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January 14, 2016
MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING January 14, 2016 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ------------------------------------------------------------------------------------------------------------ DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al - A15) *December 17, 2015 Council *December 17, 2015 Public Meeting - Rezoning — South Part Lot 7, Concession 10 (Lapadat) *December 17, 2015 Public Meeting - Rezoning — Lot 18, Concession 8, Lot 205, Plan 75 (Skelding) BUSINESS ARISING FROM MINUTES DELEGATIONS (B) 1:30 p.m. Tiny Tots Proposal (D7) 2:00 p.m. Fire Review Committee Report (C8f) REPORTS (C1- C10) 1. ROADS a) *Monthly Report 2. RECREATION/EMERGENCY MANAGEMENT a) *Monthly Report 3. WATER DISTRIBUTION SYSTEM a) *Operations Report January 14, 2016 ............. Page 2 4. WASTEWATER 5. BUILDING a) *Monthly Report b) Report - Year End Building Report - 2015 6. BY-LAW ENFORCEMENT a) Monthly Report 7. DRAINS a) *Report - Council Appointment of Engineer for Brooker Drain 8. ADMINISTRATION a) *Report - Lower Thames Valley Conservation Authority - Council Representation on the Board b) *Report- Recycling Schedule Update c) *Report - Request for Proposal - New Glasgow Trailer Park - Park Operator d) `Report - Cactus, Cattle and Cowboy's - 2016 Committee e) *Report - Monitoring Well - Landfill f) *Report - West Elgin Fire Department Organizational Review 9. PLANNING 10. ACCOUNTS CORRESPONDENCE (D1 - D14) COUNCIL CONSIDERATION - ACTION RECOMMENDED: 1.* London District Catholic School Board - Notice - Facility Partnership Opportunity; 2.* Cactus, Cattle & Cowboys - Request for Grant; 3.* West Lorne Heritage Homes Charitable Corporation - Emergency Evacuation; 4.* Beattie Haven Retirement Community - Emergency Evacuation; January 14, 2016 ............. Page 3 5.*. Ministry of Agriculture, Food and Rural Affairs - Re: Building Canada Fund - Small Communities Fund; 6.* Rodney Aldborough Agricultural Society - Facility Use 7. Future of Tiny Tots Cooperative Nursery School 8.* Memorial Plaque for Cole Kalita 9.* Lower Thames Valley Conservation Authority - 2016 Proposed Budget -- RECOMMENDED TO ACCEPT & FILE: 10. AMO • Watch File - December 17, 2015; • Watch File - January 7, 2016; 11. Stewardship Ontario— Blue Box Funding; 12. Elgin St. Thomas Public Health — Outdoor Ice Rinks 13. Ontario Good Roads Conference Information; 14. Ombudsman Update BY-LAWS: By-Law No. 2016-01 Borrowing By-Law No. 2016-02 Appointment of Closed Meeting Investigator By-Law No. 2016-03 Appointment of Integrity Commissioner By-Law No. 2016-04 Authorize Signing of Agreement - West Elgin Depot Upgrades Grant with Continuous Improvement Fund By-Law No. 2016-05 Tile Loan Application - Small MINUTES (E) NOTICE OF MOTION OTHER BUSINESS (GI - G4) 1. Review of Council Committees 2. Council Announcements 3. Closed Session • Personal matters about an identifiable individual (M.A. s.239(2)(b); • A proposed or pending acquisition or disposition of land (M.A. s.239(2)(c); • Labour Relations or employee negotiations (M.A. s.239 (2)(d). 4. Strategic Visioning Review Session January 14, 2016 ............. Page 4 CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: January 26, 2016 Th County Water Board January 28, 2016 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. l MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS DECEMBER 17,2015 PRESENT Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Joe Seman, Jonathan Wolf STAFF PRESENT Scott Gawley, C.A.O.-Clerk Kamran Ali,Treasurer Spencer Pray, Deputy Clerk Heather James, Planner Lee Gosnell, Roads Superintendent Jeff Slater, Parks and Recreation Superintendent ALSO PRESENT CALL TO ORDER The Mayor called the meeting to order at 9:30 a.m. DECLARATION OF PECUNIARY INTEREST None declared. ADOPTION OF AGENDA . RES. NO.1 Moved by Seman Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin approves the agenda for December 17, 2015 as printed and circulated;with the following addition; • Hill Drain Maintenance Tender 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 dates be adopted as printed and circulated; November 26, 2015 Council November 26, 2015 Public Meeting -Rezoning-Lot 7, Concession Gore(Moore) November 26, 2015 Public Meeting-Rezoning- Draft Plan of Condominium and Zoning By-Law Amendment-Part Lot 5, Concession 14 (Lighthouse Waterfronts Inc.) DISPOSITION: Carried BUSINESS ARISING FROM MINUTES December 17, 2015 .....Page 2 of 10 5 DELEGATIONS 10:00 a.m. Public Meet _-Council recessed to hold a public meeting on a rezoning application (Lapadat)and reconvened their meeting thereafter. RES, NO.3 Moved by Bodnar Seconded by Wolf RESOLVED that Council adjourn the Council Meeting and that the Committee of Adjustment go into a Public Meeting for a Minor Variance application for Part Lot 18, Concession 8 Lot 205 Plan 75 (Skelding) . DISPOSITION: Carried 10:15 a.m. Committee of Ad'ustment-Council recessed to hold a Committee of Adjustment meeting on a Minor Variance (Skelding) and reconvened their meeting thereafter. REPORTS 1. ROADS a) Monthly Report RES. NOA Moved by Wolf Seconded by Seman RESOLVED that the Monthly Report from the Roads Superintendent dated December 17, 2015 be received. DISPOSITION: Carried 2. RECREATION/EMERGENCY MANAGEMENT a)i Monthly Report RES. NO.5 Moved by Seman Seconded by Wolf RESOLVED that the Monthly Report from the Parks and Recreation Superintendent dated December 17, 2015 be received. DISPOSITION: Carried a) Report—Replacing Shinciles on Pool Change Room RES. NO.6 Moved by Bodnar Seconded by Wolf RESOLVED that the Report-Replacing Shingles on Pool Change Room from the Parks and Recreation Superintendent dated December 17, 2015 be received. AND THAT Council accepts the quotation from Joe Machado Construction in the amount of$9,745.67 plus applicable taxes to replace the roof on the West Elgin Pool change rooms to steel roofing. DISPOSITION: Carried 3.WATER DISTRIBUTION SYSTEM a)Operations Report RES. NO.7 Moved by Bodnar Seconded by Seman December 17, 2015 .....Page 3 of 10 RES. NO.7 Cont'd RESOLVED that the Monthly Operations Report for the Water Distribution System from the Ontario Clean Water Agency dated December 4, 2015 be received. DISPOSITION: Carried 4.WASTEWATER 5. BUILDING a) Monthly Report RES. N0.8 Moved by Bodnar Seconded by Wolf RESOLVED that the Monthly Report from the Deputy Chief Building Official dated December 17, 2015 be received. DISPOSITION: Carried 6. BY-LAW ENFORCEMENT a) Monthly Report RES. NO.9 Moved by Seman Seconded by Bodnar RESOLVED that the Monthly Report from the C.A.O.-Clerk dated December 17, 2015 be received. DISPOSITION: Carried 7. DRAINS a) Report-Hill Drain Maintenance Tender RES. NO.10 Moved by Seman Seconded by Wolf RESOLVED that the Report—Hill Drain Maintenance Tender dated December 17, 2015 from the Treasurer be received; AND THAT Council accepts the quotation from Darrel Dick Excavating in the amount of$ 18,905.00 plus applicable taxes for maintenance of the Hill Drain. DISPOSITION: Carried 8.ADMINISTRATION a Report—Unemployment Insurance Premiums RES. NO.11 Moved by Seman Seconded by Bodnar RESOLVED that the Report—Unemployment Insurance Premiums dated December 17, 2015 from the Deputy Treasurer be received; AND THAT Council approves the sharing of the employment insurance premiums with full-time employees in the amount of $1,457.00, DISPOSITION: Carried b) Report-Contaminated Sites Policy- PS3260 RES. NO.12 Moved by Bodnar Seconded by Wolf December 17, 2015 .....Page 4 of 10 RES. N0,12 Cont'd RESOLVED that the Report-Contaminated Sites Policy-PS3260 dated December 17, 2015 from the Treasurer be received; AND THAT Council approve the Contaminated Sites Policy- PS3260 for the Corporation of the Municipality of West Elgin. DISPOSITION: Carried c Report- Environmental Site Assessment RES, NO.13 Moved by Bodnar Seconded by Wolf RESOLVED that the Report-Environmental Site Assessment dated December 17, 2015 from the Treasurer be received; AND THAT Council accepts the quotation from Englobe Corporation in the amount of$2,700.00 plus applicable taxes for Phase 1 of the Environmental Site Assessment as required by the Public Sector Accounting Board. DISPOSITION: Carried d) Report- Proposed Change to West Lorne Curbside_ Waste Collection Schedule RES. NO.14 Moved by Bodnar Seconded by Seman RESOLVED that the Report--Proposed Change to West Lorne Curbside Waste Collection Schedule dated December 17,2015 from the Deputy Clerk be received; AND THAT the Council authorize that the curbside waste collection day in the Village of West Lorne be changed from Friday to Thursdays moving forward. DISPOSITION: Carried e)Report-Service Ontario RES. NO.15 Moved by Seman Seconded by Bodnar RESOLVED that the Report-Service Ontario dated December 17, 2015 from the C.A.O.-Clerk be received; AND THAT Council announces that the Municipality of West Elgin is successful in maintaining the Service Ontario in the Municipality. AND FURTHERMORE THAT the necessary by-law be brought forward. DISPOSITION: Carried 9. PLANNING a) Report-Zoning BV-law Amendment for Paul and Catherine Lapadat,22450 Thomson Line RES. NO.16 Moved by Bodnar Seconded by Seman RESOLVED that the Report-Zoning By-law Amendment for Paul and Catherine Lapadat, 22450 Thomson Line dated December 17, 2015 from the Planner be received; AND THAT the necessary by-law be brought forth. DISPOSITION: Carried December 17, 2015 .....Page 5 of 10 b) Report—Minor Variance Application for Morgan and Stephanie Skelding 178 Frederic Street. RES. NO.17 Moved by Wolf Seconded by Bodnar RESOLVED that the Report—Minor Variance Application for Morgan and Stephanie Skelding, 178 Frederic Street dated December 17, 2015 from the Planner be received; AND THAT Council approve the minor variance subject to the following conditions; 1. That the minimum side yard width on the east side of the property for the proposed attached garage shall be 1.22 metres, as indicated on Schedule 'A; 2. That the minimum side yard width on the west side of the property for the existing single unit dwelling shall be 3.09 metres, as indicated on Schedule`A'; 3. That any future development on the property conforms to the provisions of the Zoning By-Law; and; 4. That the Decision applies only to the proposed development as indicated on Schedule 'A' attached to and forming part of this decision. DISPOSITION: Carried 10.ACCOUNTS RES. NO.18 Moved by Wolf Seconded by Seman RESOLVED that the Mayor and Treasurer are hereby authorized to sign Payment Voucher# 12 amounting to$1,468,947.70 in settlement of General, Road,Water, and Arena Accounts(including cheques#20763-20922). DISPOSITION: Carried CORRESPONDENCE: 1. Elgin County- Re-appointment of Integrity Commissioner(2016) RES. NO.19 Moved by Bodnar Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin continue their arrangement with Elgin County for the purpose of contracting Integrity Commissioner Services with John Maddox of JGM Consulting AND THAT the necessary by-law be forth at the January 14, 2016 Council Meeting DISPOSITION: Carried 2. Elgin County-Re-appointment of Closed Meeting Investigator(2016) RES. NO.20 Moved by Wolf Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin continue their arrangement with Elgin County for the purpose of contracting Closed Meeting Investigator Services with John Maddox of JGM Consulting AND THAT the necessary by-law be forth at the January 14, 2016 Council Meeting DISPOSITION: Carried December 17, 2015 .....Page 6 of 10 3. West Elgin Community Policing—Thank you letter for donation; RES. NO.21 Moved by Seman Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin defer the West Elgin Community Policing donation request to 2016 Budget discussions. DISPOSITION: Carried 4. Citizen's Coalitions Against Privatization- Re; Hydro; 5. Knights of Columbus-Request for addition of sign; RES. NO.22 Moved by Bodnar Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin authorizes the Knights of Columbus Council 6495 of St. Mary's Parish to add their sign to the Service Club Boards at the town limits of West Lorne once sign specifications have been approved by Municipal staff. DISPOSITION: Carried 6. AMO Communications- Policy Update-AMO&UQM to Collaborate on Climate Change; 7. Ministry of Municipal Affairs& Housing—OGRAIROMA Combined Conference; S. Elgin-St. Thomas Public Health and Elgin-St. Thomas Healthy Communities Partners- Proposing Outdoor Ice Rink in West Elgin RES. NO.23 Moved by Bodnar Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin will defer the decision for 2015/2016 season and will consider the possibility of an outdoor skating rink in West Elgin for the 2016/2017 Winter Season after consulting with Volunteer Groups in West Elgin Recreational Committee. DISPOSITION: Carried RECOMMENDED TO ACCEPT& FILE: 9. AMO • Watch File- November 26, 2015; • Watch File- December 3, 2015; • Watch File- December 10, 2015; % United Townships of Head, Clara & Maria-letter to Honourable Kathleen Wynn, Premier-Re: Dissolution of Local Emergency Response Board and Request Services; 11. Ontario Good Roads- Provincial Government denies local land transfer tax to cities outside of Toronto; 12. Ombudsman Ontario-Municipality Contact Survey; 13. Elgin-St.Thomas United Way- Pledge Form; December 17, 2015 ..,..Page 7 of 10 14. Elgin County-Transfer of Responsibility for Property Assessment Appeals 15. Township of Montague—Resolution passed supporting Bill 100-Ontario Trails Act. RES. NO.24 Moved by Wolf Seconded by Seman RESOLVED that the above correspondence items numbered 4,6,7,9-15 be received and filed. DISPOSITION: Carried BY-LAWS 1. By-Law No. 2015-82 Authorize Agreement with Minist of Government and Consumer Services-ServiceOntario RES. NO.25 Moved by Bodnar Seconded by Seman RESOLVED that a By-law to authorize the execution of an agreement between Her Majesty the Queen in Right of Ontario, represented by the Minister of Government and Consumer Services and the Corporation of the Municipality of West Elgin be now a first and second reading and provisionally adoption thereof. DISPOSITION: Carried RES. NO.26 Moved by Seman Seconded by Wolf RESOLVED that a By-law to authorize the execution of an agreement between the Municipality of West Elgin and the Minister of Government and Consumer Services for the operation of a Private ServiceOntario and that this shall now be read a third time and finally passed, signed,sealed and numbered By-law Number 2015-82 Authorize Agreement with Ministry of Government and Consumer Services-ServiceOntario. DISPOSITION: Carried 2. By-Law No. 2015-85 Drain Maintenance RES, NO.27 Moved by Bodnar Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-law to provide for maintenance of municipal drains and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.28 Moved by Wolf Seconded by Seman RESOLVED that a By-law to provide for maintenance of municipal drains be now read a third time and finally passed, signed, sealed and numbered By-law Number 2015-85 Drain Maintenance. DISPOSITION: Carried 3 By-Law No. 2015-86 Rezoning-South Part Lot 7, Concession 10 (Lapadat) RES. N0.29 Moved by Seman Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to amend Municipality of West Elgin Zoning By-Law No. 2015-36,to December 17, 2015 .....Page 8 of 10 RES. NO.29 Cont'd change the zoning of lands in South Part Lot 7, Concession 10 and known municipally as 22450 Thomson Line lands to be severed, a non-farm residential lot with a surplus farm dwelling will be rezoned from General Agriculture(Al) Zone to site-specific Restricted Agricultural (A3-3)Zone. Lands to be retained, a farm parcel will be rezoned from General Agricultural (Al)Zone to Agricultural (A2) Zone, and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES, NO.30 Moved by Wolf Seconded by Bodnar RESOLVED Municipality of West Elgin Zoning By-Law No. 2015- 36,to change the zoning of lands in South Part Lot 7, Concession 10 known municipally as 22450 Thomson Line lands to be severed, a non-farm residential lot with a surplus farm dwelling will be rezoned from General Agriculture(Al)Zone to site-specific Restricted Agricultural (A3-3)Zone. Lands to be retained, a farm parcel will be rezoned from General Agricultural (Al)Zone to Agricultural (A2)Zone, and that this shall now be read a third time and finally passed, signed, sealed and numbered By-law Number 2015-86 Rezoning -South Part Lot 7, Concession 10(Lapadat). DISPOSITION: Carried 4. By-Law No. 2015-87-Amend 2014-81 -Ze ers Drain Construction RES. NO.31 Moved by Bodnar Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-law to amend By-law No. 2014-81, a By-law to provide for maintenance of municipal drains and that this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.32 Moved by Seman Seconded by Wolf RESOLVED that a By-law to amend By-law No. 2014-81, a By-law to provide for maintenance of municipal drains be now read a third time and finally passed, signed, sealed and numbered By-law Number 2015-87 Amend 2014-81-Zegers Drain Construction. DISPOSITION: Carried 5. By-Law No. 2015-88 Debenture By-law RES. NO.33 Moved by Wolf Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-law to debenture various municipal drains and waterlines in the Municipality of West Elgin and that this shall be the first and second reading and provisional adoption thereof, DISPOSITION: Carried RES. NO.34 Moved by Bodnar Seconded by Seman RESOLVED that a By-law to debenture various municipal drains now be now read a third time and finally passed, signed, sealed and numbered By-law Number 2015-87 Debenture By-law. q s - I December 17, 2015 ..,..rage 9 of 10 RES. NO. 34 Cont'd DISPOSITION: Carried MINUTES RES. NO.35 Moved by Bodnar Seconded by Seman RESOLVED that the minutes of the following committee meetings be received; West Elgin Recreation Committee-September 15, 2015 MPoWER Committee-September 25, 2015 West Elgin Arena Board-November 10, 2015 West Elgin Recreation Committee- November 17, 2015 West Elgin Arena Board-December 8, 2015 DISPOSITION: Carried NOTICE OF MOTION OTHER BUSINESS(G1) 1, Review of Council Committees at.January 14, 2016 Council Meeting 2, Council Announcements Deputy Mayor Bodnar -Rodney Santa Claus parade went well. -Congratulations to Mayor Wiehle on his recent election as Warden of Elgin County. Mayor Wiehle -Attended his first function as Warden at the Santa Claus Parade in Straffordville. CLOSED SESSION RES. NO.36 Moved by Seman Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • Personal matters about an identifiable individual (M.A. s.239(2)(b)); • A proposed or pending acquisition or disposition of land (M.A. s. 239 (2)(c)); • Labour Relations or employee negotiations (M.A.s.239 (2)(d)). DISPOSITION: Carried RES. NO.37 Moved by Seman Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried RISE AND REPORT Direction was given to staff. December 17, 2015 .....Page 10 of 10 CONFIRMING BY-LAW RES. NO.38 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 December 17, 2015 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.39 Moved by Bodnar Seconded by Wolf RESOLVED that a By-law to confirm the proceedings of the meeting held on December 17, 2015 be now read a third time and finally passed, signed, sealed and numbered By-law Number 2015- 89-Confirming By-law December 17, 2015. DISPOSITION: Carried ADJOURNMENT RES. NO.40 Moved by Seman Seconded by Bodnar RESOLVED that this Regular Meeting of Council shall adjourn at 12:12 p.m. to meet again on January 14, 2016. DISPOSITION: Carried These minutes were adopted on the 14th of January, 2016. Mayor Clerk MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS DECEMBER 17, 2015 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Joe Semen, Jonathan Wolf STAFF PRESENT: Scott Gawley C.A.O.-Clerk Heather James Planner Kamran Ali Treasurer Spencer Pray Deputy Clerk SUBJECT: REZONING—SOUTH PART LOT 7, CONCESSION 10 Also in attendance: Mike Miller The mayor called the meeting to order at 10:04 a.m. The Planner gave a summary of the proposed amendment as follows; The purpose of the Zoning By-law Amendment application is to amend the General Agricultural (Al) zone of the Municipality of West Elgin Comprehensive Zoning By-law 2015-36 to permit the severance of a surplus farm dwelling and to rezone balance of the farm to prohibit the construction of any new residential buildings and/or structures. The subject lands are situated on the north east corner of Thomson Line and Furnival Road, within the geographic Township of Aldborough. The lands are legally described as South Part Lot 7, Concession 10 and known municipally as 22450 Thomson Line. The lands to be severed, a non-farm residential lot with a surplus farm dwelling will be rezoned from General Agricultural (A1) Zone to site-specific Restricted Agricultural (A3- 3) Zone. The lands to be severed will have an area of 0.85 hectare (2.1 acre) and a frontage of 94.5 metres (310.0 feet) on Thomson Line. The parcel contains a single detached dwelling, barn with garage and two greenhouses with attached barn and shed with municipal water service and private septic system. A bank barn that is partially within the proposed severed parcel and the proposed retained parcel will be removed as a condition of severance. The lands to be retained, a farm parcel will be rezoned from General Agricultural (A1) Zone to Agricultural (A2) Zone, The lands to be retained will have an area of 33.2 hectare (82,0 acre) and a frontage of 569.6 metres (1,868.77 feet) on Furnival Road. A mobile home and chicken coop located on the proposed retained parcel will be removed as conditions of severance. County of Elgin Land Division Committee conditionally approved the associated severance application (File No. E56115)on August 26, 2015, no appeals were received. December 17/15...Pg. 2 of 2 PLANNING CONCLUSIONS: The application was circulated to the applicable public agencies for comment and to all neighbouring property owners within 120 metres of the properties; no concerns were raised. The application has been assessed for appropriateness with regards to the existing policies and the impact of the proposal on the surrounding land uses. The application is consistent with the Provincial Policy Statement and conforms to the County of Elgin Official Plan and the Municipality of West Elgin Official Plan. SUBJECT: ADJOURNMENT RES. NO. 1 Moved by Seman Seconded by Bodnar RESOLVED that the Public Meeting concerning a proposed Zoning By-law Amendment for land located at the South Part of Lot 7, Concession 10 (Lapadat) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 17th day of December, 2015. I li MAYOR CLERK 4+ A- 13 MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN COMMITTEE OF ADJUSTMENT WEST ELGIN COUNCIL CHAMBERS DECEMBER 17, 2015 MEMBERS PRESENT: Chairman and Committee Member: Bernard Wiehle Members: Mary Bodnar, Joe Seman Jr., Jonathan Wolf STAFF PRESENT: Scott Gawley SecretarylTreasurer Heather James Planner Kamran Ali Municipal Treasurer Spencer Pray Deputy Clerk SUBJECT: MINOR VARIANCE APPLICATION A-1115-MORGAN AND STEPHANIE SKELDING Also in attendance: Stephanie Skelding Morgan Skelding Chairman Wiehle called the meeting to order at 10:15 a.m.to discuss the Minor Variance Application of Morgan and Stephanie Skelding, at 178 Frederic Street,West Lorne. Lot Description: Frontage+1-20.12m (66.0ft.) Depth+1-4023m (260.0ft.) Area+1-809.37m2(8,712.0ft2) In the matter of Section 45(1)of The Planning Act R.S.0 1990,the Municipality of West Elgin Comprehensive Zoning By-Law 2015-36, and an application for a minor variance. The Planner advised that proper notice had been given under Section 45 (5) of the Planning Act and no correspondence was received. The Planner gave a summary of the proposed amendment as follows: The purpose of the Minor Variance application is to permit the construction of an attached garage to an existing single unit dwelling. The property is zoned Residential First Density (R1) in the Municipality of West Elgin Zoning By-law, The minimum side yard width for a single unit dwelling in the R1 zone is 1.5 metres. The owners are proposing a side yard width of 1.22 metres (4.0 ft.) on the east side of the property and recognizing an existing side yard width of 3.09 metres (10.14 ft.) on the west side of the property. The application is hereby granted subject to the following conditions: 1. That the minimum side yard width on the east side of the property for the proposed attached garage shall be 1.22 metres, as indicated on Schedule `A'; 2. That the minimum side yard width on the west side of the property for the existing single unit dwelling shall be 3.09 metres, as indicated on Schedule `A'; December 17115...Pg. 2 of 2 7 3. That any future development on the property conforms to the provisions of the Zoning By-law; and; 4. That the Decision applies only to the proposed development as indicated on Schedule`A' attached to and forming part of this Decision. Section 45 (1) of the Planning Act gives the authority of granting minor relief from the provisions of Zoning By-law to the Committee of Adjustment. Such relief can only be granted if the Minor Variance passes four tests. If the Committee is not satisfied on all four tests, then the Minor Variance cannot be approved. Reasons: 1. The variance maintains the intent and purpose of the Official Plan. 2. The variance maintains the intent and purpose of the Zoning By-law. 3. The variance requested is desirable and appropriate and orderly development and use of the lands and buildings. 4. The variance is minor in nature. The application has been assessed for appropriateness with regard to existing policy and the impact of the proposal on the surrounding land uses. The Planner is of the opinion that the application satisfies the four tests, constitutes good land planning, and recommends approval. SUBJECT: DECISION The Committee members listed below, voted and concur in the decision and reasons given for the decision of the Committee of Adjustment for the Municipality of West Elgin on the 17th day of December 2015. Bernard Wiehle Chairman and Committee Member Mary Bodnar Committee Member Joe Seman Jr. Committee Member Jonathan Wolf Committee Member R. Scott Gawley, being the Secretary-Treasurer of the Committee of Adjustment for the Municipality of West Elgin,validated the Decision Sheet for the Committee of Adjustment on the 17th day of December 2015. SUBJECT: NOTICE The Secretary-Treasurer of the Committee of Adjustment gave Notice that the last date for appealing this decision to the Ontario Municipal Board is the 6th day of January 2016. SUBJECT: ADJOURNMENT RES, NO.1 Moved by Seman Seconded by Wolf RESOLVED that the Committee of Adjustment concerning a Minor Variance for land located at Part Lot 18, Concession 8 Lot 205 Plan 75 (Skelding) be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this 14th day of January, 2015. 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Grading and dragging was necessary well into December as mild, wet conditions kept the gravel roads from firming up until the holiday break. 3. Strong winds associated with some of these rain events brought down a few trees and many branches. 4. Mobile Sweep of London was in West Elgin December 8"'to complete fall sweeping of all curb and gutter to remove leaves and debris. 5. Public Work's winter shift began Monday November 3&. This includes a morning shift beginning at 4am, a regular day shift and an afternoon shift which runs until 10pm (Mon-Thur) and 7:30pm (Fri). Weekend patrollers check road and weather conditions twice daily(5am &5pm) and also as required due to inclement weather. 6. Additional activities in December were landfill maintenance, assisting with water repairs, patching, drain flushing, equipment maintenance and sign work. Respectfully Submitted, Reviewed by: via1 "✓: Lee Gosnell Scott Gawl y, CP , CGA Public Works Superintendent Administrator/Cl rk Attachments None 2fie JVlunicipaCty of Nest E in TO: The Municipal Council of West Elgin FROM: Parks and Arena Superintendent Jeff Slater DATE: January 14 2016 SUBJECT: Monthly Report RECOMMENDATION: To receive and file. DISCUSSION: • First of all I apologize for the inconsistent appearance of my report. The computer at the arena crashed, we needed a new motherboard, and as you may or may not know that clears everything from the computer. Currently we are trying to reinstall most of the lost data, such as email addresses and such. • The arena is operating, still, with very few mechanical difficulties. This past Christmas season was perhaps the busiest that we have seen in years, we had most of the ice time booked We did have our part time staff resign to accept a full time position elsewhere, which left the existing staff in a bit of a bind over the holidays, however we have acquired the services of Roland Kretchner, to fill in the part time position. Roland was and is currently working with the Water Service Representative, and will be working weekends and as required for us at the arena. + The Recreation Center is also busy; unfortunately the company I was dealing with for the acoustic panels did not come through for us and this matter will be dealt with very early in 2016. • Budget preparations are underway, and of course will be presented in the regular fashion. • The Blue Flag Application is nearing completion, it was originally due on Wednesday, however I have had this extended to allow more time to complete the application as it was not as far along as I expected. It will be submitted shortly, and on time with the new schedule. Respectfully Submitted: Reviewed By: Jeff Slater ecofftawley, CGA, A Parks and Arena Superintendent C.A.O. - Clerk I k 4 �'- � � 2 � - West Elgin Distribution System , Report Operations Re p p December 2015 .......... t�S,�ti t�1 1 y�fi��,JI 1:'•I� '� { A K�CiW(Yr� _4i. �I I L y'I � � 1 AM 5 ,A: Submitted by. Ontario Clean Water Agency Date. January 121 201E vi k { 1 _ r r Y{ e s , y Viwt.F R� x, 7 Jj k i Facility Name: West Elgin Distribution System ORG#: 1266 SECTION 1: COMPLIANCE SUMMARY FIRST QUARTER: There were no compliance or exceedance issues reported this quarter. SECOND QUARTER: APRIL: There were no compliance or exceedance issues reported this month. MAY: There were no compliance or exceedance issues reported this month. The Rodney Tower was taken out of service May 25th for cleaning and an internal inspection. The system was pressurized from the West Lorne Standpipe and the highlift pumps at the Tri- County Water Treatment Plant. There were low pressure complaints due to valves at tower not holding,which was resolved on the 26th of May. Tower was super chlorinated following i AWWA standards, samples were obtained prior to bring the Tower back online the first week of June. JUNE: There were no compliance or exceedance issues reported this month. THIRD QUARTER: JULY: r There were no compliance or exceedance issues reported this month. AUGUST: There were no compliance or exceedance issues reported this month. SEPTEMBER: There was an adverse water quality indicator(AWQI) at the Rodney Tower on September 9th. The lab obtained a result of NDOGN- No Data: Overgrown with Non Target.The limit is non- detectable in drinking water. Re-samples were taken the following two days with results of 0 cfu/100mL. Reporting was completed to the Spill Action Centre (SAC) and the Medical Officer of Health (MOH) as required by the regulation. FOURTH QUARTER: OCTOBER: There were no compliance or exceedance issues reported this month. I NOVEMBER: There were no compliance or exceedance issues reported this month. DECEMBER: There were no compliance issues to report this month. SECTION 2: INSPECTIONS FIRST QUARTER: JANUARY: There were no MOL or MOECC inspections for January. The MOECC routine inspection is scheduled in February. FEBRUARY: There were no MOL inspections for February.The MOECC routine inspection was conducted on February 24th, 2015 by Stephen Dunn. MARCH: The MOECC inspector,Stephen Dunn was back on site to complete inspection of Rodney Tower and West Lorne Standpipe on March 18th. The inspection report was received on March 3150 with an inspection rating of 100%. There were no non-compliances identified and two recommended actions. The first recommendation was to undertake a comprehensive leak detection program if the future water loss is high. The second recommendation was for putting a screen on the overflow pipe at the Rodney Tower. This was completed when it was identified as an issue. SECOND QUARTER: There were no MOL or MOECC inspections during the second quarter. THIRD QUARTER: JULY: There were no MOL or MOECC inspections during the month. AUGUST: There were no MOL or MOECC inspections during the month. SEPTEMBER: There were no MOL or MOECC inspections during the month. FOURTH QUARTER: OCTOBER: There were no MOL or MOECC inspections during the month. NOVEMBER: i There were no MOL or MOECC inspections during the month. DECEMBER: Stephen Dunn was onsite December 17th to conduct the routine MOECC Inspection of the distribution system. The Inspection Report has not been issued yet. SECTION 3: QEMS UPDATE FIRST QUARTER: The internal audit of the QEMS is being conducted by Maegan Garber of OCWA. SECOND QUARTER: APRIL: The internal audit was completed on April 1st by Maegan Garber,the report was issued May 6th. MAY: The Internal Audit Report prepared by Maegan Garber identified 7 opportunities for improvement (OFI) and no non-conformances with the Drinking Water Quality Management Standard. The OFIs will be addressed during the Management Review process which is scheduled for July. JUNE: The External Audit was scheduled for August 11th. The Management Review will be conducted in July and updates to the Operational Plan will be completed in preparation for the external audit. THIRD QUARTER: JULY: The Management Review was conducted on July 6th, 2015. There were several action items identified which have all since been addressed. The Operational Plan was revised on July 28th and is now in the second revision. The risk assessment was reviewed during the management review meeting,there were minor revisions made. These were included in the second revision to the Operational Plan. AUGUST: The Year 1 Surveillance audit was completed on August 11, 2015 by Sandra Tavares of SAI Global. The report identified no non-conformances and 4 opportunities for improvement. These OFI's will be addressed during the next Management Review scheduled for July 2016. SEPTEMBER: Training was provided to staff to provide them with an overview of the Drinking Water Quality Management Standard and how it applies to their role as an operator. I FOURTH QUARTER: OCTOBER: The infrastructure review was completed by the Senior Operations Manager as part of the requirement under the DWQMS. Along with the infrastructure review a capital list was provided. NOVEMBER: Contingency Plan review and testing is being scheduled for December as part of Element 18 Emergency Management. DECEMBER: The Contingency Plan for Loss of Service was reviewed and tested on December 15th with staff. The scenario used was a major water main break causing loss of pressure throughout the system. SECTION 4: PERFORMANCE ASSESSMENT REPORT see attached Round Sheets FIRST QUARTER: There were no issues with water quality for this quarter. SECOND QUARTER: There were no issues with water quality this quarter. Rodney Tower was taken offline for cleaning on May 25th. THMs are down 3% in 2015 (Jan and Apr samples)compared to the same time in 2014. THIRD QUARTER: JULY: Residuals in the system have been dropping with the warmer weather, but all remain within compliance limits. The THM running average for the system is 59.5µg& this is below the maximum allowable running average of 100µg/L. AUGUST: Rodney Tower had low chlorine issues which resulted in additional monitoring and draining of the tower. SEPTEMBER: Low chlorine residuals were an issue at the Rodney Tower this month. The tower was isolated twice and flushed to re-fresh the water in the tower. Extra sampling was completed as result of the AWQI received on the 10th. i FOURTH QUARTER: OCTOBER: Low chlorine residuals were an issue at the beginning of the month at the Rodney Tower.The tower was isolated and drained to re-fresh the water in the tower. NOVEMBER: Chlorine residuals have improved throughout the distribution system. DECEMBER: There were no issues with water quality for this month. SECTION 5: OCCUPATIONAL HEALTH &SAFETY FIRST QUARTER: There were no hazards identified during the quarterly health and safety inspection conducted this quarter. SECOND QUARTER: There were no hazards identified during the quarterly health and safety inspection conducted this quarter. THIRD QUARTER: There were no hazards identified during the quarterly health and safety inspection conducted this quarter. FOURTH QUARTER: 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 .I' FEBRUARY: 04: Monthly meter readings 02, 09, 17, 23: Collected weekly bacti samples in the West Elgin distribution system 02:collected Schedule 15.1 (lead, alkalinity and pH) samples in the West Elgin distribution system 02, 03, 06, 09, 11, 13, 16, 17, 18, 20, 23, 27: West Elgin Facilities Checks and Readings 06, 13, 17, 20, 27:Weekly autoflusher rounds in West Elgin 17, 18, 19, 24: Checking Chlorine Residual at Monthly Sample Points 24: replaced autoflusher remote at Dymock and Dunborough 25: sample station WE11 (behind Library)was disassembled and broken top cap was replaced. MARCH: 03: Monthly meter readings 04:OCWA Water Services Group arrived at 195 Maple St. in West Lorne at 12:OOpm. They set up the thawing equipment outside a basement window and began the thawing process. Could not thaw and suspect that the service is frozen under the road;they couldn't reach far enough to get to the frozen section.Advised Municipality and ORO of the results. 02, 09, 16, 23, 30: Collected weekly bacti samples in the West Elgin distribution system 04, 11, 18, 25: West Elgin Facilities Checks and Readings 06, 13, 20, 27: Weekly autoflusher rounds in West Elgin 09, 10, 11: Checking Chlorine Residual at Monthly Sample Points 11:Thawed -curb stop for Sample Station #WE9 (Opposite 215 Queen St. Rodney) -Autoflusher#8 opposite 24988 Gray Line -Autoflusher#9 24599 Thompson Line 18: Removed broken hydrant at intersection of Queens Line and Graham Road due to traffic accident 23: Replaced leaky water service saddle at Harper St. and Jane St. in Rodney SECOND QUARTER: APRIL: 01,02: Monthly meter readings 02:Annual test on backflow preventer 01, 02, 03, 06, 07, 08, 09, 10, 13, 15, 17, 20, 22, 24, 27, 29: Facility checks and readings at Rodney Tower 07, 13, 20, 27: Collection of weekly bacti samples in the West Elgin Distribution System 20: Quarterly distribution samples 02, 10, 17, 24, 30: Weekly autoflusher rounds 08, 09, 14, 29: Checking chlorine at monthly Sample Points 09, 10: Investigation of leak at Wardsville Meter Chamber; repairs planned 14: In preparation for the leak repair at Wardsville Meter Chamber a temporary test bypass was put in place to provide water to Beattie Haven to ensure working condition 15: Bypass set up for Wardsville Meter Chamber repair, replaced gasket and flange going from blue brute to meter on north side of meter I 16, 20: West Elgin Monthly blow offs 29: Repairs started on hydrant at Queen St. and Graham Rd., hydrant barrel installed with traffic flange MAY: 01, 04, 06,08, 11, 13, 18, 19, 22, 25: Facility checks and readings at Rodney Tower 04: Plan tested for Rodney tower isolation; by-passes opened in meter chambers and Rodney tower valves closed 06: Wolseley onsite to repair hydrant#3 on Graham Rd. 04, 11, 19, 25: Weekly bacti sample collection in the West Elgin Distribution System 01, 08, 14, 22, 29: Weekly autoflusher rounds 11, 12: Checking chlorine at monthly sample points 12, 13, 14, 25, 26, 27: West Elgin monthly blow offs 25: West Elgin system set up to drain Rodney tower; by-passes opened in Eagle West, Silver Clay and Marsh Line chambers, isolate tower 26: WATECH onsite at Rodney tower to perform dry inspection,tower cleaned and hatch repairs completed 27: Rodney tower refill began JUNE: 01: Rodney Tower overflowed and put back online 08: Pressure transmitter line flushed 02, 03, 08, 09, 10, 11, 12: Hydrant flushing in West Elgin 01,05,08,11,12,15,17,19,22,24,26,29: Facility checks and readings at Rodney Tower 01, 08, 15, 22, 29: Weekly Bacti sample collection in West Elgin Distribution System 15, 16, 18, 19, 22, 23, 24, 29: Checking chlorine at monthly sample points 10, 16, 18, 19, 22, 23, 24:West Elgin monthly blow offs 05, 11, 19, 26: Weekly autoflusher rounds 17: Hydrant repaired on Furnival Road in New Glasgow, stem replaced 25: Hydrant repaired on Furnival Road in front of Aldborough Public School, replaced lower end gaskets 23, 24: Chamber inspections THIRD QUARTER: JULY: 02, 20, 31: Checking chlorine at monthly sample points 03, 10, 17, 24, 30:Weekly auto flusher rounds 07, 08, 30, 31: West Elgin monthly blow offs 13 - 16: Installed Flow Meter for Rotax paving company at the corner of Crinan and Dunborough daily 23: Performed live tap for new service at 25399 Silver Clay Line AUGUST: Checked chlorine at monthly Sample Points as per schedule. 03, 10, 17, 24, 31: Weekly Bacti sample collection in West Elgin Distribution System 07, 14, 21, 28: Weekly autoflusher rounds Facility checks and readings at Rodney Tower as per schedule. 01: Isolated tower and started flushing nearby hydrant while taking residuals, as a result of low chlorine alarm (see Section 7). Drained tower to 3.98m and flushed hydrants all the way back to Marsh and Furnival. 08: Fueled up Generator and prepared for scheduled power outage at Rodney Tower.Started generator for scheduled power outage at 6:20 and shut down generator at 7:30 returning to normal operating conditions. 13: Assisted Western Fire Protection with fire flow testing at Aldborough Public School. 20:Auto flusher on Gray Line dismantled itself during monthly flushing. Currently off at curb and out of service for repair. 25: 26: 27: 28: Met with A-Xcavating and West Elgin Municipality rep regarding Aldborough Public School hook up. Monitored tie in and turned valve on for pressure testing and super chlorinating new line. Flushed and sampled new line. 26: Flushed hydrant nearby the Tower, due to receiving low chlorine alarm (see Section 7), for 1 hr achieved 0.78 ppm also flushed hydrant at Marsh and Furnival and achieved 1.08 ppm. 28: Performed live tap for new service at dead end of Fourth St. in Rodney. SEPTEMBER: 03: Service connection at Aldborough Public School completed, all parts and pipes disinfected, blow off flushed. 02, 18: Rodney Tower isolated and system flushed due to low chlorine at Rodney Tower. 04, 11, 17, 18, 24: Weekly Auto flusher rounds. 08, 09, 14, 15, 25: Checking chlorine at monthly Sample Points. 08, 09, 15, 16, 23, 24, 25: West Elgin Monthly blow offs. 08, 14, 21, 28: Collection of weekly bacti samples in the West Elgin Distribution System. 01, 04, 07, 08, 09, 11, 14, 16, 21, 23, 25, 28, 30: Facility checks and readings at Rodney Tower. 10: Resampling conducted after adverse sample obtained from Rodney Tower. 11: Second set of samples collected for adverse sample obtained from Rodney Tower on September 10th, 2015. 17: Hydrant taken apart at Aldborough Public School to diagnose issue,currently out of service. Hydrant parts are on order, and hydrant will be repaired once received. 22: Service leak at West Lorne Legion, main isolated for repair, main then flushed and samples collected. 23: Second set of samples collected from West Elgin Legion service repair. FOURTH QUARTER: OCTOBER- 01,02,07: Rodney Tower isolated and system flushed due to low chlorine at Rodney Tower. 02,09,16,23,30: Weekly autoflusher rounds. 02,05,07,09,12,13,14,16,19,21,23,26,28,30: Rodney Tower rounds and facility checks. 03: Autoflusher on Hoskins Line turned off so Rodney Tower level could raise. 05,13,19,26: Collection of weekly bacti samples in the West Elgin Distribution System. 05-16: West Elgin hydrant flushing. 08,19,20,21,22,23,29,30: West Elgin Distribution blow offs. 08,13,19,20,28,29: West Elgin Distribution sample points. 12: Flushed pressure transmitter as it read lower than the milltronics at the Rodney Tower. 13:Assisted with main water line break at 27342 on Pioneer Line. 29: Water service shut off at 21661 Talbot Line and 22109 Douglas Line for seasonal purposes. 30:Water service shut off on Furnival Road for seasonal purposes. NOVEMBER: 02,09,16,23,30: Collection of weekly bacti samples in the West Elgin Distribution System. 02,03,09,10,17,27: Monthly sample station residuals taken and recorded. 02,04,06,09,11,13,16,17,18,20,23,25,27,30: Facility checks and readings at the Rodney Tower. 06,13,20,26: Weekly autoflushers run, residuals taken and recorded. 10,13,16,17,18,20,25: Monthly blow offs residuals taken and recorded. 05,16,17: Emergency locates at 26191 Queens Line, 277 Furnival Road, 22628 Pioneer Line and McColl Road near Gray Line. 24: Gray Line 2"watermain was hit during extension project. Repair performed by Extreme Drilling,supervised by OCWA. No bacti samples taken. Line was flushed after repair. 26: Pumped water out of all non-draining hydrants. 30: Began the process of tying in 2"extension on Gray Line.Complete report on tie-in will be included in December client connections DECEMBER: 07, 14, 21, 29: Weekly bacti samples in the distribution system. 30, 31: Monthly sample station residuals taken and recorded. 2, 4, 7, 9, 11, 14, 16, 18, 23, 25, 28: Facility checks and readings at the Rodney Tower. 4, 11, 18, 24: Weekly autoflushers run, residuals taken and recorded. 02: Service repair at 24946 Marsh Line after Hydro One hit service while drilling in hydro pole. 07: Checked all non-draining hydrants for water. Took hydrant Out of Service on Silver Clay Line as it was leaking. 15: Repaired hydrant that was leaking on Silver Clay Line. Replaced the ball rubber and bottom gasket, returned to service. 16: Installed new%"service on Silver Clay Line. 17: Repaired leaking services at Finney St. and Fredrick St.; and Maple St. and Argyle St. in West Lorne. 23: Hydrant at Aldborough Public School was taken out of service due to leak. 30: Repaired leaking service on Angelo St. in West Lorne. 30: Replaced entire hydrant, including leg and boot, at Aldborough Public School, Gray Line Extension Proiect: 01: After completing the tie-in on Gray Line 2" extension, super-chlorination was required. Using a tested back-flow preventer, super chlorinated water was pumped into the line. A residual of about 190ppm was achieved at the blow off on the end of the line. Each new service was flushed to pull in chlorinated water. 02: After 24hrs,tested chlorine at blow off. It was well over required 10ppm. Flushed line until a reasonable residual remained.Took first of 2 sets of bacti samples. 03. Took second set of bacti samples. 09: After receiving both sets of bacti sample results, onsite with Extreme Drilling to complete the tie-in.After final tie-in was complete, line was flushed at the blow-off. SECTION 7: ALARM SUMMARY FIRST QUARTER: JAN UARY: No alarms this month. FEBRUARY: No alarms this month. MARCH: 01: 08:00—received call out for frozen water service at 195 Maple Street, in West Lorne. Temporary water service was put in place. SECOND QUARTER: APRIL: 14: Operator paged for water to be shut off at 24328 Marsh Line; customer had a leak inside house, shut off in meter pit. 22: Operator paged for locate for Hydro One to replace pole in front of the West Lorne Arena. MAY: No alarms this month. JUNE: 14: Operator called out for emergency water shut off at 174 Main Street, contractor at the residence damaged the water line. 22: HI/HIHI Alarm for Rodney Tower due to sticky altitude valve at the West Lorne Standpipe. Flushed altitude valve. 27: HI/HIHI Alarm for Rodney Tower due to sticky altitude valve at the West Lorne Standpipe. Flushed altitude valve. THIRD QUARTER: JULY: w 04: Called out for possible main break at the corner of Chestnut.and Ridge. Water pooling on vacant lot. Located curb stop, dug up for access to shut off. Curb stop remains shut off. AUGUST: 01: Called out to Rodney tower for low chlorine level. Refer to Section 6 for more details. 07: Called out to a leak inside home at 26548 Talbot Line. Shut off curb stop at 24:32 09: Called out to Low Level at Rodney tower(6.13m). Opened up Marsh Line Bypass and shut off flow to Wallacetown Tower. 10: Reported to Main Break on the corner of Graham and Gilbert Street in West Lorne. Found damaged coupler. Installed a new coupler, a curb stop and a piece of W poly. 26: Low chlorine alarm at Rodney Tower, refer to Section 6 for more details. SEPTEMBER: 05: CH 65 low chlorine alarm, electrolyte replaced in cap on probe and analyzer calibrated; CH 65 high chlorine same day, re-calibration required 19: Communication failure, reset Micrologix to restore communication 28: Communications fault due to a power failure, output card reset and communication restored. FOURTH QUARTER: OCTOBER: 02: Low chlorine,tower did not fill, high lift was started. 02: Low chlorine at the Rodney tower, high lift shut off due to high pressure, restarted to fill again. 02: Low chlorine at Rodney tower;tower isolated and drained,then filled. 03: Rodney tower did not fill due to an autoflusher on Hoskins Line not shutting off.Autoflusher was shut off and tower began to fill. 06:Assisted with water line tap on Silver Clay. 14:Water main leak at 27342 Pioneer Line, leak was fixed. NOVEMBER: 10: Emergency Locate for Hydro One on Argyle Line,just west of Graham Rd. DECEMBER: No alarms this month. SECTION 8: COMMUNITY COMPLAINTS&CONCERNS FIRST QUARTER: JAN VARY: No complaints or concerns this month. FEBRUARY: 22: Operator called to 216 Furnival Road for possible main break, water in customer's basement. Service shut off due to break between house and service valve. MARCH: 02: Operator called to 8577 Furnival Road for air in the water. Operator explained why there was air in lines which satisfied the home owner's concerns. 09: Operator attended service repair at 195 Maple Street,West Lorne. Service was thawed and service was restored. 10: At customer's (195 Maple St., West Lorne) request, bacti sample was taken for lab analysis. Test results came back normal. Resident was issued a copy of Certificate of Analysis. 24: Operator called to 22938 Beattie Rd.for taste and odor complaint. Operator flushed hydrant for 30 mins. SECOND QUARTER: APRIL: No complaints or concerns this month. MAY: 19: Customer complaint about low pressure and air in the line on Graham Rd; curb stop located to ensure it was fully open and air relief valve was exercised. 25: Operator called out due to loss of water to a customer on Hoskins Line in Rodney, upon arrival water had been restored; autoflusher on Hoskins was turned off by the Operator. 26: Low pressure complaints in Rodney,tower was not completely isolated. JUNE: 05: Customer complaint about water pooling by autoflusher on Marsh Line,wire broken on autoflusher and therefore did not turn off. Autoflusher repaired and now working properly. THIRD QUARTER: JULY: There were no complaints or concerns this month. AUGUST: 21: Notification from Municipal office about a leak at corner of Dunborough and Pioneer. Located valve and adjusted valve%turn to stop leak. 24: Customer complaint about bad odour and discoloration at 22938 Beattie Haven. Flushed hydrant for 30 min and accomplished clear water and a chlorine residual of 0.85ppm. SEPTEMBER: 18: Some customers in Rodney without water as a result of the Rodney Tower being isolated due to chlorine issues, hydrant flushing in the area to address the chlorine issue and high demand in other parts of the system. Water was restricted to other facilities to increase flow to Rodney. FOURTH QUARTER: OCTOBER: 13: Municipality called about flooded driveway at 222 Main St. West Lorne due to hydrant flushing, drains where then raked off so water could properly drain. 23: Municipality called to inform that the autoflusher on Hoskins Road was potentially going to flood a field because it was not turning off. Operator was sent to the autoflusher and turned it off. The autoflusher has been reprogrammed to run less frequently. NOVEMBER: There were no complaints or concerns this month. DECEMBER: 08: Received a complaint from customer at 24782 Silver Clay tine of no water. Upon investigation,the mainline valve on Silver Clay Line west of Kerr Rd was closed. Operator closed it instead of the secondary valve on the hydrant. Opened the valve and restored water to Sliver Clay. V .NpVye �� 6 , N 7 �4 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOHN NOOREN, DEPUTY CHIEF BUILDING OFFICIAL MEETING DATE: January 14, 2016 SUBJECT: DECEMBER BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for December, 2015 No. of Permits Issued for Month of 2015 2014 December SFD New/Additions/Reno Units Demolitions Storage New/Additions Buildings Demolitions Garages/ New Car Ports Demolitions Farm New/Additions 1 Buildings Demolitions Other New Demolitions Septic Permits 2 Renovations Estimated Value for Month of December $ 94,000.00 $ 00.00 Permit Revenue for Month of December $ 1,450.08 $ 00.00 DISCUSSION: Inspections completed as requested and in accordance with Act. No. of Permits issued for year to date 2015 2014 SFD New/Additions 14 10 Units Demolitions Storage -New/Additions 4 2 Buildings Demolitions Garages) New 2 11 Car Ports Demolitions Farm New/Additions 17 15 Buildin s Demolitions Other New/Additions 11 22 Demolitions 3 3 -Septic Permits 15 9 Renovations 6 9 Estimated Value for Year $13,558,300 $ 3,396,584 Permit Revenue for Year $ 78,453.63 $ 18,862.40 DISCUSSION: Inspections completed as requested and in accordance with Act. ,Respectfully Submitted Reviewed by: zdo_Iedo Job o en colt Gawley, c. .A.,c.c.A - _15eputy Chief Building fficial Administrator /Treasurer(Treasurer MUNICIPALITY OF WEST ELGIN 2015 YEARLY REPORT TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: JOHN NOOREN, DEPUTY CHIEF BUILDING OFFICIAL DATE: January 14, 2015 RE: YEAR—END BUILDING REPORT -2015 Below is a summary showing the number of permits, number of houses, number of septic permits and value of construction for the past 10 years. # # $ VALUE YEAR PERMITS HOUSES SEPTIC CONSTRUCTION 2006 69 9 13 $ 6,734,238.59 2007 115 14 23 + 16 Apts. $ 7,297,318.86 2008 87 6 20 $ 4,428,894.00 2009 76 3 12 $2,376,1 89.00 2010 68 3 12 $6,494,012.00 2011 69 3 13 $2,809,965.00 2012 59 1 7 $1,861,590.00 2013 72 6 10 $ 3,680,319.00 2014 77 1 9 $ 3,410,084.00 2015 69 6 15 $ 13,558,300.00 10 Year 761 52 + 16 apts 134 $529649,910.45 Totals O:IBUILDING DEPT1Monthly Reports to counci112015.bldg.reportslYearly.report.2015.doc V uPM 't99B' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: R. Scott Gawley DATE: January 14, 2016 SUBJECT: BY-LAW ENFORCEMENT REPORT RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for December 2015 BACKGROUND: t File # Nature of Complaint Action Taken Status 308 Untidy yard, grass Order issued OPEN 357 __Untidy yard Order issued OPEN 366 Untidy Yard Order issued OPEN Respectfully Submitted, 1 C.AScofit Gaw. ley, CPA GA O. Clerk v .apxxq �� o ti m 7 �q 'T99B'a The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Peter M"Millan, Drainage Superintendent Spencer Pray, Deputy Clerk DATE: January 14, 2016 SUBJECT: Council Appointment of Engineer for Brooker Drain RECOMMENDATION: THAT Spriet Associates be appointed to prepare a report under Section 78 of the Drainage Act at the request of the Drainage Superintendent for work on Concessions 3 & 4, Lots 19 - 21 and that the report be submitted within six t months. INTRODUCTION: On January 5, 2016, work was requested to be done to the Brooker Drain on Concession 4, Lot 21. DISCUSSION: The drain spans Concessions 3 & 4, Lots 19 -21. In following Section 78 of the Drainage Act, R.S.O. 1990, c D.17, an Engineer must be appointed to review and create a report on existing drains before improving the drain. Respectfully Submitted, Reviewed by, Spencer Pray Peter MacMillan Deputy Clerk Drainage Superintendent Approved by, jcfoqtt Gawley C.A.O.-Clerk C y mpu. 7 a r N Q i N a yr p The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Spencer Pray, Deputy Clerk DATE: January 14, 2016 SUBJECT: Lower Thames Valley Conservation Authority - Council Representation on the Board RECOMMENDATION: Appointments to agencies, boards, and commissions remain a Council decision. This report is for informational purposes only. No recommendation will be given. INTRODUCTION: During the Council meeting on December 17, 2015, Council briefly discussed the time conflict between West Elgin Council meetings and the Lower Thames Valley Conservation Authority (LTVCA) meetings. DISCUSSION: In following up with Mr. Pearson, the General Manager/Secretary-Treasurer of the LTVCA, he was more than willing to help accommodate Council concerns about representation on the board. The LTVCA meets six times a year and based on the prior year's schedule, it is likely that two dates may potentially conflict. Mr. Pearson mentioned that the 2016 schedule will be set at the next (February 18, 2016) meeting. It is at this time when discussing possible meeting dates that the board will take into consideration potential Council meeting time conflicts before setting the 2016 schedule. Another option for representation does exist for Council. Council may appoint an individual to represent them on their behalf. Other member municipalities along the watershed have taken this approach. These representatives most often reside in the member municipality that they are representing and have a subject- matter expertise as it relates to the Lower Thames Valley Conservation Authority. Respectfully Submitted, Reviewed and Approved by, Spencer Pray 2 _ �-S'cw=tGawl'ey CPA. C.Crk Deputy Clerk C.A.O.-Clerk The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Spencer Pray, Deputy Clerk DATE: January 14, 2016 SUBJECT: Recycling Schedule Update RECOMMENDATION: THAT Council approve the Garbage and Recycling in West Lorne be changed from Friday to Thursday starting in February 2016. INTRODUCTION: E During the Council meeting on December 17, 2015, Council decided that West Lorne Curbside Collection day will be changed from Friday to Thursday. This report is outlining the date of change. DISCUSSION: Following approval, schedules will be made and mailed out. The schedule will be posted on the website as well as published in the Chronicle during the transition. Respectfully Submitted, Reviewed and Approved by, Spencer Pray R. Scott Gawle PA, CGA Deputy Clerk C.A.O.-Clerk a � 'logs, The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Kamran Ali DATE: January 14, 2016 SUBJECT: Request for Proposal-New Glasgow Trailer Park- Park Operator. RECOMMENDATION: THAT Council approve the Request for Proposal for New Glasgow Trailer Park-Park operator. INTRODUCTION: The Request for Proposal is for New Glasgow Trailer Park- Park Operator which is owned by the Municipality which consist of 174 Trailer Sites. BACKGROUND: The Municipality of West Elgin owns the Port Glasgow Seasonal Trailer Park with 174 Trailer Sites, A Park Operator is required from May 1st to October 31 each year. DISCUSSION: The Municipality invites bidders by Request for Proposal process to submit a bid to provide the services at the Port Glasgow Trailer Park .The bid is to provide the duties for the next three years with an option to extend for a further 3 years. The Request for Proposal will be advertised in the Chronicle, Municipal website and package can also be picked up at the Municipal Office. Respectfully Submitted, Reviewed by, r Kamran Ali R. Scott, Gawl , CPA, CGA Treasurer CAO-Clerk ofi cl IL a° U Ri �k'r9s6'a, The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, C.A.O./Clerk DATE: January 14, 2016 SUBJECT: Cactus, Cattle and Cowboy's —2016 Committee RECOMMENDATION: THAT Council approves the following members for the Cactus, Cattle and Cowboy's (CCC)for 2016: • Theresa Vandevenne—Chair • Connie Edwards—Vice Chair • Mary Bodnar—Treasurer • Sarah Bechard- Secretary • Kelsie Zoller • Eric Dye • Briley Knight • Melanie Reed • Jerry Vandevenne • Wayne Vandevenne • Debbie Hope • Gwen Barrette INTRODUCTION: Cactus, Cattle and Cowboy's (CCC) has been operating since 2006 as part of the MPOWER committee. DISCUSSION: It is recommended that a separate Committee of Council be set-up for 2016. The first meeting is scheduled for January 14, 2016 - 7:00 pm at Tasty Sweets—West Lorne. Respectfully Submitted by: Scott Gawley, CPA, C C.A.O./Clerk � uraxE ip T da r N q e M a LY Ri tsasa The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, C.A.O./Clerk DATE: January 14, 2016 SUBJECT: Monitoring Well - Landfill RECOMMENDATION: THAT Council approves the proposal from Blumetric for replacement of well MW2 for $7,200.00 plus Taxes INTRODUCTION: During the fall inspection of the West Elgin Landfill it was noted that MW2 had been destroyed. This well needs to be properly decommissioned and re-installed by a well driller liscensed by Ontario Regulation (O.Reg.) 903. DISCUSSION: BluMetric will supervise all drilling activities and log subsurface conditions during re-installation of MW2. The well will be installed to an approximate depth of 10 metres below ground surface into the clay below the waste pile. BluMetric's estimate of costs: 1. Professional Fees $2,100.00 2.. Field Expenses $ 500.00 3. Drilling Expenses $4,620.00 $7,220.00 plus HST BluMetric will not exceed this budget without prior approval from the municipality. Respectfully Submitted by: c CPA, C C.A.O./Clerk I - cg �} Q = N � u ^ '1998' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Fire Department Organizational Review Committee DATE: January 14, 2015 SUBJECT: West Elgin Fire Department Organizational Review RECOMMENDATION: THAT Council approves the following: 1. A new establishing and regulating By-Law for one Fire Department for West Elgin with maintaining a fire station in West Lorne and Rodney(Option#3)AND FURTHER 2. that a Pumper Truck be purchased in 2016 for Rodney and Pumper Truck in 2016 for West Lorne AND FURTHER 3. that the 1994 Tanker Truck in Rodney not be replaced at the present time AND FURTHER 4. that a Fire Chief be Advertised internally AND FURTHER 5. that the new Fire Chief recommends appointment of Deputy Fire Chief and 2 Station Chiefs to council AND FURTHER 6. that the new organization be developed as vacancies occurred AND FURTHER 7. that Policies and Procedure be developed for the new department with two stations AND FURTHER S. that the option of one Central Hall be revisited in 10 years as the current building infrastructure ages. INTRODUCTION: Since amalgamation of the Municipality of West Elgin, the municipality has operated two Fire Departments (Rodney and West Lorne) along with two establishing By-Laws (attached to this report). The Office of the Fire Marshal and Emergency Management has suggested that the operation of two separate departments become one department (one of the options is one Fire Department with two stations). Council approves the establishment of an Ad-Hoc Committee to review the current Fire Department Organization and make recommendations to Council of West Elgin a proposed Fire Department Structure; AND Further that the Committee be composed of - Two Member of West Elgin Council - Fire Chief of Rodney Department - Fire Chief of West Lorne Department - 2nd Representative of Rodney Fire Department - 2nd Representative of West Lorne Department - Public Work's Superintendent of West Elgin - AdministratorlTreasurer of West Elgin DISCUSSION: The Committee met 8 times to develop options for Council to consider. Efficiency Measures: A review of 2013 Efficiency Measures of Fire Service with Neighbouring/Similar size municipalities: Cost to $1,000 Residential Fires Of Assessment Per 1,000 Households West Elgin $0.74 6.12 Dutton/Dunwich $0.55 3.748 Alymer $0.83 1.028 Cental Elgin $0.96 3.418 St. Thomas $2.73 1.098 Malahide $0.59 1.287 Bayham $0.91 2.821 Southwold $0.47 0.609 Southwest Middlesex $0.69 7.077 Warwick $0.65 1.418 Brooke/Alvinston $0.55 2.812 Apparatus/Truck Replacement: Currently the Municipality has three trucks that are need in replacement based on the following: • The replacement of Fire Apparatus is recommended by the Fire Underwriters. • Apparatus should be retired from service at twenty years of age. • The Reserve Budget in 2016 will have$560,000 for the replacement of Equipment, an additional $240,000 will needed to be added for the replacement of the two Pumpers in 2016 Budget. • If replacement does not occur, fire insurance grading recognition may be revoked for the specific apparatus which may adversely affect the fire insurance of the community. (Technical Bulletin from Fire Underwriters Survey—Attachment 1) • Fire Underwriters Survey for West Elgin(Letter—Attachment 2)and summarized as follows: o Both First Line Pumpers in West Elgin are need in replacement now(West Lorne Pumper 1993 and Rodney Pumper 1995). Fire Response Times and Fireball considerations: Currently the Municipality is serviced by two fire halls(Rodney and West Lorne) and the map showing the underwriters 8 km radius for response time was measured(Attachment 3 shows the response times from the existing halls and a proposed single hall centrally located). Consideration for location of firehall(s) and equipment should also be based fire hydrant locations. Currently the area north of Rodney and west of Colley Road is not serviced by municipal water and fire hydrants (except two fire hydrants on Beattie Line). Availability of Trained Firefighter Personnel_ Currently the average response is 5 Firefighters from West Lorne Station and 8 Firefighters from Rodney Station. Increased requirements to provide proof and protocols of trained firefighting personnel and the training requirements of the Ontario Fire Marshal and Emergency Management (OMFEM). Mutual Aid and Back-up Support: At the present the Municipality of West Elgin has the following agreements in place: • Mutual Aid Agreement with all municipalities in the County of Elgin • Mutual Aid Agreement with the Municipality of Southwest Middlesex • Fee for Service for Fire Support Services with the Municipality of Chatham—Kent (Since 2005, however the service has only been activated once for stand-by during a major fire). The following options were considered: Option 1: Maintain the existing Two Department Structure Option 2: One Department—Two Stations Option 3: One Department—Two Stations with reduced Equipment and Personnel Option 4: One Department—One Central Fire Station 1. Maintain the existing Two Fire Department Option: The existing operation consists of: Two Departments — Rodney and West Lorne • Each Department operates until a Chief, Deputy Chief and 4 Captains,1 8Firefighters (see organizational chart attached). Presently there is two establishing By-Law's (Rodney Fire Department and West Lorne Fire Department) authorizes 22 total. • Fire Fighting Vehicles for each department includes: • Pumper • Tanker • Rescue/Equipment • Snuffer Unit (Rodney) • Rescue Van (West Lorne) • Fire inspections are presently contracted out (minor inspections are done by each department). • A two Station Response for structure fires during the weekdays from Gam to 6pm Monday to Friday (Automatic Aid). This system has serviced the system well for a number of years and has been adjusted to meet the needs of the community. Benefits of the two department system: • Sense of Community ownership and pride. • Attraction of volunteer Firefighters to serve the local community • The municipality currently has two newer fire halls and no new Fire Hall would have to be constructed. Concerns: • Maintaining trained qualified firefighters that are available 24 hours a day. • Standard training requirements with the OFMEM and Ministry of Labour for all members of the West Elgin Stations. • Reporting requirements of OFMEM. • Most other departments in the area have one Fire Department with one or more stations under the Municipality Fire Department. 2. One Fire De artment— Maintain two Fire Stations: Under this option the Municipality of West Elgin would appointment 1 Fire Chief for both stations: The basically maintain the existing operation of two stations: • Two Stations— Rodney and West Lorne • Each Station will operate Deputy Chief and 4 Captains,1 BFirefighters (see organizational chart attached). • Fire Fighting Vehicles for each station includes: • Pumper • Tanker • Rescue/Equipment • Snuffer Unit (Rodney) o Rescue Van (Vilest Lorne) Benefits of this one Department with two Fire Stations: • Both Stations have consistent training, record keeping and standard operating procedure documentation. • Continue with Automatic Aid with two station response Monday to Friday from 6 am to 6 pm. • Potential for decreased equipment and related costs. • Help address the issue of response #'s of trained personnel. • Provides better documentation to various provincial ministries. Concerns: • Sense of Community ownership and pride. • Maintaining trained qualified firefighters that are available 24 hours a day. 3. One Department— Maintain two Firehalls with Reduced equipment and Firefighters: This option would be reducing the number of Firefighting equipment as follows: o Rodney Fire Station 1 Pumper Truck 1 Tanker (existing 1994 Truck) 1 Rescue Unit 1 Snuffer Truck (Field Fires) o West Lorne Fire Station 1 Pumper Truck 1 Tanker (existing 1998 Truck) 1 Rescue Unit The number of Firefighters would be reduced (over Time through Attrition to a minimum of 32): Fire Chief 1 Deputy Chief 1 Station Chiefs 2 Captain's 4 Training Officers 2 Firefighters 22 32 Benefits: • Both Stations have consistent training, record keeping and standard operating procedure documentation • Decreased equipment and related costs • Help address the issue of response #'s of trained personnel • Provides better documentation to various provincial ministries • One Establishing and Regulating By-Law for the Municipality of West Elgin • Decrease department operational costs • Still maintain the sense of Community ownership and pride. Concerns: • Maintaining trained qualified firefighters that are available 24 hours a day. (this can be achieved by developing policies and procedures for attendance, training requirements, in-house training development). • Transition from the present number of Firefighters to the recommended number of fighters. (It is recommended that as firefighters leave the numbers are reduced). 4. One Department Fire —One Centrally Located Hall: The concept of one centrally located firehall. Benefits: • All equipment would be centrally located and better utilization. • Training one department • Over the long-term there will be a small annual saving (however up-front costs with a new building). Concerns: • Response time would be increased (primarily to the two major urban centres of the municipality • Location of the firefighter for the initial response to the fire hall • Fire fighters currently respond to the fire hall, however addressing the issue of responding directing to the scene in personal vehicles. • All personal protection equipment is stored in the hall and not on the trucks. The current Vehicles are not designed to carry Firefighters personal protective Equipment. • Major industry of the municipality is located within a km of the existing fire halls (would increase to 6 to 8 km from a central hall). • Present mutual Aid relies on the 2nd hall as the second hall to response for more serious events. Presently no mutual aid agreement is in place with Chatham-Kent (may have to look at a fee for service). Financial Analyst of the Options: 1. Maintain Existing Structure— Replacement of Vehicles $449,442.00 2. One Department — Maintain Two Fire Stations $458,442.00 3. One Department—Two Station — Reduce Equipment/FF $405,869.00 4. One Department— One Central Station $430,694.00 Respec ully Sub itted by: ill Mclnty — air Richard Leatham Rodney Firefighter Councillor Jonathan Wolf Jeff Slater jest nt' Rodney Fire Chief eer ohn Campbe I Lorne Fire Chief West Lorne Firefighter Ge Lee Gosnell colt Cawley, CPA,' Public Works Superintendent C.A.O./Clerk Attachments: 1. Fire Underwriters Technical Bulletin 2. Fire Underwriters Survey— Dated October 8, 2015 3. Fire Hall Response Locations 4. Current Organizational Structure 5. Proposed Organizational Structure — One Department—Two Stations opta" APpr=�vlx *� I INFORMATION INTELLIGENCE TECHNICAL BULLETIN FIRE UNDERWRITERS SURVEYTm A Service to Insurers and Municipalities INSURANCE GRADING RECOGNITION OF USED OR REBUILT FIRE APPARATUS The performance ability and overall acceptability of older apparatus has been debated between municipal administrations, the public fire service and many others for years. Fire Underwriters Survey (FUS) has reviewed experiences across Canada and in other countries and has developed a standard for acceptance of apparatus as the apparatus becomes less reliable with age and use. The public fire service is unique compared to other emergency services in that fire apparatus vehicles are not continuously in use. However,when in use,the apparatus is subject to considerable mechanical stress due to the nature of its function. This stress does not normally manifest itself on the exterior of the equipment. It is effectively masked in most departments by a higher standard of aesthetic care and maintenance. Lack of replacement parts further complicates long term use of apparatus. Truck and pump manufacturers maintain a parts inventory for each model year for a finite time. After that period, obtaining necessary parts may be difficult. This parts shortage is particularly acute with fire apparatus due to the narrow market for these devices. Fire Underwriters Survey lengthy experience in evaluating fire apparatus indicates that apparatus should be designed to an acceptable standard. The standard that is accepted throughout Canada by Fire Underwriters Survey is the Underwriters' Laboratories of Canada (ULC) Standard 5515 (most updated version) titled, "Automobile Fire Fighting Apparatus," which was adopted as a National Standard of Canada in September 2004. Alternatively, NFPA 1901, the Standard for Automotive Fire Apparatus (most updated version) is also accepted by Fire Underwriters Survey with respect to apparatus design. Fire apparatus should be built by recognized manufacturers and tested by a suitably accredited third party. Fire apparatus should respond to first alarms for the first fifteen years of service. During this period it has reasonably been shown that apparatus effectively responds and performs as designed without failure at least 95% of the time. For the next five years, it should be held in reserve status for use at major fires or used as a temporary replacement for out-of-service first line apparatus.Apparatus should be retired from service at twenty years of age. Present practice indicates the recommended service periods and protocols are usually followed by the first purchaser. However, at the end of that period, the apparatus is either traded in on new apparatus or sold to another fire department.At this juncture, the unit may have one or more faults which preclude effective use for emergency service. These deficiencies include: a. Inadequate braking system b. Slow pick-up and acceleration Western: 1.800.665.5661 Quebec: 1.800.263.5361 A Service provided by Fire undenurileriSWIT09 SCM Risk Management Afa.Vhl 1.Illu—..d ff-felp.11U.. Ontario: 1.800.268.8080 Atlantic:1.877.634.8564 Services Inc. N ill!1;1:i�!liii:i:iil 111:20 !111 Is 211221115m;1,11; OptaPage 2 of 6 Y INFORMATION INTELUGENCE c. Structurally weakened chassis due to constant load bearing and/or overloading d. Pump wear FUS has modified its application of the age requirement for used or rebuilt apparatus. Due to municipal budget constraints within small communities we have continued to recognize apparatus over twenty years of age, provided the truck successfully meets the recommended annual tests and has been deemed to be in excellent mechanical condition. The specified service tests are outlined below under the heading"Recommended Service Tests for Used or Modified Fire Apparatus". Testing and apparatus maintenance should only be completed by a technician who is certified to an appropriate level in accordance with NFPA 1071,Standard for Emergency Vehicle Technician Professional Qualifications. Insurance grading recognition may be extended for a limited period of time if we receive documentation verifying that the apparatus has successfully passed the specified tests. If the apparatus does not pass the required tests or experiences long periods of"downtime" we may request the municipal authority to replace the equipment with new or newer apparatus. If replacement does not occur, fire insurance grading recognition may be revoked for the specific apparatus which may adversely affect the fire insurance grades of the community. This can also affect the rates of insurance for property owners j throughout the community. Y Table 1 Service Schedule for Fire Apparatus For Fire Insurance Grading Purposes y'�sFApparatNs, N 5ma�l Communities s x , , $K: �Major,Gibes 3 M�diult>r�,Sizeti C�ti;e�'° .and Rurel Centres i,` { 'Years First Line Duty First Line Duty First Line Duty 16girY `ar 'y Reserve 2"d Line Duty First Line Duty '}25Yealrs No Credit in Grading No Credit in Grading No Credit in Grading s r � k > or or . rt Reserve a 2°a Line Duty' 21i 5'iear :l No Credit in Grading No Credit in Grading No Credit in Grading or or Reserve z Reserve 1 30 Years Y No Credit in Grading No Credit in Grading No Credit in Grading All listed fire apparatus 20 years of age and older are required to be service tested by recognized testing agency on an annual basis to be eligible for grading recognition.(NFPA 1071) 2 Exceptions to age status may be considered in a small to medium sized communities and rural centres conditionally, when apparatus condition is acceptable,and apparatus successfully posses required testing. a Major Cities are defined as an incorporated or unincorporated community that has: •a populated area(or multiple areas)with a density of at least 400 people per square kilometre;AND •a total population of 140,000 or greater. 4 Medium Communities are defined as an incorporated or unincorporated community that has: •a populated area(or multiple areas)with a density of at least 200 people persquare kilometre;AND/OR •a total population of 1,000 or greater. s Small Communities are defined as an incorporated or unincorporated community that has: •no populated areas with densities that exceed 200 people per square kilometre;AND •does not have a total population in excess of 1,000. Western: 1.800.665.5661 Quebec: 1.800.263.5361 A Service provided by Fire Uafftew tilers Surrey SCM Risk Management AS-1-m I.....„,ndM-hlpoilk, Ontario: 1.800.387.4356 Atlantic:1.800.633.4528 Services Inc. optaPage 3 of 6 INFORMATION INTELLIGENCE Table 2 Frequency of Listed Fire Apparatus Acceptance and Service Tests f F Of Test Q� s _�i i s u�, l 15�'I,I- e Q� ti r 7 e -"! ' 4 s •r--` #y �, t 3 ,�� }�M • 1L.' f i r--� r -.-��. '�a�,A � �Cfii i�S����` 'a�.,�� +' 3 �w ��` .r �'. i r" ,�', a `s C� 15 : p Q`'1�eOrS t'Q�rZ s AteF f z k`I r.` PCIrL��tSLr 1 AlFlli B� 51 - Imam= «fie-omertde3>` Acceptance Acceptance oi� l�e`IISlrance k` Test if new; or Service Ptl�Oglses 'S 1 Service Test if Acceptance Acceptance Acceptance Test ' I Service Test used& Test Test Test depending on -.1 f <20 Years extent of repair 'R 'ilir x t Acceptance Acceptance n �lrisur�iini Test if new; or Service �Plairpdss ,,,� Service Test if No No Acceptance Acceptance Test r E used& Test Required Test Required Test Test depending on ;3f �' y �iak <20 Years extent of 'L i CF 3 i re pal alr - )ractrniF�S' Yes Yes Yes Yes Yes Yes ltegilire��y Acceptance Na No No NSA Acceptance li sing,efncyr Test Test ei►1re¢'B 1►fPA Acceptance Annual Annual Annual Annual ' Service Test �` ' Test Service Test Service Test Service Test Service Test viee�lg,fe� t = -. S'1 S„�.� SLAV Note 1:See:`Service Tests for Used or Rebuilt Fire Apparatus'for description of applicable tests Note 2:Acceptance Tests consist of 60 minute capacity and 30.minute pressure tests Note 3:Service Tests consist of 20 minute capacity test and 10 minute pressure:test in addition to other listed tests Nate 4:Apparatus exceeding 20 years of age may not be considered to be eligible for insurance grading purposes regardless of testing. Application must be made in writing to Fire Underwriters Survey for an extension of the grade-able life of the apparatus. Note 5:Testing after extensive repairs should occur regardless of apparatus age within reason. Note B: Acceptance Tests:See NFPA 1901,Standard forAutomotive Fire Apparatus Service Tests:See NFPA 1911,Standard for Service Tests of Fire Pump Systems on Fire Apparatus,Article 5.1 Western: 1.800.665.5661 Quebec:1.800.263.5361 A Service provided by Fire Yndmrwriterrfvrrey SCM Risk Management as.„,,,�,,,r,�,,,gwitU Ontario: 1.800.387.4356 Atlantic:1.800.639.4528 Services Inc.Ild 0 P t d, Page 4 of b INFORMATION INTELLIGENCE SERVICE TESTS FOR USED OR MODIFIED FIRE APPARATUS The intent of this document is to ensure that all used or modified fire apparatus,equipped with a pump or used for tanker service, essentially meet the requirements of Underwriters' Laboratories of Canada (ULC) "Standard for Automobile Fire Fighting Apparatus" S515-04 or subsequent (current) editions of the Standard. Full adherence with the following specified tests is recommended when purchasing used apparatus. Weight rests Load Balance Test: When fully laden (including a 460kg (1000 Ibs) personnel weight, full fuel and water tanks, specified load of hose and miscellaneous equipment), the vehicle shall have a load balance of 22%to 50%of total vehicle mass on the front axle and 50%to 78%of this mass on the rear axle. Distribution of mass of 33% and 67% respectively on the front and rear axles is preferable for a vehicle having dual rear tires or tandem rear axles. For a vehicle having tandem rear axles and dual tires on each axle,a loading of between 18%and 25%on the front axle with the balance of mass on the rear axles is permissible. Road Tests Acceleration Tests: 2.1.1) From a standing start, the apparatus shall attain a true speed of 55 km/h (35 mph)within 25 seconds for Pumpers carrying up to 3,150 litres(700 gallons)of water. For apparatus carrying in excess of 3,150 litres (700 gallons) or apparatus equipped with aerial ladders or elevating platforms, a true speed of 55 km/h (35 mph)in 30 seconds should be attained, 2,1.2) The vehicle should attain a top speed of at least 80 km/h(50mph). Braking Test: The service brakes shall be capable of bringing the fully laden apparatus to a complete stop from an initial speed of 30 km/h(20 mph)in a distance not exceeding 9 metres(30 feet) by actual measurement. The test should be conducted on a dry, hard surfaced road that is free of loose material,oil and grease. Western: 1.800.665.5661 Quebec: 1.800.263.5361 A Service provided by Fire Ondenuritere Surrey SCM Risk Management ASe 111 eo aldMUNtl„,mi1. Ontario: 1.800.387.4356 Atlantic:1.800.639.4528 Services Inc. 0^M rola Page S of 6 INFORMATION INTELOGENCE Pump Performance Tests Hydrostatic Test Recent evidence of hydrostatic testing of the pump for 10 minutes at a minimum pressure of 3,400 kPa (500 psi). APPLICABLE TO NEW OR REBUILT PUMPS ONLY (see 3.3). Priming and Suction Capability Tests Vacuum Test: The pump priming device, with a capped suction at least 6 metres (20 feet) long,shall develop—75 kPa(22 Inches of mercury)at altitudes up to 300 metres (1000 feet) and hold the vacuum with a drop of not in excess of 34 kPa (10 inches of mercury)in 10 minutes. For every 300 metres (1000 feet) of elevation, the required vacuum shall be reduced 3.4 kPa(1 inch mercury). The primer shall not be used after the 10-minute test period has been started, The test shall be made with discharge outlets uncapped. Suction Capability Test: The pump(in parallel or series)when dry,shall be capable of taking suction and discharging water with a lift of not more than 3 metres (10 feet) through 6 metres (20 feet) of suction hose of appropriate size, in not more than 30 seconds and not over 45 seconds for 6000 L/min(1320 Igpm)or larger capacity pumps. Where front or rear suction is provided on midship pumps, an additional 10 seconds priming time will be allowed. The test shall be conducted with all discharge caps removed. Pump Performance Capacity Test: Consists of drafting water(preferably with a 10 feet lift)and pumping the rated capacity at 1000 kPa(150 psi) net pump pressure for a continuous period of at least 1 hour. Pressure Test: Under the same conditions as in 3.3.1 above pumping 50% of the rated capacity at 1700 kPa(250 psi)net pump pressure for at least Y2 hour v Western: 1.800.665.5661 Quebec, 1.800.263.5361 A Service provided by Fire ilnderwriterr Surrey SCM Risk Management AS-11.1.,q,p,�,ia„„���,,,�,,,,,,, Ontario: 1.800.387.4356 Atlantic:1.800.639.4528 Services Inc. ff�rr oj v 6 N 0 C C C C LL y� li m yt d p� y laJ G G =U c =U a a m ° Q cr E m � E a ae nc g rL. 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October 8,2015 Rodney Fire Department 22413 Hoskins Line PO 490 Rodney,ON NOL 2CO Attention:Jeff Slater—Fire Chief Fire underwriters Survey—Municipality of West Elgin Fire Underwriters Survey is a national organization that represents more than 90 percent of the private sector and casualty insurers in Canada. Fire Underwriters Survey provides data to program_ subscribers regarding public fire protection for fire insurance statistical and underwriting evaluation. Fire Underwriters Survey conducted an assessment of each area of the fire defenses primarily for fire insurance grading and classification purposes related to a grade update conducted in 2015. The following letter provides a brief description of the grading process. The Public Fire Protection Classification (PFPC) is a numerical grading system scaled from 1 to 10 that is used by Commercial Linen insurers. Class 1 represents the highest grading possible and Class 10 indicates that little to no fire protection is in place. The PFPC grading system evaluates the ability of a community's fire protection programs to prevent and control major fires that may occur in multi-family residential, commercial, industrial, institutional buildings,and course of construction developments. Fire Underwriters Survey also assigns a second grade for fire protection. The second grading system, entitled Dwelling Protection Grade(DPG),assesses the protection available for small buildings such as single-family dwellings and is used by Personal lineS2 insurers. The DPG is a numerical grading system scaled from 1 to 5.One(1)is the highest grading possible and five(5)indicates little or no fire protection is present. This grading reflects the ability of a community to handle fires in small buildings. We are pleased to inform that our analysis of the Municipality of West Elgin Dwelling Protection Grades(DPG— Personal Lines) is complete.The following table outline past and present Dwelling Protection Grades attributed to the Municipality of West Elgin. 'Commercial Lines: A distinction marking property and liability coverage written for business or entrepreneurial interests(includes institutional,industrial,multi-family residential and all buildings other than detached dwellings that are designated single-family residential or duplex)as opposed to Personal Lines. Z Personal Lines: Insurance covering the liability and property damage exposures of private individuals and their households as opposed to Commercial Lines. Typically includes all detached dwellings that are designated single family residential or duplex. Western Canada Ontario Quebec Atlantic Canada 3999 Henning Drive 175 Commerce Valley Drive 1611 Cremazie Boulevard East 238 Brownlow Avenue,Suite Burnaby,BC V5C 6P9 West Montreal,QC 112M 2P2 300 1(800)665-5661 Markham,ON L3T 7P6 1(800)263-5361 Dartmouth,NS B30 1Y2 1(800)268-8080 1(800)639-4528 Fire Underwilite&surrey A seRVI&S rb INFUMNSANW MUNNIPA MS c/o SCM Opta information Intelligence LP. Table 1—Dwelling Protection Grade(DPG)Grade Update for West Elgin SUB DISFRTT�S) and D11G DPG Rodney F.S.(H.P.A.) Hydrant Protected — Personal Lines insured properties 3A 3A within 8 km of a fire hail within 300m of a recognized fire hydrant. Rodney F.S.(F.P.A) Fire Hall Protected — Personal Lines insured properties 313 4 within 8 km of a fire hall but not within 300m of a hydrant. West Lorne F.S.(H.P.A.) 3A 5 Unprotected — Personal Lines insured properties further than 8 km by road of a fire hall. West Lorne F.S.(F.P.A) 3B 5 Unprotected — Personal Lines insured properties further than 8 km by road of a fire hall. Unprotected — Personal Lines insured properties further Rest 5 5 than 8 km by road of a fire hall We have completed the Dwelling Protection Grade (DPG) update for the Municipality of West Elgin. We are interested in updating the Public Fire Protection Classification(PFPC)grade.Itshould be noted,commercial property Insurance rates are currently based on the results of the assessment completed in 1993 for Rodney F.S.and 1985 for West Lorne F.S. In assistance with updating the PFPC(Commercial Lines Insurance)we will require additional information related to water supplies. The following table represents the results of the survey and assessment that was conducted in 2015. It should be noted that the current fire insurance classifications used for PFPC(Commercial Lines)is based on the results of the assessment conducted in 1993 and 1985.In assistance with updating the PFPC we will require additional information related to water supplies. Please find the list of information below that will be needed for Fire Underwriters Survey to complete our assessment. • Ministry of Environment—Annual Inspection Report(for each Water System) • Maximum Day Consumption Rates for the last 3 to 5 years • Water Distribution Schematic(pipe diameters,valves,etc.) Keeping the information in the Grading Index up to date will ensure that constituents get the full benefit of your community's investments in fire suppression capacity from the insurance community. If you choose not to participate, the information in the Index will become obsolete and credit for fire protection resources will be decreased with each year of increasing obsolescence. The Rodney F.S. Fire Hall Protected Area has been downgraded to DPG 4 because the age of the 1st line tender apparatus exceeds the age of recognition of 20 years old,therefore it no longer satisfies the requirement of a DPG 313 grade.The West Lorne F.S Hydrant and Fire Hall Protected Area have been downgraded to DPG 5 because the age of the 1st line pumper apparatus exceeds the age of recognition of 20 years old,therefore it no longer satisfies the requirement of a DPG 3A and 3B grades. If there are any changes or improvements,please notify our office so we can update the grading accordingly.Please refer to the Apparatus Replacement Guidelines in the Appendix. Western Canada Ontario Quebec Atlantic Canada 3999 Henning Drive 175 Commerce Valley Drive 1611 Cremazie Boulevard East 238 Brownlow Avenue,Suite Burnaby,BC V5C 6P9 West Montreal,QC 1-12M 2132 300 1(800)665-5661 Markham,ON L3T 7P6 1(800)263-5361 Dartmouth,NS B3B 1Y2 1(800)268-8080 1(800)639-4528 Fire Unftnudte&cuff" A VSRVJQ$TO MFURIRSARO ANK1,6AOALITIE! c%SCM Opta Infotxnation Inte)ligence LP. The new DPG 5 grade for West Lorne F.S.will not be published within the Canadian Fire Insurance Grading Index for a 12 month provisional period, and instead the Municipality of West Elgin will be updated as DPG 3A and 38(Provisional Status). Provisional classifications are provided to communities whose fire insurance classifications have experienced a downgrade.This allows the community the opportunity to address areas of their fire insurance classification that can be improved to maintain and/or improve previous classifications. If no changes or Improvements are reported to Fire Underwriters Survey, the new Public Fire Protection Classifications will be published 12 months from the date of this letter. Please note that this letter is private and confidential.The underlying data of this report has been developed for fire insurance grading and classification purposes.This letter may be used by the stakeholders to assist in planning the future direction of fire protection services. Please contact our office if there are any questions or comments regarding the intent or content found throughout this letter. David Arzuza Public Fire Protection Specialist Fire Underwriters Survey Western Canada Ontario Quebec Atlantic Canada 3999 Henning Drive 175 Commerce Valley drive 1611 Cremazle Boulevard East 238 Brownlow Avenue,Suite Burnaby,BC V5C 6119 West Montreal,QC 112M 2P2 300 1(800)665-5661 Markham,ON L3T 7P6 1(800)263-5361 Dartmouth,NS B3B 1Y2 1(800)268-8080 1(800)639-4528 Municipatify of WEST ELGIN V Y�Vy ii � ra �¢ s Municlpall4l of SOUTHWEST MIDDLESEX Tip COUNTY of MIDDLESEX R N #� D uE LIP 4 $ 0 7 0 9 19 1 12 18 14 18 a 1 2 4 S s a 1 a- ' EA rERr AD] ISI N ,� .� �: 19 1s L LINE m, www�' rmr 4 � 4n ti •,Mvp,J 5 LIA IF qt; 'a•' �n� 'tl'f.N 'yYA 'II • �. �'ru� YII +,r 17 fe 19 20 2 23 GORE •24 HOS 01=8 MY EST JAFE IV p � GORE Da UNN ' S[ LVN N f, F C 0 1 2 a 4 $ 8 8 9 10 12 18 14 18 16 17 0 20 21 22 23 .62 io ° EEN NE uN MEW N ANA N VIII 4 asar 2 N R L® a VIII J A. IX At DI X ,3 . rn 8O id JNFE mz=; {: a .. •' Dad i�r l'1 x 9 s pp PI I Y? r i lie ate 6' IIY 4— so am am Central Station Jr Rodne y 0 1 2km may aoo9 C===3===::3 0 1 tulle West Lorne 4 Limited Hydrants 24 Appendix 4 West Elgin Fire Department Current Organizational West Lorne Fire Rodney Fire Department Department Station Fire Station Fire Chief Chief Station Deputy Station Deputy Fire Chief Chief 4 Captains 4 Captains 16 Firefighters Z6 Firefighters Composed of Firefighters West Elgin Fire Chief West Elgin peputy Fire Chief West Lorne Rodney Fire Fire Station Station Station Fire Station Fire Chief Chief 2 G.apfairis 2 Captains i 1 Tra.ini-rig 1 Training °.` Officer.. Officer 11 11 Appendix 5 West Elgin Fire Department 2016 Composition Firefighters Firefighters Minimum of - • CATHOLIC EDUCATION CENTRE LONDON DISTRICT 5200 Wellington:Road S.London,Ontario N6EIX8Canada Catholic; Schaal T 519-663-2088 F 519-663-9250 BOARD erpq�`� December 15, 2015 �,� .`u,1 f`��"�, Norma Bryant Clerk Municipality of West Elgin PO Box 490 Rodney, ON NaL 2Ca Dear Norma Bryant: Re: Notice-Facility Partnership Opportunity St. Mary's Catholic Elementary School,West Lorne As per Policy Code: K 4.4 - Facility Partnerships, the London District Catholic School Board is required to provide written notice of available space for community partnerships to a prioritized list of specified public agencies. You are one of those agencies. At its regular meeting on December 14, 2015,the Board of Trustees determined that St. Mary's Catholic Elementary School, 128 William Street; West Lorne, Ontario, may be suitable for community partnership subject to further evaluation of site-specific criteria. A copy of the Board's Facility Partnerships Policy,and further facility information is available from the Board's website at www.ldcsb.on.ca. A location map of this facility is attached. Administration has scheduled a meeting to discuss this partnership opportunity with all interested agencies on Wednesday,January 27,2016 from 9.00 a.m.—11.00 a.m. in Training Lab A, at the Catholic Education Centre, 5200 Wellington Road South, London, Ontario. If more than one agency expresses an interest in a partnership at this location,the Board is required to negotiate with the highest ranking agency first as per the priority ranking specified in the policy. If your agency is interested in pursuing partnership opportunities, I would ask that you please notify the undersigned as soon as possible and confirm your attendance at the meeting. Inspired b y Christ. Learning together. Serving tam Ms. Rebecca McLean Supervisor of Planning London District Catholic School Board 5200 Wellington Road South London,ON N6E 3X8 e-mail,•._rmclean @office.ldcsb.on.ca All community partnerships will be subject to the approval of the Board of Trustees, and where applicable,the Ministry of Education. Yours truly, Rebecca McLean Supervisor of Planning Encl. 2 Location Map St.Mary's Catholic Elementary School 128 William Street,West Lorne,ON y env B° SOMA own, OWN l } Gloom VIA M♦_11), W. p , k-4 0 Sol s, 4' LomePo f yam / ... �4 �'@ ��°r �olhClupBtrici 1 �' "< �• - m 61MIety ,- ao►Eaard '` r .F °�` '`�o`� �.•�Parish •r£ 3�i \ s WeatElpin lea 7 �C91ml�iUnijy .qu W stElghr weslLarrte a °� p w If p flfl Pu6hcElhrfliy ti71111,eCt s �FneFlaoilirg8 'r armacy x+,+ S'iwaadPraducte2k , ; �ti f . Property law - ��(� ,� •den. E �1:: .., ,0�,.:. ��. •� 'ti~ Eaerget�cs Bed( 4::. .� e eer rThsnes��,`x, y 'bra dfllfe F)rstnct a 5 ' §ehoy ll2sartl r ' r€ Q re s20{]jttls ;+West�Igl�„l�:�� !'S'econd o NTT: ' �: h?sYdabc�an,racaoa�.� a��!r: R 3 ,w. 3 v 'V Cactus, Cattle and Cowboys Festival C/O Theresa Vandevenni a Chairperson 27074 Aberdeen Line Dutton,ON NOL 1.10 226-373-7464 Municipality Of West Elgin 22413 Hoskins Line Rodney, Ontario NOL 2CO December 24, 2015 Dear Mayor and Council, The committee of Cactus, Cattle and Cowboys would like to ask the municipality for a grant of $9,000-00 for our funding of the CCC Festival for 2016. It is the same amount as we worked with last year. Unlike previous years, last year we received a credit balance of$2,126.50 that was returned to the municipality. Also, please keep in mind that our committee holds fundraisers to help offset our expenses that are not covered by the grant. Attached, please find a copy of the 2015 figures for our budget. Thank you, her a an evenne Cactus.Cattle and Cowboy's Budget 2015 Miscellaneous Expenses: $ 11,25355 Include Stage Rental Advertisements' Bands Sound systems Wagon Rides Income: Municipality Grant $ 9,000.00 Vendors $ 1,520.00 Sign Sales $ 700.00 Misc. Income (Donations& Fundraising) S 2,16 $13,380.05 INCOME $13,380.05 EXPENSES - $11,253.55 CREDIT BALANCE $ 2,126.50 :D3 West Lorne Heritage Homes Charitable Corporation 154 Munroe St.,West Lorne, Ontario NOL 2PO Tel: 519-768-3474 Fax: 519-768-3474 e-mail: wlhh.pattyreid@gmail.com Wednesday,December 23, 2015 Jeff Slater, Chief of Rodney Fire Department 22413 Hoskins Line Rodney, Ontario NOL 2C0 Mr. Slater: I am writing to you at this time, in regards to our residents at the West Lorne Heritage Homes and tenants at the Hub. Mr. Campbell had advised me,that in emergencies,upon evacuation of our residents and tenants,that we should have a `sheltered' place to gather. The locations that would be acceptable would be the West Lorne Health Centre, West Lorne Fire Department, or the West Lorne Complex since the locations are adjacent to our buildings. I understand that we would need a letter from you in this regards. Thank you for this consideration,and please feel free to contact me at the above for any clarifications. Sincerely, Patricia Reid Property Manager I Beattie Haven RETIREMENT COMMUNITY 233zs Beattie Line,RR#Ilwardsvme,ont.,NOLPNO Phone 519-693.4901 Fax 519-693-4279 A CHARITABLE, NON-PROFIT ORGANIZATION December 24, 2015 The Municipality of West Elgin 22413 Hoskins Line, Box 490 Rodney, ON N0L 2CO Attention: Council RE: EMERGENCY/ EVACUATION CENTRE Beattie Haven Retirement Community would like to request council again for 2016 give permission for Beattie Haven residents to use the West Elgin Recreation Centre as an emergency/evacuation centre to satisfy the regulations of the 'Retirement Home Regulatory Authority'. (Motion was passed last on November 13, 2014.) Thank you for your consideration, Julie Lawrence Administrator Beattie Haven Retirement Community 23328 Beattie Line Wardsville, ON NOL 2NO Ministry of Agriculture, Ministere de I'A riculture de t Food and Rural Affairs ('Alimentation et des Affaires rurales 4"Floor 4e etage Ontario 1 Stone Road west 1 Stone Road West Guelph,Ontario N 1 G 4Y2 Guelph(Ontario)N1G 4Y2 Tel: 1-877-424-1300 T61. : 1-877-424-1300 Fax: 519 826-3398 T616c. : 519 826-3398 Rural Programs Branch January 4, 2016 Our File: SCF-0543 Scott Gawley, Administrator[Tresurer Municipality of West Elgin 22413 Hoskins Line Rodney, Ontario NOL 2C0 sgawley @westelgin.net Dear Scott Gawley: Re: Invitation to submit application under the second intake of the Building Canada Fund - Small Communities Fund (SCF) Thank you for your Expression of Interest under the second intake of the SCF. We are pleased to inform you that your project proposal was selected to move forward to the application phase. Note that an invitation to the application phase does not -guarantee approval of funding. The application form is attached. You will have until Friday, February 12, 2016 at 5:00 p.m. (EST) to complete the application form and return it, quoting your file number, SCF-0543, in the subject line. The completed application must be accompanied, by the appropriate documentation noted below: • All proponents must include a copy of the application and appropriate technical schedule(s). • Municipalities or local services boards must supply a copy of their comprehensive asset management plan (including projects submitted by a private sector body if the municipality is providing financial support). Please note, these documents are not required if they were previously submitted for the formula-based component of the Ontario Community Infrastructure Fund. • Private Sector Bodies (for profit and not-for profit) and First Nation applicants must include a council resolution from a local municipality (or municipalities) in support of the project in order for the application to be considered complete. Good iThings ty Gr pw in Ontario A bonne terre, Foodiond sons prodults owT;R Q - 2 - • Any other relevant or requested supporting documentation that provides evidence of technical merit and/or economic benefit (i.e., economic sustainability plans, etc.). SmaFl! Communities; Fuld:Timelines Application submission deadline February 12, 2016 Ontario to nominate a final project list to the federal April 2016 (estimated) government. Federal review and funding decisions. Aril-Ma 2016 (estimated) Applicants that are successful at the application stage should note the following: • Any required aboriginal consultations on the project should be done prior to the start of the project. Applicants will be asked to submit preliminary information on ongoing or possible aboriginal consultations. • Municipalities and local services boards will be required to obtain a council/board resolution or municipal by-law to execute the project level contribution agreement (CA) with the province. • A program objective is for approved projects to be completed within five years. This will be outlined in the contribution agreement, based on project description and construction schedules. • The breakdown of costs by fiscal year and the dates you provide in section 5 of the application will be used to populate your CA. For this reason, it is very important that the information is accurate. Should you have any questions, please do not hesitate to call the contact centre at 1-877-424-1300 or email SCF(aontario.ca. Sincerely, /.;v 4.... J.-0e1 Locklin Manager, Program Operations Attachment: application template I �r�� r' Ministry of Economic Development Ontario Employment and Infrastructure Small Communities Fund — Intake 2 Application Notes • Complete this form electronically as some fields are interactive depending on the selected option. • To return to this main page, select the "Return to Cover Page" button in the data forms. Complete the application form and the required technical schedule(s). The technical schedules are intended to gather more detailed information on the proposed project. A technical schedule is available for each project type eligible under the Small Communities Fund (SCF) and each application and technical schedule will be assessed by the appropriate Ministry. Applicants are asked to complete all schedules that apply to their projects and provide supporting documentation where necessary. The schedules should be sent, along with your completed application form, to the email address or fax number below. For further information on the eligibility requirements and desired outcomes of the categories, please refer to the Program Guidelines available at ontario.ca/municipalinfrastructure. Select the applicable technical schedule(s) then the "Continue" button for access to the application form and required technical schedule(s). ❑ Local/Regional Airport Bridge Connectivity and Broadband Brownfields Redevelopments Disaster Mitigation Drinking Water Green Energy Highways and Major Roads Post-Secondary Education Innovation Public Transit ❑ Shortline Rail Shortsea Shipping Solid Waste Management Wastewater 0046E(2015112) m queen's Printer for Ontario,2015 Page 1 of 1 RODNEY ALDBOROUGH AGRICULTURAL SOCIETY P.O.Box 130 Rodney,Ontario, NOL 2C0 www.rodneyfair.ca January 4,2016 Municipality of West Elgin P.O.Box 490 Rodney,ON NOL 2CO Dear Mayor and Council Members: The Board of Directors of the Rodney Aldborough Agricultural Society would like to thank the municipality for their continued support of our annual fair.We had a good fair last year despite the weather. We however, have noticed some things that we feel need to be brought to your attention before the fair next year. 1)The doors at the west end of the hall,they open up to the midway,don't lock after the handle being turned all day long.The only way to lock them is with a key of which we do not have. 2)The toilet in the bathroom in the coat room runs constantly. 3) The air conditioning in the meeting room wouldn't stay on. 4) We were short tables.Some of the tables were built by the fair board and were thrown away without our consent. 5) There is a leaking tap in the kitchen. 6) We need some door stops for the doors going into the main hall. 7) The soap dispensers need to be replaced in the ladies washroom. 8) Something needs to be done about the sewer smell in the men's bathroom. We would also like to discuss the renovations at the rec centre and how they may affect the way we set up for the fair. We look forward to hearing from you regarding these matters. Yours truly, June Mcl_ Secretary i 1YfUi6lCif�A1 k7Y tl ,f4 r(} EC October 2011 2015 To whom this may concern, .i11 The close friends of the West Elgin Community are asking for you permission to put up a memorial plaque for Cole Kalita,a 20 year old avid skate boarder.Cole was a big part of the West Elgin community,whether it would be a causal HI on the streets or lending a helping hand he was always there.Cole loved skate boarding, it was a big part of his life,and if he wasn't at home he was at the skate park. He taught pretty much every one in the town of West Lorne to skate board or at least tried too anyways. His memory will be forever in our hearts,and as we drive by the skate board park all the smiles,encouragements,and tricks will flood in.Therefore putting up a plaque will just be an extra symbol to honour what a special person Cole was. There will be no cost to the community. We greatly appreciate your time and consideration as this means a lot to us and the community. Thankyou Erica Kuska 519-439-1863 ericakuska @rogers.com _ � �m�bmr aP Comaae�ra2Paa ®ateaePm Lower Arhamps ansE'f7/c I01] �_q January 5, 2016 Municipality of West Elgin 22413 Hoskins Line Box 490 Rodney ON NOL 2CO Re: 2016 Proposed Budget The LTVCA Board adopted the proposed 2016 Budget (attached)at its meeting on December 17, 2015, in accordance with the following resolution: "That the 2016 proposed budget totaling$3,026,022 be adopted as presented, and that the member municipalities be advised of the budget and their share of the proposed levy as calculated; it being noted that the Authority is required to provide 30 days' notice of its intention to adopt a final budget and levy at the Annual General meeting scheduled to take place on February 18, 2016." The 2016 budget as proposed has been refined since the version sent to you in October, but has maintained the concept of increasing the levy outside of Chatham-Kent to rebalance the Authority's program to address key areas of risk for the Authority and to better provide services to all residents of the watershed. Specifically,the flood control and Conservation Area operations have been identified as needing greater investment to meet standards of public safety and to increase potential for revenue generation. Additional investments in private land stewardship with an emphasis on phosphorus reduction are also reflected in the proposed budget. The concerns about the magnitude of the increase expressed by several municipalities were considered and while the proposed increase is slightly less than initially proposed, it is acknowledged that it is still a substantial increase. Referring to page one or the summary page of the attachment,the budget of$3,026,022 compares to the 2015 budget of$2,784,687. The increase is accounted for mainly within the Conservation Services/Stewardship programs. Several other programs show only modest increases or even slight decreases in overall spending. It is expected that the increased municipal investment in the Conservation Authority's program will enable the attraction of additional external revenues,thereby leveraging the municipal levy to expand services. It is worth noting that in 2015,the municipal investment of$320,000 by Chatham-Kent in the Greening Partnership yielded in excess of$1,000,000 in partner investments, all of which is a direct investment in watershed health. The increase in the General Levy to the member municipalities is$215,226 or 16.25%on average and ranges from $23,676 or 2.5%for Chatham-Kent to just over$15,783 or 54%for Dutton-Dunwich;to $53,121 or 53%for the City of London. The impact for each municipality is shown on the levy table which accompanies the budget. 10OThamesStreet, Chatham, ON N7L2Y8 • www.ltvca.ca Phone:519-354-7310 - Fax:519-352-3435 • E-mail:admin@ltvca.ca .I The municipal levy is shown under three separate columns in accordance with Ontario Regulation 139/96,whereby the "non-matching levy" must be approved by a recorded, "weighted"vote of the Authority. Votes are weighted in proportion to each municipality's share of the total Current Value Assessment (CVA), and approval requires that votes equal to or greater than 51%of the CVA be cast in favour of the levy. The "Non-Matching" levy for 2015 is$1,168,171 as shown in column 6 on page 1 of the attached budget. The remaining levy is voted on as one member, one vote, and consists of$171,307 matching and $200,000 direct special benefit levy, as shown in columns 4 and 5 on page 1. For your convenience,your general and special benefiting levy for 2015 is as follows: 2015 Budget 2016 Budget General Levy $35,838 $57,677 Special Benefiting Levy $2,234 $0 Totaf Levy $38,072 $57,677 Please direct any questions to me by telephone at 519-354-7310 ext.224 or email don.pearson @Itvca.ca. I would be pleased to attend a meeting of your Council to provide further explanation if requested. Yours truly, Don Pearson General Manager/Secretary-Treasurer Enclosure p°p ° p 0 O O ❑ O o 0 1f1 b W u7 O uDl UO o a0 G O a6" LL. N M In N w w w Z p a o p D O ❑ ° O O D ppD C) to O O fF„ ❑ Y7 ❑ Z w Z 7 o (7 LL 00 co J o O O O 0 0 N r ❑ N o O °r3i M ❑ Lc) VI W n W m Z N r m a P. 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