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March 23, 2017
MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING MARCH 23, 2017 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ------------------------------------------------------------------------------------------------------------ DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al —A8) i *March 9, 2016 Council BUSINESS ARISING FROM MINUTES DELEGATIONS (B1 — 132) 10:00 a.m. Public Meeting — Committee of Adjustment - Minor Variance —256 Ridout Street (T. Kelly) (131) 10:15 a.m. Rodney Aldborough Agricultural Society— Request to review Municipal Alcohol Policy (1133) 11:30 a.m. Whisper Willow Nature Retreat— Request for exemption from Exotic Animal By-law (132) REPORTS (Cl- C10) 1, ROADS a) *Grader Replacement 2. RECREATION/EMERGENCY MANAGEMENT 3. WATER DISTRIBUTION SYSTEM 4. WASTEWATER a) *Rodney Wastewater Treatment Plant Annual Report 2016 b) *West Lorne Wastewater Treatment Plant Annual Report 2016 *Enclosed 1 March 23, 2017 ............. Page 2 5. BUILDING 6. BY-LAW ENFORCEMENT 7. DRAINS 8. ADMINISTRATION a) *Changes to the Building Code — Septic System b) *Amendments to the Municipal Elections Act (MEA), 1996 c) *2017 Budget 9. PLANNING a) `Minor Variance Application for Tracy Kelly, 256 Ridout Street 10. ACCOUNTS CORRESPONDENCE (D1 — D22) COUNCIL CONSIDERATION - ACTION RECOMMENDED: 1.* Municipality of Bayham — Response to County of Elgin Land Division Committee about imposing standard conditions for private wells and septic systems on private lots containing a residence; 2.* Regional Municipality of Peel — Request for Support regarding fluoridation of Water in Ontario and the Government of Ontario take legislative responsibility for the regulation and administration of Hydrofluorosilic Acid in water fluoridation treatments across Ontario; 3.* Rodney Aldborough Agricultural Society— Request to review Municipal Alcohol Policy; 4.* Southwestern Integrated Fibre Technology— Releasing Request for Pre- Qualification/Request for Proposal; 5.* South Central Ontario Region Annual General Meeting on March 30, 2017 from 9:00 a.m. to 12:00 p.m. in Tillsonburg; 6.* Town of Northeastern Manitoulin — Request for Support that the Government of Ontario treat all of Ontario Hydro's customers equally, eliminate the delivery fees of residents of the Town of Northeastern Manitoulin; 7.* Elgin Clean Water Program — Incentive for farmers to plant cover crops; 8.* Lower Thames Valley Conservation Authority— Notification of differences between the 2017 Parks Canada Discovery Pass and Lower Thames Valley Conservation Authority Park Permits; *Enclosed it 1 March 23, 2017 ............. Page 3 9.* Employment Services Elgin — Business Before 9 — Learn how Employment Services Elgin can grow your business at the West Elgin Support Services at 160 Main Street in West Lorne from 7:00 — 9:00 a.m. on Friday March 24, 2017; 10* Cactus, Cattle and Cowboys — Request for letter of Support from Council for Festival and Event Partnership Program funding through the County of Elgin; 11.* Association of Municipalities of Ontario — Modernizing Municipal Legislation — Proposed Changes to the Municipal Act, Municipal Conflict of Interest Act, Municipal Elections Act and several other Acts. 12.* County of Elgin — Invitation to the 9t" Annual Warden's Charity Golf Tournament at the St. Thomas Golf and Country Club on Thursday, June 22, 2017; 13.* County of Elgin — Council Highlights — March 14, 2017; 14.* Ministry of Education — The Honourable Mitzie Hunter— Letter to municipalities regarding opportunities to enhance the quality and delivery of education; 15.* Invitation to Coffee & Conversation with Fred Dean to discuss municipal issues, challenges and changes; 16.* Letter to Council from MPP Sylvia Jones, MPP of Dufferin-Caledon, Deputy Leader of the PC Caucus and Progressive Conservative Critic for Infrastructure; 17.* Letter from the Thames Valley District School Board to County of Elgin Council regarding Elementary Pupil Accommodation Review-01. 18.* Bethal Park Camp — Request for Sponsorship for a Family Fun Day to be held at Bethal Park Camp. RECOMMENDED TO ACCEPT & FILE: 19. AMO • Watch File — March 9, 2017; • Watch File — March 16, 2017. 20. Notification from the Municipality of Middlesex Centre of their resolution to have the Government of Ontario to create a policy to ensure Automated External Defibrillators in Ontario Schools; 21. Notification from the Municipality of Calvin of their resolution to rescind the proposed Building Code change B-08-09-03 for mandatory 5 year septic inspections; 22. Notification from the Township of East Zorra-Tavistock of their resolution to have the Government of Ontario to create a policy to ensure Automated External Defibrillators in Ontario Schools. BY-LAWS: MINUTES (E) *Enclosed March 23, 2017 ............. Page 4 NOTICE OF MOTION (F) OTHER BUSINESS (G1 —G2) 1. Council Announcements 2. Closed Session CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: March 30, 2017 Special Council —2017 Budget April 13, 2017 Council April 25, 2017 Tri-County Water Board April 27, 2017 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 MARCH 9,2017 PRESENT Deputy Mayor Mary Bodnar Councillors Joe Seman Jr., Jonathan Wolf, Richard Leatham STAFF PRESENT Scott Gawley, C.A.O.-Clerk Spencer Pray, Deputy Clerk Magda Badura,Treasurer Lee Gosnell, Public Works Superintendent Jeff Slater, Parks&Arena Superintendent/Fire Chief REGRETS Mayor Bernie Wiehle ALSO PRESENT CALL TO ORDER i The Deputy Mayor called the meeting to order 9:30 a.m. DECLARATION OF PECUNIARY INTEREST Nothing declared. ADOPTION OF AGENDA RES. NO.1 Moved by Leatham Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin approves the agenda for March 9, 2017 as printed and circulated; DISPOSITION: Carried APPROVAL OF MINUTES RES. NO.2 Moved by Wolf Seconded by Leatham RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated; February 23,2017 Council DISPOSITION: Carried BUSINESS ARISING FROM MINUTES C.A.O.-Clerk will have an Election Report coming back to Council regarding ranked balloting and first past the post elections as well as potential voting methods for next Council meeting. The C.A.O.-Clerk also mentioned that they will revisit the current ward system. The C.A.O.-Clerk March 23, 2017 Council Meeting will be spending the afternoon looking at the Capital Budget. it ' March 9,2017 .....Page 2 of 8 Councillor Wolf inquired and requested that staff be directed to look into having a scratch option"on the 2098 municipal election,ballot. DELEGATIONS 11:30 p.m. St,t Thomas,Elgin Local Immigration Partnership Also in attendance: Petrusia Hontar Petrusia thanked Council for allowing her to give a presentation. Petrusia described the Welcome to St.Thomas Elgin initiative. It was a nine(9) month process that included community consultations with many local organizations and was funded by the Government of Ontario through the Municipal Immigration Information Online(MI10) Program. Petrusia went through population statistics and noted trends of secondary migration from urban to rural areas. The project through their website www.WelcometoSTE.ca created an online platform for which new immigrants can review Elgin County and West Elgin as a potential new place to live. The project spoke with 15 newcomers to Canada to find out their experience in coming to Canada and to investigate further what they were looking for from a community. f Petrusia mentioned that the website itself has testimonials on it and it gives legitimacy to information presented on the website. Council thanked Petrusia for a very informative presentation. REPORTS 1. ROADS a) February Roads Report RES. NO.3 Moved by Wolf Seconded by Seman RESOLVED that the February Roads Report from the Public Works Superintendent dated March 9,2017 be received; DISPOSITION: Carried 2.RECREATION/EMERGENCY MANAGEMENT a) February Recreation Report RES. NOA Moved by Seman Seconded by Leatham RESOLVED that the February Recreation Report from the Parks and Arena Superintendent dated March 9,2017 be received; DISPOSITION: Carried 3.WATER DISTRIBUTION SYSTEM 4.WASTEWATER 5. BUILDING March 9, 2017 .....Page 3 of 8 a) February Building Report I RES. NO.5 Moved by Leatham Seconded by Seman RESOLVED that the February Building Report from the Deputy Chief Building Official dated March 9,2017 be received; DISPOSITION: Carried 6. BY-LAW ENFORCEMENT a) February Building Report RES. NO.6 Moved by Wolf Seconded by Leatham RESOLVED that the February By-law Enforcement Report from the C.A.O.-Clerk dated March 9, 2017 be received; DISPOSITION: Carried 7. DRAINS 8.ADMINISTRATION a)Pumper Truck Report and Proposal for West Elgin Council RES. NO.7 Moved by Seman Seconded by Leatham RESOLVED that the Pumper Truck Report and Proposal for West Elgin Council from the West Elgin Fire Chief dated March 9,2017 be received; AND THAT the Council of the Municipality of West Elgin approves the quotation from Metalfab Limited in the amount of$742,140.20 plus applicable taxes for the purchase of two(2)Fire Pumpers at a cost of$371,070.10 each for the West Elgin Fire Department. AND FURTHERMORE that the appropriate by-law be brought forward. DISPOSITION: 9. PLANNING 10.ACCOUNTS RES. NO.8 Moved by Seman Seconded by Leatham RESOLVED that the Deputy Mayor and Treasurer are hereby authorized to sign Payment Voucher#3 amounting to$475,842.11 in settlement of General, Road,Water, and Arena Accounts (including cheques#23272-23308 &EFT dep# 136—158). DISPOSITION: Carried CORRESPONDENCE: 1. Tay Valley Township—Letter to Minister of Housing—Proposed Ontario Building Code Change—Mandatory.5 Year Septic Inspections; RES. NO.9 Moved by Wolf Seconded by Seman i Aq March 9, 2017 .....Page 4 of 8 RES. NO.9 Cont'd RESOLVED that the Council of the Municipality of West Elgin defer the Correspondence D1, D2, D10, and D11 from the March 9,2017 Council Meeting; AND THAT the Council of the Municipality direct staff to due further research on Bill 08-09-03 outlining the policy decision; AND FURTHERMORE THAT staff be directed to bring back a draft letter stating Council's position for the next Council meeting. DISPOSITION: Carried 2. Townships of Head, Clara& Maria— Request for Support—Letter to Minister of Housing and Resolution--Proposed Ontario Building Code Change—Mandatory 5 Year Septic Inspections; Refer to correspondence D7 resolution. 3. South Central Ontario Region—Economic Development Committee meeting on March 30, 2017 from 9:00 a.m.to 12:00 p.m. in Tillsonburg; 4. Elgin Economic Development Newsletter—February 28,2017; 5. County of Elgin—Land Division Committee—Conditions for private wells and Septic Systems; Council discussed the wording of the phrase Land Division Committee is looking for Elgin County Lower Tier Municipalities to adopt with severances prior to adoption at the County of Elgin Land Division Committee. Direction was given to staff to bring back a report regarding the "Conditions for private well and septic systems"at their April 13, 2017 meeting. 6. Municipality of Thames Centre—Request for Support for the Government of Ontario to create a policy to ensure Automated External Defibrillators in Ontario Schools; RES. NO.10 Moved by Leatham Seconded by Seman 'WHEREAS, Automated External Defibrillators are used to treat sudden cardiac arrest and have been proven to be life-saving during the waiting time period for emergency services; AND WHEREAS,for every minute a person in cardiac arrest goes without being successfully treated by defibrillation,the chance of survival decreases by 7 percent in the first, and decreases by 10 percent per minute as time advances past 3 minutes; AND WHEREAS Andrew Stoddart, a 15 year old boy, passed away while playing soccer in Kintore, Ontario, an AED on site may have increased his odds of survival Andrew's Legacy Foundation has currently purchased 22 AEDs for across Oxford County, including all three elementary schools in Zorra Township; AND WHEREAS, Thames Valley District School Board has yet to put together a policy for having AED's in place in all, or any, of their public elementary and secondary schools; I March 9,2017 .....Page 5 of 8 RES. NO.10 Cont'd THEREFORE BE IT RESOLVED THAT the Municipality of West Elgin requests that the Premier,and Minister of Education,develop a policy that enables all schools and school boards in Ontario, including the Thames Valley District School Board,that allows individual elementary and secondary schools to have an AED installed in their schools; AND THAT the Municipality of West Elgin request that the Thames Valley District School Board and all other schools in Ontario develop a policy to install AEDs in all schools as soon as possible for the safety of our children. AND THAT this resolution be sent to the Premier, Minister of Education,AMO,Thames Valley District School Board; and Elgin County for consideration and support". DISPOSITION: Carried 7. Minister of Senior's Affairs—2017 Senior of the Year Award—Nominations Open—Deadline is April 30, 2017; 8. Association of Municipalities Ontario-Strategy for a Waste-Free Ontario: Building the Circular Economy Released; j i 9. Walk for Values—Celebrating 15 Years of Walk For Values and Honouring 150 Years of Canada; 10. Township of McNab/Braeside—Request for Support—Proposed Ontario Building Code Change—Mandatory 5 Year Septic Inspections; Refer to correspondence D1 resolution. 11. Township of Killaloe-Hagarty-Richards—Request for Support—Proposed Ontario Building Code Change—Mandatory 5 Year Septic Inspections; 12. Township of Zorra—Request for Support for the Government of Ontario to create a policy to ensure Automated External Defibrillators in Ontario Schools. Refer to correspondence D6 resolution. 13. 2884 West Elgin Army Cadets—Request to Waive Fees for use of the West Elgin Arena; RES. NO.11 Moved by Wolf Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin waive the rental fees for the 2884 West Elgin Army Cadets use of the West Elgin Arena for the weeks leading up to their annual review on the following dates and times: • Wednesday, May 3, 2017 at 6:15 p.m.—9:00 p.m. • Wednesday, May 10, 2017 at 6:15 p.m.—9:00 p.m. • Wednesday, May 17,2017 at 6:15 p.m.—9:00 p.m. • Wednesday, May 24,2017 at 6:15 p.m.—9:00 p.m. • Saturday, May 27, 2017 at 8:00 a.m.—3:00 p.m. DISPOSITION: Carried March 9,2017 .....Page 6 of 8 14. AMO Watch File-February 23, 2017; • Watch File—March 2, 2017. 15. County of Elgin—Notice of Application for Consent—Application E.2117 Part Lot 4, Concession 14(Lakeview Aldborough Bluffs). 16. Notification from the Township of Pickle Labe of their support of the Township of McKellar's resolution recognizing the Municipal Fire Service as critical infrastructure by including funding for Fire Department infrastructure as part of the Provincial Governments Infrastructure Strategy to Move Ontario Forward. RES. NO.12 Moved by Waif Seconded by Leatham RESOLVED that the above correspondence items numbered 3,4, 7, 8, 9, 14—16 be received and filed. DISPOSITION: Carried BY-LAWS 1. B -Lv aw No.2017-22 Authorize Signing of Agreement—Purchase of Two Fire Pumpers for West Elain Fire Department j RES. NO.13 Moved by Seman Seconded by Leatham RESOLVED that the mover be granted leave to introduce a by-law to execute an agreement between Metalfab Fire Trucks Limited and the Corporation of the Municipality of West Elgin for the purchase of two(2) Fire Pumpers at a cost of$371,070.10 each for the West Elgin Fire Department and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: RES. NO.14 Moved by Leatham Seconded by Seman RESOLVED that a by-law to authorize the execution of an agreement between Metalfab Fire Trucks Limited and the Corporation of the Municipality of West Elgin for the purchase of two(2) Fire Pumpers at a cost of$371,070.10 each for the West Elgin Fire Department be now read a third time and finally passed, signed, sealed and numbered By-law 2017-22—Authorize Signing of Agreement—Purchase of Two Fire Pumpers for West Elgin Fire Department DISPOSITION: Carried MINUTES RES. NO.15 Moved by Seman Seconded by Leatham RESOLVED that the minutes of the following committee meetings be received; January 31, 2017 West Elgin Recreation Committee DISPOSITION: Carried NOTICE OF MOTION i March 9,2097 .....Page 7 of 8 Councillor Leatham spoke to his Notice of Motion to allow the local fire departments to organize the fireworks. Councillor Wolf gave a brief overview of the Parks and Recreation committee chose to give control of the fireworks show to a private contractor. The C.A.O.-Clerk told Council that the decision does not have to be made at this point in time. Councillor Leatham had concerns about letting fireworks off when no one was there to view them. Councillor Wolf had concems regarding the storage of fireworks should an event be cancelled and rescheduled. Councillor Wolf mentioned that the Parks and Recreation Committee will address concerns brought forward and will report back to Council. OTHER BUSINESS 1. Council Announcements Councillor Seman -Councillor Seman commented on the amount of urban residents moving to West Elgin. Councillor Leatham -Councillor Leatham reported to Council ideas he received from the Southwest Ontario Tourism conference. Deputy Mayor Bodnar - Deputy Mayor Bodnar commented on the Ontario Good Roads Association conference. CLOSED SESSION RES. NO.16 Moved by Seman Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin adjourn to a closed session to discuss: • Personal matters about an identifiable individual (M.A. s.239 (2)(b)); • Proposed or pending acquisition or disposition of land(M.A. s.239 (2)(c)). DISPOSITION: Carried RES. NO.17 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 The C.A.O.-Clerk updated Council. CONFIRMING BY-LAW Al March 9,2017 .....Page 8 of 8 RES, NO.18 Moved by Wolf Seconded by Leatham RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on March 9, 2017 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.19 Moved by Seman Seconded by Wolf RESOLVED that a By-law to confirm the proceedings of the meeting held on March 9, 2017 be now read a third time and finally passed, signed, sealed and numbered By-law 2017-23 March 9, 2017 Confirming By-law. DISPOSITION: Carried ADJOURNMENT RES. NO.20 Moved by Seman Seconded by Wolf RESOLVED that this Regular Meeting of Council shall adjourn at 12:15 p.m.to meet again on March 23,2017. DISPOSITION: Carried These minutes were adopted on the 23`d of March, 2017. Bernie Wiehle R.Scott Gawley Mayor C.A.O.-Clerk MUNICIPALITY OF WEST ELGIN _f NOTICE OF PUBLIC HEARING APPLICATION FOR MINOR VARIANCE 256 Ridout Street—MV 01117 Tracy Kelly Village of Rodney DATEITIME: 10:00 a.m.Thursday, March 23rd,2017 LOCATION: West Elgin Municipal Building -22413 Hoskins Line-north of the Village of Rodney PURPOSE: To permit an accessory-build!ng with an increase in total lot coverage The subject lands are situated on the west side of Ridout Street within the Village of Rodney being South Part of Lots 5 and 6 Block B Plan 67 and known municipally as 256 Ridout Street. The subject lands have an area of 809.37 m2 (8,712.0 ft.2), a depth of 40.23 m (132.0 ft.) and a frontage of 20.12 m (66.0- t.) along Ridout Street. The parcel is occupied by a single unit dwelling with an attached garage and shed and is used for residential use. The lands are zoned Residential First Density (R1) Zone in the Municipality of West Elgin Comprehensive Zoning By-law 2015-36. Permitted uses include a single unit dwelling, home occupation, and an accessory building. The owners are proposing to construct a new accessory building (detached garage). Section 4.1 f)Accessory Uses, Buildings and Structures states an accessory building or structure shall not exceed ten (10) per cent coverage of the total lot area. The owner is proposing total lot area coverage of 18.3% for the proposed new accessory building j (detached garage). An existing detached garage and an existing shed will be removed. The location of the subject lands are shown on Schedule"A" on the back of this notice. The variance, if granted, would be subject to such conditions as the Committee of Adjustment deems necessary or reasonable in the circumstances. The subject lands are designated 'Residential' in the West Elgin Official Plan. The granting of minor variances is permitted in accordance with Section 10.5.7 of the Official Plan. THIS IS A PUBLIC HEARING and you.may appear before the Committee at that time, however, if you, a notified party, do not attend the hearing, the Committee can proceed in your absence and you are not entitled to any further notice of proceedings. WRITTEN COMMENTS may be submitted to the Secretary-Treasurer prior to the hearing. Requests for copies of the decision of the Committee of Adjustment or notice of adjournment of hearing, if any, must be in writing and addressed to the Secretary-Treasurer. ADDITIONAL INFORMATION relating to this application is available between 8.30 a.m. and 4:30 p.m. at the Municipal Building (519) 785-0560 from the Municipal Planner, Heather James. DATED AT RODNEY this 81"day of March, 2017. Municipality of West Elgin co aw ey N 22413 Hoskins Line Secretary-Treasurer P.O. Box 490 Committee of Adjustment Rodney, Ontario NQL 2CO Telephone: (519) 785-0560 Fax: (519)785-0644 Email: sgawley_ftwestelgin.net March 7, 2017. Dear Council, I am requesting a delegation before Council and wish to attend your March 231 meeting beginning at 9:30 a.m., I ask that you exempt my facility, Whisper Willow Nature Retreat, from the prohibition against the keeping of captive wildlife, Bylaw No. 2004-48, Being A By-Law To Prohibit And Regulate The Keeping Of Exotic Animals in The Municipality Of West Elgin. I am providing materials to be incfuded within Council Agenda, a detailed overview of plans for the retreat and in a separate document, Whisper Willow's exhaustive safety measures and plans. Public safety is Whisper Willow's utmost priority, with focus being on incident prevention and maximum safety for the public, retreat staff and for the animals residing at our facility. We wish to house two wolves,two foxes, a lion and tiger housed together and as yet an undecided smaller wild species. All wildlife will be housed and managed according to AZA(Association of 1' Zoos and Aquariums)guidelines, with these undergoing review as needed and being strictly incorporated into staff training and daily animal husbandry procedures and routines. Whisper Willow Nature Retreat will be an exciting educational adventure for the whole family, benefitting West Elgin with employment and volunteer opportunities. The retreat's numerous programs, activities contests ands special events will encourage tourism and provide much- , p g p needed vitality to the community. Licencing for our indigenous species is already forthcoming from Ontario's Ministry of Natural Resources and Forestry who we have been consulting with since November of 2014. Whisper Willow will offer tours and group adventures, special (safe) animal encounters, nature photography, writing and art classes, annual writing and art contests, wildlife keeper and internship programs and an educational children's day camp. We also plan various community programs offering field placement and cooperative learning as well as free programs for abused women and children and people suffering from PTSD (post-traumatic stress disorder). am very passionate about this project as I am an abuse survivor and know firsthand the powerful healing effect of animals, both domestic and wild, and the strength and fortitude reaped from the natural world. Whisper Willow will focus on "nurture through nature" and education and empowerment through the natural world. Thank you for your time and consideration, Savannah Raine C--ja OF The Municipality El p tY o f West in g TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: March 23, 2017 SUBJECT: Grader Purchase RECOMMENDATION: THAT Council approve the purchase of(1) one new John Deere 672GP Grader from Nortrax Canada Inc. for the tendered price of$297,460.00 (plus applicable taxes). INTRODUCTION: West Elgin currently operates two motor graders within the public works department. One 740 Champion (1998) and one G720B Volvo (2004) are used to carry out summer and winter maintenance operations within the municipality. Funds have been allocated in the 2017 budget for replacement of one unit. DISCUSSION: Many items were taken into account when planning this replacement including service history of current units, trade value, future equipment plans and final tender results. Staff first compared maintenance costs of the two current graders during the previous seven years (2010-2016). Excluding tires and blades, as these are normal wear items, $34,321.00 was spent on the Champion grader and $64,973.00 was spent on the Volvo grader. Estimates were then obtained on trade-in value, with the Champion coming in at approx. $20,000.00 and the Volvo coming in at approx. $45,000.00. It was also determined that the condition of snow equipment being utilized on the Volvo grader was good enough to warrant installing it on a new machine, therefore further decreasing the overall cost of this year's replacement by an additional $40,000.00. Equipment reserves can then be replenished to cover the purchase of a second unit, complete with new snow equipment, scheduled for 2019. As part of future plans for purchasing another unit in 2019, serious consideration should be given to keeping the Champion grader in West Elgin. This grader would make an excellent spare in case of emergency and to assist with winter operations during extreme weather situations. It has been maintained and operated here since new, had relatively few mechanical issues and would be far more valuable to the municipality than the expected $15-$20K dollar trade value. Additionally, any money spent on the Champion grader over the next 2 years would be value added if the unit was kept after being retired from daily service. Demonstrator units were supplied to the public works department by Cat and John Deere for trial by West Elgin operators. Since the municipality currently owns neither a CAT or a John Deere, and controls have been modified in recent years to provide better ergonomics, it was important to get operator feedback to be used in the decision making process. It is also worth noting that although the tender called for the use of our existing snow equipment, John Deere found it cost beneficial to supply us with a new hydraulic wing (identical to current model) vs. retrofitting the existing hardware. Tenders were accepted until the closing date of Friday March 17" with the following two being received — 1. Toromont— CAT Total tendered price $330,000.00 Trade in allowance $31,000.00 _ Net Price $299,000.00 2. Nortrax Canada Inc. —John Deere Total tendered price $347,460.00 Trade in allowance $50,000.00 Net Price $297,460.00 After reviewing the tenders to make sure all specifications were met and giving lengthy consideration to the many items included within this report, John Deere is being recommended as the preferred supplier. Respectfully Submitted, Reviewed by, voW, a Lee Gosnell Scott Gaw e , CAA, CGA Y Public Works Superintendent C.A.O./Clerk Ontario Clean deter Agency Agence Ontarienne Des Eaux March 17, 2017 Tom Clubb 3232 White Oafs Road, 3rd Floor London, ON N6E 1L8 Attention: Mr.Clubb RE: Rodney Wastewater Treatment Plant Annual Report 2016 The Ontario Clean Water Agency is the Operating Authority for the Rodney Wastewater Treatment Plant on behalf of the Municipality of West Elgin. The system is operated under Environmental Compliance Approval 3-0871-88-949. Please find attached the 2016 Annual Report for the Rodney Wastewater Treatment Plant. Feel free to contact me should you require any additional information regarding the report. I can be reached at 226-377-3563. Sincerely, Cindy Sigurdson Process and Compliance Technician, Ontario Clean Water Agency C.C. Scott Gawley, Municipality of West Elgin Dale LeBritton,Ontario Clean Water Agency Stephen Dunn, Ministry of the Environment and Climate Change .I MUNICIPALITY OF WEST ELGIN RODNEY WASTEWATER TREATMENT PLANT i a 2016 ANNUAL REPORT January 1 to December 31,2016 Environmental Compliance Approval#3-0871-88-949 Prepared by: Ontario Clean Water Agency Agenc a Ontalrmonne Des Faux Table of Contents i Section1: Overview.............................................................................................1 Section 2: Monitoring Data...................................................................................2 Section 3: Operating Problems and Corrective Actions.......................................9 Section 4: Maintenance .......................................................................................9 Section 5: Effluent Quality Assurance..................................................................9 Section 6: Calibration and Maintenance ..............................................................9 Section 7: Effluent Quality.................. 10 Section8: Biosolids............................................................................................10 Section 9: Community Complaints.....................................................................11 Section 10: Bypasses, Spills, and Abnormal Discharges...................................11 Section 11: Alterations, Extensions or Replacement of the Works ....................11 Section12: Summary.........................................................................................11 Appendix A: Analytical Data Section 1: Overview The wastewater treatment plant was operated under Environmental Compliance Approval 3- 0871-88-949 dated April 12, 1994 with amendments September 24, 1998. Collection System The collection system contains gravity sewers that lead to the Main Pumping Station located on Furnival Road. It contains a wet well with two submersible pumps that pump to the treatment plant. Backup power is supplied by an onsite generator. Plant Description The Rodney Wastewater Treatment Plant is an extended aeration facility which consists of: extended aeration, settling, UV disinfection (seasonal), phosphorus removal,and filtration. The extended aeration process is designed to remove carbonaceous and nitrogenous organic compounds(BOD). Aluminum Sulphate is used for phosphorus removal. After the clarifier the effluent is filtered and seasonally disinfected using ultraviolet light,then discharged to Sixteen Mile Creek. Sludge is directed to the lagoon for storage and settling. Decant liquid off the lagoon is returned to the influent of the plant. I Process Details • Wastewater is directed into the sewage lift station from the Village of Rodney by gravity. Wastewater is pumped from the sewage lift station located near the junction of Furnival Road and King Street by force main into a reinforced concrete splitter chamber, provided with a mechanical rake bar screen. • The secondary treatment system consists of two aeration basins, one reinforced concrete clarifier tank and two return activated sludge pumps. • The phosphorous removal system consists of one 30,0001_fiber reinforced tank with spills containment equipped with z diaphragm type metering pumps(1 duty and 1 standby). • Three mechanical aerators in each aeration tank provide oxygen at a low pressure in the aeration tanks. • The tertiary treatment system consists of four(4) continuous back wash 2 metre deep bed, granular single media sand filtration units housed in the filter building. Hydrogen peroxide is introduced for filter cleaning when necessary. • The disinfection system consists of a ultra-violet(UV) unit through which the effluent is discharged seasonally. • A concrete V-notch weir flow measuring chamber is installed between the clarifier and the filter building. • Operations are controlled by a programmable logic controller(PLC).A data logging computer system with local monitoring capability is used to monitor,trend, and record select process parameters. • Laboratory space is also located at the WWTP to allow for basic laboratory analyses to be conducted by the plant operator. • Process control is monitored by SCADA at the West Lorne Wastewater Treatment Facility. Page 1 of 11 i I Section 2. Monitoring Data Sample Collection and Testing All samples are collected and tested as per the requirements of the Environmental Compliance j Approval. Raw sewage is sampled bi-weekly and tested for BOD5,total suspended solids,total phosphorus, and total Kjeldahl nitrogen. The raw samples are collected as 24 hour composite samples. Final effluent is sampled bi-weekly and tested for BOD5i total suspended solids,total phosphorus,free ammonia nitrogen,total Kjeldahl nitrogen, nitrite, nitrate, pH and alkalinity. Samples are collected using an automatic composite sampler and collected over a twenty-four hour period. Grab samples for dissolved oxygen and temperature are collected bi-weekly. A grab sample for E.coli is sampled bi-weekly during the disinfection period from April 15 to October 15. In-house tests are conducted on a weekly basis on the final effluent, raw influent and the mixed liquor suspended solids at the plant to check plant performance and to make any operational changes required. In 2016, all chemical and microbiological sample analyses were conducted by SGS Lakefieid Research. Temperature, pH and dissolved oxygen were conducted by staff at the treatment plant. The receiving stream temperature is performed at Sixteen Mile Creek. Flows Detailed monthly flow information is summarized in Appendix A. The total flow treated in 2016 was 137,647.8m3,which corresponds to an 0.2%increase from 2015 raw flows. The annual average daily flow for the reporting period was 376.1m3/day,or 63.7%of the plant's rated design capacity of 590m3/day(refer to Chart 1). Page 2 of 11 Chart 1. The average daily raw sewage flow to the plant in 2016 compared to 2015. 700 600 1 500 — — --- 2015 Average Daily I Flow ' 1 400 ... . - --- - -- --- - (m3 d) 300 — — — — ®2016 Average Daily 200 Flow (m3/d) 100 L� Design Average Flow 0 (m 3/d) LA M M M Q 1 L Q 3 t'O E E E Q a O o w ,} z c� Raw Sewage Quality i The annual average raw sewage BODS concentration to the plant was 102.7mg/L with a maximum concentration of 364mg/L.The average BOD5 loading to the plant was 38.6kg/d for 2016. The annual average concentration of BOD5 has increased 12%from 2015, refer to Chart 2. Chart 2. Average monthly raw concentration of BODS for 2016 compared to 2015. 250 200 150 100 + - - - —- --- - 2015 Raw BOD5(mg/L) M2016 Raw BOD5(mg/L) 50 — 0 I L L f6 LL Q Q to Q z a a Q Page 3 of 11 The annual average raw sewage suspended solids(TSS) concentration to the plant was 1O0.6mg/L,with a maximum of 511mg/L. This corresponds to an average TSS loading to the plant of 37.8kg/day. The average concentration of TSS has increased 72.8%from 2015, refer to Chart 3. This large increase is attributed to high values in June and July. Chart 3. The average monthly raw concentration of TSS for 2016 compared to 2015. 300 - 250 - I 200 — 150 — 100 2015 Raw TSS(mg/L) ®2016 Raw TSS(mg/L) 50 0 M 0 M LL g a a Vn 0 z in a' M a The annual average raw sewage Total Kjeldahl Nitrogen (TKN)concentration to the plant was 3O.7mg/L,with a maximum of 6O.8mg/L. This corresponds to an average TKN loading to the plant of 11.5kg/day. The average concentration of TKN has increased 14.9%from 2015, refer to Chart 4. Chart 4. The average monthly raw concentration of TKN for 2016 compared to 2015. 50 - 45 - ----- -- - --- ---- --- - 40 .. . -- 35 E - --- — 30 - --- _ -- 25 — --- I 20 - - 2015 Raw TKN (mg/L) 15 - - - 0 2016 Raw TKN m /L 10 - ( R ) 5 ( - I 0 I coo o a�i ctn i j M a Q-g a g a y o z o a Page 4 of 11 The annual average raw sewage Total Phosphorus(TP)concentration to the plant was 3.37mg/L,. with a maximum of 7.96mg/L. This corresponds to an average TP loading to the plant of 1.27kg/day. The average concentration of TP has increased 19.8%from 2015, refer to Chart 5. Chart S. The average monthly raw concentration of TP for 2016 compared to 2015. 6 -._. _..---- ---- --- - ---- -- - - 5 -_ I I 4 — 3 - - 2015 Raw TP(mg/L) 2 M 2016 Raw TP(mg/L) 1 a `i ro Q �° in O a O a c C Q Effluent Limits Detailed analytical data is attached to this report as Appendix A. The following table provides a summary of the monthly average concentration and loading ranges compared to the limits set in the Environmental Compliance Approval. Page 5 of 11 i Summary and Comparison of Compliance Data Table 1. Monthly average concentration and loading ranges for 2016. Monthly Monthly Monthly Monthly Average Average Average Average Parameter Effluent Effluent Loading Loading Result Limit Result Ranges Limit Ranges (mg/L) (mg/L) (kg/d) (kg/d) BODS 10(a) <2—3.5 6.9 0.5-1.1 15(b) <2--4.0 Suspended Solids 10(a) <2-6 6.9 0.6-1.8 15(b) <2—6.5 Total Phosphorus 0.5(a) 0.04-0.14 1.0(b) 0.07-0.17 0.4 0.01-0.05 Total (Ammonia+ 3.0(a) <0.1-0.70 2.2 0.03-0.20 Ammonium) Nitrogen 5.0(b) <0.1—<0.1 E.coli 200 <2—1.6 Unionized Ammonia* 0.1 0-0.08 NOTE: (a) limit applies during the non-freezing period (b) limit applies during the freezing period *single sample results Discussion on Monitoring Data as Compared to the Effluent Limits There were no non-compliances with Environmental Compliance Approval limits. The annual average effluent BOD5 for 2016 was 2.3mg/L, which is a 37.7%decrease from 2015 (refer to Chart 6). The annual loading of BOD5 at the plant in 2016 was 0.9kg/d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 6. The effluent monthly average concentration of BOD5 in 2016 compared to 2015 concentrations. 16 T 14 12 _ ----- -- -- --- - ---- I $ — -- ". --- —______._ „V 2015 BOD5(mg/L) 6 - --- - =-- -- - -- ---- --- 2016 BOD5(mg/L) E 4 �� -- - ------ Objective 2 - - ® Limit(mg/L) I �. _ ___ E T ? t - '�- QS >_ 41 N v . v b0 ao i Q 3 .0 .0 M M Q � E ° E E v u m as Q O O aUi �---_ -- -- Page 6 of 11 The annual average effluent Total Suspended Solids (TSS)for 2016 was 2.7mg/L,which is a decrease from 2015 by 19%(refer to Chart 7). The annual loading of TSS at the plant in 2016 was 1.0kg/d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 7. The effluent monthly average concentration of TSS in 2016 compared to 2015 concentrations. 16 _ 14 12 8 -- --- 2015 T55(mg/L) 6 t} L ®2016 T55(mg/L) - Objective(mg/L) 2 - - - Limit(mg/L) 0 M ¢ ¢ o n W U- o W z ❑ The annual average effluent Total Ammonia +Ammonium Nitrogen (TAN)for 2016 was 0.15mg/L,which is a 13.1°/decrease from 2015 (refer to Chart 8). The annual loading of TAN at the plant in 2016 was 0.05kg/d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 8. The effluent monthly average concentration of TAN in 2016 compared to 2015 concentrations. 6 4 1 U ® 2015 TAN(mg/L) ®2016 TAN(mg/L) 2 -- Objective(mg/L) 1 --- — Limit(mg/L) s? L L .L T D1 T Vi N D] cu Ql j I CL O O E O E E ¢ t a� m LL Q O Q1 W ! Ln Z ❑ Page 7 of 11 i The annual average effluent Total Phosphorus (TP)for 2016 was 0.09mg/L,which is a 9.5% decrease from 2015 (refer to Chart 9). The annual loading of TP at the plant in 2016 was 0.03kg/d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 9. The effluent monthly average concentration of TP in 2016 compared to 2015 concentrations. j 1.2 - - 0.8 �- - 0.6 2015 TP(mg/L) ` ® ® ® ° ® ® — - a 2016 TP(mg/L) 0.4 P Objective(mg/L) 0.2 I - — . -- o Limit(mg/L) 0 }J L L L L a ¢ E v Q LL o o v �— VI z a The annual geometric mean effluent E. coli for 2016 was 1.9cfu/100mL, which is a 73%decrease from 2015 (refer to Chart 10). Refer to Table 1 for a list of monthly geometric mean effluent limits. Chart 10. The effluent monthly geometric mean concentration of E.coli in 2016 compared to 2015 concentrations. 250 200 2015 E.soli i 150 (cfu/10QmL) ®2016 E.soli 100 (cfu/100mL) I Objective 50 - - --..�. - ---- _ (cfu/100mL) ® � Limit(cfu/100mL) to N 4] aJrNTa4 I 1 M f0 3 O Q M ¢ tl�J U N N li fl O N Z o { Page 8 of 11 I I Section 3: ORerating Problems and Corrective Actions Ongoing SCADA issues with communications and overall use of system. This has been placed on the capital list created by OCWA to be replaced. Cold temperatures can affect the treatment of the sewage. The mechanical surface aerators in the aeration tanks lowers the temperature of the contents further. Usually, adjustments to the mixed liquor suspended solids at the plant is enough to remain in compliance during these cold periods, however in extreme winters this is not enough. A replacement of the mechanical aerators is proposed in 2017. Not only should this improve treatment but will be more energy efficient. The collection system on Third Street has required frequent monitoring due to backing up of sewage in the area. This area was flushed and snaked to clean out. Section 4: Maintenance Regular scheduled monthly preventative maintenance is assigned and monitored using the Workplace Management System (WMS) program. The following is a summary of maintenance performed other than WMS work orders: • Repaired alum tank ladder • Repairs to surface aerator#1 and 4 • Repairs to pump station floats and Milltronics • Repairs to alum system Section 5: Effluent Quality Assurance Effluent quality assurance is evaluated by monitoring parameters and changes throughout the plant processes. The operators monitor the aeration tank by performing weekly tests on the mixed liquor. These tests include dissolved oxygen, pH,temperature, settling tests, Mixed Liquor Suspended Solids(MLSS),and Mixed Liquor Volatile Suspended Solids(MLVSS). As well, monitoring of the alum dosages, wasting volumes and Return Activated Sludge Suspended Solids is completed. Data collected from these tests provide information to the operator to make the appropriate adjustments in the treatment process and take corrective actions before the plant reaches its effluent limits. Section 6: Calibration and Maintenance Annual maintenance on the generator was completed by Albert's Generator Services. Flowmetrix Technical Services Inc. performed the annual calibration on the flow meter in April. In house meters for pH and dissolved oxygen are calibrated by OCWA operators as per manufacturer's instructions. Page 9 of 11 Section 7: Effluent Quality Effluent Objectives The following table shows the monthly average effluent concentrations ranges and loadings to the effluent objectives outlined in the Environmental Compliance Approval. J p pp Table 3. Monthly average effluent concentration and loadings compared to objectives. Parameter Average Average Average Average Monthly Monthly Monthly Monthly Effluent Effluent Result Loading Loading Result Objective Ranges Objectives Ranges (mg/L) (mg/L) (kg/day) (kg/day) BOD$ S(a) <2—3.5 3.9 0.5-1.1 10(b) <2—4.0 Suspended Solids 5(a) <2-6 3.9 0.6-1.8 10(b) <2—6.5 Total Phosphorus 0.3(a) 0.04-0.14 0.28 0.01-0.05 0.8(b) 0.07-0.17 Total (Ammonia + 2.0(a) <0.1—0.70 Ammonium) 4.0(b) <0.1—<0.1 1.57 0.03-0.20 Nitrogen E. coli 150 <2—1.6 Dissolved Oxygen 5 (minimum) 1 5.97-14.1 E Discussion of Effluent Objectives The Rodney WWTP met all the monthly averaging loading objectives in 2016, however it did not meet all monthly average concentration objective set out in the Environmental Compliance Approval. There was one monthly average objective that was exceeded,this was for total suspended solids in the month of November(refer to Chart 7). Despite this objective being exceeded, the plant remained in compliance with effluent limits and recovered. The increased suspended solids was a result of poorer filter performance. The plant has since recovered and there were no further objective exceedances. The plant performed similarly in 2015 and 2016 where both years there was only one objective exceedance with the Environmental Compliance Approval. The annual average flow for 2016 was 376.10/d, which is below the design flow of 590M3/d. The design average daily flow for the plant was exceeded 18 times during the year, compared to 20 times in 2015. The hydraulic peak flow of 2,190m3/day for the plant was not exceeded 2016. Section S: Biosolids The lagoon is used for sludge digestion and storage as per the Environmental Compliance Approval. The waste activated sludge (WAS) process transfers to the lagoon. The sludge is Page 10 of 11 i allowed e to settle at the bottom of the lagoon and the liquid is pumped back to the head of the plant for treatment. There is sludge build up at the discharge pipe from the plant to the lagoon. In 2016,the amount of WAS transferred to the lagoon was approximately 4,600m3. It is anticipated that a similar amount will be transferred in 2017 (4,500m). Section 9: Community Complaints There was a couple community complaints on Third Line in Rodney received due to sewage backups in the area. The collection system was flushed and snaked to remove the blockage. As a result of the issues received this area is routinely inspected and flushed by the operators of the system. No other community complaints with regards to plant operations were received in 2016. Section 10: Bypasses, S ills and Abnormal Discharges There were no by-pass events for the Rodney WWTP during 2016. The Rodney Wastewater Treatment Plant can direct raw sewage from the pump station to the lagoon when there is a power failure of long duration or is there is high flow to the plant. Flow was not temporarily diverted to the lagoon in 2016. The pump station has back up power; however,the treatment plant does not have any back up power. Section 11:_Alterations, Extensions or Replacement of the Works There were no major alterations, extension or replacements of works in 2016. It has been recommended for capital upgrades to the aeration system, SCADA system,generator,filters and alum system in 2017. Section 12: Summary Overall the Rodney Wastewater Treatment Plant provided effective treatment in 2016,with no non- compliances and only one objective exceedance. Capital improvements to the system will ensure continued success in the operation of the plant and to improve the effluent quality. Page 11 of 11 APPENDIX A Analytical Data �II�IIII�IIII,1111�0I�IIII. I�111 11 @II�11�11 I�N�11�11�11� X11111111 w������'�m�mm�0���� �����u���� ���M�������000���000808�O0M�o�0������ �11 ' �11�11�t1�11�11�11�',� 1111 III uII��IIIIIII��II��...IllO. ......_. ��������u����������■��������������� �ii�ii�iiu�i�ii�ii��ii��� i��i�iii ����a�������mom0�0��0����n������0�� ............�.........oao...omo...... ������������.a����������������������� ��������0�����om�������������0������� ............��.a.m�o.�.00.�............ ������a�������������� ������������� �������������00����� ��u��������� o�a000�ommm000 o rmoo�000 Ontario Clean Water Agency Agence ®ntar Jenne Des Faux March 17, 2017 Tom Clubb Ministry of the Environment and Climate Change 3232 White Oak Road, 3rd Floor London ON N6E 11-8 Attention: Mr. Clubb RE: West Lorne Wastewater Treatment Plant Annual Report 2016 The Ontario Clean Water Agency is the Operating Authority for the West Lorne Wastewater Treatment Plant on behalf of the Municipality of West Elgin. The system is operated under Environmental Compliance Approval 3-0442-90-938. Please find attached the 2016 Annual Report for the West Lorne Wastewater Treatment Plant. Feel free to contact me should you require any additional information regarding the report. I can be reached at 226-377-3563. Sincerely, Cindy Sigurdson Safety, Process and Compliance Manager, Ontario Clean Water Agency C.C. Scott Gawley, Municipality of West Elgin Dale LeBritton,Ontario Clean Water Agency Stephen Dunn, Ministry of the Environment and Climate Change MUNICIPALITY OF WEST ELGIN WEST LORNE WASTEWATER TREATMENT PLANT 2016 ANNUAL REPORT January 1 to December 31, 2016 Environmental Compliance Approval # 3-0442-90-938 Prepared by: Ontario Clown Water Agency Agence Ontaroenne Des Eaux 1 Table of Contents i, 2 Section1: Overview........................................................................................................... 1 Section 2: Monitoring Data...................................................... ............2 Section 3: Operating Problems and Corrective Actions....................................................9 Section 4: Maintenance.................................................................................................... 10 Section 5: Effluent Quality Assurance............................................................................. 10 Section b: Calibration and Maintenance.......................................................................... 10 Section 7: Effluent Quality.............................................................................................. 11 Section8: Biosolids ......................................................................................................... 12 Section 9: Community Complaints.................................................................................. 12 Section 10: Bypasses, Spills, and Abnormal Discharges................................................. 12 Section 11: Proposed Alteration, Extension or Replacement of Works.......................... 12 Section 12: Modifications to Works....................................................... ................... 12 Section13: Summary....................................................................................................... 12 Appendix A: Analytical Data { Section 1: Overview Overall the West Lorne Wastewater Treatment Plant provided effective wastewater treatment in 2016. The wastewater treatment plant was operated under Environmental Compliance Approval 3-0042-90-938 dated November 8, 1993 with amendments July 6, 1994 and September 24, 1998. Collection System The collection system contains gravity sewers that lead to the Main Pumping Station located on Marsh Line. It contains a wet well with three submersible pumps that pump to the treatment plant. There is a receptacle for a portable generator should the need arise for backup power. In emergencies,the wetwell contains an overflow pipe that discharges to the West Lorne Lagoon. Plant Description The West Lorne Wastewater Treatment Plant is an extended aeration facility which consists of: grit removal and screening, extended aeration,settling, phosphorus removal,filtration and UV disinfection (seasonal). The extended aeration process is designed to remove carbonaceous and nitrogenous organic compounds(BOD). Aluminum Sulphate is used for phosphorus removal. After the clarifier the effluent is seasonally disinfected using ultraviolet light,then discharged to Zoller Drain. Zoller Drain is connected to Brock's Creek and then from there it goes to Lake Erie. Sludge is directed to the lagoon for storage and settling. Decant liquid off the lagoon is returned to the influent of the plant for treatment. Process Details • Wastewater is directed into the sewage lift station from the Village of West Lorne by gravity.Wastewater is then pumped from the sewage lift station located on Mash Line into a reinforced concrete inlet channel, provided with a mechanical rake bar screen. • The secondary treatment system consists of two trains each consisting of: aeration tank,clarifier tank, and two return activated sludge pumps. • The phosphorous removal system consists of one 15,0001.plastic tank with 2 diaphragm type metering pumps 1 duty and 1 standby. • Lime system for pH and alkalinity control(currently not in use) • The objective of the system is to remove organics, total Kjeldahl nitrogen (TKN), phosphorous and ammonia-nitrogen. • Two rotary lobe blowers one duty and one standby supply low pressure air to the aeration tanks. • The tertiary treatment system consists of three continuous back wash, up flow, deep bed, granular single media sand filtration units housed in the filter building.The disinfection system consists of a ultra-violet(UV) unit through which the effluent is discharged. • Operations are controlled by a programmable logic controller(PLC). A data logging computer system with local monitoring capability • Laboratory space is also located at the WWTP to allow for basic laboratory analyses to be conducted by the plant operator Page 1 of 12 Section 2: Monitoring Data Sample Collection and Testing All samples are collected and tested as per the requirements of the Environmental Compliance Approval Raw sewage is sampled bi-weekly and tested for BOD5,total suspended solids,total phosphorus, total Kjeldahl nitrogen, and alkalinity. The raw samples are collected as 24 hour composite samples. Final effluent is sampled bi-weekly and tested for BOD5,total suspended solids,total phosphorus, free ammonia nitrogen,total Kjeldahl nitrogen, nitrite, nitrate, pH and alkalinity. Samples are collected using an automatic composite sampler and collected over a 24 hour period. A grab sample of temperature and dissolved oxygen is collected bi-weekly. A grab sample for E. coli is sampled bi-weekly during the disinfection period from April 15 to October 15. In-house tests are conducted on a weekly basis on the final effluent, raw influent and the mixed liquor suspended solids at the plant to check plant performance and to make any operational changes as required. In 2016, all chemical and microbiological sample analyses were conducted by SGS Lakefield Research. Temperature, pH and dissolved oxygen were conducted by operators at the treatment plant. The receiving stream temperature is monitored. Flows Detailed monthly flow information is summarized in Appendix A. The total flow treated in 2016 was 170,684m3,which corresponds to a 4.5%decrease from 2015 raw flows, refer to Chart 1. The annual average daily flow in 2016 was 466m3/day, or 51.8%of the plant's rated design capacity of 900m3/day. Page 2 of 12 Chart 1. Average daily raw flow for 2016 compared to 2015. 1000 - — 800 - 700 2015 Average Daily 600 ---- — ---------.--...— — Flow 500 (m3/d) l 400 — _ ®2016 Average Daily 300 Flow (m3/d) 200 100 _ - Design Average Flow (m3/d) 0 5 q1 N `m a j � � R °' � � sa sa � � ro Q d W v a O o w z i The design average daily flow for the plant was exceeded 13 times during the year, compared to 12 times in 2015(refer to Table 1). The hydraulic peak flow of 2,700m3/day for the plant was not exceeded in 2016. Table 1. Daily design flow exceedances in 2016. Date Flaw(M3/day) 02/24/2016 1,134 03/28/2016 1,010 03/31/2016 1,452 04/01/2016 1,039 04/02/2016 1,039 04/03/2016 1,039 04/07/2016 1,127 04/08/2016 908 04/09/2016 908 04/10/2016 908 04/11/2016 1,210 04/14/2016 935 12/26/2016 916 Page 3 of 12 i Raw Sewage Quality The annual average raw sewage BOD5 concentration to the plant was 90mg/L with a maximum concentration of 197mg/L. The average concentration of BOD5 has increased 3.9%from 2015, refer to Chart 3. The average BOD5 loading t o the plant w as 42k g/d for 2016. Refer to A pp endix A for detailed analytical data. Chart 3. Raw sewage average monthly concentration of BOD5 for 2016 compared to 2015 concentrations. 180 160 140 120 — 100 SO 2015 Raw BOD5(mg/L) 60 40 - 02016 Raw BOD5(mg/L) — k 20 0 i a a N o z ❑ a' C C Q The annual average raw sewage suspended solids(TSS)concentration to the plant was 92.4mg/L,which is a 28%increase from 2015(refer to Chart 4). This corresponds to an average TSS loading to the plant of 43.1kg/day. Refer to Appendix A for detailed analytical data. Chart 4. Raw sewage average monthly concentration of TSS for 2016 compared to 2015 concentrations. __......_..._..... .--------- 250 i - -- — --- — 200 __._- __.------- 150 - 100 - - - _ -- - 2015 Raw TSS(mg/L) 0 2016 Raw TSS(mg/L) 50 _. r Y. .... Ir - r-- ; r rca m m CL m M w 0' 'o aj �o 11 2 Q a �„ o z o a m c c a Page 4 of 12 The annual average raw sewage nitrogen concentration (as represented by TKN)to the plant was 28.1mg/L with a loading of 13.1kg/d. This is a decrease of 5.3%from the 2015 annual average concentration, refer to Chart 5. Refer to Appendix A for detailed analytical data. Chart 5. Raw sewage average monthly concentration of TKN for 2016 compared to 2015 concentrations. 60 50 - 40 2015 Raw TO (mg/L) 20 ■2016 Raw TKN (mg/L) 10 0 °1. g ¢ Q r°i 0 z o Q to is c c a The annual average raw sewage total phosphorus(TP)to the plant was 3.09mg/L,with a loading of 1.44kg/d. This is a decrease of 1.6%from 2015 annual average of TP, refer to Chart 6. Refer to Appendix A for detailed analytical data. Chart 6. Raw sewage monthly average concentrations of TP for 2016 compared to 2015 concentrations. 7 - --- 6 5 -- 4 - I 3 2015 Raw TP(mg/L) 2 - N 2016 Raw TP(mg/L) 1 - 0 r- - - T -- r- - r LL Q cz Q to 0 z a Q (0 7 c a Page 5 of 12 I The annual average raw sewage alkalinity to the plant was 269mg/L. This is an increase of 0.4% from 2015 annual average alkalinity, refer to Chart 7. Refer to Appendix A for detailed analytical data. Chart 7. Raw sewage average monthly concentrations of alkalinity for 2016 compared to 2015 concentrations. 400 — 350 300 -- 250 200 2015 flaw Alkalinity 150 (mg/L) 100 E 2016 Raw Alkalinity 50 _ (mg/L) 0 iv L '' c 75 aai ' o °A LL Q < ( o z o M < Effluent limits Detailed analytical data is attached to this report as Appendix A. The following table provides a summary of monthly average effluent result ranges and loading ranges compared to the compliance limits in the Environmental Compliance Approval. Summary and Comparison of Compliance Data Table 1. Monthly average Effluent limits and monthly average loading limits compared to sample results received at the West Lorne WWTP. Parameter Monthly Monthly Average Monthly Average Average Monthly Average Loading Effluent Effluent Result Loading Ranges Limit Ranges Limit (kg/d) (mg/L) (mg/L) (kg/d) BOD5 10(a) <2--2.5 9.0(a) 0.6-1.9 15(b) 2.5-3 135(b) 1.2-1.8 Suspended Solids 10(a) <2—8.3 9(a) 0.7-2.7 15(b) 3-5.3 135(b) 1.8-3.8 Total Phosphorus 0.5(a) <0.05-0.24 0.45(a) 0.02-0.09 1.0(b) 0.13-0.16 0.9(b) 0.06-0.10 Total (Ammonia + 3.0(a) <0.1-<0.1 27(a) 0.03-0.07 Ammonium) Nitrogen 5.0(b) <0.1—<0.1 45(b) 0.04-0.07 E. coli (geomean) 200 2- 110 NOTE: (a)limit applies during the non-freezing period (b)limit applies during the freezing period Page 6 of 12 I Discussion on Monitoring Data as Compared to the Effluent Limits The annual average effluent BOD5 in 2016 was 2.3mg/L, which is a decrease by 20.9%from 2015 (refer to Chart 8). The annual loading of BOD5 was 1.08kg/d. Refer to Table 1 fora list of monthly average effluent limits and loading limits. Chart 8. The effluent monthly average concentration of BOD5 in 2016 compared to 2015 f! concentrations. 14 12 10 — ---- w—rfa® — -. 8 2015 BOD5(mg/L) J 6 ®2016 BOD5'(mg/L) 4 --- .-- -------- --��_ objective(mg/L) 2 Limit(mg/L) 0 >_ vl a a a 07 bo CL A -0 Q Q 1 Q M g Q ai t W m O Z in N The annual average effluent Total Suspended Solids (TSS)for 2016 was 4.8mg/L,which is a 39.6% increase from 2015 (refer to Chart 9). The annual loading of TSS at the plant in 2016 was 2.3kg/d. The increase is attributed to algae growth in July and August. Proposed capital includes filter replacement which should reduce the effluent suspended solids. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 9. The effluent monthly average concentration of TSS in 2016 compared to 2015 concentrations. 16 --__. ------ — --_ -- 12 _-----f- --... I 2015 TSS(mg/L) I 6 — ------ — - - ---- —--- 2016 TSS(mg/L) Objective(mg/L) 2 - — - — - Limit(mg/L) 0 -It iF I L L L L M L Q 1 ro Q I Q 0 rCV Q 4� u LL a di a cn z Page 7 of 12 The annual average effluent Total Phosphorus (TP)for 2016 was 0.14mg/L, which is a 27% increase from 2014(refer to Chart 10). The annual loading of TP at the plant in 2016 was 0.06kg/d. Despite this large increase the concentrations remain below the limits identified in the ECA. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 10. The effluent monthly average concentration of TP in 2016 compared to 2015 concentrations. 1.2 _..- -- ...------ -------- — - i 1 _ 1 1 0.8 - �- � ,1 P 2015 TP(mg/L) - — — ® ® — — — Inv ®2016 TP(mg/L) 0.4 — — — — Objective(mg/L) 0.2 — Limit(mg/L) ra Q E o C o cL O cu V z �. The annual average effluent Total Ammonia+Ammonium Nitrogen (TAN)for 2016 was 0.10mg/L, which is a 3.8%decrease from 2015 (refer to Chart 11). The annual loading of TAN at the plant in 2016 was 0.05kg/d. Refer to Table 1 for a list of monthly average effluent limits and loading limits. Chart 11. The effluent monthly average concentration of TAN in 2016 compared to 2015 concentrations. 6 5 4 - - 3 - -- ®�- �-:`---- 2015 TAN(mg/L) ,J 2016 TAN(mg/L) i Objective(mg/L) 1 Limit(mg/L) M m a 3 co Q an o � W CL C)7 U I '1 a°1 Z i Page 8of12 1 The annual geometric mean effluent E.toll for 2016 was 29cfu/100mL, which is a 1.8%increase from 2015(refer to Chart 12). E.coli is monitored only during the disinfection season which is from April 15th to October 15th. A failure of the UV System occurred on July 7th, 2016 in order to maintain disinfection of the effluent a sodium hypochlorite drip was added in order to maintain E. coli concentrations within ECA limits. Repairs were made to the system and the system was operational July 19th. The entire system was replaced due to age and unreliability on September 22"d A report of the failure and replacement was provided to the MOECC. Refer to Table 1 for a list of monthly average effluent limits. Chart 12. The effluent monthly geometric mean concentration of E.coli in 2016 compared to 2015 concentrations. 250 ---- --_._.---_. ____.__.._..._--.- 200 2015 E.soli 150 (cfu/100mL) ®2016 E.soli 100 (cfu/100MQ i Objective 50 -- -- (cfu/100mL) ® Limit(cfu/10omL) 0 -T T .L T N T y 4} QJ N 47 @ IL L CL 7 Q -0 M -0 Q r Q d O N N a� o as z o The West Lorne WWTP provides an effective treatment process complying with all the monthly average limit requirements set out in the Environmental Compliance Approval. Section 3: ORerating Problems and Corrective Actions As described in Section 2,the UV system failed on July 7th. In order to maintain disinfection requirements a sodium hypochlorite drip was added to the effluent. This maintained E.coli concentrations below ECA limits. Repairs were made to the system on July 19th; however, it was fully replaced on September 22"d. The SCADA system has failed communications several times; an upgrade should be completed to replace the aging equipment. The sand filters continue to be an ongoing issue. They are also on the capital list for upgrades. Despite these issues,the plant operated very well in 2016 with no non-compliances. Page 9 of 12 i Section 4: Maintenance Regular scheduled monthly preventative maintenance is assigned and monitored using the Workplace Management System (WMS) program. The following is a summary of maintenance performed other than WMS work orders: -Replaced block heater and batteries on generator -Repaired P101 at Pump Station -Replaced siding on building -UV system repairs -Replaced UV System -Replaced RAS pump Section 5: Effluent Quality Assurance Effluent quality assurance is evaluated by monitoring parameters and changes throughout the j plant processes. The operators monitor the aeration tank by performing weekly tests on the mixed liquor. These tests include dissolved oxygen, pH,temperature, settling tests, Mixed Liquor Suspended Solids (MLSS),and Mixed Liquor Volatile Suspended Solids(MLVSS). As well, monitoring of the alum dosages,wasting volumes and Return Activated Sludge suspended solids is completed. Data collected from these tests provide information to the operator to make the appropriate adjustments in the treatment process and take corrective actions before the plant reaches its effluent limits. Section 6: Calibration and Maintenance Regular scheduled monthly preventative maintenance is assigned and monitored using the Workplace Management System program. Annual maintenance on the generator was completed in August by Albert's Generator Service. Flow Metrix Technical Services Inc. performed the annual calibration on the flow meter in April. In house meters for pH and dissolved oxygen are calibrated by OCWA operators as per manufacturer's instructions. Page 10 of 12 { j Section 7: Effluent Quality Effluent Objectives The following table represents the monthly average effluent result ranges and the monthly average loading ranges compared to the objectives outlined in the Environmental Compliance Approval Table 2. Effluent objectives compared to monthly average concentrations and loadings. Monthly Monthly Monthly Eff luent Average Average Parameter Objective Effluent Loading Loading Objective (mg/L) Ranges (kg/day) Ranges (mg/L) (kg/d) BOD5 5(a) <2—2.5 4.5(a) 0.6-1.9 — 10(b) 2.5-3 9.0(b) 1.2-1.8 — 5(a) <2—8.3 4.5(a) 0.7-2.7 Suspended Solids 10(b) 3-5.3 9.0(b) 1.8-3.8 —. j Total Phosphorus 0.3(a) <0.05—0.24 0.27(a) 0.02-0.09 0.8(b) 0.13-0.16 0.72(b) 0.06-0.10 Total (Ammonia + 2.0(a) <0.1-<0.1 1.8(a) 0.03-0.07 Ammonium) Nitrogen 4.0(b) <0.1-<0.1 3.6(b) 0.04-0.07 E. coli 150 2-110 Dissolved Oxygen* 5 6.82-10.28 Design Flow(m3/d)** 900 248—1,452 s Note: (a) objective applies during the non-freezing period (b) objective applies during the freezing period *Dissolved Oxygen objective is expressed as a minimum,where all other parameters are expressed as maximums. **design flow is average daily flows, not monthly average flows. Discussion of Effluent Objectives The West Lorne WWTP did not meet all the effluent objectives identified in the ECA. In July and August the objective for total suspended solids was not met(refer to Chart 9). This was due to algae growth at the plant. Filter replacement has been proposed for capital work in 2017,this will improve effluent quality in the future. The annual average flow for 2016 was 466.4M3/d, which is below the design flow of 900m'/d. However,there were 13 instances where the daily design flow was exceeded compared to 12 instances in 2015 (refer to Section 2). These were all due to infiltration into the collection system when there was snow melt and/or rain. Page i l of 12 Section 8: Biosolids The lagoon is used for sludge digestion and storage as per the Environmental Compliance Approval. The waste activated sludge (WAS) is transferred to the lagoon. The sludge settles on the bottom of the lagoon and the liquid is pumped to the head of the plant for treatment. In 2016,the total amount of WAS transferred to the lagoon was approximately 3,200m3. For 2017 this amount will be similar, approximately 3,500m3. The lagoon has ample storage for the sludge and will not require cleanout in the coming year. Section 9: Community Com laints There were no community complaints received in 2016. Section 10: B asses Spills, and Abnormal Dischar es There were no by-pass, spill or abnormal discharge events for the West Lorne WWTP or for the Pumping Station during 2016. Section 11: Proposed Alteration, Extension or Replacement of Works Over the next reporting period there are some significant replacements that are expected to be undertaken, some of which may require amendments to the current ECA. The proposed work may include: -blower replacement -filter replacement -SCADA system upgrade -grit removal system replacement Section 12: Modifications to Works The UV System was replaced in 2016 after a significant failure. In 2017, along with the above proposed works there is some upgrades to the.bar screen, clarifiers, pumps and yard hydrants that may also be included in the upgrades. Section 13: Summary Overall the West Lorne Wastewater Treatment Plant provided effective treatment in 2016 with no effluent limit non-compliances. There was one non-compliance reported to the MOECC for the failure of the UV System, this system has since been replaced and is functioning. Page 12 of 12 I APPENDIX A Analytical Data 7 WE m�iin MEniiiiiiiiiniii ini�i'°�unoiiiiiiil� MEMO iiii loll MEMO loll loll IIIIIIIIIIIIIIIIII �IIIII�NII11�1911�IIIIIIIIIII�IIYI now�IIIIi111Y19i1oII�IIIIIIIIlY MEMO 1111 iuiA� ��i�fiEiiUMn e g a � m . 2W n 7 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, C.A.O./Clerk DATE: March 23, 2017 SUBJECT: Changes to the Building Code — Septic System RECOMMENDATION: THAT Council approves supporting the attached resolution requesting the Honourable Bill Munro Mauro, Minister of Municipal Affairs, to rescind proposed Building Code change B-08-09-03 —for Septic System Inspections. INTRODUCTION: At the March 9, 2017 Council Meeting, staff was requested to gather additional information regarding the changes to the Building Code for 5 year inspections of Septic Systems. DISCUSSION: Information from our CBO — Doug Mitton, the proposed change to the Building Code for 5 year inspections is being discussed at many levels. No one seems to have real handle on what the inspection may be. In the correspondence at the last meeting suggests a tank pump out is not an inspection, only part of the inspection. Some groups have talked about having a summer student basically walk the property to look for breakout, and that could result in a number of other issues. Basically the Building Inspector must have a valid reason for entering the property (ie suspect a construction deficiency issue). There are a number of un-answered questions and who is going to pay for the Inspection of the Septic System and what is the standard would the system be maintained at. A number of agencies (including Ontario Association of Sewage Industry Services (OASIS) and Municipal Building Services) have information pamphlets on reasons why maintain your septic system to protect your investment and the environment. The Municipality of West Elgin can look at producing this information as a bill staffer. (A sample is attached to the report). Until there are clearer answers to the questions of why the inspection and who is going to cover the cost, the proposed amendment should be withdrawn.. Respectfully Submitted by: d Scott Gawley, C A, A C.A.O./Clerk Attachments - Proposed Resolution - Your Septic System Pamphlet WHEREAS the Ministry of Municipal Affairs and Housing has proposed a change to the Building Code, B-08-09-03, requiring mandatory five year septic tank pump out and records retention by the owner; AND WHEREAS that same change requires Municipalities to administer and enforce this change; AND WHEREAS the change document fails to identify the administrative costs to Municipalities; AND WHEREAS the change document fails to identify any transfer to Provincial funding to offset these downloaded costs; AND WHEREAS the many municipalities already have bylaws to regulate septic,systems especially near waterways; AND WHEREAS the majority of homeowners pump out their septic tanks on a regular basis whether to regulate or not; AND WHEREAS there are many more important issues on which to spend taxpayer's money than "enhancing" maintenance on existing f functioning systems; AND WHEREAS adequate legislation already exists to correct malfunctioning systems; AND WHEREAS Premier Wynne stated on Monday, January 30tH 2017 at the ROMA conference that the Province recognizes that "one size fits all" solutions do not always work in rural Ontario; THEREFORE BE IT RESOLVED THAT the Council of the Municipality of West Elgin hereby request the Honourable Bill Mauro, Minister of Municipal Affairs, to rescind proposed Building Code change B-08-09-03; AND FURTHER THAT a copy of this resolution be sent to the Honourable Kathleen Wynne, Premier of Ontario, the Honourable Bill Mauro, Minister of Municipal Affairs, Jeff Yurek, the MPP for Elgin-Middlesex-London, Mr. Patrick Brown, Leader of the Progressive Conservative Party, Ms. Andrea Horwath, Leader of the New Democratic Party, the Association of Municipalities of Ontario, the Rural Municipal Association of Ontario, and the Federation of Northern Ontario Municipalities for their consideration. a� L �w LU UJ LU CIL 1 4C tl1. ._ 'u1 o — Q:0) X w 'CS L C Q y C _ C .� T) Lm Q7 (IS wV C7 C Q �, Q d ' c6 r "a C-D .0 N O rn p v O 0? {� N y V C p s� a, c a E w m a. ro , CU c ai o w c o U y ca ° }? 3 w q� .o w o 'cc � m a � � E ID �' � r W �'° E S ro ° E ° = o v� ° N E a o o m im c v w Y _ � o o o ;� ro m v o s�o 'c o ° c y O iG p C c - E c (D ( o vi w H a - a c g 3 c 3 E m 3 L tq p a 5 m cu Q. . c ro o c o r° o` .� 'cn ° 'o p yp as cu m as to y- r v o a cu c 'C O >_ m m a o ° CU r Is u°'i o m °? 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CL acac� � Q.-0 tr_mEca �, � Q " x � `� N r� U as N 'm O a) 'p a = (U {U 4- A a O .0 — .4 3 o c� ccn o °, acid n 0 Cc CD �, � "� n m o a � ca ' c o - � o � ca a� a •L L 'Z7 _. —r- 4•� L •� cu d C � E N -�s � � °, � = �; Q- � cc-aaci .aa'i = M `� (6 4 E.� a CF c ¢Wc� �- a E• ,2 E -E Eo p o n; -M U o ow0 , CL N (D .oC EnmMM �' oa`as � � v10 .0Wo dcvca M m i CJ d Y'1�98•� The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Scott Gawley, C.A.O./Clerk DATE. March 23, 2017 SUBJECT: Amendments to the Municipal Elections Act (MEA), 1996 RECOMMENDATION: THAT Council maintains the current"first past the post"election model for the 2018 municipal election; AND FURTHER directs staff to one of the following options for ward or at-large election systems: 1. Hold a public meeting to review dissolving the current ward system; or 2. Place a question on the ballot in the 2018 municipal election to determine the desire of the electors to pursue at-large voting; or 3. Undertake a ward boundary review of the current ward boundaries; or 4. Do nothing — status quo for 2018 municipal election; AND FURTHER will be using: 1. Alternative Voting Method (internet & phone) only for the 2018 Election. or 2. Alternative Voting Method (internet & phone) and option of paper ballots on Election Day. INTRODUCTION: At the January 12, 2017 Council Meeting the C.A.O./Clerk prepared a report showing the changing to Bill 181, Municipal Elections Modernization Act, 2016. Two changes that Municipal Council must decide by May 1, 2017 is: • Use of Alternative Voting Methods • Use of Ranked Ballots DISCUSSION: To date the only Municipalities that I am aware of considering Ranked Ballots is the City of London and the City of Toronto as they are going through the public phase of the requirement to change to "Ranked Ballots". I Ranked Ballots • In the past, municipalities were required to conduct elections using the "first past the post" system where the candidate who receives the highest number of votes wins. This system does not require a certain percentage of votes to be achieved to win. Bill 181 allows municipalities to replace this traditional election system in favour of a Ranked Ballot Election ("RBE"). An RBE allows electors to rank candidates in order of preference. Instead of just voting for one candidate in the traditional "first past the post" system. • Ontario municipalities are being provided the option to pass a by-law to use ranked ballots to elect members of council starting with the next municipal election in 2018. • Currently no jurisdiction, including any municipality in Canada, uses a ranked ballot election system. • Regulations stipulate that ranked ballot elections for offices of a single or lower- tier municipality are authorized only if all offices on the council are elected this way. This means the Office of Mayor, Deputy Mayor and Councillor would have to be elected using ranked ballot or no office would. • There are two types of ranked ballots: Single-Member ranked ballot election and multi-member ranked ballot elections. In the Municipality of West Elgin, and the under current governance structure, a single —member ranked ballot process would apply to the Office of Mayor and Office of Deputy Mayor, Ward 1 Councillor, Ward 2 Councillor and Ward 3 Councillor. (This would change if the three wards for councillors were changed to an election of 3 councillors at large to a multi-member ranked ballot process). • According to the ranked ballot approach, a candidate would have to cross a "threshold" of votes to be elected. In the case of a single-member ranked ballot election, the threshold to be elected is 50% + one of the total number of votes received for a contest, calculated as follows: 100% Votes Cast Threshold w --------------------------------- +1 = 50% + 1 1 candidate will be elected +1 In a multi-member ranked ballot election the threshold to be elected is calculated as follows: Number of votes Cast Threshold = ----------------------------------------------------- + 1 Number of candidates to be elected + 1 Single-member Ranked Balloting 1 To cross the threshold in a single-member ranked ballot election, votes would be distributed among candidates based on the rankings indicated by the voter the ballot. In the event that a candidate does not receive enough votes to the threshold, subsequent rounds of vote counting would be conducted where the candidate(s) who received the lowest number of votes would be dropped from future counts and his or her votes redistributed based on the rankings assigned to other candidates on the same ballot, until the threshold is met. This single-member process is demonstrated by the following Minnesota Public Radio public education video: https:/lwww.youtube,comlwatch?v=oHRPMJmzBBw Multi-member Ranked Balloting To cross the threshold in a multi-member ranked ballot election, votes would similarly be distributed among candidates based on the rankings indicated by the voter on the ballot. Unique to multi-member elections, if any candidate receives more than the number of votes that they need to elected their surplus votes are re-distributed according to each voter's next choice. This is to ensure that there are enough votes remaining to elect all candidates with the same threshold. Therefore, if a candidate receives more votes that they need to cross the threshold, then the voters for the first winning candidate receive a fraction of their vote back to be re-distributed to their second choice candidate based on the number of total voters who voted for that candidate. Surplus votes must be re-distributed before eliminated the candidate with the fewest votes. If surplus votes are re-distributed and the required number of candidates still have not crossed the threshold, then the candidate with the fewest votes is eliminated and those votes are re-distributed according to the voter's next choice. Subsequent rounds of elimination would continue until the required number of candidates cross the threshold and are elected. This transferrable vote process is demonstrated by the following Minnesota Public Radio public education video: hftps://www.youtube.com/water?v=lNxwMdl80Ww Considerations and Impacts of Ranked Ballotin Public Consultation and Support • Substantial public consultation and engagement is recommended before implementing such a significant change to the current system to gather public feedback. • Significant staff time will be required to conduct and document public consultation and engagement. Public Education and Voter Turnout • The ranked ballot system is a fundamental departure from the experience of the average voter who is used to selecting a specified number of candidates for each office. A significant amount of time, effort and election funding would have to be put toward public education and resources to inform voters about this new system. A change to ranked balloting could lead to public confusion and may have an event further negative impact on voter turnout. Voting Equipment and Systems • A change to a ranked ballot approach requires additional time needed to prepare and test vote counting equipment and systems. Ranked balloting involves multiple rounds of voting based on a more complex mathematical calculation. • For the past two elections the Municipality of West Elgin has used the option of the ratepayers to vote by Internal, phone or paper ballot (paper ballot was only used at the advance pole and on election date). Ballots I • A ballot using ranked voting will be significantly different than the ballot that voters are familiar with and may cause confusion and increase the time it takes each voter to cast their ballot. Voters may mark ballots incorrectly leading to more spoiled ballots, and longer wait times at voting locations may result. • If paper ballot is used it will be more time consuming for election workers at voting locations to issue, manage, balance and reconcile multiple ballots or dual ballots and to educate voters with questions at the voting location. Election Results and Recount • In order to be transparent with voting results, more in-depth information would need to be available with ranked ballots. In addition to the candidates who have been elected and the number of ballots cast, which are currently reported, the CAOIClerk would also have to report the following: • The number of ballots that were decline or rejected; • The threshold for each office; • The number of votes each candidate received in the first round of vote counting; • The results of each round of vote counting, including the number of votes received by each remaining candidate and the number of exhausted ballots. • Ranked ballot processes will likely delay the time between the close of voting and the release of official results from the CAO/Clerk's office. With the current voting system, unofficial results are announced at the end of voting day and official results announced the following business day. With ranked voting, unofficial results may still be available the same night, however, the verification of official results would require more time and could take more than a week. This delay would vary significantly depending on the number of rounds of counting required and the vote counting system implemented, Consideration of Changing the West Elgin Ward Boundary System Presently the Municipality elects Council based on the Ward Boundary System for 3 Councillors and the Mayor and Deputy Mayor at Large. • Mayor Elected by the Municipality at Large • Deputy Mayor Elected by the Municipality at Large • Councillor—Ward 1 Elected within the Ward 1 Boundary • Councillor—Ward 2 Elected within the Ward 2 Boundary • Councillor—Ward 3 Elected within the Ward 3 Boundary I had a few requests from council members to review the process of dissolving the existing wards. Process for abolishing wards and electing members of Council at Large Section 222 Municipal Act): • Council can decide to divide or re-divide the municipality into wards or to dissolve existing wards; or • Electors can present a petition to the council asking council to pass a by-law dividing or re-dividing the municipality into wards or dissolving the existing. (Note —a valid petition is signatures of 1% of electors or 500, whichever is less — a minimum of 50). • The starting point is through a decision of council. • Some commonly cited reasons for election by ward or at large: o By Ward; • Public perception that there is focused representation • Council members are more approachable o At Large: * Recognition that you are "one" municipality ■ Able to vote for all members of council • Council will need to factor into timing any notice and appeal periods as well as the potential for an Ontario Municipal Board hearing, should there be an appeal(s) submitted after the by-law is enacted and a decision by the OMB all prior to December 31, 2017 in order for the by-law to come into effect for the 2018 municipal election. • Municipality should hold a public meeting/open house to present the draft by-law and discuss council's intention to enact the by-law and the reasons for the desire to change from a ward system to an at-large system for electing members of council. • Within 15 days after passing of the by-law, the municipality must give notice of passing to the public and specify the last date for filing a notice of appeal. • The Minister of Municipal Affairs or any other person or agency may appeal to the Ontario Municipal Board by filing a notice of appeal with the municipality setting out the objections to the by-law and reasons in support of the objections within 45 days of the y passing of the by-law. • Within 15 days after the last day for filing a notice of appeal the municipality shall forward any notices of appeal to the Ontario Municipal Board and the Board shall hear the appeal and may, despite any Act, make an order affirming, amending or repealing the by-law. • The Clerk must notify the Municipal Property Assessment Corporation. Options available to Changing the West Elgin Ward Boundary System: Option #1 - Dissolve the current ward system and enact a by-law for all members of West Elgin Council to be at-large, commencing in the 2018. Option #2 - Place a question on the ballot in the 2018 municipal election to determine the desire of the electors to pursue at-large voting. Option #3 - Undertake a ward boundary review of the current ward boundaries. Option #4 - Do nothing —status for the 2018 municipal election Pros and Cons of the ward system vrs at-large system, attached are articles written about the two systems. Voting Methods In the 2010 and 2014 West Elgin municipal elections used the alternative voting method (internet & phone) and the traditional paper ballots. In the 2014 election voting percentage was as follows: • Internet voting 48% • Telephone Voting 12% • Paper Voting 40% Budget Impacts The estimated costing of the 2018 Election is: • eVoting (internet & Telephone) $14,025.00 • Additional of Option Paper Ballots $ 5,000.00 (Therefore the cost of eVoting & paper Ballots would be estimated $19,025.00). spectfully Su mitt d by: Scott Gawley, CPA, CGA C.A.O./Clerk i I'I y ,urv„e �F P a$ N CL -s %z N " The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF (NEST ELGIN FROM: Magda Badura - Treasurer DATE: March 23, 2017 SUBJECT: 2017 Budget RECOMMENDATION: The 2017 Budget has been prepared for Council's consideration and with minor changes the budget is presented at this public input session of Council. It i proposes a 1% increase to the Property Tax Levy over 2016 actual taxes collected. The 2017 Budget proposes that water rates remain at the current 2016 rates and that the wastewater rate increase by 20% in order to meet the future funding needs of wastewater capital expenditures. INTRODUCTION: The 2017 Budget was prepared from input by municipal departments and provides a sound financial position for the Municipality of West Elgin's future. DISCUSSION: The 2017 Budget proposes a 1% increase in local Municipal Property Tax collected in 2016. For every (approximately) $31,000 change in municipal spending the tax rate is adjusted 1%. All departments have done a line by line review of their budget to keep the budget increase to a minimum impact on the local ratepayer. The Municipality of West Elgin's Capital Plan of$3,705,557.20 of which $2,273,703.20 will be funded from property taxes, $875,331.50 from user-pay departments (Water, Rodney and West Lorne Wastewater Treatment Plants and the Port Glasgow Trailer Park) and $451,225.50 and $105,297 from Canada Small Communities Fund and OCIF Funding respectively. No long-term borrowing will be used to complete the 2017 proposed capital budget, as funding will be from the 2017 budget and accumulated reserves set aside from capital projects from past years. No proposed Water Rate increase is proposed as the water department has healthy reserves for current and future capital projects and the increase from Tri- County Water Supply will be absorbed by the current water rates. The proposed increase in wastewater rates of 20% effective June 1, 2017 is based on future fundin g requirements replace both the West q ants in the future to rep a e Lorne and Rodney Wastewater Treatment Plant assets. Planning for future capital projects continues by building reserves for these replacements. Respectfully Submitted by, Reviewed by; /K Magda Badura Scott Gawle?. CPA, CGA Treasurer C.A.O./Cleric Attachments: 2017 Budget Summary Pie Charts of the Budget Revenues and Expenditures MUNICIPALITY OF WEST ELGIN 2017 BUDGET SUMMARY 2017 Budget 2016 Actual 2016 Budget 2015 Actual i REVENUE(NON-DEPARTMENT SPECIFIC) TAXATION MUNICIPAL (3,125,342.74) (3,094,398.75) (3,122,174.65) (3,079,067.70) LOCAL IMPROVEMENTS (98,973.68) (108,376.42) (141,000.00) (108,574.86) PAYMENT IN LIEUS (80,000.00) (100,146.35) (82,305.69) (82,305.69) OMPF FUNDING (1,995,900.00) (1,816,000.00) (1,816,000.00) (1,789,700.00) OTHER GOVERNMENT GRANTS-COURT SECURITY (3,200.00) OTHER REVENUE (255,238.00) (268,896.97) (302,430.00) (343,120.79) PRIOR YEAR SURPLUS (282,243.67) (257,383.83) (388,090.47) (252,671.34) TOTAL REVENUE $ (5,837,698.08) $ (5,645,202.32) $ (5,855,200.81) $ (5,655,440.38) DEPARTMENTAL SUMMARIES ADMINISTRATION COUNCIL 87,340.00 79,110.81 92,100.00 89,529.98 ADMINISTRATION GENERAL GOVERNMENT 767,269.46 664,392.75 773,789.48 750,122.42 BUILDING 63,749.17 53,034.92 74,676.94 56,946.73 MTO OFFICE 5,539.52 12,391.35 4,309.00 8,952.89 FIRE 363,600.00 354,450.78 352,000.00 337,430.74 POLICING SERVICES 979,616.00 962,654.00 962,654.00 947,235.33 BUILDING,PLUMBING 24,800.00 33,743.18 16,941.25 (5,762.35) EMERGENCY PLANNING 5,000.00 2,897.10 5,000.00 3,248.60 BY LAW ENFORCEMENT 4,019.69 1,874.18 2,000.00 1,315.52 ANIMAL CONTROL (1,715.96) (7,632.43) (3,480.98) (2,613.09) CONSERVATION AUTHORITY 59,193.00 57,677.00 57,677.00 38,072.00 FOUR COUNTIES TRANSIT" - 27,056.79 - - ROADS-MUNICIPALAND COUNTY 1,317,129.07 1,289,579.07 1,263,990.49 1,044,143.89 SIDEWALKS 12,000.00 9,148.43 18,000.00 17,779.24 STREETLIGHTS 32,000.00 36,664.83 30,000.00 48,272.06 SEWER MAINTENANCE - - - - GARBAGE COLLECTION,LANDFILL,RECYCLING 121,361.08 139,021.55 115,185.18 112,759.12 HEALTH SERVICES/CEMETERIES 500.00 1,200.00 2,000.00 1,388.20 WEST ELGIN WATER SYSTEM - - - - TRI-COUNTY WATER - - - - WEST LORNE ARENA 99,129.64 117,260.86 88,746.60 80,816.26 RECREATION 408,391.80 412,311.81 368,700.00 382,009.23 PORT GLASGOW TRAILER PARK - - (0.00) - LIBRARY (10,328.52) (10,394.88) (10,053.14) (17,204.55) DRAINAGE 16,084.20 12,150.92 13,019.96 11,002.13 PLANNING AND ZONING 46,416.77 22,502.79 54,958.51 43,551.12 ECONOMIC DEVELOPMENT 36,500.00 13,186.93 34,500.00 16,177.11 TOTAL DEPARTMENTAL OPERATING COSTS $ 4,437,594.93 $ 4,284,282.74 $ 4,316,714.29 $ 3,965,172.58 TRANSFERS TO RESERVES 624,466.27 556,789.00 594,521.18 360,629.07 TRANSFERS FROM RESERVES DEBENTURE PAYMENTS 98,973.68 108,376.42 141,000.00 108,574.86 NET OPERATING SURPLUS/DEFICIT $ (676,663.21) $ (695,754.16) $ (802,965.34) $ (1,221,063.87) CAPITAL EXPENDITURES GRANT FUNDING/CONTRIBUTIONS (254,620.07) (200,042.23) (230,715.00) (217,436.99) TRANSFERS FROM RESERVES (1,470,201.89) (281,341.78) (297,000.00) (135,982.73) CAPITAL PURCHASES 2,401,485.17 894,894.50 1,330,680.34 1,317,099.76 CAPITAL FUNDED FROM FUND SURPLUS&OPERATIONS 676,663.21 413,510.49 802,965.34 963,680.04 NET(SURPLUS)DEFICIT $ 0.00 $ (282,243.67) $ (0.00) $ (257,383.83) 2017 Budget-March 23,2017 }' e • r' mam R E� Til ug W 71 m 65 r� a F II F - LLJ 0 Z ' F J LU J L!I .� 2 a °c N O a E o ag r a O C7 ,= E Eb W Ln L,_ 4 L I~S3 R4u' s r .r../ "�by�+,I� UIPA ul ���������� }} • T M� I..f..l F O N �q. OF 'pruxe F 7 ab w N aNa Q The Municipality of West Elgin TO: COMMITTEE OF ADJUSTMENT, MUNICIPALITY OF WEST ELGIN FROM: HEATHER JAMES, MCIP, RPP, PLANNER DATE: MARCH 23, 2017 SUBJECT: MINOR VARIANCE APPLICATION FOR TRACY KELLY, 256 RIDOUT STREET RECOMMENDATION: THAT Committee of Adjustment for the Municipality of West Elgin APPROVE Minor Variance File No. MV01117, subject to the conditions on the attached Decision Sheet. REASONS FOR AND NATURE OF THE APPLICATION: I A Minor Variance application was submitted by Tracy Kelly. The subject lands are situated on the west side of Ridout Street, within the geographic Village of Rodney, being South Part of Lots 5 and 6 Block B Plan 67 and known municipally as 256 Ridout Street. The subject lands have an area of 809.37 m2 (8,712.0 ft.z), a depth of 40.23 m (132.0 ft.) and a frontage of 20.12 m (66.0 ft.) along Ridout Street. The owner is proposing to construct an accessory building (detached garage). Section 4.1 f) Accessory Uses, Buildings and Structures states an accessory building or structure shall not exceed ten (10) per cent coverage of the total lot area. A Minor Variance is required as the owner is proposing total lot area coverage of 18.3% for the proposed new accessory building (detached garage). An existing detached garage and an existing shed will be removed. The subject lands are designated Residential as shown on Schedule 'C' Land Use & Transportation Plan in the Municipality of West Elgin Official Plan and are zoned Residential First Density (R1) in the Municipality of West Elgin Comprehensive Zoning By-law 2015-36. The subject lands contain a single unit dwelling, detached garage (to be removed) and shed (to be removed). Residential uses surround the property. Location of the subject lands are shown on the attached Schedule `A' map. APPLICATION CIRCULATION: The application was circulated to the applicable public agencies for comment and to all neighbouring property owners within 60 metres of the properties. No comments of concern were submitted from the applicable public agencies and no comments were submitted from neighbouring property owners. SUMMARY/CONCLUSION: Section 45(1) of the Planning Act gives the authority of granting minor relief from the provisions of the Zoning By-law to the Committee of Adjustment. Such relief can only be granted if the Minor Variance passes four tests. If the Committee is not satisfied on all four tests, then the Minor Variance cannot be approved. The application has been assessed for appropriateness with regard to existing policy and the impact of the proposal on the surrounding land uses. The application maintains the intent and purpose of the Official Plan and Zoning By-law and is not expected to have an impact on surrounding property owners, the environment, or municipal functions. I am of the opinion that the application satisfies the four tests, constitutes good land use planning, and should be approved. DISCUSSION: Provincial Policy Statement Under Section 3(5) of the Planning Act, the Municipality "shall be consistent with" matters of provincial interest as set out in the Provincial Policy Statements (PPS). Settlement Area, Sewage and Water and Cultural Heritage and Archaeology policies were reviewed and no concerns were evident. Upon review of the applicable PPS policies, the application is consistent with the PPS. County of Elgin Official Plan The County Official Plan designates the subject property as 'Tier One' Settlement Area on Schedule 'A' Land Use. Full municipal services are available. A wide variety of uses including single detached dwellings with accessory buildings are permitted. Upon review of the applicable County Official Plan policies, the application conforms to the County of Elgin Official Plan. Four Tests of the Minor Variance 9. Does the variance maintain the intent and purpose of the Municipality of West Elgin Official Plan? Yes. An accessory building is permitted provided the primary use, that being a single unit dwelling exists on the property. With the exception of the increase in total lot coverage for an accessory building, the application does not contravene the Municipality of West Elgin Official Plan policies. 2. Does the variance maintain the intent and purpose of the Municipality of West Elgin Comprehensive Zoning By-law 2095-38? Yes. An accessory building is permitted in the Residential First Density (R1) zone provided the primary use that being a single unit dwelling exists on the property. With the exception of the increase in total lot coverage for an accessory building, the application complies with all remaining Residential First Density (R1) zone provisions. 3. Is the variance requested desirable for the appropriate and orderly development and use of the lands and buildings? Yes. The variance will enable the owner to maximize the value and use of the property, in accordance with the Official Plan policies and Zoning By-law provisions. The increase in total lot coverage for an accessory building will still provide sufficient stormwater management area and amenity area. The variance will not impede the function of the lot. 4. Is the variance minor in nature? Yes. The meaning of 'minor' is not based on a specific number, where a difference of a number of metres or feet determines whether or not the development is acceptable. It is more appropriate to base this test on the degree of potential impact on neighbouring property owners; the environment; and municipal functions. The impact from the proposed variance with respect to municipal functions, neighbouring property owners and the environment is minimal. Respectfully Submitted, Reviewed by: Heather James, MCIP, RPP R. Scott Gawle Planner Administrator/Clerk I SCHEDULE `°A" ZS& 5j faKt2 ex.s ,y p i sT/#woos Shawn/ on! P+-sN ogat 7.1v f..P.'r sh�v reB� p�opoS�o r RJR G 3 DOW to,DID 2 SroREY 3►1 Hou5E 3 AV 2.3 a D2t I 57'eer Lint. Municipality of � YHA BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1Y0 T: 519-866-5521 F: 519-866-3884 U �01� E: bayham@bayham.on.ca rrunity Is W:www.bayham.on.ca March 9, 2017 Susan Galloway, Secretary Treasurer Elgin County Land Division Committee 450 Sunset Dr. St. Thomas ON N5R 5V1 Dear Ms. Galloway Re: Conditions for private wells and septic s stems on private lots containing a residence The Municipality of Bayham is in receipt of your email and the correspondence from Jim Jenkins, Chair Elgin County Land Division Committee received March 7, 2017 regarding conditions for private services. To clarify, the Municipality's role does not include determining whether a septic system is in satisfactory operating condition or not. The Municipality does not have the expertise or the resources to reach this determination. The onus has to be on the land owner to prove that the septic system is in good operating condition. A pump out record from a septic hauler is not sufficient information to determine the effectiveness of the septic system. The only way to determine if a septic system is in good operating condition is to have a licensed septic installer dig it up and run a water test through it. By doing so, the septic installer determines the status of the system and would then provide a letter verifying that the system was inspected, tested and found to be in satisfactory (unsatisfactory) working condition to the Municipality and the County LDC. The alternative to this approach would be to make it a condition for these severances to install a new septic system. Regarding septic and well location, these items must be shown on a survey plan prepared by an Ontario Land Surveyor and provided to municipal staff to determine if the location meets with the zoning regulations and the Ontario Building Code for septic location. Well reports for existing residences on severed lots should also be required to provide water quantity and quality results as per provincial standards, the same as Bayham requires for new building lots. Wording suggestions for conditions: I. "That the Owner provide to the Municipality a survey from a licensed Ontario Land Surveyor confirming the locations of the existing well and private sewage system are located entirely within the boundaries of the lot to be created for the Municipality to determine if the said locations meet zoning regulations and the Ontario Building Code for location of private services." S. Galloway Page 2 2. "That the Owner provide to the Municipality and Land Division Committee written confirmation from a licensed septic installer that the septic system is in satisfactory (unsatisfactory) operating condition and written confirmation from a licensed well driller that the private well provides the quantity and quality required according to provincial standards for residential use." Trusting this provides information for consideration. Regards, i Margaret Underhill Deputy Clerk/Planning Coordinator munderhill ba ham.on.ca Attachment—J.Jenkins, Chair Elgin County Land Division Committee cc: Town of Aylmer Township of Malahide Municipality of Central Elgin Township of Southwold Municipality of Dutton/Dunwich Municipality of West Elgin I . ,4 i ri 1 t TV 0 r'"'i Pr ,,..tr Yr1 i�: 2+ ftr' DATE: March 6, 2017 TO: Town of Aylmer; Township of Southwold; Municipality of Dutton/Dunwich; Municipality of West Elgin; Municipality of Central Elgin; Township of Malahide; Municipality of Bayham Re: Conditions for private wells and septic systems On behalf of the County of Elgin Land Division Committee, 1 am writing to advise that the Committee has been receiving inconsistent comments about private wells and septic systems on lots to be severed for residential purposes. In this regard, the Land Division Committee would like to have all local municipalities provide a standard condition in cases where a new lot is being created containing a residence on private services. Suggested wording for the proposed condition would be as follows: Witten confirmation from the municipality that the existing private sewage .system is located entirely within the boundaries of the lot to be created and that such system complies with all required setbacks from lot lines." As well, the Land Division Committee requests that all municipalities provide confirmation that such private services (septic systems and wells) are operating satisfactorily. Such confirmation could include a copy of a recent water well inspection for quality and quantity and a report from the municipal Chief Building Official confirming the satisfactory operation of a private septic system. Thank you for you assistance in this matter. If you have any questions please contact Susan Galloway, Secretary Treasurer of the Elgin County Land Division Committee at sgalloway@elg ict n.ca Regards, Jim Jenkins, Chair Elgin County Land Division Committee County of Elgin Engineering Services 450 Sunset grive St.Thomas.On 1,15R T.,1 Phone:519-63:L-1460 www.elgincounty.ca �-. � "r �: .eat i..a n lic, 9 . ra= �., 5 � •ry- t '.rn r,rtr -` �-a Office of the Chair February 22, 2017 Resolution Number 2017-68 The Honourable Dr. Eric Hoskins Minister of Health and Long-Term Care 10th Floor, Hepburn Block, 80 Grosvenor Street Toronto, ON M7A 2C4 Dear Minister: Subject: Motion of the Community Water Fluoridation Committee (CWFC-112017) R"arding Regional Fluoridation I am writing to advise that Regional Council approved the following resolution at its meeting held on Thursday, February 9, 2017: Resolution 2017.68: Whereas the Minister of Health and Long Term Care is working to establish a health system in Ontario that is based on helping people stay healthy, delivering good care when people need it, and protecting the health system for future generations; And whereas, the Ministry of Health and Long Term Care has changed its focus to work towards better health care for Ontarians, and stewardship has become its mission and mandate; And whereas, this new stewardship role will mean that the Ministry will provide overall direction and leadership for the system, developing legislation, regulations, standards, policies and directives to support the health of Ontarians; And whereas, on January 7, 2016 the Region of Peel received a letter from the Minister of Health and Long Term Care, Dr. Eric Hoskins, supporting the benefits of water fluoridation as an important measure to protect the health of Ontarians; And whereas, the Province of Ontario is responsible for The Safe Drinking Water Act, the purposes of which include (i) recognizing that the people of Ontario are entitled to expect their drinking water be safe and (ii) providing for the protection of human health and the prevention of drinking water health hazards through the control and regulation of drinking water systems and drinking water testing; And whereas, Municipal Councillors do not have the detailed familiarity to interpret data regarding the efficacy of Hydrofluorosilicic Acid [HFSA) in water The Regional Municipality of Peel 10 Peel Centre Dr.,Suite A,Brampton,ON L6T4B9 905-791-7800 Fax 905-791-2567 Website:www.peelregion.ca fluoridation treatments and are struggling with a range of conflicting reports and public concern on the mattero f fluoridation; Therefore be it resolved, that Regional of Peel Council request the Premier of Ontario, and.the Minister of H6alth and 'Long Term Care., whose mandate it it to protect the health of QnIterlons, (1) to undertake-appr6pdato and c ompre h ansI v e toxicity testing necftgary to reassure the. public that the Use of HIFSA in water fluoridation treatments Is -safe' and (11 i I) fake ake leg! lativ responsibility -for the I � legislative e rek regulation and administration of"HF-SA in water flO ' Irdatitidilts across the fluoridation province relieving local governments from what is a provincial responsibility; Arid further, that copies of this r6sojL;tipn be circulated to MPPs, the Association of M90-cipa(liffles of 00tarlo and municipalities across Ontario. On behalf of Regional C-ourkcil,'l.request that YOU give:consideration to the above resolution. Frank Dole Regional.0-hair and Chief ExeoutlVe Offibet .FD!s.m c'. Ontario MPPs Pat V6nini, Executive Director, Association of'Municipalities of Ontario Ontario Municipalities Nancy Polsineffl, Crommissibiler, Health Services, Region Df Peel Dr. Eileen de Villa,.Medical Officer of Health,,Region of Peel RODNEY ALDBOROUGH AGRICULTURAL SOCIETY P.O. Box 130 Rodney,Ontario, NOL 2CO www.rodneyfair.ca March 6, 2017 Dear Council, 1 am writing this letter on behalf of the Rodney Aldborough Fair Board; in regards to requesting a bylaw change at your next council meeting. The Rodney Aldborough Fair Board holds a beer garden and numerous other fundraising events throughout the year. Due to the Municipalities bylaw stating police officers must be present when a liquor licence/alcohol is being served at any event. This stipulates that we then have to pay to have them to be stationed at our event which is a substantial cost taking away from the profits made during the fundraiser. We would like to attend your next council meeting and explain this in more detail and discuss the possibility of changing this bylaw not only to help out the fair costs but all future fundraisers in g g Y Y p Rodney. Thank you for your kind consideration to this request. Yours truly laov�IfAv Melanie McLeod President From: SWIFT Network<info=swiftnetwork.ca @mail98.atl51.rsgsv.net>on behalf of SWIFT Network <info @swiftnetwork.ca> Sent: Fridav, March 17, 2017 11:53 AM To: Subject: SWIFT to Release a Two Stage Request for Pre-Qualification (RFPQ) in May 2017... 1 SWIFT to Release First Stage in RFPQ Process in May 2017... View this email in your browser F T I SouthWesfern -Integrated a Fibre a Technology Share O Tweet O Forward SWIFT to Release a Two Stage Request for Pre-Qualification (RFPQ) in May 2017.., The Southwestern Integrated Fibre Technology (SWIFT) Network is preparing to release a two stage Request for Pre-Qualification (RFPQ)/Request for Proposal (RFP) process this spring to begin investing nearly $300 million in building broadband for everyone in Southwestern Ontario, Caledon, and Niagara Region. The network will be competitively bid and designed through a multi-stage RFPQIRFP process. The RFPQ process will contain two stages and will be used to establish a list of pre-qualified Telecom Service Providers to submit proposal(s) in response to subsequent RFP(s) for the network construction. i The RFPQ is expected to be released on or about May 12, 2017 with the primary focus being on stage one of the process. Stage one of the RFPQ process will require Telecom Service Providers to share information about the exact location of their existing infrastructure and known service gaps, as well as their business structure and financial plans. The RFPQ will begin the process of establishing critical network standards and eligibility criteria for building the SWIFT network. The location and amount of fibre-optic infrastructure built in each community will be determined by the final overall design of the project, as informed by the RFPQ process. The final proposed project design will be released through RFP in late 2017 and confirmed when Telecom Service Providers are selected to build out the project. In order to participate in the RFP, Telecom Service Providers must participate and be pre-qualified through the RFPQ process. SWIFT is using this multi-stage process to ensure the goals of the project are achieved within our projected timeline. Because responding to the RFPQ will require a significant amount information sharing, time and effort, it is important that interested Telecom Service Providers begin preparing to respond well in advance of the anticipated May 14, 2017 release of the RFPQ. We are sharing this update to provide as much advance notice of the RFPQ/RFP process as possible and to proactively prevent delays in building the network. The RFPQ and RFP(s) will be posted on Bonfire along with details of all bid opportunities posted on www.biddingo.com/simcoe as they are released and will be shared through our website and mailing list. Over the coming weeks, SWIFT will be sharing more information for service providers and potential network members on our website, www.swiftnetwork.ca. Make sure to check back frequently for new 2 I information as it is made available. Keep in touch and stay informed: We encourage our member municipalities and organizations and local service providers to reach out to SWIFT staff to stay informed and help us support local initiatives where possible. For more information or to speak with our team, please contact Geoff Hogan, Executive Director or Ashleigh Weeden Communications Manager. To stay up to date with news, updates on the RFPQ/RFP process, bidding opportunities, and more, please subscribe to our mailing list by clicking the button below or visiting www.swiftnetwork.ca/contact Want to make sure your family, friends, and colleagues stay up to date on SWIFT as we build #broadbandforeveryone? Use the buttons below to share this email on social media or forward it to your network. OShare O Tweet O Forward Connect with SWIFT and follow along as we build #broadbandforeveryone. Use the links below to find us on Facebook, Twitter, and our website: 3 i Copyright©2017 Southwestern Integrated Fibre Technology Inc., All rights reserved. Thank you for opting in to receive news about the SouthWestern Integrated Fibre Technology project.We promise never to spam you and you can unsubscribe from this list at any time. For more information about SWIFT please visit www.swiftnetwork.ca Our mailing address is: Southwestern Integrated Fibre Technology Inc. 789 Broadway Street Wyoming,.Ontario NON 1TO Canada Add us to your address book I Want to change how you receive these emails? You can update your preferences or unsubscribe from this list I. 4 From: SCOR EDC <scor @scorregion.com> Sent: Thursday, March 16, 2017 9:02 AM To: Subject: rrienaiy Keminaer- You're Invited! SCOR EDC AGM March 30th :SOU MIT�, . . 0 �.S V.1 I I II Friendly Reminder. Please Join Us March 301h, 2017 for our SCOR EDC annual General Meeting Celebrating another year regional partnership This is a friendly reminder to RSVP for the SCOR EDC AGM by emailing Nicole VanQuaethem scor @scorregion.com or registering through the following link: https://www.eventbrite.com/e/scor-ede-agm-tickets- 32412073384 -- Please join us to celebrate another successful year of regional partnership. The SCOR EDC AGM will be taking place: Thursday March 30th from 9:00am-12:00pm 1 i I The Board of Directors meeting will be taking place in the first half of the morning followed by the AGM and keynote speakers: Dustin Carey, MCC, from the City of Kitchener and Guillaume Couillard from the Federation of Canadian Municipalities . We look forward to seeing you there! Additional Event Details: Location: SCOR EDC Headquarters Long Point Region Conservation Authority 4 Elm Street Tillsonburg, ON N4G OC4 (Parking is at the front of the building) Light refreshments will be provided. If you have any questions, please do not hesitate to contact us! scor @scorregion.com Dustin Care Dustin is an alumnus of the University of Waterloo's Masters of Climate Change program whose expertise lies at the science/policy nexus of climate change governance. Having previously aided in the design of a long-term energy optimization and climate mitigation plan with the City of Windsor, Dustin is now leading a vulnerability and risk assessment of the City of Kitchener's corporate services. Dustin works to integrate climate considerations across the public spectrum, and has lent his skills to the MIT Climate CoLab, the youth wing of the Sierra Club Canada Foundation, the University of Windsor's Environmental Advisory Committee, the Windsor- Essex County Environmental Committee and multiple research collaborations. 2 i Guillaume Couillard - Green Municipal Fund Advisor for the Federation of Canadian Municipalities (FCM) Sta y in Touch! SCOR EDC, 4 Elm Street, Tillsonburg, Ontario Canada SafeUnsubscribeTM spray(a)westelgin.net Forward this email i Update Profile i About our service provide r Sent by scor @scorreaion.com in collaboration with Try it free today 3 NA NORTHEASTERN MANITOULIN & THE ISLANDS Box 608, Little Current,Ontario, POP 1KO 705-368-3500 March 17, 2017 Premier Wynne Suite 101-795 Eglinton Avenue East Toronto, Ontario M4G 4E4 Dear Ms. Wynne: Please find below a copy of a recent resolution passed by our Council: Resolution No.55-03-2017 Moved by: W.Koehler Seconded by: P. Skippen Whereas the Premier has announced that Ontario Hydra will be waiving delivery fees for customers who reside on First Nation reserves and settlements in Ontario; And whereas the many families in the Town of Northeastern Manitoulin and the Islands are having trouble meeting their financial commitments because of the exorbitant delivery fees charged by Ontario Hydro; Now therefore be it resolved that the Council for the Town of Northeastern Manitoulin and the Islands requests that the Province of Ontario treat all of Ontario Hydro's customers equally and eliminate the delivery fees for residents of the Town of Northeastern Manitoulin and the Islands. Be it further resolved that, in the interest of transparency, Ontario Hydro explain to the municipalities which cost costing measures or alternative revenue sources will be put in place to replace the revenue losses it experiences from the elimination of the delivery charge to its customers. And further that a copy of this resolution be sent to Premier Wynne, Minister Thibeault, and the other municipalities in the Province of Ontario. Carried Yours truly, Pam Cress Clerk i COVER CROP FUNDING NOW AVAILABLE The Elgin Clean Water Program is now offering an incentive for Elgin County farmers to plant cover crops. Cover Crop Incentive Details: •$20/acre for a maximum of 50 acres($1,000 maximum). •Priority will be given to areas directly adjacent to watercourses,wetlands or with tile drainage. •Cover crops cannot be planted for the purpose of harvesting or grazing by livestock. •To be eligible for the incentive,an appropriate cover crop must be planted at a rate that will provide erosion protection. Other Project Funding Available: •Eligible categories include:erosion control,wetland creation and riparian restoration,well decommissioning and wellhead protection,clean water diversion,livestock fencing and other worthwhile projects. •50%funding to a maximum grant cap depending on the category. Deed help developing a project? •Free advisory service for stewardship projects,including a site visit to your property. For more information,contact: ELGIN Betsy McClure at 519-631-1270 x229 CLEAN or betsy@kettiecreekconservation.on.ca -` WATER �J PROGRAM www.eigincleanwater.ca @ElginCfeanwater �� Are Lower Thames Valley Conservation Areas (parks)free in 2017? ;-• Lour o sere n Idto .t0cM.WIUD yr noaa�'endaiee�no No, they're not. If you ordered the FREE 2017 Parks Canada Discovery Pass in celebration of our country's 150th anniversary, you'll have an incredible time exploring Canada's national park system. Before you hang that pass on the mirror and head out to explore the many natural wonders that our country has to offer, you should know the difference between our national parks and the many great conservation areas within the Lower Thames Valley watershed. j Only Parks Canada national parks are offering free day-use admission this year. But aren't ALL parks in Canada considered 'national' parks? While we are very proud that our conservation areas, they aren't considered national parks. In fact, our conservation areas within the Lower Thames Valley watershed are really quite different than those Parks Canada offers. National parks offered by Parks Canada are easily recognized by the logo that greets you at the entrance to their parks: I+I Parks Pare Canada Canada When you arrive at a Lower Thames Valley Conservation Area, you'll see the Lower Thames Valley Conservation Authority logo: 1.C. . Lower h y , ,e Dn, ervation How many national parks are there in the Lower Thames Valley watershed? Would you believe there aren't ANY national parks within the watershed? In fact, the closest national park to the the Lower Thames Valley watershed is Point Pelee National Park approximately 1 hour southwest of our Administration Office in Chatham There are five Parks Canada national parks in Ontario: j • Bruce Peninsula National Park • Georgian Bay Islands National Park • Point Pelee National Park • Pukaskwa National Park • Thousand Islands National Park *The free 2017 Parks Canada Discovery Pass is also accepted at National Marine Conservation Areas and National Historic Sites. Does the LTVCA offer a Season's Day Use Permit to its conservation areas? We do in fact offer a Season's Day Use Permit that will provide you with access to 3 of our active conservation areas within the Lower Thames Valley watershed--Longwoods Road Conservation Area at 8348 Longwoods Road -south west of Mount Brydges; C.M. Wilson Conservation Area at 21799 Fargo Road -8.5 km south of Chatham and Big Bend Conservation Area at 21239 Big Bend Road east of the Village of Wardsviile. • You can buy your Season's Day Use Permit at Longwoods Road Conservation Area or C.M. Wilson Conservation Area when their buildings are open • You can also buy your Season's Day Use Permit at the Administration Building at 100 Thames Street in Chatham during regular business hours. • The 2017 Lower Thames Valley Conservation Authority Season's Day Use Permit is$60. Special events in these conservation areas may not be included. Why aren't Lower Thames Valley Conservation Area Season's Day Use Permits free this year? Canada's national parks system is operated by our federal government, while the Lower Thames Valley Conservation Authority's conservation areas are owned and operated by the Lower Thames Valley Conservation Authority. Federal parks operated by Parks Canada, and even Ontario Parks operated by the provincial government, receive tax dollars to provide the access and services they do to visitors. Lower Thames Conservation Areas receive no federal or provincial tax dollars and operate on the funds they receive through gate access fees, camping revenue, pay-for-use and some municipal levies. The revenue we receive keeps our conservation areas open and operating each season. Don't be afraid to explore III Millions of Canadians have received their 2017 Parks Canada Discovery Pass already. We believe that this opportunity will encourage many Canadians to get back to nature and explore the many natural wonders beyond their own backyard this year. For those who may visit a Lower Thames Valley Conservation Area for the first time this season, or those who may be coming back to us for a return visit, we don't want you to be frustrated because we don't accept the Discovery Pass. Please take the time to share this post with your friends and relatives. Remind them that the Parks Canada Discovery Pass is only good for day-use access at Canada's national parks and not at Lower Thames.Valley Conservation Areas. Employment Services Elgin D-q �� F ess SiA 0�ji I„ Y 4 I A C C I Learn about how 3 to ment Services Elgin k; can ,;help grow your business. F "f Please join us for a ,-r employer breakfast. em to p Y March 24, 2017 7:00 a.m. to 9:00 a.m. West Elgin Support Services 160 Main Street, West Lorne For more information or to RSVP, please contact Jenn Blanchard at 519-768-0020 or jblanchard @employmentserviceselgin.ca EMPLOYMEN /WestElginSupport5ervices ONTARI D -i D 'Q i r L Cactus, Cattle and Cowboys Festival CIO Connie Edwards, Vice Chairperson 26426 Queens Line West Lorne, Ontario NOL 2P0 519-768-2949 March 8, 2017 Attention: Spencer Dear Mayor and Council, I am requesting that Council please write a Supporting Letter for our Cactus, Cattle and Cowboys Festival event so that we may apply for the FEPP Grant offered by Elgin County. Thank you in advance Connie Edwards Vice Chair of Cactus, Cattle and Cowboys Festival From: AMO Communications <communicate @amo.on.ca> Sent: Wednesday, March 08, 2017 4:04 PM To: Subject: AMU.Policy Update- Highlights of Bill 68: Modernizing Municipal Legislation March S, 2017 Highlights of Bill 68 — Modernizing Municipal Legislation Proposed Changes to Municipal Act (MA), Municipal Conflict of Interest Act (MCIA), Municipal Elections Act (MEA) and several other Acts. Bill 68 Status: With the legislature back in session, the House debate on the Bill has resumed. Timing for the Standing Committee hearing could be this month, earlier than previously anticipated. AMO will complete its request for amendments shortly. Some proposed changes are welcome and others are problematic from a policy or implementation lens. We will be asking legislators to make certain f that any changes are clear, fair, and do not generate unintended consequences. Bill 68 Content: Some highlights follow: Proposed Integrity Commissioner (IQ Regime: The most significant proposal is to the authority and related provisions of a new and greatly expanded municipal Integrity Commissioner (IC) regime. It is to apply to all municipal councils and local boards in Ontario. This part of the Bill provides the most significant challenges. The Bill's IC accountability framework treats municipal governments and its local boards in a manner that is in stark contrast to the provincial government's own integrity regime. The latter is narrower— limited to WP complaints of another MPP, current and former public servants, and staff in MPP offices. Like that regime, members of council and local boards can seek advice on a matter from a municipal IC for matters related to the Municipal Conflict of Interest Act(MCIA) and municipal code of conduct. Codes of Conduct for all councils and local boards will be mandatory across Ontario. AMO believes that the intent of providing other recourses besides the courts is worthy. However, the proposed IC regime goes too far, too fast. It brings an untried complexity that could result in unintended consequences and costs that will be difficult to determine let alone manage. In making the IC regime mandatory for all municipal governments and local boards, the following are some of the key challenges identified with the Bill: • Its application to members of all local boards (even those without decision-making authority and those without a council representative on them) may dampen the interest of citizens willing o join local boards which would be an unfortunate outcome. Educating and training g J � g g these boards is no small task based on the experience of the introduction of closed meeting investigators. • Any "person" anywhere can make a code of conduct or MCIA complaint whether they are an elector or not and whether or not they are doing business with the municipal government or its boards which makes the administration such as Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and budgeting extremely unpredictable; • MCIA sets out principles of the duties of members' councils and local boards but it is silent on the duties of complainant nor is there any real onus on complainants; • Where there are joint service boards, it is unclear which municipal IC has jurisdiction or how it is to be determined and other rules applied; • Are ICs in effect `officers' of the municipal government— similar to provision that a municipal clerk is a designated position in the Municipal Act; • It is unclear whether the authority to impose penalties could be delegated by council or local board to the IC and should there be a greater range of penalties at this stage of the process in light of the greater range of penalties available to a judge should a matter end up in the courts; and • Determining how to have an IC (e.g., own, shared, functional relationships; budget requirements; administration set up; managing MFIPPA,etc.) is more complex than the mandatory closed meeting investigator system and will require at least 18 months before proclamation. Meetings: • The proposed definition of a meeting is welcome and should put to end the inconsistency that has been used by office of the Ontario Ombudsman and other closed meeting investigators; • Three new exceptions to resolve some of the difficulties of the original framework but will require amendment. For example, the Province or agencies of the Crown may supply confidential information and, municipal governments and municipal share corporations should be added to that list as they can supply another municipal government or entity with confidential information; • Proposed authority for each council to decide locally whether or not it wants to adopt a policy on electronic meetings and the related rules except that a person joining electronically cannot be counted for quorum; and • Temporary replacement at an upper tier meeting where a lower tier councillor is to be absent is helpful but could benefit from the alternate being designated for a period of time rather than sporadically so there is some knowledge of the upper tier's procedures and other policies. A few other matters: • Working with the Municipal Finance Officers Association (MFOA), we want to see that all municipal governments can benefit from improved investment authority offered by a prudent 2 investor standard approach, done in a way that doesn't create new internal administration for municipal governments; • Proposal to move council start of term to November 15 to help manage some of the unintended consequences of a longer period between the now earlier election date of October and term of council; Proposal to put a limit on `self funding' election campaigns; • Clarify that municipal bylaws can have effect in areas under conservation authorities and clear authority to regulate advertising devices; and • All councils to develop policies related to council-employee relationships; also pregnancy and parental leave of council members. This is the link to Bill 68 Modernizing Ontario's Municipal Legislation Act 2417 and to a chart, Bill 68: Summ.4a of Ke Provincial Proposals that summarizes the Bill's proposed changes. AMO Contact: Pat Vanini, Executive Director, E-Mail: pvanini@amo.on.ca, 416-971-9856 ext. 316. PLEASE NOTE:AMO Breaking News will be broadcast to the member municipality's council, administrator,and cleric. 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. DISCLAIMER:Any documents attached are final versions.AMO assumes no responsibility for any discrepancies that may have been transmitted with this electronic version.The printed versions of the documents stand as the official record. OPT-Our,If you wish to opt-out of these email communications from AMO please click here. 3 EI inCou � -LLBi„ ; i3.et�i,rPra Attn: Mayor Bernie Wiehle & Council Members Municipality of West Elgin 22413 Hoskins Line, P.O. Box 490 ^ Rodney, ON NOL 2CO gel I vwitart,&w ta-th&9"-A n Aa W a rde i; Cbg!K ToUrn"WNt It is my pleasure to invite you to Elgin County's Annual Warden's Charity Golf Tournament. On behalf of County Council, we hope you will be able to join the seven municipalities within Elgin County (Town of Aylmer, Municipality of Bayham, Municipality of Central Elgin, Municipality of Dutton-Dunwich, Municipality of West Elgin, Township of Malahide, and the Township of Southwold) who are working together to make this year's event a success. The Warden's Charity Golf Tournament is organized by the Elgin County United Way Special Events Committee (ECUWSEC) and all proceeds will be directed to the Elgin-St. Thomas United Way. As a sponsor and participant you can make a difference to help raise funds for this worthy cause while having some fun, socializing and networking with others who recognize the importance of giving back to the community. This year's tournament will take place at the St. Thomas Golf & Country Club located at 42325 Sparta Line in Union, Ontario. Save the Date: Thursday, June 22, 2017. Registration will begin at 9:00 a.m. with a shot gun start at 10:30 a.m. We have included our tournament brochure for you to review. There are many levels of sponsorship available to suit any budget, Please take a moment to decide how you and your organization can support the local community through this event. Please consider the people you will be helping by doing so. Even a small amount can go a long way! The cost to play this year is $150 per player but for a limited time, we do offer an Early Bird Discount' Register and pa by May 1, 2017 and be eligible to receive the benefit of the discounted price of $135.00 per player. Limited spaces are available so sponsorship and registration will not be confirmed until your payment is received in full. The past four tournaments have sold out with a wait list, so don't be disappointed. We thank you in advance for your support and we look forward to hearing from you this year. Grant Jones Warden, County of Elgin County of Elgin Administrative Services 450 Sunset drive St.Thomas,ON N511 5V1 Phone;519-631-1460 www.e;gincounty.ca A,a - E L V Council H ----------- y C iai m 6 l;�y i ru ! F1 CAQ Selection Committee Update ,� The CAO Selection Committee presented Council with a status "Casa yz� ,�riy � ojd s ►nahii r x update of the Committee's progress. Council approved the Draft t w i a dihs CAOICierk Appointment By-law and revised job description. The MIN`, r' Selection Committee will now proceed in a timely manner with r � gog �n�a Y}` � w " recruiting,„2 g which will commence at the end of March. A further update �e� �1(lkatarf r�5cho©Is, will be provided to Council in May. � ,� � � r 1 ��g Pd s• �.'tzn :-�''sc v[ WWI LF11� �a r ; The appointment By-Law and revised job description are available as 1 part of the March 14, 2017 Elgin County Council Agenda Package. Southwold Township Library, Shedden Hours � w§ ' ya✓ i §dd' 1 �lY 1h Yyr�`5�4`8t rss:.:t,.. 441�k a Jh 4 In anticipation of the opening of the Southwold Township Library, w { �P Shedden, Elgin County Council has approved an increase in hours of {�Jx� ��' 4� '41� �j1 1 Sri ?� operation from 19 hours a week to 21 hours effective May 1, 2017. � �, Imo - 1 t - "� A review of current hours of operation found that service could be increased without impacting overall costs for the library. These new hours will better serve the community at the new facility, particularly during the after school hours. A second evening will also provide an opportunity to introduce more adult programming in response to community feedback. At the same time, the proposed schedule does not compromise successful children's programming already taking place during the week, particularly on Friday mornings. I , 3 - - F - I 11191 Council Supports Defibrillators for Schools Council supported resolutions from the Municipality of Thames Centre and the Township of Zorra seeking endorsement for AEDs (Automated Electronic Defibrillators) to be placed in every Thames Valley District School Board school. The Thames Valley District School Board is currently the only school board in Ontario without AEDs (Automated External Defibrillators) in all of its schools. The safety of students and staff in Elgin County schools is an issue that is very important to Council. When a cardiac incident occurs, timely access to life saving devices is critical. Elgin County Council urged the Thames Valley District School Board to develop a policy for the installation of AEDs in all district schools. ja Joint Accessibility Committee Terms of Reference _ Amended .s ,f.�.,'i lyk F rr• .l..x�r L�I is;r_R"} �':I nr3 r7n t cl u� � , ; rE y� h, 'M -,Ir 'P.,t', �'f�, Council approved changes to the Joint Accessibility Advisory , Committee's Terms of Reference that allow individual members of the g! V f°�� committee the opportunity to receive an accommodation, should they not be able to attend scheduled committee meetings. In the event that an accommodation has been granted, the member may ¢t � participate in the meetings electronically (via conference call), but is not able to vote or be counted in determining whether or not quorum s1�, .��c � a is present. -h „s "N� '� � ? Tenders Awarded e�5'Em , aS3 N r �� _ � F Elgin County Council awarded seven tenders representing 16 projects that were part of the approved 2017 Capital Budget. These tenders were advertised and issued as per the County's Procurement Policy. Favourable results were realized due to excellent prices achieved through r early postings. 0 , The full March 14, 2017 Elgin County Council agenda can be accessed on our website. Ministry of Education Ministbre de 11ducation IWLW Minister Ministre Mowat Block ltdifice Mowat Queen's Park Queen's Park Toronto ON M7A 1 L2 Toronto ON M7A 1 L2 Ontario March 6, 2017 Dear Colleagues, It will come as no surprise that, over the past several months, our government has been hearing from many parts of Ontario about the impacts of recent pupil accommodation reviews, particularly in Ontario's rural and remote communities. Our government supports and values all communities in Ontario, and our school boards and municipalities must make every effort to work together to ultimately support positive experiences for our students and the communities they live in. As you know, school closures and consolidations are among the most difficult decisions that school boards have to make. This is especially true in our rural and remote communities. Ontario entrusts school boards with the responsibility to review their school accommodation needs and for ensuring that student achievement and well-being are supported by all accommodation decisions that are made. However, we also know that some parts of Ontario face demographic challenges, while others are seeing considerable growth. We want to assure all of our community partners that our government is committed to finding solutions to meet both local needs and the educational needs of Ontario's students. Starting this spring, our government will launch an engagement on new approaches to supporting education in rural and remote communities. Three Parliamentary Assistants, MPPs Granville Anderson, Grant Crack, and Lou Rinaldi, will gather feedback on how our province can further strengthen the future of rural education. We are also pleased to provide you with an update on how our government will further support local decision- making and complete communities moving forward. Pursuing Joint-Use Opportunities between School Boards Communities and the province expect Ontario's four school systems to maximize the opportunities of co-location. Prior to commencing with student accommodation changes through closures, it is our government's strong preference that school boards fully explore joint accommodation arrangements with coterminous boards, particularly to maintain a school presence in a rural or isolated community. Of the 4,900 schools in Ontario, only 37 are currently joint-use arrangements in which pupils from one or more boards share a facility. 12 -2- In July 2013, prior to the launch of the Ministry of Educations 2014 Capita[ Priorities program, the Ministry stated a preference for these joint-use projects, committing to review these proposals before any others. Additionally, the Ministry of Education has committed $600,000 to assist school boards in pursuing joint-use school opportunities between school boards. This funding is being allocated,to support school boards with facilitation and joint planning towards the potential development of joint-use school proposals, as well as on studies being commissioned by the Ministry of Education to highlight joint-use experiences and develop a joint-use school toolkit that can be used to assist school boards in developing joint-use schools. Moving forward, the Ministry of Education will be reviewing all capital proposals submitted by school boards for ministry funding for new schools, additions or consolidation projects to ensure joint-use opportunities between boards have been fully explored before funding is granted. Importance of School Board and Municipal Partnerships We have recently had the pleasure of speaking with many of our municipal and school board partners. These conversations have highlighted many positive examples of collaboration and joint local planning between school boards and municipalities. But we have also heard about potential inconsistencies and difficulties in current community collaboration, including instances where municipalities and communities have not felt meaningfully engaged in pupil accommodation reviews. These difficulties can arise for many reasons, but we would like to remind school boards and municipalities of the tools we have provided to facilitate an effective process and provincial expectations with respect to engagement by involved parties: • Annual Community Consultation: Reforms to Ontario's Planning Act and Development Charges Act were made in 2015 to help create more complete communities and to provide citizens a greater, more meaningful say in how their neighbourhoods grow. The Ministry of Education's Community Planning and Partnerships Guideline was also introduced in 2015 to ensure that each school board hosted at least one meeting each year to discuss their capital plans and opportunities for joint planning and facility partnerships with relevant communities and stakeholders. We have heard from some boards that these meetings are not well attended, and from some communities that they were not aware of them. It is imperative that these meetings involve all relevant stakeholders, and facilitate real dialogue between boards and the involved communities. Further, board policies must reflect this guideline prior to the commencement of new accommodation reviews. To be effective, these meetings require community engagement and attendance and a spirit of real partnership from all parties. ...I3 i -3- • Pupil Accommodation Review Guideline: Updates to the Pupil Accommodation review guideline in 2015 were introduced following consultations with school boards, municipalities and other community partners to enable a more effective review process. This included a new requirement that impacted municipalities and community partners are consulted regarding the potential accommodation changes. It is our expectation that this is a meaningful engagement from both boards and municipalities, and that full input and feedback from the municipalities, including local economic and community impacts where relevant are reflected in the final staff report and advice to trustees. The new process also requires boards to put forward concrete proposals in the form of initial staff recommendations. These should not be interpreted as pre-determined outcomes, but rather as a means to ensure focused engagement. Our government expects school boards and communities to be making active and continual efforts to facilitate positive, inclusive relationships with each-other. The changes made in 2015 to the Pupil Accommodation Review Guideline also changed the minimum requirement for the school information profiles shared at the commencement of an accommodation review to no longer require information outlining the value of the school to the local economy. This change was made to reflect input from school boards that this information was not readily available or in their area of expertise and could be better reflected in the input from municipal and community partners. While accommodation decisions must support student achievement and well-being as a primary goal, this change was not intended to discount the importance of engagement with communities to understand the impact of accommodation changes or to disallow boards from considering the impacts on communities and local economies from their final reports or deliberations. Going forward, our government will be considering how community impact could be included in the pupil accommodation process, included with anticipated impacts on student achievement, transportation and outcomes. We will work with municipalities and school boards to explore how the government can best support this type of analysis in the pupil accommodation review process. Enabling Community Hubs in Schools Through the Premier's special advisor Karen Pitre, our government has been considering how we can use public property in a manner that takes into account the best interests of local communities. A community hub can be a school, neighbourhood centre or other public space that offers co-ordinated services such as education, early years support, health care and social services. ...14 -4- Many schools have some space that is or could be used by community organizations through lease or other arrangements when the space is not required for school use. The province has encouraged school boards to work with local communities and in 2015 released the Ministry of Education's Community Planning Partnership Guideline to help facilitate these opportunities. We have also made a number of investments to support this goal, including: • Capital Funding for Community Hub School Retrofits: The Ministry of Education announced $50 million in November 2016 to support retrofits of available school space for use by new community partners, or improve accessibility for schools to enable community use. • Capital Funding for Community Replacement Space: In the event that an original school location that housed community partnerships is closed or sold, capital funding will be available for replacement space for eligible community partners in new schools, additions or retrofits to existing schools. Details regarding eligibility for this new program will be announced ahead of the Ministry of Education's 2017 Capital Priorities program request for submissions. Surplus schools have also been identified as potential community hubs in some communities, and our government is serious about taking the next steps on this strategy: • New Rules for Disposition or Lease of Surplus Property: Changes to O. Reg. 444198 doubled the current minimum surplus school circulation period from 90 to 180 days, and expanded the list of organizations that can place an offer before surplus school property is placed on the open market. This is intended to enable potential community hub projects to reuse surplus school properties where there is a viable business plan and identified partnerships necessary to develop a community hub • Disposition of Surplus School Board property: In 2017-18, we will also be proceeding with the recommendation in the Community Hubs Strategic Framework and Action Plan to consider supporting the sale of surplus schools at less than fair market value, where there is a provincial interest to enable viable community hubs, while keeping school boards whole. • Community Hubs Summit: We are also pleased to announce that the Ontario Community Hubs Summit will be held from May 1-3, 2017, which will feature keynote speakers, hands-on workshops and opportunities to interact with and learn from others. 15 -5- Recognizing that planning for strategic partnerships cannot be developed quickly or easily, in instances where communities and school boards see innovative solutions to local needs with opportunities for potential community hubs in school properties involved in accommodation reviews, we are requesting that school boards and municipalities with opportunities advise the Ministry of Education's Capital Policy and Programs Branch and the Ministry of Infrastructure's Community Hubs Division at community.hubs@ontario.ca preferably before the Community Hubs Summit. We will endeavor to work with the partners to ensure that these opportunities are considered within existing resources. In some cases, this could include providing facilitation services that would help community organizations, municipalities, and school boards develop their proposals for community hubs. Enhancing Education in Rural and Remote Communities Ontario's rural and remote communities have been impacted by a diversity of socio- economic trends. We also know that the future will not look like the past. For our rural communities to thrive, our government knows that students must be supported by high- quality education, strong local community programming, and innovative local economic strategies. That's why we've taken the following actions to support our rural and remote schools: • Supporting Broadband Expansion: Our government is moving forward with its commitment in the 2016 Ontario Budget to provide secure, affordable broadband access to all of Ontario's students and educators, especially in northern and remote parts of Ontario, to enable equitable access to rich and innovative learning opportunities. • Supporting E-Learning Opportunities: Our government provides secure access to the provincial Virtual Learning Environment which supports delivery of el-earning courses that otherwise might not be available close to a student's home. Additionally, we are investing over $6 million for distance learning delivery by the Independent Learning Centre of TVO that helps students from a variety of backgrounds gain necessary education credentials. Together these support equitable and timely access to credit courses. • Remote & Rural Funding Support for School Boards: We have made the education funding formula less dependent on enrolment. Since 2012-13, annual GSN funding for rural boards has increased by nearly $200 million or 5.7 per cent. In addition, we have made the following changes the funding formula to meet the unique needs of rural and remote communities: o Increased funding to support the higher cost of purchasing goods and services for small and rural school boards; ...16 -6- o Investments in top-up supports for rural schools to fund the heating, lighting and maintenance costs of excess spaces in schools that are a considerable distance from the next closest school; o Introduced new factors that reflect distance and dispersion of schools in the distribution of special education funding; o Funding for additional principals in schools that combine elementary and secondary students, depending on enrolment levels; and o Funding to support a minimum number of teachers and early childhood educators for remote schools with small enrolment. It is our hope that our engagement this coming spring will allow us to highlight further opportunities that will proactively enhance the quality and delivery of education in rural and remote communities in Ontario. We will work with our partners to finalize the details of this engagement process and share these in the coming weeks. Conclusion There are a number of initiatives across government that are working to ensure that we have complete communities —whether they are urban, rural, northern or remote. Each community has different needs and together we need to make sure we are working together. We welcome your thoughts and suggestions as we continue to evolve to meet the changing demographics and needs of our communities. Sincerely, [Original Signed by] [Original Signed by] Hon. Mitzie Hunter Han. Bob Chiarelli cc: Hon. Bill Mauro, Ontario Ministry of Municipal Affairs Hon. Jeff Leal, Ontario Ministry of Agriculture Food and Rural Affairs Association of Municipalities of Ontario Rural Ontario Municipal Association Ontario Catholic School Trustees'Association (OCSTA) Ontario Public School Boards' Association (OPSBA) L'Association des conseils scolaires des ecoles publiques de I'Ontario (ACtPO), L'Association franco-ontarienne des conseils scolaires catholiques (AFOCSC); NTAR' I.S010 An nvitatl n to jq r. R L 'c i 4 with Fred Dean Because the 2016 Coffee and Conversation were such a success, I am pleased to announce the venues for 2017. If you yfj are a Head of Council, a member of a municipal council or senior municipal administrator, I am inviting you for a coffee and conversation with me and other municipal officials. Let's talk about municipal issues, challenges and changes... ethics,codes of conduct, conflicts, meeting challenges, what lies ahead for municipalities and more... As you know I am a municipal solicitor and coach with extensive experience. I have delivered numerous orientation and councillor training sessions across Ontario. Join the This is an opportunity to meet in an informal setting. Bring your questions and comments.While there is conversation ,, no charge you must register in advance. Kingston May 23 3:00 prin to 5:00 pm Ambassador Hotel Pembroke May 24 3:00 pm to 5:00 pm Best Western Strathroy-Caradoc May 30 3:00 pm to 5:00 pm Municipal Offices Haliburton July 10 10:00 am to 12:00 pm Pinestone Resort Peterborough July 11 10:00 am to 12:00 pm Best Western Otonabee Bracebridge July 12 10:00 am to 12:00 pm Municipal Offices Let me know if you plan to attend by sending an email to brenda@citysolicitor.net. Please indicate which session you will attend as well your name, municipality and title. Air X Ontario LEGISLATIVE 1 ASSEMBLY 11 1YJ� Sylvia Jones, #Vii PP Room 443,Legislat ive Building Dufferin-Caledon Toronto,Ontario M7A1AB f iry� Tel:416-325"1898 Fax:416-325-1936 E-Mail:sylvia.jonos€a @pc.Ma.org March 9th, 2017 Mayor Bernard Wiehle and Council Municipality of West Elgin 22413 Hoskins Line PO Box 490 Rodney, ON NOL 2C4 j Dear Mayor Wiehle and Council, I am writing to you as the new Progressive Conservative Critic for Infrastructure. In my role as the critic for infrastructure, I will be looking to hold the provincial government to account on its announcements and plans for infrastructure projects across the province. Municipalities, like yours, are an important partner in helping define Ontario's infrastructure needs. If you have concerns about.the provincial government's approach to infrastructure, be it delays or red tape, I want to hear from you. Ensuring that the government is held to account is essential as it ensures that the government 'invests transparently and in the areas that Ontarians need. If you would like to meet with me to discuss these issues in person,please contact my office at s lvia.'ones c.ola.or or 416-325-1898. Sincerely, Syl ' Jones, MPP Dufferin-Caledon Deputy Leader of the PC Caucus Progressive Conservative Critic for Infrastructure W"'B"', Laura Elliott, Director of Education and Secretary March 14, 2017 t County of Elgin ,pM 450 Sunset Drive �0 ? St. Thomas ON N5R 5V1 Attention: Warden Grant Jones �- Dear Warden Jones: On behalf of myself and the Board of Trustees, thank you for your letter of February 14, 2017, containing your council's resolution regarding Elementary Pupil Accommodation Review-01 (EPAR-01). Thank you also for the attached materials presented to your council by a community delegation. Your letter has been forwarded to our Planning Department so.that it rnay be included with other Administration Report scheduled to be resented to the Board in April. correspondence in the Final Senior p p P For your information, TVDSB recently developed new policies and procedures surrounding the accommodation review process that align with new guidelines developed by the Ministry of Education as a result of a thorough, province=wide review. More information may be found at www.tvdsb.calplanning As elected public school Trustees, it is our responsibility to listen closely to the views of our respective constituents and make decisions that fairly represent the best interests of all students across the entire school district-for today, and for many years in the future. We also have a responsibility to consider the recommendations of our experienced Senior Administration - individuals who have worked diligently to make the Thames Valley District School Board one of the best school boards in Ontario. To accomplish all of this, Trustees often must mediate conflicting interests and values. Thank you again for taking the time to share your information with Trustees. I am confident that input from municipalities such as yours will ensure the results of this important accommodation review will be in the best interests of all students. Best regards, - Matt Reid Chair of The Board cc: Hon. Mitzie Hunter, Minister of Education Laura Elliott, Director of Education, Thames Valley District School Board James Todd & Chris Goodall, Thames Valley District School Board Trustees Heather Derks, Sparta Public School Alliance Local Elgin County Municipal Partners Jeff Yurek, MPP, Elgin-Middlesex-London Thames Valley District School Board - Office of the Chairperson 1250 Dundas Street,P.U.Box 5888, London,Ontario N6A 5L1 Tel:519-452-2004 Ext.20219 Fax.519-452-2396 website:www.tud5b.ca We build each studenes tomorrow,evaq day. i March 2, 2017 Municipal Council of West Elgin 22413 Hoskins Line, Box 490 Rodney, On NOL 2CO Dear Mayor and Municipal Council, This summer as part of our celebration of Canada's 150th Birthday Bethel Park Camp has invited the Canadian Cowgirls precision riding team to our community. Bethel Park Camp has been located in Elgin County for over 60 years. The park is situated among 50 acres of unique Carolinian forests in southwestern Ontario, just a few minutes from the sandy beaches of beautiful Lake Erie. Every summer hundreds of people come from all over Ontario to visit our camp and enjoy all that West Elgin has to offer. The Canadian Cowgirls are in big demand and we are so very fortunate to have them i g g rY come to our camp. They have appeared in the Rose Bowl Parade, the Royal Winter Fair and will be coming to us from the Calgary Stampede. Our activities begin at noon with the Canadian Cowgirls presenting a thrilling one hour non-stop show. This will be followed by fun for the kids with different inflatables and horse drawn wagon rides. There will also be a food concession and snack bar. The event will go from noon —4:00 p.m. The event is open to the general public and there is no admission fee. We are looking for financial sponsors to help us cover the cost of this event. We believe that the Canadian Cowgirls will bring many visitors into West Elgin County. Bethel Park Camp is a registered charity, non-profit organization and we thank you for taking the time to consider our request for funding. Look forward to hearing back from you soon, Sincerely, Rev. Ken Powell Camp Pastor Box 111 Blenheim, On. NOP 1A0