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November 10, 2016 MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING NOVEMBER 10, 2016 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ------------------------------------------------------------------------------------------------------------ DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al - A7) `October 27, 2016 Council l BUSINESS ARISING FROM MINUTES DELEGATIONS (B1) Council will adjourn early so that they may attend Aldborough Public School Rededication Ceremony at 11:45 a.m. and continue at 1:30 p.m. if necessary (B1). REPORTS (Cl- C10) 1. ROADS a) *Monthly Report b) *Report - Electronic Patrolling 2. RECREATIONIEMERGENCY MANAGEMENT a) *Monthly Report 3. WATER DISTRIBUTION SYSTEM a) *Monthly Report 4. WASTEWATER 5. BUILDING *Enclosed November 10, 2016 ............. Page 2 6. BY-LAW ENFORCEMENT a) `Monthly Report 7. DRAINS a) *Report -Awarding Tender for the Government South #1 Drain Maintenance b) *Report -Awarding Tender for the Mumford Drain Maintenance c) *Report - Awarding Tender for the Graham Street Extension Drain 8. ADMINISTRATION a) *Report - Rodney Santa Claus Parade b) *Report - Christmas Holiday Schedule c) *Monthly Fire Report d) *Report -West Elgin Fire Fighters Driving Training e) *Report -West Elgin Fire, Station 1 D *Report - 3rd Quarter Financial Statements 9. PLANNING 10. ACCOUNTS CORRESPONDENCE (D1 - D12) COUNCIL CONSIDERATION - ACTION RECOMMENDED: 1.* Letter to Council from the Ontario Provincial Police - Municipal Policing Bureau - Result of Arbitration; 2.* Letter to Council from West Elgin Community Centre - Thank you; 3.* Letter from Town of Blue Mountains about the Ontario Small Urban Municipalities Conference May 3 - May 5, 2017; 4.* Township of South-West Oxford resolution supporting MPP Huron-Bruce on Certified Crop Advisors; 5.* County of Elgin resolution supporting the Association of Municipalities of Ontario to work on close on the Fiscal Gap; 6.* Letter from the Minister of Citizenship and Immigration - Submission of recipients for June Callwood Outstanding Achievement Award for Volunteerism in Ontario. *Enclosed November 10, 2016 ............. Page 3 7.* Letter from the Ministry of Housing - Minister Responsible for the Poverty Reduction Strategy - Long Term Affordable Housing Strategy; 8.* AMO Communications Update - Federal Fall Economic Statement Increases National Infrastructure Spend; 9.* Correspondence from MP Elgin-Middlesex-London regarding Council supported CRA Campground Resolution - Response from Minister of National Revenue; 10.* Letter to Council from the Association of Municipalities of Ontario - The Federal Gas Tax Fund - 2015 Annual Expenditure Report - Part 1; 11.* County of Elgin Land Division Committee Decision - Consent Granted to Application #E 74116 (Woolner). RECOMMENDED TO ACCEPT & FILE: 12. AMO • Watch File - October 27, 2016; • Watch File - November 3, 2016; BY-LAWS: By-law No. 2016-72 Authorize Signing of Agreement - Township of Malahide for Fire Fighter Driver Training MINUTES (E1) *October 11, 2016 West Elgin Arena Board NOTICE OF MOTION OTHER BUSINESS (G1 - G2) 1. Council Announcements 2. Closed Session • Personal matters about an identifiable individual (M.A. s.239 (2)(b)). • Litigation or potential litigation (M.A. s.239 (2)(e)). CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: November 24, 2016 Council *Enclosed November 10, 2016 ............. Page 4 December 15, 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. `Enclosed MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS OCTOBER 27,2016 PRESENT Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors Joe Seman Jr.,Jonathan Wolf, Richard Lea#ham STAFF PRESENT Scott Gawley, C.A.O.-Clerk Spencer Pray, Deputy Clerk Magda Badura,Treasurer ALSO PRESENT CALL TO ORDER The Mayor called the meeting to order 9:30 a.m. DECLARATION OF PECUNIARY INTEREST None declared ADOPTION OF AGENDA RES. NO.1 Moved by Seman Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin approves the agenda for October 27, 2016 as printed and circulated. DISPOSITION: Carried APPROVAL OF MINUTES RES. NO.2 Moved by Bodnar Seconded by Seman RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated; October 13,2016 Council October 13,2016 Public Meeting-Rezoning-22678 Johnston Line(Webber). DISPOSITION: BUSINESS ARISING FROM MINUTES No issues were raised. DELEGATIONS(131) 1:30 P.m.-Council and Staff Training Closed Educational Training Session for Council and Staff under M.A. s.239 (3.9)(9)and M.A. s.239(3.1)(2). REPORTS October 27,2016 .....Page 2 of 7 1.ROADS 2.RECREATIONIEMERGENCY MANAGEMENT 3.WATER DISTRIBUTION SYSTEM 4.WASTEWATER 5. BUILDING 6.BY-LAW ENFORCEMENT 7.DRAINS a Report-Awarding Tender for the Shaw Drain RES. NO.3 Moved by Leatham Seconded by Bodnar RESOLVED that the Report-Awarding Tender for the Shaw Drain from the Deputy Clerk dated October 27, 2016 be received; AND THAT the Council of the Municipality of West Elgin accepts the quotation from A.G. Hayter Contracting Ltd. in the amount of $82,290.00 plus applicable taxes for the completion of drainage maintenance on the Shaw Drain. DISPOSITION: Carried 8.ADMINISTRATION a)Report-Amend Service Fees By-law 2014-60 RES. NOA Moved by Bodnar Seconded by Seman RESOLVED that the Report-Amend Service Fees By-law 2014-60 from the Deputy Clerk dated October 27, 2016 be received; AND THAT Council approves not charging a Dog Tag Fee for Service Dogs provided documentation is received; AND THAT the appropriate by-law be brought forth. DISPOSITION: Carried 9. PLANNING 10.ACCOUNTS RES. NO.5 Moved by Leatham Seconded by Bodnar RESOLVED that the Mayor and Treasurer are hereby authorized to sign Payment Voucher#10A amounting to $147,003.19 in settlement of General, Road,Water, and Arena Accounts(including cheques#22828-22886). DISPOSITION: Carried CORRESPONDENCE: 1. Letter to Council from the West Elgin Support Services-Signage. RES. NO.6 Moved by Wolf Seconded by Seman October 27, 2016 .....Page 3 of 7 RES. NO.6 Cont'd RESOLVED that the Council of the Municipality of West Elgin allow the installation of signage on the West Lorne Complex upon approval of municipal staff for location; AND THAT the Council of the Municipality of West Elgin allow the installation of removable spinning signs or flag sign upon approval at the West Lorne Complex of municipal staff for placement. DISPOSITION: Carried 2. Response to Council Resolution from Karen Vecchio-MP for Elgin- Middlesex-London-October 3,2016. The Deputy Cleric was directed to give the petition to Wendie Dupuis., 3. Letter to Council from the Rodney Aldborough Agricultural Society- Review of Events and Thank-you -October 2016. 4. Rodney Lions Club-Public Invitation to see the Portrait of Honour at the West Elgin Community Centre from 2:00 p.m.to 4:00 p.m. on Saturday October 29,2016. 5. Letter to Council from the Municipal Property Assessment Corporation- 2016 Assessment Update-Notices for Farm and Business Properties- October 17,2016. 6. Ontario Energy Board Notice-Union Gas Application to change Natural Gas rates effective January 1, 2017. 7. AMO Communications-Ministers Announce Consultations on the Scope and Processes of the Ontario Municipal Board. 8. Request for Support-Grey County-Re-evaluation of the structure of Hydro in terms of Access and Delivery. RES. NO.7 Moved by Leatham Seconded by Seman WHEREAS there is inequity between the cost of hydro for rural residents as compared to urban residents due to higher distribution charges; AND WHEREAS this practice targets and negatively affects rural residents, especially those who are already unable to pay for the high cost of hydro; NOW THEREFORE BE IT RESOLVED THAT the Municipality of West Elgin request the Government of Ontario to re-evaluate the structure of hydro in terms of access and delivery and implement the structural changes to address the unfair practice of charging more for delivery of rural residents; AND THAT this resolution be circulated to Grey County,the Ontario Small Urban Municipalities and the Association of Municipalities of Ontario. DISPOSTION: Carried 9. Request for Support-Township of Zorra-Accommodation Review Process. RES, NO.8 Moved by Bodnar Seconded by Leatham 1`t _ Lj October 27,2016 .....Page 4 of 7 RES. NO.8 Cont'd WHEREAS the current Accommodation Review process is not reflective of the reality of rural school and community life; AND WHEREAS school closures impact single-school small rural communities in all educational, social and economic aspects to a far greater degree than those impacts in multi-school urban communities; BE IT RESOLVED that the Municipality of West Elgin requests the Minister of Education initiate an immediate moratorium on the Accommodation Review Process until such time as a review of the above mentioned impacts on small rural communities be studied, completed and the results and recommendations be considered; AND THAT this resolution be circulated to Premier Wynne,the Minister of Infrastructure,the Minister of Education,the Thames Valley District School Board,the Community Schools Alliance and MPP of Elgin-Middlesex-London Jeff Yurek. DISPOSITION: Carried 10. Request for Support-Township of North Frontenac-Support for Ontario's Electrical Bills. 11. Town of Latchford supports Town of Lakeshore resolution-Debt incurred from the 2015 PAN AM and PARAPAN AM Games be funded by the City of Toronto. RES. NO.9 Moved by Leatham Seconded by Seman RESOLVED that the Municipality of West Elgin agrees with the Town of Lakeshore that the$342 million additional costs incurred for the Pan Am and Parapan Am Games should be funded by the City of Toronto. DISPOSITION: Carried 12. Canadian Union of Postal Workers-Another Opportunity to Have Your Say in Canada Post Review. 13. Lower Thames Valley Conservation Authority- IJC Great Lakes Article: SPP implementation across Ontario. 14. Rural Ontario Municipal Association-2017 ROMA Conference-Program at a Glance. 15, Elgin County Economic Development-October 2016. RECOMMENDED TO ACCEPT&FILE: 16. AMO • Watch File-October 13,2016; • Watch File-October 20, 2016. 17. Town of Latchford supports the Township of Brudnelt, Lyndoch, and Raglans resolution for Ontario's Intensive Therapy Funding/Services for Children with Autism. RES. NO.10 Moved by Bodnar Seconded by Seman RESOLVED that the above correspondence items numbered 2, 3, 4, 5, 6, 7, 10, 12, 13, 14, 15, 16- 17 be received and filed. i October 27,2016 .....Page 5 of 7 RES. NO.10 Cont'd DISPOSITION: Carried BY-LAWS 1. By-Law No. 2016-69 Amend By-law 2014-60 Fees and Charges- Administration RES. NO.11 Moved by Leatham Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-law to amend By-law No. 2014-60,to provide for an exception to the Dog Tag License Costs for West Elgin ratepayers,that being that dog owners who can provide the Municipality with proper documentation for Service Dogs will be issued a dog tag at no cost but will be required to show documentation to the Municipality on an annual basis, and that this shall be the first and second reading and provisionally adoption thereof. DISPOSITION: Carried RES. NO.12 Moved by Bodnar Seconded by Seman RESOLVED that the Municipality of West Elgin amend By-law No. By-law No. 2014-60,to provide for an exception to the Dog Tag License Costs for West Elgin ratepayers,that being that dog owners who can provide the Municipality with proper documentation for Service Dogs will be issued a dog tag at no cost but will be required to show documentation to the Municipality on an annual basis, and this shall be now read a third time and finally passed, signed, and numbered By-law 2016-69 Amend By-law 2014-60 Fees and Charges-Administration. DISPOSITION: Carried MINUTES RES. NO.13 Moved by Seman Seconded by Leatham RESOLVED that the minutes of the following committee meeting be received; October 18, 2016 West Elgin Recreation Committee October 20, 2016 Lower Thames Valley Conservation Authority DISPOSITION: Carried NOTICE OF MOTION No motions made. OTHER BUSINESS 1. Council Announcements Councillor Leatham -Councillor Leatham attended the Family Fun Night and mentioned that there were over 150 people in attendance.Leatham commented that the event went well and was enjoyable. 1� October 27, 2016 .....Page 6 of 7 Councillor Seman -Councillor Seman mentioned that he attended the Phra 9 mites Ad-hoc Committee in Dutton. He spoke to how Phragmites is becoming well- known as an evasive plant-species and it is becoming a nuisance throughout the province. Mayor Wiehle -Commented that the 2016 Warden's Dinner is on November 18, 2016. C.A.O.-Clerk -West Elgin received two grants for Water Hydration Stations which are going to be placed at the West Lorne Arena and West Elgin Recreation Centre in Rodney. CLOSED SESSION RES. NO.14 Moved by Seman Seconded by Leatham 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)); DISPOSITION: Carried RES. NO.15 Moved by Leatham Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried RISE AND REPORT Direction was given to the C.A.O.-Clerk. Councillor Wolf left the Council Meeting. Council session resumed at the Fire Hall Training Room of 1:30 p.m. CLOSED SESSION RES. NO.16 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • Meeting is being held for the purpose of educating or training the members(M.A. s.239(3.1)(1)). • No member advances the business or decision-making(M.A. s.239 (3.1)(2)), DISPOSITION: Carried RES. NO.17 Moved by Seman Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin do now rise and report. DISPOSITION: Carried RISE AND REPORT October 27, 2016 .....Page 7 of 7 Council and Staff participated in an educational session. CONFIRMING BY-LAW RES. NO.18 Moved by Bodnar Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on October 27, 2016 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.19 Moved by Leatham Seconded by Seman RESOLVED that a By-law to confirm the proceedings of the meeting held on October 27, 2016 be now read a third time and finally passed, signed, sealed and numbered By-law 2016-70 October 27,2016 Confirming By-law. DISPOSITION: Carried ADJOURNMENT RES. NO.20 Moved by Seman Seconded by Bodnar RESOLVED that this Regular Meeting of Council shall adjourn at 4:35 p.m.to meet again on November 10,2016. DISPOSITION: Carried These minutes were adopted on the 10th of November,2016. Bernie Wiehle R.Scott Gawley Mayor C.A.O.-Clerk j5Ficiai 0 R dedi 0 o e ca i -� n Please join us as we celebrate the rededication of Alb g .h-. Pe OTOU OSO 0;- 1� 1 a,s n } -�_?'y�h�,'r��yE��kF �� , 1 - �; - i The ceremony will take place at E36) Aldborough Public School C.0 E 11443 Furnival Road, Rodney DITRI SCi10pL90"D Refreshments will be served We build each student's tomorrow, every day. to • • • • or • 111 ext 20503 I C t_ a) y VF u ep0 y m 2 � The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: November 10, 2016 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for October, 2016 DISCUSSION: 1. The 2016 capital road re-construction on Downie Line was completed in October with A gravel application and driveway touch ups. 2. Road side mowing has wrapped up, but some areas that could not be accessed due to standing crops may still be cut if weather permits. 3. Operators were busy working on site preparation for the new sidewalks being installed. This includes removal of old sidewalk, grading, compaction of new gravel base and rehab of lawns and driveways. Sidewalk on Furnival Rd. and Jessie St. have already been completed and Wood Street will be finished in early November. 4. Davey Tree Service was used to help remove problem trees in West Lorne and on Queen Street east of Graham Road. 5. New `Intersection Ahead' signage was installed along Blacks Road between Talbot Line and Johnston Line 6. Winter sand was hauled, blended and stockpiled by staff and salt will be received in early November. 7. Additional work carried out in October included pothole patching, sweeping intersections and grading. Respectfully Submitted, Reviewed by: CiK 'A�� Lee Gosnell, CRS Scott Gawley, C A, CGA Public Works Superintendent C.A.O./Clerk Attachments None I , y OF M 2 � The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: November 10, 2016 SUBJECT: Electronic Patrolling RECOMMENDATION: THAT Council approves the quote of$5,300.00 plus applicable taxes from Accent Electronic Controls Inc. for the supply of electronic road patrol software AND FURTHER THAT council approves the purchase of tablets and mounting hardware for installation in the patrol vehicles to a maximum of$2,000.00 plus applicable taxes. INTRODUCTION: The 2016 capital budget included $20,000.00,for the purchase of electronic road patrol software. This would provide staff with the ability to track a variety of items including patrol dates/times, deficiencies identified and weather/road conditions. All information would be logged on the hardware device being carried with the patroller and then downloaded to the office server for storage/backup as well as producing reports for daily operations or in the event of complaints or claims. DISCUSSION: Three different patrolling solutions were investigated for use within the municipality. It was hard to compare one against the other as there was a large range in pricing and features as well as required hardware and annual operating costs. The department felt that ease of use, quality of data obtained and pricing were the most important factors when examining each product. Initial Cost Annual Cost Accent Electronics Controls $5300.00 $4000.00 Marmak $10,000.00 $2000.00 RJ Burnside $24,168.75 $10,700.00 While Accent Electronic Controls came in under the others for pricing, much of this is because the municipality already utilizes the company's GPS services for all public works vehicles. This means the new patrolling software can be easily integrated with the current system, thus providing easier setup and one source for all technical related questions. Although Accent's product does not have all the features offered by the other two, it was found to be very user friendly and quite capable of providing all required information in a format which integrates well with our existing program. The added plus to this choice is the exceptional quality and support we have received from Accent Electronic Controls since partnering with them for GPS services in 2014. Respectfully Submitted, Reviewed by, ,L./) 06" Lee Gosnell, CRS Cott Cawley, C , CGA Public Works Superintendent C.A.O./Clerk Attachments - None i o m - The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, Recreation Superintendent DATE: November 10 2016 SUBJECT: Recreation Monthly report RECOMMENDATION: That Council receive and file. INTRODUCTION 1. The water heater in the back of the arena, the unit used to provide the hot water to resurface suffered from a cracked heat exchanger, and needed to be replaced. The CAO as well as the Arena Board were notified via a mail and the heater was replaced. Unfortunately in my opinion not having that specific hot water heater was more than an inconvenience it created a safety concern regarding the quality of the ice surface. 2. The first evening of Pickle-ball was held on Wednesday evening, November 9 2016 and I will provide a verbal report on that matter. 3. The Sidewalk plow(s) are being prepared as we speak. 4. The repairs on the Scout Hall are moving along, albeit at what seems to be a snail's pace. The front door and siding have been replaced and interior work is continuing. 5. The annual Emergency Management training 1 exercise is scheduled for November 17 2016 at the Training room of the West Elgin Fire Department. 6. November 6 the West Lorne Optimist hosted the annual Youth Appreciation Week Public Skating, with about 50 people in attendance. 7. On November 3 rd. 2016 there was an information meeting held at the Recreation Centre regarding the St. Thomas Elgin Health Unit and the possible grant money available. The Health Unit has not received any Trillium Grant money to date but are looking for ways to involve the residents of Elgin County and get ideas of some of the things people would like to see included in a County Wide Get Active proposal to Trillium. There were some interesting ideas that came forth, some we don't need Trillium funding to act on. The Recreation Committee created their own proposal 1 list for this possible grant money and that list will be sent on to the health Unit. The.initial grant request will be submitted in March of 2017. 8. The Recreation Committee has agreed to install the out-door rink at the Vilest end of the Recreation Centre, this area is relatively sheltered and has some lighting from the lights in the Park. I will provide a copy of the ORFA Guidelines for creating and maintaining Outdoor Ice to those Councillors who would like a copy. _2- Respectfully Submitted, Approved by, Jeff Slater co awl ,, GA, PA Recreation Superintendent C.A.O. /Clerk Jeff Slater C . 3a r3 i I _ .x vFi '.bk� - r 1 r Sr s} 4i s � , RR- �K }a �lnts�n'�1 Sl +�r a Wz f. R - K k:f MI� a' f; 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: There were no compliance or exceedance issues reported this quarter. THIRD QUARTER: A coloured water event occurred at the Tri-County Drinking Water System from September 11- 14th, which resulted in coloured water entering the West Elgin Distribution System. The coloured water was a result of lake turnover which causes manganese in the raw water supply to become in the dissolved form. When in this form the manganese passes through the filter membranes at the treatment plant and when the water is disinfected using chlorine it becomes oxidized and produces the yellow colour in the water. Manganese in drinking water has no regulatory limit as it is considered an aesthetic issue. The distribution system was flushed once the event was over to remove the coloured water. An adverse water quality sample was received on September 21$t at the Rodney Tower. The AWQI result was 1cfu/100mL for total coliform. Resamples were taken upstream, at the Tower and downstream on September 21St and September 22"d. Both sets of results were good (0 TC and 0 EC). Notifications were provided to the health unit and MOECC of the adverse and the resolution. FOURTH QUARTER: OCTOBER: There were no compliance or exceedance issues reported this month. SECTION 2: INSPECTIONS FIRST QUARTER: There were no MOIL or MOECC inspections for the first quarter. SECOND QUARTER: There were no MOIL or MOECC inspections for the second quarter. THIRD QUARTER: There were no MOIL or MOECC inspections for the third quarter. FOURTH QUARTER: OCTOBER: There were no MOIL or MOECC inspections for the third quarter. There is an upcoming MOECC Inspection scheduled for November 18th for the system. i SECTION 3: QEMS UPDATE FIRST QUARTER: — JAN UARY: There have been changes made to job titles which will require the Operational Plan to be updated. This will occur later in the year and identified through the Management Review, which is scheduled in July. FEBRUARY: The SOP for watermain repair was updated based on the new procedure the MOECC issued for watermain disinfection. The internal audit is scheduled for April 15t MARCH: The Internal Audit is being conducted by Rick Turnbull (OCWA), the report has not yet been received. SECOND QUARTER: APRIL: OCWA has changed the QEMS Policy which is a requirement of Element 2 of the Drinking Water Quality Management Standard (DWQMS). The revised QEMS Policy will be implemented into the next revision of the Operational Plan. This revision will likely occur in July after the Management Review has been conducted in order to incorporate any further revisions identified through that process. MAY: The Essential/Emergency Supply and Service Contact List as required by Elements 13 and 18 of the DWQMS was updated. This list is required to beat least annually reviewed. JUNE: The external audit has been scheduled for August 15th. Preparation is underway for the audit. THIRD QUARTER: JULY: The Operational Plan has been updated and requires re-endorsement. AUGUST: The Operational Plan was re-endorsed by Top Management of OCWA and the Owner. The external audit was conducted on August 15th by SAI Global, Sandra Tavares. The report has not yet been received. SEPTEMBER: The external audit report was received and contained no non-compliances and no opportunities for improvement. The infrastructure review is scheduled for October. FOURTH QUARTER: OCTOBER: The Infrastructure Review letter was completed and proposed capital list was provided to the CAO/Clerk for review. In November a Contingency Plan test is scheduled with the operators to review the procedures for an emergency situation. SECTION 4: PERFORMANCE ASSESSMENT REPORT FIRST QUARTER: JANUARY: Chlorine residuals have been maintaining very well for the past month. All sampling and testing met regulatory requirements. Trihalomethanes (THMs) are up 7.7%comparing results of January 2015 to January 2016. THMs are monitored on a quarterly basis. FEBRUARY: All sampling and testing met regulatory requirements. Testing for Schedule 15.1, the lead sampling program was completed this month. MARCH: All sampling and testing met regulatory requirements with 0. Reg 170/03, see attached for all sampling and testing results. SECOND QUARTER: All sampling and testing met regulatory requirements with 0. Reg. 170/03, with the exception of September. The sample taken at the Rodney Tower on September 19th contained total coliform of 1cfu/100mL which is adverse. Resamples were taken and notifications were provided (refer to Section 1). The table below shows the number of samples taken each month along with the range of results. The limit for Total Coliform and E. coli is zero, heterotrophic plate count (HPC) doesn't have a limit. This is an operational guide to initiate an action plan if results are continuously high in an area. Samples are taken at four different locations throughout the distribution system each week. Total #Samples Coliform E. coli Range #Samples HPC Range (cfu/lOOmL) (cfu/100mL) (cfu/lOOmL) January 16 0-0 0 -0 8 <10—10 February 20 0 -0 0 -0 10 <10—230 March 16 O-.0 04 0 8 <10 <10 April 16 0 - 0 0-0 8 <10- 20 May 20 0 .0 0-0 10 <10- 90 June 16 0-0 0-0 8 <10- >2000 July 16 0-0 0-0 8 <10w100 August 20 0 - 0 0 - 0 10 <10 - >2000 September 22 0- 1 0- 0 14 <10- <10 October 20 0 -0 0-0 10 <10 - <10 Trihalomethanes are sampled on a quarterly basis. The table below shows the running average along with the quarterly results for 2016. The fourth quarter results were elevated due to use of the advanced oxidation process at the WTP to combat taste and odour issues related to raw water quality. Limit THM Result (µg/L) (gg/L) January 2016 - 56 April 2016 - 48 July 2016 .40 October 2016 - 102 Running Average 100 6.1.5 The Rodney Tower continuously monitors the free chlorine residual of the water. The results fluctuate based on fill cycles. The chart below shows the minimum, maximum and average daily free chlorine residuals. During the winter months the results are usually very good, however, once there is warmer weather the chlorine residuals dissipate. In April, spring flushing of the distribution system began and improved the residuals in the Rodney Tower. It is required to maintain 0.2mg/L of free chlorine in the distribution system. Therefore,the residual leaving the tower must be above this 0.2mg/L. An adverse reportable event occurs when the chlorine residuals drops below 0.05mg/L. For. May,the free chlorine residuals remained in compliance and have been maintaining very well. There was a spike in chlorine due to higher residuals leaving the Tri-Count WTP, chlorine dosing was lowered at the WTP. In June, overall the chlorine residuals are slightly lower which is expected during the summer months. There was an alarm for high chlorine (refer to Section 7),this required a calibration of the chlorine analyzer. There were no low chlorine issues for the month. In July, the minimum free chlorine residual at the tower dropped below 0.4ppm (alarm setpoint), The operators isolated the tower and initiated a drain of approximately 0.5m of water in the tower. Flushing was conducted as well to bring up the residual in the system. This event is typical during warm weather. In August, the minimum was maintained above 0.4ppm in the tower. Careful monitoring and ensuring turnover in the tower has helped maintain the residual. Chlorine residuals from the water treatment plant were increased to aid the distribution systems as well. In September,the minimum free chlorine residual was dropping. Therefore,the Rodney Tower was lowered and refilled to increase the chlorine residuals four times during the month. All residuals put to the distribution system met compliance. In October, the minimum free chlorine residual was adequately maintained. This in part was due to previous draining and filling of the tower as well as the fall flushing programming which increased chlorine residuals throughout the distribution system. 3 — 2.5 2 1.5 max 1 —min avg 0.5 0 SECTION 5: OCCUPATIONAL HEALTH &SAFETY FIRST QUARTER: There were no hazards identified during the quarterly health and safety inspection conducted in January. SECOND QUARTER: There were no hazards identified during the quarterly health and safety inspection conducted in April. THIRD QUARTER: There were no hazards identified during the quarterly health and safety inspection conducted in July. FOURTH QUARTER: There were no hazards identified during the quarterly health and safety inspection conducted in October. SECTION 6: GENERAL MAINTENANCE FIRST QUARTER: JANUARY: 04, 11, 18, 25: Collected weekly bacti samples in the West Elgin distribution system 18: collected THM sample 01, 04, 06, 08, 11, 13, 15, 18, 20, 22, 25, 27, 29: West Elgin facility checks and readings 01, 08, 15, 22, 29: Weekly auto flusher rounds in West Elgin 15: Watermain repair at the corner of Monroe &Wellington St. in West Lorne; replaced 35" section of 6" water main, 2x6" hymax couplers, 1x6" saddle, reconnect one customer line. 18: Replaced batteries and rewire the auto flusher timer opposite 21509 Hoskins Line 08: Monthly chamber meter readings 26, 27: West Elgin Distribution monthly sample point rounds 19, 29; Valve operations in the Village of Rodney FEBRUARY: 01,08,16,22,29: collected weekly bacti samples in the West Elgin distribution system 01: completed schedule 15.1 samples from distribution system 01,03,05,08,10,12,15,16,17,19,22,24,26,29: West Elgin facility checks and readings 01: monthly sample station checks and residuals 05,12,19,26: weekly auto flusher rounds in West Elgin 02,03,09,24: valve operations village of West Lorne and rural 16: 24988 Gray Line- replace valve and solenoid assembly on auto flusher, ran several times to ensure proper operation MARCH: 07,14,21,29: Collected weekly bacti samples in the West Elgin distribution system. 02,04,07,09,11,14,16,18,21,23,25,2,30: West Elgin facility checks and readings. 03,11,18,25: Weekly auto flusher rounds in West Elgin. 07: Monthly chamber meter readings. 09,10: West Elgin Distribution monthly sample point rounds. SECOND QUARTER: APRIL: 04,11,18,25: Collected weekly bacti samples in the West Elgin distribution system. 01,04,06,08,11,13,18,20,22,25,27,29:West Elgin facility checks and readings. 01,08,15,21,29: Weekly auto flusher rounds in West Elgin. 04: Monthly chamber meter readings. 08: Nevtro onsite to quote altitude valve at West Lorne Standpipe. 11: Quarterly samples collected. 14,27: West Elgin Distribution monthly sample point rounds. 18,19,20,21,25,26,27,28,29: Hydrant flushing. i MAY: 02,09,16,24,30: Collected weekly bacti samples in the West Elgin distribution system. 02: Monthly chamber meter readings. 02,04,06,09,11,13,16,18,20,23,24,27,30: West Elgin facility checks and readings. 03-17: Main valve maintenance; locating,turning valves and painting caps for easier location in the future. 03,05: West Elgin Distribution monthly sample point rounds. 06,13,20,27. Weekly auto flusher rounds in West Elgin. 31: Monthly blow-offs and residuals recorded. JUNE: 01: Monthly chamber meter readings. 01,03,06,08,10,13,15,17,20,22,24,27,29: West Elgin facility checks and readings 03,10,17,24,30: Weekly auto flusher rounds in West Elgin, 06,13,20,27: Collected weekly bacti samples in the West Elgin distribution system. 06,07,08,09: Monthly blow-offs and residuals recorded. 08: Installed a hydrant at Wood St. and McGregor St. in West Lorne. Main isolated from 10:50- 13:30. Proper main break procedure and disinfection procedure followed. Returned back to normal operations at 14:00. 13,14: West Elgin Distribution monthly sample point rounds. 14: Started numbering hydrants. 27: Finished numbering hydrants. THIRD QUARTER: JULY: 01,04,06,08,11,13,15,20,22,25,27,29: Rodney tower rounds completed. 04,11,18,25: Collected weekly bacti samples and quarterly samples in the West Elgin distribution system. 07: Monthly chamber meter readings. 08,15,22,29: Weekly auto flusher rounds in West Elgin. 07,11,12,13: West Elgin Distribution monthly sample point rounds. 07,11,12,13: Monthly blow-offs and residuals recorded. 14: Annual backflow preventer testing completed. 20: Operator assisted with changing a service line at West Lorne Legion, replaced due to leak at a high max coupler and two other couplers within 2ft, replaced with poly pipe from main stop to a new curb stop. 29: Flushed at hydrant before the tower. Isolated the tower and drained tower approximately 0.5m and initiated a refill. AUGUST: 01,02,05,08,10,11,12,15,17,19,22,24,26,29,30,31: Rodney tower rounds completed. 02,08,15,22,29: Collected weekly bacti samples in the West Elgin distribution system. 09: Monthly chamber meter readings. 09: Flushed pressure transmitter at Rodney Tower. 05,12,19,26: Weekly auto flusher rounds in West Elgin. 09,18,22:West Elgin Distribution monthly sample point rounds. 08,09,12,15,18,22: Monthly blow-offs and residuals recorded 11: Service repair 233 Fourth Street. Lead service was leaking, replaced with poly piping and a new curb stop installed. 19: Drained Rodney Tower and re-filled because the chlorine residual was getting lower. 26: Installed new auto flusher controller at the end of Gray Line. 29: Repaired leaking abandoned service at Marsh & Graham Rd. SEPTEMBER: 02: Monthly chamber meter readings. 06: Replaced auto-flusher controller on Thomson Line. 06,07: West Elgin Distribution monthly sample point rounds. 07,08: Monthly blow-offs and residuals recorded 03,16,26,30: Drained Rodney Tower due to low chlorine residual and re-filled. 13,14,15: Flushed hydrants in West Lorne area because of coloured water issues. 06,12,19,26: Collected weekly bacti samples in the West Elgin distribution system. 02,09,16,23,30: Weekly auto flusher rounds in West Elgin. 27: Flushed blow off at the end of Warwick Line for 30mins because of yellow water complaint. FOURTH QUARTER: OCTOBER: 03-13: Completed fire flow testing. 03,11,17,24,31: Weekly bacti samples taken and quarterly samples. 04: Monthly meter reads taken. 07,14,21,28: Weekly autoflusher rounds completed. 13: Leak on newly installed service installed at A-Excavating in Rodney; Operator onsite to shut Hoskins Line off before work to repair the leak started, and turn back on when leak was fixed. First attempt in the morning was unsuccessful, and the water needed to be turned back on by lam for the factory down the road to run. A second attempt was made later that day after 5pm when the factory was shut down. A new plug was installed to stop the leak. After letting the thread sealant dry, it appeared the leak had been stopped successfully. SECTION 7: ALARM SUMMARY FIRST QUARTER: No alarms during this quarter. SECOND QUARTER: APRIL: No alarms during the month. i MAY: 14: Chlorine HI Level alarm; upon arrival chlorine was at 2.36ppm tested chlorine with handheld analyzer and it read 1.73ppm. Calibrated the analyzer, high level possibly due to high chlorine spikes leaving the plant on 13/05/16. JUNE: 09: Rodney Tower Chlorine Alarm:Trending showed chlorine was in HI level from 06:05-06:18, chlorine was ranging from 1.95ppm-2.09ppm. Operator tested analyzer with handheld and calibrated the analyzer. 18: Paged out for a broken pipe at 8650 Furnival Rd. Operator arrived onsite and was instructed by home owner that West Elgin Water Dept was on route to repair. OCWA contacted Mike Kalita and was informed that he was on his was with the parts to repair a joint that had broke near the meter. My assistance was offered more than once but respectfully declined. THIRD QUARTER: JULY: 01: Residential customer in New Glasgow at 8665 Furnival Rd requested water service to be shut off due to leak in basement. 02: Residential customer in New Glasgow at 8665 Furnival Rd requested water service to be turned on. 29: Low chlorine alarm at Rodney Tower. Initiated a flush of the system, drained the tower approximately 0.5m and refilled the tower to increase the overall residual in the tower. AUGUST: No alarms this month, SEPTEMBER: 03: Rodney Tower low chlorine; operator flushed hydrant and re-filled tower. 09: Service leak; operator paged to service leak at Leisure Heights on Gray Line. Inspected leak and determined it was on the customer's side of the curb stop. They requested it be left on due to high capacity with tenants onsite over the weekend. Notified ORO. 10: Service leak; Leisure Heights on Gray Line requested water service be shut off. 28: Low chlorine at Rodney Tower; analyzer read 0.35ppm and trending showed a slow decline in the residual as the tower lowered. Operator onsite at tower to ensure analyzer was reading properly. 29: Rodney Tower low chlorine; during the fill cycle the chlorine was at 0.88ppm once it began to draw down it dropped to 0.30ppm. Operator monitored via SCADA. 29: Rodney Tower low chlorine; chlorine was reading 0.39ppm tower had filled to 10.77m during the day and had a residual of 0.99ppm. Operator monitored via SCADA. 30: Rodney Tower chlorine low; operator calibrated analyzer at Rodney tower, operator monitored residual. FOURTH QUARTER: OCTOBER: 21: Rodney Tower; High level alarm; operator turned off high lifts manually. 21: Rodney Tower General Alarm;Trending showed tower was in high level once the operator was onsite the high lifts were off, operator watched the West Lorne train PRV open and close properly. SECTION 8: COMMUNITY COMPLAINTS& CONCERNS FIRST QUARTER: No complaints or concerns this quarter. SECOND QUARTER: APRIL: 27: Service leak at 158 Main Street, West Lorne. Curb stop was leaking,operator replaced curb stop, all done live. Proper disinfection procedure was followed and line was flushed after the repair was completed. MAY: No complaints or concerns this month. JUNE: No complaints or concerns this month. THIRD QUARTER: JULY: No complaints or concerns this month. AUGUST: No complaints or concerns this month. SEPTEMBER: Yellow water entered the distribution system from the Tri-County WTP due to elevated manganese levels. This resulted in numerous complaints. Once the event was over the distribution system was flushed in the affected areas. FOURTH QUARTER: OCTOBER: No complaints or concerns this month. C h n a The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: R. Scott Gawley, C.A.O.- Clerk DATE: November 10, 2016 SUBJECT: By-law Enforcement Report RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for October 2016 BACKGROUND: 369 Building Condition Order Issued OPEN 394 Untidy Yard/Zoning Investigating OPEN 397 Fencing Action Plan OPEN 398 Untidy Yard, Animal Control Order Issued, Fine OPEN Served 401 Fencing Investigated Closed 402 Property Condition Investigating Open Respectfully Submitted, R. Scott Gawley, CP , CGA - C.A.O./Clerk VNa VryE •Y� 4' a IP V 5 � 2 O 7krsss'`' The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Spencer Pray, Deputy Clerk Peter MacMillan, Drainage Superintendent DATE: November 10, 2016 SUBJECT: Awarding Tender for the Government South #1 Drain Maintenance RECOMMENDATION: THAT the Report -Awarding Tender for the Government South #1 Drain Maintenance from the Deputy Clerk be received; AND THAT Council accepts the quotation from Timmermans Drainage and Excavating in the amount of$ 17,416.80 plus applicable taxes for the completion of drainage maintenance on the Government South #1 Drain. INTRODUCTION: Awarding the Tender for maintenance on the Government South #1 Drain. BACKGROUND: A petition for drainage maintenance on the Government South #1 Drain was received in July. An onsite drainage meeting was held on September 14, 2016 and written quotations for works to be completed collected until November 1, 2016. Contractors Tender Bid (Before Tax) Darrell Dick Excavating Inc. $21,220.00 Robert J. Spence Construction Ltd. $20,500.00 Timmermans Drainage and Excavating Inc. $17,416.80 After evaluating the quotations, it is recommended by the Drainage Superintendent that Timmermans Drainage and Excavating Inc. be awarded the work for drainage maintenance on the Government South #1 Drain. Respectfully Submitted, Reviewed by: Spencer Pray, MBA Peter MacMillan Deputy Clerk Drainage Superintendent Approved by, 'R. Scott Gawle , CPA,'CGA Y C.A.O.-Clerk I PvvF F T •' A N Q 4 H a U M The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Spencer Pray, Deputy Clerk Peter MacMillan, Drainage Superintendent DATE: November 10, 2016 SUBJECT: Awarding Tender for the Mumford Drain Maintenance RECOMMENDATION: THAT the Report - Awarding Tender for the Mumford Drain Maintenance from the Deputy Clerk be received; AND THAT Council accepts the quotation from Timmermans Drainage and Excavating in the amount of$ 5,972.00 plus applicable taxes for the completion of drainage maintenance on the Mumford Drain. INTRODUCTION: Awarding the Tender for maintenance on the Government South 41 Drain. BACKGROUND: A petition for drainage maintenance on the Government South #1 Drain was received in July. An onsite drainage meeting was held on September 14, 2016 and written quotations for works to be completed collected until November 1, 2016. Contractors Tender Bid (Before Tax) Darrell Dick Excavating Inc. $6,279.53 Robert J. Spence Construction Ltd. $8,500.00 Timmermans Drainage and Excavating Inc. $5,972.00 After evaluating the quotations, it is recommended by the Drainage Superintendent that Timmermans Drainage and Excavating Inc. be awarded the work for drainage maintenance on the Mumford Drain. i Respectfully Submitted, Reviewed by: Spencer Pray, MBA Peter MacMillan Deputy Clerk Drainage Superintendent Approved by, Scott Gaw ey, CPA, CGA C.A.O.-Clerk VauNp C a o N U m 2 ` The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Spencer Pray, Deputy Clerk Peter MacMillan, Drainage Superintendent DATE: November 10, 2016 SUBJECT: Awarding Tender for the Graham Street Drain Extension RECOMMENDATION: THAT the Report -Awarding Tender for the Graham Street Drain Extension from the Deputy Clerk be received; AND THAT Council accepts the quotation from Van Bree Drainage and Bulldozing in the amount of$ 14,300.00 plus applicable taxes for the completion of drainage maintenance on the Graham Street Drain Extension. INTRODUCTION: Awarding the Tender for maintenance on the Graham Street Drain Extension. BACKGROUND: The Court of Revision for the Graham Street Drain Extension was held on September 8, 2016. Tenders were sent to several contractors but as of November 1, 2016, the Municipality had only received one tender to perform drainage maintenance on the Graham Street Drain Extension. Contractors Tender Bid (Before Tax) Van Bree Drainage and Bulldozing $14,300.00 As per our Purchasing Policy and Procedures - Section 3.02 (b): "in the case where three written quotes cannot be obtained, Council shall have the option to accept a lesser number of quotations and authorize the purchase". The Drainage Superintendent evaluated the tender and determined that the submission is appropriate to the works to be performed. It is recommendation of the Drainage Superintendent that Council move forward and accepts the tender of Van Bree Drainage and Bulldozing. Respectfully Submitted, Reviewed by: Spencer Pray, MBA eter MacMillan Deputy Clerk Drainage Superintendent Approved by, R. Scott Gawley, CPA, CcA C.A.O.-Clerk 4� OF a� nz The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Ann Smith DATE: November 10, 2016 SUBJECT: Rodney Santa Claus Parade RECOMMENDATION: THAT Council approves the activities and Santa Claus Parade for Saturday, December 3'", 2016. INTRODUCTION: Each year Council Supports a Santa Claus Parade and activities in Rodney. This year it is on December 3rd, 2016. DISCUSSION: Activities for the day: 3:00 pm Tiny Tots — Snake Lady Show Downtown —Wagon Rides; Hot Dogs — Rodney Lions Free Stay nd Play Y 4:00 pm Parade registration & line up @ Rodney Community Centre 5:30 pm Parade We are requesting the support of council for the following: 1. Donation of$1,000.00 to help defer the costs — ($1500.00 budget) 2. Support road closure: a) 3:30-5:30 — Queen Street @ Fourth Street and Queen Street @ Ridout when floats are lining up on Queen Street; b) 5:30-6:30 — Parade time — Furnival and Queen and Furnival & Victoria. (Plan in place in case of EDR) c) 5:00-6:30 — Road Barracades —corner of Furnival & Moriah and Furnival & West Alley (by Royal Bank) Proposed route: Queen Street west, south on Furnival Road, west on Victoria or East on Clark Street back to the Community Centre. 3. Road barricades to be set up by road department for the above times until end of parade. 4. Requesting the road department to assist in cleaning up after the parade. Respectfully Submitted, Reviewed by: Ann Smith Cott Gawley, CP , CGA C.A.O. - Clerk Attachments: none v �I PVN Y s �y rrr ��tit999:a\ The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, C.A.O./Clerk DATE: November 10, 2016 SUBJECT: Christmas Holiday Schedule RECOMMENDATION: THAT Council approves chant of the Christmas Holiday Schedule that the office will be opened December 28th, 29 & 30" and closed December 26th 27th and January 2nd INTRODUCTION: The current Human Resources Policy for Christmas Holidays — "In general, the office shall be closed from noon on December 24th ., to 8:30 a.m. on January 2nd DISCUSSION: The Service Ontario Office has been opened the three days between Christmas and New Year's Day in the past, A survey of the office staff has a few members of the office,staff the flexibility to maintain office hours to provide services to the residents of West Elgin. There will be minimum of three staff members on December 28th, 29th and 30th between 8:30 am to 4:30 pm. Respectfully Submitted by: cott Gawley, CP A C.A.O./Clerk Attachments Christmas Office Hours — HR 1.11 MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Human Resources Index No. HR-1.11 Section: Benefits Effective Date: Nov. 8112 Subject: Christmas Office Hours Revision Date: Page: 1 of 1 1 PURPOSE: 1.01 To establish a policy for office hours for Christmas period. 2 POLICY: 2.01 In accordance with Policy HR-1.7, Christmas Day, Boxing Day and New Year's Day are paid holidays. 2.02 In accordance with Policy HR-1.7, full-time employees are granted one-half paid holiday on December 24th of each year. 2.03 In accordance with Policy HR-1.7, where a paid holiday falls on a Saturday or Sunday, the next working day will be taken off. 2.04 In general, the office shall be closed from noon on December 24th to 8:30 a.m. on January 2"d' 2.05 Exceptions to 2.04 above would occur if New Year's Day falls on a Saturday or Sunday. In both these cases, the office would open on January 3`d 2.06 Employees shall use vacation time for the days the office is closed (usually 3 days). Or, altematively in accordance with Policy HR-4.2, office employees may used banked time(time l accumulated in lieu of 1 hour lunch). 2.07 If required to attend the office during this time period, these days may be carried over to the next year. 2.08 Notification of closed office hours shall be advertised in the Chronicle and on the web. 3 ADMINISTRATION: 3.01 The Administrator shall ensure this policy is followed. 4 ATTACHMENTS: 4.01 None Council authorization: By-law NO. 2012-85 � MP4pF 4 N jib 1998'` I he Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, Recreation Superintendent DATE: November 10 2016 SUBJECT: West Elgin Fire Monthly Report RECOMMENDATION: That Council receive and file. INTRODUCTION: 1. Attached to this report is a letter from all of the Elgin County Chiefs just as an update provided to Municipal CAO and Council on the initiatives that have come forward from the Elgin County Chiefs and where we might like to see things go from here. 2. West Elgin Fire continues to train together where it is practical; in October 2016 training occurred with both stations present regarding the Accountability System and Radio procedures. Both stations now have the same accountability system in use, completely necessary at calls where the system is put into service. The Elgin County Chiefs are trying and planning to have a County wide system in use in the very near future. The radio system continues to provide challenges to the fire service; however we are working through them. The radios will be upgraded, software, this week some minor changes made to the operating channels within the system, and an external speaker will be installed in Station 2 which will allow for monitoring the paging frequency while in the fire hall. 3. The Fire Chief will be meeting with the CAO and Council Fire Representatives, either later this week or early next week to set the truck specs. The trucks need to be replaced by March of 2018; they take approximately 12 — 14 months to arrive, so delays are not advisable. Also it has been indicated to the Chief that there will be price increases in 2017, therefore if we can order the truck in 2016 we might avoid the increase. Respectfully Submitted, Approved by, Jeff Slater colt Gaw ey, West Elgin Fire Chief C.A.O. Jeff Slater 1 To: Elgin County Lower Tier C.A.O.'s From: Elgin County Fire Chiefs Re: Update on current Shared Services &Collaborations Date: November 2, 2016 The fire Chiefs are very grateful for all the support we have received on the various items over the last several years,as well we are excited to move forward with the SOG Standardization Project that you have also shown support for. We would like to provide you with a list of the projects and services the fire departments have been working on over the last several years,we believe that you are aware of most of them, but there may be some that you may not heard of. Here is a list of the services we that we have shared and have benefited from cost savings and/or service delivery: • County Foam Bank—the fire services have an agreement with Darch Fire to store 10 pails of foam concentrate at both the Aylmer and St.Thomas fire stations.The foam bank can be accessed through the Mutual Aid system and the department only pays for the product used,thereby reducing the amount that needs to be stored at each station and the dollars invested in the produce. Most municipalities invoice for the foam used making it cost neutral. • Fit-Testing Machine—through the Mutual Aid Association, all fire services have invested in the fit-test machine. Fit-testing is required by the Ministry of Labour every two years. The cost savings are considerable as companies that provide the service can charge from $40-$75.00 per firefighter per fit-test.An additional benefit is the availability of the machine, each department is assigned one month of the year to use the machine. • County-wide Digital Radio Communications system& maintenance agreement. • County-wide fire dispatching contract. • County-wide radio procedures and terminology. • Recruit Training Program with Lambton College (2017) NFPA 1001 Level 1&11—recruit program, organize and deliver training programs locally by a provincially recognized college, 9 of the sessions are delivered locally and 3 sessions are delivered at the Lambton College fire grounds.This is a step forward from the former Joint Action Training Group that started in Elgin and expanded to include Norfolk and Oxford. Recently the Rural Oxford Fire Departments have decided to run their own program which we are fine with as seven of the nine weekend courses for the program in 2016 were held in Elgin County. We anticipate training up to 36 Recruits from the Elgin Volunteer Departments in 2017. Lambton College is an approved regional training center by the Office of the Fire Marshal and can deliver the provincial exams and testing for NFPA certification. • Equipment Servicing—when possible, and when departments use the same vendor we attempt to schedule servicing for the same day/week to reduce additional costs such as travel time and mileage. We have had some success with pump testing, breathing air compressor servicing and SCBA flow testing. • Equipment Purchasing—again when possible,and when using the same vendor or product we attempt to negotiate better pricing by placing larger orders.This worked very well when we all had to purchase new mobile &portable radios. • Mutual Assistance agreements. Fire Prevention Initiatives: • Prevention Protocol Agreement between Family&Children Services of St.Thomas & Elgin County and Elgin County Fire Departments--The purpose of this agreement is to create a collaborative partnership in the provision of services to families involved with Family&Children's services (F&CS),who may need education, and increased awareness of fire safety measures. Further,this protocol outlines roles and responsibilities and procedures to be followed to enhance fire safety and prevention measures, reduce risk to children from preventable home fires, and to keep children and families safe. Procedures in the protocol ensure adherence to personal and professional obligations as defined in the Child & Family Services Act, and the Fire Protection & Prevention Act, 1997. • Safe'Babies Program with St.Thomas Elgin General Hospital —The Hospital provides the parents with information on making their home safe for their new born, this includes the contact information for every fire department in the County so they can request a free home inspection. • Cost sharing on radio, newspaper& billboard advertising of fire prevention messages. • We recently have been involved with the Elgin Geriatric Cooperative—Behavioural Supports Ontario Program.Through this group we will be able to get support for individuals with behavioural issues such as hoarding. Emergency Services often are called by family or friends of these individuals as they concerned for their safety. Through this group we will be able to get the qualified support persons to deal with the behavioural issues allowing the fire service to deal with the safety hazards or concerns. • NFPA Fire & Life Safety Educator course delivered in Elgin to help departments comply with requirements of the FPPA for public education in 2016. (Chief Smith) • Information session provide to Health Unit Inspectors regarding fire safety inspections/requirements for housing of migrant works in 2016. (Chief Smith) What's Ahead? • Consider County-wide technical rescue teams i.e.confined space, high angle, ha.z-mat • Consider Countywide or shared Fire Inspector • Consider Countywide Training Officer • Consider feasibility of County-wide CEMC(such as Middlesex&Oxford Counties) • Continue to standardize policies • Standardization of training programs? • Standardization of fire prevention programs? • We are continuing talcs with Lambton College to provide additional training programs locally such as NFPA Officer Levels 1&2, Flammable Liquid Firefighting, etc. I Respectfully submitted, Elgin County Lower Tier Fire Chiefs 4K OF � yrrya F P tP The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, West Elgin Fire Chief DATE: November 10 2016 SUBJECT: West Elgin Fire Fighters driving training RECOMMENDATION: That Council enter into an agreement with the Township of Malahide to provide driver training to West Elgin Fire Fighters. INTRODUCTION It has become increasing more difficult for firefighters to obtain their DZ licence, which is required for them to operate West Elgin Fire Apparatus. The Township of Malahide has qualified Driver Instructors and examiners on their staff and are willing to provide training and testing to volunteer fire departments that are in Elgin County. As indicated the training is being offered, through or in conjunction with the Elgin County Mutual Aid Association. To this end the Township of Malahide requires the passing of a similar By-law as the one attached, simply indicating that the Municipality of West Elgin agrees that the Township of Malahide can provide said training. This program has been in the works for a while, with the liability being the biggest stumbling block. Respectfully Submitted, Approved by, Jeff Slater Scott Gawley Recreation Superintendent C.A.O. Jeff Slater Attached: Sample By Law. THE CORPORATION OF The Municipality of West Elgin By-law#"INSERT APPROPRIATE NO." Being a by-law to delegate responsibility for a Driver Training Program to satisfy the requirements of the Ontario Driver Certification Program. WHEREAS THE Corporation of the Municipality of West Elgin has deemed it appropriate to designate the responsibility for a Driver Training Program for administration purposes and to satisfy the requirements of the Ontario Driver Certificate Program under the Ministry of Transportation; NOW THEREFORE,the Corporation of the Municipality of West Elgin herby enacts as follows: 1. That the Corporation of the Municipality of West Elgin hereby recognizes that the Corporation of the Township of Malahide(Malahide Fire Services)is part of the same Elgin County Mutual Aid Association as the West Elgin Fire Department. 2. That all firefighters driving records from both fire departments will be kept in one secure place. 3. That Firefighter Dennis Johnson will be the Signing Authority for both fire departments Identification No.#32-2-04-02. 4. That CAOJClerk Michelle Casavecchia-Sommers will be the Recognized Authority for The West Elgin l=ire Service. READ a first and second time this day of ,2016. READ a third time and final passed this day of ,2016. Mayor or Acting Mayor Clerk or Acting Clerk 4 axLip �'(1 4 m a U y w M -'he Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, Recreation Superintendent DATE: November 10 2016 SUBJECT: West Elgin Fire, Station 1 RECOMMENDATION: That Council authorize the payment of$ 50.00 per Station 1 Fire Fighter that attends the annual Christmas Party. INTRODUCTION: As in the past the Fire Fighters of Vilest Elgin Station 1 would like to request funding, $ 50.00 per firefighter who attends the annual Station 1 Christmas Party. Also as in the past the funding will supply meals and entertainment only. Respectfully Submitted, Approved by, Jeff Slater elcolt Gawley West Elgin Fire Chief C.A.O. � ,NrunQ F T a" ry N q i u a U m 2 ' Inap. The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Magda Badura DATE: November 10, 2016 SUBJECT: 3rd Quarter Financial Statements RECOMMENDATION: THAT Council receive this report as information and file the 2016-3rd Quarter Financial Report for the Municipality of West Elgin. INTRODUCTION: The intent of this report is to provide Council with a comparison of the annual budget amounts with year to date actual revenues and expenditures for operating departments and projects. DISCUSSION: Quarterly financial reporting is being prepared by the Municipality of West Elgin as a means to provide the community, council and the organization, with a regular overview of financial information. Nine months into the 2016 fiscal year non-department specific revenues were at eighty seven percent and net expenditures sixty six percent of their annual budgeted amounts. As of September 30th, 2016, actual project expenditures were forty one percent of total budgeted expenditure for the year. Additional commentary and financial information is provided in the report attached. SUMMARY Municipal operating and project revenues and expenditures are reported with comparison to annual budget. Prepared by: Reviewed by: Magda Badura - cott Ga le Treasurer C.A.O. Cleric Revenues: Nine months into the 2016 fiscal year non-department specific revenues were at 87% and net expenditures at 68%. Significant amount of revenue is accounted for by 3rd Quarter primarily due to completion of property tax. Most revenue line items are in line with the budget. Other variations and factors that impact the proportion of revenue achieved as of the reporting period include: • Payment in Lieu—was processed at the end of October in the amount$102,669.48 • Other Revenue—Parking tickets revenue has decreased and currently is under review. Departmental Summaries: ■ MTO Office—timing and amount of transactions dictates the amount of commission revenue. September commission was received in October. ■ Fire—wages for the fire department are not accounted for until the end of the fiscal year. ■ Policing Services—timing issue, July and September invoice not posted until November for the total of$165,076. ■ Building&Plumbing--building permit revenue has increased by 24%, volume and value has been greater than budget. Emergency Planning—wages are being allocated monthly. ■ Four Counties Transit—provincial gas tax will be received in December. Sidewalks—winter seasonal expenditures not fully incurred. ■ Sewer—bi-monthly billing processed in October, $46,820 of revenues pertain to September. ■ Garbage Collection, Landfill, Recycling—taxes for Rodney and West Lorne collection are billed on the annual property tax notice and accounted for. There is a timing difference for the garbage collection expenditures, typically one month behind. Arena—greater portion of revenues are earned during the first and last quarters of the fiscal year. ■ Drainage—revenue comes from provincial grant at the end of the fiscal year. ■ Transfers to and from Reserves are accounted for at the end of the fiscal year. Capital Spending—a capital expenditure is defined as any significant expenditure incurred to acquire or improve land, buildings, engineering structures, machinery and equipment that confers a benefit lasting more than one yar and results in the acquisition or extension of the life of a fixed asset. In 2016 Council approved $2.3 million in new capital expenditure to address mainly aging infrastructure. 43% of the j total Capital budget will be completed by the end of fiscal year. 1. Administration General—new server was purchased in the amount of$20,714. Painting of the office was postponed and no additional costs will be incurred for the office (Service Ontario) upgrade. 2. Roads—all capital expenditures are 95% complete with the exception of: • Sidewalks—work completed by Chase Concrete in November. • Electronic Patrolling will be purchased and implemented in November with significant savings of$12,000. Dunborough Resurface project was $36,558 higher than budget due to higher amount of gravel used and resurfacing costs. Blacks Rd Reconsturction project savings will compensate for the Dunborough project variance. 3. Water Capital —re-chlorination of Rodney tower has been postponed. 4. Arena—Ice surface lighting, header trench replacement and compressor room exit door projects have been postponed. 5. Parks and Recreation—no additional spending is forecasted for the remainder of the year. 6. Sewer Maintenance Capital—project postponed to next year. 7. Fire Department—RIT station—purchase postponed to next year. 8. Port Glasgow Trailer Park—Septic System replacement is scheduled for next year. There will be no other capital expenditures this year. MUNICIPALITY OF VILEST ELGIN 2016 BUDGET SUMMARY 2015 1016 2016 % REVENUE(NOWDEPARTMENT SPECIFIC) ACTUAL ACTUAL BUDGET Budget TAXATION MUNICIPAL -3,079,067.70 (3,097,278.17) -3,122,174.65 99% LOCAL IMPROVEMENTS -108,574.86 (179,712.13) -108,430.66 166% PAYMENT IN LIEUS -82,305.69 -82,305.69 0% OMPF FUNDING -1,789,700.00 (1,362,000.00) -1,816,000.00 75% OTHER GOVERNMENT GRANTS-COURT SECURITY 0.00 -3,200.00 0% OTHER REVENUE -343,120.79 (180,117.09) -302,430.00 60% PRIOR YEAR SURPLUS -252,671,34 j246,479.91) -387,946.09 64% TOTAL REVENUE -5,655,440.38 (5,065,587.30) -5,822,487.09 B7% DEPARTMENTAL SUMMARIES ADMINISTRATION COUNCIL 89,529.98 59,522.23 92,100.00 65% ADMINISTRATION GENERAL GOVERNMENT 750,126.67 493,173.28 773,789.48 64% BUILDING 57,446.73 53,559.03 74,676.94 72% MTO OFFICE 8,952.89 7,181.60 4,309.00 167% FIRE 337,430.74 203,816.19 352,000.00 5a% POLICING SERVICES 947,235.33 564,119.12 962,654.00 59% BUILDING,PLUMBING -5,762,35 13,593.72 16,941.25 80% EMERGENCY PLANNING 3,248.60 2,157.92 5,000.00 43% BY LAW ENFORCEMENT 1,315.52 1,450.83 2,000.00 73% ANIMAL CONTROL -2,613.09 -7,632.43 -3,480.98 219% CONSERVATION AUTHORITY 38,072.00 43,257.75 57,677.00 75% FOUR COUNTIES TRANSIT 10,654,06 31,465.04 0.00 ROADS-MUNICIPAL AND COUNTY 1,044,143.89 906,508.53 1,263,990.49 72% SIDEWALKS 17,779.24 7,009.91 18,000.00 39% STREETLIGHTS 48,272.06 29,103.69 30,000.00 97% SEWER MAINTENANCE 0.00 22,514.56 0.00 GARBAGE COLLECTION,LANDFILL,RECYCLING 150,918.36 73,560.38 115,185.18 64% HEALTH SERVICESICEMETERIES 1,388.20 0.00 2,000.00 0% WEST ELGIN WATER SYSTEM 0.00 54,599.88 0.00 WEST ELGIN PRIMARY WATER SYSTEM 0.00 0.00 0.00 WEST LORNE ARENA 80,816.26 95,698.62 88,746.00 108% RECREATION 381,754.83 308,442.94 368,700,00 84% PORT GLASGOW TRAILER PARK -72,432.19 -96,266.60 0.00 LIBRARY -17,204.55 -6,834.73 -10,053.14 68% DRAINAGE 11,002.13 14,011.61 13,019.96 tom PLANNING AND ZONING 43,551.12 35,757.82 54,958.51 66% ECONOMIC DEVELOPMENT 16,177.11 22,060.11 34,500.00 64% TOTAL DEPARTMENTAL OPERATING COSTS 3,941,803.55 2,931,831.00 4,316,713.69 68% TRANSFERS TO RESERVES 360,629.07 0.00 594 521.18 TRANSFERS FROM RESERVES DEBENTURE PAYMENTS 108,574.86 141,000.00 141,000.00 100% NET OPERATING SURPLUS/DEFICIT -1,244,432.90 -1,992,756.30 -770,252.22 259% CAPITAL EXPENDITURES GRANT FUNDING/CONTRIBUTIONS -217,436.99 -140,326.61 -230,715.00 61% TRANSFERS FROM RESERVES -135,982.73 0 -297,000.00 CAPITAL PURCHASES 1,317,099.76 957,827.16 1,298,011.00 74% CAPITAL FUNDED FROM FUND SURPLUS&OPERATIONS 963,680.04 817,500.55 770,296.00 106% NET(SURPLUS)DEFICIT -280,752,86 -1,175,255.75 43.78 Municipality of West Elgin Page 1 MUNICIPALITY OF WEST ELGIN CAPITAL SPENDING AS OF SEPTEMBER 30TH,2016 2016 2016 ACTUAL BUDGET ADMINISTRATION GENERAL PHOTOCOPIER REPLACEMENT LIGHT UPGRADE FOR OFFICE/SERVICE ONTARIO 0.00 $15,00c.00 SOFTWARE UPGRADE PAINTING GENERAL OFFICE AND COUNCIL CHAMBERS 0.00 $5,000.00 SERVER REPLACEMEMOCOMPUTER UPGRADE 20,113.53 $16.100.00 128.7% 20,713.53 36,100.00 57.4% ROADS LOADER#18-SCALE KIT 2,069.43 $3,000.00 95.6% UPGRADE FOR JOHN DEERE TRACTOR 7,096.40 $6,500.00 117.0% DUNSOROUGH RESURFACE(50150 WITH DID) 101,558.25 $65,090.00 156,2% MARSH LINE-SURFACE TREATMENT 70,006.84 $65,000.00107.7% TRUCK#7 267,445.74 $267,500.00100.0% WEST LORNE-MAIN STREET DESIGN&CONSULT 4,479.68 $9,000.00 49.8% SIDEWALKS-FGT 0.00 $30,000,00 GREY LINE-16 MILE CREEK DESIGN&CONSULT 6,864.36 $7,500.00 91.5% SLACKS RD RECONSTRUCTION 89,137.73 $120,000.00 74.3% BACKHOE 10&14 REPLACE WITH 1 UNIT 45,213.00 $75,000.00 80.3% ELECTRONIC PATROLLING 0.00 $20,000.00 SPREADER CONTROL UPGRADE TRUCK 8&12 8,110.28 $7,500.00 108.1% DOWNIE ROAD RECONSTRUCTION 133,676.68 $105,000.00 127.3% KERR ROAD-MICRO SURFACE TREATMENT 27,502.69 $26.5D0.00 103.8% 764,471.08 807,500.01) 94.7% WATER CAPITAL RE-CHLORINATION-RODNEY TOWER 0.00 $170,000.00 ARENA ICE SURFACE LIGHTING 0100 525,000.00 HEADER TRENCH REPLACEMENT 0.00 $30,000.00 COMPRESSOR ROOM EXIT DOOR _. 0.00 $7,600.00 - $0.00 $62,500.00 PARKS&RECREATION WEST ELGIN COMMUNITY CENTRE RENOVATIONS 2,403.45 $280,000.00 9.9% STAND-BY GENERATOR FOR EMERGENCY MANAGEMENT $35,000.00 SOUND BARRIERS 12,535.98 $10,000.00 125.4% - BRIDGEATMARINAPARK $15,000.00 - POOLROCF-RESHINGLE 9,91721 $10,000.00 99.2% PARKLAND $30,000.00 24,856.64 360,000.00 6.9% SEWER MAINTENANCE CAPITAL RODNEY SCAOA UPGRADES $40,000.00 PUMP STATION BUILDING REPAIRS $5,000.00 BAR SCREEN REPAIRS $6,000.00 ALUM SYSTEM REPLACEMENT $20,900.00 UV SYSTEM BULDAND SLEEVE REPLACEMENT $3,500.90 CHECK VALVE REPLACEMENT $10,000.00 POWER FLUSHING OF COLLECTION SYSTEM $6,000.00 0.00 90,500.00 WESTLORNE EFFULENT UPGRADES $100,000.00 LAB EQUIPMENT REPLACEMENT $5,000.00 SCADA UPGRADES $40,000.00 UV SYSTEM UPGRADE $60,000.00 TORQUE LIMIT SWITCHES REPLACEMENT $8,000.00 EQUIPMENT REPLACEMENTIREBUILDS $13,500.00 0.00 226,500.00 FIRE DEPARTMENT TRUCK REPLACEMENTS(2 PUMPERS ORDER IN 2016) RIT STATION 0,90 $6,090.90 0.00 6,OOD.00 PORT GLASGOW TRAILER PARK SEPTIC SYSTEM 7,288.80 $350,000.00 2.1% SCOUT HALL REPLACEMENT $8,000.00 ENERGY EFFICIENCY UPGRADES $4,000.00 REPLACEMENT LAWNMOWER $1G.000.00 REPLACEMENT WATERLINE $11),000.09 REPLACEMENT OF STAIRS TO BEACH 2,045.41 $50,000.00 41% 9,334.21 432,000.00 2.2% SIDEWALKS&STREETLIGHTS STREETLIGHTS CONVERSION 83,765.31 $62,611.00 134.0% GARBAGE,RECYCLING&LANDFILL COMMERCIAL BINS&SETUP AT LANDFILL 54,686,99 $56,000.00 97,7% FOUR COUNTIES TRANSIT TOTAL CAPITAL $957,827.76 $2,309,611.00 41.5% Municipality of West Elgin As of Seplemper 30,2016 Page 1 � l.J "�ilii7 Ontario Police O.P P Municipal Policing Bureau Provincial provinclale Bureau des services policiers des municipalites Police de i'Ontario 777 Memorial Ave. 777,avenue Memorial Orillia ON L3V 7V3 Orillia ON L3V 7V3 Tel: 705 329-6940 T61. :705 329-6140 Fax:705 330-4191 T616c.:705 330-4191 File Reference: 614-00 November 02, 2015 Dear Mayor/Municipal Clerk, I take this opportunity to follow-up on the September 8, 2016 letter sent to all OPP-policed municipalities regarding the reconciliation of the municipal policing costs related to the collective agreement negotiations between the Ontario Provincial Police Association (OPPA) and the Province of Ontario (Employer). As you may be aware, both parties proceeded to mediation and ultimately to arbitration; the Arbitrator issued a decision on October 3, 2016, in accordance with the Ontario Provincial Police Collective Bargaining Act. The Arbitrator's award is final and binding to both the OPPA and the Employer. The new Civilian and Uniform Collective Agreements will expire on December 31, 2018. The Arbitrator awarded a salary increase to all classifications in the OPPA Uniform and Civilian Collective Agreements, as follows: • January 1, 2015 —2.00 percent • December 1, 2015 —0.65 percent • January 1, 2016— 1.50 percent • July 1, 2016—0.45 percent • January 1, 2017— 1.50 percent • July 1, 2017—0.40 percent • January 1, 2018— 1.75 percent As previously communicated, the OPP has been incorporating estimated salary rates in the municipal policing Annual Billing Statements for 2015 through 2017 as 1.5 percent, 2.64 percent and 2.54 percent, respectively. As a result,the OPP estimated salary rate increases in your billing statements align very closely to the arbitration award rates and will have a minimal impact on your municipal policing costs. For 2015-2017,the annual compound salary rate percentage in our estimates only differed by 0.37 percent. Page two Annual Billing Arbitration Statement Award Estimates Variance Jan-15 2.00% 1.5% Dec-15 0.65% gyp ! ,�j�ii`�SI'W ��`�yV��.,E1v a' i ,+.,�,��u:i>i.sv ..rN4'C t... Jan-16 1.5% 2.64% Jul-16 0.45% s1 ) "If" i -k > sv et i i � Jan-17 1.5% 2.54% Jul-17 0.40% , R t a - a n` - -'e kt' Pu:.P' �-ld %•r .rtxtd6tfi a Y n i - �''1'iR '. *The yearly rate and the intra-year compound rates of previous periods prorated according to the specified periods. The OPP will include both the 2015 and 2016 reconciliation adjustments in the 2018 Annual Billing Statement, providing municipalities with the opportunity to include these adjustments in their 2018 budget planning. The reconciliation adjustments for 2017 will be included in the 2019 Annual Billing Statements. The cost of OPP services compares very favourably to those of other municipal police services in the province and will continue to do so in 2016 and beyond. I would like to thank municipal partners for their commitment and collaboration in reaching our common goal to maintain public safety in Ontario. Yours truly, M.M. (Marc) Bedard Superintendent Commander, Municipal Policing Bureau West El in � Community Ong Mealth Centre Matters. )P AU NOV 22413 Hoskins Line PO Box 490 — - -K Rodney, Ontario N L2 0 CO October 27, 2016 Dear West Elgin Council Members: On behalf of the West Elgin Community Health Centre, I would like to extend our sincere thanks for your generosity and support for our annual Fall Family Fun Night. Our records indicate that 255 people attended the event on October 26, 2016. In addition to this, dozens of staff and volunteers from WECHC and 7 other local agencies and services participated. Thank you for waiving the fee for the use of the Rodney Recreation Centre. By waiving the fee, you assisted us in providing a completely free event to this community. I am also writing this letter to formally request the use of the entire Rodney Recreation Centre on Wednesday, October 25, 2017 from 12:00 pm - 9:00 pm for next year's Fall Family Fun Night. Sincerely, �T�j CXjWCO Melanie Silos-Crowell, MS W, RS W 153 Main Street, The West Elgin Community Health Centre team vvorks with our West Lorne,Ontario NOL2PO communities and our partners to provide accessible,high quality T 519-768-1715 F 519-768-2548 health care,health promotion and community support services. info@a wechc.on.ca wwvkrwechc.on.ca I � kIEdNIGIPA v_ '3FK�+ Y�LGlN N HIV D 2 2olB September 2016 Welcome to the Beautiful Town of The Blue.Mountains, 10n behalf of Town of The Blue Mountains, I am pleased to extLnd an invitation to join us at the 60 Annual Ontario Small Urban Municipalities Conference,taking place May P to 5th 2017 at Blue Mountain Resort in Town of The Blue Mountains. The conference.theme this year is"Rural Meets Urban"; recognizing the challenge many of us face as our areas become increasingly urbanized through growth and the migration of people from larger cities to our municipalities.Whether it is coping with increasing development pressures, managing the expectations of our more urban residents or handling the challenge of new homes being built near working farms,we all face this pressure in some form. While those of us in the middle of this type of"urbanization" have one set.of issues, many other communities are looking to attract new residents and business from the urban core. For them,the challenge is attracting urban attention and selling the many benefits of.living in a more rural setting. Whatever category you are in,this conference will have something for you.The organizing committee is working hard to bring you an interesting and diverse set of topics designed to help us all manage our municipalitiesnore effectively. With each OSUM conference,we learn more from each other to grow our communities.I know that you will each take away new learning, new experience and new partners. We are all waiting to welcome you to our beautiful Town. I hope you have the chance to experience the Village and beyond in your time here with us during that first taste of spring. Whether it's following the Apple Pie Trail and tasting its culinary delights or experiencing craft beer,wine and cider on the Saints and Sinners: Bootlegger's Run,we hope you will have a chance to experience The Blue Mountains beyond the ski season we are so well known for.Spring offers that first.chance for a paddle,a walk or hike on trails empty of snow,a game of golf, a ride o.n the open road,new adventures to experience, unique shops stocked with new merchandise and friendly faces everywhere you go! Yours truly, Mayor John McKean Town of The Blue Mountains Ml1NlClP�� Y�LC,� 0 2 64"ANNUAL OSUM CONFERENCE & TRADE SHOW TOWN OF BLUE MOUNTAINS MAY 3-5, 2017 DELEGATE REGISTRATION FORM Full Deleeate Package Cost:$499.00+HST=$563.87 Each delegate will receive a registration kit, access to all workshops, Wednesday evening Welcome Reception/Opening Ceremonies&Trade Show including hot and cold hors d'oeuvres and cash bar,Thursday evening's Mayor's reception including hot and cold hors d'oeuvres and cash bar, breakfast and lunch on Thursday and Friday. Early Bird Golf Outing Cost: $125.00(HST included) Wednesday May 3rd, 2017--The Golf Club at Lora Bay located at 109 East Ridge Drive, Thornbury, ON, NOH 2PO Phone: (519) 599-7500 Shotgun start at 11:00 am 18 holes of golf, cart and box lunch. Prizes Mayor's Retention and Dine Around The Town of Blue Mountains is excited to invite all OSUM delegates and companions to take part in the "Dine Around" in either Blue Mountain Village or explore the quaint village of Thornbury. There will be a Mayor's Reception Thursday May 4th from 6:00— 7:30 pm to be held on the patio of the Georgian Ballroom of the Village Conference Centre,weather permitting. From there you are free to choose where you would like to have dinner in one of the variety of restaurants available in the Blue Mountain Village or the Town of Thornbury only 15 minutes' drive from the Blue Mountain Resort. It is advised that you make a reservation at the restaurant of your choosing. A list of dining establishments will be provided in your welcome package. Accommodations: Please visit www.OSUM.ca for a full listing of accommodations available for the conference. Please mention that you are attending OSUM and use the group number GRP113961 to ensure you are given the conference group rate. i 64" ANNUAL OSUM CONFERENCE AND TRADE SHOW TOWN OF BLUE MOUNTAINS DELEGATE REGISTRATION FORM Delegate Name: Title/Position: Municipality/Organization: Mailing Address: Telephone: Fax: Cell: Email: Companion Name: T- iipgpt !" .....,. .> ..,._,3 za,'�.:ssa."s ., ass. �¢r.�'�° �.•:;9.?'a. : r ,..-rup.r°s<$ °a ��r 4a�3°��„�.�..�_¢°Y;r r` a ��Delegate Package Package $ 499.00 +13% $ 563.87 Early Bird Golf Day $ 110.62 +13% $ 125.00 TOTAL If you are golfing,please list team members. If you do not have a team, you will be matched up. 1. 2. 3. 4. REFUND POLICY: Cancellation must be made in writing(mail, email or.fax) and received before April 15, 2017. An administration charge of$50.00 will apply. Any cancellations including golf after April 15, 2017 will not be refunded. REGISTRATION DEADLINE: MARCH 18, 2017 Trade show inquiries can be made to: Deb Keep debkeel2@iogers.com 705 888 9779 For more information regarding conference programming;please visit: www.osun-..ca PAYMENT METHOD: CHEQUE PAYABLE TO: TOWN OF BLUE MOUNTAINS Please mail this registration form and payment to: Questions or Inquires: Town of Blue Mountains, Attn: Ruth Prince Phone: (519) 599 3131 x 227 PO BOX 310, Thornbury, NOH 2PO Katherine Dabrows Fax. (519) 599 7723 Email: fitenquires @thebluemountains.ca � ~ l `Tnw�. -� rF TOWNSHIP OF SOUTH -WEST OXFORD To �IoEST R. R. # 1, 312915 Dereham Line ®XFOR® Mount Elgin, ON NOJ 1 NO I www.swox.org Phone: (519) 877-2702; (519) 485-0477; Fax: (519) 485-2932 October 26, 2016 Lisa Thompson, MPP Huron-Bruce Room 425, Main Leg Bldg, Queen's Park Toronto, ON, M7A 1A8 Dear Ms. Thompson: Please be advised that the Township of South -Vilest Oxford Council passed the following resolution at their regular meeting held on October 18th, 2016. Resolution No. 10 Moved by David Hayes Seconded by Gerald Mitchell RESOLVED that the Council of The Township of South-West Oxford supports the efforts of the Member of Provincial Parliament for Huron— Bruce to eliminate barriers to employment opportunities for CCAs, and allow Ontario farmers the freedom to engage in business with the expert of their.choice; and FURTHER RESOLVED that a copy of this resolution be forwarded to all Ontario municipalities, and AMO. DISPOSITION: Motion Carried Should you require anything further, please do not hesitate to contact me. Reg ds, Lisa ande a en, ler clerk @swox.org rr �s October 24, 2016 Lynn Dollin, President Association of Municipalities Ontario 200 University Ave, Suite 801 Toronto, ON M5H 3C6 Dear Ms. Dollin: Please be advised that Elgin County Council adopted the following resolution at its meeting held on October 18, 2016: "THAT the Corporation of the County of Elgin support the Association of Municipalities Ontario in its work to close the fiscal gap so that all municipalities can benefit from predictable and sustainable revenue, to finance the pressing infrastructure and municipal services needs faced by all municipal governments. - Carried. (signed) Warden Bernie Wiehle" Maintaining safe infrastructure is a priority for Elgin County Council. There is a growing concern that property taxes will not be a sufficient source of revenue to fix local infrastructure while providing for municipal operating needs. Elgin recognizes that this could be exacerbated in the future by unfulfilled Federal and Provincial transfers. Elgin County supports the Association of Municipalities Ontario in its efforts to close the fiscal gap and guarantee a sustainable source of infrastructure funding for all Ontario municipalities. Yours truly, V� -A 00 Katherine Thompson, Marketing and Communications Coordinator cc Elgin Municipalities County of Elgin Administrative Services 450 Sunset Drive St.Thomas,ON N511 5V1 Phone:519-631-1460 www.elgincounty.ca 0 0 Ministry of Citizenship and Ministere des Aft'aires civiques et Immigration de l'immigration Minister Ministre 6th Floor 6e stage 400 University Avenue 400,avenue University Toronto ON M7A 2R9 Toronto ON M7A 2R9 ntar u Tel.: (416)325-6200 T&I.: (416)325-6200 ply °e� Fax:(416)325-6195 Te16c.: (416)325-6195q �F( H October 2016 �Q�6 Dear Friends, It is my pleasure to send you this call for nominations for the June Callwood Outstanding Achievement Award for Voluntarism in Ontario. Volunteers play a significant role in leading and supporting service delivery in their communities. They lay the foundation for a strong and dynamic province. This award recognizes exceptional leadership, innovation and creativity in voluntarism and community service. Recipients of this award can include individual volunteers, volunteer groups, businesses and other organizations which have made outstanding contributions to their communities and the province. New this year, is the Excellence in Volunteer Management category. Recipients of this award category can include individuals or groups of volunteer managers from not-for- profit and charitable organizations. Here is what you need to know in order to submit a nomination for this award program: a) Visit ontario.calhonoursandawards. b) Click on the June Callwood Outstanding Achievement Award icon. c) Download the appropriate PDF form. d) Read the eligibility criteria and instructions carefully. e) Fill out the form, then submit it no later than December 5, 2016. Instructions for submitting your package can be found on the website. If you have any questions please call 416-314-7526, toll free 1-877-832-8622 or TTY 416-327-2391. I hope you will take this opportunity to ensure that outstanding volunteers and volunteer managers across the province receive the recognition they deserve. Thank you for your attention to this important recognition program. Sincerely, I Laura Albanese Minister ! . i 3 3 V � Ministry of Housing Ministers du Lagement Minister Responsible for the Ministee responsable de la Strategie Poverty Reduction Strategy de reduction de la pauvrete Office of the Minister Bureau du ministre Ontario 777 Bay Street,17"Floor 777,rue Bay,17°stage Toronto ON M5G 2E6 Toronto ON M5G 21=5 Tel.:416 585-6500 Te1.:416 585-6500 Fax:416 585-4035 Te1ec.:416 5854.035 Let me thank you and your council for the work you do every day on behalf of the citizens of Ontario. It can't be said enough that a strong partnership between your government and my Ministry is critical to addressing the affordable housing challenges we collectively face. As you'll know, the province recently released an update to the Long-Term Affordable Housing Strategy (LTAHS) 2016 (the "Update"). The Update continues the transformation of Ontario's housing system which we began with the 2010 LTAHS. On September 14, 2016,. we re-introduced the Promoting Affordable Housing Act, 2016 (Bill 7). If passed, Bill 7 would help ensure that the people of Ontario have better access to affordable and adequate housing. This includes an even stronger emphasis on the role that private sector housing can play in providing a mix and range of affordable housing choices for Ontarians. More specifically, second units are an important tool in contributing to the supply of private sector affordable housing choices. They are widely recognized as one of the most affordable forms of rental housing. Second units help optimize the use of the existing housing stock and infrastructure, all the while providing an income stream for homeowners, particularly younger and older homeowners, who may respectively have a greater need for income to help finance and/or remain in their homes. In support of second units, I am pleased to announce that Bill 7 proposes to amend the Development Charges Act, 1997 which, if passed, give authority to amend the regulations and exempt second units in new homes from development charges. This should help spur the design of houses to accommodate second units at the outset, which is a more effective approach compared to retrofitting. In this way, we can plan ahead for houses to be used in a flexible way over time, depending on the life cycle stage of homeowners and whether they seek or need the income a second unit can provide. Concurrently, we are proposing to publicly consult on potential changes to the Building Code (by way of an amendment to Regulation 332-12) to improve the affordability of second units in newly constructed houses while still meeting safety standards of both the Building Code and Fire Code. The proposed new requirements for construction of newly built houses with second units would allow for greater flexibility and decrease the construction costs. You may recall that we began a renewed emphasis on second units as part of the 2010 LTAHS which saw us make amendments to the Planning Act to require municipalities to amend their official plans and zoning by-laws to authorize second units in single- detached, semi-detached and row dwellings, as well as in accessory structures (e.g. laneway garages). These provisions came into effect on January 1, 2012. The Act was also amended to give the Minister regulation making authority-to both directly permit second units and/or to prescribe standards for them (e.g. parking). I am aware that an increasing number of municipalities have taken, or are engaged in taking, steps to amend their official plans and zoning by-laws to reflect these provisions. appreciate those efforts. However, in some instances, analysis reveals that certain official plan policies and/or zoning provisions do not reflect the permissive spirit and intent of these legislative changes. It is noted that Bill.7 proposes to provide the minister with appeal rights related pp g to municipal adoption of second unit official plan policies and zoning by-laws. However, the majority of municipalities have not updated their official plans and zoning by-laws to reflect the second unit requirements of the Planning Act-even though we are well into the fourth year since this requirement came into effect. As such, and based on all of the above, I have instructed staff to engage in a five part plan as follows: 1. Engage in outreach to apprise municipalities of the proposed changes to the Building Code and Development Charges Act as a means of supporting the planning and establishment of second units. 2. Our Municipal Services Offices will approach those municipalities that have adopted official plans and/or zoning by-laws post 2012 to: a. Discuss policies, by-laws, or standards that appear to be overly restrictive and not in keeping with the permissive spirit and intent of the legislation; and b. Request these municipalities to review the policies or standards considered restrictive at the next opportunity (i.e., during an official plan review or zoning by-law update) to reflect the purpose and intent of the Planning Act provisions on second units. 3. Our Municipal Services Offices will also approach all of those municipalities that have yet to adopt changes to their official plans and/or zoning by-laws to reflect the Planning Act requirements, to seek an understanding of when the changes will be made and to provide guidance as needed. I have instructed them to seek commitments to complete this work by March 31, 2017. 4. Propose a regulation under the Planning Act setting out standards and/or limitations on official plan policies and/or zoning standards which would take precedence over existing policies/standards which are deemed to be not in keeping with the permissive spirit and intent of the legislation as follows: o Only a maximum of up to one parking spot per second unit could be required and tandem parking would be permitted; o Second units could not be subject to any provision which requires the primary or second unit be occupied by any person (e.g. a by-law could not require the primary unit to be inhabited by the owner in order for a second unit to be permitted); and o Second units would be permitted in primary dwellings and accessory buildings regardless of date of construction of the primary or the second unit. 5. Publish an information backgrounder setting out best practices on second units, along with promoting guidance material and web content developed by the Landlord Self Help Centre. While some of the above steps may seem strong, these province-wide legislative requirements for second units have been in place for some time. Since their enactment, the need for affordable housing choices for all Ontarians has increased. The benefits of second units are widely recognized and they form a substantial and increasing part of the province's affordable housing supply. Since becoming Minister in June, I have crossed the province listening to municipal leaders, housing experts and advocates. In the formal and informal discussions, the need for secondary suites to be part of a healthy municipal housing "mix" became more obvious. I have instructed ministry staff to provide as much information and advice as possible to assist municipalities in moving forward with this important work. I look forward to all municipalities in Ontario embracing a permissive second unit policy and zoning framework to help house their residents. Thank you in advance for your help as we work together in parntership to achieve our shared goal of creating more affordable housing in our communities. rely, Chr' B ar 'sister From: AMO Communications <communicate @amo.on.ca> Sent: Wednesday, November 02, 2016 2:52 PM To: Subject: AMO MEMBERS UPDATE November 2, 2016 Federal Fall Economic Statement Increases National Infrastructure Spend The investment by Canada into infrastructure will grow by an additional $81 billion. The total 12- year plan is $187 billion, including 2016117 amount. It also sets out what its annual spend to 2027- 28 for public transit, green infrastructure (water, wastewater and stormwater) and social infrastructure (housing and child care), transportation supporting trade and rural and northern communities that require a more targeted approach. The funding plan also includes indigenous communities. Check out two charts from the Statement that follow. i Next steps; Design work for each program area (e.g. eligibility). AMO expects to be involved in this work,just as it was in the design for the Clean Water and Wastewater Fund. AMO is readying its advice including a better alignment with Ontario's municipal asset management and capital plans rather than the old incremen p tahty rule and continuing an allocation formula approach. The government also announced: i. Plans for Canada Infrastructure Bank. It will deliver $35 billion through loans, loan guarantees and equity investments for more complex and revenue generating projects. Its objective is to attract private sector capital, conclude project deals and minimize the amount of governments' support to make a project financially viable. ii. a Smart Cities Challenge in 2017 whereby local government, citizens, businesses and civil society would create plans to improve the quality of life for urban residents, through better planning and clean, digitally connected technology such as greener buildings, smart roads and energy systems, and advanced digital connectivity for homes and businesses. Details of the Long-term Infrastructure Plan from the Economic Statement are: 1 x Details of the Spending Plan by Program Area (Shows Yesterdays Added Commitment(FES), 2016 Budget Commitment and Previous Commitments) Table 2.1 Investing in Canada-Total Federal Government Spending in Infrastructure (millions of doilars) 2016- 2017- 2018- 2019- 2020- 2021- 2022- 2823- 2024- 2025- 2026- 2027- Total 2017 2018 2019 2020 2021 2022 2023 2024 2025 202b 2027 2028 Fall Economic r E:1 Public Transit 300 1,lOD 1,140 L500 E80JE20JF 2,500 2,800 4,000 4,000 4,000 25,300 Green �� 1,100 1,]OQ 1,400 1.800 2,2D0 2,500 2.$00 3,D00 3,000 3,000 21.900 infrastructure Social ❑❑ 1,100 1,100 1,400 1,800 2.200 2,500 2,800 3,000 3,000 3,040 21,900 Infrastructure Transportation❑ 400 500 70D 800 1,100 1,100 1,100 1,100 1,100 I,IOD 1,100 10.100 P nd rn unitiJ1111EIII 20 0 200 20D 2D0 200 2D0 20Q 200 2,000 Total-Fall 0 700 4,000 4,200 5,300 . 6,700 7,900 8,800 9,700 11,300 11,500 11,300 81,200 Economic Statement Canada Infrastructure Bank delivers at least$15 billion,on accrual basis,of funding above($35 billion on cash basis) Details on program architecture and specific allocations will be announced in Budget 2017 Budget 2016 ❑❑��❑❑�� Public Transit 852 1,696 852�� 3,400 Green 874 1,562 1,157 746 671 27�1 19 L.�L.�J�� 5057 2 Infrastructure I ��.J�� Social 1,653 1,679 53 36 20❑❑❑ 0 0 0 0 3,441 Infrastructure ��❑ Strategic 500 1,250 250 0 0 0 0 0 0 0 0 0 2,000 Investments in Post- Secondary institutions Rural ❑ 81 253 i08 52❑❑❑�� 500 Broadband iotat-Budget $,885 b;268 2,565 890 743 2Z❑1 1.9� �IJ� 14,398 2016 I _ I Existing Infrastructure Programs Infrastructure 5,765 5,298 7,618 5,285 5,417 4,381 4,326 4,425 4,426 4,526 3,718 3,718 58,905 legacy programs Social and 3,384 3,370 3,323 2,898 2,800 2,720 2,580 2,450 2,321 2,219 2,123 1,996 32,186 Green Infrastructure (CMHC, INAC,Public Safety Canada, Health Canada, ESDC,PHAC, Canadian Heritage)1 1 Ll Total-Exlsting Infrastructure Programs 9,149 8,668 10,941 8,183 8,217 7,101. b,9Q6 6,876 6,747 6.745 5,841 5,714 91,090 ❑ �� Total New and Existing Infrastructure E 15,636 17;507 13,273 14,260 13,829 14,807 15,695 1:16,447 0 45 17,141 17,014 186,688 Programs 1 CMHC:Canada Mortgage and Housing Corporation;fNAC:Indigenous and Northern Affairs Canada;ESDC:Employment and Social Development Canada;PHAC:Public Health Agency of Canada. Summary: The additional funds are most welcomed as they begin sooner than later and will help with our $6 billion annual need if we are to get out of our infrastructure state in the next 12 years. Ontario municipal governments are more advanced than other parts of the country in terms of asset management, capital planning and measuring outcomes. AMO believes this is important to any program design work and needs to be reflected in Canada-Ontario agreements. AMO Contact: Craig Reid, Senior Advisor, creid2amo.on.ca or 416-971-9856 Ext. 334. PLEASE NOTE:AMO Breaking News will be broadcast to the member municipality's council,administrator,and clerk. Recipients of the AMO broadcasts are free to redistribute the AMO broadcasts to other municipal staff as required.We have decided to not add other staff to these broadcast lists in order to ensure accuracy and efficiency in the management of our various broadcast lists. 3 Minister x Ministre of National Revenue {�+�� 9y� du Revenu national Ottawa,Canada KiA 0A6 NOV 0 2 2016 Ms. Karen Vecchio, M.P. Room 449 Confederation Building House of Commons Ottawa ON KIA QA6 Dear Ms. Vecchio: Thank you for your correspondence written on behalf of your constituents,enclosing a presentation from Ms. Alexandra Anderson, Executive Director for Camping in Ontario at the Ontario Private Campground Association, about the small business deduction and the impact of Canada Revenue Agency(CRA) reviews on campgrounds. Thank you also for your understanding regarding the delay of this response. I assure you that I share your concern for the well-being of these businesses. The legislative provisions and the CRA's interpretation of the Income Tax Act relating to eligibility for the small business deduction have not changed. The small business deduction is not available to a corporation that carries on a specified investment business. To determine a corporation's principal source of income and if its business is a specified investment business or qualifies for the small business deduction,the CRA uses the facts specific to each case. Generally, a business is a specified investment business if the principal purpose of the business is to earn income from property, which includes rentals of real or immovable property, interest,dividends, and royalties. However,there is an exception to this rule if the business employs more than five full-time employees throughout the year. The business of a campground generally involves the rental of real or immovable property, open including the provision of basic services typical to that type of rental operation. In such a situation,the principal purpose of that business is to earn rental income. Such income does not qualify for the small business deduction unless the campground employs more than five full-time employees throughout the year. However, when the campground also provides significant services in addition to the basic ones that are integral to the success of its business operations,the principal purpose of that business would not be to earn income from property. Instead, it would be to provide /2 Cmaaa -2 - services. As such its income could qualify for o small business deduction assuming other conditions are met, even if the campground did not employ more than five full-time employees throughout the year. For more information,go to cra.gc.ca/nwsrm/stmnt /2016/stl60823-eng.html?utm_source=mediaroom&utm_medium=eml. The CRA conducts post-assessment reviews of corporate returns with respect to the small business deduction. It is the CRA's practice to adjust the focus of these reviews from year to year based on the results of its efforts. The CRA is responsible for administering the provisions of the Income Tax Act. The Department of Finance is responsible for developing federal tax policy and legislation. Any proposed changes to income tax legislation, including changes to tax rates for taxpayers and businesses,must be considered by the Minister of Finance and approved by Parliament. I am sending a copy of your correspondence to the Honourable Bill Morneau, Minister of Finance,to make him aware of your concerns. The CRA is now updating Interpretation Bulletin IT-73R6, The Small Business Deduction, and converting it into a folio. The folios are new, web-friendly technical publications that update the information in the income tax interpretation bulletins. The updating and conversion process may take up to a year, but will involve a thorough review of all information and examples. In the meantime,you can find Interpretation Bulletin IT-73R6 at cra.gc.ca/E/pub/tpA*t73r6 and information on specified investment businesses in Chapter 4 of Guide T4012, T2 Cotporation—Income Tax Guide 2015, available at cra.gc.ca/E/Pub/tg/t4612. The CRA remains committed to protecting and maintaining the fairness and integrity of Canada's tax system for all Canadians. Taxpayers who disagree with a notice of assessment or reassessment have access to recourse through the objections and appeals processes. The CRA encourages taxpayers to consider these options when necessary. I appreciate the opportunity to respond to your concerns and trust that my comments will help you respond to your constituent. Sincerely, The Honourable Diane Lebouthillier, P.C.,M.P. c.c.: The Honourable Bill Morneau, P.C., M.P. Assadatian of Municipaiies Ontario October 25, 2016 Bernhard Wiehle Mayor Municipality of West Elgin Box 490 22413 Hoskins Line Rodney, ON NOL 2CO Dear Mayor Wiehle: The attached Annual Report for the year ending December 31, 2015,tells the story of how the federal Gas Tax Fund is at work across our province. In 2015, Ontario's municipal governments, not including the City of Toronto, invested $586 million in 1,200 infrastructure and capacity building projects worth more than $4.1 billion. AMO administers the Fund to all Ontario municipalities, except the City of Toronto. Municipalities receive predictable federal funding on a per capita basis and report back to AMO on investments. This unique arrangement is the result of a federal - municipal partnership that is almost 12 years old. 2015 was the first full year of a new 10-year Agreement with the Government of Canada. The Agreement builds on the Fund's strengths, including increased flexibility, new requirements for asset management planning, and new project categories to invest in. The new Agreement also puts emphasis on communications as highlighted in this Report. We encourage you to share this Report with your local Council. You can visit www. astaxatwork.ca and find Gas Tax projects in your community by searching our project map. You will also find Part'2 of the Annual Expenditure Report on the same website. The federal Gas Tax Fund is a permanent, predictable and stable source of funding for municipal infrastructure. The Fund is improving the quality of life in our municipalities and helping to make Ontario a great place to live, work, visit and do business. Should you have any questions, please feel free to contact AMO's Executive Director, Pat Vanini at 416-971-9856 or pvanini @amo.on.ca. Sincerely, Lynn Dollin President Attachment 200 University Ave.Suite 801 www.amo.on.ca Tel 416.971.9856 Toll Free in Ontario Toronto,ON, M51-1 3C6 aino@arno.on.ca Fax 416.971.6191 877.426.6527 a`' ��'i./ �a 0 G9 Litt ElginCounty- Application #E 74/16 October 26, 2016 DECISION In the matter of an application for a consent pursuant to Section 53 (1) of the Planning Act, R.S.Q. 1990, as amended, as it affects the following property: PART LOT 3, CONCESSION 2, MUNICIPALITY OF WEST ELGIN of a severance of a portion of the above-mentioned premises as shown on a sketch attached to the application of a parcel of land with a width of 44.5 metres by a depth of 12.8 metres, Area 0.14 acres, to add to the adjoining residential lot to the south. The owner is retaining 39.89 hectares (98.5 acres) containing one house, one drive shed, one corncrib, one storage barn and one bruder house, proposed to remain in agricultural use. Consent requested by: CHARLES ALLAN WOOLNER Consent granted to: CHARLES ALLAN WOOLNER AND LOIS ANN 1NOOLNER DECISION: GRANTED -W The Elgin County Land.,D' ' ` g ivESion Committee tY m�ttee consider . ed all written and oral submissions received on this application, the effect of which helped the committee to make an informed decision. Conditions: This decision will expire unless a deed is presented for stamping_by: OCTOBER 26, 2017, Providing that the requirements of the Municipality of West Elgin are met (That,a Zoning By-law Amendment is in force and effect far the severed parcel; That Municipal drain re-apportionments have occurred, if required; Taxes have been paid in full; Two copies of the registered survey have been provided to the Municipality; The lands being conveyed are registered in the same name and title as the lands to which they are being added) and written notice be received from same confirming the conditions prior to stamping the deed. Subsection 3 of Section 50 of the Planning Act, R.S.O. 1990, as amended, shall apply to any subsequent conveyance or transaction involving the subject lands. The lands which are the subject of the application and the lands which abut to the south are to merge in title and become as one parcel. The Solicitor for the applicant is to provide an undertaking, whereby he informs the Committee in writing, that the lands are being conveyed to an abutting property owner and thus a merger of title will take place, which merger shall include all interests held inclusive of mortgagees interest. The Solicitor undertakes to provide a copy of the consolidating document once registered. Reasons: Lot addition. County of Elgin Engineering Services 45N,904vof 2 St.Thomas,On N5R 5V1 Phone:519-631-1460 www.elgincounty.ca MEMO= ° West Agin Arena Board Regular Session October 11 2016 This regular session of the West Elgin Arena Board was called to order at 9:30 am with the following members present:Johnathan Wolf, Ian Fleck,Joe Seman,Jim Hathaway, and Recreation Superintendent Jeff Slater. Item# 1 Disclosure of Pecuniary nterest: Y None noted. Item#2 Delegations: No delegations were present. Item#3 Adoption of the Minutes: Moved By,Joe Seman Seconded By: Ian Fleck The West Elgin Arena Board hereby resolves that the minutes of September 13 2016 be hereby approved as presented. CARRIED. Item#4 Accounts and Financial Reports: Moved-By:Jim Hathaway Seconded By: Ian Fleck The West Elgin Arena Board hereby resolves that the accounts in the amount of$ 11, 360.36 be hereby approved for payment. CARRIED, Item#5 Business Arising from the Minutes: • Additional Ice Time: member Jim Hathaway inquired as to whether or not there would be additional ice time available during the week for the Skating Club to utilize rather than the Saturday Ice Time.The ice time is not additional rather than instead of. Recreation Superintendent Jeff Slater indicated that given enough lead time it could be very possible adjust the schedule to accommodate the two hours that the Skating Club has on Saturday Morning elsewhere in the ice schedule, assuming that we are discussing 2017/2018 season. Item#6 Correspondence:There was no correspondence reported on at this session. Item#7 New Business: • Skating Club: Member Jim Hathaway inquired as to the possibility of having a new lockset installed on the Skating Club Room door.The Recreation Superintendent indicated that that should not be a problem, and will look after that. • Bingo: member Jim Hathaway initiated discussion regarding local clubs operating bingo's. According to the schedule that he presented West Lorne Youth Hockey Club operates a bingo. The inquiry was simply who are these people.The Recreation Superintendent offered an explanation but will look deeper into the request. I -2- Item#8 Adjournment: Moved By Joe Seman Seconded By Ian Fleck The West Elgin Arena Board hereby resolves that this session of the West Elgin Arena Board hereby adjourn at this hour of 10:30 am and shall reconvene at 9,30 am on November 8 2016 at the West Elgin Arena or at the call of the chair. CARRIED