins Line PO Box 490 Rodney, Ontario NOL 2CO Dear Mayor Wiehle: Last year, I wrote to you asking for your participation in helping our government realize an Ontario that is safe, inclusive and accessible for people of all ages. As part of our Action Plan for Seniors, we launched the Age-Friendly Community Planning Guide, which provides step-by-step advice,processes and tools to help municipalities develop, implement and evaluate their local aging plans. This guide, along with several other programs within the Action Plan continues to drive us closer to our goal. As we know, our population is aging. And it is up to us to ensure we have the right plans and the right tools as a province, and within each community to respond to the growing needs of this population. That's why I'm proud to tell you that we've launched the Age-Friendly Community Planning Grant Program. Open to local governments and eligible community organizations, this program provides funding to support strategic planning activities that make communities more age- friendly and help seniors contribute to all aspects of community life. Building an Age-Friendly community means building a community where policies, services and structures are designed to support and enable seniors to live in a secure environment, enjoy good health, and continue to participate fully. This is something that we know we cannot achieve without your partnership. Applications will be open until January 30, 2015. I encourage you to visit Ontario.ca/seniors for the application and guidelines. LIMIUMUCOSPAUITY o�eves:� �� /2 7 2014 _2_ Every community is unique in its strengths and challenges, and we rely on community leaders to work with us to make every community strong for people of all ages. Thank you for your continued efforts. Together we will make Ontario the best place to age. Sinc rely, I Mario Sergio Minister MIN" Mlr�fstry'4f Ksa[fli MinisYe iie[8 �tk+s 9 � and'E.ong-°i'0rtn Gary ecies$¢frys da l4ngu�iiyre' Office¢f the.l mister• Bureau d,h miirlaife:. -. ih 1.0 6ti3i I,edlftae FPepbUtri �(� t^iODr,Hepf3urn.�[odK 8D,ryre-�r�sve�sr, 0 erdsirenaX tr 0 Trarb'dw-ON M7A'2Q4 TS�rontoAl MAG4 Tell 37s4QOfXtaYin Tel X1 7 300 T&IOA 4'I,b�0 i .4 Fax 416=926 147 vuw+ru haa[thovYuns ca ufrwer hiral#�,gcv„on:c�: UEC .0 1 101 �tLresrzafuic-zo�aa . Mayor Bernfe'Wielhre, G`oUnty;ail lrlgil? Adminisfratioil.i3ui[ [n; 466.tihset.qr. t Thomm QIV W 5 Dear lilf`ayor ww"ho 1"Id llke tp fYtank you and the repres ntetfw�es,from 1Nest.Llgtn for meeting dh`my Rarlia Merl tary Assist6iit afithe Asoodation df..@Ilurlti i a iit[es bf Qritario Ahn(i l Cot�ferer eo in L:ondpn;,:.Qp a�o, fn August At the rrteetfrrg;,y”ou discussed-tb� B.eaftia HarLeia R"ddh§ir�eht GOO, hi unity,. `The rriaterial'°that Yo.0 prov.idg0'hpsi.been shred vii#h the°r layenfi program re s w t fry my ministry, Brad:W ere appropriiate., mi`rfwtryvtofP u iii fallow[gyp dtroctly +�rith yQi fa As mentioned:during the.meeting,the South 1-V L01*1 Health integ'rf .ark (LH:fN.) has developed-a Lang-Terri Care H- Me Netwdrk C:auiici1 Thais inauai .1 i�i�sung VV"as its May: X013, TI1fa fpr m would loo an ideal setting tp sh re$mf rmatlp,r2 and.pgnoerf�s arouriid long term Care Thr SQpth Nest LHI i ontOot for tll.s.C.a ncfl l risty. N[cQuaeon, Byatem.R sfgrt:and Integration Lead: Her phon.esnumber is (519) 640- 68$. Her a-mail address is ECl`lsty i�i'cC�ueen @Ihf7s fJl`l.' During the,rnogting yp�i aiso;:kn4tuired aF�oi�t a p'il:ot prdgwam tp.the Erie�t flair LFIIN t�ihere p4e' Its.arei movod out pf Me hQS i#al info a retir::ernerit home', i'l ase liaise witfl your LH'N to disdLAs your'ht0r.est iii participating in.a,similar.pro:grart� in the South�llest 1.HfN. Th6 care, dignity and s.afdty of sf h rs WOrntario remain a td;p priority for ti a gouernrrterjt. The ministry [st com.,mitted to protecting residents and enhancing tha care,services and:the q:uaiity of life fo.r these trtdl�iduls: i i Once again, fitEi k you for tok>ng the time.tp shore your oonoerns, i �,111CP.r6'iy; j Dr. EnG.l-askins Minister :c, IUlichalie-Ann Hyl ton, ,Minjsteit Office Lsla Ba asia'd9b, M[fsters.Office I.ra Naido-Harris, MPP,,Halton ML'IMPAUT)(WIVE'STWGIN s�r.�+van ORoi201 The Corporation of the Township of Pelee COUNCIL RESOLUTION Date; December 1, 2014 �-- Resolution 2014- 2 Moved by: Seconded by: The Corporation of the Township of Pelee hereby reques at Canada Post reconsider eliminating home to home postal services; 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 issues which will be compounded during inclement weather; THEREFORE BE IT RESOLVED THAT the Township of Pelee 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 resolutions be forwarded to the Association of Municipalities of Ontario (AMO),Federation of Canadian Municipalities(FCM), municipalities on the County of Essex, as well as local MP, MPP and representatives of Canada Post and its unions to encourage others to speak up against this plan. RESOLUTION RESULT RECORDED VOTE CARRIED YES NO DEFEATED DEFERRED REFERRED PECUNIARY INTEREST DECLARED RECORDED VOTE (SEE RIGHT WIT40RAWN MAYOR-IkICKWIASSE CAO-WAYNE MILLER Y� The above is a certified to be true copy of resolution number 2014- 142- Wayne Miller --r- CAO/Clerk/Treasurer Request f®r Nominations Municip, anues Am.eAssed0onof° ' To Fill Vacancies on the Mad 2014 2016 AMO Board ®f Directors December 8, 2014 To: Mead and Members of Council From: Elizabeth Savill, Secretary-Treasurer Please be advised that in accordance with the Association's By-law and vacancy policy,the Secretary- Treasurer is requesting nominations to fill the following vacancies on the 2014-2016 AMO Board of Directors. Candidates chosen to fill the vacancies will complete the term of the Board (August, 2016). Candidates should anticipate that s/he will be interviewed as part of the process to fill the vacancies. The status of the Board's six Caucuses follows: • County Caucus -three elected official vacancies to be filled • Large Urban Caucus- one elected official vacancy to be filled • Northern Caucus- no vacancy • Regional and Single Tier(Cities)-three elected official vacancies to be filled • Rural Caucus --one elected official vacancy to be filled is Small Urban Caucus-- no vacancy Qualifications and Nomination Requirements: ✓ Municipality must be an AMO member in good standing. ✓ Candidate for Director shall: o bean individual of eighteen (18) or more years of age; o not be an undischarged bankrupt; and o not be declared incapable. ✓ No Member Municipality may be represented on the Board by more than one Director, either a municipal elected official or a municipal employee. ✓ Qualified Nominees must obtain a Council resolution of support which must also specify the Caucus for which the individual is nominated. Attached is: i) An estimate of the annual time commitment required to serve on the AMO Board of Directors and for those who if they become chair of a caucus will then serve on the AMO Executive Committee. ii) Nomination Form Submission: ✓ A completed Nomination Form and supporting material must be received no later than 9:00 a.m. Friday,January 16, 2015. Nominations will not be accepted beyond that date. ✓ A completed Nomination Form ✓ Candidates CV ✓ Council's resolution of support Forward the required information above to the Association via fax at(416) 971-6191 or mail to the attention of Pat Vanini, Executive Director. All candidates will be contacted to confirm receipt of their nominations. If you have any questions regarding this information, please contact Pat Vanini, Executive Director at (416) 971-9856, ext. 316, e-mail pvanini@amo.on.ca or Lorna Ruder, Executive Assistant, ext. 341, email I rude r @amo.on.ca. munt i p.alines Ontanmo The following is an estimate of time individuals can normally expect to devote for service on the AMO Board of Directors and Executive Committee (i.e. where a member of the Caucus becomes Chair of a Caucus). Board Meetings 6 days AMO Conference 3 days Other Commitments (i.e.task forces) up to 6 days depending on interest Executive Meetings 10 days Memorandum of Understanding Meetings 10 days (Executive Committee only) Board Meetings: Board meetings are normally held on the fourth Friday in September, November,January, March and June and on the Saturday and sometimes the Sunday prior to the AMO Annual Conference in August. The June meeting is normally held in the President's or Secretary-Treasurer's municipality. In addition to the Board meetings, Board members may also serve on AMO Task Forces or be appointed to other committees. Executive Meetings: Executive meetings are held on the Thursday before a scheduled Board meeting and on the fourth Friday of the month when there is no Board meeting. Memorandum of Understanding(MOU) meetings are specifically scheduled and are generally monthly. 2 NOMINATION FORM - VACANCIES Asso ;a ul�af 0. 2014 - 2016 Mun�cpatresna� AM 0 Board of Directors • It is the responsibility of the person nominated to file a Send completed forms to: complete and accurate Nomination Form. Pat Vanini, Executive Director • Nominations will be accepted no later than 9:00 AM Association of Municipalities of Ontario, Friday,January 16,2015 200 University Avenue,Suite 801 • Resolution of support from nominee's municipality Toronto,ON M5H 3C6 must be attached, and must specifythe Caucus. FAX to:416-971-6191 Nominee's Name Check One Only Nominee's Municipal Title Director County Caucus ❑ Municipal Name Director Large Urban Caucus ❑ Director Regional&Single Tier(Separated ❑ Cities)Caucus Address Director Rural Caucus ❑ Town/City Postal Code Business Telephone: Mobile: Fax: Email: ❑ Council Resolution confirming Caucus and Council support for the nomination is ATTACHED. ❑ My CV is ATTACHED. CONSENT OF NOMINEE AND STATEMENT OF QUALIFICATION I — the Nominee mentioned in this Nomination Form do hereby consent to such nomination and declare that I am qualified to be elected and to hold the office for which I am nominated. Dated: Signature: Signature of Nominee FAX this Form,Your CV and Council Resolution to:416-971-6191 or email to: pvanini @amo.on.ca no later than 9:00 AM,January 16, 2015 Norma Bryant 1 ~� From: Scott Gawley<sgawley @westelgin.net> Sent: December-08-14 10:45 AM To: Norma Bryant Subject: FW: Smoke-Free Ontario Act Changes-Signage and Meeting Arrangements Attachments: Regulatory Amendments QandAs (Municipal).pdf, Reg Amendments Overview Messaging (Municipalities).pdf For Council agenda corres. R. Scott Gawley, CPA, CGA Administrator/Treasurer Municipality of West Elgin ssc awley(o)westelg in.net 519-785-0560 From: Reffle, Jim fmailto:JReffle @elginhealth.on.ca] Sent: December-04-14 11:31 AM To: 'Scott Gawley'; 'cao @duttondunwich.on.ca'; 'kkruger @bayham.on.ca; 'mcasavecchia @malahide.ca'; 'wgraves @city.st-thomas.on.ca'; 'jreynaert @town.aylmer.on.ca'; 'dleltch @centralelgin.org'; 'cao @southwold.ca' Cc: Hofstetter, Nathan Subject: Smoke-Free Ontario Act Changes - Signage and Meeting Arrangements Good day. This is in follow-up to an email that was sent by our Health Promoter, Erica Arnett, on November 24t4 to our local municipal contacts involved in recreational facilities and programs,advising that the Province of Ontario recently announced that as of January 1,2015, it will be illegal to smoke on (or within 20m of)children's playgrounds and publicly owned sports fields and surfaces(e.g, areas for basketball, baseball,soccer or beach volleyball, ice rinks,tennis courts, splash pads and swimming pools that are owned by a municipality, the province or a postsecondary education institution). I have attached a Question and Answer Document and a slide deck that summarizes these changes. The Province has notified us that signage noting the new smoke free spaces will be provided via health units for distribution, expectedly after December Stn Our Tobacco Enforcement Officer, Nathan Hofstetter, will be in contact with you to set up a meeting to provide signage and other information resources we expect from the Ministry of Health and long-Term Care. For those municipalities that have a smoke-free parks policy it is important to note that the legislation states that if there is a municipal by-law that deals with smoking,the provision that is more restrictive of smoking prevails. A complete copy of the new regulations can be found at httr)://www.e-laws.gov_on.caZhtmilsource/regs/english/2014/elaws src rees r14206 e.htm If you wish to contact Nathan directly, he can be contacted by email at nhofstetter @elginhealth.on.ca or by phone at 519-631-9900 ext 1325. We appreciate your ongoing support. Sincerely, 1 Jim Reffle, BA, MPA, CPHI(C) Manager of Health Protection Environmental Health &Tobacco Enforcement Elgin St.Thomas Public Health 1230 Talbot Street St.Thomas, ON N5P 1G9 Ph:519-631-9900 Ext. 1277 Fax: 519-633-0468 Email: reffle @eleinhealth.on.ca Website:www.elginhealth.on.ca Elgin St.Thomas Nhlk Neap 1230 Talbot Street St,Thoetas,ON N5P 1G9 Please don't print this e-mail unless you really need to. 2 L L 0 v � un o� o � v oc �, a � o Cd N U N W Ma o N 0 cu 0) ,. ,LO cD L � � e 0 � U 0 +p CU a) O o CU o O o 0 o � .� a o CU (D o C W V) O a M > � E 0 O M 4- ° C/) o 000 co CU o � � >, 0 w o = m oL cu �. o � � o 0 E cu � cu CD C o U Q C •� Q 0 O U) CU m 0} m c� co CL 0 Co 4-j CD -0 C/ 0 N � � � 0 0) Co O U .� F co CZ a CV �j O l � �- � � � .o O A � � U) CL cy) O �c- N � Cl) c 0 0 � w � /� pro 0 >/ Na' CCU o 0 m 0 0 � OD '� O - R5 Cl) N CU " T- N O -0 � 0 O � 0 � � � � G o v � � � p 0 0 M� 07 0 a m 0 .0 � � o .� .� Ec6 � E6) o0 ago U] cu U) Z 0 U) cn Q w 0 co c U 0 C M Ca .§ Cf) Cl)CL 0 � `� N m �.- a 4- p N cn 0 'r c6 0 m a) U CD V} Q cu �1 s- ©3 CZ M Q O M . , U V3 � N CL N CA E -- co 'E N Cl) L N o a) o E E E � 0 .� c� .� Qom' C m -O � O p 0.. � O N co 'O N a ❑ Q.. 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" :p o Cv C .> >op � 0 C CD '— Q 0 _' L 0 - �' O U � L � p C Cc - cu co cu O 0- 0 O p� o cu M O cn C a O U to O cQ -0■ ■ O L- cc V)V) � Y Q O c �a) io W a- .— E C CL 0 CIO 0 0 cu y° ° - °o O . o � E � � o 0 o o cn � a� .— � cc a) _ � oo � oo � Q QO �ua .EM C O a) o o cL cry . 0 L� C�• cc ca CU L a � � o cu c�ao ° 4 C/' °) L) CU a cu cu =5 c � a U 0) a) o o v -c„ aj L— CL ° � � y o 0 CL cc cn (A � Cl) .� � CCU o L- CL � oCDCU 0) C � 0 ca U 0r— a 0) ca cn c ,2 � CUo � o •cn au ° D) -o ..... ° CL a — U � c C cc n N:3 cu cu 0 C� m� Cll 4} cn L- ° to N E j CCU cn Q O ° O U M O O CL S CL C CCU N 'cn cu cn-+-� ' U) cn CL .� t3 0 �, O E E ° o cu -0 ca Smoke-Free Ontario Act Regulatory Changes Questions and Answers Key Messages: • Our government is determined to have the lowest smoking rate in Canada. • Despite significant progress in curbing the use of tobacco products, 13,000 people in Ontario still die each year as a result of tobacco-related diseases. • This government is committed to a Smoke-t=ree Ontario and especially in preventing our young people from taking up smoking. • These changes will strengthen our ability to reduce kids' exposure to tobacco use in their daily lives. • Prohibiting the smoking of tobacco on playgrounds and sporting areas is a logical and important next step in protecting children from smoking. • Prohibiting tobacco sales on post-secondary education campuses will reduce the supply and availability of tobacco products and will decrease the likelihood that university and college students will start or continue to smoke. • We have a duty to protect the health of workers and patrons, especially kids, by restricting smoking on bar and restaurant patios to reduce exposure to second hand smoke. • These regulatory changes complement proposed amendments to the Smoke-Free Ontario Act that were introduced in November 2013, but did not pass, and they are something we can get started on right now. We intend to propose further changes to protect the health of Ontarians from the harmful effects of tobacco in the coming months. C&A Q1. Will the municipalities receive compensation to cover the cost associated with the installation of outdoor signs, such as the costs of posts and digging post-holes? Al. The ministry cannot cover the costs of signage installation. Municipalities will be responsible for covering the costs associated with the installation of sign. Multiple 1 sign options have been provided to provide municipalities some flexibility regarding how signs should be installed (ie: on a wall, a tree, a fence, a post, or other pre- existing structures). leg Q2. How will owners of businesses affected by these amendments, such as bars, restaurants or retailers on university and college campuses be educated about the changes? A2. The Ministry of Health and Long-Term Care will work with its enforcement partners in the Public Health Units to develop communication materials to educate the public, retailers and businesses on the changes. The ministry will also update the existing Smoke-Free Ontario fact sheets and FAQs that are available on the public website. In addition, signs will be posted on playgrounds, sport fields, and restaurant and bar patios. 03. When do signs have to be installed considering some signs will require posts and with the winter it may not be possible to install them until spring? A3. The new regulatory requirements take effect starting January 01, 2015. The Ministry of Health and Long-Term Care recognizes during the winter months it will be difficult to install signs that require post holes. Municipalities should work towards posting signs, such as on pre-existing structures. In addition to signs, the ministry will work with its enforcement partners in the Public Health Units to develop communication materials to educate the public, retailers and businesses on the changes to the regulations. The ministry will also update existing Smoke-Free Ontario fact sheets and FAQs that are available on the public website. 04. When can municipalities expect signs to be delivered to them? A4. Signs are scheduled for delivery to the Public Health Units on the week of December 08th, 2014. Public Health Units and municipalities will be responsible for coordinating the delivery and/or pickup of signs. 05. Will there be other opportunities to order more signs if needed? A5. The ministry is making plans to have additional signs printed and made available to 2 Public Health Units through ServiceOntario who will be storing any overstock of signs. A catalogue of the new outdoor signs is being prepared and will be provided to Public Health Units at a later date along with the contact information for ServiceOntario where more signs can be ordered. 06. Given that some outdoor spaces are very large, is it possible to order larger signs other than 10x10 cm signs? A6. We do appreciate this concern, however, the Smoke-Free Ontario Act is very prescriptive and requires that the international "no-smoking" signs be 10x10cm as per the requirements in Ontario Regulations 48106. Q7. What are the signage placement expectations and do they differ based on the size of the outdoor space (le: 1 sports field compared to an area of 8 sports fields)? A7. Proprietors shall place the prescribed signage at each entrance and exit of the enclosed public place, place or area in appropriate locations and in sufficient numbers to ensure that the public are aware that no smoking is permitted in the enclosed public place, place or area. The ministry recommends all signs be posted at a level that is clear of any obstructions and easy to see for people entering a sporting area or a playground. The recommended signage requirements are as follows: Sports f=ields: • If access to a sports field is permitted from all directions, 4 signs should be installed; 1) one at each of the primary North, East, South, and West entrances leading to the sports field; OR 2) one at each of the most common entry points to the sports field. • If a sports field is fenced off so that there are less than four entrances to the area, then a sign should be placed at each of the entrances. (NOTE.- Excess signs may be used as needed) Playgrounds: • 2 signs posted in the direct vicinity of the playground. Restaurant and Bar Patios: • 2 signs; one at each of the primary entrances to the patio. • If there is only one entrance to a patio, then one sign may be used to enforce the new prohibitions of smoking on patios. (NOTE: Excess signs maybe used as needed) 3 Q8. Does the Smoke-Free Ontario Act mandate municipalities and restaurant and bar owners to post required no smoking signs? A8. Yes. Section 10 of the SFOA states that a person who owns or occupies a place described in section 9 of the Act shall ensure that signs are posted in accordance with the regulations. This includes any prescribed place or area, such as playgrounds, sporting fields, and restaurant and bar patios. Q9. Are municipalities required to post provincial signage to enforce the requirements prohibiting smoking on patios, playgrounds and sports fields if a municipal by-law already prohibits smoking in these areas? A9. If there is a conflict between sections 9 and 10 of the SFOA and a provision of another Act, a regulation, or a municipal by-law that deals with smoking, the provision that is more restrictive of smoking prevails. If the new provincial regulatory requirement is more restrictive than a municipal by-law then provincial signage should be posted. For example, if a by-law prohibits smoking within 9m of a playground structure and the province prohibits it within 20m then provincial signage should be posted as it is more restrictive. However, if the by-law is the same as the provincial law, the ministry's view is that whichever has the more stringent signage requirements would prevail. It should be taken into consideration that in order to successfully enforce both the by-law and the SFOA, both signs should be posted. That way, if a by-law officer charges under the by-law, the appropriate signs prohibiting smoking can be relied upon as giving notice. If a Tobacco Enforcement Officer charges it would be under the SFOA. In order to successfully prosecute, it is best that those signs are posted.. Q10. With regards to smoke-free playgrounds, is smoking prohibited within a 20 meter radius of the entire park, or is it just prohibited within a 20 meter radius of the play structures in the playground? A10. At this time, the ministry is prohibiting smoking within a 20 meter radius of the playgrounds play structures or sports field boundaries. Q11. Do the new prohibitions on outdoor spaces include beaches, trails, and sidewalks? A11. The new prohibitions on outdoor spaces do not include beaches, trails, and sidewalks unless they fall within a 20 meter radius of a children's playground or sporting area (as those terms are described in the SFOA regulation). Q12. How are sporting areas defined? Al2. The smoking prohibition on sport fields will include sport fields, sport surfaces, spectator areas around sport fields and the 20 meter radius around these places, unless someone's home falls within this area. It applies only to sports fields and surfaces that are owned by provincial or municipal governments and post-secondary education institutions, and are open to the public. These areas include those used primarily for the purposes of sports, such as: soccer; football; basketball; tennis; baseball, softball or cricket; skating; beach volleyball; running; swimming or skateboarding The focus of the prohibition is to protect children and youth and does not apply to golf courses, since they are primarily used by adults. Q13.Do these regulations apply to people who use e-cigarettes? Will the use of e- cigarettes be banned through legislation? A13. These regulations are made under the Smoke-Free Ontario Act and apply to tobacco products. They do not apply to e-cigarettes, which are not a tobacco product. On November 24, 2014, the Ontario government introduced the Making Healthier Choices Act, which, if passed, would prohibit the sale and use of e-cigarettes in certain places where the smoking and sale of tobacco is prohibited. This legislation would also prohibit the display and promotion of e-cigarettes in places where e- cigarettes or tobacco products are sold. Q14. What will be the consequences of not complying with the regulations? A14. Inspectors appointed under the Smoke-Free Ontario Act have the discretion to employ progressive enforcement, meaning that they can provide education and warnings prior to laying charges. Voluntary compliance is our primary objective, but the ministry expects that there will be charges for those who contravene the Act, including these new prohibitions. 5 Norma Bryant From: Bernie Wiehle <bwiehle @elgin-county.on.ca> Sent: December-05-14 10:03 AM To: Scott Gawley; Norma Bryant Subject: Fwd: Internet service rural west elgin For Council? Bernie Wiehle Mayor-West Elgin Councillor- Elgin County Begin forwarded message: From: "Sojak,Jesse"<'so'ak gwstube.com> Date: December 5, 2014 at 8:48:11 AM EST To: "bwiehle el in.ca" <bwiehle @el ig n_ca>, "warden @ elgin-countv.on.ca"<warden @el in- county.on.ca> Subject: Internet service rural west elgin Hello Bernie& Bill, I've been doing as much research as I possibly could on the internet situation in rural west elgin since I moved there almost 3 years ago.At the time I moved, I thought that high speed internet on a paved county road would be a non-issue. I don't think I could have been more wrong. I live on the Rodney side of Pioneer Line, and have talked to over 30 broadband service providers with a hardline. (DSL,or cable options) I've been told from some of them that they would be able to provide service, only to have them revoke that statement and not provide service. I even had Bell allow me to sign up, and schedule an installation date only to have them call the day that I was supposed to be working and tell me that it was not possible. I lost a day, some income,and some of my livelihood. There are 2 businesses on Pioneer line that would benefit from an infrastructure change,as well as the Public school. I believe that none of these have any form of wired high speed internet. Ontario Modular Homes, and Wire Tye.There are also independent businesses that could benefit from this as well. One accountant that works exclusively from home for parts of the year,and myself who needs video conferencing and remote access to our international equipment. On more than one occasion I've had to come to work late at night to assist a customer when I could have, and should have been able to do this from my home. There are many initiatives in place and connectivity is becoming a priority in modern life,almost a life necessity comparable to running water and electricity. Some of these initiatives include;the SWIFT initiative, Digital Canada 150 Strategy,and others. I currently have approximately 10 signatures of households on my road that are very interested in upgrading to a wired internet line. How many signatures would I require to have for this concern to be heard? Jesse Sojak Electrical Technician GWS Tube Forming Solutions®Inc. Email: jsoja�gwstube.com Phone: 519-695-2031 Fax: 519-695-2042 t i 1 � 1 ,n }4 ELGIN GROUP POLICE SERVICES BOARD Chair Douglas G. Gunn Q.C. Tel. 519 631-1460 EA 161 454 Sunset Drive Fax 519 633-7661 St.Thomas, ON N5R 5V1 Res, 519 633-1292 I i i I I I I Municipality of December 9, 2014 Bayham Municipality of Bayham Municipality of Municipality of Central Elgin Central E=lgin Municipality of Dutton/Dunwich Municipality of West Elgin Township of Malahide Township of Southwold Municipality of Dutton/Dunwich Dear Mayor and Councillors: Re: Appointments to the Elgin Group Police Services Board Municipality of West Elgin The term of the appointment for the members to the Elgin Group Police Services Board (PSB) expires on December 31, 2014. The three municipal appointments to the PSB coincide with the term of election Township of to Municipal Councils. The terms are four years. The rotation schedule is: Malahide -one elected representative appointed by the Municipality of Central Elgin; -one elected representative appointed from Eastern Elgin, alternating every term between the Township of Malahide and the Municipality of Bayham; Township of NOTE: It is the Township of Malahide's turn to appoint. Southwold -one community representative from Western Elgin, appointed jointly by the Township of Southwold, the Municipality of Duttton/Dunwich and the Municipality of West Elgin. -2- Please forward the name of the appointee from your municipality, in resolution form, by no later than January 9, 2015. Thank you. Yours truly Mark G. c Secre inistrator Elgin Group Police Services Board (County of Elgin, 519-631-1460 x 105) cc; OPP Inspector Fishleigh Current PSB Members NOTE: These appointments may be subject to change if the composition of the Elgin Group changes. See attached memorandum previously circulated titled, "Implications of New Costing Formula". .s }.{ MEMORANDUM To: The Elgin Group Police Services Board cc: Six Participating Municipalities Date: November 16, 2014 Subject: Implications of the New O.P.P. Costing Formula and Options for Municipalities INTRODUCTION: As you are aware a new costing formula for O.P.P. services has recently been announced and new contracts are set to commence on January 151, 2015. With this in mind, some of the participating municipalities are inquiring about the implications of this new formula and how this new costing method impacts Police Services Boards. This memorandum provides some perspective on these matters. The New Model -key differences: 1) All detachments are now treated as one entity - borderless policing —therefore, unlike the previous model, the Police Services Board does not influence the number of full- time or part-time equivalents within the detachment unless it wants to increase the police force above and beyond that which is mandated. In the most current contract, the Elgin Group recommended, as an efficiency measure, the reduction of three officers within the detachment - this is no logger an option. 2) A centralized approach to policing is being introduced. Costs are apportioned on a province-wide basis with 60 percent for base costs and 40 percent as variable costs depending upon the number of calls for service in a municipality which will likely fluctuate year after year. This leaves little or no room for"negotiation" since many of the costs are apportioned across the province based on an average. 3) Costs for Court Security, Prisoner Transportation, Accommodation (for provincially- owned facilities) and Cleaning Services are not negotiable and are determined according to set methods. Options for Governance or not): Borderless policing using centralized budgetary determinates leaves little latitude for input and creativity. Furthermore it begs the question of the value and influence of a Police Services Board. There are essentially two main options in legislation relative to - 2 - the service provisions of the Ontario Provincial Police, with some variations on one of them. 1) The current model is called a Section 10 agreement for services (see excerpt from the attached Police Services Act). In this model, one or more municipalities must set up a Police Services Board comprised of five members two of which must be provincially appointed if the total population is greater than 25,000 or a three member Board if less than 25,000 people. The Elgin Group consists of all six participating municipalities under one umbrella but this arrangement can be revised to encompass any number of municipal partners. 2) The other option for O.P.P. services is called a Section 5.1 model whereby there is no contract (the bill is paid directly as invoiced) and there is no Board. However, the municipality can set up a Community Policing Advisory Committee at its discretion to provide input on objectives and priorities. See attached Fact Sheet which shows the differences between a Section 10 and a 5.1 option in greater detail. SALIENT FACTS Section 10 Contracts— Present Model It is important to note that there are certain advantages of establishing a Board (or maintaining the present one) in a Section 10 system as follows: 1) Governance - the Commander reports to the Board and discusses key local/ community policing priorities. The Board participates in the Commander's performance evaluation and in hiring his or her replacement when the time comes. See attached Role of Police Service Board. 2) Service enhancements can only be negotiated if a Board is established under a Section 10 arrangement. Without a Board, a Section 5.1 municipality cannot enhance the service. For example, if a community wanted an extra officer to conduct school educational visits, it could not add this service as a Section 5.1 municipality. 3) Grants are only available to Section 10 municipalities. At present the Elgin Group enjoys $14,000 every year for the conduct of R.I.D.E programs and $105,000 every year for the 1,000 Officers Partnership Program (Note: this may not continue in the future) and $30,000 annually for the Community Policing Program. Grants such as these are not available to Section 5.1 communities. These grants are not included or accounted for in the new costing formula. 4) The cost of operating one Board instead of many is more efficient than operating several Boards individually. The Elgin Group uses the administrative services of the County Chief Administrative Officer, administrative services staff and those of the County's Director of Financial Services and staff with a minor chargeback of$1,200 annually. A separate Board would be required to supply its own administrative support at its own cost. - 3 - Section 5.1 Advanta es: Alternatively, a Section 5.1 municipality has specific advantages worthy of consideration: 1) No Board costs. 2) A Community Policing Advisory Committee can be set up to help determine objectives and priorities for the community at large. 3) The Detachment Commander can be asked to attend the local council meetings directly (instead of through a Board) allowing Council direct access. Note that this can be done as well (and often does happen today) through a Section 10 contract. CONCLUSION: In conclusion, this memorandum serves to outline the options available to municipalities regarding O.P.P. governance and seeks to explain the main differences between the current contract and the one about to be implemented in 2015. RECOMMENDATION: THAT this memorandum be received for information purposes and distributed to the participating municipalities. Mark G. McDonald i i E ® u ■ - , S. Contract ° s o e ,Tfi"Is l a {Ilus rate lied e`en"941eeia [aPf;3 tion`4 . ��ri�a s� l.h u M ip�O ittg d ffl. IN p A 0 B MUD g16 1. Civilian Governance Model Police Services Board-mandatory Community Policing Advisory pursuant to 10(2)PSA Committee-discretionary 5.1(4) PSA 2. objectives and priorities for Determined by Board after Advisory role for CPAC for delivery of police services within the consultation with the Detachment objectives and priorities for police Municipality Commander- 10(9)(b){PSA) services in municipality-5.1(6) 3. Policy for the effective management Local policy established by Board No defined role in PSA of the police force after consultation with the Detachment Commander- 10(9)(c) PSA 4. Selection of the detachment Participate in the selection of the OPP attempts to involve s.5.1 PSA commandertchief of police Detachment Commander- 10(9)(a) integrated detachment municipalities PSA in the selection-no legislated re uirement 6, Evaluation of the Detachment Monitor performance of No defined role in PSA Commander/Chief of Police Detachment Commander 10(9)(d) PSA 6. Maintenance of a complaints systern Review the Detachment No defined role in PSA Commander's administration of the complaint system and receive regular reports- 10(9)(f)PSA 7. Appoint the members of the force All hiring cost are covered under All hiring cost are covered,members the agreement with the OPP, are selected using the criteria of members are selected using the 43(1)PSA criteria of 43(1)PSA S. Monitor secondary.activities of the The Detaciunent Commander No defined role in PSA police force members provides regular reports to board on decisions made on secondary activities- 10(9)(e)PSA 9. Ministry Support Funding CPP&1000 officers Program, Ineligible RIDE grants 10. Revenue from sale of found I Provided directly to municipality 1 Credited to municipality in annual recovered property and Fees recouped board in a method agreed to locally reconciled financial statement from sale of reports,security checlts 11. By-law enforcement By-law enforcement as specified in 19(2)PSA-OPP have no r• a contract- 10(6)PSA responsibllity regarding municipal by-laws 12. bevel of Service-Cost *.As negotiated 1 Costing Schedule in accordance with Reg.420/97 E 4. appended to agreement made under the PSA Police Services Act,R.S.O. 1990,c.P.15 Page 8 of 99 5. The council may enter into an agreement under section 10, alone or jointly with one or more other councils,to have police services provided by the Ontario Provincial Police. 6. With the Commission's approval,the council may adopt a different method of providing police services. 1997, c. 8, s. 4. Same—different methods in one municipality Subject to subsection(3), a municipality's responsibility to provide police services may be discharged in one way set out in subsection(1)in one discrete area of the municipality and in another way or ways set out in subsection(1) in other discrete areas of the municipality if, (a)the municipality consists of two or more widely dispersed communities or contains, within its boundaries, one or more communities that are remote from the rest of the municipality; or (b)police services have historically been provided to one or more discrete areas of the municipality in a way that is different from the way police services are provided in the rest of the municipality. 2001, c. 11, s. 1. One board or joint board All the police services provided in one municipality, except police services provided in a way described in paragraph 3 or 4 of subsection (1) or police services provided in the municipality by the Ontario Provincial Police under section 5.1, must be provided under one board or joint board. 2002, c. 18, Sched. N, s. 59. if municipality fails to provide police services 5.1 1 If a municipality does not provide police services by one of the ways set out in section 5,the Ontario Provincial Police shall provide police services to the municipality. Municipality to gray for O.P.P. services A municipality that is provided police services by the Ontario Provincial Police under subsection(1)shall pay the Minister of Finance for the services, in the amount and the manner provided by the regulations. Same L, The amount owed by a municipality for the police services provided by the Ontario Provincial Police, if not collected by other means,may be deducted from any grant payable to the municipality out of provincial funds or may be recovered by a court action,with costs, as a debt due to Her Majesty. Community policing advisory committee One or more municipalities served by the same Ontario Provincial Police detachment that provides police services under this section may establish a community policing advisory committee. Composition LQ If a community policing advisory committee is established, it shall be composed of one delegate for each municipality that is served by the same Ontario Provincial Police detachment and that chooses to send a delegate. http://www.e-laws.gov.on.ca/litml/statutes/english/claws_statutes_9Op l 5_e.htra 05/11/2014 Police Services Act, R.S.O. 1990, c. P.15 Page 9 of 99 Functions A community policing advisory committee shall advise the detaclunent commander of the Ontario Provincial Police detachment assigned to the municipality or municipalities, or his or her designate,with respect to objectives and priorities for police services in the municipality or municipalities. Term of office The term of office for a delegate to a community policing advisory committee shall be as set out by the council in his or her appointment, but shall not exceed the term of office of the council that appointed the delegate. Soave,and reappointment A delegate to a community policing advisory committee may continue to sit after the expiry of the term of office of the council that appointed him or her until the appointment of his or her successor, and is eligible for reappointment. Protection from liability No action or other proceeding for damages shall be instituted against a community policing advisory committee or a delegate to a community policing advisory committee for any act done in good faith in the execution or intended execution of a duty or for any alleged neglect or default in the execution in good faith of a duty. 1997, c. 8,s. 5. Amalgamation of police forces L. l Despite any other Act,the councils of two or more municipalities that have police forces may enter into an agreement to amalgamate them.R.S.O. 1990, c. P.15, s. 6 (1); 1997, c. 8, s. 6 (1). Contents of amalgamation agreement U The agreement shall deal with, (a)the establishment and, subject to section 33, the composition of a joint board for the amalgamated police force; (b)the amalgamation of the police forces and the appointment or transfer of their members; (c)the joint board's use of the assets and its responsibility for the liabilities associated with the police forces; (d)the budgeting of the cost for the operation of the amalgamated police force; (e) any other matter that is necessary or advisable to effect the amalgamation. R.S.O. 1990, c.P.15, s. 6(2); 1997, c. 8, s. 6 (2, 3). Commission's approval M The agreement does not take effect until the Commission has approved the organization of the amalgamated police force. R.S.O. 1990, c. P.15, s. 6(3). ]exception, board appointments Appointments to a joint board for an amalgamated police force may be made before the agreement tapes effect. R.S.O. 1990, c. P.15, s. 6 (4); 1997, c. 8, s. 6(4). Municipal agreements for providing police services lrttp://www.e-laws.gov.on.ca/htm.l/statutes/english/elaws_statutes_9Opl5_e.htm 05/11/2014 Police Services Act, R.S.O. 1990,c. P.15 Page 12 of 99 Same 10 The amount owed by a municipality for the police services provided by the Ontario Provincial Police, if not collected by other means,may be deducted from any grant payable to the municipality out of provincial funds or may be recovered by a court action,with costs, as a debt due to Her Majesty. 1997, c. 8, s. 9 (3). s IOA 10 — CGtme&T Wida61— Municipal agreements for provision of police services by O.F.P. �'° 10. (1) The Solicitor General may enter into an agreement with the council of a municipality or jointly with the councils of two or more municipalities for the provision of police services for the municipality or municipalities by the Ontario Provincial Police. Board required In order for a municipality to enter into an agreement under this section, the municipality must have a board. Same In order for two or more municipalities to enter into an agreement under this section,the municipalities must have a joint board. Transition If an agreement under this section was entered into, before section 10 of the Police Services Amendment Act, 1997 comes into force,by a municipality that did not have a board at the time,the agreement remains valid and enforceable despite subsection(2),but the agreement may not be renewed unless the municipality has a board. Collective bargaining fQ No agreement shall be entered into under this section if, in the Solicitor General's opinion, a council seeks the agreement for the purpose of defeating the collective bargaining provisions of this Act, Duties of O.P.P. When the agreement comes into effect, the Ontario Provincial Police detachment assigned to the municipality or municipalities shall provide police services for the municipality or municipalities, and shall perform any other duties, including by-law enforcement, that are specified in the agreement. Payment into Consolidated Revenue Fund The amounts received from municipalities under agreements entered into under this section shall be paid into the Consolidated Revenue Fund. Colleetion of amounts owed The amount owed by a municipality under the agreement, if not collected by other means, may be deducted from any grant payable to the municipality out of provincial funds or may be recovered by a court action, with costs, as a debt due to Her Majesty. Role of board If one or more municipalities enters into an agreement under this section,the board or joint board shall advise the Ontario Provincial Police detachment commander assigned to the municipality or municipalities, or his or her designate, with respect to police services in the municipality or municipalities and shall, http://www.e-laws.gov.on.ca/html/statutes/english/elaws statutes-90p15 e.htm 05/11/2014 Police Services Act,R.S.O. 1990, c. P.15 Page 31 of 99 J 3) A judge, a justice of the peace,a police officer and a person who practises criminal law as a defence counsel may not be a member of a board. 1997, c. 8,s. 19 (3). Interpretation of municipal populations where more than one board Where there is more than one board in a municipality pursuant to subsection 5 (3), the references in subsections(4), (5) and(9)to the population of a municipality shall be read as references to the population of the part of the municipality that is served by the board that is the subject of the subsection. 2002, c. 18, Sched.N, s. 61 (2). 15 Repealed: 1997, c. 8, s. 19 (3). Election of chair 28._[1) The members of a board shall elect a chair at the board's first meeting in each year.R.S.O. 1990, c. P.15, s. 28. Vice-chair The inembers of a board may also elect a vice-chair at the first meeting in each year, and the vice-chair shall act as the chair if the chair is absent or if the chair's position is vacant. 1997, c. 8,s. 20. Protectlon from personal liability 29. (1) No action or other proceeding for damages shall be instituted against a member of a board for any act done in good faith in the execution or intended execution of his or her duty or for any alleged neglect or default in the execution iii good faith of that duty. ]Board's liability Q Subsection (1) does not relieve a board of liability for a member's acts or omissions, and the board is liable as if that subsection had not been enacted and as if the member were the board's employee. R.S.O. 1990, c.P.15, s. 29. ]hoard may contract,sae and be sued 3. 0. (1) A board may contract, sue and be sued in its own name. Members not liable for board's contracts (2) The members of a board are not personally liable for the board's contracts. R.S.O. 1990, c.P.15, s. 30. Rol,F OF PS3 Responsibilities of boards 31. 1 A board is responsible for the provision of adequate and effective police services in the municipality and shall, (a) appoint the members of the municipal police force; (b) generally determine,after consultation with the chief of police, objectives and priorities with respect to police services in the municipality; (c) establish policies for the effective management of the police force; (d)recruit and appoint the chief of police and any deputy chief of police, and annually determine their remuneration and working conditions,taking their submissions into account; (e) direct the chief of police and monitor his or her performance; http://-vvww.e-laws.gov.on.calhtlul/statutes/englisli/elaws_statutes-90pl5_e.htm 05/11/2014 Police Services Act, R.S.O. 1990,c. P.15 Page 32 of 99 (f)establish policies respecting the disclosure by chiefs of police of personal information about individuals; (g)receive regular reports from the chief of police on disclosures and decisions made under section 49(secondary activities); (h)establish guidelines with respect to the indemnification of members of the police force for legal costs under section 50; (i) establish guidelines for dealing with complaints under Part V,subject to-subsection (l.1); (j)review the chief of police's administration of the complaints system under Part V and receive regular reports from the chief of police on his or her administration of the complaints system. R.S.O. 1990, c. P.15, s. 31 (1); 1995,c. 4, s. 4 (7); 1997, c. 8, s. 21 (1-3); 1997, c. 17, s. 8; 2007, c. 5, s. 9 (1). Restriction JLIJ Guidelines in respect of complaints made by members of the public under Part V shall not be established by the board unless they are consistent with, (a) any procedural rules or guidelines for the handling of public complaints established under clause 56(1) (b)by the independent Police Review Director; and (b) any procedure, condition or requirement made by regulation under paragraph 26.4 of subsection 135 (1). 2007, c. 5, s, 9 (2). Members of police force under board's jurisdiction The members of the police force, whether they were appointed by the board or not, are under the board's jurisdiction. Restriction The board may give orders and directions to the chief of police, but not to other members of the police force, and no individual member of the board shall give orders or directions to any member of the police force. I<dem f, The board shall not direct the chief of police with respect to specific operational decisions or with respect to the day-to-day operation of the police force. Training of board members {5,) The board shall ensure that its members undergo any training that the Solicitor General may provide or require. Rules re management of police force LQ The board may, by by-law, make rules for the effective management of the police force. R.S.O. 1990,c. P.15, s. 31 (2-6). Guidelines re secondary activities LD The board may establish guidelines consistent with section 49 for disclosing secondary activities and for deciding whether to permit such activities. 1997, c, 8, s. 21 (4). Oath of office littp://www.e-laws.gov.on.ca/html/statutes/etiglish/claws statutes_9Opl5_e.htm 05/11/2014 Police Services Act, R.S.O. 1990,c. R15 Page 33 of 99 32. Before entering on the duties of office, a member of a board shall take an oath or affirmation of office in the prescribed form. R.S.O. 1990, c.P.15, s. 32. Agreement to constitute joint board 33. 1 Despite any special Act, the councils of two or more municipalities may enter into an agreement to constitute a joint board. Consent of Solacitor General required Q The agreement must be authorized by by-laws of the councils of the participating municipalities and requires the consent of the Solicitor General. Application of Act to joint boards The provisions of this Act that apply to boards also apply with necessary modifications to joint boards. ��l a Of 6wo,45 Three-member joint boards The joint board of municipalities whose combined population according to the last enumeration taken under section 15 of the Assessment Act does not exceed 25,000 shall consist of, (a) one person who is a member of the council of a participating municipality, appointed by agreement of the councils of the participating municipalities; (b)-one person appointed by agreement of the councils of the participating municipalities,who is neither a member of a council of a participating municipality nor an employee of a participating municipality; and (c) one person appointed by the Lieutenant Governor in Council. . ]Five-member joint boards The joint board of municipalities whose combined population according to the last enumeration taken under section 15 of the Assessment Act exceeds 25,000 shall consist of, (a) two persons who are members of the councils of any participating municipalities, appointed by agreement of the councils of the participating municipalities; (b) one person appointed by agreement of the councils of the participating municipalities, who is neither a member of a council of a participating municipality nor an employee of a participating municipality; and (c) two persons appointed by the Lieutenant Governor in Council. Option to expand joint]board The councils of participating municipalities to which subsection(4)would otherwise apply may determine,by resolution of each of them,that the composition of their joint board shall be as described in subsection(5). Seven-member joint boards Where the combined population of the participating municipalities according to the last enumeration taken under section 15 of the Assessment Act exceeds 300,000,the councils of the participating municipalities may apply to the Lieutenant Governor in Council for an increase in the size of their joint board; if the Lieutenant Governor in Council approves the application,the joint board shall consist of, http://www.e-Iaws.gov.oii.ca/html/statutes/englisli/claws_statutes_90p15_e.htm 05/11/2014