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February 12, 2015
MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING FEBRUARY 12, 2015 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A8) *January 22, 2015 Council BUSINESS ARISING FROM MINUTES DELEGATIONS 1:30 p.m. Community Access Service Youth Intern Program presentation 1:45 p.m. Four Counties Health Foundation 2:00 p.m. Port Glasgow Trailer Park Review (C80 REPORTS (C1-C10) 1. ROADS a) *Monthly Report 2. RECREATIONIEMERGENCY MANAGEMENT a) *Monthly Report 3. WATER DISTRIBUTION SYSTEM a) *Operations Report February 12, 2015 ............. Page 2 4. WASTEWATER a) Rodney Wastewater Treatment Plant— Operations Report - Fourth Quarter 2014 b) *West Lorne Wastewater Treatment Plant— Operations Report— Fourth Quarter 2014 5. BUILDING a) *Monthly Report 6. BY-LAW ENFORCEMENT 7. DRAINS 8. ADMINISTRATION a) *Report— Blue Box Recyclables Processing Agreement b) *Report— Human Resources Policy Revision c) *Report—Attendance at Meetings d) Report— Lottery Proceeds e) *Report— Fencing By-law q *Report— Port Glasgow Trailer Park Review Committee's Report g) *Report— Rodney Town Hall 9. PLANNING 10. ACCOUNTS CORRESPONDENCE (D1 — D26) COUNCIL CONSIDERATION —ACTION RECOMMENDED: 1.* Petition - Speed limit reduction request - Graham Rd; 2.* Ministry of Agricultural, Food and Rural Affairs — Revised Schedule of Noxious Weed Changes; 3.* City of St Thomas and County of Elgin — Emergency Management - Senior and Elected Officials Workshop; February 12, 2015 ............. Page 3 4.* Lower Thames Valley Conservation Authority— 2015 Budget; 5.* West Elgin Community Health Centre—Youth Safety Day, June 11, 2015; 6.* Autism Ontario — Invitation to Raise the Flag, April 2, 2015; 7.* Rodney Horticultural Society— Request to water flowers on Municipal Property; 8.* MPoWER— Funding request for Cactus Cattle and Cowboys and Home for Christmas; 9.* Ontario Good Roads Association — Multi-prong Approach in Response to Superior Court Ruling; 10.* OPP — Business Management Bureau — PSB Reporting Tool; 11.* Village of Merrickville-Wolford — Resolution — Industrial Wind Turbines; 12.* Ministry of Transportation — Consultation on Ontario's Default Speed Limit; 13.* Ministry of Community Safety and Correctional Services — Professional firefighters serving as volunteer firefighters; 14.* Elgin Group Police Services Board —2015 OPP Six month contract; 15.* Elgin County—2015 Festival and Event Partnership Program; 16.* Agriculture and Rural Economic Development Advisor— Foodland Ontario Marketing Partnership Opportunity 17.* Ontario Good Roads Association — Steadman v. County of Lambton; 18.* Aldborough Public School Volunteer Parent Council — Request to waive fees for Rodney Community Centre rental March 12, 2015. 19.* Union Gas — TransCanada Pipeline's Energy East Project 20.* Rodney Aldborough Agricultural Society— Request for support for 2015 Fall Fair; RECOMMENDED TO ACCEPT & FILE: 21. AMO • Watch file—January 22, 2015; • Watch file—January 29, 2015; • Watch file— February 5, 2015; • Highlights of January 2015 Board Meeting • 2015 Pre-Budget Submission 22. Lower Thames Valley Conservation Authority: Board Meeting Minutes — November 27, 2014 23. SCOR EDC — Notice of Annual General Meeting — March 12, 2015 24. County of Elgin --Appointments to Elgin County Land Division Committee 2015-2018 25. Ombudsman Ontario —Annual Report on Investigations of closed Municipal Meetings and Sunshine Law Handbook 26. Township of Evanturel — OPP billing in unorganized territories February 12, 2015 ............. Page 4 BY-LAWS: By-law No. 2014-81 Zegers Drain (third reading) By-law No. 2015-07 Appoint Livestock Valuers, Fence Viewers, Tile Drain Inspector By-law No. 2015-09 Remuneration — Council By-law No. 2015-10 Remuneration — Employees By-law No. 2015-11 Authorize agreement with City of London — MERF By-law No. 2015-12 Interim Tax By-law No. 2015-13 Amend Human Resources Policy By-law No, 2015-14 Council Policy—Attendance at Meetings By-law No. 2015-15 Authorize Agreement — OPP Police Services MINUTES (E1-E2) *West Elgin Arena Board —January 14, 2015 *West Elgin Recreation Committee — January 20, 2015 NOTICE OF MOTION (F1) OTHER BUSINESS (G1 —G4) 1. Minister Delegations at OGRAIROMA 2. Development of Strategic Plan 3. Council announcements 4. Closed Session — • personal matters about an identifiable individual (M.A. s.239(2)(b); • litigation or potential litigation (M.A. s.239(2)(e); * Information enclosed February 12, 2015 ............. Page 5 CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: February 22-25, 2015 OGRA/ROMA conference, Royal York, Toronto February 26, 2015 Council Information will be gathered in accordance with the Municipal Freedom of Information and Protection of Privacy Act(MFIPPA). All comments and communications received will become part of the public record unless you expressly request the Municipality to remove it. Questions about the collection of personal information may be directed to the Clerk. i MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS JANUARY 22,20'15 PRESENT Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Joe Seman Jr., Jonathan Wolf, Richard Lea#ham STAFF PRESENT Scott Gawley,AdministratorlTreasurer Norma Bryant, Clerk Heather James, Planner ALSO IN ATTENDANCE Ted Halwa, Monteith Brown CALL TO ORDER The Mayor called the meeting to order at 9:30 a.m. DECLARATION OF PECUNIARY INTEREST None ADOPTION OF AGENDA RES, NO. 1 Moved by Leathern Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin approves the agenda for January 22"d, 2045 as printed and circulated. DISPOSITION: Carried APPROVAL OF MINUTES RES. NO. 2 Moved by Bodnar Seconded by Seman RESOLVED that the minutes of the meetings held on the following date be adopted as printed and circulated: January 8, 2015 Council January 8, 2015 Court of Revision—Zegers Drain DISPOSITION: Carried BUSINESS ARISING FROM MINUTES DELEGATIONS 9:30 a.m. -New Zoning By-law Mr. Halwa reviewed his report with Council, noting that the latest draft is not that materially different from the May draft. The following was noted: • Difference between day care centre and day nursery—numbers? Location? • Add day care centre as a permitted use in I zone • Add today care centre"no greater than 5 at anyone time" January 22, 2015 .....Page 2 of 8 • Add day care centre to A3, RR, R1 and HR zones • Add estate winery to Farm Industrial zone • Map#9—roll no. 011-03908—change to A3 • Map#39, etc.—Elgin Nature Reserve change to West Lorne Woodlot The Planner reviewed her report with Council • Delete comments on section 20.3.2 • Map#79—change to Future Development rather than H-8 The Mayor asked if the minimum lot size in an Al zone should be smaller. The Ontario Building Code regulates the size of rooms. Council decided to leave as is. RES. NO. 3 Moved by Seman Seconded by Bodnar RESOLVED that the report from Monteith Brown re: New Comprehensive Zoning By-law-Status be received. AND that a second public meeting be scheduled for February 25, 2015 at 9:30 a.m., preceded by an Open House at 9:00 a.m. DISPOSITION: Carried RES. NO.4 Moved by Leatham Seconded by Wolf RESOLVED that the report from the Planner re: Staff Review of Proposed Comprehensive Zoning By-law be received; AND that the proposed zoning by-law be revised as per staff's comments. DISPOSITION: Carried Mr. Halwa and the Planner left the meeting. 1:30 p.m.—Notice of passing of by-law to close a portion of Havens Lake Road The Mayor gave some background to this by-law. The property has been appraised and Seaside has agreed to a sale price of$27,520.00 per acre. The total land is 2.33 acres. Profits from the sale of lands subject to the covenant (approximately 0.78 acres) must be paid back to the province. One person has requested to speak to the by-law. Pam Piccinato thanked Council for their support of the application. RES. NO. 5 Moved by Bodnar Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-Law to stop up and sell a portion of the road allowance known as Havens Lake Road and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.6 Moved by Leatham Seconded by Wolf RESOLVED that a By-law to stop up and sell a portion of the road allowance known as Havens Lake Road be now read a third time and finally passed,signed,sealed and numbered By-law Number 2015-05--Close a portion of Havens Lake Road DISPOSITION: Carried January 22, 2095 .....Page 3 of 8 The Mayor reported that the next step is to secure a release from the covenant from Infrastructure Ontario. REPORTS 1. ROADS 2. RECREATIONIEMERGENCY MANAGEMENT 3.WATER DISTRIBUTION SYSTEM 4.WASTEWATER 5. BUILDING 6. BY-LAW ENFORCEMENT 7. DRAINS a) Drainage Apportionment--Axford Municipal Drain Improvement RES. NO. 7 Moved by Seman Seconded by Bodnar RESOLVED that the Council approves the agreement on share of drainage assessment on the Axford Drain as requested by H&A Dieker under Section 65(2)of the Drainage Act. Original Assessment New Assessment Concession 7 Pt. Lot 19 25.4 HA. 24.57 HA. 0.83 HA. Benefit-$0 Benefit-$0 Benefit-$0 Outlet -$277.00 Outlet-$252.00 Outlet-$25.00 DISPOSITION: Carried 8. WEST ELGIN PRIMARY SYSTEM 9.ADMINISTRATION a APRIlcation for Tile Drain Loan Small RES. NO. 8 Moved by Leatham Seconded by Wolf RESOLVED that the Municipality of West Elgin Council approve the application of Randy and Michelle Small for a tile drain loan, not to exceed the amount of$50,000.00 in 2015 and $25,000.00 in 2016 for land in Lot 24 Concession 8, subject to Provincial Policy at the time of the issuing of the debenture and the availability of funds from the Province of Ontario. DISPOSITION: Carried b Report—Household Hazardous Waste Da RES. NO. 9 Moved by Seman Seconded by Wolf RESOLVED that the report from the Clerk re: Household Hazardous Waste Day be received; AND that Council approve the date of August 15,2015 for a Household Hazardous Waste Day Event to be held at the West Elgin municipal garage. DISPOSITION: Carried A - q January 22, 2015 .....Page 4 of 8 c Report—Regulation Sand Ring RES. NO. 10 Moved by Wolf Seconded by Leatham RESOLVED that the report from the Clerk re: Regulation Sand Ring be received; AND that Council approves the building of a regulation sand ring at the Rodney Park to be funded from the Parkland Reserve Fund; AND that the municipal procurement policy be followed. DISPOSITION: Carried d Report—Awarding of Waste Collection Services Contract RES. NO. 11 Moved by Leatham Seconded by Seman RESOLVED that the report from the Administrator/Treasurer re: Awarding of Waste Collection Services Contract be received; AND that Council award the garbage collection and recycling service contracts for the villages of West Lorne and Rodney to BFI Canada. DISPOSITION: Carried e) Report—2015 Budget RES. NO. 12 Moved by Bodnar Seconded by Seman RESOLVED that the report from the Administrator/Treasurer re: 2015 Budget Schedule be received; AND that Council accepts the proposed 2015 Budget Schedule. DISPOSITION: Carried 10. PLANNING See delegation—New Zoning By-law 11. ACCOUNTS RES. NO. 13 Moved by Leatham Seconded by Bodnar RESOLVED that the Mayor and Administrator/Treasurer are hereby authorized to sign Payment Voucher#1A amounting to$118,288.26 in settlement of General, Road,Water, and Arena Accounts (including cheques#18722-18829) DISPOSITION: Carried CORRESPONDENCE: 1. West Elgin Chamber of Commerce—2015 Western Elgin Community Expo, October 17,2015 2. County of Elgin—Notice of application for consent—25468 Talbot Line RES. NO. 14 Moved by Bodnar Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin have the following comments regarding Severance Application 90114 applied for by Parezanovic Farms Inc. and Michael Parezanovic. 4_ 5 January 22, 2015 .....Page 5 of 8 RES. NO. 14 cont'd In accordance with Section 6.2.9(surplus farm dwellings)of the Municipality of West Elgin Official Plan, Council supports application E90114 subject to the following conditions: 1. Subject to rezoning. 2. Subject to apportionment of Municipal Drainage assessments 3. Subject to drainage outlet&drainage agreement, if required 4. Subject to requirements of the Municipal Road Department regarding access and/or drainage. 5. Subject to no further residential development on the retained agricultural portion. 6. Subject to water and/or sewer connection fees, if applicable 7. That the owner has the necessary review and assessment conducted on the existing sewage disposal system to confirm its adequacy and/or necessary replacement. 8. Two copies of the registered reference plan,together with a copy of the said plan showing the locations and dimensions of all buildings and structures, are submitted to the satisfaction of the municipality 9. Taxes to be paid in full DISPOSITION: Carried 3. Cactus Cattle and Cowboys—Increase in budget for 2015 event Refer to Budget 4. AMO Watch file—January 8, 2015 a Watch file—January 15, 2015 • 2015 Pre-budget Submission outline • Do lower gas prices mean lower federal gas tax fund payments? 5. City of Pembroke—OPP Billing Model RES. NO. 15 Moved by Leatham Seconded by Wolf RESOLVED that the above correspondence items 1,4-5 be received and filed. DISPOSITION: Carried BY-LAWS 1. By-Law No. 2015-06—Purchase of Land (Johnston Bros.) RES. NO. 16 Moved by Leatham Seconded by Wolf RESOLVED that the mover be granted leave to introduce a By-Law to authorize the purchase of lands from Johnston Bros(Bothwell) Ltd.and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 17 Moved by Seman Seconded by Bodnar RESOLVED that a By-law to authorize the purchase of lands from Johnston Bros. (Bothwell) Ltd. be now read a third time and finally January 22, 2015 .....Page 6 of 8 RES. NO. 17 cont'd passed, signed, sealed and numbered By-law Number 2015-06— Land purchase—Johnson Bros. DISPOSITION: Carried MINUTES NOTICE OF MOTION OTHER BUSINESS 1. Visioning Exercise The following items were brought forward as important to council members: • Streetscape 1 CIP • Downtown Rodney 1 West Lorne • One price for all water connections—encourage connections • Interlink water line (looping) • Municipal factory site—advertise • ATVs I golf carts—rules,what is allowed and where • Develop Economic Development Plan • Strategic plan • 5 year review of Official Plan • Turbines—keep on working on prohibition • Promote community • School closures ■ High speed Internet access(SWIFT) • Tourism—partner with Chamber/private sector • Keep tourists here over night—where stay? • Expansion of water system north of Rodney • Roads—paving I road upgrades—Marsh, Blacks, Dunborough • County Roads—Furnival north of Rodney,then Furnival in Rodney • What is County ED doing for us? • Information session—what does public want in Rodney&West Lorne • Define Chamber—what is their role?What is municipal role? • Another road crossing over former railway tracks in West Lorne and Rodney • Increase participation in arena and recreation programs • Partnership with Entergus for walking trail between Rodney and West Lorne • Start-up help for small businesses • Phase 2—Heritage Homes • Renovation of Rodney Town Hall • Vacant Catholic School property on Furnival • Engineering study for extension of sewer and water north of Rodney • Consider upgrading office computers • Council—!Pad 1 laptops 1 phones? • Marina entrance improvements • Speed limit on paved roads • Blue Flag beach • Procedure issuing cheques—staff 1 Council • Direct deposit 1 automatic payments The next step is to group the items and provide the list to Council for ranking. January 22, 2015 .....Page 7 of 8 CLOSED SESSION RES. NO. 18 Moved by Seman Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • Labour relation or employee negotiations (M.A.s.239(2)(d); • Litigation or potential litigation (M.A.s.239(2)(e) DISPOSITION: Carried RES. NO. 19 Moved by Leatham Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried RISE AND REPORT The Mayor reported that staff had given a report on a legal matter and remuneration. 2015 REMUNERATION RES. NO. 20 Moved by Bodnar Seconded by Seman RESOLVED that Council approves the following: 1. Wage increase for all classes(full-time, part-time and Council)to be increased by the 2014 November Ontario CPI for 2015. 2. Change the policy for vacation entitlement to start after the employee has successfully passed probation vs. paying an allowance of 4% until they have successfully completed one year of service. 3. Review the Human Resources Policy on how earned vacation or banked overtime can be carried forward to the first B month of the next year(up to 40 hours) 4. Employment Equity Study to be completed in 2015. Bring in an outside consultant to lead the process. 5. Increase Eye Glass coverage to$300.00 every two years. DISPOSITION: Carried CONFIRMING BY-LAW RES. NO. 21 Moved by Seman Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on January 22nd 2015 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO. 22 Moved by Bodnar Seconded by Seman RESOLVED that a By-law to confirm the proceedings of the meeting held on January 22nd, 2015 be now read a third time and finally passed, signed,sealed and numbered By-law Number 2015- 08—Confirming By-law January 22 2015 DISPOSITION: Carried January 22, 2015 .....Page 8 of 8 ADJOURNMENT RES, NO.23 Moved by Leatham Seconded by Wolf RESOLVED that this Regular Meeting of Council shall adjourn at 3:40 p.m.to meet again on February 12, 2015. DISPOSITION: Carried These minutes were adopted on the 12th day of February,2015. Mayor Clerk 4 wPVMp •Y� Y Q x M a U " ry `A 'r898'� The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosneil, Public Works Superintendent DATE: February12, 2015 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for January, 2014 DISCUSSION: 1. Winter operations in January were light but frequent. No major accumulations were received in West Elgin, but persistent light snow and windy conditions (causing drifting) kept crews busy 22 days out of the month. 2. Tree cutting was the other main operation in January, when not busy with the snow. Elgin County supplied a list of dead trees on their right-of way which they wanted removed. Cold weather has put frost in the ground which makes conditions ideal for cutting woad 3. The Superintendent and Foreman are currently working on a new truck tender for the replacement of our 1993 International dump/plow truck. With the drop in the Canadian dollar forcing equipment prices higher, an early tender will help offset some of this additional cost. 4. A fatal accident on Hwy 401 (under Furnival Rd) January 22 caused traffic to be re-routed both eastbound and westbound via the posted EDR. Public works put out additional signs and barricades to help direct the flow of traffic, but once again, it is impossible to block every road which someone may use while following their GPS and not the EDR signage. All in all, things went smoothly, with no problems being reported on the West Elgin portion of EDR. Respectfully Submitted, Reviewed by: Lee Gosnell Cott Gawley, CP , CGA Public Works Superintendent Administrator/Treasurer V OF h 93.� The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: RECREATION SUPERINTENDENT JEFF SLATER DATE: FEBRUARY 12 2015 SUBJECT: MONTHLY REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: 1. The arena is operating with few mechanical problems, and ice use is on the increase. New Ice rates for the 2015/2016 Season have been approved by the Arena Board. 2. The Blue Flag Application was filed with Environmental Defence. We have received notification that the application has been rejected as we did not satisfy enough of the required elements at this time. A meeting has been arranged for the Beach Committee to begin preparations to have the items on the feasibility study completed for 2016 application. There will be budget implications to achieve this accreditation. 3. I have received one estimate for repairs at the pool. I was hoping to have both to facilitate discussion at this session of council. If I receive both prior to Council I will prepare a report and bring it with me. Time is going to become a factor. 4. We have had difficulty with the snow blower that we use on the sidewalks, and a private contractor was brought in to finish the sidewalks last week. 5. For those with skating ability, the Recreation Committee is promoting a Free Public Skate on February 15 2015 at the Arena to celebrate Canada Flag Day . The Canadian Flag is 50 years old in 2015, Respectfully Submitted, Reviewed by: Jeff Slater Sco#t awy, CP , CGA Recreation Superintendent Administrator/Treasurer L o. -V a u U x fn � ' n X1898' , The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: RECREATION SUPERINTENDENT JEFF SLATER DATE: FEBRUARY 12 2015 SUBJECT: MONTHLY REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: 1. The arena is operating with few mechanical problems, and ice use is on the increase. New Ice rates for the 2015/2016 Season have been approved by the Arena Board. 2. The Blue Flag Application was filed with Environmental Defence. We have received notification that the application has been rejected as we did not satisfy enough of the required elements at this time. A meeting has been arranged for the Beach Committee to begin preparations to have the items on the feasibility study completed for 2016 application. There will be budget implications to achieve this accreditation. 3. 1 have received one estimate for repairs at the pool. I was hoping to have both to facilitate discussion at this session of council. If I receive both prior to Council I will prepare a report and bring it with me. Time is going to become a factor. 4. We have had difficulty with the snow blower that we use on the sidewalks, and a private contractor was brought in to finish the sidewalks last week. 5. For those with skating ability, the Recreation Committee is promoting a Free Public Skate on February 15 2015 at the Arena to celebrate Canada Flag Day . The Canadian Flag is 50 years old in 2015. Respectfully Submitted, Reviewed by: Jeff Slater Scott G w y, CP , CGA Recreation Superintendent AdministratorlTreasurer }SSA 3Y _` ky5 'yrc'- 4 4 West Elgin Distribution System i.t5 Operations Report tf ° E January 2015 1l FA" - t {tip j 3� 71 V W— Q y1 yi4�C'Y'4�f �h. �i ( F t t f _ � z , t.2 4 EF Submitted by: Ontario Clean Water Agency - sA�; Date: January 28, 2015 +L 3s1 r x s R >s� LKYr ,Mw lil�l NP MW , r(i✓ s A.. `` '"`` ,�Li'gL _ r o 11. Ir f f��sr w r I a CLIENT CONNECTION MONTHLY CLIENT REPORT Facility Name: West Elgin Water Distribution System ORG#: 1266 SECTION 1: COMPLIANCE SUMMARY FIRST QUARTER: JANUARY: There were no compliance or exceedance issues reported this month. SECTION 2: INSPECTIONS FIRST!QUARTER: JANUARY: There were no MOIL or MOECC inspections for January. The MOECC routine inspection is scheduled in February. SECTION 3: QEMS UPDATE FIRST QUARTER: The internal audit is scheduled for April V SECTION 4: PERFORMANCE ASSESSMENT REPORT see attached Round Sheets FIRST QUARTER: JANUARY: There were no issues with water quality for January. SECTION 5: OCCUPATIONAL HEALTH &SAFETY FIRST QUARTER: JANUARY: There were no hazards identified during the quarterly health and safety inspection conducted this quarter. SECTION 6: GENERAL MAINTENANCE FIRST QUARTER:_ JANUARY: 05: Monthly meter readings 05, 12, 19, 26: Collected weekly bacti samples in the West Elgin distribution system 09: replaced wires on autoflusher remote opposite 21509 Hoskins Line; hydrant frozen on Talbot,thawed by operator but storz cap damaged, currently out of service, isolated and bagged 12: collected quarterly samples in the West Elgin distribution system;Thawed and replaced sample port on autoflusher at Crinan Line and Colley Road 02, 05, 07, 09, 12, 16, 19, 23, 26, 28, 30: West Elgin Facilities Checks and Readings 02, 09, 16, 22, 30: Weekly Autoflusher rounds in West Elgin 05, 22, 26,27: Checking Chlorine Residual at Monthly Sample Points 19: Switched duty level transmitter to ultrasonic to pressure SECTION 7: ALARM SUMMARY FIRST QUARTER: JANUARY: No alarms this month. SECTION 8: COMMUNITY COMPLAINTS&CONCERNS FIRST QUARTER: JANUARY: ^� No complaints or concerns this month. t AtrtJ f-A ! 4-. LOW Rodney Wastewater Treatment Plant . 7� 4 ` #f" Operations Report tr Fourth Quarter 2414 tf ei.:'e�'r IIFi y'-fj,�, j3 3 1 S 'M 3 E }mz �,H. M,-A t `2 `t r t , f lC 5 r Submitted by tk ` Ontario Clean Water Agency Date: January 21, 2015 5 M1i���J tS l A 5 k3 V so �.✓5§Z it ; 3 K � �F L Y• S. X � r m u.� E Facility Information: Facility Dame: Rodney Wastewater Treatment Plant Facility Type: Municipal Classification: Class 2 Wastewater Collection,Class 2 Wastewater Treatment O erational Description: The collection system consists of sewers and one submersible pumping station.The treatment facility main elements are an extended aeration process designed for combined carbon removal and nitrification.The discharge of secondary clarifier effluent is filtered and disinfected with ultraviolet light before being re-aerated and discharged to the Sixteen Mile Creek.The waste activated sludge is discharged to a lagoon for storage. Dual-point chemical addition alum is used for phosphorus removal. Service Information Areas:Serviced: Village of Rodney Design Ca acit : Total Design Capacity: 0.5901000 m3lday: Total Annual Flaw: 1291000 m3/year; Average Day Flow: 0.3531000 m3lday: Maximum Day Flow: 0.791 1000 m3lday: Treatment Process: Effluent Receiver Sixteen Mile Creek to Lake Erie Process Features Major Process Extended aeration Phosphorus Removal Continuous,Use of alum Additional Treatment Effluent filtration Discharge Mode Continuous discharge Effluent Disinfection Practice UV Disinfection Sludge Stabilization Sludge Disposal Lagoon storage Additional Process Info: Sludge is stored in lagoons;supernatant from lagoons is retreated in the plant,then released. Contacts: Senior Operations Manager: Dale LeBritton 519:768-9925,cell 519:476-5898 Business Development Manager: Susan Budden 519:680-13110x7003 2 SECTION 1: COMPLIANCE SUMMARY FIRST QUARTER: The nitrification process was inhibited due to a lower pH and temperature of the wastewater treatment plant contents. Upon recognizing the pH drop, the alum dose was lowered to bring the pH above 8, while remaining in compliance with total phosphorus concentrations. The Rodney Wastewater Treatment Plant has surface aerators that contribute to lowering the temperature of the contents within the plant. The combination of low pH and temperature contributed to non- compliances for the month of February. While we have recovered pH, the low temperatures remain an issue beyond our control. The mixed liquor suspended solids within the aeration tanks are being increased in an effort to regain a larger population of nitrifying bacteria. We slowly saw improvements in the results of total ammonia, however,the WWTP was not able to recover from the non-compliances for the month of February due to the cold temperatures continuing into March. The effluent temperature on March 4 was O.S°C and the final sample taken on March 31 has seen a rise to 6.1°C. Several attempts were made to reduce the impact of the colder temperatures which included seeding the aeration tank with mixed liquor from the West Lorne WWTP, adding sugar to the plant to provide a carbon source to activate the nitrifying bacteria and monitoring throughout plant processes. With this rise in air temperature the Rodney WWTP began nitrifying to compliance limits into April. The table below shows the specific non-compliances that were reported for the Rodney WWTP for February and March: Total Ammonia Mon Nitro en 2094-02 Monthly average Composite 9mgIL 5mgIL Unionized Ammonia 9 P p sample 2014-02-20 Single Composite 0.4mg/L 0.1 mg/L Total Ammonia 2014-02 Monthly average Composite 3.4kg/d 2.2kg/d as Nitrogen Total Ammonia 2014-03 Monthly Composite 14.4mg/L 5mg/L as Nitro Y avera a en 9 p Unionized 2014-03-04 Single sample Composite 0.58mg/L Q.1 mglL Ammonia Unionized 2014-03-19 Single sample Composite osite Ammonia 0,23mg/L 0.imglL Total Ammnia -03 Monthly average Composite 6.4kg/as Nitro on 2014 d 2.2kg/d SECOND QUARTER: There were no compliance issues for the second quarter. THIRD QUARTER: There were no compliance issues for the third quarter. FOURTH QUARTER: There were no compliance issues for the fourth quarter. 3 SECTION 2: INSPECTIONS FIR- ST QUARTER: There were no MOL inspections during the first quarter. The MOE continued the routine inspection of the system which started December 4, 2013. The inspection report was received on January 31St, 2014. There were four non-compliances with regulatory requirements identified in the report All non-compliances have been addressed and no further actions are required. SECOND DARTER: There were no MOE or MOIL inspections during the second quarter. THIRD DARTER: There were no MOE or MOL inspections during the third quarter. FOURTH QUARTER: There were no MOE or MOL inspections during the fourth quarter. SECTION 3. PERFORMANCE ASSESSMENT REPORT see attached): FIRST QUARTER: The first quarter there were 7 non-compliances with effluent limits reported to the MOE as identified in Section 1 for ammonia in the months of February and March. The objectives identified in the Environmental Compliance Approval were exceeded for ammonia during this same time. In January there were 3 design flow exceedances, in March there was one design flow exceedance. The higher flows were due to snow melt and rain. Despite these flow objective exceedances,the flow is down by 20%from the first quarter in 2013. SECOND QUARTER: There were 3 design flow exceedances in April. These higher flows are attributed to rainfall infiltration of the system. Despite the flow objective exceedances,the flow is down 5%from April 2013 flows. THIRD QUARTER: There were 4 design flow exceedances in September, they were all attributed to rainfall. Overall, the flows were increased by 15.9%for 2014 compared to the end of the third quarter in 2013. There were higher total phosphorous concentrations in the effluent than normal. This was due to dosing issues using a day tank instead of the normal tank and breakage on the injection lines. The alum storage tank requires extensive cleaning (completed in October). FOURTH QUARTER: There were 8 design flow exceedances that occurred in November and December, all attributed from snowmelt and rainfall. Overall, there has been a 2.4%decrease in flow in 2014 compared to 2013. The plant met all compliance limits in the last quarter. 4 SECTION 4: OCCUPATIONAL HEALTH &SAFETY FIRST QUARTER: JANUARY: There were no Health and Safety issues identified this month. FEBRUARY: There were no Health and Safety issues identified this month. MARCH: Wooden stairs on both sides of clarifier need new wood as wood is chipping off and gaps between cement stair and wooden frame. SECOND QUARTER: There were no Health and Safety issues identified this quarter. THIRD QUARTER: There were no Health and Safety issues identified this quarter. FOURTH QUARTER: OCTOBER: A piece of grating moved out of place while operator was standing on the grating.The operator fell into the effluent water between the effluent channel and sand filters. The grating was tied together to prevent future incidents. NOVEMBER: There were no Health and Safety issues identified this month. DECEMBER: There were no Health and Safety issues identified this month. SECTION S: GENERAL MAINTENANCE FIRST QUARTER: JANUARY: 03: Installed new heat trace on alum tank section line 09: Worked on Alum feed line 10: Finished Alum line repairs 13:Aeration motors #1, 2, 3, 5, 6 are all in operational order. #4 has motor mount issues. Informed OIC of repairs. 13: Cleared floor drain in RAS building 5 20:ACU-tech on site inspecting all lifting devices. 21: Started generator at Rodney Pump Station for monthly inspection;Alarm channel 4 went out. When arrived at pump station, generator has turned off. Ordered new air filter as other one was dirty,took old air filter out and put back into auto 22: Ran generator after new air filter installed and channel 4 was called out again. informed OIC and ORO. 23: PCT picked up binders and logbooks from MOE inspection for filing 23: Heat trace from Alum line is too hot, unplugged for night. Informed OIC, unplugged Alum pumps as no Alum coming out 24:Thaw out Alum line and hook up a water hose so flushing was possible 29: Clarifier was frozen,thawed out and flowing again 30: Clarifier torque light was on again, scum pit built up again and froze, cleared scum and running ok now 30: Adjust raker arm in clarifier to prevent it from getting hung up FEBRUARY: 10: Raised and hosed down sand filters and effluent trough 12:Added Sodium Hydroxide to raw channel to pump up pH in aeration and plant 13: PH for aeration tanks and final effluent has come back up to 8.5 17: Left East lances up for the night 18: Put lances back down and hosed down 19:Alum was not flowing, tried to flush backwards with no result. Cleaned sampler line and jug with hot water, took samples to check for ammonia problems 20: Brought up all lances for a few hours to get sand moving, worked on replacing valves and alum line for alum tank. Problem discovered at the bottom of the tank, it has solidified 21:Turned valve to bypass clarifier effluent to lagoon; hosed down middle of clarifier and clarifier weirs and put lances back down. Hosed down V-notch after clarifier, stopped bypassing to lagoon. Measured lagoon at 9" before bypassing and 8.5" after 21:Set up portable totes in RAS building to store Alum, drain from outside storage tank. Made up poly lines from tote tank to alum pump and started dose of 33 mL/min at 18:45. Pumped out alum containment area into RAS pit; approximately 2000L into pit, added about 1000L of that water to clarifier 22: Alum rate at 30 mL/min, appears to be normal 23: Pumped 1000L of containment water to clarifier, alum dosage at 30 mL/min 24:Took effluent sample to test for ammonia, pH and DO. Ammonia is decreasing 26:Tested monthly alarms, lifted lances for 20 minutes and took sample for ammonia testing 27: Raised lances up for the night and turned down to 10-11 psi 28: Upon arrival, filter building basement was flooded,turned pumps on manual. Pumped down and hosed down clarifier and cleared scum pit, put lances back down. Hosed down effluent channel MARCH: 04:Tightened fitting on Alum injector line, bleed air out of lines, now 100% alum at a rate of 41 mL/min 05: Set up Alum transfer pump to fill Alum tote 6 05:Triple S on-site at Furnival Road pump station dropping off two loads of West Lorne aeration fluid to reseed Rodney Sewage Plant 05: Albert's Generator inspected Rodney's Pump Stations generator 07: Cleaned sand filters by using hose,turning air off and putting hose down middle of lance and hosed down effluent through until clear 12: Sprayed down middle of clarifier and weirs 20:Turned generator on 'Low Oil Pressure' light came on and generator turned off. Albert's Generator on-site, added more oil and discovered that the oil pressure sender is faulty and seal is broken. Started generator again and within 40 minutes Channel#4 came out; 'over crank' and 'over speed' lights were on. Informed OIC/ORO 21: Filled Alum tote from big alum tank 31: Sprayed down South weirs SECOND?QUARTER: APRIL: 01: Gerber Electric onsite and fixed contact started for aerator#3 as it was burnt out, now 5 of 6 motors working 01: Sprayed down North weir and clarifier, v-notch and brought lances up, while spraying down bypassed to lagoon; started at 10" ended at 8 V 02: Sprayed down and cleaned weirs, clarifier, railings and walkways and walls of aerators 03: Sprayed down weirs, clarifier, walkways and railings 04: Transferred Alum from big tank to day tank; hosed down aeration weirs and middle of clarifier and weirs. Brought lances up and sprayed down final effluent channel 08: Aeration#4.motor had oil all over walkway, used floor absorbent and#6 had a little bit of oil too 09: Hosed down sand filters and brought lances up, sprayed down effluent channel and kept hose in there to flush out, getting ready for UV lights 09: Put UV system in channel and changed out burnt bulbs-all OK 14: Sprayed down effluent channel 16; SCADA system had filter reject pumps faulted and alarm logger had high level, restarted on SCADA system and on MCC- all was ok 17: Pumped out alum containment and filled alum day tank. Sprayed down clarifier weirs and middle of clarifier 23: Changed 3 UV lights as they were burnt out. Repaired wiring under raker walkway. Installed decant pump and hosed down final effluent channel 24: Sprayed down middle of clarifier and weirs 28: SCADA system had reject pumps faulted, when restarted on SCADA they kept faulting, when onsite all were working after restarted on MCC 30: Channel #8 came out at 05:25 and 06:30, by the time the dialer was called, all channels were normal; high flow due to heavy rain storm all day and night. When arrived v-notch was higher than normal MAY: 7 i 02: Filled Alum day tank 02: Hosed down aeration weirs, clarifier weirs and middle of clarifier 08: Paris from Flowmetrix calibrating flow meter 09: Hosed down UV channel 12: Dosed down sand filters and effluent channel 15: Ch#8- high v-notch- bypassed to lagoon to flush from v-notch to sandfilters- level now OK 21: Filled Alum day tank, hosed down middle of clarifier and weirs, sprayed down UV channel 21: Pumped out Alum containment 22:Start up of decant pump; 79 m3/day 23: Furnival Rd Pump Station generator ran for monthly work order 23: No water coming out at plant from decant pump,turned off until solution found 23: Changed WAS from 2.2m3 to 2.5 m3 30: Completed all monthly alarms. Raw sampler was off, reset breaker and now OK JUNE: 04: Sprayed down middle of clarifier and weirs, primed decant pump- nothing 05: Hosed down aeration walls and walkway, primed decant pump- nothing, filled Alum tote 11: Brought lances up and cleaned 12: Filled Alum tote 13:Turned Rodney WAS from 2.5 m3 to 2.8 m3 16: Ran pump station generator, all okay but would not turn back off- kept in auto and turned off by itself. Turned WAS from 2.8 m3 to 3.1 m3 16: Cleaned UV lights and sprayed down UV channel while racks were out of channel 18: Brought lances up for the night 19: Hosed down clarifier weirs and middle of clarifier in morning, and again in afternoon. Sprayed aeration tank walls, railings and walkways, and aeration weirs. Turned WAS from 3.1 m3 to 3.4 m3 20: Hosed down clarifier weirs and middle of clarifier 23: North wall filter not pulling up sand, used hose to clean out filter and rag was stuck- all OK now 24: Channel#4 alarm disabled as calling out a lot during power outages but everything was running OK. Turned WAS from 3.4 m3 to 3.7 m3 25: Put sump pump down in reject pit to pump out north side. All pumps on Furnival Rd Pump Station are running okay. Put channel#4 back into service—Normally Closed-tested low-level alarm, alarm did not reach dialer. Reset Bristle in office, lights were off to communication to Building B &C. Reboot SCADA computer, swapped lower comm. Board RPU1 but still no communication with Building B, downloaded RPU 1. 26: Sump Pump out of reject pit to pump Alum to tote. Turned WAS from 3.7 m3 to 4.1 m3 27: Replaced injection line as it broke off 30: Completed monthly alarm checks THIRD QUARTER: JULY: 02: Hosed down sand filters and left them up. 03: Put lances back down. Alarm #08 for power fail and channel#4, reset MCC, reset backwash pump. Kept hose in North lance to clean sand for two hours, now ok. 8 04:Sprayed UV channel. 09:Annual W.O. for aeration#1, 2, 3. Hosed down walkway, railing, and walls of aeration. Hosed down clarifier weirs, middle of clarifier, and aeration weirs. Cut grass at plant. 10:Sprayed down clarifier weirs and middle of clarifier. Filled Alum tote. Completed annual W.O.for aeration #4, 5, 6. Finished cutting grass. 10:Albert's Generator on-site for Furnival Road generator for annual inspection. 11: Cut grass around lagoon. 14:At 09:25- Power flicker, restored power, pumped out filter basement. Hosed down UV channel and sand filters. No Alum to plant- pump was ok, injection line was leaking, replaced fitting-all ok. Left Alum a bit higher as not sure how long plant went without Alum. Took sample to test for phosphorus and ammonia. 16: Hosed down sand filters and UV channel. Completed monthly alarms. 17: Call out at 06:30 for Power flicker, Operator came to plant and restored power. No Alum to plant- clogged on suction line-took apart pump, and now ok. 21: Hosed down sand filters and UV channel. 22: Low Alum to plant 20mL/min:. Injection line was leaking,took PVC piping apart and it was clogged, replaced fittings. Phosphorus was 0.26, kept Alum at 81mL/m1n for the night. Brought lances up to clean filters. 23: Put sump pump in North side of filter basement to drain. Phosphorus now at 0.16,turned down Alum and sent samples to lab. 24: Brought lances up for 3 hours. 25: Hole in injection line. Replaced injection line. Alum now solidifying at bottom of Alum tote, raise suction line off of Alum tote bottom, Alum now running ok. Filled Alum tote. 28: Cleaned UV lights as per work order and hosed down UV channel while a rack was out. No alum again,flushed discharge side of pump and alum now working. 30: Sprayed down clarifier and weirs and scum trough 31: Alum pump lost prime, took pump apart and now OK. Put decant pump back into place AUGUST: 01: Pumped down alum containment, filled alum tote and measure alum tank at 143" 05: No Suction on alum pump, unclogged injection line 07: Checked alum and it was leaking at the pump,stopped pump and flushed alum line to unclog discharge side and primed pump 08: Put foot valve on bottom of suction line for alum, did not work as it clogged right away 11:Tried decant pump, no suction,took it apart and added more nuts and still no suction. Flushed discharge side of alum 12:Took apart decant suction pipe and flange and used liquid gasket to seal. Running approximately 70 m3/day 13: Flushed out discharge side of alum line,took apart pump and cleaned out, cleaned suction side of injection line 14: Channel 8, high effluent at V-notch, by passed to lagoon to empty channel, must have been clogged 15:Sprayed down clarifier at 13:30 and 14:10. Sprayed down UV channel 18: Flushed discharge side of alum, took apart pump. Mopped facility 9 19: Pulled both pumps at pump station and cleaned rags 21: Brought lances up for the day and sprayed them down 22: Filled diesel tank for pump station generator from %full to 1 full 25: Pumped out valve chamber at Pump Station. Channel 4 came out, everything was OK, and generator was still running on emergency for monthly workorder 27: Cleaned weeds around stairs, buildings and walkways. Bolted railings on stairs at filter building and took off hazardous wooden stairs _ 28: Flushed alum discharge side, raised injection line in alum tote 29: Cleaned out alum tote and emptied it. Filled alum tote back up SEPTEMBER: 02: Sprayed down UV channel. High level came out @ 13:35, arrived at Pump Station at 14:20, level was at 9.04m, pumped down to 7.04m. High V-notch, watched it drained down.All OK. 03: Cleaned office building, filter building and RAS building. Sprayed down bar screen, aeration tank walls, railings and walkways. Swept RAS floor. Pumped out alum containment. Sprayed down clarifier weirs and middle, and aeration weirs. Grass cut. 04:Sprayed down UV channel and clarifier. Cleaned out RAS containment. Cleaned and sprayed alum containment. Mop office floors, trim weeds and moved piping 05: Sprayed down aeration weirs. Removed north stairs and level out gravel. Sprayed down clarifier. 08: No alum pumping out, flushed discharge side and cleaned out pump and injection line. Monthly generator workorder completed. 11.Spray down UV channel. Filled alum tote 15: Replaced ceiling bulbs-one fixture in RAS building needs to be replaced 16:Tested monthly alarms. Flushed out alum lines and cleaned alum pump 17: Channel 8 came out-when arrived v-notch was high but slowly going down. Made sure water is going through filter building- high flows through there also. Contacted WTP operator-flushing hydrant into sewer causing high flows coming through the plant 18: Primed alum pump as air in discharge side of pump. Channel 8 came out-kept an eye on it, checked filter building, high flow through there too 19: Sprayed down UV channel. Flushed out alum discharge side line and cleaned pump 22: Flushed out alum discharge line and cleaned injection side 24: Sprayed down UV channel, clarifier middle and weirs 25: Filled alum tote. No decant to plant, checked pump- it was still running but no water and very hot to touch. Tried priming pump and unsuccessful. Lagoon level at 14". Pumped out alum containment 26: Put sump pump down in filter basement to pump out north side of basement 29: Flushed alum discharge side and cleaned pump, Sprayed UV channel, completed work orders for aeration motors 1,2,3,5,6 FOURTH QUARTER: OCTOBER: 01: Decant pump stopped pumping, attempted to prime pump 02. Connected hose to decant pump to back flush line 06: Alum solidified at the bottom of the chemical tank, unable to pump more alum into the day tank 08: Cleaned discharge side of the alum pump, sprayed the middle and weirs of the clarifiers 10 10: Sprayed the UV Channel 15: Channel 4- power flicker reset main breaker at facility, and replaced the phone jack for the dialer 16: cleaned discharge side of alum pump 21: Decant pump back online 22:Triple S Sanitation onsite to clean the chemical alum tank 23:Triple S Sanitation back on site to continue cleaning the chemical alum tank, and added 12 Jugs of Alum from West Lorne to the day tank 24: Cleaned and removed UV lights for the winter, and sprayed middle and weirs of the clairifiers 29: Cleaned suction and discharge side of alum pump 30:Attempted to run Gen Set at Rodney Pump station, but generator stopped running after 10-15 minutes. 31: Installed new valve and piping on alum tank outlet, attached heat tracing and plugged in NOVEMBER: 05: Channel 8 hi flow- surcharge at V-Notch opened valve to lagoon for 3 minutes 06: Received alum 07: Secured grating over sand filters 13: Cleaned middle and weirs of the clarifier 20: Channel 4 alarm- Started Gen set for monthly check. The generator ran for 15-20 minutes and shut off with over crank and over speed lights on. 22:Albert's on site to inspect generator 25: Reversed flow on RAS pumps DECEMBER: 01: Flowmetrix on site to calibrate RAS Flow meter as per annual work order 02: Covered vents of clarifier for winter and shut yard hydrant off for the winter (put heat trace and pipe insulation on alum line) 07:Aerator#1 had unusual vibration and noise, upon further investigation noticed the spider joint was damaged. Will replace Spider joint in the New Year 12: Sprayed middle of clarifier, weirs, cleaned out rags from rack above scum pit and flushed scum pit 17:Alum delivery 18: Sprayed middle of clarifier, weirs and flushed scum pit 29:Turned off and stored decant pump for the winter SECTION 6: ALARM SUMMARY FIRST QUARTER: JAN VARY: No alarms this month. FEBRUARY: 02: Sanitary well high level, used sump pump to pump down into filter reject pit. Discharge pipe split, needs repair, will require 2 operators and a confined space entry. Alum was froze, now running. 1i MARCH: No alarms this month. SECOND QUARTER: APRIL: 12: 10:00; Rodney power flicker, reset main breaker and reset backwash filter pumps 26: 08:45; Power flicker, reset main breaker MAY: 21: 19:30; Power failure- reset main breaker and backwash pumps JUNE: 24: 19:00; Power failure- reset main breaker and backwash pumps THIRD QUARTER: JULY: 01:06:30; Power failure, reset MCC and plant checks AUGUST: 19: 20:22; Power outage due to thunderstorm; reset breaker, pumped down filter building, restarted decant and primed 20: 19:50; Callout power fail at 18:55, restarted power and decant pump SEPTEMBER: 01: 18:00; Power flicker causing Filter Building High Level Alarm, High pressure RAS alarm. FOURTH QUARTER: OCTOBER: No alarms this month. NOVEMBER: 24: Channel 8 alarm- High effluent flow due to heavy rain and snow melting. Operator checked V Notch and sand Filters to make sure there were not plugged- all ok. 24: Power failure and power flicker- Power was out in the area for approximately 2 hours. Monitored plant and pump station during the power outage. Once power was restored operator ensured all pieces of equipment were reset. DECEMBER: 07: Power outage due to thunderstorm; reset breaker, pumped down filter building, restarted decant and primed. SECTION 7: COMMUNITY COMPLAINTS&CONCERNS FIRST QUARTER: There were no complaints or concerns for the first quarter. 12 SECOND DARTER; There were no complaints of concerns for the second quarter. THIRD QUARTER: There were no complaints of concerns for the third quarter. FOURTH QUARTER: There were no complaints of concerns for the fourth quarter. 13 >r W 'st Lorne Wastewater Treatme nt nt Pla nt Collection S yste m �y;�5i{3 s I aI_G iu t�sy��a,�'��;4E„-`.�;Lv✓f w�z K�.X s J 3 r t v Ss t k z - - ix ` ' Operations . Report or t� Fourth Quarter 2014 W y NI VII Submitted by: ` 4 Ontario Clean Water Agency Date: January 21, 2015 e f y h aifrN vF -- r. t, - t`s�.,i� F i• - ".� ?;Ip, ..,, '..:.•. a j'2'..x�4'z ,�y Lfi .. . t r ' R�t f. -s v4w v' Facility Information: Facility Name: West Lorne Wastewater Treatment Plant&Collection System Facility Type: Municipal Classification: Class 2 Wastewater Collection,Class 2 Wastewater Treatment Operational Description: The village of West Lorne is served by an extended aeration Wastewater Treatment Plant,comprised of aeration,clarification,filtration,disinfection and sludge disposal. Also included is the collection system with one pumping station and a sanitary sewer system. The operations are in accordance to ECA#3- 0442-90-938,which covers the entire plant including the pumping station. The collection system consists of sewers and one submersible pumping station.The treatment facility main elements are an extended aeration process designed for combined carbon removal and nitrification.The discharge of secondary clarifier effluent is filtered and disinfected with ultraviolet light before being reaerated and discharged to the Zoller Drain and then Brocks Creek.The waste activated sludge is discharged to a lagoon for storage. Dual-point chemical addition alum is used for phosphorus removal. Service Information Areas:Serviced: Village of West Lorne Design Capacity: Total Design Capacity: 0.900 1000 m3lday: Total Annual Flow: 201 1000 m3lyear: Average Day Flow: 0.550 1000 m3lday; Maximum Day Flow: 1.5671000 m3lday: Treatment Process: Treatment Process: Effluent Receiver Zoller drain to Brocks Creek to Lake Erie Pr—o� Features Major Process Extended aeration Phosphorus Removal Continuous Additional Treatment Effluent filtration Discharge Mode Continuous discharge Effluent Disinfection Practice UV Disinfection Sludge Stabilization Sludge Disposal Lagoon storage Additional Process info: Sludge is stored in lagoons. Supernatant is re-treated in the plant before release. Contacts: Senior Operations Manager: Dale LeBrifton 519:768-9925,cell 519:476-5898 Business Development Manager: Susan Budden 519:680-1310x7003 2 SECTION 1: COMPLIANCE SUMMARY FIRST QUARTER: There were no non-compliances with the Environmental Compliance Approval for the first quarter. SECOND QUARTER: There were no non-compliances with the Environmental Compliance Approval for the second quarter. THIRD QUARTER: There were no non-compliances with the Environmental Compliance Approval for the third quarter. FOURTH QUARTER: There were no non-compliances with the Environmental Compliance Approval for the fourth quarter. SECTION 2, FIRST QUARTER: There were no MOE or MOL inspections during the first quarter. SECOND QUARTER: There were no MOE or MOL inspections during the second quarter. THIRD QUARTER: There were no MOE or MOL inspections during the third quarter. FOURTH QUARTER: There were no MOE or MOL inspections during the fourth quarter. SECTION 3: PERFORMANCE ASSESSMENT REPORT FIRST QUARTER: There were 5 design flow exceedances for January, 1 design flow exceedance for February and 10 design flow exceedances in March. These were all due to snow melt or rain infiltration to the system. Despite these flow exceedances the flow is down 6%from the first quarter in 2013. SECOND QUARTER: There were 7 design flow exceedances for April. These high flows are attributed to rainfall infiltration to the system. The raw flow to the plant has increased 1%from April 2013. THIRD QUARTER: There were 3 flow exceedances in September, all are attributed to rainfall. Overall, there has been a 5% increase in flows in 2014 compared to 2013 third quarter. Suspended solids objectives were exceeded due to increase algae growth over the summer months. Filter repair would resolve this issue. 3 FOURTH QUARTER: There was one design flow exceedance in this quarter, it occurred on November 24th with a flow reading of 1198m3/d due to rainfall. Overall, the flows in 2014 are up 1.5% compared to 2013 raw flows. The plant met all compliance limits in 2014. SECTION 4: OCCUPATIONAL HEALTH &SAFETY FIRST QUARTER: There were no Health and Safety concerns this quarter. SECOND QUARTER: There were no Health and Safety concerns this quarter. THIRD QUARTER: There were no Health and Safety concerns this quarter. FOURTH QUARTER: There were no Health and Safety concerns this quarter. SECTION 5: GENERAL MAINTENANCE FIRST QUARTER: JANUARY: 03: Removed 2nd alum mixer block for winter 09:Alum pumps cleaned off alum residue 09: Closed scum pit chamber; closed interconnecting valve from East to West Lagoon 10:Tested alarms; sanitary high level flood float needs to be replaced 10: Opened scum trough to fully fill chamber past pipes 23: Hosed down weirs and cleaned out drains from weirs 24: Pumped up Alum to flush out line, now reading 39ml/min 27: Noticed that the skimmer on West Clarifier was not moving;chain has slipped off of sprocket. 30: Noticed that East Clarifier chain has now slipped off too. 31:Start draining west clarifier to repair flights block off inlet: 31:Turned off RAS/WAS pump from west clarifier- P107 and P108, as clarifier was draining faster than thought FEBRUARY: 03: Manually pump down West Clarifier for repairs, Adjust WAS from 3.30 to MAX. Adjust RAS time 8 min to MAX, 6.00 m3 to MAX. Ensure P105 and P106 are off and P107 and P108 are on. Put WAS back to 3.30 m3, RAS back to 8 min and 6.00 m3. Turned P107 and P108 off, P105 and P106 back into auto 04:Turned P107&P108 into auto, P106 off;Turned WAS and RAS back to MAX to drain West clarifier. WAS/RAS pipe was frozen at elbow, got sump pump to pump tank down more. Did not work. Put WAS back to 3.3m3, RAS back to 6.00m3 and turned P107 and P108 off. 4 05: West Clarifier was not able to fully empty as pipe frozen, informed ORO and put West clarifier back in service/filled to thaw out pipes and wait until warmer weather 05:ACU-Tech on-site inspecting all lifting devices 06: Put chain back on sprocket in East Clarifier, kept it off as gears are frozen 07: WAS turned down to 0.00 as settling test was very low. East clarifier now working and P106 is on. Pumped out West Lorne Pump Station chamber. 11: Cleaned effluent weirs 13: Cleaned weirs and effluent channel, kept WAS off, turned P109 back into auto 17: Adjust waste volume from 0.00 to 1.00 m3 X3 25:Turned Rodney STP wasting down from 3.0 m3 to 2.6 m3 as MLSS results have decreased 26: Reduced WAS from 1.0 m3 to 0.5 m3 as MLSS decreased. Tested alarms for monthly alarm checks 27:Thawed out bar screen. Noticed that East Clarifier chain that runs from motor is off of second sprocket due to ice buildup; still running properly. Turned off breaker, put second sprocket back on chain after thawing and fixing it;turned East clarifier back into service, all OK. 28: Ice built up on sprocket again, thawed out. OK now MARCH: 05: Primed Alum pump 05:Triple S on-site to take one load from West aeration tank and one load from East tank and to bring it to Furnival Rd pump station 06: Checked all fall protection equipment for faulty hooks- all ok 10: Locked out Blower#2, as emptied oil and not right oil here 14: Cleaned screen after weirs, and cleaned effluent channel 20: Monthly work order for generator ran at Marsh Line pump station 21: Monthly work order for generator ran at Main plant 26: Alum delivery 27: Cleaned office, lab, bathroom and garage, and alarms tested 28: West Clarifier was almost empty when doing checks, inlet to clarifier was full of rags-cleaned all rags and dumped in garbage bin. P106 was not running in auto, only P07 was working, therefore draining tank all night. Put P106 back into auto and made sure tank was filling by end of shift. Sprayed down weirs. SECOND QUARTER: APRIL: 03: Pumped out Marsh Line Chamber 04: New batteries replaced in emergency lights 08: Restarted Alarm Logger computer as messages where coming in 6 hours late 09: Hosed down effluent channel and put UV lights in channel for season 09: Sprayers to aerators are now working 14: Hosed down effluent channel and put screen in before UV lights 16: Sprayed down clarifier and weirs 17: Sprayed down final effluent channel 18: Synced up times on SCADA computers to stop late messages on Alarm Logger 24: Hosed down final effluent channel and work trucks, tested monthly alarms 5 25: Main plant generator would not start, South battery was completely dead, bought a new one and now working well 28: Cleaned screen in effluent channel, pumped out RAS chamber 29: Replaced UV bulbs, checked on UV at 12:50 the top board was smoking and smelt burnt. At 13:30 checked on it again and top board was off,tried to turn it on and started to smoke, turned whole UV system completely off and informed OIC. OIC then took board apart and disconnected it; now only the two middle racks of UV lights are in the channel - 30:Turned WAS volume from 0.5 m3 to 1.0 m3 and hosed down final effluent channel MAY: 02: Hosed down clarifier and effluent channel 05:Set wasting amount to 100,000 m3 to start repairs on West Clarifier, hosed down clarifier, weirs, UV channel. Set plant back to operate on East Clarifier only 06: Drained the rest of West Clarifier, pumped out RAS/WAS chamber- Not quite emptied and clean. Put plant back to operate on East clarifier only. Also turned up Alum pump to reach a higher alum dosage 06: Flowmetrix onsite calibrating flow meter 07: Continued with draining of the West clarifier, sprayed down clarifier to help drain faster. Put plant back to East Clarifier 08:Turned up alum to reach higher dosage, sprayed down West clarifier 09:Sprayed down walls and extra sludge from west clarifier, now ready for repairs, sprayed down UV channel and east clarifier weirs . 12: Ran main plant generator for monthly work order, turned Alum up a little more to help with dosage due to rain storms 13: Reconnect West Clarifier chain, add new links wherever old ones were broken and hosed down clarifier walls and floor. Hosed down UV channel. Three flights were installed, repairs are complete 14: Started fixing West Clarifier, once half full turned P107 &P108 back into auto, east clarifier starting to drain because of RAS being high and filling of west clarifier. No final effluent water while filling, turned off sprayers for the night as no water 15: Both clarifiers are full and are running good, turned sprayers back on and unclogged 15: Hetek Solutions onsite to calibrate and test gas alarms in grit room- all OK 16: Cleaned UV channel, turned WAS up from 2.8 0 to 3.8 m3 as solids are high 22: Sprayed and cleaned UV channel 23: Changed WAS from 3.8 m3 to 4.0 m3 26:Tested monthly alarms 27: Sprayed down UV channel and weirs and kept hose in channel to help flush out channel and sprayed down Scum chamber to pumped to lagoon to start decant 27: UV ballasts now installed -all lights are working and in the UV channel 29: Marsh Line pump station generator ran for monthly work order, pumped out Marsh Line chamber JUNE: 03: Sprayed down clarifier, weirs and UV channel 06: Sprayed down East and West clarifier walls, weirs and UV channel. 09: Hosed down UV channel 6 11: Sprayed down UV channel in the morning, sprayed down clarifier, weirs and UV channel in the afternoon 13: Wasted east clarifier 3 full extra WAS cycles to decrease sludge blanket. Sprayed down East and West clarifier and weirs 16: Completed work orders #3120150, #3120708, #3120151, #3120152, #3120153, #3120146. 17: Sprayed down all flights and chains in East and West clarifier. Sprayed down inlets of both clarifiers, weirs and walls of algae growth in the morning. Again in the after, hosed both clarifiers, weirs and UV channel 18: Completed work order#3027145 on Blower#2, switched blower duties from %to 2/1. Lockout/ tagout Blower#1, opened both sides of blower to cool before changed oil. Completed work order# 3027144 on Blower#1 19: Opened west clarifier scum trough. General Chemical on-site for Alum delivery from 1,45m to 2.85m. Turned Alum dosage up as phosphorus was climbing as per OIC. Turned WAS from 4.0 m3 to 4.1m' 20: Sprayed down UV channel in morning and afternoon 23: Cleaned lab and equipment 24:Turned WAS from 4.1 m3 to 4,2 m3. Cleaned UV channel in morning and in afternoon cleaned clarifiers, weirs and UV channel 25: Rodney no SCADA update since 18:40 due to storm, downloaded RPU 1 26: RAS block moved a bit to equal flow as it was moved the slightest bit. Ran an extra WAS cycled from East clarifier with both P105 and P106 running. Turned Alum up for a bit for the night as Phosphorus high 27: Sprayed down weirs at 10:00 and 14:30, sprayed down UV channel. Turned Alum back down as it was reading 74 mL/min 30: Cleaned UV lights and racks as per work order#3120148. Completed monthly work orders and alarm checks THIRD QUARTER: JULY: 02: Sprayed down clarifier weirs and UV channel 04: Cleaned garage/office/lab, cut grass 07:Turned up alum as raining all day, cleaned UV channel, completed W.0#3140750, 3140745 08: Kept alum up because of rain all day again, cleaned lab and equipment 11: Sprayed down UV channel, weirs and clarifiers and cut grass around lagoon 11: Albert's Generator on-site for annual inspection for main plant generator and Marsh Line generator 14: Tested monthly alarms 15: Used microscope for activated sludge and raw water 16: Changed WAS from 4.2m3 to 4.1 m3, sprayed down UV and clarifier weirs. Sprayed down UV channel and Weirs again, cleaned inside of truck and box of truck 18:Swept and mopped facility 21: Sprayed down UV channel, cleaned truck 24: Cleaned UV lights and channel 28: Sprayed down clarifier weirs and UV channel 7 29: Sprayed down clarifier weirs 30: Emergency lights were flickering when arrived onsite, sprayer pump was off and bar screen motor would not work. Called Hydro One to come and fix hydro line as it was tripped out at the road. Hydro One fixed problem at 13:00, restarted pump and motor and both were up and running. Completed UV light work order, hosed down UV channel when UV racks were out of channel-one at a time. Bell services on-site fixing phone line-all repaired. 31. Cut grass at Marsh Line pump station, completed alarm checks at pump station. Completed all monthly alarms AUGUST: 06: Pump#1 at Pump Station tripped out, reset and put pump#2 into duty 1. Pump#1 still tripped out after reversed it, put in Lock-Out 07: Sump pump tripped out reset it and main power went out, only half lights and some pumps. Turned Generator on emergency and ran plant on generator until Hydro-One showed up at 12:25. Restored power and turned generator off, restarted all pumps and lights. Sprayed down clarifier, weirs and UV channel. 08: Sprayed down weirs and UV channel. Pulled P100 at Pump Station and unclogged it, now running back in duty#1 11: Cleaned bathroom, office and lab. Sprayed down clarifier 15: Sprayed down clarifier flights and chains, walls of clarifier tanks and weirs. Swept facility floors, sprayed down UV channel 18: Swept facility; office, lab, hallway, bathroom and locker room then mopped. 19:Sprayed down UV channel, installed P102 at Pump Station-Ser. #9410043. Removed P101- damaged power cable, oil in stator, water in oil. Cleaned bathroom. Completed work orders for P100, P101, P102. 20: Sprayed down weirs and clarifier 25: Completed work order for Marsh Line pump station generator 26: Sprayed down clarifier, weirs and UV channel. 27: East Lagoon level- 66", West Lagoon level- 34" 29: Sprayed down UV channel, clarifier weirs. Completed work order for UV lights. General Chemical on-site for Alum delivery SEPTEMBER: 02: High level at West Lorne Pump Station, when arrived level was at 2.88m, put both pumps into hand. Level went up to 3.19m. Kept Pump#1 in hand and informed Operator on call, Pump #2 in auto. 03: Cleaned facility 04: Cleaned floors of facility, cut grass at Marsh pump station and cleaned building 05: Sprayed down UV channel, weirs and clarifier flights and chains. Completed monthly alarms. 08: Completed monthly generator work order for West Lorne main plant and Marsh pump station. 08: Communication fail at Pump Station, checked station, RPU ok, road crew cutting roadside cut Bell pedestal, 768-1320 also dead, WLSTP phone lines ok, Ch 28 disabled on STP dialer, rearmed dialer 09: Still no communication with Pump Station on SCADA, level was 0.81m, pump 1 was on when arrived. Called Bell services, scheduled to come out tomorrow. 8 10: Bell on-site at 08:45 at Pump station to fix Bell line, phone is now working, still no Communication to SCADA. 11: Changed light bulbs in office and alum room emergency lights- all OK now. Changed light bulbs in ON/OFF lights on MCC. Swept and mopped facility. Bell on-site at Pump Station on Marsh line fixed data line, now have communication to pump station. 12:Sprayed weirs down and clarifier 1S: Changed out burnt light bulbs in facility 17:Sprayed down weirs and clarifier 18:Sprayed down UV channel 22: Sprayed down UV channel 26: Blower 1 is locked out- it will not start or run. Checked fuses on blower 1 fan and reset panel, blower now running in duty 1. Sprayed weirs in clarifier 30: Completed testing monthly alarms FOURTH QUARTER: OCTOBER: 02: Sprayed down clarifier and UV Channel 06: Mopped and Swept Floors. Switched Blower duties from Yz to 2/1 at 0740; at 1230 blower#2 started to make loud noises- switched blower duty back from 2/1 to 07: Took alum from West Lorne Alum tank for Rodney WWTP as none left and tank must be cleaned before filling. 14:Took UV lights out to clean, and flushed UV channel 16: Sprayed down Clarifier and weirs 17. Sprayed down UV Channel 24: Cleaned UV Channel. Turned off UV lights for the winter. 28: Gathered Fire Extinguishers for annual inspections Cleaned transducer head of milltronics because reading erratically. 29: Ran generator for West Lorne WWTP NOVEMBER: 06: General Chemical on site to deliver alum milltronics at start 1.33m and stop 2.863m 13:Annual inspection completed on all fire extinguishers 17: Flushed effluent channel 26: Swept and mopped floors 27: Sprayed clarifier flights and weirs DECD 01: Flowmetrix on site to calibrate RAS/WAS flow meter 04:Sprayed down flights and weirs of clarifier; Added 12.5 kg of soda ash to aeration tanks to help with pH 05: Opened interconnect valve of lagoons to equalize lagoons and shut off decant pump 17:Alum delivery 18: Changed fuse in influent auto-sampler 24: Received P101 for West Lorne Pump station 9 SECTIONS: ALARM SUMMARY FIRST QUARTER: JANUARY: 06: 00:24; Power failure; emergency lighting and same panels still on, indicating a dripped phase; Hydro One called 06:04:30; Power restored; shut down generator 11: 08:45; West Lorne Pump station high level alarm; No power, started generator and pump#2 started, put pump #1 into hand, wet well went back to normal level,turned pump #1 back into auto. Hydro One called. Power came back on around 10:15, shut off generator FEBRUARY: There were no alarms this month. MARCH: There were no alarms this month. SECOND QUARTER: There were no alarms this quarter, THIRD QUARTER: JULY: There were no alarms this month. AUGUST: There were no alarms this month. SEPTEMBER: 02: High level at West Lorne pump station due to heavy rain. FOURTH QUARTER: OCTOBER: There were no alarms this month. NOVEMBER: 24: Power Failure-Started up generator at facility. Once power was restored ensured all equipment was functioning properly. DECEMBER: There were no alarms this month. SECTION 7: COMMUNITY COMPLAINTS& CONCERNS 10 FIRST QUARTER: There were no complaints or concerns this quarter. SECOND QUARTER: There were no complaints or concerns this quarter. THIRD QUARTER: There were no complaints or concerns this quarter. FOURTH QUARTER: There were no complaints or concerns this quarter. 11 iy QF V MnVNe �� db [r 4 S T � U x � 2 Q The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOHN NOOREN, DEPUTY CHIEF BUILDING OFFICIAL DATE: February 12, 2015 SUBJECT: BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for January, 2015 No. of Permits Issued for Month of 2015 2014 January SFD New/Additions/Reno Units Demolitions Storage New/Additions 1 Buildings Demolitions Garages) New Car Ports Demolitions Farm New/Additions Buildings Demolitions Other New Demolitions Septic Permits Renovations 1 Estimated Value for Month of January $ 00.00 $ 13,000.00 Permit Revenue for Month of January $ 00.00 $ 442.80 DISCUSSION: Inspections completed as requested and in accordance with Act. Zpectft�ily Sub a Reviewed by: �r' ooren 'Scott Gawley, P.A., C.G.A uty Chief Building Official Administrator/Treasurer `U,F V YPVHq ac. !Y i. The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: February 12, 2015 SUBJECT: Blue Box Recyclables Processing Agreement RECOMMENDATION: THAT a by-law to authorize the signing of an agreement with the City of London be brought forward. INTRODUCTION: The Municipality of West Elgin has authorized a new Waste Management Contract with BFI Canada. As part of this contract, BFI will be taking all recyclables collected to the MERE facility operated by the City of London at 3290 Manning Drive. DISCUSSION: Attached is a draft Blue Box Recyclables Processing Agreement with the City of London. This same agreement has been entered into with the other users of the material recovery facility. These municipalities share in the net revenue from recyclables sent to this facility. It is estimated that revenue for West Elgin would be $2,500 per year. An example of how the revenue is calculated is found in Schedule "F" (pages 20-21). Other benefits of entering into this agreement include an increase in the type and amount of recyclables, sharing of advertising, bulk buying of blue boxes, etc. Through time it is anticipated that the amount of recycling will increase for Rodney and West Lorne with blue box pick-up and a decrease in the amount of garage taken to the landfill. Respectfully Submitted, Reviewed by: Norma I. Bryant, WonBA,AMCT ' °Scott Gawley, C A, CGA Clerk Ad min istrator/Treasurer Attachments Blue Box Recyclables Processing Agreement Blue Box Recyctabies Processing Agreement This Agreement made the_day of ,2015. BETWEEN: THE CORPORATION OF THE CITY OF LONDON hereinafter referred to as the"City" OF THE FIRST PART -and- THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN hereinafter referred to as the"Partner Municipality" OF THE SECOND PART Whereas the City owns as part of its recycling program a Material Recovery Facility,the purpose of which is to sort, process and prepare recyclable materials for sale in the marketplace; And Whereas the Partner Municipality wishes to purchase for the benefit of its ratepayers certain recyclable materials processing services and marketing services from the City and the City has agreed to provide these services on the terms and conditions set forth herein, Now Therefore Witnesseth that in consideration of the mutual covenants and agreements herein contained and other good and valuable consideration, the parties agree as follows: 1. Definitions As used in this Agreement,the following definitions shall apply unless otherwise indicated: 1.1 "Acceptable Recyclable Materials" means those categories of Recyclable Materials designated on Schedule"A"as being acceptable for the purposes of this Agreement. 1.2 "Applicable Fees" means the fees payable by the Partner Municipality for the provision of services under this agreement by the City. 1.2.1 "City"means the Corporation of the City of London. 1.4 "Commencement Date"means(to be determined). 1.5 "Contamination" means materials that are Non-Recyclable Materials and Acceptable Recyclable Materials that are in the wrong Contract Stream. 1.6 "Contract Stream" means the following two categories of Acceptable Recyclable Materials as sorted by the Partner Municipality as more particularly described in Schedule"A"into Mixed Paper Fibres and Mixed Containers. 1.7 "Facility" means the building, equipment and machinery located at 3290 Manning Drive, London, Ontario, to be used for the receipt, processing and storage of Acceptable Recyclable Materials in accordance with the terms of this Agreement. 1.8 "Marketing Services"means the marketing of Acceptable Recyclable Materials after they have been processed and made into market ready materials. 1.9 "Non-Recyclable Materials"means materials not listed in Schedule"A". 1.10 "Processing Services" means the acceptance and processing of any Acceptable Recyclable Materials and Contamination whether accepted at or delivered to the Facility, and includes sorting,baling and storage. 2 1.11 "Recyclable Material Not Practical to Recover" means glass less than 64 mm (2'/z") in length and width at its longest/wldest points, fibre products less than 150 mm (6") in length and width at their longest/widest points, containers less than 64 mm ( 2 '/z") in length and width at their longest/widest points,individual materials compounded together (i.e.,separate recyclable materials that have become entwined/bound together and as a result causes them to act as one physical object), "spiral wound" containers (e.g., cardboard cans such as: frozen juice cans, Pringles containers, refrigerated dough containers, powder drink mixes, baby formula containers), waxed boxes (e.g. frozen food boxes) or paper, foil coated boxes (e.g., dishwasher detergent boxes) or paper, dark coloured or construction paper, metallic foil wrapping paper and containers containing product (i.e., bottles, tubs and jugs that contain at least 10% (by volume of the container)retained product). - 1.12 "Split Weighing" means weighing trucks that deliver recyclabies after unloading each Contract Stream. 1.13 "Partner Municipality"means the Corporation of the Municipality of West Elgin. 1.14 "Waste Audit" means a study, the purpose of which Is to determine the.typical composition by weight of the Acceptable Recyclable Materials, Non-Recyclable Materials and Recyclable Material Not Practical to Recover collected by the Partner Municipality and delivered to the Facility and the results of any Waste Audits shall be accepted by the parties for the purpose of calculating the Applicable Fees. 2. Provision of Services by the City 2.1 The City agrees to provide Blue Box material Processing Services and Marketing Services to the Partner Municipality over the course of the Term (Section 11), for the fees and in accordance with the terms and conditions set out in this agreement. 2.2 The Acceptable Recyclable Materials that may be delivered to the facility are listed in Schedule A. The Partner Municipality is not required to collect all the Acceptable Recyclable Materials listed in Schedule A. The Partner Municipality shall deliver to the Facility all Acceptable Recyclable Materials collected by or on behalf of the Partner Municipality in separate Contract Streams. 2.4 In providing Processing Services and Marketing Services hereunder,the City shall retain the sole and exclusive right to redefine and revise, in its sole discretion and exercisable from time to time, the materials included as Acceptable Recyclable Materials and the nature, type or content of the Contract Streams provided at least one hundred twenty (120) days' notice of its intention to revise or redefine is delivered to the Partner Municipality, together with a copy of all such proposed revisions or redefinitions. The City will consult with the Partner Municipality prior to issuing the notice of intention to redefine or revise the list of acceptable materials. 3. Facility Operation Requirements 1.1 The Partner Municipality shall deliver Acceptable Recyclable Materials to the Facility on days and during hours as designated by the City, initially as set out in Schedule "B" attached hereto, subject to revision by the City in its sole discretion exercisable from time to time provided at least one hundred twenty (120) days' notice of its intention to revise the hours of operation is delivered to the Partner Municipality. The City will consult with the Partner Municipality prior to issuing the notice of intention to revise the hours and days of operation. 3.2 The Partner Municipality shall ensure all vehicles under their ownership and 1 or control and engaged in the transportation of Acceptable Recyclable Materials to the Facility Shall possess all necessary licenses,permits and approvals as required by law. 3.3 The Partner Municipality, prior to commencing work,shall obtain and maintain or ensure that its agents, officers, employees or other persons delivering materials to the Materials Recycling Facility obtain and maintain,the insurance coverage described below: a) Comprehensive general liability insurance on an occurrence basis for an amount not less than five million ($5,000,000) dollars, excepting that only the Partner Municipality's insurance shall include the City as an additional insured with respect to the Partner Municipality's operations,acts and omissions relating to its obligations under this Agreement, such policy to include non-owned automobile liability, personal injury, broad form property damage, contractual liability, owners'and contractors'protective, products and completed operations, contingent employers liability, cross liability and severability of interest clauses; and b) Automobile liability insurance for an amount not less than five million ...3 ($5,000,000)dollars on forms meeting statutory requirements covering all vehicles used in any manner in connection with the delivery of material to the Facility;and c) Environmental impairment liability insurance covering its obligations under this contract and those of its agents,officers,employees or other persons acting on its behalf including loss or claims arising from contamination to third party property or bodily injury during transit, Such policy shall provide coverage for an amount not less than one million ($1,000,000.) dollars and shall remain in force for twelve(12)months following the final delivery to the Material Recycling Facility. d) The policies shown above will not be cancelled-or permitted to lapse unless the insurer notifies the City in writing at least thirty (30) days prior to the effective date of cancellation or expiry. The City reserves the right to request such higher limits of insurance or other types of policies appropriate to the work as the City may reasonable require. e) The Partner Municipality shall not commence work until such time as satisfactory evidence of insurance has been filed with and approved by the City Solicitor. The Partner Municipality shall further provide that evidence of the continuance of said insurance is filed at each policy renewal date of the duration of the contract. f) Mutual Indemnification (i) The Partner Municipality shall indemnify and hold the City harmless from and against all liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by:any negligence or acts or omissions by the Partner Municipality, its officers, agents, employees and persons for whom it is at law responsible; or out of a breach of the Partner Municipality's delivery of materials under this Agreement; and (ii) The City shall indemnify and hold the Partner Municipality harmless from and against all liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by: any negligence or acts or omissions by the City, its officers, agents, employees and persons for whom it is at law responsible; or, out of ownership of the Material Recycling Facility or a breach of the City's obligations under this Agreement. 3.4 The City may require Split Weighing of any load in order to establish quantities in each Contract Stream. 3.5 All vehicles under the ownership and/or control of the Partner Municipality and using the Facility shall have the driver inspect each load after it is dumped and remove all visible Non-Recyclable Materials. 3.6 All vehicles under the ownership and/or control of the Partner Municipality shall follow all Facility operational protocols (e.g. unloading) and health & safety procedures while at the Facility. The City shall retain the sole and exclusive right to redefine and revise any operational protocol and health&safety procedure, in its sole discretion and exercisable from time to time. 4. Acceptable Recyclable Material Requirements 4.1 The maximum allowable compaction of Mixed Containers stream received at the Facility is a ratio of 2 or a density of 1'00 kg/m3, whichever is lower. The maximum allowable compaction of Mixed Paper Fibres stream received at the Facility is a ratio of 2.5 or a density of 375 kg/m3, whichever is lower. Failure to deliver loads that meet this requirement may result in future loads being rejected until the situation is rectified to the satisfaction of the City. 4.2 The Partner Municipality agrees to take all reasonable measures to delivery only Acceptable Recyclable Materials and to deliver these materials in the correct Contract Stream. The Acceptable Recyclables Materials shall be delivered loose (not in plastic bags). Material with more than three percent(3%) Contamination, by weight may be subject to increased processing fees, as per Schedule C, and the Partner Municipality may be responsible for the cost of any Waste Audits performed by the City on the incoming material from the Partner Municipality, the cost of which shall be charged as a Waste Audit Fee. Audits to determine the level of Contamination in the Partner Municipality's incoming material will be performed according to Schedule D. ...4 Loads with more than eight percent(8%)Contamination,by weight, may be rejected and may result in future loads being rejected until the situation is rectified to the satisfaction of the City. s. Processing Service Fee 5.1 The Partner Municipality shall pay the following fees for Processing Services under this agreement as calculated below: Facility Fee a) A facility fee shall be assessed on a monthly basis. b) The unit rate (per tonne fee)for the facility fee will be determined from Schedule "C" according to the total incoming tonnage of material received at the Facility from all sources and the Contamination in the material received. C) Schedule"C"may be adjusted, redefined or revised,and from time to time reflect changes to operating or capital costs due to changing composition of the Acceptable Recyclable Materials (e.g., more containers and less paper fibers), changes to the materials listed in Schedule "N', new processing technology and other unforeseen events. All changes are at the City's sole discretion provided at least sixty (60) day's notice of its intention to adjust,revise or redefine Schedule"C"is delivered to the Partner Municipality, together with a copy of all such proposed adjustments, revisions or redefinitions. When practical,the City will provide at least one hundred twenty(120)days'notice of its intention to adjust, revise or redefine Schedule "C" is delivered to the Partner Municipality, together with a copy of all such proposed adjustments, revisions or redefinitions. The City will consult with the Partner Municipality prior to issuing the notice of intention to adjust, redefine or revise Schedule "C". This clause does not apply to changes in Schedule"C"for the cost of living as outlined in clause 5.1 e). d) The unit rate for a month shall be multiplied by the marketed(outgoing)tonnes of the Partner Municipality for the month. The marketed (outgoing) tonnes of the Partner Municipality shall be equal to the ratio of the incoming tonnage accepted from the Partner Municipality during the month, to the total incoming tonnage accepted at the Facility from all sources during the month multiplied by the total marketed (outgoing) tonnes. e) The facility fees in Schedule"C"will be adjusted each year on October 1*1,for the cost of living as follows: Step 1: Applicable percentage change in CPI = (current year for October — previous year CPI)/(previous year CPI)x 100% Step 2. Current year per tonne processing fee = previous year per-tonne processing fee x(1 +(applicable percentage change in CPI/100)). Where CPI is the Consumer Price Index for Ontario—All Items. Waste Audit Fee The Partner Municipality shall pay the full cost incurred by the City for performing any Waste Audit on the Partner Municipality's incoming material if the level of Contamination, as determined by the Waste Audit, is greater than three per cent by weight and greater than the average level of Contamination in incoming material from all sources. The City in Its sole discretion will determine when and if Waste Audits on incoming material are required. The Partner Municipality will be given at least three (3) days' notice of any audit of their material. Late Payment Fee The City reserves the right to charge the Partner Municipality a fee for late payments at the rate established by the City,currently 1.5%per month on overdue amounts. 6. Reserve Fund 6.1 Any fees, as detailed in Section 5, in excess of the direct operating costs, capital costs and overhead costs(maximum of 8%of direct operating costs and capital costs)shall be placed in a reserve fund to pay for future capital costs of the Material Recovery Facility. 5 7. Revenue Sharing 7.1 The City will perform Waste Audits on the residue from the Facility on a monthly basis to determine capture rates of the Acceptable Recyclable Materials. The Waste Audit procedures will be performed according to Schedule E. 7.2 The contract with the City's operator guarantees a capture rate of 98%of Mixed Paper Fibres, 95%of glass and 94%of Mixed Containers excluding glass. The City's contractor will pay the City 100% of the lost revenue(net after transportation to Market) based on the STEWARDEDGE Price Sheet for the applicable month if the aforementioned capture rates not be achieved. The City's contractor will retain all revenue above the aforementioned - capture rates. 7.3 The City shall retain 15%of the revenue to pay for Marketing Services, 7.4 The Partner Municipality will receive revenue from the sate of Acceptable Recyclable Materials,for the guaranteed capture rate of materials, according to the following: Partner %of Material Received at Revenue (Actual Revenue— Municipalitq = 97.5% X the Facility Belonging to X Based on + Revenue Based on Revenue the Partner Municipality StewardEdge STEWARDEDGE Where; Price Sheet Price Sheet)/2 of Material Received Total incoming tonnage Total incoming tonnage of of the Facility Belonging = material received at the I material received at the X 100 to the Partner Facility from the Partner Facility from all sources Municipality Municipality for the month during the same month Revenue Based on Mixed Paper Fiber, by Unit price for Mixed Paper STEWARDEDGE Price = material type, marketed X Fiber, by material type,from the Sheet from all sources for the STEWARDEDGE Price Sheet month based on a 98% during the same month capture rate plus Glass,by material type, Unit price for Glass,by material marketed from all sources X type,from the STEWARDEDGE for the month based on a Price Sheet during the same 95%capture rate month plus Mixed Containers Unit price for Mixed Containers excluding Glass,by X excluding Glass,by material material type, marketed type,from the STEWARDEDGE from all sources for the Price Sheet during the same month based on a 94% month capture rate Actual Revenue = Revenue from the sale of Mixed Paper Fiber from all sources for the month based on a 98%capture rate plus Revenue from the sale of Glass from all sources for the month based on a 95%capture rate plus Revenue from the sale of Mixed Containers excluding Glass from all sources for the month based on a 94%capture rate An example of the calculation of revenue to be retained by the Partner Municipality is presented In Schedule F. 7.5 Revenue in the form of Stewardship Ontario payments made under the Blue Box Program Plan administered by the Waste Diversion Ontario (WDO)shall be retained by each municipality and not shared. 7.6 The Partner Municipality's share of revenue determined in accordance with Section 7.4 above shall be used to offset the Partner Municipality's share of expenses in the calculation of the Partner Municipality's Applicable Fees. ...6 8. Invoicing 8.1 The City shall calculate all Applicable Fees awed to the City and all revenues owed to the Partner Municipality on a quarterly basis. Calculation of the Applicable Fees and revenues shall be completed within sixty(60)days after the end of the quarter. B.2 The City will invoice the Partner Municipality when the Applicable Fees exceed revenues within sixty (60) days after the end of the quarter. The invoice will include supporting calculations of ail Applicable Fees and revenues. Any invoice shall be due and payable within thirty(30)days. 8.3 The City will provide the Partner Municipality supporting calculations of all Applicable Fees and revenues within sixty(60)days after the and of the quarter when the Applicable Fees are less than revenues. The City will pay the Partner Municipality any money owed, in accordance with this Section, within thirty (30) days of sending a Partner Municipality supporting calculations showing Applicable Fees are less than revenues. 9. City's Reporting Requirements 9.1 The City shall provide to the Partner Municipality on a quarterly basis copies of data collected with respect to quantity of material delivered by the Partner Municipality, quantity of material delivered from all sources, quantity of material delivered to each market and price paid by each market. 9.2 The City shall provide to the Partner Municipality data with respect to the Acceptable Recyclable Materials received at the Facility required for the Waste Diversion Ontario, or any successor, Blue Box Datecal€submission when it becomes available. 10. Facility Advisory Committee 10.9 A Facility Advisory Committee will be established and be comprised of representatives from the City of London and each Partner Municipality. The purpose of the Facility Advisory Committee is to provide input and transparency to the management and operation of the Facility. The Facility Advisory Committee may review and provide input on; operating records and procedures for the facility, potential changes and revisions to the materials included as Acceptable Recyclable Materials, planned capital expenditures,hours of operation and other matters as appropriate. 10.2 As the contracting authority, the City of London will retain responsibility for all final decisions 'related to the management and operation of the facility. 11. Term of Agreement 11.1 This agreement shall continue from the Commencement Date until terminated in accordance with Section 12. 12. Default and Termination 12.1 This agreement may be terminated by either party effective midnight on the 30th day of June of any year provided that written notice setting out the intention to so terminate is served on the non-terminating party prior to the 1st day of January of the same year. 12.2 Notwithstanding Section 12.1 above, in the event that the City assigns its obligations under this Agreement in accordance with Section 13, either party may terminate this Agreement upon the giving of six(6) month's written notice delivered to the other party at any time within the six(6)months following the effective date of assignment. 12.3 Failure by either party to pay any sum due under this Agreement on the day or dates appointed for the payment thereof, or to perform or observe any other provision of this Agreement to be observed or performed by it, shall entitle the other party to terminate this Agreement in the event that such default has continued for a period of thirty (30) days after the defaulting party has been advised of such default in writing. 13. Assignment 13.1 Only the City may assign its rights and obligations under the terms of this Agreement. 13.2 In the event that the City exercises its right of assignment as set forth above, the City shall provide written notice to the Partner Municipality of its intention to assign at least thirty(30)days prior to the effective date of assignment. 14. Dispute Resolution 14.1 All disputes, claims, controversies or questions arising out of, under, or in connection with, or in relation to this Agreement or its interpretation, performance or non-performance, or any breach of it,shall be submitted to binding arbitration as follows: A. the Partner Municipality and the City may agree to appoint a single arbitrator whose decision shall be final and binding;or 6, in the event that the Partner Municipality and the City cannot agree upon a single arbitrator,then the Partner Municipality shall select one individual and the City shall select one individual and the resulting two individuals shall select a third individual who shall be the sole arbitrator. If either the Partner Municipality or the City fails to appoint a nominee within fifteen (15) days after receipt of a written notice from the other of them requiring that such appointment be made,then the individual chosen by either the Partner Municipality or the City, as the case may be, shall be the sole arbitrator. 14.2 In all other respects,the rules and procedures to be used by the arbitrator shall be as set out in the Arbitrations Act, R.S.O. 1990, c.A.24 and every statutory provision that may be substituted for it or for any provision in it. The parties agree that the decision of the arbitrator shall be final and binding and that there shall be no appeal from it; that the arbitrator shall have the discretion to award the non-offending party his or its costs and expenses incurred in connection with or as a result of such arbitration and on a solicitor and his client basis; and,further,that the decision and award of the arbitrator may be entered and enforced in the relevant courts having jurisdiction. 15. Governing Law 15.1 This Agreement shall be governed by and interpreted in accordance with the laws of the Province of Ontario. 15. Notices 16.1 Any written notice given pursuant to this agreement must be addressed to: In the case of the Municipality of at: Municipal Office Email: Phone 519- Fax 519- Attention: In the case of the City,at: City of London 300 Dufferin Avenve P.O.Sox 5035 London,Ontario N6A 41-9 Attention: Mr.Wesley Abbott, Division Manager,Solid Waste Management,or designate 16.2 If hand delivered, the notice is effective on the date of delivery; if faxed, the notice is effective on the date and time the fax is sent; if sent by registered mail, the notice is deemed to be effective on the fifth business day following the day of mailing. 17. Entire Agreement 17.1 The parties agree that this Agreement and any Schedules attached hereto constitutes the entire agreement between the parties with respect to the subject-matter hereof, and that this Agreement supersedes all proposals, oral or written, all previous negotiations and all other communications between the parties with respect to the subject-matter hereof. 17.2 No amendment to this agreement shall be effective unless it is made in writing with the mutual consent of both parties. 18. Binding Effect 18.1 This agreement will ensure to the benefit of, and be binding upon, the parties and their respective successors, administrators and assigns. ...8 IN WITNESS WHEREOF the parties have caused this agreement,which shall enure to the benefit of and be binding upon the successors of the respective parties,to be signed and entered as of the date first mentioned above. SIGNED,SEALED AND DELIVERED in the presence of: The Corporation of the City of London Per: Joe Fontana,Mayor Catharine Saunders,City Clerk The Municipality of Per: Mayor .Clerk Schedule"A'° Acceptable Recyclable Materials The Initial list of materials that will be received and processes{at the MRF shall Include the following: MATERIAL DEFINITION IF ANY Mixed Paper Fibres Newsprint Including all newspaper flyers,magazines and telephone directories _ Mixed Household Paper Including envelopes and writing paper Cardboard Including pizza and other corrugated cardboard boxes Boxboard Including moulded pulp and excluding waxed paperboard Mixed Containers Aluminium Liquid,food or beverage containers Aluminium Foil Items made from aluminum foil including pie plates #1 PET(Polyethylene Terephthalate) Rigid household liquid,food or beverage containers 42 HDPE(High Density Polyethylene) Rigid household liquid,food or beverage containers #3 PVC(Vinyl) Rigid household liquid,food or beverage containers #4 LDPE(Low Density Polyethylene) Rigid household liquid,food or beverage containers #5 PP(Polypropylene) Rigid household liquid,food or beverage containers #6 PS(Polystyrene) Rigid household liquid,food or beverage containers excluding expanded polystyrene(e.g.,foam cups and meat trays) 07 Other Plastics Rigid liquid,food or beverage containers Plastics containers also Include garden pots&trays,and oversized pails Blister packaging(i.e.clear rigid plastic on paperboard backing containers products such as toys,hardware and electrical items,paperboard to be recycled in fibre stream) Glass Liquid,food or beverage containers(clear,green and amber) Polycoated Paperboard Containers Containers made primarily of paperboard and coated with low density polyethylene and/or aluminium,and used for food and beverages.Includes gable top(e.g.milk and juice containers)and drinking boxes,paper cups(hot and cold beverage cups,ice cream tubs Spiral Wound(Cardboard)Cans Composite (cardboard)can with a single wrap rigid body involving several layers of materials (including paper, foil and plastics)with at least one steel and(e.g.,frozen juice containers). Steel Liquid, food or beverage containers; empty paint cans; empty aerosol cans. ...10 Schedule"B" Facility Hours of Operation The Material Recovery Facility,for the acceptance of Acceptable Recyclable Materials is open year round to accept materials Monday to Friday from 8:00 a.m.to 7:00 p.m.except for days which are recognized as a legal holiday by the City which are: 1. New Year's Day 2. Family Day 3. Good Friday 4. Easter Monday 5. Victoria Day 6. Canada Day 7. Ontario Civic Holiday 8. Labour Day 9. Thanksgiving Day 10. Christmas Day 11. Boxing The facility will be open such additional hours and/or days(i.e.,Saturdays)as may be required to accommodate closures on holidays. Schedule"C" Facility Fee Received Materials° Per-Tonne Processing Fee(excluding HST)` (tonnes per month) ($/tonne) Level of Contaminations, up to 3% '3% '4% >5% ?6% >7% up to 4% up to 5% up to 6% up to 7% up to S% 2,100-2,399 $87.00 - $99.87 2,400-2,699 2,700-2,999 3,000-3,299 3,300-3,599 3,500-3,899 3,900-4,199 4,200-4,499 4,500-4,799 4,800-5,099 5,100-5,399 5,400-5,699 5,700-5,999 6,000-6,299 a) Quantity Received at Facility for the determination of the unit rate shall be total tonnage accepted at the Facility from all sources during the month(incoming tonnes). b) The Level of Contamination for the determination of the unit rate shall be the higher of the average Level of Contamination in the material accepted at the Facility from all sources during the month or the Level of Contamination in the material accepted at the Facility from the Partner Municipality, c) Facility Fee is paid on Partner Municipality share of tonnes made market ready (outgoing tonnes). ...12 Schedule "D" Residue Auditing Protocol for Partner Municipality Overview and Objectives 1. The City,with assistance from the Facility Operator,will conduct periodic audits of the residue from the materials collected by the Partner Municipality and delivered to the Facility. The Partner Municipality is encouraged to have a representative attend the audits. Initially there will be one(1)audit per month for at least the first two months to establish baseline information.Audits will be conducted after the first two months only if there is reason to believe the percent Non-Recyclable Material level(including Cross Contamination)of the incoming materials from the Partner Municipality exceeds the average percent Non-Recyclable Material level(including Cross Contamination)of the incoming materials from all sources. The determination as to whether an audit is required will be made by the City and will be based on a number of factors including the data from previous audits and visual inspections of the incoming material. 2. The fundamental objective of the residue audits is to determine the%Non-Recyclable Material level(including Cross Contamination)applicable to the materials collected by the Partner Municipality and delivered to the Facility. 3. The City will randomly select the truck(s)to be audited and the audit date each month, giving the Partner Municipality agreed upon notice of the audit date: The audit dates will be chosen during relatively"dry"times so as to not introduce moisture issues. 4. The City and the Partner Municipality warrant that the trucks chosen for the audits and the residue samples from those trucks shall be accepted as representative, in both nature and composition,of the materials delivered to the Facility by the Partner Municipality. Residue Auditing Methodology Audit Sample Size gad Source 5. The City will randomly select one(1)or two(2)of the Partner Municipality's trucks to be audited each month. The trucks identified for auditing will be instructed to deposit their contents on a clean,isolated area of the Facility tip floor. This material set aside for auditing will be processed separately through the MRF(Le.,without other materials from other sources)so that a residue sample for auditing from only the Partner Municipality's trucks can be obtained. Because the weights of the individual material streams(fibres and containers)in the trucks are required for this auditing protocol and for determination of the%Non-Recyclable Material level,the trucks will be instructed to deposit one material stream first then be reweighed on the main weighscales prior to depositing the second material stream. S. It is proposed that the Facility will operate the fibre and container lines independently during an audit of the Partner Municipality's materials. Thus a fibre stream residue audit and a separate container stream residue audit will be conducted, both such audits constituting a complete residue audit. 7. In the case of the fibres stream,since all fibre products are negative sorted Into bunkers the residue from the fibre stream will be limited to positive sorted items only. These positive sorted residue items will be collected by sorting staff in large pails(lined with clear plastic bags)and other containers(emptied and tared prior to the audit)suitable for the materials captured. Following the processing of the Partner Municipality's fibre materials,the bags/containers of positive sorted material will be taken to the audit area for identification and weighing. 8. In the case of the container stream,container line residue will be a combination of positive sorted items(which will be collected/weighed in the some manner as described above for fibre line residue)and negative sorted material. During the processing of the Partner Municipality's container materials,the negative sorted material will accumulate in a dedicated compactor bin (tared and empty at the start of the audit). A representative sample of the total negative sorted residue will be isolated for auditing using a'V ...13 shaped plow that is temporarily positioned on the residue conveyor and that temporarily directs all residue on the conveyor into containers for auditing. The plow will be left on the conveyor for sufficient time to generate an approximately 100 kg audit sample. Following the processing of the Partner Municipality's container materials,the residue accumulated in the compactor bin will be weighed on the main weighscales and the representative audit sample will be audited as discussed below. Determination of Residue Cam onent Wet h s 9. All weighscales intended to be used for the audits will be checked prior to the audit to confirm accuracy. 10. As discussed above, auditing of the fibre line residue will be confined to confirmation and weighing of the positive sorted items. This will include the following components: • Non-Recyclable Material • Cross Contamination(containers in the fibre stream) • Recyclable Material Not Practical to Recover(see definition for this item below) 11. The containers line representative audit sample will be spread out onto a clean,open floor area at the Facility and separated into the following components: • Missed Recyclables • Non-Recyclable Material • Cross Contamination(fibre in the containers stream) • Recyclable Material Not Practical to Recover(see definition for this item below) Note: During processing of the Partner Municipality's containers materials,positively sorted items(for example, oversize residue collected at the pre-sort stations)will be collected in pails or other suitable containers and then incorporated Into the audit spreadsheet and calculations. 12. The City,with assistance from the Facility Operator,will provide audit sort staff to sort the residue Into the above components. 11 Each of the above components will be collected in clear plastic bags then weighed (using a 1.5m x 1.5m weighscale available in the audit area)and recorded directly into an audit details spreadsheet. The clear plastic bags containing materials will be set aside until the audit spreadsheet is confirmed to have correctlaccurate,entries. The clear plastic bags makes for easy identification of materials by those doing spreadsheet weight entries and also easy re-weighing if necessary. Rec clable Material Not Practical to Recover RMNPR 14. It is expected that there will be recyclable materials delivered to the Facility that are not practical to recover as a product due to their nature(size, physical condition and characteristics,composition,etc.). 15. The following items are considered(defined as)Recyclable Materials Not Practical to Recover(RMNPR): • glass less than 64 mm(2'/")in length and width at its longestlwidest points • fibre products less than 150 mm(6")in length and width at their longestlwidest points • containers less than 64 mm(2'/z")in length and width at their longestlwidest points • individual materials compounded together(i.e.,separate recyclable materials that have become entwined/bound together and as a result causes them to act as one physical object) • "spiral wound"containers(e.g., cardboard cans such as:frozen juice cans, Pringles containers, refrigerated dough containers, powder drink mixes, baby formula containers) • waxed boxes(e.g.frozen food boxes)or paper • foil coated boxes(e.g., dishwasher detergent boxes)or paper _. • dark coloured or construction paper • metalic foil wrapping paper • Containers containing product(i.e., bottles,tubs and jugs that contain at least 10%(by volume of the container)retained product) ...14 16. A determination of the%RMNPR in the residue is important to the City as these items will not be included in the determination of the%Non-Recyclable Material or in the% Cross-Contamination in the Partner Municipality's material. Determination of MRF Products Weialhts 17. The audits proposed by the City of the Partner Municipality's material are intended only to determine the%Non-Recyclable Material level in the residue and are not intended to determine the composition of the fibre and container streams. Consequently products from either stream will not be Isolated and product weights will not be determined during the audits. Determination of%Non-Recyclable&„Cross Contamination Material Level - 18. In the case of the container stream residue audit,the findings from auditing the 100 kg +/-representative sample shall be considered representative of the total weight of residue. 19. The Non-Recyclable Material level(including Cross Contamination)in the materials collected by the Partner Municipality and delivered to the Facility will be determined based on the%of Non-Recyclable Material level(including Cross Contamination)in the residue and the%of residue In the overall mix of materials in the trucks identified for auditing. The weights of the individual streams(fibres and containers)in the trucks will be required to complete this calculation. 20.By way of example, assume the following is determined from a particular month's audit: Stream Weights • Total weight of fibre stream in truck(s)audited(from main weighscales): 4,000 k • Total weight of containers stream in truck(s)audited(from main weighscales): 1,000 kg • Calculated Fibre Stream/Containers Stream mix: 80%/20% Fibre Line Residue Audit Non-Recyclable Material(from positive sort during audit): 40 kg • Cross Contamination(from positive sort during audit): 10 kg • RMNPR(from positive sort during audit): 5 kg Containers Line Residue Audi • Weight of representative audit sample(plowed off of residue conveyor): 100 kg • Weight of remaining residue in compactor bin(from main weighscales): 150 kg • Missed Recyclables(in representative audit sample): 20 kg • Non-Recyclable Material (in representative audit sample): 60 kg • Cross Contamination(in representative audit sample): 10 kg • RMNPR(in representative audit sample): 10 kg • Non-Recyclable Material(from positive sort during audit): 50 kg Calculations Fibres Stream • Weight of Non-Recyclable Material in residue: 40 kg • Weight of Cross Contamination in residue: 10 kg • Total weight of Non-Recyclable&Cross Contamination Material in residue: 50 kg • Total Non-Recyclable Material&Cross Contamination Level of Fibre Stream: 1.25%(50 kg 14,000 kg) Containers Stream • Non-Recyclable Material level in representative audit sample: 60%(60 kg 1 100 kg) • Cross Contamination level in representative audit sample: 10%(10 kg 1100 kg) • Total Non-Recyclable Material&Cross Contamination Level in representative audit sample:70%(60%+ 10%) • RMNPR level in representative audit sample: 10%(10 kg/100 kg) • Missed Recyclables level in representative audit sample:20%(20 kg 1100 kg) ...15 • Total weight of residue in representative audit sample and in bin: 250 kg(100 kg+ 150 kg) • Weight of missed recyclables in above:50 kg(250 kg x 20%) * Weight of RMNPR in above:25 kg(250 kg x 10%) • Weight of Non-Recyclable Material in above: 175 kg(250 kg x 70%) • Weight of Non-Recyclable Material&Cross Contamination from positive sort during audit:50 k9 • Total weight of Non-Recyclable Material&Cross Contamination in Containers Stream:225 kg(175 kg+50 kg) • Total Non-Recyclable Material&Cross Contamination Level of Containers Stream:22.5%(225 kg/1,000 kg) Both Streams Combined + Non-Recyclable Material&Cross Contamination Level in both streams combined:5.5%[(1.25%x 80%)+(22.5%x 20%)] Reporting 21. The City will prepare a monthly Audit Summary Report outlining the results of the audits conducted and with all spreadsheets and other supporting material(e.g.,weigh tickets) appended. 22. The City or the Partner Municipality may ask for a new audit to replace an audit if the audit findings are significantly different than normal. Each additional audit will be at the expense of the party that requested the additional audit. ...16 Schedule "ES, Residue Auditing Protocol for Material Recovery Facility Overview 1. Miller Waste Systems Limited("Miller Waste")will conduct and the City will witness monthly audits.There will be two(2)audits per month; one conducted on a Monday or Tuesday in the first two weeks of the month and one conducted on a Thursday or Friday in the third or fourth weeks of the month. If both parties agree,the number of audits per month can be reduced to one(1). The City will request the audit dates each month giving sufficient notice for Miller Waste to prepare. - 2. The audit dates will be chosen during relatively"dry"times so as to not introduce moisture issues. 3. It is assumed herein that the fibre and container lines are operated independently. Thus separate audits can be conducted of the Fibre Material Processing line and the Container Material Processing line. It is envisaged that the two separate audits will be conducted on the same day. 4. If the Fibre Material Processing line and Container Material Processing Line are operated concurrently,the two parties will work together to develop a modified auditing protocol that addresses matters related to the mixed nature(partly from the Container Material Processing line and partly from the Fibre Material Processing line; proportions of each not definitively known)of the Residue. 5. Miller Waste and the City warrant that the Residue samples chosen for the monthly audits shall be accepted as representative, in both nature and composition,of the Residue generated at the Materials Recovery Facility that month. 6. Miller Waste or the City may ask for an additional audit to replace one of the mandatory audits if the percentage of Residue on the audit day(s)or during the collection of the sample is significantly higher or lower than normal. A new audit would likely be required if the difference in the Residue between the audit sample and normal operations is more than 15%. For example,if the Residue rate over the preceding two weeks was 8%and the Residue rate during the audit was 10%,a new audit may be required. Each additional audit will be at the expense of the party that requested the additional audit. 7. The City may conduct audits in addition to those required in the Request for Proposal 08-03(RFP),at their expense. Audits may be undertaken to confirm the composition of the Residue. Residue Audit Objectives 8. Confirm: • the Recoverable Fibre Materials Required Recovery Rate of 98%is met; • the Recoverable Container Materials Required Recovery Rate of 94%is met; and • the Recoverable Glass Materials Required Recovery Rate of 95%is met. • See the Agreement for the list of materials making up each of the three(3) material categories identified above. 9. Confirm the MRF is operated during the audit at the RFP-specified throughput of 23 tonnes/hr. Note: Required throughput for each Processing line will be apportioned in accordance with the determined mix of fibres/containers. At the time of preparing this audit protocol it is estimated that a 78%fibres 122%containers mix exists,thus the Fibre Processing line minimum throughput to be 18 tonnes/hr and the Container Processing line minimum throughput to be 5 tonnes/hr. 10. Determine the%Non-Recyclable Material(including Cross-Contamination)and% Recyclable Material Not Practical to Recover level applicable for the month. ...17 Residue Auditing Methodology Audit Sample Size and Source 11. With the plant running theFtbre and Container Processing fines independently,generally each audlt day the morning shift will be dedicated to one of the Processing streams and the afternoon shift wilt be dedicated to the other Processing stream. 12. In the case of Fibres,since all products are negative sorted into bunkers the Residue will be limited to positive sorted items. These positive sorted Residue items will be collected in both large pails(lined with clear plastic bags)and other containers suitable for the Residue materials captured. When a pail becomes full,the bag of Residue material will be removed from the pail and taken to the audit area for identification and weighing. Spare palls/bags should be available at each positive Residue sort station to minimize disruption to processing. Other containers will be moved to the audit area for identification and weighing after the Fibre line Processing is completed. These positive sorted Residue items will be accumulated throughout the audit day's shift devoted to the Fibre Materials and thus the audit sample size each audit day will be the accumulated positive sorted Residue items. 13. Container Processing line Residue will be a combination of positive sorted items(which are to be collectediweighed in the same manner as described above for Fibre Processing line Residue)and negative sorted material. The negative sorted material will accumulate in a dedicated compactor bin,which is to be empty at the start of the audit day. After the audit day's Container fine Processing is complete,the Residue bin is to be weighed(the bin is to be tared so that the total Residue sample weight is determined). The contents of the bin are then discharged onto a suitable,clean floor area and,using a loader,a representative sample of the total Residue is isolated for auditing. The size of this representative sample shall be such that the total Residue sample for auditing,including positive sorted items, is approximately 500 kg. 14. The exact run time for each Processing stream's audit is to be recorded so that a calculation of the tonnes/hr throughput can be made each audit day. It is proposed that the run time clock starts with the start of the main feed conveyor for each line(P-1 for the Fibre Processing line, C-1 for the Container Processing line). After the required run time for each line the main feed conveyors are stopped(and the run time clock stopped) and material is allowed to run through the system until all downstream conveyors are cleared of material. Determination of Residue Com onent Weights 15. All weighscaies intended to be used for the audits will be checked prior to the audit to confirm accuracy. 16. As discussed above,auditing of the Fibre Processing line Residue will be confined to confirmation and weighing of the positive sorted items. This is to include the following components: • Missed Recyclables(there may not be any due to the negative sorting of all fibre products) • Non-Recyclable Material • Recyclable Material Not Practical to Recover • Cross Contamination(Containers in the Fibre Residue) 17. Each Containers Processing line audit sample will be spread out onto a clean, open floor area at the MRF and separated into the following components: • Missed Recyclables(each individual material separately identified) • Non-Recyclable Material • Recyclable Material Not Practical to Recover • Cross Contamination(Fibrein the Containers Residue) • Note: As discussed earlier,some materials will be positively sorted during the audit(for example,Cross Contamination on the Fibre Processing line and oversize Residue collected at the pre-sort on either Processing line)and such material is to be collected in palls or other suitable containers during the audit and then incorporated into the audit spreadsheet and calculations. ...18 18. Miller Waste Systems is to provide audit sort staff to sort the Residue into the above components. 19. Each of the above components will be collected in clear plastic bags then weighed (using the 1.5m x 1.5m weighscale)and recorded directly into an audit details spreadsheet. The clear plastic bags containing materials should be set aside until the audit spreadsheet is confirmed to have correct/accurate entries. The clear plastic bags makes for easy identification of materials by those doing spreadsheet weight entries and also easy re-weighing if necessary. 20. Ultimately with each audit the following information will be recorded into the audit details spreadsheet; • the weight of all Residue; • the weight of missed Recoverable Fibre,Containers and glass in the Residue; • the weight of Cross Contamination in the Residue; • the weight of Recyclable Material Not Practical to Recover in the Residue;and • the weight of Non-Recyclable Material in the Residue. Recyclable Material Not Practical to Recover 21.The following items are considered Recyclable Materials Not Practical to Recover: • program bags used to contain recyclables(e.g.,clear plastic bags,translucent plastic bags and grocery sacs) • glass less than 64 mm(2%")in length and width at its longest/widest points • fibre products less than 150 mm(6")in length and width at their longestfwidest points • containers less than 64 mm(2'A')in length and width at their longesttwidest points • individual materials compounded together(i.e.,separate recyclable materials that have become entwined/bound together and as a result causes them to act as one physical object) • "spiral wound"containers(e.g., cardboard cans such as:frozen juice cans, Pringles containers,refrigerated dough containers,powder drink mixes,baby formula containers) • waxed boxes(e.g.frozen food boxes)or paper • foil coated boxes(e.g.,dishwasher detergent boxes)or paper • dark coloured or construction paper • metalic foil wrapping paper • Containers containing product(i.e.,bottles,tubs and jugs that contain at least 10%(by volume of the container)retained product) 22. Recyclable Material Not Practical to Recover shall not be included In the determination of the%Recyclable or%Non-Recyclable Material each month. The weight of these items is to be included in any throughput calculations. Determination of Products Weiohts 23. All weighscales intended to be used for the audits will be checked prior to the audit to confirm accuracy. 24. Prior to the start of the audit(i.e.,the night before)all bunkers,cages and containers that are used to store Recovered Materials are to be emptied so that the weights of each Recovered Material accumulated during the audit can be determined. 25. Each baleable Recovered Material will be separately baled and weighed using the forklift scales and recoded directly in the audit details spreadsheet. 26. In the case of glass,for convenience of weighing on the main truck scales,clear and coloured glass shall be accumulated in separate roll-off containers in the glass bunker. In the case of loose-loaded ONP,bales of this material will be accumulated. 27. In the case of plastic film, bales of this material will be accumulated. ,..rs Determination of Throughput and Recovery Rates 28. Throughput requirements(tonnes/hr)will be assessed based an the calculated throughput achieved during the audits only. Throughput achieved during each audit will be the total weight of material processed during the audit(i.e.,sum of all products plus the residue sample)divided by the total audit run time for the audit. 29. Required Recovery Rates will be assessed based on the recovery rates achieved during the audits only. Each material category's recovery rate achieved will be determined based on the following formula(expressed as a percentage): • Quantity of Recovered Material captured for the category/(Sum of quantity of Recovered Material captured for the category+quantity of missed Recoverable Recyclable Material for the category) 30. The recovery rates for the month are determined based on a weighted average of the month's two audits. Determination of%Non-Recyclable Material Level 31. The Non-Recyclable Material level in the Residue will be determined for each audit based on the following formula(expressed as a percentage): • (Quantity of Non Recyclable Material+Cross Contamination)/Total Weight of Residue Audit Sample 32. The Non-Recyclable Material level in the Residue for the month is determined based on a weighted average of the month's two audits. D termination of%Recyclable Material Not Practical to R cover Level 33. The Recyclable Material Not Practical to Recover level in the Residue will be determined for each audit based on the Following formula(expressed as a percentage): • (Quantity of Recyclable Material Not Practical to Recover)/Total Weight of Residue Audit Sample 34. The Recyclable Material Not Practical to Recover level in the Residue for the month is determined based on a weighted average of the month's two audits. Reporting 35. Miller Waste Systems is to prepare a monthly Audit Summary Report outlining the weighted average results of the month's two audits audit and with all spreadsheets and other supporting material appended. ...20 Schedule"F" Sample Calculation of Revenue Sharing with Partner Municipality Example Revenue Calculation 41-Selling Price Exceeds STEWARDEDGE Price Calculation of Total Municipal Revenue From All Sources Mixed Paper Fibers 100% 98% Containers 95% 94% Glass 98% 95% Revenue Quantity Marketed Contract RevenueGoal Sal Ing Price Adjustment Totai Actual Contract' OR Revenue Selling Per Tonne Revenue Municipal tonnes) (tonnes) Pricesheet n Price Adjustment Adjustment Revenue Total Mixed Paper Fibers Ipped to Market ONP 1,200 1 176 149 175,224 169 30 11,7fi0 186,984 Cardboard 240 235 174 40,925 190 a 1,882 42,806 Hard pack 360 353 94 33.163 94 0 0 33,163 Mixed Residential Paper 0 0 Boxboard 120 118 75 8,820 75 0 0 8,820 Subtotal 1,920 1 1,882 137 $258,132 152 $7.25 $13,642 $271,774 Total Containers(excludin lass)Shipped to Market Aluminlum 0 24 1,954 49,402 1,954 0 0 46,402 #1 Pet 0 95 697 66,208 697 0 0 66,208 #2 HDPE 0 47 688 32,576 688 0 0 32,676 #3 to#7 Mixed Plastics 0 24 59 1,401 59 0 0 1,401 Pal coat 0 24 124 2,945 140 8 190 3,135 Steel 0 95 343 32,581 343 0 0 32 581 Subtotal 0 309 $584 $182,2241 $591 $0.62 $190 $182,404 Total Glass Shipped to Market Clear 96 93 27 2,513 27 0 0 2,513 Mixed 72 70 -10 -698 -10 0 0 -698 Subtotal 168 153 $11 $1,815 $11 1 $0.00 $0 $1,815 Total 2,400 184 $442,160 $13,832 $455 992 Less Marketing Fees 12.545 of Revenue Goal in Contract) $11,054 Total Municipal Revenue I $444,938 Notes a) Contract guarantees a specified capture rate of recyclables for which municipalities are to receive revenue for regardless of the actual quantity captured. b) Revenue paid for materials marketed is based on pricing in the STEWARDEDGE price sheet (hftp://www.stewardedge.calpricesheett)plus a price adjustment. e) Price adjustment for market materials is 50%of the difference between the actual revenue less revenue based on STEWARDEDGE pricing. Calculation of Revenue Belonging to Partner Municipality Total Material Received from all Sources 2,500 tonnes Total Material Received from Partner Municipality 25 tonnes Portion of Material belonging to Partner Municipality 1% Portion of Total Municipal Revenue belonging to Partner Municipality $4,449 Calculation of Partner Municipality's Processing Fees Total Material Marketed from all Sources 2,400 tonnes Portion of Material belonging to Partner Municipality 1% Marketed Material belonging to Partner Municipality 24 tonnes Processing Fees($86/tonne based on<3%non-recyclables) $2,064 NET PAYMENT TO PARTNER MUNICIPALITY $2,385 ...2i Example Revenue Calculation#2-Selling Price is less than STEWARDEDGE Price Calculation of Total Municipal Revenue From All Sources Actual Guaranteed Capture Rate Based on Monthly Audits Capture Rate Capture Rate Mixed Paper Fibers 100% 98% Containers 95% 94% Glass 98% 95% Revenue Quanti Marketed Revenue Goal in Contrail selling Price Adjustment Total AcCual Ca street CSR Selling PerTonne Revenue Municipar #onnes tonnes Pricesheet Revenue Prate Ad ustment Ad ustment Revenue Total Mixed Pa erFibers Sh, ed to Market ONP 1200 1,176 149 175,224 129 -10 -11,760 163,464 Cardboard 240 1 235 174 40,925 158 -8 4,882 39,043 Hard ack 360 353 94 33,163 94 0 0 33,163 Mixed Residential Pape 0 0 Soxboard 120 118 75 8,820 75 j 0 0 8,820 Subtotal 1,920 1,882 $197 $258,132 $123 47.25 1 -$13,642 $244,490 Total Corttalners excluding lass Shi ed to Market Aluminium 0 24 1954 1 46402 1,954 0 0 46,402 #1 Pet 0 95 697 66,206 697 a 0 661206 #2 HOPE 0 47 688 32,676 688 0 0 SZ676 #3 to#7 Mixed Plastics 0 24 59 1,401 59 0 0 1,401 Pol coat 0 24 124 2,945 108 -8 -190 2,755 Steel 0 95 343 32,581 343 0 0 32,581 Subtotal 0 309 $584 $182,x14 $589 -$0.62 -$190 182424 Total Glass Shi ped to Market Clear 96 93 27 2,513 27 0 0 2,513 Mixed 72 70 -10 -696 -10 0 0 -698 Subtotal 168 163 $11 $1,815 $11 $0.00 $0 $1,815 Total 2 400 184 442,164 :533,832 $428,329 Less Marketing Fees 2.5%o Revenue Goal in Contract $11054 Total Munlel al Revenue $417,275 Calculation of Revenue Belonging to Partner Municipality Total Material Received from all Sources 2,500 tonnes Total Material Received from Partner Muncipality 25 tonnes Portion of Material belonging to Partner Municipality 1% Portion of Total Municipal Revenue belonging to Partner Municipality $4,973 Calculation of Partner Municipality's Processing Pees Total Material Marketed from all Sources 2,400 tonnes Portion of Material belonging to Partner Municipality 1% Marketed Material belonging to Partner Municipality 24 tonnes Processing Fees($861tonne based on<3%non-recyciables) $2,064 NET PAYMENT TO PARTNER MUNICIPALITY $2,109 y :OF i 7 y6 F INS The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: February 12, 2015 SUBJECT: Human Resources Policy Revision RECOMMENDATION: THAT a by-law to authorize the changes to Human Resources Policy HR-1.10 and HR-4.2 be brought forward. INTRODUCTION: Council approved changes to the Vacation and Hours of Work as part of remuneration for 2015 at the meeting held on January 22, 2015. DISCUSSION: Changes to HR-1.10 Vacation affect sections 2.02, 2.03 and 2.09 of the policy. Changes to HR-4.2, Vacation affect sections 2.08 (c) and (d) of the policy. The proposed changes are highlighted in bold on the attached. Respectfully Submitted, Reviewed by: Norma I. Bryant, MonBA,AMCT Scott Gawley, CP , CGA Clerk Administrator/Treasurer Attachments Human Resources Policy HR-1.10 and HR-4.2 MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR-1.10 Section: Benefits Effective Date: Feb 17198 Subject: Vacation Revision Date: Jan 22115 Page: 1 of 2 1 PURPOSE: 1.01 To establish a vacation policy for full-time employees. 2 POLICY: 2.01 For the purpose of computing vacation entitlement, the vacation year shall begin on January 15t and end on the following December 31st. 2.02 Vacation entitlements should be taken during the year to which it refers. Vacation time may be carried over to the next year. This vacation time shall be used in the first six(6) months of that year. 2.03 The amount of time that can be carried over is the maximum of forty(40) hours including both vacation and banked time. 2.04 No cash payment in lieu of vacation time off will be made and all credits not used up by the end of the twelve(12) month period, will be lost, subject to conditions in the Employment Standards Act, except where approval for carry-over has been granted under section 2.02 above. 2.05 All vacation pay will be pro-rated according to the vacation schedule if an employee is dismissed or resigns from their employment. 2.06 Upon retirement the employees unused vacation time shall be taken prior to retirement. 2.07 The effective date for the progression in vacation entitlement, once an employee has reach the requisite years of continuous service shall be their anniversary date. 2.08 Full-time employees who have completed one (1) year of continuous service shall receive annually two (2)weeks vacation with pay prorated from their anniversary date. 2.09 Full-time employees upon successful completion of probation period shall receive vacation days prorated to the end of the year. 2.10 Part-time employees who become full-time employees and who have completed a full year of continual service during their part-time employment will have that time considered as having completed one year of continuous service as per 2.07. 2.11 Full-time employees who have completed five (5) years of continuous service shall receive annually three(3)weeks vacation with pay. 2.12 Full-time employees who have completed ten (10)years of continuous service shall receive annually four(4) weeks vacation with pay. 2.13 Full-time employees who have completed fifteen (15)years of continuous service shall receive annually five(5)weeks vacation with pay. 2.14 Full-time employees who have completed twenty years(20)years of continuous service shall receive annually six(6)weeks vacation with pay. MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR-1.10 Section: Benefits E=ffective Date: Feb 17198 Subject: Vacations Revision Date: Feb 12115 Page 2 of 2 2.15 A vacation schedule shall be prepared each year by the Head of each Department. 3 ADMINISTRATION: 3.01 The head of each department shall authorize vacation in accordance with this policy. 4 ATTACHMENTS: 4.01 None Council authorization: By-law 98-06 By-law 2007-47 By-law 2010-71 By-law 2010-72 By-law 2015- MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR-4.2 Section: Terms of Employment Effective Date: Feb 17198 Subject: Hours of Work Revision Date: Jan 22115 Page: 1 of 3 1 PURPOSE: 1.01 To establish hours of work for all full-time employees. 2 POLICY: 2.01 Municipal Office (a) Hours of work shall be Monday to Friday, 8:30 a.m. to 4.30 p.m. with one(1) hour for lunch. (b) Total of 35 hours per week. (c) Each employee has the option of taking a '/hour lunch each day for fourteen (14)days and having the next working day off. Some rules do apply as follows: i) In the first year of employment these days off can be used towards a week's vacation. Otherwise they are not to be accumulated and taken as another week of holidays. ii) They can be taken as long weekends providing there is enough staff on hand in the office. iii) They can be used over Christmas for the time off needed when the office is closed. iv) Carry over of unused.time to the next year is not allowed. 2.02 Roads Department (a) Hours of work shall be Monday, Tuesday, Wednesday and Thursday, 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 4:30 p.m. (b) Hours of work on Friday shall be 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 2:00 p.m. (c) Total of 40 hours per week. (d) Although these hours are the regular hours of the road department, there are many times when the Municipality may be best served by altering these hours. Any such alteration will be at the discretion of the Road Superintendent. (e) Winter Shift i) Morning shift hours commence on Monday to Thursday at 3:00 a.m. to 12:00 p.m. (noon) and on Friday from 3:00 a.m. to 9:30 a.m. ii) Afternoon shift hours commence on Monday to Thursday at 1:30 p.m. to 10:30 p.m. and on Friday from 1:30 p.m. to 8:00 p.m. iii) Winter shift hours are from mid-November to end of March of each year. The actual start and finish date is determined by the Superintendent. 2.03 Water Department (a) Hours of work shall be Monday, Tuesday, Wednesday and Thursday, 7:30 a.m, to 12:00 p.m. and 12:30 p.m. to 4:30 p.m. (b) Hours of work on Friday shall be 7:30 a.m. to 12:00 p.m. and 12:30 p.m. to 2:00 p.m. (c) Total of 40 hours per week. (d) Although these hours are the regular hours of the water department, there are many times when the Municipality may be best served by altering these hours. Any such alteration will be at the discretion of the Water Superintendent. 2.04 Parks& Recreation Department (a) Hours of work shall be: DAY SHIFT- 7:30 a.m. to 4:30 p.m. NIGHT SHIFT- 4:00 p.m. to 12:00 a.m. MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. 1 HR-4.2 Section: Terms of Employment Effective Date: Feb 17198 Subject: Hours of Work Revision Date: Jan 22115 Pang- (b) The forty(40) hours per week are averaged over the paid period. Although these hours are the regular hours of the department there may be times when the Municipality may be best served by altering these hours. Any such alteration will be at the discretion of the Parks and Recreation Superintendent. 2,05 Overtime Pay (a) An hourly rated employee who works outside of their normal scheduled shift shall be paid time and one-half(1 %)from 6:00 a.m. to midnight and double time from midnight to 6:00 a,m. A minimum call out time of two hours will be paid at the appropriate rate. (b) The Clerk who attends special Council meeting outside of regular working hours shall be reimbursed the equivalent to the meeting pay for Councillors. This shall not apply to Trl County Management Committee meetings. 2.06 Cali-In (a) An hourly rated employee who is called in outside of their regular working hours shall be paid for a minimum of two (2) hours. Call-in does not apply to the two(2) hour period prior to the beginning of a regular shift. 2.07 Overtime Meal Allowance (a) A meal or meal allowance of$10.00 maybe provided to employees if working overtime and will be at the discretion of the Department Head 2.08 Banking of Overtime Hours (a) A maximum of 80 hours per calendar year, including stand-by time, may be banked and taken off as time in lieu at the discretion of the Superintendent. Once hours are banked and are taken off as time in lieu they cannot be banked again. (b) Road Department Night Shift may bank overtime hours at the regular rates as noted in 2.05 (a)at the discretion of the Superintendent. The premium for working the night shift shall be paid as part of wages. (c) Banked hours should be taken off during the year in which they are earned. Banked time may be carried over to the next year and used in the first six(6) months of that year. Vacation hours will be used first and then banked hours when taking time off. (d) The amount of time that can be carried over is the maximum of forty(40) hours including vacation and banked time. 3 ADMINISTRATION: 3.01 The Treasurer shall ensure this policy is followed in the calculation of wages. MUNICIPALITY OF WEST ELGIN POLICY MANUAL oSu ter: Human Resources Index No. HR-4.2 ion: Terms of Em to ment Effective Date: Feb 17198 ect: Ho urs of Work Revision Date: Jan 22115 Page: 3 of 3 4 ATTACHMENTS: 4.01 None Council authorization: By-law 98-06 By-law 2003-67 By-law 2007-84 By-law 2010-71 By-law 2010-72 By-law 2011-08 By-law 2011-44 By-law 2013-07 By-law 2013-78 By-law 2014-72 By-law 2015- y OF..... V ,MbUyF �� a N The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: February 12, 2015 SUBJECT: Attendance at meetings RECOMMENDATION: THAT a by-law to authorize Policy CO-2.1 -Attendance be brought forward. INTRODUCTION: At the meeting held on January 8, 2015 Council passed a resolution directing staff to prepare a policy regarding non-attendance at sessions. DISCUSSION: The policy will provide direction when a scheduled meeting is not attended and registration fees have been paid. It will be the responsibility of a councillor or member of staff to reimburse the municipality for the fees incurred other than for reason of illness. Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA,AMCT Scott Gawley, PA, CGA Clerk Administrator/Treasurer Attachments Policy CO-2.1 Attendance MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Council Index No. CO-2.1 Section: Meetings Effective Date: Subject: Attendance Revision Date: Page. 1 of 1 1 PURPOSE: 1.01 The purpose is to provide direction when a scheduled meeting is not attended. 2 POLICY: 2.01 Municipal practices provide for the payment of registration fees for approved seminars, meetings or conventions for Council and staff by the municipality. 2.02 If a member of council or staff does not attend these sessions as noted in 2.01 above, no refund may be available. 2.03 If a full refund is not available, it will be the responsibility of the member of council or staff to reimburse the municipality for this absence, other than for reason of illness. 3 ADMINISTRATION: 3.01 The Administrator shall ensure this policy is followed. 4 ATTACHMENTS: 4.01 None Council authorization: c ��d jy OF � Y` .YYYgF.( �. e ` N a a A a I The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: February 12, 2015 SUBJECT: Lottery Proceeds RECOMMENDATION: To continue the charitable benefit that the Royal Canadian Legion branches provide for the residents of West Elgin, Council agrees that 75% of lottery proceeds may be applied to building maintenance and general operating costs. INTRODUCTION: A question has arisen regarding the amount of lottery proceeds the Legion Branches can use towards building maintenance and general operating costs. BACKGROUND: Royal Canadian Legions are considered community service organizations for lottery licensing. However, some special provisions do apply. Council has passed resolution authorizing the Rodney and West Lorne Legions to use 75% of their lottery proceeds for operating expenses. DISCUSSION: How is the amount of lottery proceeds determined? 1,_Percentage of space available for public use Both legions have provided data on the allocation of space in their buildings. For Rodney, 75% is available for public use and for West Lorne, 88% is available for public use. If this calculation is used, the 75 % is justified for both legions. 2. Percentage of time used by allowable organizations Both legions have provided a list of organizations provided space for free. For Rodney this is equivalent to 53% of the time and for West Lorne is 15.3%. The municipality allows the use of Community Complex lex in West Lorne for free for a number of organizations. Whereas in Rodney, this is not the case and the Rodney Legion fulfils this role. 3. Combination of both Using both space and time used is applied to service clubs. That is, the percentage of space available is determined first. Then the percentage of time used is multiplied by that figure. This leaves Rodney with the allowance of 40% and West Lorne with the allowance of 13%. This would clearly leave a hardship for both legions but particularly for West Lorne. The municipality may authorize the use of lottery proceeds that are reasonable and necessary expenses in carrying out the charitable programs and services. Clearly, the payment of operating expenses is necessary for the legions to provide the use of the buildings for the organizations. See Table#1 for a summary. Looking to o�the Future The Lottery Policy Manual refers to percentage of time used and perhaps we should be looking at 50% (which is close to Rodney's usage). Council could consider the concept that the West Lorne Legion could provide 50% useage of their building, if the municipality didn't offer the Community Complex for free. The useage of the West Lorne Legion must increase to reach the goal of 50% usage. How is this accomplished? OR, the municipality could consider providing a grant to West Lorne Legion to achieve the value of 50% of the lottery proceeds. However, under a 50% rule, Rodney's proceeds would decrease also If 50% was allowed for both legions the result would be Rodney- $11,604, a decrease of$5,801 (from $17,405 allowed with 75%) and for West Lorne - $9,695, a decrease of$4,848 (from $14,543 allowed with 75%). Respectfully Submitted, Reviewed by: Norma 1. Bryant, HonBA,AMCT cott Gawley, CPA,. GA Clerk Administrator/Treasurer Attachments Table #1 TABLE #1 West Lorne Legion Rodney Legion a. Total maintenance cost $19,390 $23,207 b. 75% $14,543 $17,405 Deficit— responsibility of Legion a-b $4,847 $5,802 50% $9,695 $11,604 c. Percentage of space 86.5% 75% d. a X c $16,772 $17,405 Deficit— responsibility of Legion (a-d) $2,618 $5,802 e. Percentage of time 15.3% 53% f. d X e $2,566 $9,225 Deficit— responsibility of Le ion a- $16,824 $13,982 g. Allowance from 13% 40% S(40) 4P Sna The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Norma I. Bryant, Clerk DATE: February 12, 2015 SUBJECT. Fencing By-law RECOMMENDATION: THAT Council provide direction on proposed fencing by-laws. INTRODUCTION: A request has been received to provide standards for fencing in the built-up areas. BACKGROUND: The Line Fences Act provides a procedure for the resolution of fence disputes between adjoining properties. Fence Viewers are approved by Council. The responsibility of Fence Viewers is to apportion the responsibility between the adjoining owners (i.e. how expenses are shared) and a description of the fence. This works well in agricultural areas where livestock and cash crop farming can be in conflict. DISCUSSION: As noted above, the Line Fences Act does not specifically provide for standards of fencing. In built-up areas it is appropriate to provide for standards and an application process. The following is attached for discussion purposes: 1. Draft by-law to exempt parts of the municipality from the Line Fences Act. This by-law also provides direction if the case of disputes. 2. Draft by-law to prescribe height and description of fences in areas exempt from the Line Fences Act. Section 2.2 refers to the "fencing around swimming pool" by-law. It may be more appropriate to include these provisions in this by-law. 3. By-laws 98-47 and 2012-10 —fencing around swimming pool provision — are attached for your information. Respectfully Submitted, Reviewed by: Norma I. Bryant, HonBA,AMcT ` 5�cott�GZ y, CP , CGA Clerk Ad min istratorlTreasurer Attachments 1. Draft by-law to exempt parts of the municipality from the Line Fences Act. 2. Draft by-law to prescribe height and description of fences in areas exempt from the Line Fences Act 3. By-law 98-47 and By-law 2012-10 (which amends By-law 98-47) THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY-LAW NO. Being a by-law to exempt parts of the Municipality of West Elgin from the Line Fences Act WHEREAS Section 8 of the MunicipalAct2001, S.O. 2001, c.25, as amended, provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Act; and WHEREAS Section 9 of the Municipal Act provides that Sections 8 and 11 shall be interpreted broadly so as to confer broad authority on municipalities to (a) enable municipality to govern their affairs as they consider appropriate and, (b) to respond to municipal issues; and WHEREAS Section 11 of the Municipal Act prov'- s that a lower-tier municipality may pass by-laws respecting matters within th tyres of jurisdiction described in the Municipal Act and subject to certain vislon�s outlined in the Municipal Act; and _ _ WHEREAS Subsections 98(1) and (29%Qkae(29%Q ff. icipal Act provide that a by-law maybe passed by a municipali# n�� Line Fences Act, R.S.O., c.L.17 does not apply to all or any paw e mun icipality, subject to the continuing applicability of Section 20 of fI� _ des Act; NOW THEREFORE fteoun o e Municipality of West Elgin enacts as follows: 1 DEFINITIONS t In this by-law: 1.1 Actual Cost means the total cost of the construction, replacement, maintenance or repair (as applicable) of a division fence, other than a fence described in Subsection 1.3, and includes taxes, the value of the material used and the value of the labour performed to complete the work. 1.2 Adloininq owner means the person who owns the land adjacent to land of another landowner seeking to build a division fence. 1.3 Basic Cost means the total cost of construction, replacement, maintenance or repair (as applicable) of a four (4) foot high, 1 % inch mesh, steel chain link fence. 1.4 Built-Up Area, shall mean: (a) the former Village of Rodney and adjacent lands as shown on Schedule "A" to this By-law; (b) the former Village of West Lorne and adjacent lands as shown on Schedule "B"to this By-law; (c) lands zoned Hamlet Residential (HR), Lakeshore Residential (LR), Rural Residential One (RR1) and Rural Residential Two (RR2) in the former Township of Aldborough Zoning By-law No. 90-50, as amended from time to time. 1.5 Construct a Fence means to construct, erect, build, install, alter, reconstruct or replace a fence, or case or permit another person to do so. 1.E Designated Official means a By-law Enforcement Officer or Chief Building Official for the Municipality of West Elgin, or as otherwise determined by the Municipality. 1.7 Division Fence means a fence marking the boundary between abutting parcels of land. 1.8 Fence means a barrier or partition erected or ground, including shrubs and hedges, which may or may not define the boundary line of a property but shall not include a building or structure asIfined in the Ontario Building Code or regulations for the Zoning By-law. 1.9 Municipality means the CorporationAth Mu pality of West Elgin. 1.10 Owner, means an owner, lessee, ter, mortgagee In possession and the person in charge of any proper�� 1.11 Person shall include a Firm-JD_ae hip--Company, Corporation or Contractor of Owner. 4e _ 1.12 Public Highway mew wee highway being a Provincial Highway under the jurisdion 9tounty of Elgin or the Municipality of West Elgin, or assumi4y the�nunicipality or being constructed under an agreement with theuriffiffipality. 1.13 Public Authority means the federal or provincial government, crown agents, school boards and regional municipalities, to whom the context can apply but specifically excludes the municipality. 1.14 Unopened road allowance means lands owned by the municipality but which have yet to be designated as a public highway by enactment of a by-law. 2 PROVISIONS 2.1 From and after the date of enactment of this by-law, the provisions of the Line Fences Act, except Section 20 of the Line Fences Act, shall no longer apply to the Built Up Area of the municipality. 2.2 The provisions of this by-law do not apply in the following circumstances: (a) to any lands that constitute a public highway, including lands abutting a public highway that are held as a reserve by a municipality or other public authority; or to lands being held by a municipality or other public authority as an unopened road allowance or for future public highway purposes; (b) where an owner has initiated proceedings under the Line Fences Act prior to the enactment of this by-law. 2.3 An owner of land may construct, replace, repair and maintain a division fence. 2.4 Where the owners of adjoining lands are in agreement or are able to reach agreement on the details of construction or replacement of a division fence, each of them shall construct or replace a reasonable proportion of the division fence; or shall bear a reasonable and just proportion of the cost of any work required to do so, in accordance with the agreement reached between the owners, regardless of any provision to the contrary in this by-law. 2.5 Where the owners of adjoining lands cannot agree or reach an agreement as referred to in section 2.4 above, an owner desiring to construct or replace a division fence may do so subject complying with the following requirements: (a) The owner must deliver a notigehe "NAw- of Intent") to the adjoining owner by registered �i advising of his or her intent to construct or replace a divigon femme; (b) The Notice of Intent must %~following minimum information: i) a copy of thr (3 writ n quotes for the actual cost or basic cost for the ' � v = o be undertaken. ii} a parap Haft that "the construction or replacement of the divisiaience mill Fommence fourteen days after the mailing of this Notif.lent and the owner may seek a contributory payment forme work to the division fence from the adjoining owner in accordance with the applicable by-law". iii} a further paragraph stating that "the adjoining owner may obtain three (3) additional quotes for presentation to the owner not later that ten business days from the date of mailing of the Notice of Intent:; and iv} a complete copy of this by-law must be attached to the Notice of Intent. 2.6 In cases where the cost of construction or replacement of a division fence is in dispute, the cost shall be apportioned as follows; (a) the adjoining owner shall pay fifty percent (50%) of the basic cost or fifty percent (50%) of the actual cost, whichever is the lesser, having considered all the fencing quotes exchanged; and (b) the owner shall pay the balance of the actual cost. 2.7 Subject to Section 2.8 and 2.9, once a fence has been erected, the cost of repairs or maintenance to a division fence shall be borne equally by the owner and the adjoining owner. 2.8 The cost of repairs to a division fence shall be borne: (a) by the owner if her or his invitees caused the damage necessitating the repair. (b) by the adjoining owner if her or his invitees caused the damage necessitating the repair. (c) subject to Section 2.9, equally by the owner and the adjoining owner if the damage necessitating the repair was caused by a natural disaster. 2.9 If a tree is thrown down by accident, carelessness, negligence, deliberate intent or otherwise, so as to cause damage to a division fence, the owner of the lands on which the tree stood shall, at his sole expenses, forthwith remove the tree and repair the fence. 2.10 Where the municipality if the adjoining WOW of lands other than lands described in Subsection 2.2(a), the c t-of c—ftstruction, replacement, repair or maintenance of a divisionncsham assigned as follows: (a) the owner shall pay 99%f the Mt of the work; (b) the municipality shall pay io *tost of the work. 2.11 Compliance with this byglffiW-7oeiot exempt an owner or the adjoining owner from the require= ly with By-law No. the Fence By-law. 3 ADMINISTRATION. EN[ R�EMENT AND PENALTY PROVISIONS 3.1 The administration forcement of the By-law shall be under the authority of the DesigNted Official, 3.2 Every person or owner who contravenes any provision of this By-law is, upon conviction in a court of competent jurisdiction, therefore guilty of an offence and shall be liable to a fine as provided under the Provincial Offences Act. 3.3 In this by-law, where any person is directed to any matter or thing, in default of it being done by the person directed or required to do it, such matter or thing may be done at his or her expense by the Municipality of West Elgin or its agents and such expense may be recovered by action or in like manner as municipal taxes. 4 TITLE 4.1 This by-law shall be cited as the "Division Fence By-law". 5 EFFECTIVE DATE 5.1 This by-law shall come into force upon the date of final passing thereof. THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY-LAW NO. Being a by-law to prescribe the height and description of fences in certain areas of the Municipality of West Elgin WHEREAS Section 8 of the Municipal Act 2001, S.0. 2001, c.25, as amended, provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Act; and WHEREAS Section 9 of the Municipal Act provides that Sections 8 and 11 shall be interpreted broadly so as to confer broad authority on municipalities to (a) enable municipality to govern their affairs as they consider appropriate and, (b) to respond to municipal issues; and WHEREAS Section 11 of the Municipal Act prow' that a lower-tier municipality may pass by-laws respecting matters within °sphs of jurisdiction described in the Municipal Act and subject to certain_- visions autlined in the Municipal Act; and e NOW THEREFORE the Council of t y of West Elgin enacts as follows: 1 DEFINITIONS In this by-law: 1.1 Built-Ur)Area, sh-filk-nean:Aff (a) the former Villafto_ Rodney and adjacent lands as shown on Schedule "A" to this By-law; (b) the former Village of West Lorne and adjacent lands as shown on Schedule "B" to this By-law; (c) lands zoned Hamlet Residential (HR), Lakeshore Residential (LR), Rural Residential One (RR1) and Rural Residential Two (RR2) in the former Township of Aldborough Zoning By-law No. 90-50, as amended from time to time. 1,2 Construct a Fence means to construct, erect, build, install, alter, reconstruct or replace a fence, or case or permit another person to do so. 1.3 Designated Official means a By-law Enforcement Officer or Chief Building Official for the Municipality of West Elgin, or as otherwise determined by the Municipality. 1.4 Division Fence means a fence marking the boundary between abutting parcels of land. By-law No. P. 2 Fence By-law 1.5 Fence means a barrier or partition erected or grown, including shrubs and hedges, which may or may not define the boundary line of a property but shall not include a building or structure as defined in the Ontario Building Code or regulations for the Zoning By-law. 1.6 Fence of open construction means a fence constructed so that at least one third (113) of its vertical surface area is open space, enabling motorist and pedestrians to have a clear view through such fence. 1.7 Height means the vertical distance measured between the average finished grade and the highest point of the fence. In the case of a fence located on top of a retaining wall or berm, height means the combined vertical distance between the lowest point of the retaining wall or berm and the highest point of the fence. 1.8 Lot means all contiguous land under one ownership. 1.9 Lot. Through means a lot which has street access on two or more streetlines, other than a corner lot. OF 1.10 Lot. Corner means a lot situated at the i ction of two or more streets, or a lot abutting one or more parts ofd sam treet, where such intersections have an angle of inteLObtioa of 1Niegrees or less or located on the curve of a street why bTangle of intersection of the projected tangents of the stree. e do of exceed 135 degrees. 1.11 Lot Line means any boundary a� �— he vertical projection thereof. 1.12 Lot Line, Front means IdVind abuts the street except that; (a) in the case of a c % l rough lot, the shorter line abutting a street shal � the front lot line; (b) in the casf corn&or1hrough lots, with two lot lines of equal length abutting streAL ItLA of line that abuts the wider street shall be deemed to be Affront lot line. Where.the streets are of equal width, the lot line that abuts the County road shall be deemed to be the front lot line. 1.13 Lot Line. Rear means the lot line opposite to the front lot line except where the side lot lines intersects, as in the case of a triangular lot, in which case the rear lot line shall be represented by the point of intersection of the side lot lines. 1.14 Municipality means the Corporation of the Municipality of West Elgin. 1.15 Owner means an owner, lessee, tenant, mortgagee in possession and the person in charge of any property. 1.16 Person shall include a Firm Partnership, Company, Corporation or Contractor of Owner. 1.17 Public Highway means a street or highway being a Provincial Highway under the jurisdiction of the County of Elgin or the Municipality of West By-law No. P. 3 Fence By-law Elgin, or assumed by the municipality or being constructed under an agreement with the municipality. 1.18 Shrubs and Hedges means a continuous line of plantings or plant material arranged to form a fence or boundary. 1.19 Sight Triangle means an area free of buildings or structures higher than 0.6 metres (2 feet) which is determined by measuring from the point of intersection of streetlines on a corner lot to a prescribed distance or by measuring from the point of the intersection of any streetline and driveway to a prescribed distance. 1.20 Structure means anything constructed or erected which requires location on or in the ground or is attached to something having location on or in the ground but shall not include a fence, a retaining wall less than 0.6 metres (2 feet) in height, lawn ornament or a shrub or hedge. 1.21 Yard means an uncovered area on a lot lying between the lot line and the nearest part of any building or structure on W lot. 1.22 Yard Exterior Side means a side yard i %th ely adjacent to a street or a reserve abutting a street, extending m ont yard to the rear yard of any lot. F 1.23 Yard, Front means a yard extending ss the full width of the lot- between the Front Lot Line of _- t a e nearest part of the nearest building or structure on the lot. 1.24 Yard Interior Side mew t _M yabetween the side lot line and the nearest part of any bin lure extending from the front yard to the rear yard of _ 1.25 Yard, Rea m . s the jdcpending across the full width of the lot between the react linef the lot and the nearest part of the nearest building or structur a lot. 1.26 Yard, Side means the yard between the side lot line and the nearest part of the nearest building or structure extending from the front yard to the rear yard of a lot. 1.27 Unopened road allowance means lands owned by the municipality but which have yet to be designated as a public highway by enactment of a by-law. 1.28 Zone means a zone category in a By-law enacted pursuant to Section 34 of the Planning Act, as amended, or a predecessor of that Section. 2 RESTRICTIONS ON FENCES 2.1 This by-law shall apply to Built-Up Area of the Municipality of West Elgin as defined in this by-law. 2.2 This by-law shall not apply to fencing around swimming pools, which are governed by By-law 98-47 as amended by By-law No. 2012-10. i By-law No. P. 4 Fence By-law 2.3 No person shall use any barbed wire or other barbed material of a nature which could be injurious to the public in the construction of, or in connection with, any fence in the Municipality, except where such a fence is located within an industrial zone and provided such materials are used at a height of at least 6 feet (1.8 metres) above the finished grade. 2.4 No person shall permit a fence or any attachment to a fence to be used as a conductor of an electrical current. 2.5 No person shall erect a fence on or in any municipal easement unless the fence is constructed in accordance with the applicable easement document. Furthermore, the Municipality shall not be responsible for any damage to a fence during the course of or regular or emergency maintenance within such easement. 2.6 No person shall construct a fence that contains a gate structure that abuts Municipality owned property without being granted an exemption from the Municipality. 27 No person shall construct a fence that is &ter than 0.6 metres (2 feet) in height along any point of a Sight Trianjlan - uch fence must be of open construction. 2.8 No fence shall be erected between VOI utting dwellings where the distance between such dwelli itre s (2 feet) or less. 2.9 No fence shall be erected closth - metres (1 foot) from any lot boundary abutting a puMfth 2.10 Notwithstanding the i 1 s' $ection 2.3, the maximum height of any fence shall be 6 f in any zone unless specified by section 4 of this by-law. 3 FENCES IN REMIDENTL ZONES For any residential . m the Built-up Area, the following shall apply: 3.1 Fences in Rear Yards No fence erected in a rear yard shall exceed 1.8 metres (6 feet) in height. 3.2 Fences in Front Yards No fence erected in a front yard shall exceed 1.0 metres (3.3 feet) in height and shall be constructed as a fence of open construction. 3.3 Fences in Interior Side Yards (a) No fence erected in an interior side yard shall exceed 1.8 metres (6 feet) in height. (b) Notwithstanding Section 3.2, if a fence is a division fence, the subject fence may be erected to a point opposite the front corner of the building nearer the road. 3.4 Fences in Exterior Side Yards By-law No. P. 5 Fence By-law (a) No fences erected in an exterior side yard shall exceed 1.0 metres (3.3 feet) in height. (b) Notwithstanding section 3.4 (a), if the residence is set back further than the minimum setback required by the current Zoning By-law, then a fence not exceeding 1.8 metres (6 feet) may be constructed if such fence meets minimum setbacks as required by the current Zoning By-law. 3.5 Fences in Through Lots A fence having a maximum height of 1.8 metres (6 feet) may be erected along the side lot lines. A fence may not be closer than 7.5 metres (25 feet) to the front or rear lot line. However, it may extend to the dwelling if the dwelling is within this setback. 4 FENCES IN COMMERCIAL, INDUSTRIAL, INSTITUTUIONAL AND OPEN SPACE ZONES In a commercial, industrial, institutional or n space zone, the following shall apply: 4.1 No fence shall exceed 3.04 metres Lj eet) io fight. 4.2 No fence shall be erected having ai min excess of 1.8 metres (6 feet) from the exterior side lot line the es fished building line of the main building erected on the lot. 4.3 No fence shall be erect- y in� eight in excess of 1.23 metres (4 feet) between the establish buiginge of the main building on the lot, and a setback of 3.04 metre g- m the front lot line. 4.4 A fence shall bjffl opt cstruction. 5 CONSTRUCU _AN�MAINTENANCE M IMF 5.1 All fences shall bed ained in good repair. 5.2 All fences shall be constructed and maintained in a structurally sound condition. 5.3 All fences shall be maintained to prevent an unsafe or unsightly condition. 5.4 Where fifty percent (50%) or more of any fence is to be replaced or repair such replacement and or repairs shall meet the requirements of this By- law. 6 VARIANCES 6.1 Notwithstanding the provisions of this by-law, nothing shall prevent the construction and maintenance of a fence constructed for public services by the Municipality or any other government agency. 6.2 Notwithstanding any provisions respecting the height of fences in this by- law, where the Municipality has entered into a subdivision or site plan agreement requiring any fence to form part of a required architectural or i By-law No. P. 6 Pence By-law noise attenuation feature, such fence shall be exempt from the height restrictions set out in the by-aw for such fence and shall be the height set forth for such applicable seditions or site plan control agreement. 6.3 The requirements of this by-law do no apply to a fence that was constructed lawfully prior to the day on which this by-law came into force. 7 ADMINSTRATION ENFORCEMENT AND PENALTY PROVISIONS 7.1 In the event that complaints are received in writing by the Municipality, the Chief Building Official shall inspect the fence subject to the complaint. 7.2 If, in the opinion of the Chief Building Official, the said fence does not comply with the provisions of this by-law, the Chief Building Official shall notify in writing, the owner, agent or person responsible for the said fence of the requirement to bring the fence into compliance with the provisions of the by-law. Notice in writing shall be deemed delivered when it has been. AL (a) Personally served; or AM (b) Sent by registered mail to the j?t�hj s Noe owner, as shown on the last assessment roll, on the fi day a ft mailing; or (c) When posted on the offending 7.3 Failure to comply with the writ cti�aof the Chief Building Official constitutes a contraventio of t- - for which the owner, agent or person responsible ca bjeto the penalty set out in Section 12 of this by-law. s 7 — THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY-LAW NUMBER 9$-47 BEING A BY-LAW REQUIRING OWNERS TO FENCE PRIVATELY OWNED SWIMMING POOLS LOCATED IN THE MUNICIPALITY OF WEST ELGIN AND TO PLACE A SECURITY DEPOSIT WITH THE MUNICIPALITY AND TO OBTAIN PERMITS FOR THE CONSTRUCTION OF FENCES AND GATES TO ENCLOSE OUTDOOR SWIMMING POOLS. WHEREAS The Municipal Act, R. S.O. , 1990, C. 45 Section 210 (30) as amended by Section 10 of Schedule M of the Savings and Restructuring Act, 1996 provides that the Council may by by-law impose fees for services and activities provided or done by or on behalf of the Corporation of the Municipality of West Elgin. ; AND WHEREAS the Council of the Municipality of West Elgin considers such legislation to be in the best interest of the general public of the Municipality; NOW THEREFORE the Council of the Corporation of the Municipality of West Elgin enacts as follows : SECTION 1 DEFINITIONS 1 . 1 In this by-law "Chief Building Official" shall mean the person appointed by the Municipality to such position pursuant to the Building Code Act. "Municipality" shall mean the Corporation of the Municipality of West Elgin. "Gate" shall mean any part of a swimming pool fence which opens on hinges and includes a door located in the wall of an attached or detached garage or carport which forms part of the swimming pool fence . "Hydro Massage Pool" shall include those pools commonly referred to as a hot tub, a whirl pool, a jacuzzi or a spa . "Maintain" shall mean to carry out repairs of any part or parts of a swimming pool fence so that it can properly perform the intended function. "Replacement" shall mean the construction of a swimming pool fence that takes the place of a swimming pool fence previously constructed. "Self--closing device" shall mean a mechanical device or spring which returns a swimming pool fence gate to its closed position within 30 seconds after it has been opened. "Self-latching device" shall mean a mechanical device or latch which is engaged each time the swimming pool fence gate is secured to its closed position, which will not allow the swimming pool fence gate to be re-opened by pushing or pulling and which will ensure the swimming pool fence gate remains closed until unlatched by either lifting or turning the device itself directly or by a key. "Swimming pool" shall mean a structure, basin, chamber or tank containing or capable of containing water and is designed to be used for swimming or wading, a) has a depth of more than 75 centimetres (29 . 5 inches) at any point and b) has a surface area of more than 1 square metre (10. 8 square feet) and c) is not under the jurisdiction of the Building Code and d) is not completely inside a building and e) is not owned by government or a local board or commission constituted under any statute or by-law and f) is not a pond or reservoir to be utilized for farming purposes and g) but excludes hydro massage pools and h) excludes storm water management ponds "Swimming pool fence" shall mean a wall, a structure or a building which encloses a swimming pool . SECTION 2 - GENERAL PROVISIONS 2 . 1 This by-law shall be administered by the Chief Building Official. 2 . 2 This by-law shall apply to all swimming pool fences constructed or replaced in the Municipality of West Elgin on or after November 12th, 1998. 2 . 3 The provisions of this by-law shall not prevent the use of an existing swimming pool fence if such swimming pool fence was constructed and has enclosed a swimming pool from the date of its construction on or before May 5th, 1987 in the former Village of Rodney and August 7th, 1990 in the former Village of West Lorne and was built in accordance with the regulations of the by-laws for the former Village of Rodney and the former Village of West Lorne prior to November 12th, 1998 . 2 . 4 Where any swimming pool fence was constructed to enclose a swimming pool in accordance with the regulations that existed on or before May 5th, 1987 in the former Village of Rodney and August 7th, 1990 in the former Village of West Lorne the swimming pool fence may be maintained in accordance with such regulations . it 2 . 5 At such time as an entire existing swimming pool fence is replaced the replacement swimming pool fence shall be constructed in accordance with this by-law. 2 . 6 When a swimming pool fence is constructed so that it functions as a boundary fence between two or more adjacent properties in addition to its function as a swimming pool fence, the provisions of this by-law prevail over any other Municipal by-law that regulates fences. SECTION 3 - PROHIBITIONS 3 . 1 No person shall construct or cause to be constructed a swimming pool without having first obtained a swimming pool fence permit from the Chief Building Official . 3 .2 No person shall construct or cause to be constructed a swimming pool which is not completely enclosed by a swimming pool fence in accordance with this by-law. 3 . 3 No person shall fail to enclose a swimming pool with temporary fencing during construction. 3 . 4 No person shall construct or cause to be constructed a swimming pool with a swimming pool fence that does not conform to the requirements of this by-law. 3.5 No person shall fail to equip a swimming pool fence gate with a self-closing device and a self-latching device. 3. 6 No person shall construct or maintain a swimming pool fence gate with an outside opening self-latching device less than 122 centimetres (48 inches) above ground level . 3 . 7 No person shall place or store materials against the outside of a swimming pool fence. 3 . 8 No person shall replace a swimming pool fence without having first obtained a swimming pool fence permit from the Chief Building Official. 3. 9 No person shall fail to maintain a swimming pool fence in accordance with this by-law. SECTION 4 - APPLICATION FOR SWIMMING POOL FENCE PERMITS 4 . 1 An application for a permit to erect a new swimming pool fence or for the replacement of an existing swimming pool fence shall be made by the owner or his or her agent in writing to the Chief Building Official on such forms as may be prescribed. 4 . 2 All such applications shall be accompanied by the following: a) plans showing the location of the proposed swimming pool including all enclosing swimming pool fences, together with full details of each entrance and showing the location of all proposed swimming pool equipment such as filters, slides and heaters; b) the applicable fee as prescribed in Schedule "A" of this by- law. c) a security deposit in the amount of five hundred dollars ($500 . 00) to be held by the Municipality pending final inspection and approval of the fence and gate or gates surrounding such privately owned outdoor swimming pool by the Chief Building Inspector for the Municipality. d) an undertaking to repair damage to Municipal property as required 4 . 3 The Chief Building Official shall issue a permit for a swimming pool fence where the plans submitted appear to comply with all applicable regulations of the by-law have been met. SECTION 5 - SWIMMING POOL FENCE REGULATIONS 5 . 1 Every swimming pool shall be enclosed by a swimming pool fence which shall extend from the ground to a height of not less than 153 centimetres ( 48 inches) . 5 . 2 Except as provided in section 5. 3 of this by-law every swimming pool fence referred to in section 5. 1 of this by-law shall not have any openings that would allow the passage of a spherical object having a diameter greater than 3 . 8 centimetres (1 . 5 inches) . 5 . 3 For other than chain link fences where the vertical distance between each horizontal rail measured from the top of each rail is 1.2 metres (4 feet) or greater, the openings in the fence are permitted to be greater than 3 . 8 cm (1.5 inches) but not greater than that which would allow the passage of a spherical object having a diameter of 10 cm (4 inches) . 5 . 5 Every swimming pool shall be enclosed by a swimming pool fence which as all its horizontal structural members located inside the enclosure to prevent easy climbing unless the swimming pool fence has no openings greater than 3 . 8 cm (1 . 5 inches) and the horizontal members are at least 0. 6 metres (2 feet) apart. 5 . 6 Every swimming pool shall be enclosed by a swimming pool fence which is of sturdy construction, capable of preventing unauthorized entry. 5 . 7 The height of the swimming pool fence shall be measured from ground level on the outside of the enclosure . 5 . 8 Every gate on a swimming pool fence shall be equipped with a self-closing device and a self-latching device . 5 . 9 A self-latching device that can be opened without a key from the outside shall not be less than 122 centimetres (48 inches) above ground level. 5 . 10 During all phases of construction temporary fencing shall be in place such that unauthorized access is prevented. SECTION 6 - UNDERTAKING TO ENSURE REPAIRS 6. 1 Every person erecting, altering, repairing or demolishing a swimming pool fence within the Municipality of West Elgin who permits the crossing of curbing, sidewalks or paved boulevards by vehicles delivering materials to or removing materials from abutting lands shall deposit with the Chief Building Official upon application for a swimming pool fence permit and prior to the commencement of any work, deposit a completed undertaking to repair any damage to Municipal property such as any damage to the sidewalks, curbing or paved boulevards or to any water service box or other service therein caused by the crossing of such vehicles . 6.2 The owner of any lands on which any swimming pool fence is being erected, altered, repair or demolished shall take all necessary steps to prevent building material, waste or soil from being spilled or tracked onto public streets or roads by vehicles going to or coming from the lands during the course of the erection, alteration, repair or demolition and shall be responsible to the Municipality for the cost of removing such building material, waste or soil and the cost of repairing any damaged curbing, sidewalks, or paved or grassed boulevards . SECTION 7 - ENFORCEMENT 7 . 1 Any person who contravenes any provision of this by-law is upon conviction, guilty of an offence and is liable to any penalty as provided in the Provincial Offenses Act. 7 . 2 The court in which the conviction has been entered and any court of competent jurisdiction thereafter may make an order prohibiting the continuation or repetition of the offence by the person convicted and such order shall be in addition to any other penalty imposed on the person convicted. 7 .3 Where anything required to be done in accordance with this by-law is not done, the Chief Building Official for the Corporation of the Municipality of West Elgin appointed pursuant to the Building Code Act may upon such notice as he deems suitable do such thing at the expense of the person required to do it and such expense may be recovered by action or in like manner as municipal taxes . READ A FIRST AND SECOND AND THIRD TIME AND FINALLY PASSED THIS 12th DAY OF NOVEMBER, 1998. "Duncan McPhail" Rita DeWild Mayor Clerk i THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN BY-LAW NO.2012-10 A BY-LAW TO AMEND BY-LAW NO.98-47 BEING A BY-LAW REQUIRING OWNERS TO FENCE PRIVATELY OWNED SWIMMING POOLS WHEREAS Section 7 of the Building Code Act, R.S.O. 1990, c.B.13, as amended, empowers municipalities to pass by-laws respecting building permits and the issuance thereof; AND WHEREAS Section 11(3) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction including but not limited to structures, including fences and signs; AND WHEREAS it is deemed necessary to require fencing of above ground pools in certain circumstances; NOW THEREFORE the Municipal Council of the Municipality of West Elgin ENACTS AS FOLLOWS: 1. That By-law 98-47 be amended by adding the following section: SECTION 5A—ABOVE-GROUND SWIMMING POOLS Section 5 does not apply to an above-ground pool if the pool compiles with the following standards: (1) The pool wall shall be equal or greater than 1.2 metres above grade; (ii) A guard not less than one metre high is provided around any platform or deck; (iii) The outside of the swimming pool structure and any guard is free of any element or attachment that may facilitate climbing; (iv) No part of the swimming pool structure is closer than 1.2 metres to any lot line;and (v) The point where a user of the above-ground pool gains access to the pool is protected by a gated enclosure which complies with the requirements for swimming pool fences as set out in Section 5 inclusive. 2. That Schedule"A"of By-law 98-47 is hereby deleted. 3. That Schedule "A", "Application for Swimming Pool Enclosure Permit", attached hereto and forming parting of this by-law, is hereby adopted. 4. That fees for swimming pool enclosure permit shall be in accordance with the Fees and Charges By-law--Building, as amended from time to time. 5. That this by-law shall come into force and effect upon final passing thereof. READ A FIRST AND SECOND TIME THIS 9"'DAY OF FEBRUARY, 2012 READ A THIRD TIME AND FINALLY PASSED THIS 91h DAY OF FEBRUARY, 2012. "Bernie Wiehle" "Norma I.Bryant" MAYOR CLERK SCHEDULE W TO BY-LAW NO.2012-10 MUNICIPALITY OF WEST ELGIN APPLICATION FOR SWIMMING POOL ENCLOSURE PERMIT Location of Site: Owner: Address: Telephone: (Home) (Work) Zoning Corner Lot(Yes/No) Pool Size Distance from lot lines: Rear _Side Side Pool Type: In Ground Above Ground Type of Fence Damage Deposit Lot Grading Deposit DECLARATION I, of the of MAKE OATH AND SAY THAT: I am(the owner/authorized agent of the owner)of the above named property;that I have personal knowledge of the particulars above stated;and that all the information and statements given on this Application,and on the drawings and specifications are to the best of my knowledge and belief true. 1} 1 understand that the issuance of a permit shall not be deemed a waiver of any of the provisions of any By-laws of the Municipality of West Elgin,or other legal requirements notwithstanding anything included or omitted from this Application or supporting documents, 2) 1 have read and understood By-law 98-47 as amended and how it pertains to the pool fence by-law. 3) 1 acknowledge that the Permit may be revoked if it was issued on mistaken or false information, or if there is any deviation,without approval from this application,or if other legal requirements are subsequently no fulfilled. 4) 1 further acknowledge that if the permit is legally revoked there shall be no right of claim against the Municipality of West Elgin and any other such claim is hereby expressly waived. 5) 1 further understand that issuance of a permit or subsequent inspection and approval does not commit the Municipality of West Elgin to guaranteeing compliance or to relieve the owner of any duty or obligation legally required in this matter. Signature of Applicant Date C.B.O. PERMIT NO. ;p,a^ave nth T a Y N law 4 ¢ m a The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: February 12, 2095 SUBJECT: Port Glasgow Trailer Park Review Committee's Report RECOMMENDATION: THAT Council approves Maintain the current sites of 174 Sites to meet the requirements of the Zoning Bylaw and reduce the number of Seasonal Sites as they are vacated (Alternative#2 of February 12, 2015 Report); AND Further that Trailer can be sold on the site they are located at fair market value of the unit and accessory buildings; AND Further that Fee Structure recommendations of this report be included in the 2015 Port Glasgow Trailer Park Budget; AND Further that a Port Glasgow Trailer Park Liaison Committee be established of two members of council,two Representatives from the Trailer Park Association, Administrator/Treasurer and Park Manager to report back to the Council on quarterly basis; AND Further that the Operation, Maintenance,Administration and Capital Expenditures be considered for 2015 and Future Budgets. INTRODUCTION: The Council at its December 18, 2014 Council Meeting establish an Ad-Hoc Committee to report back to Council on February 12, 2015 with the following Mandate: • Review the Zoning By-Law to maintain Compliance • Distribution of Seasonal Sites vs. 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 be operated in the future? (i.e. A Mission Statement) • Review of the current Fee structure of sites. • Review of Expenditures The Ad-Hoc Committee has the following members: Voting Members: • Chair— Mayor Bernie Wiehle Municipality of West Elgin • Councillor Joe Seman Municipality of West Elgin • Lloyd Hyatt Representative of the PGTP Association • Ben Howell Representative of the PGTP Association • Jim Simpson PGTP Manager Staff/Recording Secretary: • Scott Gawley Municipality of West Elgin The Committee met: • January 8, 2015 • January 19, 2015 • January 30, 2015 • February 9,2015 DISCUSSION: The review a number of possible Alternatives for future operations of the Port Glasgow Trailer Park Operations: Alternative 1: Maintain the current number of sites of 174 that allowed in the existing Bylaw with the distribution being maintained: 163 Seasonal Sites 11 Transient Sites Currently this alternative maintains the Status Quo, with the exception of 5 weekends a year the Bylaw allowing 174 sites is exceeded Alternative 2: Maintain the current sites of 174 (163 Seasonal and 11 Transient Sites) and reduce the number of Seasonal as they become vacant: • Increase for Cost of Operating Increases Seasonal Site • $ 40,00 Transient Sites • Allow Trailers to be sold on the site they are located (provided that they are sold at a fair market value for the trailer & structures and not a value for the lot). It is proposed that 5 additional Transient Sites (Total of 16 Sites) be added as vacancy's develop and further that eventually sites 83,85,87 and 91 be changed from Seasonal to Transient Sites. Alternative 3: Revise the existing By-Law to increase the density of 20 Camping Sites per Hectare. If the Bylaw was to be revised and if appealed the following Studies may need to be completed to defend the decision: • Nitrate Study for the Septic System • Septic System Capacity Study • Engineer Study (ie Set back from top of Bank) Alternative 4: Should the Municipality of West Elgin continue to own and operate the park? To sell or lease the park to outside interests? The Trailer Park provides Recreation Facilities to General Public and enhances Tourism (both seasonal and short-term stays). Presently the area lacks short-term stay opportunities. The following Items were discussed: 1. Fee Structure recommendations: A. Seasonal Fees Current Fee Proposed Fee Lots with 30 amp service $1,200.00 $1,200.00 Additional charge for lots fronting lake $ 100.00 $ 100.00 Winter Storage $ 50.00 $ 50.00 Reservation Fee $ 50.00 $ 50.00 Additional charge for Air Conditioner $ 60.00 $ 70.00 Additional charge for fridge,freezer,dryer$ 60.00 $ 70.00 Electric golf Carts $ 60.00 $ 70.00 Boat trailer parking $ 50.00 $ 50.00 Additional charge for electric water tanks$ 60.00 $ 70.00 Deposit for assessment Current assessment X previous year tax rate + 15% Consideration of putting in Electric Meters for all Seasonal Sites as a way for promoting Energy Conservation. B. Transient Fees Overnight -Tents $ 22.00 $ 35.00 Overnight - Hydro/water $ 25.00 $ 38.00 Overnight - Hydrolwaterlsewer $ 27.00 $ 40.00 Weekly- Hydro/water/sewer $ 162.00 $ 240.00 Monthly - Hydro/water/sewer $ 486.00 $ 720.00 C. Other Fees Washer $ 1.50 $ 2.00 Dryer $ 1.75 $ 2.00 Seasonal Move-In Fee no charge $100.00 Deposit for Waiting List $ 50.00 Rental of Dance Hall $ 25.00 $ 25.00 (Responsible for Clean-up - $100 deposit to ensure Clean-up is completed) 2. Rules and Regulations— proposed changes: New Rule-- No Electrical Extension Cords to be allowed for permanent connection usage. The Committee Recommends that the new Liaison Committee — review all the present rules and bring a recommendation back to Council for implementation. 3. Future Operations of the Port Glasgow Trailer Park: Establish a permanent Liaison Committee with the following Members: • 2 Members of Council 2 Representatives PGTP Association • Administrator/Treasurer • Park Manager 4. Expenditure Review 2015 Budget: A, Capital Expenditures: i. Scout Hall Repairs —A report from the Chief Building Official recommends that the Scout Hall be removed and replace (if the building is needed) than to bring up to code. This is a liability issue and needs to be addressed, Consider renovations to Bingo Hall to allow additional activities to be accommodated at the Bingo Hall. ii. Septic Bed replacement Area 3-- Estimated Cost: $350,000.00, iii. Bingo Hall — Roof Replacement Estimated Cost: Steel $ 6,920.00 iv. Washroom — Painting - recommendation is hire a student for summer to help with maintenance around the park, including the painting of washrooms. v. Energy Efficiency upgrades —start a program in 2015 to improve electricity usage in the park buildings and outdoor lighting. Electricity is approximately 1/3 of the annual operating costs of the trailer park. vi. Break wall at the lake vii. Stairs to the Lake (Structural Engineer to review) viii. Trail to the Lake Liability Risk ix. WFI for the Park— opportunity for partnership within the Port Glasgow area for WFI x. Minor Capital Items: Broken Tile in Ball Diamond Tile Drain on Walker Line Flag Pole Replacement B. Annual Operating Expenditures: i. Transient Fees — Include the costs routine maintenance of the park washrooms/ buildings and management of the Transient Sites. Note for the committee need to review the fees with the current contract of the Booth Operator. ii. Electricity Costs —As noted in the capital, electricity is currently 113 of the operating expenditures and a review of pay-back options for electricity upgrades ie. Outside Lighting, washroom lighting (tied into the painting with more energy efficient lighting, timers etc.) iii. Equipment— No Major replacement planned for the next few years. iv. Review Administration Costs incurred by Administration related directly to PGTP Operations. v. Review Payment In Lieu (PIL) of Property Taxes to be similar to other Trailer Park's in the Municipality. (Consideration for 2016). Respectfully itted b mmittee: Bernie Wiehie Joe Seman Mayor Councillor Lloyd yatt Ben Howell PGTP Association Rep PGTP Associatio Jim Sikents cott Gawley, C A PGTer Administrator/Treasurer Attac Current ylaw for Recreation Vehicle Park (RVP) Zone Resolution from PGTP Committee —2015 Park Rules and Regulations P d 89 SECTION 21 TRAILER PAR P ZONE 21.1 GENERAL USE REGULATIONS 21.1.1 POMITTED USES No land shall be used and no buildings or structures shalt be erected, used, or altered in the Trailer Park(TP)Zone except for the following purposes: accessory use campground or trailer park dwelling unit or single unit detached dwelling as an accessory use 21.1.2 MINIMUM LOT FRONTAGE 50m 21.1.3 MAXIMUM LOT COVERAGE 35% 21.1.4 RONT YARD DEEM 20 m 21.1.5 SIDE YARD WIDTH a) interior lot torn b) corner tot 20 m on the side abutting the road and 10 m on the other side 21.1.8 REAR YARD DEPTH a) main building 6.0 m b) accessory building or structure 1.0 m 21.1.7 MAXIMUM DENSITY 20 travel trailers per hectare 21.1.8 MINIMUM SITE AREA a) trailer park site 280 m2 21.1.9 MINIMUM DISTANCE SEPARATION I In accordance with Schedule "G", Minimum Distance Separation I (MDS 1)with the exception that the alteration of an existing building or an existing dwelling, or the replacement of an existing building or an existing dwelling with a new bul(ding or dwelling shall be permitted provided the new building or dwelling is situated no closer to a livestock building and structure or manure storage facility than the building or dwelling being replaced." 21.2 SPEQIAL USE REGULATIONS 21.2,1 DWELLING UNITS In addition to the previous provisions of Section 21,a dwelling unit as an accessory use shall: a) have a minimum floor area of forty(40)square metres; b) be located within or be contiguous to the main building; c) be used as the residence of the owner or operator, or an employee of the owner or operator of the main use which It is accessory to; d) not exceed twenty-five(25)percent of the total floor area of the main building in which it is located. e) be limited to one(1). Township ofAldborough(now the Municipality of!Nest Elgin)Zoning 8y-Law Consolidation-November 2008 r 90 21.2.2 SINGLE UNIT DETACHED DWELLINGS Notwithstanding any previous provisions of Section 21 to the contrary,a single unit detached dwelling shall only be used for the exclusive use of the owner or operator,or an employee of the owner or operator of the main use which It is accessory to and shall comply with the following: a) Maximum Height 10.5 m b) Minimum Floor Area 100 m2 c) Maximum Number of Dwellings 1 d) MInlmuLn Distance From a Rallwey Right-of-Wav 30M 21.3 EXCEPTIONS 21.3.1 a) DEFINED AREA TP-1 and TP-1-H as shown on Schedule'A',Map 74 to this By-law b) HAZARD LANDS Notwithstanding Section 4.14 of this By-Law to the contrary,patio decks as an accessory use to a campground may be erected or used closer than 15 metres to the top-of-bank of a ravine or 100 metres from the tap-of-bank of Lake Erie. 21.3.2 a) DEFINED AREA TP-2 as shown on Schedule'A',Map 75 to this By-law. b) PERMITTED USES church camp in addition to all other permitted uses of the TP zone. 21.3.3 a) DEFINED AREA TP-3 as shown an Schedule'A',Map 75 to this By-law. b) MINIMUM SETBACK FROM THE TOP-OF-BANK OF LAKE-ER patio decks as an accessory use 30M Township of Aldborough(now the Municipality of West Elgin)Zoning By-Law Consolidation-Novembsr2008 ,� - Untitled Mover-- Seconder------ 2015 Park Rules and Regulations item #34 Motion: That the Ad-Hock committee for the Port Glasgow Trailer Park make recommendations to the West Elgin Municpal Council . Vacant Lots or New Occupancy of Trailers Vacant lots i) When. a lot becomes available it will be advertised by the park manager on all bulletin boards. Present occupants may apply to the municpality. If two or more applicants are received the decision will be based upon length of time they have been in the park. ii) Advertisements for available lots will be placed on all bulletin boards for a minimum of two weeks, comprising three (3) weekends. iii)lf there is a dispute regarding seniority, it is the responsibility of the applicant to produce documentation i.e. cancelled cheques , receipts etc. iv) If no one in the park is interested in moving the lots will be made available to those who have registered an interest with the Park Manager. b) Interested new applicants must leave a fee established by the Municipality of West Elgin with their name and phone number with the Park Manager. c) Trailer owners are permitted to sell their trailers and new Page 1 m Untitled owners may continue on the lot in which the trailer is located on providing they pay an administration fee established by the Municipality of WE d) When owners wish to sell their trailers, it will be advertised on the bulletin boards by the owners. e) Trailer owners are permitted to transfer their trailer to family members providing they pay a lease transfer fee established by the Municipality of West Elgin. The mover of this motion requests a recorded vote: Page 2 c00� V Sul VNF yl U 5 ry The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, Administrator/Treasurer DATE: February 12, 2015 SUBJECT: Rodney Town Hall RECOMMENDATION: THAT Council approves the establishment of the Ad Hoc Committee for the Review of the Rodney Town Hall Building; AND Further that a report be presented to Council at the June 25, 2015 Council Meeting. INTRODUCTION: The Town Hall has a number of issues with the current building condition that need to be addressed including (but not limited to): • Accessibility • Washrooms • Roof Repairs • HVAC System • Old Fire Hall Bays • Snow & Ice on the Roof These items will be discussed during the 2015 Budget meetings. DISCUSSION: It is recommended that a committee be established with members from Council, staff and users of the building and this committee membership be as follows: • Two Council Members • Representative from Tiny Tots • Representative from Rodney Senior Club • Kiwanis Club • Administrator/Treasurer • Recreation Superintendent Recommended that a report be presented to Council at the June 25,2015 Council Meeting Respectfu ubmitt b Cott Gawley, C A, A Administrator/Trea urer Itl[V i\I��GIM1L�IBS'L��8(itl a�.Y�.�y Speed Limit Reduction Request JAN 19 2015 Co"r .� We, the undersigned residents and taxpayers of West Elgin, request the Mun WWRIMM9M; post and enforce a 50 km per hour speed limit on Graham Road, from the water plant south to the lake and on Gray Line west of Graham Road to the start of the gravel. We also request that signs such as "Share the Road" and/or "Watch for Pedestrians" be installed. • We have witnessed cars travelling at excess speeds on these roads. This is especially dangerous when the road is being used by pedestrians and cyclists. Joggers, moms with strollers and pet walkers also use these roads. • At times, drivers ignore the Stop sign at Gray Line and Graham Road. • Drivers, as they come around the corner off Graham Road onto Gray Line are travelling way too fast which endangers anyone using this area of Gray Line at the time. • When stopped at the intersection of Gray Line and Graham Road, speeding vehicles heading south on Graham Road CAN NOT be seen because of the rise in the road in front of the Relve's property. • Birds and wildlife are being killed by speeding vehicles. Please lower the speed limit on these roads and enforce it! Please consider installing signage to raise driver awareness! Date Name Signature Address Phone Z10 K to �7 r Lo - ;zS181 �si�L��rii 'Z 1 vn 8 f {,. rr C'ula 1 d r �w1�q ra e 19-71v cI b S -e I :T-b&•3 3 3 "� a �� I fl 0" �S "// Tim, L//r/ 5-/r C r L' alik d ;2v[- C-" ` �. 519-7��• i ��3 j 1 LIVI RIO 7,19 d r r ( �`� r � is '�• ` y r � s"/2 9 rr1 S i f- G -TO Speed Limit Reduction Request We, the undersigned residents and taxpayers of West Elgin, request the Municipality to implement, post and enforce a 50 km per hour speed limit on Graham Road, from the water plant south to the lake and on Gray Line west of Graham Road to the start of the gravel. We also request that signs such as "Share the Road" and/or"Watch for Pedestrians" be installed. + We have witnessed cars travelling at excess speeds on these roads. This is especially dangerous when the road is being used by pedestrians and cyclists. Joggers, moms with strollers and pet walkers also use these roads. • At times, drivers ignore the Stop sign at Gray Line and Graham Road. • Drivers, as they come around the corner off Graham Road onto Gray Line are travelling way too fast which endangers anyone using this area of Gray Line at the time. • When stopped at the intersection of Gray Line and Graham Road, speeding vehicles heading south on Graham Road CAN NOT be seen because of the rise in the road in front of the Reive's property. • Birds and wildlife are being killed by speeding vehicles. Please lower the speed limit on these roads and enforce it! Please consider installing signage to raise driver awareness! Date Name Signature Address Phone 46. S/f-7( /P,7Z 5 � 7`A 2 37 k `'t + jt .i: '7" f ,L lJ:\.f 'F',►1 Gi i°'z_> a r -Sig� —Q� Schedule of Noxious Weeds Changes c Effective January 1, 2015 Effective January 1, 2015 nine weeds were added and nine removed Effective January 1, 2015, the following nine weeds were added to the Schedule of Noxious Weeds (a regulation under the Weed Control Act): �� awfry r of SR3w r x��I `i L h-: .Pld C�{�'y , u39>ri '�T.,1rft,.A' ..EU 1 3#rl 7:Si LY 4"l+ira ld..c u.. ....., i^Firyj�il(—it7Jg'4 e- ractr v,4� 4"4lil !. ftJyy�l�41�if�G7 . rh4rYW ,1ir ylt.:�'S:T��?:��.01'J""f.`�,��I�;Yc ��'�S.H��'ta.x:;- �iS..Js,��",'�v7 �.�`s. ;J.e,yf]+!`., .W:4r,1�.,,�.�'��s"�';li;J'�5�1�j S.i,I:���i�ti rrf�lA!'?;?-,J.����1� .�n.��.�S2�:i„�J:lx•J�!$��i.J�' These non-native weeds were added to minimize their interference to agriculture. In addition, effective January 1, 2015,the following nine weeds were removed from the Schedule: Z .s. �:” +a t,3:..ni ��l� #aa,I !-, 'rtff��11,,st µ �{ „� pp"L.� .+Yrl rl{F sk, gJ1§ f',^�.W � T .�`I S G;fa��s_ti! 1.?.r!!n��C.r,.�6#;15ii.e�P;k G�. The weeds are being removed because they are no longer considered significant threats to agriculture and can be managed through modern management practices.These changes will help support pollinators. About the Schedule of Noxious Weeds The Schedule of Noxious Weeds identifies weeds that can seriously damage agricultural land, crops or livestock. If these weeds are growing in a location that negatively impacts agriculture or horticulture,then they must be destroyed. If you feel that your agricultural or horticultural land is being negatively impacted by noxious weeds, contact your local Weed Inspector. Contact Us Learn more about the changes,the Schedule and weed management options at: ontario.ca/by7q 1-877-424-1300 Ministry of Agriculture, ... . . Rural Affairs ��'�__>Ontario y Senior and Elected Officials Workshop Date : March 6 2015 Location: St Thomas Seniors Centre, 225 Chestnut Street. St Thomas Time : Networking 9.00 >10.00, coffee provided Workshop 10.00>12.00 Lunch 12.00> 1.00 , provided Speaker: Steve Beatty, Field Officer, St. Clair Sector. Office of the Fire Marshal and Emergency Management Hosted by: City of St Thomas and the County of Elgin. This workshop will provide your management team and elected officials with an overview of Ontario's regulated Emergency Management Program. Participants will learn about the five components of Emergency Management. You will understand the role of the Community Emergency Management Coordinator (CEMC) and Community Control Group. 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The event is geared to youth in grades 4-6 from all three of the elementary schools in our area. This year the event will take place on June 11 h from 10:00 a.m:to 2:30 p.m. This is the 7h year we have offered this event to our youth. The Youth Safety Day is offered every three years. In past years Council generously donated the use of the West Elgin Arena for this worthwhile event. It is our hope that Council could also consider waiving the fee for the use of the arena, for this year's event. This event will touch approximately 400 children and will have an amazing impact on the safety of our community youth. Fifteen presentations will be made on various topics such as water safety, hydro safety, chemical safety, fire safety and farm machinery safety, etc... This event may make all the difference to a community our size, in regards to preventing a disaster. Our children are our most important asset and their safety is of the utmost importance to us. Your consideration in this matter is greatly appreciated. If you have any questions or concerns, please feel free to contact me at your earliest convenience. Sincerely, Diane Arsenijevic Health Promoter/Community Developer The West Elgin Community Health Centre team works with our communities and our partners to provide accessible, high quality health care, health promotion and community support services. 153 Main Street, Every West Lorne,0 nta rio NoL 2 Po n T519-768-1715 F519-768-2548 infoCa wechc.on.ca www.wechcon.ca Matters. RE(:Etor�� • r JAN 2 9 2015 A AutISMONTARIO see the potential January 21,2015 Norma Bryant Clerk Municipality of West Elgin 22413 Hoskins Line,PO Box 490 Rodney, Ontario NOL 2C0 Re: Invitation to participate in Autism Ontario's "Raise the Flag" campaign on April 2nd 2015 in celebration of World Autism Awareness Day. Dear Sir 1 Madam, April 2,2015,will mark a historic day in Canada for the autism community. For the third year, Canadians will officially recognize World Autism Awareness Day. To formally acknowledge the day,Autism Ontario is inviting all municipalities to proclaim April 2,2015 as World Autism Awareness Day and raise Autism Ontario's Flag. By participating in our 2015 "Raise the Flag" campaign,you are increasing public awareness about Autism Spectrum Disorder(ASD), and the day-to-day issues faced by people with autism and their families. If your community is interested in supporting autism awareness by participating in Autism Ontario's "Raise the Flag" campaign on April 2, 2015,please register your municipality at http:llbit.lyL unRTF2015, on or before March 13,2015. Last year we requested that municipalities keep the flag for future use.We have a limited number of flags available for those who require one;please make note when completing the online registration if you require one. The March 13,2015 registration deadline will allow us to mail out flags to those who need it, and to advertise through our communication channels that your municipality will be participating.We recognize municipalities have a formal approval process for recognizing charitable proclamations and may not be able to register by the deadline;if this is the case we still invite you to proclaim the day and raise a flag, if you have one. Please notify us of your participation by emailing rtf @autismontario.com. o e 0 o 0 A AUtiSMONTARIO see the potential We are also excited to share with you that in mid-February 2015 we will be launching a new website that will enable Ontarians to share their stories of inclusion and opportunities. Please visit www.raisetheflagforautism.com in the coming weeks and share your story! For questions regarding participation,please contact Kavitha Krishnaswamy at 1-800-472-7789 extension 238. Sincerely, Autism Ontario's Raise the Flag Committee 1179 King Street west, Suite 004 Toronto, Ontario M6K 3C5 416-246-9592 ext. 238 rtf @autismontario.com About Us Autism Ontario is the leading source of information on autism and one of the largest collective voices representing the autism community in Ontario. Today, 1 in 94 children are diagnosed with autism in Canada. Through improved public awareness,Autism Ontario strives to increase opportunities and acceptance for over 100,000 people living with Autism Spectrum Disorder in Ontario, ensuring that each person with ASD is provided the means to achieve quality of life as a respected member of society. Learn more at www.autismontario.com Enclosure: • Proclamation Fallow us on Twitter! @AutismONT and tweet your Raise the Flag photos with #RaisetheFlagforAutism ® D® e e s 1k1 I !/l Q � AutiSmONTARIO see the potential vair fe pntentief PROCLAMATION I, (name of Mayor or designate) of the city of(city name) do hereby proclaim April 2 as World Autism Awareness Day WHERE AS: World Autism Awareness Day will be recognized on April 2nd, 2015, in Canada thanks to Liberal Senator Jim MunsoW s Bill S-206, An Act Respecting World Autism Awareness Day; and WHERE AS: Autism Spectrum Disorder (ASD) affects more than 100,000 Ontarians. Autism Spectrum Disorder is now recognized as the most common neurological disorder affecting 1 in every 94 children, as well as their friends, family and community; and WHERE AS: ASD is a spectrum disorder, which means it not only manifests itself differently in every individual in whom it appears, but its characteristics will change over the life of each individual as well. A child with ASD will become an adult with ASD; and WHERE AS: Autism Ontario (formerly Autism Society Ontario) is the leading source of information and referral on autism and one of the largest collective voices representing the autism community. Since 1973, Autism Ontario has been providing support, information and opportunities for thousands of families across the province; and WHERE AS: Autism Ontario is dedicated to increasing public awareness about autism and the day-to-day issues faced by individuals with autism, their families, and the professionals with whom they interact. The association and its chapters share common goals of providing information and education, supporting research, and advocating for programs and services for the autism community; and THEREFORE: I (Mayor Name or Designate), do hereby declare April 2nd as World Autism Awareness Day. Dated at (municipality), Ontario this 2nd day of April, 2015 ke O Municipality of West Elgin 22413 Hoskins Line �J Rodney, On NOL 2CO Jan. 26, 2015 TO: Mayor and Councillors Re: Request for Watering of Flowers on Municipal Property in Rodney During the spring and summer of 2015, the Rodney and District Horticultural Society will once again be planting and caring for flowers at various locations throughout Rodney. As you know the Horticultural Society does not have the facilities to water the flowers, and so,we are once again requesting the West Elgin Council to provide the watering that is necessary. The following locations will require watering: 1) Swimming Pool Bed 2) Fair Gate Entrance—2 beds on either side of gate 3) Hair Razors—oblong cement planter 4) Marg's Variety—small wrought iron planter on wall and street box planter 5) West Elgin Insurance—1 oblong cement planter 6) Post Office bed 7) South of Post Office—small wrought iron planter on wooden gate 8) M & D Restoration—2 wrought iron planters 9) Old Medical Centre—street box planter 10) Old Bowling Alley(Patterson House)—street box planter 11) Old Co-Op bed 12) Library—flower bed on either side of walkway and window box 13) Adult Centre—(old Town Hall)—4 wrought iron planters and North corner flower bed (hosta's) 14) Stedman's--2 box planters 15) Nick's Harvest House—street box planter 16) Laundromat—2 wrought iron planters 17) Welcome signs—north and south 18) Water Station—Pioneer and Furnival 19) Hanging Baskets—20 (put up by Municipality) We thank you for the support you have given us in the past years and hope that you will be able to support us in 2015. Yours truly, Carol Pepper, President Rodney Horticultural Society 519-785-1844 • $, $ry11'.}5t/��,yL��FC�ui'-� :y�,.�P "�y'I� � '..x'e'y'!'� ...... ............... ......... Councilors; The Marketing Partners of Westorn Elgin Region,(MPoWER)are once again planning our Cactus Cattle and Cowboys festival and Home for Christmas.We wish to thank West Elgin Council for their support over the years and to ask for that support to continue.This year will be our eleventh anniversary.The sand ring that Council provided helped to make the festival a great success.The move to Rodney made for a better venue. This year we are looking to provide music for the day. We are planning on hiring a sound man and his equipment to make the music more professionally presented.We also would like to provide one or two professional bands to provide the entertainment for our event. With theses changes we plan to increase the flow of people to this community event. To implement these additions we will need to increase our request for funding.We have eliminated some of our cost to help with the funding. But will still need to ask for twelve thousand dollars($12,000). The Cactus,Cattle and Cowboy Festival will be doing fund raising to help with our finances. It is our goal to become self sufficient. The home for Christmas Program is supported by The Chamber of Commerce of both West Elgin and Dutton Dunwich.The new format that was used for two years for this event has been very successful.Our local merchants are pleased with this program. Our budget request for this program is the same as last years$3,000. So the budget for both events will be fifteen thousand dollars($15,000).Our finances are maintained by your treasurer and a break down would be available from them. M.P.o.W.E.R. also provides the Blue Brochure at a cost of approximately thirteen hundred dollars($1300). We have been given a grant of two thousand dollars($2000)yearly from Dutton Dunwich Council and will be asking for this again. If a flwrther break down is needed please contact me at whiterobert ro ers.com or 519-495-7175. Thank you for taking time to consider this letter. Rob Ch ' 7gp;iers of Western Elgin Region 1 n eads UP .......... ........ kegpng.meiiibrs ormed Llnkft /�aKJapa ar January 23, 2015 OGRA Board Approves multi-prong Approach in Response to the Superior Court Ruling in Steadman v. Corporation of the County of Lambton The Ontario Good Roads Association held their regularly scheduled Board meeting in Toronto on January 23, 2015. Top on the agenda was the recent Superior Court ruling in the matter of Steadman v. County of Lambton. As stated in the previous press release the OGRA Board is very concerned about the precedent setting nature of this decision. "There are thousands of kilometres of highways maintained by municipalities and the Ontario Ministry of Transportation that abut farmland"said Tom Bateman, OGRA President and County Engineer, County of Essex. "The potential cost to municipalities is staggering"he said. Joe Tiernay, Executive Director stated "this is basically a damned if you do and damned if you don't situation for Ontario municipalities. The same judges that are ruling in favour of plaintiffs claiming that municipalities are not doing enough to keep the roads safe in winter are now ruling that we are doing too much." He went on to say that"municipalities have a statutory duty to keep the roads safe. They cannot carry out those duties while at the same time being concerned that an abutting property owner will sue for damage to crops or ornamental bushes and trees" The Board of Directors has approved a multi-prong response to the ruling. Step one will be to petition the Ontario Minister of Municipal Affairs and Housing to amend the Municipal Act to provide municipalities protection from nuisance claims in connection with the escape of road salt or de-icing materials from a highway or bridge. Step two will be to work with the County of Lambton and their insurers to determine if there are grounds to file an appeal against the Superior Court ruling. If so OGRA will file a request to obtain intervener status in future proceedings. Since the MTO is also affected by this ruling, step three will be enter into discussions with Ministry staff to ensure that both the Province and municipalities are protected from similar claims. OGRA will keep members informed as this matter progresses. The mandate of the Ontario Good Roads Association is to represent the transportation and public works interests of municipalities through advocacy, consultation, training and the delivery of identified services. All details are posted on the OGRA website at www.ogra.org. Ontario Good Roads Association 1525 Cornwall Road, Unit 22 Oakville, ON L6J 0132 (T): 289-291-OGRA(6472) (F): 289-291-6477 www.00ra.oro �- 1D qP Business Management Bureau Ontario Police Bureau de is gestion op6rationnelle Provincial provinciale Police de('Ontario 777 Memorial Ave 777,ay.Memorial Orillia,ON L3V 7V3 Orillia,ON L3V 7V3 Telephone/Telephone (705)329-6852 Facsimile/Uldcopieur (705)329-6265 File Reference:GOV-CSC-6250-20 January 26, 2015 The Municipality of West Elgin P.O. Box 490 22413 Hoskins Line Rodney, ON NOL 2CO The OPP has been working diligently over the past year to increase its accountability and reporting transparency to Police Services Boards and municipalities. The development of a reporting framework and supporting infrastructure will allow consistency and standardization in OPP public reporting. It also aligns to the methodology used in the OPP Annual Report and Detachment Action Plans. It was the organization's intention to implement this reporting framework to coincide with the municipal elections in the fall of 2014. Changes to the reporting infrastructure between the OPP and the Ministry of Transportation are ongoing. This has, in turn, affected our traffic data source and the reporting framework. Other enhancements are being made concurrently in our reporting of the Integrated Court Offences Network(ICON) which track our Criminal Code, Provincial Statute `charges laid' information. Once these enhancements and changes are complete, the PSB Reporting tool will be available to Detachment Commanders. Initial rollout shall be no later than April 2015. We will be seeking input and feedback at this point. The tool will be fully operational by October of this year. It is our hope that these reports will be a more effective and less complex way to provide information on public safety trends in the communities we police. This will better inform our respective community-level decisions and billing information. Through our Detachment Commanders, I look forward to hearing your feedback once this new report is available. Sincerely, Mr. Andrew EAMER Commander- Business Management Bureau OPP Corporate Services AE/jb FEV3 h � r c.c. Detachment Commanders Established 1793 PvOAA77% 'telephone (613)269-4791 Incorporated vo Ok Facsimile (613)289.3095 Wolford 1859 yh f MerrIGWflle 1880 Amalgamated 1988 VILLAGE OF MERRICKVILLE-WOLFORD Wednesday, January 28, 2015 Premier Kathleen Wynne Legislative Building Queen's Park Toronto; ON K7A 1A1 Re: Resolution lndustrial'Wind.Turbines. Dear Premier Wynne: In reference to the above noted matter;please be.adVlsed.that the Council of the Village of Merrickville-Wolford.passed a resolution.at its Regular Meeting on.January 26,2015 to support the Gone.rnment '.s desire to limit Industrial Wind Tt ibine projects. Should you have any questions, please feel free to.contact our office Yours truly, Jill Armstrong GAO/Cleric Cc: Minister of Environment and Climate Change- Minister-of.Energy Minister.of Agriculture; Food and.Rural Affairs MP Gordon Brown MPP Steve Clarke Municipalities in Ontario Encl. 317 Brock Street West,P.O.Box 340,Merrickville,Ontario KOG 1 NO www.merrickvllle-wolford.oa reception @merrlckville-woiford.ca Established 1793 Pp 007704, Telephone }289.3095 incorporated - c}, (813 wolrord 1950 Merrickvillo 1860 Amalgamated 1998 • VILLAGE OF MERRICKVILLE-WOLFORD Resolution Number., R- V! -15 Date:January 26,2015 Moved By: '`- _ — ' Seconded By: ;=�� Be it hereby gK u � ler y Whereas thO.01 t ,pf onta a0 Rdodd th, st rnm a sx ire to limit Industrial Wind ib Turbine(I fo to a�onii �ts �- 4 '1` p J L'• �aJ A - {'.�. And whereas ths�G��ieil of the /iIl otf, If�lol€or i0eceiveC�a cis: r message from its Planning A¢Vibnry Dgmaiiftl 1iTa�th JWT "in,06 .� Wolford a, fF And whereas the Oomt1 to Villg�an'garrlviif� 11�d Ei�ls iceizsdo4tent position on the issue of IW s E n s T Now therefore tl Councll of the Villa fnc fe- �d ap lauds the pr Rion taken by the Premier atl! overnment" �vr SJ�r a And further,bad�it� pcanststertCtisS tpuncil t�#'the�Viilcie � lcvllle-Wofford and the 1hputAll l�+fEr Catntte�keg: �tfovinoe of J, §fir+«%� .4 L ySr f t"' r 1� 7 . Ontario and s( �� te ley ol �rti�be novy at��cf �� 1# of Merrickville Wdll a� i1IRO hq Ff s 1i !- ' - ryMrk „�� VD �_iiE'" 1 e?:'i And furtherthat`ttal� �; l�rirr � mi . I � � pyofthis r o- me; t resolution be faard "' e st ? tttrPiit y ` u�y ,Airir of'Rural Affairs,MP Gdriirf[ "� arkeio4tl�s initB�aE o lttrtheir support rJ and endorsem� -. ti Cate 317 Brock Street West,P.O.Box 340,Merrickville,Ontario KOG I NO wwunnerrfckville-wolford.ca reoaption*merrlckville-walford.ca Ministry ry of T ran sp ortation Ministere des Transports �n D - Ic Traffic Office Bureau de la circulation routl6re •/ Highway Standards Branch Direction des normes routieres r Ontario 301 St.Paul Street,Z'Floor 301 rue St.Paul,2'etage St.Catharines,Ontario L2R 7R4 St.Catharines(Ontario)L2R 7R4 Tel Number: (905)7042960 Tel.: (905)7042960 Fax Number:(905)7042888 Telec.: (905)7042868 FEB 3 2C`J 29 January 2015 Clerk's Office The Municipality of West Elgin P.O. Box 490 22413 Hoskins Line Rodney,ON NOL 2C0 Dear Clerk's Office, RE: Consultation on Ontario's Default Speed Limit The Ontario Ministry of Transportation(MTO)is seeking stakeholder input on whether to consider changing the default speed limit for local roads within urban areas. As a representative of The Municipality of West Elgin, we welcome your comments and invite you to participate in the consultation activities for Ontario's default speed limit. The current default maximum speed limit for local roads within urban areas in Ontario is 50 km/h. MTO would like to consult with stakeholders on the following options: • Maintain current default speed limit of 50 km/h; • Through a legislative change,reduce the default speed limit from 50 km/h to 40 km/h; • Through a legislative change,permit municipalities to set a default speed limit of 50 km/h or 40 km/h inside municipal boundaries, and require the posting of a spa,_ at each entry point of the municipality; or • Through a legislative change,permit municipalities to set a different default speed limit inside municipal boundaries or neighbourhoods,and require the posting of a sign at each entry point of the municipality/neighbourhood. You are invited to provide comments and/or complete a questionnaire available on-line at https://www.surveyLnonkey.com/s/SpeedLimitOntario by February 27, 2015. 1/2 - 2 - Following the public comment period, MTO will host a series of workshops to consult with municipalities and various stakeholders regarding the options under consideration for a potential change to the default speed limit. Stakeholder workshops are currently scheduled for March, 2015. Each workshop will be held in a different geographic jurisdiction of MTO (e.g., Central, Eastern and Southwestern and Northern Ontario). You are encouraged to provide comments and/or complete the on-line questionnaire, and/or attend a stakeholder workshop on these possible changes to the default speed limit. I kindly ask you to complete and forward the attached workshop reply form indicating your interest in participating in future workshops by February 27, 2014 to me as follows: Roger De Gannes Head,Traffic Operations Traffic Office Ministry of Transportation Ontario 2nd Floor, 301 St. Paul Street St. Catharines, Ontario L2R 7R4 Phone: (905) 704-2947 Email: Roger.DeGannes @mto.gov.on.ca Thank you in advance for your input. We welcome and appreciate your feedback. Should you have any questions or difficulty accessing the on-line questionnaire, please do not hesitate to contact me at 905-704-2947 or by email at Ro er.DcGannes@mto.gov.on.ca. Sincerely, Roger De Gannes Head, Traffic Operations REPLY FORM (Please print) RE: Consultation on Ontario's Default Speed Limit Date: Name: Title: Agency: Address: Postal Code: Phone: Fax: Email: Do you wish to participate in workshops on the default speed limit in Ontario? (Circle yes or no) Yes No Comments: Please return this form to the contact below by February 27,2015: Roger DeGannes 301 St. Paul Street Manager,Traffic Office St. Catharines, Ontario L2R 7134 Ministry of Transportation Ontario Phone: (905)7042947 Email: Roger.DeGannes*mto.gov.on.ca Ministry of Community Safety Minist6re de la S6curit6 communautaire and Correctional Services at des Services correctionnels Office of the Minister Bureau du ministre 25 Grosvenor Street 25,rue Grosvenor Ontario 18"'Floor 186 stage i Toronto ON M7A 1Y6 Toronto ON M7A 1Y6 �_ } Tel: 416-325-0408 T81.: 416-325-0408 ? uz Fax 416-325-6067 T616c.:416-325-6067 p MC-2014=4410 JAN 2 1 2015 Ms. Norma I. Bryant Clerk Municipality of West Elgin 22413 Hoskins Line PO Box 490 Rodney ON NOL 2CO Dear Ms. Bryant: Thank you for your correspondence of September 26, 2014, sharing council's resolution about professional firefighters serving as volunteer firefighters during their free time. I appreciate your taking the time to convey council's concerns regarding the two-hatter firefighter issue. Our government values its municipal partners, and I acknowledge the concerns your municipal council has about community safety. As Minister of Community Safety and Correctional Services, I value the vital work that firefighters undertake as they risk their lives every day to protect our communities. It is important to remember that municipalities are responsible for establishing their level of fire protection services, specific to their needs and circumstances. As this matter is before the Ontario Labour Relations Board, it would be inappropriate for me to comment on it. Nevertheless, as labour relations fall under the jurisdiction of the Ministry of Labour, I have taken the liberty of forwarding your correspondence to the Honourable Kevin Flynn,Minister of Labour, for his information. Thank you again for writing. Mrel y, Yasir Naq vi s r ' c: The Honourable Kevin Flynn Minister of Labour FEB 3 2015 h4 V �b ELGIN GROUP POLICE SERVICES BOARD Chair David Marr Tel. 519 631-1460 Ext. 161 450 Sunset Drive Fax 519 633-7661 St.Thomas, ON N5R 5V1 Res. 519 633-1292 January 28, 2015 Municipality of Bayham Municipality of West Elgin Township of Malahide Municipality of Dutton/Dunwich Municipality of Municipality of Central Elgin Township of Southwold Bayham Dear Councils of the Elgin Group OPP Police Services Board (PSB): Subject: 2095 OPP Six Month Contract Municipality of Attached for your consideration is a report and the following recommendations Central Elgin from the Elgin Group Police Service's Board meeting held on January 21, 2015 regarding a new six month contract for OPP services: "THAT the new, six month contract for OPP services be approved for Municipality of consideration by the participating municipalities; and, Dutton/Dunwich THAT the Elgin Group Police Services Board work with the Commander to develop ways and strategies to reduce overtime costs and calls for service in an effort to work as efficiently as possible; and, Municipality of West Elgin THAT the PSB monitor the grant situation with a view to making a recommendation on the need for a Police Services Board prior to the expiry of the new contract (June 301h, 2015)." Township of Malahide Included in this package is a draft by-law for the agreement as well as the agreement itself. If you agree with the Board's recommendation to enter into the contract as presented, then please forward four (4) signed, sealed and certified true copies of the authorizing by-law and return to my attention at your Township of earliest possible convenience. Southwold - Once we have collected four duly authorized and executed by-laws from each municipality, we will print off four (4) agreements for execution and arrange for signatures. The Ministry requires every participating municipality to sign the same agreement in quadruplicate- it cannot be signed in "Counter Parts". In the event that one or more municipalities decide not to accept the agreement, a meeting will be convened to explore options and ramifications. In the meantime, please do not hesitate to contact me if you require anything further. Yours truly, Mark G. Mc ona , SecretarylAdministrator Elgin Group Police Services Board cc: Inspector Fishleigh FEB 3 2015 REPORT TO THE ELGIN GROUP POLICE SERVICES BOARD From: Mark G. McDonald, Secretary/Administrator Date: January 16, 2015 Subject: 2015 Contract for OPP Services INTRODUCTION: Attached for the Board's consideration is the new, six month, contract for the provision of OPP services, based on the newly approved funding formula. The Board is being asked to review the document with the view to recommending its acceptance to the six participating municipalities. This report provides context to this matter. DISCUSSION: The new billing model and cost estimates were announced in 2014 and reported directly to each municipality. The formal contract was recently received and now requires the Board's endorsement before it is sent to each municipality for formal acceptance and execution. It is important to note that the term is for six months but requires one year's notice to terminate (Section 27). One of the over-arching considerations regarding this contract relates to the value and efficacy of maintaining a Board. Referring to the MEMO dated November 16, 2014 entitled "Implications of the New OPP Costing Formula and Options for Municipalities", a number of considerations were advanced, not the least of which is the value of grants received by establishing and maintaining a Board. However, apparently the OPP are reviewing the grant structure and are expected to make a determination on grants sometime soon. It is possible that grants may be discontinued or altered in a way that makes them less attractive - therefore one of the primary reasons to maintain a Board may be eliminated. Hence the desire for a six month term to provide time to consider the decision on grants and how that may impact the Board. It is important to note that the contract is really a template agreement and is not subject to negotiation or alteration. The estimates are the estimates. The only way costs can be reduced is if the current contract has staff or equipment enhancements, which is not the case with the Elgin Group. The only other way to reduce or avoid costs is to explore ways to reduce calls for service and overtime. Both of these options are outside of the contract proper and may be addressed through the Commander. The only other significant change relates to Section 24 regarding the Detachment Commander Selection. In the previous contract (Section 27) the Detachment Commander was selected by a joint committee consisting of a majority of Board Members. In the new contract the word "majority" is removed, thereby ensuring that the PSB does not have the balance of power in the selection process. CONCLUSION: The new six month contract (with one year's notice of termination) is now available for consideration. However, there is little to negotiate. RECOMMENDATIONS: THAT the new, six month contract for OPP services be approved for consideration by the participating municipalities; and, THAT the Elgin Group Police Services Board work with the Commander to develop ways and strategies to reduce overtime costs and calls for service in an effort to work as efficiently as possible; and, THAT the PSB monitor the grant situation with a view to making a recommendation on the need for a Police Services Board prior to the expiry of the new contract (June 30th, 2015). All of which is respectfully submitted, Mark G. McDonald, Secretary/Administrator nrir"F Ill s S F FE ? `a E1g1no . t - 2015 Festival and Event Partnership Proara_m The County of Elgin encourages local groups to develop festivals and events that will meet the County's tourism goals: 1. increase the amount of people that visit Elgin; 2. increase the length of stay of visitors; 3. increase the amount of money that visitors spend. In support of the above goals, Elgin County Council is pleased to announce that contributions through the Festival and Event Partnership Program (FEPP) are available this year for groups which take it upon themselves to attract visitors to the County and retain local spending by organizing festivals and events within their community. The 2015 FEPP provides up to $4,000 of funding to support festivals and events in Elgin County.The FEPP funding will not be limited to a predetermined number of festivals or events or amount per festival or event. In order to be eligible to receive the FEPP contribution, the sponsoring Elgin County based organization must be a registered charity, non-profit organization or community organization Folding a festival or event in Elgin County. Please review the eligibility and evaluation criteria as well as-the terms and conditions to determine if your group qualifies. Applications may be submitted by fax(519) 631-4549, e-mail, and in-person or by mail to: County of Elgin, Attn: Economic Development, 450 Sunset Drive, St. Thomas, Ontario, N511 5V1. Application Deadline: Tuesday, April 7, 2015. If you have questions or require more information, call (519) 631-1460 ext. 164, or e-mail Iduncan @eigin-county.on.ca .You may also visit us online at www.elointourist.com/FEPP. Thank you for your interest and good luck with your application. Sincerely, Alan Smith General Manger Economic Development Oki- AS 10 rlgrnn Appendix"A" 2015 Festival and Event PatLgC sr D Program G i alines Elgin County Application Deadline: Tuesday,April 7, 2015. Overview The County of Elgin encourages groups to build new, and enhance existing festivals and events that will attract visitors to the County while providing residents an opportunity to enjoy activities within their community. In support of this tourism initiative, we are pleased to announce that contributions are available in 2015 for groups which take it upon themselves to: attract visitors to the County; retain local spending; and enhance the quality of place by organizing festivals and events within the community. The 2015 festival and Event Partnership Program (FEPP) provides up to $4,000 of funding to support festivals and events in Elgin County which meet the goals of the County's Tourism and Marketing Plan; to increase the amount of people that visit; increase the length of stay of visitors; and increase the amount of money that visitors spend. The FEPP funding will not be limited to a predetermined number of festivals or events or amount per festival or event. Please review the following eligibility and evaluation criteria and terms and conditions to determine if your group qualifies. If you have questions, please call the Economic Development Department at (519) 631-1460 ext. 164, or send an e-mail to Iduncan @elgin-county.on.ca. Groups applying for the program are required to fill out and submit a FEPP Application Form before the submission deadline of April 7, 2015.You may obtain the FEPP Application Form at www.el intourist.com FEPP or pick one up at the County of Elgin, Administration Building, Economic Development Office, 1't Floor. The total available amount of the FEPP contribution for eligible Elgin County festivals or events held between May 1, 2015 and December 31, 2015 is $4,000. However, the County may not grant all of the funds, depending on the quality and number of applicants. Eligibility Criteria for Festival and Event If you are interested in applying for a contribution to help cover a portion of the costs for your festival or event, please review the following eligibility requirements listed below: • Qualifying groups based in Elgin County who organize festivals and events in the following areas will include: • Arts and Culture, • Community Celebrations, • Annual Festivals, • Multicultural Events, • New Festivals and Events. • Your group must submit an accurate and complete Festival and Event Partnership Program application by the deadline of April 7, 2015. Progressive by Nature a Adam /Elip-r' ' 'n County Eligibility Criteria for Festival and Event Partnership - continued • Applications must meet the goals of the Tourism and Marketing Plan including: 1. Increase the amount of people that:visit. 2. Increase the length of stay of visitors. 3. Increase the amount of money that visitors spend. • All applications are for one-time funding, projects must be completed between May 1, 2015 and December 31, 2015. • Admission to your event must be free or low cost admission to participants. • The event must be held within County limits. • FEPP contributions will not be awarded to individuals. • Applicants must submit an event budget and include what the FEPP will be used for. • Events that are focused on fundraising are not eligible for the FEPP. • The sponsoring organization must be a registered charity, non-profit organization or community organization. • Applicants must attach a copy of non-profit documentation if the organization has such documentation. • FEPP contributions must be used only for the event or festival. • Applications must submit a one-page report(plus photos) confirming that the project is complete after the festival or event. • Applicants must obtain required permits, clearances, insurance, and event/festival authorization and pay any relevant fees in a timely manner. • All Applicants must fill out a Festival &Event Partnership Program Application Form. • Organizations receiving FEPP contributions must acknowledge the support of the County of Elgin where appropriate including print and website marketing. • Organizations that are collaborating with the County in co-sponsoring an event are eligible to.apply for a contribution. However, contributions can only be used to defray expenses incurred by the co-sponsoring organization(s) rather than the County. • Applicants cannot be currently receiving any additional funding from the County of Elgin (with the exception of Tourism Directional Signage,grants) to qualify for FEPP contributions:' Progressive 41 �_ 1� ' County Evaluation Criteria Applications will be evaluated for funding based on the following criteria: • The festival or event attracts visitors to Elgin County. The festival or event encourages the retaining of local spending of residents. • The festival or event enhances the quality of place within Elgin County. • The festival or event meets the goals of the Tourism and Marketing Plan. • The festival or event demonstrates the potential to grow in subsequent years. Priority will be given to Elgin County Tourism Members. • The sponsoring organization must demonstrate the ability to produce a well-planned, safe event. • The sponsoring organization demonstrates strong financial management and effective management controls, including cost-effectiveness. • The Festival and Event Partnership Program contribution will represent no more than 50% of the total budget, including the value of in-kind goods and services (the review team will consider the financial and budgetary capabilities of the sponsoring organization). Terms and Conditions If the applicant is successful in receiving a contribution, the following terms and conditions apply. The authorized signatures below indicate that the applicant agrees to abide by these terms and conditions. 1. Once a contribution is approved, the amount of the contribution will not increase. 2. Because funding is limited, applications will be evaluated based on the eligibility and evaluation criteria. 3. Festivals and events conducted on municipal property will be carried out in partnership with the department involved. All such applications must be reviewed by the municipal contact prior to submission and a letter of support from the relevant department is required. 4. Applications/applicants will be considered only if they are submitted before the project begins and any eligible costs associated with the project are incurred. Projects will not be funded retroactively. 5. Organizations that receive contributions through the FEPP must acknowledge the support of the County of Elgin in all advertising, publicity, signage etc. related to the festival or event. Branding, signage, and logo usage pertaining to the County of Elgin must be approved by the County's Economic Development Office prior to use or inclusion in any marketing/communications material. Progressive by Nature Elighn' ' County Terms and Conditions- continued 6. FEPP contributions must be expended between May 1, 2015 and December 31, 2015. 7. FEPP contribution approval in a given year does not set a precedent or guarantee approval for future years. All applicants are subject to a fresh review vis-a-vis competing applications each year. 8. FEPP recipients (and their sponsors, if applicable) are entirely responsible for planning, promoting, and staffing their festival or event. The County will not be involved in planning, promoting, or staffing the festival or event. 9. Recipients agree to indemnify and hold harmless the County of Elgin from any and all claims arising out of the providing/withdrawal of funds, construction of projects or any other use of contributions provided as a result of the FEPP process. 10.All applicants consent to the public release and County use of information contained in their applications and reports submitted to the FEPP and agree that the content of the application may form a public record that can be accessed by the public. 11. If information in the application proves to be inaccurate or if the project is not being completed in accordance with the application information, or if the applicant does not follow the FEPP terms and conditions, the County of Elgin reserves the right, at its sole discretion, to withhold payment and not issue any further funds. 12.The County of Elgin shall have the right to review the applicant's books and records regarding the Festival and Event Partnership Program. 13. By accepting the Festival and Event Partnership Program contribution, the applicant consents to the release to the County of Elgin of financial/project information by any other organization providing funding or financial support to the applicant regarding the same project. Progressive by Nature 00."' Elgin . : Appendix"B" 2015 Festival and Event Partnership Program Application County of Elgin Application Deadline: Tuesday,April 7, 2015,, 4:00 p.m. APPLICATION PROCESS: STEP 1—Application You may either; 1) Print this application and complete the hard copy, or 2)Type your responses electronically and print or save for submission. Application Checklist: ❑ Ensure your application is complete, and you have filled in and enclosed all the necessary information. ❑ Complete the Festival and Event Partnership Program (FEPP) Application Form. ❑ Include additional supporting materials (e.g. photos etc.) Optional ❑ Have the form and terms and conditions signed by appropriate official(s) from the organization. ❑ Include a letter of support from the relevant municipal department if project is linked to municipally owned land or a facility. STEP 2— Evaluation &Approval Projects will be reviewed by the Economic Development Department, which makes the final project approvals on the selected number and amount(s) of the FEPP contributions. Invoices and proof of the completion of the work will be required,before total FEPP funds will be released STEP 3—Completion The applicant must provide a one-page report, including the number of festival/event attendees, photos, and future plans for growth in 2015. The report along with a financial statement and supporting documents/invoices is required .in order to receive the FEPP funds. Progressive by Nature s ElgainCounty 2015 Festival and Event Partnership Program Application County of Elgin Please answer all questions completely, including as much detail as possible. Ensure you have read the"Festival and Event Partnership Program Guidelines"prior to completion of this form. FEPP contribution recommendations will be decided based upon a competitive review process; this application and any attachments are intended to be the primary subject of evaluating your FEPP proposal. Applicants will be notified of award decisions no later than April 24, 2015. Applications may be submitted by fax(519) 631-4549, e-mail, in-person or by mail to: County of Elgin, Attn: Economic Development, 450 Sunset'Drive, St. Thomas, Ontario, N5R 5V1. If you have questions or require more information, call (519) 631-1460 ext. 164, or e-mail IduncanQelQin-county.on.ca. You may also visit us online at www.elainfourlst com fe p. APPLICANT INFORMATION: Sponsoring Organization(s): Is the sponsoring organization a member of Elgin County Tourism? ❑ Yes ❑ No Authorized Representative Information: Name: Title: Organization: Phone (wk/cell): Email: Mailing Address: Web Address: Mandate of the Organization: Is the organization an incorporated non-profit or registered charitable organization? ❑ Yes If YES, please print the Incorporated/Charitable Registration Number: ❑ No If NO, please provided background information on the organization and how it would handle the financial requirements of the project: Progressive by FE,^1 Authorized Signature(s) (two needed if not incorporated): Name Name Position Position Signature Signature Applicants should mail,fax, e-mail or deliver a signed copy of the Application Form, Terms and Conditions and supporting materials to the Economic Development Office at.• Festival and Event Partnership Program Economic Development Department County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Fax: 519-631-4549 E-mail: duncan @elgin-county.on.ca Deadline: Tuesday,April 7, 2015 at 4:00 p.m. Progressive by Nature AM /Elgain" " County FESTIVAL and EVENT PR03ECT INFORMATION: Festival/Event Name: Date(s)/Time(s): 1. Please describe your festival or event(you may attach additional details or supporting documentation). 2. Have you held this festival or event before? If so, when and where? 3. How does your festival or event encourage an improved quality of place for your local community/Elgin County? 4. How does the event create economic impact to this area? Does the event attract visitors from outside of Elgin County and retain local spending? S. How does your project support the goals of the County of Elgin Tourism and Marketing Plan? Progressive /0 MEMO-- /ElginCounty 6. What steps are you taking to ensure a well-planned, safe festival or event? 7. What are your future plans to grow the event? 8. Is there an admission fee/cost to attend your festival or event? ❑ Yes If YES, how much? Adult Senior Child Other ❑ No 9. Is the project linked to a municipally owned land or a facility? ❑ Yes If YES, a letter of support from the relevant department is required. ❑ No MARKETING and PROMOTION: 10. Is your festival or event County wide or targeted to a particular neighbourhood, demographic or geographic area (include location)? If targeted,to whom? Progressive by /Ongincounty 11. How many people do you expect to attend your festival or event? How did you arrive at this estimate? Of this estimated,amount, how many visitors do you expect-'to be from outside the County? 12. Please describe your promotional plan to notify the public of your festival or event. FESTIVALS and EVENTS PROJECT 13UDGET SUMMARY: 13. Please describe what kind of controls you have in place to ensure that your festival or event will be planned cost effectively, with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past? 14. Please attach a detailed budget for your festival or event including. • Total Expenses • Anticipated Revenue (if applicable) • Net Cost (Total Expenses less Anticipated Revenue) • Any expenses you expect to be donated / in-kind (include an estimated dollar value of each donated/ in-(Ind expense in your budget) 15. Provide details about how the.FEPP funds will be spent.: Progressive AM ./E.11gainCounty 16. Flow will you obtain the remaining funding for your festival or event?Why are you requesting a FEPP contribution from the County of Elgin? Authorized Signature(s) (two needed if not incorporated): Name Name Position Position Signature Signature Thank you for your interest in the Elgin County Festival and Event Partnership Program/ Progressive by Nature Norma Bryant D - 1 From: Scott Gawley<sgawley @westelgin.net> Sent: February-03-15 3:15 PM To: Norma Bryant Subject: FW: Foodland Ontario Marketing Partnership Opportunity and more Attachments: Foodland Event Request template 2013.pdf; Event Measurement Report.docx For Council Correspondence R. Scott Gawley, CPA, CGA Ad min istrator/Treasurer Municipality of West Elgin sqawley@westeigin.net 519-785-0560 From: Luke, Vicki (OMAFRA) [mailto:Vlck1.LukeC@ontarlo.0J Sent: February-03-15 2:02 PM To: Luke, Vicki (OMAFRA) Cc: Luke, Vicki (OMAFRA) Subject: Foodland Ontario Marketing Partnership Opportunity and more Hello; We are pleased to announce that the Foodland Ontario marketing partnership initiative has been re- opened effective immediately for the rest of this fiscal year and into the next fiscal year (2015116) or until we are fully subscribed. This partnership has proven very effective at raising the awareness of local food; generating economic development activities at the local level; and expanding the reach of Foodland Ontario. This initiative was on hold for the past several months while a program and budget review were underway. So if you have a special event coming up that will provide an opportunity to market the Foodland Ontario brand, please contact me to discuss this opportunity further. Attached to this email is the Foodland event request form that you would need to complete for approval as well as the Event Measurement Report that needs to be completed when sending us your invoice for approved marketing support. Also note that the Rural Economic Development (RED) funding program has now been put on hold for a program review as of February 1 - after applications were received for the last intake. The Local Food Fund is also closed at this time. If you have any questions, please do not hesitate to contact me. Also please feel free to share this information with others as appropriate. Thanks! `Vicki Luke Agriculture and Rural Economic Development Advisor Regional Economic Development Branch Ministry of Agriculture, Food and Rural Affairs 667 Exeter Road London, ON N6E 11_3 519-873-4083(office) 1 fle—ids UP i kcep i g members Wome.d. February 5, 2015 Appeal not possible in Steadman v. County of Lambton The County of Lambton's insurer, Frank Cowan Company, advised OGRA that they would not be proceeding with an appeal in the matter of Steadman v. County of Lambton. This decision awarded damages to an area farmer for depreciated property value and crop losses as a result of the migration of road salt from the County Road. OGRA had contacted Frank Cowan Company to see if an appeal was possible, and if so, to offer OGRA's support as an intervener in the appeal. After serious consideration and a review of the decision by two separate legal firms, Frank Cowan Company decided, upon the advice of the lawyers, that the decision was not appealable. A copy of Frank Cowan Company's release is attached. "While OGRA is disappointed that an appeal was not possible, we support and respect Frank Cowan Company's decision" said OGRA President Tom Bateman. Joe Tiernay, OGRA's Executive Director stated that "OGRA will now turn its full attention to getting the legislation amended to protect municipalities from these nuisance claims". Meetings are being scheduled with the Ministry of Transportation and the Minister of Municipal Affairs and Housing to determine how best to address this issue. The mandate of the Ontario Good Roads Association is to represent the transportation and public works interests of municipalities through advocacy, consultation, training and the delivery of identified services. Ontario Good Roads Association 1525 Cornwall Road, Unit 22 Oakville, ON L6J 062 (T): 289-291-OGRA(6472) (F): 289-291-6477 www.ogra.ora Epp February 3, 20151 '_._ .c '-=1 To The Municipality of West Elgin, I am writing this letter on behalf of Aldborough Volunteer Parent Council in regards to the rental of the Rodney Recreational Center for Thursday, March 12, 2015. We are planning on hosting another "pre-March Break Family Dance". We realize that some families are not able to travel during this time. We believe this is a wonderful opportunity for children and families in our community to attend a family event and we are requesting for the Municipality to waive the fees for the hall rental as it was an HUGE success last time we held it. We appreciate your consideration! Kindly, . , t ? Kelly Towers AVPC nongas D- 1 � Steve W. Baker A Spectra Energy Company President Feb. 3, 2015 Mayor Bernhard Wiehle Municipality of West Elgin P.O. Box 490, 22413 Hoskins Line Rodney, ON NOL 2CO Re: TransCanada Pipeline's Energy East Project Dear Mayor Wiehle: I would like to take this opportunity to clarify our position on Energy East and recent communications initiated by TransCanada. Union Gas, Enbridge Gas Distribution and Gaz Metro are not opposed to the Energy East Pipeline. In fact, we support the majority of the project and believe that, done right, this project could provide significant benefits to Canada. However, our collective responsibility is, first and foremost, to stand up for our 3.6 million customers. The bottom line is that the Energy East_proiect, as currently structured, is unfair to Ontario and Quebec communities. This concern was recently confirmed in an independent review by Quebec's energy regulator which concludes that "the natural-gas com anent of the proiect introduces costs and risks that natural gas shippers currently do not and should not have to bear." This key point has been excluded from TransCanada's public response to the report. The problem with the Energy East project is twofold: 1. TransCanada has underestimated the market demand and, as a result, the proposed replacement pipeline is too small. TransCanada has repeatedly suggested that it will only re-purpose pipeline capacity that is no longer being contracted and that natural gas capacity servicing Canadian consumers will not be impacted. What they are not saving, is that the existing pipeline is fully contracted and has operated at full capacity for many days during both last winter and this current winter. What they are not saying, is that they have based the size of the replacement gas pipeline on customers' willingness to sign new 15-year transportation contracts. Many customers who buy their own gas — including as much as half of the industrial, institutional and large commercial customers in eastern Ontario - have for years, relied on shorter-term services offered by TransCanada. While we are working with customers to educate them on the TransCanada proposal and on potential options, some customers are unable to commit to long-term contracts to keep their existing gas service and as a result, TransCanada has understated the market. As a result, the replacement pipeline TransCanada proposes to build is too smal I to meet the existing needs of Ontario and Quebec. 2. Ontario and Quebec natural gas consumers will_be stuck with the cost and risks related TransCanada's proposal to build a new replacement natural gas pipeline. Union Gas Limited, 50 Kell Drive North,Chatham,ON,N7M 5M1 tel. 519 436 5200 email sbakerGspectraenergy.com MliOn s Steve W. Baker A*ct a Energy Company President The cost of the new, smaller replacement gas pipeline will be at least $1 billion more than the cost of the existing, larger gas pipeline that TransCanada wants to remove and convert to oil. Furthermore, TransCanada's proposal puts Ontario and Quebec at risk for the actual costs to build this new pipeline, even though there is an existing gas pipeline that meets our needs today. It's estimated that this cost could be up to $50 a year for 50 years for homeowners and up to $500,000 a year for 50 years for industrial employers in Eastern Ontario. There is no reason why gas consumers should pay anything for an oil pipeline. When you take into consideration these costs and risks, it is clear why we are concerned about the negative impact to families, businesses and the economy. Less capacity at a higher cost—that's not right. Affordable energy helps attract industry, retain existing businesses and create jobs for our residents — it's critical to the economic development of our communities. If TransCanada's position was correct, and natural gas customers would be better off and have adequate pipeline capacity and lower costs, why would we, along with Enbridge and Gas Metro, take issue with the project? We wouldn't because that's exactly what we want for our customers. Unfortunately, the TransCanada proposal does not provide adequate capacity and lower costs. For over 100 years, Union Gas has worked hard to build a strong reputation of reliable service and affordable energy to the communities we have the privilege of serving and we will continue to stand up for our communities and customers. For this project to be truly in the national interest, it must represent the interests of Ontario and Quebec municipalities and not expose municipalities to new costs and risks. The simple solution? TransCanada should leave the natural gas pipeline in place and build a new oil pipeline from North Bay to Ottawa, paid for by TransCanada and not by natural gas consumers in your community. If you need further information, please visit www.fairenergveast.ca. Your local Union Gas District Manager, Ian Ross would also be please to answer your questions at 519 667 4109 or email at ieross @uniongas.com. Yours sincerely, Steve Baker President, Union Gas Limited Union Gas limited,50 1Ceil Drive North,Chatham,ON,N7M 5M1 tel. 519 436 5200 email sbaker@spectraenergy.com �D RODNEY ALDROROUGH AGRICULTURAL SOCIETY P.O. BOX 130 RODNEY, ONTARIO, NOL 2CO www.rodneyfair.ca February 5, 2015 t4? Municipality of West Elgin P.O .Box 490 22413 Hoskins Line Rodney,ON NOL 2C0 Attention: Norma Bryant Dear Ms. Bryant, I am writing this letter on behalf of the Rodney Aldborough Agricultural Society.This year will be our 151$" fair. We not only provide a weekend of affordable fun family entertainment, but we also celebrate our community including our agricultural roots. In previous years the Municipality has covered the cost of numerous expenses that we incur over the weekend.As a not for profit volunteer organization we have a small operating budget and are very grateful for all your continued support financially and physically with help from parks and rec and the roads department. We are hoping you can help us again this year with the success of this event and support us with this donation. The Fair Board will send the bill for the cleaning as you already receive the bill for the lights and the ports johns. We are aware that parks and rec order the porta johns and the generator lights.As well as clean the rec centre and the pool washrooms. Plus our added cost of cleaning all weekend long. Overall this adds up to over$4000. But we also are very aware of the additional cost of ground clean-up and track preparation and repair before and after the fair. Thank you for making this weekend a successl As it has been a tradition In our community for over 150 years;and hopefully will continue for many more. Thank you for your support. Yours truly, U JV4 JW Melanie McLeod President Encl. i� West Elgin Arena Board Regular Session January 14 2015 This regular session of the West Elgin Arena Board was called to order at 9:30 am with the following members present:Jonathan Wolf,Joe Seman Jr.,Alphonse Willie, Ian Fleck,and Recreation Superintendent Jeff Slater. Item#1 Disclosure of Pecuniary Interest: None noted. Item#2 Delegations: None noted. Item#3 Adoption of the Minutes: Moved By:Alphonse Willie Seconded By: Ian Fleck The West Elgin Arena Board resolves that the minutes of November 2 2014 be approved as presented. CARRIED Note: Because of the election and no appointed Arena Board members the December meeting of the Board was cancelled. Item#4 Accounts and Financial Reports: Moved by: Ian Fleck Seconded By:Joe Seman The West Elgin Arena Board resolves that the accounts in the amount of$51,469.57 be approved for payment. Dec: $ 30,938.81 Nov:$ 20, 530.76 CARRIED. Item#5 Business Arising from the Minutes: 1. Capital and Operating Budget:The Recreation Superintendent reported that for the February meeting the Draft 2015 Budget should be ready. Item#b Correspondence: None presented. Item#7 New Business: • Skating Aids:There have been some requests from people during Public Skating for the use of skating aids during public skating.Currently it is against Arena Policy/Public Skating rules to allow these devices onto the ice surface. Also there was some discussion regarding the wearing of helmets during public skating.The Recreation Superintendent will review the ORFA Guideline's regarding public skating and report back to the board. With the next meeting in February there probably will not be time to make changes for this season but could be implemented for next season beginning in September. • Meeting dates:As explained by the Recreation Superintendent again,the WESC Representative cannot make the Arena Board meetings during the day time.Some -2- discussion ensued and the majority of Board agreed to continue to have the meetings on the Second Tuesday of the Month at 9:30 am.The Recreation Superintendent will advise the Skating Club and ask for a written report from the WESC should anything arise. Item#8 Adjournment: Moved By:Alphonse Willie Seconded By:Joe Seman The West Elgin Arena Board resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:30 am and reconvene February 10 2015 at 9:30 am or at the call of the chair. CARRIED West Elgin Recreation Committee Regular Session January 20 2015 This regular session of the West Elgin Recreation Committee was called to order at 7 pm at the Recreation Center with the following members present:Joe Seman Jr., Ken Neil, Doug Staddon, Jonathan Wolf, Grace Blanchard,Jenn Blanchard,James Husband,Valarie Parker, Recreation Superintendent Jeff Slater,and Gusts Jane and Harry Vanderkuyl. Item#1 Delegations: Jane and Harry Vanderkuyl attended at this session and provided the Committee members with an explanation and demonstration of Pickle Ball.After the session the Committee decided to host a Pickle Ball demonstration night,and Jane and Harry graciously offered to come back and demonstrate the sport with some of their fellow Pickle Ball enthusiasts from St.Thomas.The Recreation Superintendent will coordinate this with Jane and Harry. Item#2 Adoption of the Minutes: Moved By: Doug Staddon Seconded By: Ken Neil The Municipality of West Elgin Recreation Committee resolves that the Minutes of November 17 2014 be approved as presented. CARRIED Item#3 Business Arising from the Minutes: 1. Miller Park Pavilion:Optimist and Recreation Committee member Doug Staddon reported that the money has been received in part for the pavilion. Discussion took place regarding the hydro supply,as well as the need for 12 picnic tables. 2. Cactus Cattle&Cowboys: Discussion took place regarding the location for the proposed sand ring.The Recreation Superintendent indicated that the sand ring proposal that he put forward would see the sand ring built on the east side of the park inside the track.The proposal is before council. 3. Blue Flag Accreditation: West Elgin Council created an ad-hoc committee composed of 2 staff members,2 Yacht Club members, 2 Councillors, a member of the nature Club, and one member at large.The Recreation Committee has no involvement with this accreditation. 4. Meeting dates:The new list of meeting dates was presented again.The Recreation Superintendent indicated that those were the dates and if he could not attend, another staff member would be in attendance. S. Road Race: Member.James Husband indicated that the Road Race Committee was in need of its own web-site. Discussion ensued and he will look into the possibility of having Barb Ross and possibly the high school participating. Item#4 Correspondence: No correspondence was presented. Item#5 New Business: 1. Flag Day:The Recreation Superintendent presented information regarding Flag Day.The consensus of the committee was offer free Public Skating at the arena and promote the -2- Canadian Flag.The Recreation Superintendent reported that he has ordered some promotional items as indicated in the information. 2. Optimist Bicycle Rodeo: member Ken Neil inquired as to whether or not the policing committee had any contacts for having OPP attend at the Bicycle Rodeo.Discussion ensued and Ken will speak to the Optimist Club to determine what direction they would like to take with respect to this event. He proposed a Safety Day, possibly having the Fire, OPP, and EMS attend and set up displays. He will get back to us with a proposal in the future. 3. Canada Day: Inquiries were made as to the status of Canada Day Festivities.The Recreation Facility Superintendent reported that there have been no discussions regarding the status of the staff concerned. Item#6 Adjournment: Moved By:Jennifer Blanchard Seconded By:Grace Blanchard The Municipality of West Elgin Recreation Committee resolves that this session of the West Elgin Recreation Committee hereby adjourn at this hour of 5:45 pm and reconvene on February 17 2015 or at the call of the chair. CARRIED