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June 8, 2017
MUNICIPALITY OF WEST ELGIN AGENDA COUNCIL MEETING JUNE 8, 2017 COUNCIL CHAMBERS, WEST ELGIN MUNICIPAL BUILDING ------------------------------------------------------------------------------------------------------------ DISCLOSURE OF PECUNIARY INTEREST ADOPTION OF AGENDA MINUTES (Al — A11) *May 25, 2017 Council *May 25, 2017 Rezoning — North Parts of Lots 4 and 5, Concession 14 (Lakeview Aldborough Bluffs) BUSINESS ARISING FROM MINUTES DELEGATIONS (B) REPORTS (C1- C10) 1. ROADS a) *May Roads Report b) *Disc Mower Purchase 2. RECREATION/EMERGENCY MANAGEMENT a) *Recreation Monthly Report b) *West Elgin Pool Flooring Report 3. WATER DISTRIBUTION SYSTEM 4. WASTEWATER a) *CWWF Application Process Update 5. BUILDING a) *May Building Report *Enclosed June 8, 2017 ............. Page 2 6. BY-LAW ENFORCEMENT a) *May By-law Report. 7. DRAINS 8. ADMINISTRATION a) *May Fire Report b) *West Elgin Fire SCBA Purchase c) *Revisions to the Procurement Policy d) *Draft of New Municipal Alcohol Policy 9. PLANNING 10. ACCOUNTS CORRESPONDENCE (D1 — D17) COUNCIL CONSIDERATION - ACTION RECOMMENDED: 1.* Letter to Council from the Rodney & District Horticultural Society to invite Council and the community to attend their tea party to celebrate Canada's 150th Birthday on Saturday June 24th from 2:00 p.m. to 4:00 p.m.; 2.* Letter to Council from the West Elgin Community Health Centre regarding the 14th Annual Teddy Bear Picnic and request for a free swim from 1:00 p.m. —2:00 p.m. at the West Elgin Pool on August 16, 2017; 3.* Letter to Council from the West Elgin Community Health Centre inviting Council to join them on July 12th at 12:30 p.m. for their 1$t Annual Pride Flag Raising Ceremony; 4.* Conservation Ontario — Media Release- First Look at Proposed Changes to the Conservation Authorities Act— May 31, 2017; 5.* Letter to Council from Karen Vecchio and Jeff Yurek regarding Canada 150 Celebration Event on September 10th, 2017 from 12:00 p.m. — 6:00 p.m. at the Railway City Big Top (Circus Tent); 263 Wellington Street, St. Thomas; 6.* Letter to Council from Andrea Fordham to request an amendment or exception to the Municipality's Open Burning By-law; 7.* Ontario Energy Board Notice to Customers of Hydro One Networks; 8.* Association of Municipal Clerks and Treasurers of Ontario — Legislative Express —June 5, 2017; 9.* Lower Thames Valley Conservation Authority — New Twitter Account dedicated to Flood Advisories; *Enclosed i June 8, 2017 ............. Page 3 10. Resource Productivity & Recovery Authority— News Release — May 31, 2017; 11.* Request for support from the Municipality of East Ferris to support M.P. Cheryl letter removing the tac-exempt portion of remuneration paid to local officials; 12.* County of Elgin — Economic Development Newsletter for May 2017; 13.* Association of the Municipalities of Ontario -- Changing Workplaces Final Report Released; 14.* Association of the Municipalities of Ontario — Province Announces Emergency Services Changes Including Dispatch and Fire-Medic Pilots; 15.* Southwestern Integrated Fibre Technology Request for Pre-Qualification to close on June 30, 2017; 16.* Notification from the Town of Amherstburg on their request to have Essex County review current Emergency Medical Services. RECOMMENDED TO ACCEPT & FILE: 17. AMO • Watch File — May 25, 2017; • Watch File — June 1, 2017. BY-LAWS: By-law No. 2017-43 Municipal Alcohol Policy By-law No. 2017-44 Authorize Agreement— Government of Ontario - Ministry of Infrastructure — Clean Water and Wastewater Fund (CWWF) By-law No. 2017-45 Amending Procurement Policy MINUTES (E1 — E2) *March 28, 2017 West Elgin Recreation Committee *April 26, 2017 West Elgin Recreation Committee NOTICE OF MOTION (F) OTHER BUSINESS (G1 — G2) 1. Council Announcements 2. Closed Session • Personal matters about an identifiable individual (M.A. s.239 (2)(b)). • Labour relations or employee negotiations (M.A. s.239 (2)(d)). *Enclosed June 8, 2017 ............. Page 4 CONFIRMING BY-LAW ADJOURNMENT NEXT MEETINGS: June 22, 2017 Council July 20, 2017 Council July 25, 2017 Tri County Water Board August 10, 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 PUBLIC MEETING WEST ELGIN COUNCIL CHAMBERS MAY 25, 2017 MEMBERS PRESENT: Mayor Bernie Wiehle, Deputy Mayor Mary Bodnar Councillors: Joe Seman Jr., Richard Leathern, Jonathan Wolf STAFF PRESENT: Scott Gawley C.A.O.-Clerk Spencer Pray Deputy Clerk Magda Badura Treasurer REGRETS: Heather James Planner SUBJECT: REZONING -NORTH PARTS OF LOTS 4 AND 5,CONCESSION 14 (LAKEVIEW ALDBOROUGH BLUFFS) Also in attendance: Ric Knutson Jerry Vandevenne The Mayor called the meeting to order at 10:00 a.m. The C.A.O.-Clerk gave a summary of the proposed amendment as follows: The purpose of the Zoning By-law Amendment application is to amend the General Agricultural (Al) Zone of the Municipality of West Elgin Comprehensive Zoning By-law 2015-36 to permit the severance of a parcel of land to be added to an adjacent lakeshore residential parcel to widen an existing driveway access. The subject lands are situated on the south side of Gray Line, within the geographic Township of Aldborough. The lands are legally described as North Part of Lots 4 and 5, Concession 14 with no assigned municipal address. The lands to be severed, part of an agricultural parcel will be rezoned from General Agricultural (Al) to Site-Specific Lakeshore Residential with Holding (LR-1-1-1-7). The lands to be severed will have an area of 0.31 ha (0.77 ac.), a depth of 510.09 m (1,673.51 ft.) and a frontage of 6.0 m (20.0 ft.) with frontage on Gray Line. The lands to be severed and rezoned are vacant with no services. The lands to be retained, an agricultural parcel will remain zoned General Agricultural (Al). The lands to be retained will have an area of 33.1 ha (81.79 ac.), an irregular depth and frontage on Gray Line. The parcel is vacant with no services. The location of the subject lands are on the attached Key Map. County of Elgin Land Division Committee conditionally approved the associated severance application (File No. E 2117)on March 29, 2017; no appeals were received. I ff'A+l' d ✓� May 25117...Pg. 2 of 2 PLANNING CONCLUSIONS: The application has been assessed for appropriateness with regard to existing policy and the impact of the proposal on the surrounding land uses.The application is consistent with the Provincial Policy Statement and conforms to the County of Elgin Official Plan and the Municipality of West Elgin Official Plan. AGENCY CIRCULATION: The application was circulated to the applicable public agencies for comment and to all neighbouring property owners within 120 metres of the properties. DISCUSSION: The Mayor gave the member of the public present the opportunity to speak. No one present had any questions or comments. SUBJECT: ADJOURNMENT RES, NO, 1 Moved by Bodnar Seconded by Seman RESOLVED that the Public Meeting concerning a proposed Zoning By-law Amendment for lands located at the North Part of Lots 4 and 5, i Concession 14(Lakeview Aldborough Bluffs)be hereby adjourned. DISPOSITION: Carried These minutes were adopted on this eh day of June,2017. Bernie Wiehle R. Scott Gawley Mayor C.A.O.-Clerk KEY MAP South East 114 Lot 3, Concession 7 21524 Queens Line, Rodney, ON NOL 2CO 4 x maz SCALE: V-40' SCHEOU OF PART5 w mp s w PLhH»R wxr a ix�Gwa IAIN P1[fs ACT, ATM""D VID"I n Of PART OF LOT 3 tms azAw m/vass nwr of vhv asror-ww mus weuox a•asx pt] PLAN OF SURVEY CONCESSION 7 j -GEOGRAPHIC TOWNSHIP OF ALI BOROUGH ® +' MUNItIPAUTY OF HEST ELGIN e I COUNTY OF ELGIN g cG'e,[AM 91AME1'IXt'S GE9IIF1MIE ��- �® 9uEEN5[WE EdB�A p[oxiNGE BEfYffEENN•w]HCI:SIGN4 T a e)ICgI>IIY PW�4)WS g 3 8@DX k 417AGHAM a ex�rsur.marma�uv Tc, -c., snn/e 9URVSSILI@ - R�vr�m asr�srwu,vcmc errsan !NC@RPORA48D �azTs i, MINUTES OF THE CORPORATION OF THE MUNICIPALITY OF WEST ELGIN WEST ELGIN COUNCIL CHAMBERS MAY 25,2017 PRESENT Mayor Bernie Wiehle, 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 REGRETS Heather James, Planner ALSO PRESENT CALL TO ORDER The Mayor called the meeting to order 9:30 a.m. DECLARATION OF PECUNIARY INTEREST None declared. ADOPTION OF AGENDA RES. NO.1 Moved by Seman Seconded by Wolf RESOLVED that the Council of the Municipality of West Elgin approves the agenda for May 25, 2017 as printed and circulated; with the following addition: DISPOSITION: Carried APPROVAL OF MINUTES RES. NO2 Moved by Bodnar Seconded by Leatham RESOLVED that the minutes of the meetings held on the following dates be adopted as printed and circulated: May 11, 2017 Council DISPOSITION: Carried BUSINESS ARISING FROM MINUTES None. DELEGATIONS RES. NO.3 Moved by Bodnar Seconded by Leatham RESOLVED that Council suspend and leave its Council meeting and enter into a Public Meeting for a Zoning By-law Amendment for May 25, 2017 .....Page 2 of 8 RES. NO.3 Cont'd lands located at North Parts of Lots 4 and 5, Concession 14 (Lakeview Aldborough Bluffs) DISPOSITION: Carried 10:00 a.m. Public Meeting—Rezoning—21707 Gray Line Lakeview Aldborou h Bluffs Inc.)_131)(C9a) Separate minutes were created for this meeting. RES. NOA Moved by Wolf Seconded by Leatham RESOLVED that Council enter back into its May 25,2017 Council Meeting. DISPOSITION: Carried REPORTS 1. ROADS 2.RECREATION/EMERGENCY MANAGEMENT 3.WATER DISTRIBUTION SYSTEM a West Elgin Distribution System Operations Report April 2017 RES. NO.5 Moved by Wolf Seconded by Seman RESOLVED that the West Elgin Distribution System Operations Report April 2017 from the Ontario Clean Water Agency dated May 15, 2017 be received. DISPOSITION: Carried 4.WASTEWATER 5. BUILDING S. BY-LAW ENFORCEMENT 7. DRAINS 8.ADMINISTRATION a) Rental of Sand Ring on June 10'h and June 11"' RES. NO.6 Moved by Leatham Seconded by Bodnar RESOLVED that the Report—Rental of Sand Ring on June 1 D'h and June 11'h from the Deputy Clerk dated May 25, 2017 be received; AND THAT the Council of the Municipality of West Elgin allow the National Barrel Horse Association participants to be able to stay overnight at the Rodney Fairgrounds to tend to their horses on June 9-11, 2017. DISPOSITION: Carried b) Canada Day, Miller Park,West Lorne A-L May 25, 2017 .....Page 3 of 8 RES. NO.7 Moved by Seman Seconded by Wolf RESOLVED that the Report-Canada Day, Miller Park,West Lorne from Ann Smith dated May 25, 2017 be received; AND THAT the Council of the Municipality of West Elgin approve the following activities for the Canada Day Celebrations throughout West Elgin on Saturday July 1st, 2017: • Kids Country Carnival with the addition of pony rides and petting zoo; • Knights of Columbus—Fish Fry; • Opening Ceremonies; • Fire Station#2 vs. Fire Station#1 Baseball Game; • Snake Lady Show; • Fireworks to be organized by the West Elgin Fire Department; Rodney Aldborough Agriculture dance at the West Elgin Arena; AND THAT the Council of the Municipality of West Elgin approves holding the Canada Day celebration at Miller Park on July 1, 2017; AND THAT the Council of the Municipality of West Elgin waive the rental fees for the Canada Day Committee the use of the West Elgin Arena on July 1, 2017; AND THAT the Council of the Municipality of West Elgin authorizes the Canada Day Committee to apply for grant funding through the Canada Day Program from Heritage Canada; AND FURTHERMORE that the Council of the Municipality pay for the cost of the Canada Day Fireworks as per 2017 Budget. DISPOSITION: Carried c) Home for Christmas and Lure Brochure RES. NO.8 Moved by Seman Seconded by Leatham RESOLVED that the letter regarding the Home for Christmas and the Lure Brochure from the Deputy Mayor dated May 18, 2017 be received; AND THAT the Council of the Municipality of West Elgin gives the following direction: 1. THAT the Lure Brochure in 2018 be West Elgin only; 2. THAT the Council of the Municipality of West Elgin send a letter to the Municipality of Dutton Dunwich regarding Home For Christmas to see if they are interested in participating (up to an estimated$1,500.00 in expenses) and to get back to the West Elgin Council by June 15, 2017 if they want to combine; otherwise West Elgin will do the Home for Christmas event by itself. DISPOSITION: Carried 9. PLANNING a)Zoning By-law Amendment Application for Lakeview Aldborough Bluffs Inc. c/o Knutson Development Consultants Inc.. File No. P 2117 RES. NO.9 Moved by Bodnar Seconded by Wolf RESOLVED that the Report--Zoning By-law Amendment Application for Lakeview Aldborough Bluffs Inc. c/o Knutson i May 25, 2017 .....Page 4 of 8 RES. NO.9 Cont'd Development Consultants Inc., File No. P 2117 from the Planner dated May 25, 2017 be received; AND THAT the appropriate b -law be brought forth. Y DISPOSITION: Carried b Proposed Consent Application for Cliff and Wanda Johnston c/o Jamie Wardle RES. NO.10 Moved by Leatham Seconded by Bodnar RESOLVED that the Report—Proposed Consent Application for Cliff and Wanda Johnston c/o Jamie Wardle from the Planner dated May 25, 2017 be received; AND THAT the Council of the Municipality of West Elgin recommend approval to the County of Elgin Land Division Committee for the proposed severance application file for Cliff and Wanda Johnston c/o Jamie Wardle, North Part of Lot 12, Concession 3, provided that the following conditions are included; a) THAT a Zoning By-law Amendment is in force and effect for the severed parcel; b) THAT a 0.08m2 parcel of land abutting Henry Road be transferred to the Municipality of West Elgin at the expense of the owner(s); c) THAT the lands conveyed are registered in the same name and title as the land to which they are being added; d) THAT municipal drain apportionments(if required) have occurred; . e) THAT two(2)copies of the registered survey have been provided to the Municipality of West Elgin; and, f) THAT taxes have been paid in full. DISPOSITION: Carried 10.ACCOUNTS RES. NO.11 Moved by Leatham Seconded by Bodnar RESOLVED that the Mayor and Treasurer are hereby authorized to sign Payment Voucher#5A amounting to$ 200,688.87 in settlement of General, Road,Water, and Arena Accounts(including cheques#23467-23484&EFT dep#304—328). DISPOSITION: Carried CORRESPONDENCE: 1. Letter to Council from the Rodney Aldborough Agriculture Society; RES. NO.12 Moved by Wolf Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin grant the rental fees for the Rodney Aldborough Agriculture Society use of the West Elgin Arena for a Canada Day Dance on Saturday July 1, 2017 to raise monies to be used towards the annual Rodney Aldborough Fall Fair. DISPOSITION: Carried 2. Letter to Council from the West Elgin Secondary School Parent Council; J [l\] May 25, 2017 .....Page 5 of 8 RES. NO.13 Moved by Bodnar Seconded by Leatham RESOLVED that the Council of the Municipality of West Elgin grants the West Elgin Secondary School Parent Council a grant of $459.05 towards the purchase of a Defibrillator for the Aldborough Public School. DISPOSITION: Carried 3. Letter to Council from the Cactus, Cattle and Cowboys Festival Committee; RES. NO.14 Moved by Leatham Seconded by Bodnar RESOLVED that the Council of the Municipality of West Elgin cancels the 2017 Cactus, Cattle and Cowboys Festival AND THAT the Council of the Municipality of West Elgin covers the current Cactus Cattle and Cowboys expenses and prize money for the Midwest Horse Society July 8 and July 9,2017. DISPOSITION: Carried 4. Letter to Council from the Rodney Youth Centre; RES. NO.15 Moved by Leatham Seconded by Seman RESOLVED that the Council of the Municipality of West Elgin waive the rental fees for the Rodney Youth Centre use of the West Elgin Recreational Centre in Rodney on Thursday evenings starting from June 1, 2017 until August 31, 2017 in an effort to save monies that can be used towards opening a building of their own; AND FURTHER that a list of responsible adults present each evening be provided to the municipality prior to usage. DISPOSITION: Carried 5. County of Elgin—Request for the placement of E-Waste Bins at Library Branches; RES. NO.16 Moved by Seman Seconded by Bodnar RESOLVED that the Report—Request for placement of E-Waste Bins at Library Branches from Elgin County Council be received; AND THAT the Council of the Municipality of West Elgin hereby authorizes the installation of a-waste recycling bins at Elgin County Library Branches in partnership with the STEAM Centre in St. Thomas; AND FURTHERMORE THAT the Council of the Municipality of West Elgin approves of the terms and conditions contained in the report"E-Green Recycling Program at Library Branches dated April 12, 2017". DISPOSITION: Carried 6. Family Fun Day at Bethal Park. Members of Council are supposed to get back to the Deputy Clerk. 7. Age Friendly Community Stakeholder Forum. Deputy Mayor Bodnar mentioned that she would attend. May 25, 2017 .....Page 6 of 8 �! ! 8. Phragmites Seminar. 9. West Elgin Station 1 Fireman's Breakfast. 10. Lower Thames Conservation Authority—Tourist Season. 11. AMO Communications—Ontario Announces New Proposed Changes to the Land Use Planning and Appeal System. 12. Elgin Group Police Services Board. 13. Ontario Provincial Police-MTO announcement of Collison Data. 14. 2017 Municipal Policing Bureau—Ontario Provincial Police. 15. Ministry of Municipal Affairs--Septic Systems. 16. Minister of Municipal Affairs and Natural Resources and Forestry— Updated Growth Plan and Greenbelt Plans released as a result of the Co- ordinated Land Use Planning Review. 17. Revision to Ontario's Drinking Water Quality Management Standard— DWQMS. Correspondence is to be directed to 0CWi4 and Tri County Water Board. 18. Conservation Ontario—Conservation Authorities' Flood Program prevent worse from happening in Ontario. 19. Conservation Ontario Editorial. 20. Conservation Ontario—Letter to Premier Wynne. 21. Letter from Ministry of Municipal Affairs—Septic System Pumpout Requirement. 22. AMO Communications—Several Important Amendments to Bill 68 Achieved; The Deputy Clerk noted that special attention ought to be given to this matter and upon passing be reviewed with Council. 23. Town of Lakeshore--Request for Support; 24. Municipality of Killarney—Request for Support; 25. Government of Canada—Call for proposals for Community Based Projects Supporting Seniors. RECOMMENDED TO ACCEPT&FILE: 26. AMO • Watch File—May 11, 2017; • Watch File—May 18, 2017. 27. Champlain Township—Request for Support. May 25, 2017 .....Page 7 of 8 RES. NO.17 Moved by Bodnar Seconded by Leatham RESOLVED that the above correspondence items numbered 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19,20,21, 22, 23,24,25, 26 -27 be received and filed. DISPOSITION: Carried BY-LAWS 1. By-Law No.2017-41 Rezoning-Lakeview Aldborou h Bluffs RES. NO.18 Moved by Seman Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-law to amend the Municipality of West Elgin Zoning By-law No. 2015- 36,to change the zoning of lands North Part of Lot 4 and 5, Concession 14, to permit the severance of a parcel of land to be added to an adjacent Lakeshore Residential parcel of land to widen an existing driveway. Lands to be severed, part of an agricultural parcel will be rezoned from General Agricultural(Al)Zone to Site- Specific Lakeshore Residential with Holding(LR-1-H-7)Zone. Lands to be retained,an agricultural parcel will remain zoned General Agricultural(Al)Zone, and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.19 Moved by Leatham Seconded by Seman RESOLVED that the mover be granted leave to introduce a By-law to amend the Municipality of West Elgin Zoning By-law No. 2015- 36, to change the zoning of lands North Part of Lot 4 and 5, Concession 14, to permit the severance of a parcel of land to be added to an adjacent Lakeshore Residential parcel of land to widen an existing driveway. Lands to be severed, part of an agricultural parcel will be rezoned from General Agricultural(Al)Zone to Site- Specific Lakeshore Residential with Holding(LR-1-H-7)Zone. Lands to be retained, an agricultural parcel will remain zoned General Agricultural (Al)Zone, and this shall be now read a third time and finally passed, signed, sealed and numbered By-law 2017- 41 Rezoning—Lakeview Aldborough Bluffs. DISPOSITION: Carried MINUTES RES. NO.20 Moved by Bodnar Seconded by Seman RESOLVED that the minutes of the following committee meetings be received: May 11, 2017 West Elgin Arena Board DISPOSITION: Carried NOTICE OF MOTION OTHER BUSINESS 1. Council Announcements i i May 25, 2017 .....Page 8 of 8 I Deputy Mayor Bodnar -Mentioned she attended the Frank Cowan Insurance Seminar in Chatham and that it was very informative. Councillor Leatham -Recently attended West Elgin Community Health Centre Board meeting and that the Health Centre would be receiving more funds from the Government of Ontario. CLOSED SESSION RISE AND REPORT CONFIRMING BY-LAW RES. NO.21 Moved by Wolf Seconded by Bodnar RESOLVED that the mover be granted leave to introduce a By-Law to confirm the proceedings of the meeting held on May 25,2017 and this shall be the first and second reading and provisional adoption thereof. DISPOSITION: Carried RES. NO.22 Moved by Seman Seconded by Leatham RESOLVED that a By-law to confirm the proceedings of the meeting held on May 25, 2017 be now read a third time and finally passed, signed, sealed and numbered By-law 2017-42 May 25, 2017 Confirming By-law. DISPOSITION: Carried ADJOURNMENT RES. NO.23 Moved by Seman Seconded by Leatham RESOLVED that this Regular Meeting of Council shall adjourn at 11:30 a.m.to meet again on June 8, 2017. DISPOSITION: Carried These minutes were adopted on the Bah of June,2017. Bernie Wiehle R. Scott Gawley Mayor C.A.O.-Clerk C . �) VX44 bkp T •w N c a The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: June 8th 2017 SUBJECT: Roads Report RECOMMENDATION: Receive and File INTRODUCTION: Monthly report for May 2017 DISCUSSION: 1. Capital work on Dunborough Road between Thomson Line and Talbot Line started in May with the addition of granular A and pulverization of the old recycled asphalt base. A top layer of gravel will be added in June along with completion of necessary ditching. 2. Maintenance gravel was applied to Carroll Line,Thomson Line and Downie Line in May. Blacks Road from Queen Street north to Johnston Line will be completed in early June. 3. Application of dust suppressant also started the second week of May but above average rainfall made grading operations difficult at times. Approx. 75% of maintenance gravel and 50% of dust control was completed in May and all should be completed by the end of June (weather pending). 4. Crews completed ditching along Graham Road between Carroll Line and the Thames River. 5. The summer students arrived in May and have been busy completing Average Daily Traffic Counts and hand mowing around guiderail.l 6. Roadside mowing operations started along county roads and will continue into the month of June. Primary hardtop roads will be completed first followed by the secondary gravel roads. 7. Additional work carried out in May include tile drain repair, shoulder grading, sign installation and bridge inspections Respectfuily Submitted, Reviewed by: Lee Gosnell, CRS tt Gawley, CPA, GA Public Works Superintendent C.A.O./Clerk V PUIF law h Y �� T998'a` The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Lee Gosnell, Public Works Superintendent DATE: June S, 2017 SUBJECT: Disc Mower Purchase RECOMMENDATION: THAT Council approve the purchase of(1)one new Vermeer 6040 Disc Mower from Kent Farm Supply for the quoted price of$11,500.00 (plus applicable taxes)AND THAT Council accept the trade in offer of$2,800.00. INTRODUCTION: West Elgin currently operates (1) Woods rotary mower(purchased in 2015) and (1) Vermeer disc mower(purchased in 2011). These two units complete all roadside mowing within the municipality. Funds have been allocated in the 2017 budget for replacement of the disc mower based on life cycle plans. DISCUSSION: Pricing and product information was gathered from three suppliers on 5 different brands of disc mower. 1. Lely Center Woodstock Vermeer 6040 $12,500.00 Lely Splendimo HD 205 $9,000.00 2. Fulline Farm and Garden Nova Disc 225 $10,750.00 John Deere R240 $17,555.00 3. Kent Farm Supply Vermeer604O $11,500.00 Staff reviewed all 5 mowers and determined the Vermeer 6040 is best suited for our municipal program based on size, low maintenance costs and proven reliability. Kent Farm Supply also offered the best trade allowance, bringing net cost in under the budgeted amount of$10,000.00 Respectfully miffed, Reviewe by, � � Lee osnell colt awle , rA, CGA Public Works Superintendent C.A.O./Clerk V .0 PYryF Y(1 u m 7 ��4 yssB The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, Recreation Superintendent DATE: June 82017 SUBJECT: Recreation Monthly report RECOMMENDATION: That Council receive and file the Recreation Superintendents report. INTRODUCTION: 1. In last months report I indicated that we had not heard back regarding the Blue Flag Status, I am pleased to report that Port Glasgow Beach has received the Blue Flag Status for the 2017 Beach Season. 2. The Beach water testing was started on May 24 2017 and we are reporting not only to the Blue Flag but also the Elgin St. Thomas Health unit. 3. Summer programs are underway, soccer is going full swing and Miller park Baseball Diamond is busy Monday through Friday. 4. We have a Tennis program starting next week I believe on Tuesday and Thursday evening with the possibility of having kids instruction on Saturday mornings. The tennis court lines will be repainted shortly and the full scale remediation of the tennis courts will be budgeted for in 2018. 5. The Health Center is also hosting a Kids program on Wednesday or Thursday Mornings at the pavilion and Splash pad in Miller Park. 6. The Pool is scheduled to open June 12, and the Playground program is scheduled to begin in early July, July 3`d I believe. 7. The Hydration Stations, funded by the Health Unit, have been installed in both the Recreation Center as well as the arena. 8. With all of the rain the Recreation Staff have been busy trying to keep up with the grass, and doing a good job. 9. The Splash Pad opened on June 1, the hours of operation are 9 am until 9 pm. The Buckets are in need of replacement, and are on their way to us. 10. June 11 Barrel racing will be occurring at Rodney Park. 11. Improvements have been made at the entrance to the beach and inproved signage will be installed in the very near future. 12. The remaining Rodney Signs on Queens Street 1 Line have been received and will be installed shortly. Respectfully Submitted, Approved by Jeff Slater ZOScotftt Gawiey, West Elgin Recreation Superintendent C.A.O. Vu,P llrye �� Q. 1. w � 1898 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, Recreation Superintendent DATE: June 82017 SUBJECT: West Elgin Pool Flooring Report RECOMMENDATION: That Council authorize the purchase of Dri-Deck flooring for the pool change room in the amount of$ 7693.62, including freight. Plus applicable taxes. INTRODUCTION: As indicated during the Budget process the West Elgin Pool change room floors are in need of modification. The current flooring has caused several slip and fall and near miss incidents. The current flooring is an epoxy coating (paint) that Recreation Staff have added non-slip strips to. The Recreation Staff have added sand /grit to the paining process and this proved to be too aggressive and was causing cuts and blisters to the pool users feet. Trying to find a cost effective solution for a facility that operates for 10 — 12 weeks a year has definitely been a challenge. To that end I contacted Jack Watsons Sports and acquired information on Dri-Dek flooring system. The system consists of 12 inch x 12 inch tiles, that are installed on top of the existing floor. They are made of a nylon type of material and are impregnated with a disinfectant. The flooring can be easily cleaned with a hose. The water passes through the tiles, and drains as it does now through existing drains. This flooring can be installed by Recreatioln Staff. Patrons really never walk in the draining water they are walking on the tiles above the water, NON SLIP. The price for the Dri-dek flooring is 5.99 per square foot, a similar product also supplied by Jack Watsons Sports is the AquaMat Tiles and they retail for$ 32.50 per tile. Respectfully Submitted, Approved by, w Jeff Slater Scott Gawi West Elgin Recreation Superintendent C.A.O. Attachment: Jack Watsons Sports Quote. Jeff Slater From: Cris Henderson <message-service @sender.zohobooks.com> Sent: May-29-1711:13 AM To: arena @westeigin.net Cc: cs @jackwatsonsports.com Subject: Sales Order from lack Watson Sports Inc. (Sales Order#:123218) Attachments: 123218.pdf Dear Jeff, Thanks for your interest in our services. Please find our sales order attached with this mail. I have adjusted the bevelled sections to the amount that we discussed in your email. Please confirm all is Erne and I will process this order now. An overview of the sales order is available below for your reference: ---------------------------------------------------—----------------------------------- Sales Order # : 123218 Order Date : 24 May 2017 Amount $8,693.79 ---------------------------------------------------------------------------------------- Thanks again Jeff, Assuring you of our best services at all times. Regards, Cris Henderson Jack Watson Sports Inc. f Jack Watson Sports Inc. 7-1180 Kerrisdale Blvd. Newmarket,Ontario L3Y 8Z9 Canada t son 1-800-586-5518 SPORTS INC.7' www.jeckwatsonsports-com ....... SALES ORDER -- L----L------- Bill To. Sales Order#: 123218 West Elgin,Municipality of Order Date. 24 May 2017 Box 490 Salesperson: Cris Henderson 22413 Hoskins Line Delivery Method: Most Economical Way Rodney,ON Canada NOL 2CO Order Description Standard Order Ship To: West Elgin Community Pool ATTN: Jeff Slater 22413 Hoskins Line Rodney,ON Canada NOL 2CO -7�77-71 Item Amount D' 0 moun L—L- KDD-1 i Dri-Dek Tile 12"X 12"-Pool Blue I 1,100 k 5.99 6,589.00 ea 2 KDD-E Dri-Dek bevelled edge section-Pool Blue 38 3.99 ea 3 F Freight-additional 1 963.00 953-00 ea Thank you for your business. Sub Total 7,693.62 H13(ON)(13%) 1,000.17 Total $8,693.79 Terms&Conditions Pricing is for quantities requested. Should quantities change then pricing will require revising. Please note that goods may not be returned without a RA number and must be in like-new condition.Returns are subject to a 15%restocking charge. CUSTOMIZED goods are not returnable.All shortages and damaged goods must be reported within 72 hours.Thank you for choosing Jack Watson Sports Inc. GST/HST ff:102555315 C . Q - V • P4Hh e ` N 1890,c` The Municipality of West Elgin TO: , COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Magda Badura, Treasurer Scott Gawley, C.A.O.-Clerk DATE: June 8, 2017 SUBJECT: CWWF Application Process Update RECOMMENDATION: THAT Council receive this report and approve spending of$147,500 (25% of total eligible cost of$590,000) which will maximize the grant pay out under CWWF. INTRODUCTION; The Government of Canada established the Clean Water and Waste Water Fund (CWWF) in its 2016 Budget. Last year The Municipality of West Elgin applied for the grant identifying the critical components of Rodney sewage plant refurbishment. We've been fortunate to receive 75% of the total eligible cost of$590,000. The project will begin shortly but must end no later than March 31, 2018. BACKGROUND: Rodney Sewer infrastructure is over 40 years old with useful life of 50 years. Recently the plant has been experiencing serious operating issues causing Environmental and Health & Safety concerns. CWWF (Clean Water and Wastewater Fund) is a federal program designed to accelerate short-term community investments. Since it is a non-competitive grant we've decided to focus on the most crucial areas of the plant in need of replacement. Among many projects listed a new SCADA system, generator and minor repairs to the building was the top priority. The following is the breakdown of the maximum funding the Municipality of West Elgin will receive: Federal Allocation $295,000 50% Provincial Allocation $147,500 25% Municipal $147,500 25% Total $5K,000 100% Based on the application guideline this project must be completed by March 31, 2018. Respectfully Submitted, Reviewed by: �� Magda Badura cott Gawley, CP ., C.G.A. Treasurer C.A.O.-Clerk i C5 . a V .0 PVrrB 14� i 2 The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: RICK MCDOUGALL, DEPUTY CHIEF BUILDING OFFICIAL 1 DATE: JUNE 08, 2017 SUBJECT: MONTHLY BUILDING REPORT RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for MAY, 2017 Year 2017 2016 2015 No. of Permits Issued for Month of MAY 7 5 6 SFD New/Additions/Reno 3 3 3 Units Demolitions Storage New/Additions Buildings . Demolitions Garages/ New 1 Car Ports Demolitions 1 Farm New/Additions 1 Buildings Demolitions Other New 1 2 Demolitions Septic Permits 1 1 Renovations 1 No. of Permits Issued up to YEAR TO DATE 20 32 31 Construction Value for Month of MAY $ 246,500.00 $ 299,300.00 $ 245,200.00 Permit Revenue for Month of MAY $ 1,650.16 $ 9,544.98 $ 474.40 Construction Value for YEAR TO DATE $ 757,500.00 $ 2,044,280.00 $ 3,338,200.00 Permit Revenue for YEAR TO DATE $ 4,699.80 $ 1 4,587.50 $ 13,560.49 DISCUSSION: Inspections completed as requested and in accordance with Act. Respec lly Submitted Reviewed by: is M Douga ott Gawley, C.P.A. C.G.A D uty Chief Building Official C.A.O./Clerk ii1v:INp •Y� e ` m Y III ��w789BB c The Municipality of West Elgin TO: COUNCIL, OF THE MUNICIPALITY OF WEST ELGIN FROM: R. Scott Gawley, C.A.O.- Clerk DATE: June S, 2017 SUBJECT: By-law Enforcement Report RECOMMENDATION: RECEIVE AND FILE INTRODUCTION: Monthly report for May 2017 i BACKGROUND: 369 Building Condition Order Issued/Action Open Plan 394 Untidy Yard/Zoning Order Issued/Action Open Plan 410 Property Condition Order Issued/Action Open Plan 411 Property Condition Order Issued/Action Open Plan 412 Noise & Property Condition Order Issued Closed 413 Property Condition Order Issued Open 414 Road Safety Concern Investigated/Action Closed Taken 415 Property Condition Investigating Open 416 Property Condition Investigating Open Respectfully Submitted, Scott Gawley, CPA, CG A - C.A.O./Clerk - 9 L3 Y Ri Z " Q da The Municipality West Elgin p tY o f TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, West Elgin Fire Chief DATE: June 8 2017 SUBJECT: West Elgin Fire Monthly report. RECOMMENDATION: That Council receive and file the Fire Chiefs report. INTRODUCTION: 1. On May 6 and 7 West Elgin Fire fighters were trained in First Aid, CPR, AED Cervical collar and back boarding procedures. The remaining firefighters will receive their training June 24 and 25. 2. The two new AED's have been received and are now in service in both Station 1 and 2. The existing unit has been placed at the Old Boys Park. 3. On May 20th the Fire Chief Attended at the Old Boys park for their Annual Meeting. Discussion took place regarding the Defibrillator as well as other safety related topics. 4. On May 31 the Fire Chief met with representatives from Metal Fab, to discuss the final specifications for the new trucks. Some minor modifications were made. 5. May 28th Station 1 held a Fire Fighters breakfast that was well attended. Respectfully Submitted, Approved by, Jeff Slater c ia?w ey, :_ West Elgin Recreation Superintendent C.A.O. . C S ) Y � _a zw a M1 Q The Municipality of West .Agin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Jeff Slater, West Elgin Fire Chief DATE: June 82017 SUBJECT: West Elgin Fire SCBA purchase.. RECOMMENDATION: That Council approve the purchase of 6 Scott used SCBA from M & L Supply in the amount of$ 21,600.00. INTRODUCTION: As indicated during the Budget deliberations for 2017 the West Elgin Fire Chief is recommending the purchase of 6 used SCBA from M&L Supply. West Eglin Fire, Station # 1 has 6 SCBA that are in need of replacement. The used SCBA are refurbished units and come from Lemington Fire department. The purchase price is roughly 1/3 of the new unit purchase price. The 6 units have been flow tested prior to delivery, and match exactly the remaining SCBA units that Station # 1 has. This purchase would put all of the SCBA at Station 1 in the same NFPA, SCBA edition. To purchase new units would mean that we would have two editions currently in use within the fire hall, that could be confusing to the firefighters as the new units are quite a bit different, creating safety concerns. This would allow for the replacement of the SCBA at Station 2 within the next 1 — 2 years and have the two stations compatible. Then 1-2 years after that Station 1 SCBA would all be replaced with the same units as Station 2. Therefore both stations would then have the exact same SCBA. As you can see this is about a 5 year plan to have both stations with the exact same SCBA, done in not only a fiscally responsible manner but also with Fire Fighter safety being paramount. Respectfully Submitted, Approved by, Jeff Slater Scott Gawle , West Elgin Fire Chief C.A.O. Attachment: M & L Quote. Allah 111111 14935 County Road 2 Q132 26067 Ingleside,ON KOC1M4 SUPPLY ._ Gate Thursday,May 25,2017 FIRE & SAFETY Price Quotation For: Ship to: Quote Prepared by: West Elgin Fire Department Rodney Station van der Feyst,Mark and Joan Rodney Station Chief Jeff Slater TEL (519)421-9851 Chief Jeff Slater Rodney ON NOL 2C0 FAX Rodney ON NOL 2CO CDN CEL (519)320-8414 CDN 5197850560 Jeff Slater markv @mnlsupply.com PO number: USED SCBA Detailed Quotation Part Sup�hef~ ;, Description Qty "' Pace Eistended '` . SC-USEDSCBA SCOTT Used SCBA 2007 AP75 2.2 wJHUD&PASS.No cylinder. 6.00 $3,6 0.00 $21,600.00 Total $21,600.00 i "Special Instructions Freight Not Included Prices do not include Appfica&le Taxes arFreight Prices in effect far Fifteen(15}days from date of quote and are sensitive to fluctuating Bank of Canada exchange rates. Lange fluctuations in the posted rate may render this quote innaccurate. M&L Supply,Fire&Safety PO Box 269,14935 County Roan#2 Ingleside,ON KOC 1MO Phone: 866-445-3473 or Fax: 613-537-9449 Customer Service Inquiries: custornerservice@mnlsupply.com Account Inquiries: accounts @mnlsupply.com www.mnlsupply.com 4 V iHP VNP:.�\• Q L- 4 a U � r q � 'logs, The Municipality of West Elgin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Magda Badura, Treasurer Scott Gawley, C.A.O.-Clerk DATE: June 8, 2017 SUBJECT: Revisions to the Procurement Policy RECOMMENDATION: THAT the Report— Purchasing Policy and Procedures from the Treasurer be received; AND THAT Council approves the revisions to Procurement Sections highlighted in the report; AND FURTHERMORE that the appropriate by-law be brought forth. INTRODUCTION: A change to Procurement Section is being proposed. BACKGROUND: Purchasing Policy and Procedure has been attached. Respectfully Submitted, Reviewed by: Magda Badura Scott Gawley, CPA., C.G.A. Treasurer C.A.O.-Clerk MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 31104 Subject: Purchasing Policy and Procedure Revision Date: 1 Page: 1 of 12 1 PURPOSE: 1.1 Corporation of the Municipality of West Elgin will maintain an open and competitive process with respect to the purchase of goods and services and actively investigate new sources and methods of procurement for products and services to provide the most effective and efficient services. 2 POLICY: 2.01 This policy shall apply to all purchases of goods and services, lease and rental agreements and the disposal of surplus goods. 2.02 Goods and services that are not subjected to this policy are listed in Attachment"A". 2.03 Goals and Objectives (a) Establish clear objective specifications for all purchases; (b) Identify potential sources for purchases; (c) Recommend sole source justification in accordance with the policies; (d) Select successful bidders and suppliers in accordance with this policy; (e) Make recommendations to Council with respect to the awards of tenders as required by the policies and procedures; i (f) Designate persons authorized to approve expenditures and their expenditure limits within their departments; (g) Review purchases upon delivery to ensure compliance with specifications; and (h) Comply with the approved purchasing policies and procedures of the Corporation. 2.04 Purchasing Principles (a) To procure by purchase, rental or lease the required quality and quantity of goods and services, including professional and consulting services, in an efficient and cost effective manner; (b) To encourage open competitive bidding on all acquisition and disposal of goods and services where practicable; (c) To consider all cost, including acquisition, operating and disposal cost, in evaluating bid submissions from qualified, responsive and responsible vendors, rather than basing a decision solely on the lowest bid price; (d) To give full consideration to the annual aggregate value or to consider the total project cost of specific goods and services that will be required by each Department as a whole prior to determining the appropriate acquisition method; (e) To monitor and report on the economic climate and legislative changes which may have an impact on the Municipality and to determine the appropriate actions to be taken through the purchasing policies and procedures; (f) To give consideration to local supplies where practical and ALL other things being equal; (g) To procure necessary goods and services with due regard to the preservation of the natural environment, to encourage vendors to supply goods made by a method resulting in the least damage to the environment and to encourage vendors to supply goods incorporating recycled materials where practicable; and (h) To ensure compliance with all Health and Safety regulations. 2.05 Authorization Council has ultimate authority for all expenditures. Council delegates this authority by the authorization of budgets or by specific resolution. The Treasurer cannot pay for any item that has not been authorized by Council through budget appropriation or specific resolution. This purchasing olio rovides guidelines outlining how spending authority is to be used. MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 31104 Subject: Purchasing Policy and Procedure Revision Date: B 1 Page: 2 of 12 3 PROCEDURE: 3.01 Definitions (a) "Agreement' means a formal written legal agreement or contract for the supply of goods, services, equipment or construction; gg�b a d" :e ns u1th' riz 11 n t ed the u has o s err a or S- . ,n ;true'�o • (c) "Blanket Order"shall mean the agreement wherein a vendor will sell certain items to the Municipality for an agreed period of time with established terms and conditions; (d) "Bid" shall mean a submission from a prospective vendor in response to a request for the purchase of goods or services by the Municipality; (e)r.. " ldder" y I g 1 i, t m 'rn re pon e o caill (f)�« -" ll fo bi a m I e e n in lu s a reque o f tl W r e nd d e tf• (g) "Bid Deposit" shall mean a financial guarantee to ensure the successful bidder will enter into an agreement; Ni N de 'filo e r ua e � i d o e co r t an n t 11 r ;(i^ = -o s Icing d •f 'on s r e m h s se is s requiring h. s <ill " f�' r• .ess�•. I f• d i e i e s rvic s of - ,engE eers i, ne o � ,rs, anage en r• s" al a e i p o s i•n o .h ogy e • s 'na -i Plan e i tic I ne s a i rC. co nic tion eo # o in ery c�es�w, 'ich ma,.: d b he �i�ip i•. Igi K� ��"C• in. e, ' m a s • is tha .e i a dit o #b�;or�ez�'�eead�, lei ost s lPu'� I�ted�ni �ontrao ; b (k�,.> Con act `m ans ri .f rm of bincli g reemeneteen two orm regal e.,nt�ties;; ds u d his Pu ch i Policy. ��-��Con_ra�.tor"m a s n. le a nt • n 'hom agcontra��i�--s awarde �� (m) "Council"shall mean the Municipal Council of the Corporation of the Municipality of West Elgin; (n) "Emergency Purchase" shall mean a purchase made in a crisis situation where immediate action is required to prevent the possible loss of life or property; (o) "Formal Bid" shall mean a sealed bid submission; (p) "Generic" shall mean no specific brand or name shall be included as part of the specifications unless such a brand or name is required to identify the intent of a purchase, or proposal, (q') `Go�ds" means pe�rson�al�p peyinclilingraw¢;rnaterials,producnts; Ices PP . equipnieran l:o herpslcai��ob�ecfs of e�eAk dancf iieFscription Nbiitk�'d�oe��no {r} "Labour and Materials Payment Bond" means a bond issued by a surety company to ensure that the contractor has paid his or her suppliers,which thereby protect the Corporation against items, which might be granted to suppliers, should the contractor not make property payments; i MUNICIPALITY OF WEST ELGIN POLICYMANUAL Chapter.' Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 37104 Subject Purchasing Policy and Procedure Revision Date: WIC Page: 3 of 12 (s) "Performance Bond" means a bond issued by a surety company executed in connection with a contract and which secures the performance and fulfillment of the undertakings, covenants, terms, conditions and agreements contained in the contracts; (t) "Proposal' means a submission received in response to a request for proposals, acceptance of which may be subject to further negotiation; (u) "Quotation" means a binding offer received in response to a request for quotations; (v) "Request for Proposals" means a request for proposals made pursuant to this Purchasing Policy; (w) Request for Quotations" means a request for quotations made pursuant to this Purchasing Policy; (x) Request for Tenders' means a request for tenders made pursuant to this Purchasing Policy; (y) "Scope of Work" means the work that has been described in a contract that must be done to deliver the goods, services or constructions with the specified features and functions and within the time specified as described in the contract; (z) "Sealed Bids" shall mean bids submitted in a sealed envelope to specified location, by a specified date; (aa) "Services" shall mean items such as telephone, gas, water, hydro,janitorial and cleaning service, consultant services, legal surveys, medical and related services, insurance, leases for grounds, buildings, office or other space required by the Corporation and the rental, repair or maintenance of equipment, machinery, or to other personal and real property; (bb) "Supplies" shall mean goods, wares, merchandise, material and equipment; (cc) "Superintendent" shall mean a head of a department operating within the Municipality of West Elgin, being the Superintendent of: Drainage, Recreation, Roads and Water and shall include Fire Chiefs for the purposes of this policy; (dd) "Tender" shall mean a document, which sets out particular specifications for the commodity or service required. This can also refer to an offer in writing to execute some specified work or to provide articles at a specified rate; (ee) "The Corporation of the Municipality of West Elgin" herein is also referred to as the "Municipality" or"Corporation"; (ff) "Treasurer" shall mean the Treasurer of the Municipality of West Elgin; (gg) "Vendor" shall mean any person or enterprise supplying goods or services to the Corporation of the Municipality of West Elgin. 3.02 Limitations (a) To ensure effective internal control and to promote efficient procurement of goods and services and lease and rental agreements, the following limits shall be adhered to: LIMITS APPROVAL PROCESS Up�to�$1,D�,OOD �f,S�upe��#��n�d� n�r�asurer vuithrn�thehapproued.�Budget $10;001'tor$20;000 aC ADO `� ;' 3,IfVrilten�Quotes Sec 3 .04 y _ �( 3y,'°_T�ur�-f�; -vim'#g I " y. x1 r No>f�id pro ic ��+-f,,• y rY Yee r 4'`� ; ✓' �.4 �5 ` r RI Cbund approval Tenders the meet`c uallfying t {= w � cr�teria,m-Sec 303�or� �Requesfbr Proposal_Sec 30 (b) In the case where three written quotes cannot be obtained, Council shall have the option to accept a lesser number of quotations and authorize the purchase. (c) Petty Cash (i) Petty cash is established to meet miscellaneous departmental expenses. The Treasurer approves the creation of petty cash funds and established reporting procedures for petty cash funds. (ii) The maximum dollar amount for any single disbursement from the Purchasing Petty Cash Fund is$100.00. - (iii) Disbursements from Petty Cash Funds must be properly documented and be for valid Municipal business purposes. Receipts should include a description of the business purposes of the transaction, goods or services purchased and the date. 3.03 Tenders (a) General Each Department shall comply with the process outlined below for purchases exceeding $20,000 and where precise specifications can be prepared. (b) Tender Process (i) The SuperintendentlC.A.O. -Clerk shall prepare specifications and with the . assistance of the Clerk the tender document; (ii) The Clerk shall receive the bids until the advertised deadline, bids shall be marked with the time and date upon receipt; (iii) Bids received after the deadline will not be opened and will be returned to the bidder unopened or if the bidder cannot be identified on the outside of the envelope, the unopened bid shall be retained on file for 90 days and then destroyed; (iv) The bids shall be opened in public with at least two Municipal staff in attendance, the names of the Proponents shall be disclosed and a written record of all bids shall be prepared; (v) The Su peril ntendentlAd min istrator shall evaluate all the bids submitted; (vi) A report shall be submitted to Council, summarizing the bids and making recommendations. (c) Financing Report on Tenders If not authorized by the annual budget or over the budget amount, the Treasurer shall provide information on the sources of financing to Council as part of the reporting process. (d) Exemptions Notwithstanding the above, adherence to the Purchasing Policy is not required with respect to those items listed.below or a transaction specifically authorized by resolution of Council to be exempt from the tender policy. (i) Purchasing for consulting services for a program where services (i.e. bridge inspection/evaluation) have been awarded to a consulting firm on an on-going basis when clearly identified in the budget; (ii) Purchase of replacement parts where the original equipment is the original equipment manufacturer is the sole provider of that equipment; (iii) Direct negotiation (Single Source Supply). MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 31104 Subject: Purchasing Policy and Procedure Revision Date: Iu. 8117, Page:. 5 of 12 N r� yu t I nS b i r tee ma ed tot [astono xc 0 fl It ,P d ®""c o (H1 r ca OR ti and,;, rm t ffff id an p i self' Id , m e e tl Suc3 !� a s 71100X-4' MODERN rc i n t It i e hat a lo, e t o r I I 111 R 1 1,sine l%`I�d�sha,lLbe c lfflfi s[,, it ffi e aR c 1111ir q i hl tl a e, e olar oG ¢ Q000. I)u"o i i 3.05 Requests for Proposals (a) General Each Department shall comply with the process outlined below for purchases exceeding $20,000 and where goods and/or services cannot be specifically stipulated or when alternative methods are being sought to perform certain functions or services. (b) Process: (i) The Request for Proposal will be acquired through a selection process based on a detailed description of the project through the terms of reference. Awards for Requests for Proposal will be based on a list of evaluation criteria prepared by the SuperintendentlAdministrator in advance; (ii) The Clerk shall receive the bids until the specified deadline; (iii) Bids received after the deadline will not be opened and will be returned to the bidder unopened or if the bidder cannot be identified on the outside of the envelope, the unopened bid shall be retained on file for 90 days and then destroyed; (iv) The proposals shall be opened in public with at least two Municipal staff in attendance, the names of the Proponents shall be disclosed and a written record of all bids shall be prepared; (v) The SuperintendentlAdministrator shall evaluate all the proposals submitted and prepare a report to be submitted to Council, summarizing the proposals and making recommendations MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 31104 Subject: Purchasing Policy and Procedure Revision Date: R J n= Page: 6 of 12 3.06 Department On-coin Needs (a) The basis of this section is to provide staff with authorization to maintain municipal - equipment and property, undertake approved maintenance projects in accordance with the approved municipal budget. (b) Three written quotations shall be received for items used on an ongoing basis by departments, such as equipment parts and repair, pipes, chemicals and submitted to Council for approval. (c) New quotations shall be requested at the minimum of every three years or as rates change. (d) The following, if appropriate, shall be in included in the quotation document: (i) Length of time firm pricelfee is in effect. (ii) Qualifications of contractor (iii) Specifications appropriate to the items (e) Superintendents/Administrator may order in bulk from the approved source as long as the total amount is within the approved budget limits. 3.07 Advertising (a) Advertising for tenders or proposals small be placed in at least one local publication/newspaper, M Lt inii al w si at the discretion of the Administrator. In compliance with the Inter-Provincial Trade Agreement 1997, all Construction Tenders over $100,000.00 must be advertised on an approved electronic Internet. (b) Invitation to Tender Tender documents may be forwarded to a specified list of companies/suppliers with a request to submit a tender in the case of: (i) Purchases for supply and replacement of road material, not exceeding $100,000.00. (ii) Sidewalk constructionlrepiacement (iii) Vehicle replacement (iv) Municipal drain construction (v) As approved by the Administrator (c) Request for quotations will be forwarded to a specified list of companies/supplies with a request to submit a written quotation. 3.08 Leases/Lease Purchase and Rental Agreements (a) Process Following the same limits as specified in Section 3.02, the process outlined in the Leasing Policy shall be followed. (b) Authorizing Signatures Documents shall be authorized by Council and signed by the Mayor and Clerk. MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. aAD-1.2 Section: Procurement Effective Date:Subject: Purchasing Policy and Procedure Revision Date:Pa e: 3.09 Sole Source Procurement (a) General The procurement of materials, parts, supplies, equipment or services without competition, is done under exceptional and limited circumstances. (b) Conditions Required for Sole Source Purchasing The following conditions may result in the necessity to engage in sole source purchasing: (i) When the expertise of an individual organization or individual is deemed to be specifically required by the municipality. (ii) When competition is precluded because of the existence of patent rights, copyrights, secret processes, control (iii) When the procurement is for electric power or energy, gas, or other utility services where it would not be practical to allow a contractor other than the utility company itself to work upon the system. (iv) When the procurement is for technical services in connection with the assembly, installation or servicing of equipment of a highly technical or specialized nature. (v) When the procurement is for parts or components to be used as replacements in support of equipment specifically designed by the manufacturer. (vi) When the contractor is already at work on the site and it would not be practical to engage another contractor. (c) Process for Sole Source Purchasing The following process shall be followed prior to initiating a sole source purchase: (i) Sole source items require detailed documentation from the requisitioning department to justify their purchase and to ensure that the cost charged by the vendor is reasonable. APP OMAN $ � lJp o 1 000 �}� S qe intT�reasu J. 20 R.M $w2Q,00 Council I MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter- Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 31104 Subject: Purchasing Policy and Procedure Revision Date: J�un` l Page: 8 of 12 3.10 Purchasin In Emer encies (a) Emergency Conditions Emergency includes: (i) An imminent or actual danger to the life, health or safety of an official or an employee while acting on the Municipality's behalf; (ii) The following approval limits shall apply: 1. An imminent or actual danger of injury to or destruction of real or personal property belonging to the Municipality; 2. An unexpected interruption of an essential public service; 3. An emergency as defined by the Emergency Management Act, R.S.O. 1990, c.E.9, and the emergency plan formulated thereunder for the Municipality; 4. A spill of a pollutant as contemplated by Part X of the Environmental Protection Act. (b) Process for Emergency Purchases Where, in the opinion of the Administrator or designate, an emergency occurs: (i) The Treasurer may authorize a purchase in excess of the pre-authorized expenditure limit; and (ii) Any purchase issued under such conditions together with a source of funding provided by the Treasurer shall be justified and reported to the next meeting of Municipal Council. - � � 3 91i' Coy Hera �us�PurohasI R3 �a���T: Mun c r��y��pa�ti i tehwi�l:� other levels Hof`government munic[palit�ies� oards, agencies, carne.°�on° s o �-pu I s c or@�' �tit�s���h re a� �an�w dare d�eterr�ine •faa,lae in t:.e�best�interests thuM�M�neli„c�ip�al If the r �cipel�Y a 4a prate tiw OWN FA `OV�rnment, muidipal�t�es bo r io ctor et�I leswhe suh� la�iis rep etermined to be n he:be t' !�n erestss of he RIM theM� nECi,paltty steal ahere�,to xth, �poli•res fx_he�a�c•enc �cY..•..a�lingco-o�eva iu�e,�bid 312;9xAtluertis�emend `a m� niess� n'�flrrhuebeen prequalifd IF ldsf gootls„and services or►e;' ��. 78Q,OOOr�,u�alwill!,be advertised En�a,3local�r�ew�paper�,or,.;,by electronic,med�,a.,o 313 _Contractor�Performanc (a) ����hief Admen�t�ation�Officer� (��AaO ) 4shaEl���b Coesponsible 'for,_;rnaoni>Eor,�ng�'Lh�, �e�o m nce�alfc�ontractore�antlkshalla�}urs�e t e �uncil in writing withrd{ocu entedl �v��,n�e�w�h,�e e�tFi�e�per�oa rm,�nce�f a,�or�tra�tor has#ailed to.corr�pl #h„a contract o,�r o�I�er�Muriic�alzrequiremerrts, . MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 31104 Subject: Purchasing Policy and Procedure Revision Date: 02W T Page: 9 of 12 3.14 General (a) Separate invoices The submission of separate invoices in an attempt to circumvent this policy is not allowed. (b) Bid Securities: - Security is not required on the majority of purchases made.by the Municipality. If security is required, the bid invitation will indicate the kind and amount. When a bid deposit is required, a bid will not be accepted without it. - The principal types of security that may be required are as follows: (i) Bid Deposit A certified cheque drawn on a responsible bank doing business in Canada. Personal or company cheques are not acceptable. The deposit must be made payable to the Municipality, in the amount specified in the bid package and enclosed with the bid. The bid deposit will be forfeited to the Municipality should the successful bidder fail to accept the award. Bid deposits are returned to the unsuccessful bidders promptly after the award and acceptance by the successful bidder. (ii) Performance Surety A Performance Bond and a Labour and Materials Payment Bond in the amount specified in the bid invitation are required only from the successful bidder. Performance bonds are retained by the Municipality until all items, equipment and/or services specified in the contract has been competed to the satisfaction of the Municipality. The Performance Bond will be forfeited to the Municipality should the successful bidder fail to comply with the terms and conditions as set forth in the specifications and award. (iii) Letter of Credit A Letter of Credit in the amount of the value of the contract may be required from the successful bidder depending upon the requirements of the contract. The Municipality will stipulate the form of the letter of credit(attached as Attachment"B"). (c) Insurance Where installation, repair or service is undertaken on Municipal property, it will be necessary for the vendor to provide an insurance certificate evidencing the insurance coverage as may be required, and naming the Municipality as an additional insured. Bid documents will clearly indicate insurance requirements to be provided by the successful bidder. The minimum requirement being$2,000,000.00 (2 million dollars). (d) General Liability and Property Damage Insurance The policy must contain an endorsement to the effect that the policy or policies will not be altered, cancelled or allowed to lapse without thirty days prior written notice to the Municipality. Contractor's Liability Insurance Policy shall not contain any exclusions of liability for damage, etc. to property, building, or land arising from (i) The removal or weakening of support of any property, building or lands whether such support be natural or otherwise; (ii) The use of explosives for blasting; (iii) The vibration from pile driving or caissons work, provided that the coverage for any such loss or damage shall be $5,000,000.00. I MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 31104 Subject: Purchasing Policy and Procedure Revision Date: 302181010 Page: 10 of 12 (e) Confidentiality of Bid slQuotations/Proposals All records and information pertaining to tenders, proposals and other sealed bids, which reveal a trade secret or scientific, technical, commercial, financial or other labour relations information, supplied in confidence implicitly or explicitly, shall remain confidential. All information received by the municipality is subject to the Municipal Freedom of information and Protection of Privacy Act. (e) Errors in BidslQuotationslProposais Vendors are responsible for the accuracy of their quoted prices; in the event of an error between a unit price and its extension, the unit price wilt govern. Quotations may be amended or withdrawn by the bidder in writing up"to closing date and time" by the signing officer of that company. 3.15 Disposal of Obsolete, Damaged or Surplus Equipment (a) General It shall be the responsibility of the Su per!ntendentlAdministrator to identify and dispose of obsolete, damaged, or surplus equipment in a timely manner. (b) Process for Disposal The following process shall be used to dispose of obsolete, damaged or surplus equipment: (i) All obsolete, damaged or surplus equipment shall first be offered to other departments within the Municipality. (ii) Where obsolete, damaged or surplus equipment is offered to but not required by any Municipal department, it shall be disposed of by advertisement for public tender and sold to the highest bidder (iii) That should it be determined, by the C.A.O., as being beneficial by the municipality, equipment may be sold at a public auction. (iv) Where equipment has been declared obsolete, damaged or surplus by the Superintendent/Fire Chief/Administrator and declined by other departments within the Municipality, and is determined by the Treasurer to have little or no value the equipment is advertised to municipal staff as being for sale and sold to the highest bidder. (v) Where municipality equipment is declared surplus that is of a specialized nature (such as radio communications, etc.), public advertisement and sale by tender is not required. The Administrator is authorized to negotiate with interested parties and report to Council. 4 ADMINISTRATION: 4.01 The Treasurer, Administrator, Superintendents shall follow the policy and procedure outlined herein. 5 ATTACHMENTS: 501 Attachment"K—Goods and Services Not Subject to Purchasing Policy 5.02 Attachment"B"—Standard Form for Letter of Credit Council authorization: By-law 2004-78 By-law 2005-63 By-law 2011-70 By-law 2013-73 By-law 2014-61 MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 31104 Subject: Purchasing Policy and Procedure Revision Date: J 8' Page: 11 of 12 ATTACHMENT"A" GOODS AND SERVICES NOT SUBJECT TO PURCHASING POLICY - 1. Training and Education including: i. Conferences ii. Courses ill. Conventions iv. Magazines V. Memberships vi. Periodicals vii. Seminars viii. Staff development ix. Staff workshops X Staff relations 2. Refundable Employee/Council Expenses including: i. Cash Advances li. Meal Allowances ill. Travel Expenses iv. Accommodation 3. Employer's General Expenses including: i. Payroll Deduction Remittances ii. Medicals ill. Insurance Premiums iv. Tax Remittances 4. Licenses, certificates and other approvals required. 5. Purchase of computer hardware and operating software. 6. Ongoing maintenance for existing computer hardware and software. 7. Engineering and planning consulting services 8. Legal services on an ongoing basis 9. Other Professional and Special Services up to$20,000 including: i. Additional non-recurring Accounting and Auditing Services ii. Legal Services for hearings (such Ontario Municipal Board) ill. Banking Services where covered by agreements iv. Group Benefits 10. Utilities i. Postage ii. Water and sewer charges iii. Hydro iv. Gas I I MUNICIPALITY OF WEST ELGIN POLICY MANUAL Chapter: Administration Index No. AD-1.2 Section: Procurement Effective Date: Dec 31104 Subject: Purchasing Policy and Procedure Revision Date: Page: 12 of 12 ATTACHMENT"B" FORM FOR LETTER OF CREDIT Letter of Credit No. To: The Corporation of the Municipality of West Elgin Box 490 Rodney, ON NOL 2C0 Pursuant to the request of our customer, hereby establishes in your favour an irrevocable letter of credit for any sum or sums not exceeding the total of$ which may be drawn on at sight by you in whole or part at any time and from time to time by written demand for payment at the branch named above which demand we shall honour without enquiring whether you have a right as between ourself and our customer to make such demand and without recognizing any claim of 9 Y our said customer. i PROVIDED, that you are to deliver to such branch at such time as a written demand for payment is made upon us, a certificated signed by your Clerk, agreeing and/or confirming that monies drawn pursuant to this letter of credit are to be incurred in connection with the Agreement between our customer and you dated the day of 20_- The Amount of this Letter of Credit will be reduced from time to time as you may on notice in writing signed by your Clerk advise. Partial drawings are permitted. This Letter of Credit will continue to and including the day of , 20 and will automatically be extended from the present or any future expiration date for a further one year term unless sixty(60) days prior to any such date we shall notify you in writing by registered mail that we elect not to consider this letter of credit renewed for any such additional period. We hereby agree with the drawers, endorsers and bona fide holders of the bills drawn in compliance with the terms of this credit that the bills shall be duly honoured upon presentation at the drawee bank. DATED this day of 20 MANAGER ASSISTANT MANAGER West El gin TO: COUNCIL OF THE MUNICIPALITY OF WEST ELGIN FROM: Spencer Pray, Deputy Clerk Jeff Slater, Parks and Recreation Superintendent DATE: June 8, 2017 SUBJECT: Draft of New Municipal Alcohol Policy RECOMMENDATION: THAT the Report— Draft of New Municipal Alcohol Policy dated June 8, 2017 from the Deputy Clerk be received; AND THAT the Municipal Alcohol Policy be accepted as presented; AND FURTHERMORE that the appropriate by-law be brought forth. INTRODUCTION: At the request of the Rodney Aldborough Agriculture Society and direction of Council at its March 23, 2017 Council Meeting, a review of the current Municipal Alcohol Policy By-law 2000-50 was conducted and proposed changes are to the policy are attached. BACKGROUND: "The Alcohol and Gaming Commission of Ontario is responsible for administering the Liquor License Act (LLA) and specific sections of the Liquor Control Act (LCA), which together with the regulations made under them establish the licensing and regulatory regime for most aspects relating to the sale and service of alcohol'in Ontario" (AGCO website). The sale and service of alcohol is a highly regulated activity in which legislation gives little or no room to organizations involved with these types of activities. In terms of West Elgin, the Municipal Alcohol Policy covers the issuance of Special Occasion Permit(s) of which require Council consent and secondly, hosting events of which require Special Occasion Permits on municipal premises. The previous Municipality of West Elgin Alcohol Policy was reviewed by me and representatives from our Insurance Provider. The policy itself is 17 years old and several areas were identified as needing to change. Upon receiving information from Cowan Insurance, further research was conducted and upon review of best practices and practical implementations of policy decisions, a mock draft policy was prepared for the review of the Parks and Recreation Superintendent. Upon the review and in consultation with the municipal building and fire departments, site specific information and operational requirements (municipal and AGCO) and the current/potential problems of policy in its then current form were re- addressed and changed. Initial concerns brought forth from the Rodney Aldborough Agriculture Society involved the cost of hiring OPP officers for events takes away from the bottom line. Seeing as many community groups may potential use municipal facilities for the sale and service of alcohol, the policy has made changes meant to provide some relief to community groups without compromising too much risk that the Corporation of the Municipality of West Elgin holds in agreeing to allow municipal facilities to host these types of events. This policy change in many ways represents the amount of risk that Council wants to take on by allowing the sale and service of alcohol in municipal facilities in addition to what type of events they allow special occasion permits to be issued throughout the municipality. As it stands, the Municipal Alcohol Policy is balanced in its approach to encourage the use of municipal facilities against the risks associated with it. I Should this proposed change be accepted, a package for hosting events with alcohol at municipal facilities will be prepared for those seeking permission. Within this package would include the Municipal Alcohol Policy, Site-Specific Contracts, Educational material from AGCO regarding "Responsible Service" and facilities information. My recommendation is to accept the proposed Municipal Alcohol Policy as presented and to bring forth a By-law to repeal and replace the current policy. Respectfully Submitted, Reviewed by, Spencer Pray, MBA, Dipi. M.A. Jeff Slater, CEMC Deputy Clerk Parks and Recreation Superintendent Approved by, R. Scott Gawley, CPA, cA C.A.O.-Clerk Attached 1. Proposed Municipal Alcohol Policy -�AUTY OF , West Elg i Municipal Alcohol Policy Goal Statement To ensure event organizers, utilizing eligible Municipal owned property, manage alcohol accessibility and consumption in accordance with the Liquor License Act, R.S.O. 1990 and this policy. Objective To ensure event organizers have a clear understanding of the appropriate and acceptable practice of serving alcohol during licensed events. The objective will be met by: • Assisting event organizers with compliance of the Special Occasion permits (SOP) as outlined by the Alcohol and Gaming Commission of Ontario (AGCO). • Training and educating event organizers in the safe operation of SOP licensed events. • Reinforcing appropriate procedures and controls to ensure responsible drinking practices. • Explaining the benefits of providing alternative, non-alcohol drinks and appropriate food. Application This Policy applies to all events and activities on eligible Municipal owned property. Administration and Enforcement The Municipality of West Elgin Council, through the Parks and Recreation Superintendent, or his/her designate, is responsible for the administration of this Policy. The Parks and Recreation Superintendent, or his/her designate, are Ontario Provincial Police Officer (OPP), Licensed Security or the Municipal Bylaw Enforcement Officer is responsible for the enforcement of this Policy. Page 1 of 15 The event organizer of a licensed event: • Can be held liable for the safety and sobriety of patrons. Can be held responsible for injuries or damages that occur. • Can be held responsible for the safety and behaviour of patrons until they are sober. To ensure event organizers, utilizing eligible Municipal owned property, manage alcohol Act R.S.O. 1990 accordance with the Li , accessibility and consumption m a Liquor License q and this policy. Regulation #1 Municipal Owned Property Eligible to be Alcohol Licensed i By approval of the Parks and Recreation Superintendent: 1. West Elgin Arena 171-Graham Street West Lorne, ON NOL 2P0 • Within the Confines of the Puck Boards 2. West Elgin Recreation Centre 135 Queen Street Rodney, ON NOL 2CO • Auditorium • Meeting Room Note 1: The same license cannot be extended to both the Auditorium and Meeting Room in the West Elgin Recreation Centre. Note 2: The following will not be allowed at municipal facilities under any circumstances: • Alcohol Raffles; • Drinking Games; • Discounting the price of drinks; and, • Presenting Alcohol as a prize for any game. Note 3: Facilities and rooms in facilities, and parks not listed as eligible in this Policy are considered inappropriate locations for events involving alcohol. Page 2 of 15 Exceptions An person(s) wishing to hold a Special Occasion Permit event in a location not listed in this Yp ( ) g P policy must appeal to the Council of the Municipality of West Elgin for approval Regulation #2 Signs The Municipality will post the following signs at all Municipal Owned properties where alcohol permits are in force. 1. Statement of Intoxication "By the authority of the Alcohol and Gaming Commission of Ontario, it is against the law for licensed establishments to serve customers to intoxication. For this reason, servers in our facilities are required to obey the law and not serve anyone to intoxication. We are pleased to offer non-alcohol beverages". 2. Legal Age to Consume Alcohol "You must be 19 years of age or older to purchase and/or consume alcohol". 3. Time Limits "No alcohol will be sold after 1:00 a.m., all alcohol must be removed from the tables by 1:45 a.m. and the premises vacated by patrons by 2:00 a.m. No last call 4. Alcohol Ineligible Areas "No Alcohol beyond This Point". S. Ticket Sales or Cash at the Bar Sales "Sale of bar tickets will be limited to 4 per person per sale; No more than 2 drinks per person will be served per visit to the bar; Cash at the Bar sales will be limited to no more than 2 drinks per visit to the bar. As of 12:00 a.m. (midnight), a maximum of 1 drink per person will be served. Unused tickets will be refundable up to 15 minutes after the Bar Sales have discontinued. Page 3 of 15 6. Acceptable Identification "Ontario Driver's License with a photograph LCBO BYID (Bring Your Identification) photo card, Photo Card issued under the Photo Card Act Canadian Passport Canadian Armed Forces Identification Card Permanent Resident Card Secure Indian Status Card (Canadian) Canadian Citizenship Card with a photograph". This sign is to be place within view of where bar tickets are sold as well as by the bar area. 7. Accountability Posted at the bar and main entrance , information for patrons as to where to direct concerns regarding the manner in which the function has been operated, the name of the event and the event organizer name as well as municipal contact information. i Regulation #3 Safe Transportation Only individuals, groups or organizations implementing a safe transportation strategy will be permitted rental/use privileges of municipal facilities for Special Occasions Permits. Event organizers are responsible for promoting safe transportation for all patrons consuming alcohol. It is recommended that Event Organizers have a Designated Driver Program in place for the event. The designated driver ought to be supplied with low cost or free soft drinks, water or coffee during the event. Regulation #4 Youth Admission to Adult Events Alcohol permits provide the detail as to who may attend a function. Alcohol and Gaming Commission of Ontario (AGCO) licensing laws and rules will be in effect and it is mandatory that those who are eligible to consume alcohol wear ID wrist bracelets. Wrist bracelets are the responsibility of the event organizer. Page 4 of 15 In all cases, the following guidelines must be adhered to: 1. All Identification must be checked before anyone is allowed to enter the licensed area. 2. Two (2) extra floor monitors will be required if persons under the age of majority are allowed to enter the event. . Individuals under the age of majority allowed to consume alcohol 3 9 1 Y will not beverages. Anyone serving individuals under the age of majority will be required to leave the event. 4. All participants over the age of majority will receive a bracelet before entering the licensed area. Regulation #5 Server Training The Municipality of West Elgin requires that volunteers serving alcohol, selling bar tickets, acting as floor and door monitors take the "Smart Serve" training program. On a completion of the training program, "Smart Serve" volunteers will know: Their responsibilities and obligations under the law; Proactive approaches to preventing alcohol related problems; How to recognize signs of intoxication; How to implement intervention strategies for aggressive customers. Note 4: The checklist on page 12 -13 requires completion and submission to the Parks and Recreations Superintendent 48 hours prior to the event commencing. For more information, visit: Smart Serve ® Ontario www.smartserve.o[g 5407 Eglinton Avenue West, Suite 105 Toronto, Ontario, M9C 51K6 Telephone: (416) 695-8737 Fax: (416) 695-0684 Toll Free: 1-877-620-6082 Email: info smartserve.ca Page 5 of 15 i Regulation # 6 Low Alcohol Drinks As a requirement for an Alcohol Permit, the event organizers must ensure that a minimum of 30% of the alcohol beverages available be of a low alcohol concentration level, meaning less than 5% alcohol. Regulation #7 Controls For All Special Occasion Permit Events 1. The event organizers must provide a list of"qualified" Smart Serve trained Alcohol Servers 48 hours prior to the event commencing. The Municipality of West Elgin office hours are Monday to Friday 8:30 a.m. to 4:30 p.m. 2. The expected ratio of Smart Serve Program trained staff to patrons is 1 for every 50 patrons. (ie 1 for 0 to 50, 2 for 51 to 100 and so on.) 3. Event Organizers must demonstrate to the Parks and Recreation Superintendent, or his/her designate, that plans are in place to observe regulations as specified below and that all requirements and controls are understood and in place prior to the event. 4. All parties must provide proof of insurance, naming the Corporation of the Municipality of West Elgin as additionally insured, at least 48 hours prior to the event commencing. Insurance coverage must remain in effect for the duration of the event. Level I Event: Banquets/Receptions/Programmed Events/Specified Licensed Area • The event has a limited amount of alcoholic beverages available to patrons. • The event has a licensed area to serve alcohol to patrons. • The event is primarily family focused or deemed to be a low to moderate risk. Requirement: Smart Serve trained bartenders are required based on the ratios stated under "Controls". Page 6 of 15 Level 2 Event: Social Events • There is no separate licensed area and alcohol is available throughout the event. • The event could include but not inclusive to dancing, games and entertainment. • The event is deemed to be high risk. Requirement: Smart Serve trained bartenders, ticket sellers and floor and door monitors are required. Ontario Provincial Police or Licensed Security Guards according to the following ratios: 1-350 expected attendees 2 OPP or Licensed Security Guards 351-650 expected attendees 4 OPP or Licensed Security Guards 651+ expected attendees Minimum 6 OPP is mandatory. Note 5: For events up to 650 persons, any combination of OPP or Licensed Security Guards to the minimum number stated above is acceptable. Event organizers must be in contact with the Parks and Recreation Superintendent to determine if further security is required. The Parks and Recreation Superintendent has the authority and the final determination as to the level of security required for events and Special Occasion Permits to be issued. OPP and/or Licensed Security must remain on the premises until the last attendee has vacated the property. The Day of the Event 1. The event organizer must attend the event and be responsible for making decisions regarding the operation of the event. 2. With prior Municipal approval, alcohol may be delivered to the Municipal owned property earlier in the day of the event to allow time for refrigeration. Alcohol must be received, unloaded, and secured by the Event organizer and the Municipality accepts no responsibility for loss or theft. During the Event 1. For Level 2 events, entrances must be monitored by Smart Serve trained volunteers and/or contractors to ensure acceptable identification is provided and to refuse access to intoxicated individuals. 2. The event organizer is responsible for the event and therefore, must not consume alcohol prior to and during the event. Page 7 of 15 I 3. All Smart Serve trained Bartenders, Ticket sellers, Door and Floor Monitors and any general event personnel must not consume alcohol prior to and during the event. 4. No one may leave the licensed area with alcohol on his or her person. 5. A Smart Serve trained floor monitor must be available to assist as required. 6. Event workers must be easily identified by patrons. 7. Food and non-alcohol beverages shall be available throughout the event. Snacks (chips, peanuts, pretzels, etc.) in and of themselves, are not sufficient. Foods such as pizza, subs, veggie trays, etc., are recommended. 8. Entertainment must be complete by 1:30 a.m. 9. Facilities must be vacated by 2:00 a.m. or additional fees will apply. 90.Personnel listed under"Administration and Enforcement" may enter the event at any time and will enforce compliance of this Policy and if the event continues to operate in non-compliance have the authority to shut it down. Bar Sales 1. No special sale of alcohol will be allowed, e.g., oversized drinks, double shots, 2 for 1, discount prices, volume discounts, etc. No pitchers of beer will be allowed. "Extra- strength" beer (greater than 5% alcohol content) is not permitted. 2. Smart Serve trained ticket sellers must be provided. Tickets must be presented at the bar to redeem for drinks and all unused tickets must be refundable up to 15 minutes after the bar sales have discontinued. 3. Sales of bar tickets will be limited to 4 per person per sale. No more than two (2) drinks per person will be served per visit to the bar, and from 12:00 a.m. (midnight) to 1:00 a.m., a maximum of one drink per person will be served. OR Cash at the Bar sales will be limited to no more than 2 drinks per visit to the bar. As of 12:00 a.m.(midnight), a maximum of 1 drink per person will be sewed. 4. No last call. 5. Bar to close at 1:00 a.m., with all alcohol off tables by 1:45 a.m. 6. No glassware, cans or bottles will be allowed to leave the bar. All alcoholic drinks are to be served to the customer in paper or plastic cups. Page 8 of 15 I Special Time of Year Provisions for Special Occasion Permits Permissible hours for the sale and service of alcohol for liquor sales for Special Occasion Permits are: • New Year's Eve (December 31s) 11:00 a.m. to 2:00 a.m. All rules pertaining to the sale and service of alcohol are extended exactly one hour later than the normal as granted permissible in Regulation #7 in this document. Failure To Comply Failure to comply with the rules and regulations contained within this Policy may result in cancellation of the event and may affect the event organizers opportunity to host future alcohol permit functions on any Municipal owned property. Insurance "Proof of a minimum of$2,000,000 liability insurance, including liquor liability, naming the Corporation of the Municipality of West Elgin as additional insured, must be provided to the Parks and Recreation Department 48 hours prior to the event. The permit holder/event organizer shall indemnify and save harmless the Municipality from any and all claims, in connection with holding the event at municipal facilities, including the serving of alcohol. Such claims include but are not limited to demands, causes of action, losses, costs or damages that the Municipality may suffer, incur or be liable for, resulting from the permit holder/event organizer, workers', agents and other personnel's performance, actions and negligent acts or omissions". Event Name Name of Event Organizer Date Signature of Event Organizer The West Elgin Council through the Parks and Recreation Department reserves the right to distinguish the size and scope of the event for insurance purposes. Page 9 of 15 Policy Monitoring and Revisions The Council of the Municipality of West Elgin will review this Policy on an annual basis and make changes on the recommendations of municipal staff. The Council of the Municipality of West Elgin has the right to vary or introduce additional conditions or restrictions at its absolute discretion. Alcohol Advertising Event organizers must follow the Alcohol and Gaming Commission of Ontario (AGCO) Special Occasion Permit regulations regarding alcohol advertising. Volunteer Job Descriptions and Responsibilities The following is a recommended minimum ratio of event workers to patrons: No. of No. of No. of Ticket No. of Floor No. of Door Patrons Bartenders Sellers Monitors Monitors Level 1 2 1 2 1 2 1 2 0 - 50 1 1 1 1 1 1 1 1 51 -100 1 2 1 2 1 2 1 2 101 - 200 1 2 1 2 1 3 1 2 201 - 406 2 4 2 3 1 3 1 2 401 - 500 2 5 2 5 1 4 2 3 501 - 650--F 3 6 2 6 1 6 2 6 Page 10 of 15 I Examples of event worker job descriptions are as follows. Event Organizer/Permit Holder Signs the Special Occasion Permit with AGCO and the Special Occasion Permit Holder Agreement. Is the general manager of the event and assumes responsibility for the operation of the event. He/She must attend the event, ensure that the required Smart Serve trained staff are available, coordinate and help staff and ask for help from security if necessary. Bartenders Accepts tickets for the purchase of alcohol drinks, serve drinks, monitors for intoxication, refuses service when patron appears to be intoxicated or near intoxication and offers non- alcohol substitutes. Floor Monitor Interacts with patrons, monitors patron behaviour, monitors for intoxication, responds to problems and complaints, refuses service, removes intoxicated persons, suggests safe transportation alternatives. 4 Door Monitor Checks identification and for signs of intoxication, keeps out intoxicated and troublesome individuals, monitors for those showing signs of intoxication when leaving the event, and recommends safe transportation options. Ticket Seller Sells alcohol tickets to a maximum of 4 per person per purchase but a maximum of two (2) tickets will be sold from 1:00 am to the end of the event. Bar Back Assists the bartenders by stocking and pouring drinks. This position is not allowed to serve the customer and is not required to be smart served trained. Page 11 of 15 Municipal Alcohol Policy Checklist Date of Event Name of Person(s)/Group Hosting Event Location Number of Persons Attending Will persons under 19 years of age be attending the event? YES NO Type of Identification for Event Workers: Has proof of Special Occasion Permit been provided? YES Date Has proof of Insurance been provided?(Copy to be attached) YES Date The Safe Transportation Strategy/Strategies that will be used at this function are: I The names and certification numbers of our Smart Serve event workers (Recommended Minimum 1:50 ratio): Bartenders [Mandatory] 1. Name Certification# 2. Name Certification# 3. Name Certification# 4. Name Certification# 5. Name Certification# 6. Name Certification# Floor Monitors 1. Name Certification# 2. Name Certification# 3. Name Certification# 4. Name Certification# 5. Name Certification# 6. Name Certification# Page 12 of 15 Door Monitors 1. Name Certification# 2. Name Certification# 3. Name Certification# 4. Name Certification# 5. Name Certification# 6. Name Certification# Ticket Sellers 1. Name Certification# 2. Name Certification# 3. Name Certification# ` 4. Name Certification# 5. Name Certification# 6. Name Certification# Odd-Duty Uniformed police Officers or Licensed Securit 1. Name Certification# 2. Name Certification# 3. Name Certification# 4. Name Certification# 5. Name Certification# 6. Name Certification# I have reviewed the Municipal Alcohol Policy with a municipal representative and I understand all the policy regulations and 1, and my group, will observe%bey all policy regulations. Lessee Name (Please Print) Lessee Signature Date Municipal Representative (Please Print) Signature Date Page 13 of 15 Y�+ FrtrtF{{ �i,�(� }}({I�yp�' �"�I (�jp��'q(//�5} lfiF �I [yq I lr' —� • '\ M U li �I S! �tr9 CI 11 fi ll i�(I Y `���F ay P T� West Special Occasion Permit Holder Agreement Name of Organization/Individual: (Please Print) Name of Contact Person: (Please Print) Address & Phone: (Please Print) Email: (Please Print) Fax: (Please Print) Name of Facility: (Please Print) In consideration of the Corporation of the Municipality of West Elgin permitting melour organization to hold an event licensed for the sale of alcohol on municipal premises, it is hereby agreed to and acknowledged that: 1. I have received and reviewed the West Elgin Municipal Alcohol Policy. 2. 1 have read and understand the requirements stated in the Policy. 3. 1 personally, and my organization, agree to adhere to the conditions of this Policy and the Liquor License Act of Ontario and as listed on the Special Occasion Permit. 4. 1 understand that if an infraction of this Policy occurs, the Corporation of the Municipality of West Elgin may warn or suspend me/my organization from using the facilities for a period of one year. Page 14 of 15 i 5. 1 understand that I personally, and members of my organization, may be held liable for injuries and damage arising from failing to adhere to the Liquor License Act of Ontario, or from otherwise failing to take action that will prevent foreseeable harm from occurring or from any act of negligence. 6. 1 understand that OPP and/or an Alcohol and Gaming Commission Inspector can lay charges for infractions of the Liquor License Act of Ontario or other relevant legislation. 7. I/My organization agrees to indemnify and save harmless the Corporation of the Municipality of West Elgin from all claims arising from the permit and/or the event against any claims of loss or damage resulting in bodily injury, death and/or property damage arising out of the permit/event. I/My organization will provide proof of insurance with the policy naming the Corporation of the Municipality of West Elgin as an additional insured, and shall protect the Municipality from all claims for damage, injury and/or death arising out of any act or omission on the part of the permit holder, event organizer, its servants or agents. Signature: (Sign and Please Print) Position in Organization: (Please Print) Page 15 of 15 0 G'4� &ILUC1PAUTY 9p46,rat Ig6ar"J tural�O ��Carv�a MAY 2�4 2017 Rural Route 2 Rodney, ON NOL 2CO M�&1. May 17,2017 West Elgin Municipal Council P.O.Box 490 22413 Hoskins Line Rodney,ON NOL 2CO Dear Mayor and Members of Council, Members of the Rodney Horticultural Society have planned a tea party to celebrate Canada's 150'h Birthday. The event, in the format of an"Open House", is scheduled for Saturday, rune 24,2017, beginning at 2:00 PM and concluding at 4:00 PM. We cordially invite you to attend. Within that invitation would ask that.you attend,not in the capacity as members of Municipal government but as a neighbours and friends. We also extend this invitation to our tea party to all municipal employees. Our original plans were to ask guests to dress in costumes that were in vogue in 1867,but on reflection concluded that this fanciful idea would likely discourage attendance by community members. However, if any invitee happens to have access to a wardrobe, as may have been worn in 1867 and that person has the courage to attend the tea party in a"period costume",rest assured every person in attendance would line up to have their photograph taken with such individual. Our planning committee has worked very hard to bring out their best bone china for the tea party with the aim that all guests will be pleased r"iith the experience. Please join us if you can. We promise not to discuss politics. We will not overfeed any guest. Yours truly, ^ Carol Pepper President b .. West El �ty n Every '; One Commun Matters. Health Centre May 15,2017 Wrr°°"db°x - A3AI3031� Re]l3IWAA;1OAIIIV410 40 Dear Municipality of West Elgin: I am writing to you in regards to our 14th annual Teddy Bear Picnic. This year we will be hosting the picnic in the Rodney Park on Wednesday August 16th from 10-fpm. The Teddy Bear Picnic is a free event that provides lunch for all attending and is for families with children under 6 years of age. The West Elgin Community Health Centre along with Ontario Early Years Centre,Elgin St.Thomas Health Unit, Dutton Child Care,our Libraries, local firefighters and Tiny Tot's nursery School have been running the Teddy Bear Picnic rotating through our community parks with much success annually. This year's picnic held in the Rodney Park will also be providing free busing for our families living in the neighbouring communities. The purpose for the Teddy Bear Picnic is to provide a supervised and imaginative outdoor setting with numerous unstructured activities that allow for interactive discovery and physical play. The picnic provides families with a forum for creative ideas that they can use throughout the year and reminds them of the importance of play. We also deliver education to young families in an inspirational atmosphere and help them identify the educators that are available though out their community. We would like to celebrate Canada's 150th this year by inviting those families in attendance to the local West Elgin Pool for a free swim after the picnic. We are asking that you might consider opening the pool from 1:00-2:00 and waive the fee to accommodate these families or offer the pool to us at a reduced rate. If you require additional information please contact me and I would be happy to answer any questions you might have. Thank you in advance for your support. Sincerely, Cindy da Costa Registered Early Childhood Educator 153 Main Street, The West Elgin Community Health Centre team vrorks with our West Lorne,Ontario NoL2Po communities and our partners to provide accessible, high quality T519-768-1715 F 519-768-25+8 health care, health promotion and community support services. info @wechc.on.ca vnr�vu.v�echc.on.ca I D- 3 West Agin Every Oe Community Health Centre May 1,2017 Mayor Wiehle Municipality of West Elgin 22413 Hoskins`Line PO Box 490 Rodney, ON ROL 2C0. : Dear Mayor Wiehle and Council Members, On behalf of the Board of Directors and.staff of the West Elgin Community Health Centre,we invite you to join us on Wednesday,July 12th at 12:30 for our 1St Annual Pride Flag Raising Ceremony. We are having the Pride Flag raised to show support for Lesbian,Gay,,Bisexual,Two-Spirited,Queer and all other sexual orientations and gender identities,, It is importantyf:rthe-Fride'flag to be raised to recognize that diversity is Vital and helps to strengthen our comrmnity.We should never feel that we must hide who we are at work,school or with n our families or community and by'raising the flag,we are hoping to show the.commitriient^we have to providing safe and welcoming places that help to improving-the-q(Ja`1ity ofaife for everyone`in our community. We hope that you will be able to loin us for the ceremony, BBQ a.nd other events we have planned throughout the aftern`aon. Please;RSVP by June 30"'.We look fohwarr d to seeing you. Sincerely, Becky Thompson Medical Secretary/LGBT025 Facilitator West Elgin Community Health Centre 153 Main Street West Lorne,Ontario, N01-2150 bthom son wechc.on.ca T.519.768.1715 iF 519.768.2548 ;'s}!1iC1L1!ll�i(= Pli�Call! j!;;Ci!!cl'_ li�i I1E0'':iCl' ii(Cc :�.l.il�c.fl_'.'.I qt!akiil j!�i�P:;rl 2 k- Ua . ..Po . s M LAS y. ONY ... 1� ,a • � f f I 1 1 I: A.R I'1 O r n Ir.- `i eel,` r .gym WNW FOR IMMEDIATE RELEASE First Look at Proposed Changes to the Conservation Authorities Act NEWMARKET, May 31, 2017 Conservation Authorities and others are having a first-hand look at the proposed changes to the Conservation Authorities Act introduced to the Ontario legislature on May 30th under Bill 939: Building Better Communities and Conserving Watersheds Act. The Conservation Authorities Act governs Ontario's 36 Conservation Authorities and has been under a review led by the Ontario Ministry of Natural Resources and Forestry(MNRF)for the past two years. It was originally established in 1946. "We're very pleased to have had a significant opportunity to provide thoughtful input to changes to the legislation and we've encouraged our partners and the general public to also contribute their comments," said Kim Gavine General Manager of Conservation Ontario, the Association which represents the Conservation Authorities. The proposed Building Better Communities and Conserving Watersheds Act, would make changes to the Planning Act as well as modernize the current Conservation Authorities Act. The Province indicated their intention is to strengthen oversight and accountability, provide clarity for conservation authority roles and responsibilities, encourage public engagement and modernize funding mechanisms. The proposed Conservation Authorities Act was introduced along with legislation to overhaul the province's land use planning appeal system. As Ontario's population continues to grow and our climate changes, the demands and challenges facing our watersheds will continue to increase.The proposed bill would create a modern framework to help Ontario's conservation authorities respond to these pressures while delivering the services that the people of Ontario expect and rely on," said MNRF Minister Kathryn McGarry in a Ministry media release. Gavine stated that Conservation Authorities look forward to working with the Province and other key stakeholders in moving forward with modernizing the legislation. Conservation Authorities are unique to Ontario. They are local natural resource management agencies which were established by the Province and local municipalities starting in the 1940s. They play a central role in the restoration, conservation, development and management of Ontario's natural resources. Conservation Authorities rely on a science-based integrated watershed approach to manage the impacts our activities have on land and water resources. This approach allows us to protect the long term viability of natural resources, while at the same time addressing critical issues such as the current and future impacts of urbanization and climate change. aepmwntrng Ontaefols.36 Canserua.tion M,thadties I ill Over the years, Conservation Authorities have developed close relationships with their local municipalities, community groups, landowners, some Indigenous communities and other residents as well as worked in partnerships with all other levels of government and other agencies. Conservation Authority programs and services are funded significantly through municipal levies and self generated revenue. They also receive some funding from other partnerships with provincial and federal governments. Conservation Authorities help the Province and municipalities to deliver two significant provincially designated programs which are natural hazard management, including flooding and source water protection. Conservation Authorities also offer a wide variety of other watershed management Programs which help to build resilient watersheds, ensure healthy Great Lakes and address climate change impacts. Many residents enjoy events and outdoor activities through the conservation areas located throughout the province. _30_ For more Information: Kim Gavine, General Manager, Conservation Ontario kgavine.Oconservationontario.ca (905)895-0716 ext 231 Jane Lewington, Marketing & Communications Specialist, Conservation Ontario ilewinaton @conservationontario.ca (905)895-0716 ext 222 `{,:,'0) n s l tr 1aJ7 ai 0 F�l 0 rnf'i;'' ?� 1 i(, IL�a�l i 2�-S May 261h, 2017 '�ir�� �. 00/ CANADA 150 T0: Whom It May Concern RE: Canada 150 Celebration Event In honour of Canada's 150th Birthday, Karen Vecchio, Member of Parliament and Jeff Yurek, Member of Provincial Parliament, will be hosting a Community Event for Elgin-Middlesex- London constituents to come together and celebrate Canada's 150th. The 150th Celebration will be held on Sunday, September 10th, 2017 from 12:00pm- 6:00pm at the Railway City Big Top (Circus Tent); 263 Wellington Street, St. Thomas, ON. During the event, we are planning to have a Community Showcase throughout the day which will display the variety of businesses, non-for- profit organizations, attractions and services that are within Elgin- Middlesex- London. As a local entity, we invite you to come and display your organization/service by setting up a table display for community members to enjoy and learn more about your organization. The table display can have anything from information about your business to projects that you have completed; etc. We have a variety of exciting activities happening throughout the day and we hope you will take part in our community showcase from 12:00-6:00pm. The schedule for the day will begin at noon hour with a Strawberry Social for Veterans, proceeded by a Reaffirmation Ceremony at 2:00pm and Canada 150 Presentation to selected nominees to follow. Throughout the day there will also be a Community Picnic which includes a hotdog BBQ for all visitors to enjoy. If you wish to participate in our Canada 150 Celebration by taking part in the Community Showcase and setting up a table display, please contact Kaylie Kuipers in Karen's office by August 0. Kaylie can be reached by email: karen.vecchio.c1a@parl.gc.ca or by phone: 519-637- 2255/866-404-0406. We look forward to hearing from you and celebrating Canada's 150th Sincerely, Karen Vecchio Jeff Yurek Member of Parliament Member of Provincial Parliament Elgin-Middlesex-London Elgin-Middlesex-London D - 6 Andrea Fordham 169 Centre St. Rodney, Ontario NOL 2C0 Dear Council I came in today to get a burn permit to burn sticks in my yard. I was told by the Deputy Clerk that he could not issue me one because I am residential. I am writing this letter to ask you to make an amendment in regards to your bi law or make an exception. I currently pay over$7000.00 per year in taxes. I have never once been late. I also, in fact, start submitting my taxes in portions monthly in January and so I am always paid ahead of the time thus giving you the money ahead of time to earn interest on. As you know my property is over 5 acres.There are currently not many other properties like this in Rodney. I am surrounded completely by a border of large pines and cedar trees that are many years old. I also live in a beech tree forest which is unique to this property. I had an arborist in this year as I had a tree partially fall that was dangerous and he was very impressed with the property and maintenance that my trees have had. I am not close to any homes and even the factory is a long way away from any small fires that I would have.These small fires would be controlled and managed the entire time. I am only asking to burn sticks and logs. There would be no garbage burnt at all. Only branches and logs. I also maintain the roadway ditch on my side of the road all the way to the property on the corner and have since I lived here so that my property looks nice upon approach as well. This year has been an incredibly hard year for limbs coming down with all the winds we have had. If it was to bundle them and put at the road i cannot tell you how many trips you would be making to the dump with them. I also do not have a truck to transport them myself. i have a beautiful maintained property and that is because of all the hard work that I have put into it to keep it this way which includes removal of all sticks so that the entire grounds is maintained and looks like a park setting. I regularly trim my trees also to maintain the beauty of the property. I have no idea how I am going to maintain the value of my property if I am not allowed to burn small piles of sticks as they accumulate throughout the year. Please reconsider your bi law or make an amendment to your bi law or allow special considerations in Rodney as this is not an unreasonable request for my property. Thanking you in advance for your consideration to this matter. Sincerely Andrea Fordham 519-785-1777 519-872-0364 ONTARIO BOARD TO CUSTOMERS OF HYDRO ONE NETWORKS INC. Hydro One Networks Inc. has applied to raise its electricity distribution rates and other charges. Learn more. Have your say. Hydro One Networks Inc.has applied to the Ontario Energy Board to raise its electricity distribution rates effective January 1,2018 and continuing each year for another 4 years,until December 31,2022.If the application is approved,a typical residential customer of Hydro One Networks Inc.,using 750 kWh per month,would see increases as set out in the table below: 2018 an increase of$2.79 per month 2020 an increase of$2.31 per month 2022 an increase of$2.23 per month 2019 an increase of$2.47 per month 2021 an increase of$1.95 per month Other customers,including businesses,may be affected as well. Hydra One Networks Inc.has also acquired the electricity distribution assets of Norfolk rower,Haldimand County Hydro and Woodstock Hydro. The distribution rates for the former customers of these distributors will remain frozen at current levels until December 31,2020. As part of this application,on January 1,2021,and January 1, 2022,the distribution rates for these customers will also be increasing. If the application is approved,a typical former residential customer of these three distributors,using 750 kWh per month,would see increases as set out in the table below: Increase Farmer Utility 2021 2022 Norfolk Power $3.18 per month $1.09 per month Haldimand County Hydro $4.52 per month $1.09 per month Woodstock Hydro $1.08 per month $0.84 per month Other former customers of these distributors,including businesses,may be affected as welt. .i Hydro One Networks Inc.has also applied for new service charges and for adjustments to many of its specific service charges,including Increases to charges for the collection of accounts,for disconnection,reconnection and removal of load control devices and for access to Hydro One Networks Inc.power poles.You are j encouraged to review the application carefully to determine whether you may be affected by these changes. ? The Ontario government has introduced the Fair Hydro Act,2017 that,it passed,would implement electricity rate reductions starting in the summer of 2017.The amounts set out above are provided before the application of any credits that would be implemented under the Fair Hydro Act,2017. THE ONTARIO ENERGY BOARD IS HOLDING COMMUNITY MEETINGS The Ontario Energy Board(OEB)will be hosting several regional community meetings.Please check the Ontario Energy Board website at www.oeb.ca under the ES-2017-0049 case number for specific details of the meetings in your area. The community meetings are designed to allow customers to: •Learn more about Hydro One's costs and rate application. •Find out how the OEB will review the application. •Get involved and provide your comments about the application to the OEB. THE ONTARIO ENERGY BOARD IS HOLDING A PUBLIC HEARING The OES will hold a public hearing to consider the application filed by Hydro One.During the hearing,we will question Hydra One on its case for the rate increases.We will also hear questions and arguments from individual customers and from groups that represent Hydro One's customers.At the end of this hearing,the OES will decide what,if any,rate increase will be altowed. Hydro One has applied for approval of rates for 5 years.You may not get notice of future rate changes during this 5 year period. The OEB is an independent and impartial public agency.We make decisions that serve the public interest.Our goal is to promote a financially viable and efficient energy sector that provides you with reliable energy services at a reasonable cost. BE INFORMED AND HAVE YOUR SAY You have the right to information regarding this application and to be involved in the process. •You can review Hydro One's application on the OEB's website now. •You can attend the OEB's community meeting where you can ask questions,make comments and voice your concerns, •You can file a letter with your comments,which will be considered during the hearing. •You can become an active participant(called an intervenor).Apply by June 14,2017 or the hearing will go ahead without you and you will not receive any further notice of the proceeding. •At the end of the process,you can review the OEB's decision and its reasons on our website. LEARN MORE These proposed charges relate to Hydro One's distribution services.They make up part of the Delivery line-one of the five line items on your bill.Our file number for this case is EB-2017-0049.To learn more about this hearing,find instructions on how to file letters or became an intervenor,or to access any document related to this case,please select the file number EB-2017-0049 from the list on the OEB website:www.oeb.ca/notice.You can also phone our Consumer Relations Centre at 1-877-632-2727 with any questions. ORAL VS.WRITTEN HEARINGS There are two types of OEB hearings-oral and written.Hydro One has applied for an oral hearing.The OEB is considering this request.If you think an oral hearing is needed,you can write to the CEB to explain why by June 14,2017. PRIVACY if you write a letter of comment,your name and the content of your letter will be put on the public record and the OEB website.However,your personal telephone number,home address and email address will be removed.if you are a business,all your information will remain public.if you apply to became an intervenor,all information will be public. This rate hearing will be held under section 78 of the Ontario Energy Board Act, 1998,S.O. 1998 c.15(Schedule B). W M Ontario hnh,ICP„er@Y rnmmhsbn de!%n,ql, end deinm,eo D -� Spencer Pra From: AMCTO <broadcasts @amcto.com> Sent: June 5, 2017 9:01 AM To: spray @westelgin.net Subject: AMCTO Legislative Express If this emall does not display properly,please view our online version. June 8,20 17 AMCTO LEGISLATIVE EXPRESS In this Issue... i Polic S otli ht: Bill 68 Passes Third Readin � - olic P U dates 191 Bills and Lawmaking F _ e ulator Proposals Resources AMCTO U date 0 Contact Us Here is a summary of the most relevant developments from the month of May: Policy Spotlight: Bill 68 Passes Third Reading Bill 68, the Modernizing Ontario's Municipal legislation Act, passed third reading and is now awaiting Royal Assent. During its review of the bill, the Standing Committee on Social Policy made a number of amendments, including: Removing the provision in Bill 68 that would allow integrity commissioners to conduct investigations on�Y their own initiative. This change was recommended by AMCTO and strongly supported by our members. 1 Requiring municipalities to indemnify their integrity commissioners(ICs). m Phasing-in the change in date for the start of new term of council from December 19�to November 15 . This change will now not take effect until 2022. • Not allowing councillors or members of local boards to participate electronically in meetings if they are closed to the public. Requiring that any integrity commissioner investigations not completed by election day be terminated. in the provision that would allow for"an person"to be able to request an inquiry under the MCIA, Chan Y P Changing to any elector or person demonstrably acting in the public good. • Imposing several limitations to the replacement of a member of upper-tier council. P 9 For a full summary of the amendments made by the Standing Committee,click here. Policy Updates: London Council Votes to Use Ranked Ballots for 2018 Election: London's City Council voted to set aside first-past-the-post and use ranked ballots for its 2018 municipal election. Government Releases Proposed OMB Reforms: The Ministry of Municipal Affairs has announced its rp oposed reforms to the province's land use planning appeals system and the Ontario Municipal Board (OMB). jUpdated Land Use Plans Released: The government also released its updated land-use plans for the Greater Golden Horseshoe(GGH) region. 2017 Ontario Budget Update: Ontario's Minister of Finance Charles Sousa tabled the province's 2017 budget at the end of April. If you missed it, we have an overview of the important take-aways for municipalities. Changing.Workplaces Review Released: The government has released the report of its changing work places review, which was tasked in 2014 with considering the broader issues affecting the workplace, specifically those that relate to the Labour Relations Act and the Employment Standards Act. Government Proposing Development Charge Exemption for Second Units: The Ministry of Municipal Affairs and the Ministry of Housing are proposing an exemption from development charges for secondary suites in new homes. BPS Energy Reporting Portal Now Open: The BPS reporting portal is now open for municipalities to report on their energy consumption for the 2017 reporting period. Applications Open for Natural Gas Grant Program: The government is now accepting applications for a natural gas infrastructure program. Bills and Lawmaking gg Bill 39, the Aggregate Resources and Mining Modernization Act, passed third reading and received Royal � Assent. The legislation is design to modernize regulations around mining and resource extraction, while also improving environmental protection and generating new economic development. l Bill 65, the Safer School Zones Act, has passed third reading and is now awaiting Royal Assent. Amongst other I things the bill would allow municipalities to use Photo radar. Bill 68, the Modernizing Ontario's Municipal Legislation Act, has passed third reading and is now awaiting Royal Assent. For more information on Bill 68 see AMCTO's: I � • Summar of the amendments made by the Standing Committee on Social Policy 2 • Summary of the original bill (prior to amendments made by the Standing Committee) Annotated copies of the Municipal Act and Municipal Conflict of Interest Act, as amended by Bill 68 here (prior to amendments made by the Standing Committee) AMCTO Bill 68 submission Regulatory Proposals Proposed Asset Management Regulation Posted: The government has posted its proposal for a new regulation that would govern asset management planning in Ontario., New Excess Soil Regulation Proposal: The Ministry of the Environment and Climate Change is conducting consultations on a proposed new regulation for reusing excess soil. Ministry of Transportation Consulting on Display Screens and Hand-held Devices:The Ministry of Transportation is currently looking for feedback on regulations about the use of display screens and hand-held devices, such as two-way radios. Resources Webinar on New ARB Rules of Practice and Procedure: On April 15t, 2017 the Assessment Review Board (ARB) began to use new Rules of Practice and Procedure. To help municipalities grapple with the changes, MFOA and OMTRA are hosting a free webinar. New Report on Regulating Disruptive Technology: The Mowat Centre has released a new report on how governments can better adapt their regulatory approaches to new disruptive technologies. New Paper on the Evolving Role of the CAOICity Manager: A new paper, released by the Institute on Municipal Finance and Governance, explores how the relationship between elected officials and the public service has changed over time, and how the role of the CAO is important for ensuring effective council-staff relations. AMCTO Election Express#3: AMCTO's third election express covers the issues of directly electing regional chairs and county wardens and how to report effectively before, during and after an election. AMCTO Update For real-time updates and analysis on policy and legislation that impacts local government in Ontario, follow AMCTO's Policy Blog, now on our new website. I Contact Us Eric Muller, Policy Advisor emuller@amcto.com 905-602-4294 ext. 234 - Follow AMCTO on Twitter! j 3 at Lower Thames o sel"Ilation for a balanced and healthy watershed. Media Release For Immediate Release May 31, 2017 @LTVCA-Flood New LTVCA Twitter Account Dedicated to Flood Advisories Watershed wide-The Lower Thames Valley Conservation Authority has created a dedicated Twitter account to which only flood o Lower Thames advisories will be posted. onseervation It is hoped that by using this dedicated account, flood advisories will not get lost in the flurry of other activities going on in our watershed FLo o posted to Twitter. Being an account just dedicated to issuing flood advisories, the MESSAGES] account will not be monitored on a continuous basis for feedback. Check it out: @I_TVCA Flood Hope you and your organizations find this new tool useful. YTVCA acknowledges the financial support of our 10 watershed member municipalities, our many granting partners and dedicated volunteers." - M _ 3 d For Further Information Contact: Jason Wintermute-Water Management Supervisor Lower Thames Valley Conservation Authority 519-354-7310 Ext. 227 Jason.WintermuteCrDltvca.ca www.ltvca.ca You -30- 100Thames Street, Chatham, ON N7L2Y8 , www.ltvca.ca Phone:519-354-7310 - Fax;519-352-3435 • E-mail: admin@ltvca.ca Resource Productivity Office de la Productivite et de & Recovery Authority la Recuperation des Ressources News Release RPRA Sets 2017 Blue Box Steward Funding Obligation at $123.6 Million Annual funding obligation increase limited to 1.74% May 31, 2017,Toronto: The Resource Productivity& Recovery Authority(the Authority) has set the 2017 Blue Box Steward Funding Obligation at$123.6 million,a 1.74% increase from the$121.5 million obligation set in 2016. The Blue Box Steward Funding Obligation is the total amount that stewards must pay to municipalities for the Blue Box Program. In addition to information on costs and amount of materials collected through the Blue Box program obtained through the annual municipal Datacall survey conducted and verified by the Authority,the Authority considered a number of factors in determining the 2017 funding obligation, including: 6 Cost Containment to reflect best practices in operating municipal waste diversion programs • Evolving Tonne to reflect the lightweighting trend in packaging from paper to plastic • Steward Cost Containment to reflect the adoption of materials by stewards that can be cost- effectively managed through the Blue Box program • InKind Eligibility to reflect municipal advertisements for diversion programs taken out in newspapers • Non-Obligated Materials to reflect the collection of materials through the Blue Box program that are not mandated • Three-Year Rolling Average Revenue to reflect volatile commodity prices • Prior Year Adjustments to reflect any errors identified by the Authority in verifying and auditing Datacall information The Authority also considered presentations made by Stewardship Ontario(SO),the Association of Municipalities of Ontario(AMO)and the City of Toronto. In setting the 2017 steward funding obligation,the Authority used the 2016 methodology with updated inputs on the following basis: 4W4 00100On 0015 pate Year) Reported Gross Cost $343,490,141 .Plus 54%of InKind Linage 2014-2016 Average Spent $2,270,723 Less Non-Obligated(Net) ($128,917) Less Cost Containment ($16,249,580) Total RPRA Gross Costs $329,382,367 Less 3 Year Average Revenue ($85,833,862) Less 100%of Prior Year Adjustments ($478,323) Total RPRA Net Costs $243,070,182 50%of Net Costs $121,535,091 Plus Steward Cost Containment $2,134,654 2017 Steward Obligation $123,66%745 4711 Yonge Street,Suite 1102,Toronto ON M2N 6K8,t: 416.226.5113,fs416.226.1368,www.rpra.ca,@rpra_ont I The Continuous Improvement Fund(CIF) allocation for 2017 has been set at$0 by the Authority as the CIF is currently sufficiently funded to continue with its current grant obligations and to provide grants next year. The Authority has directed SO to commence paying the 2017 obligation to municipalities on schedule(on or about June 30). Details on these payments to municipalities are currently being finalized and will be available on the Authority website in the coming weeks. The Resource Productivity& Recovery Authority was established November 30, 2016 as the successor organization to the former Waste Diversion Ontario. The Authority is mandated by the Government of Ontario to maximize resource recovery and waste reduction to support a circular economy. -30- For more information, please contact Mary Cummins at 416-226-5113 ext. 232 or mcummins @rpra.ca k 4711 Yonge Street,Suite 1102,Toronto ON 1V12N 6K8,t: 416.226.5113,f:416.226.1368,www.rpraxa,@rpra_ont 2 l MUNICIPALITE • EAST FERRIS - MUNICIPALITY . f FElpgs, �- 1921 . 390 HIGHWAY 94, CORBEIL, ONTARIO POH 1 KO TEL.: (705) 752.2740 FAX.: (705) 752-2452 Email: municipality @eastferris.ce REGULAR COUNCIL MEETING HELD May 21d, 2017 No. 2017-174 Moved by.Councillor Champagne Seconded by Councillor Rochefort THAT Council for the Municipality of East Ferris supports the letter from Cheryl Gallant, Member of Parliament regarding the Trudeau Liberals removing the tax-exempt portion of remuneration paid to local officials from their 2017 Federal Deficit Budget; AND FURTHER that copies of this resolution be forwarded to Premier of Ontario, Kathleen Wynne, Local MP, Anthony Rota and Ontario municipalities, Carried Mayor Vrebosch CERTIFIED to be a true copy of Resolution No. 2017-174 passed by the Council of the Municipality of East Ferris on the 23rd, day of May, 2017. M ni a L. Hawkins, MCT Clerk } HERA Mu NI isAWYa��sr� 1 OUR MEMBER of PARLIAMENT MAY 0 2 7W R NPREW-NIPISSINO-PEMBROKE www.cherylgattant.com V_ April 12"',2017 Clerk-Treasurer East Ferris Township 390 Highway 94 Corbeil,Ontario,POH 1K0 Dear Clerk-Treasurer, As you may be aware,the 2017 Federal Deficit Budget raises personal taxes by targeting all municipal politicians,school board trustees,and elected members of municipal utilities boards,commissions,and C01130ratiOns. On Page 208 of the budget,the Trudeau Liberals removed the tax-exempt portion of remuneration paid to local officials. Introduced in 1947 under the federal Income Tax Act,the purpose of the one-third tax-free expense allowance was to provide"an allowance for expenses incidental to the discharge of the person's duties as an elected officer." Unlike some elected officials in cities who receive office budgets,car and expense allowances as well as six- digit salaries,this is not the case with most municipal politicians I know,with a majority of-our councillors receiving abase salary of less than$20,000. As it was described to me by a local Mayor about this tax grab: "Mart municipal Council members in rural areas are already very poorly compensated for the work they do in f their communities. As Mayor my hourly compensation is well below minimum wage. I make far less than any other municipal staff person working similar hours on behalf of the municipality. It is extremely difficult to attract good candidates into municipal politics now. Removing the 113 tax exemption on Council remuneration without compensating for that loss will make it nigh on impossible." It is the expectation of debt-obsessed Ottawa that remuneration will be"grossed-up"(increasing the salary to offset the increased tax payment)so as not to impact the take-home pay received by a mayor and councillors. This in turn will boost individual tax bills for elected officials as well as casts to ratepayers,who are already struggling with increasing property taxes. Rather than curbing the abuse of taxpayer money this tax grab claims to stop,by eliminating the tax-free provision,Municipalities will no longer be required to review their remuneration by law at a public meeting once during their four-year term. Municipalities will now be forced to divert funds which would be spent on'roads,bridges or clean water to reimbursing elected officials.This,along with the increased borrowing costs associated with the federal government's infrastructure bank scheme,will place increased pressure to raise property taxes,making home ownership more unaffordable. This tax grab is an unfair burden on Canadian Municipalities and local ratepayers. The Trudeau Liberals need to be told their spending problem cannot be solved on the backs of home owners struggling to make ends meet. Sincerely, Cheryl Gallant,M.P. Renfrew--Nipissing—Pembroke CG:sf Chery(Gal(ant,A.P. Constltuertev0f[!ee ' 841sa6e1la5t. PenhroRa,OH,RBA i55 7 (Teq 613.732-4444 (F.1)613.732.4697 Spencer Pray From: County of Elgin <County_of_Elgin @mail.vresp.com> Sent: May 25, 2017 4:1; PM To: '-- Subject: Elgin Economic Development Newsletter May 2017 a5 Like Tweet : Share kels . i- I 4 �+ ii Progressive by Nature iunity Profile The Township of Southwold is in Bloom Valerie Cron is a frim believer that a series of small actions has the potential to add up to something much bigger. It was because of this belief that in 2015,Valerie found herself tf Chair of the Southwold Township Communities in Bloom Committee. As a founding merr o L*D the Southwold Township Economic Development Committee, she knew that in order to gr Southwold, it must have a superior quality of place, a cultural vibrancy, and a tradition of community participation. These elements she believed were essential components of a community that is attractive to potential businesses and residents alike. After some initial investigation Valerie was certain that participation in communities in bloom was a tangible for Southwold to improve its quality of place, and increase community participation, one s step at a time. more about Southwold Communities in Bloom click here. 1 i I bad ess Profile Full Circle Ranch - Bringing Together People, Animals, and Wellm No �"kidding" around the newest phenomenon gaining momentum in Elgin County is Goal Yoga. Every Wednesday evening Full Circle Ranch hosts a Yoga class where participant, able to interact with these adorable, friendly little barnyard animals. Goats are naturally CL creatures who love to play,jump, and run and their presence makes for a lighthearted atmosphere during the weekly classes run by a Yoga instructor from Oceans Yoga and P in London. The classes are held in an indoor arena so they run rain or shine and particips are encouraged to wear clothing they aren't afraid to get a little dirty. i, To learn more about Full Circle Ranch click here. bad ess Resource :ounty Conference Series Presents: Doing Business with the Government l' Doing business with the government can be seen as a daunting task. The Elgin County Conference Doing Business With the Government is about breaking those barriers and encouraging small and medium sized businesses to bid on government tenders at all lev Representatives from the federal, provincial and municipal levels of government will prov guidance, tips and tricks to help businesses in working with the government. 'i ego . ? To learn more about Doing Business with the Government click here. i1 ba 2 3unsty Resource erg Match Scholarship Accepting Applications Are you a resident of Elgin County or St.Thomas and studying in a post-secondary institu Canada in a discipline related to agriculture? You may be eligible for the Internationai Plo% Match Legacy Agricultural Scholarship. To learn more about the International Plowing Match Legacy Scholarship click here. i back f you are having problems viewing or downloading the images for the PDF version of the newsletter. Click to view this email in a browser If you no longer wish to receive these emails,please reply to this message with"Unsubscribe"in the subject line or simply click on the following link:Unsubscribe County of Elgin_... -............. 450 Sunset Drive Vertical St Thomas,Ontario n5r5v1 rre onse CA .aioEeUxECOl Fie @_Email Marketing-, Read the VerticalResponse marketing policy. 3 Spencer Pray From: AMO Communications communicate @amo.on.ca> Sent: To: spray @westeigin.net Subject: AMO Members' Update-Changing Workplaces Final Report Released May 23, 2017 Members' Update - Changing Workplaces Final Report Released Ontario Minister of Labour Kevin Flynn today released the'Changing Wor laces Review final report this morning. This report recommends substantial legislative changes to the province's Employment Standards Act(ESA) and Labour Relations Act(LRA). The Final Report- The Changing Work laces Review - An Agenda for Workplace Rights - authored by Special Advisors C. Michael Mitchell and John C. Murray is massive at 419 pages and contains 173 recommendations that could have significant impacts on the workplaces throughout Ontario. A key focus of this.review is the treatment of employees who do not work full-time and may be considered to have precarious employment. This includes part-time, temporary, self-employment, and multiple job employment that has grown almost twice as fast as standard employment since 1997. While private sector services account for more than half of employment in Ontario, the remainder work in the broader public service, including municipal government who are significant employers throughout the province. Highlights of the Report's recommendations that may be of interest to municipal employers includes: • the Employment Standards Act,Labour Relations Act and the Occupational Health and Safety Act be combined and streamlined into a Workplace Rights Act • part-time, casual, temporary, contract and seasonal employees be paid the same as comparable full-time employees • personal emergency leave and bereavement leave apply for all employees, not only to those employed in workplaces of 50 or more employees, and further bereavement leave be an independent leave for up to 3 unpaid days personal emergency leaves are an independent annual entitlement of 7 days • employers be required to pay for doctor's notes if request from an employee • vacation entitlement be increased to 3 weeks per year after 5 years of employmentwith the same employer the current ESA exemption for interns and trainees be eliminated • the secret ballot vote process for union certification to continue with new remedies for employer misconduct if a union has approximately 20% support of the potential bargaining unit then the organizing union can be provided with the personal contact information of the employees of the potential bargaining unit by the employer to enable organizing • increased enforcement and educational activities by the Ministry of Labour. We understand that the provincial government has reviewed the Final Report's numerous .' recommendations, and will be announcing their formal response within the next week. In anticipation of the Changing Workplace Final Report, AMO has established a Task Force of members and HR experts who will assist in considering the Province's formal response (once released)to these recommendations and providing advice to the AMO Board. AMO will continue to keep you updated on this significant employers' issue. The Changing Workplaces' recommendations adopted by the Ontario government will be discussed at our upcoming September 22nd Labour Relations s osium. AMO Contact: Monika Turner, AMO Director of Policy, mtumer@amo.on.cA 16.971.9856 PLEASE NOTE:AMO Breaking News will be broadcast to the member municipality's council,administrator,and clerk. Recipients of the AMO broadcasts are free to redistribute the AMO broadcasts to other municipal staff as required.We have decided to not add other staff to these broadcast lists in order to ensure accuracy and efficiency in the management of our various broadcast lists. 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-ouT:If you wish to opt—out of these email communications from AMO please click here. 2 Iq Spencer Pra From: AMO Communications communicate @amo.on.ca> Sent: To: spray @westelgin.net Subject: AMO Policy Update - Province Announces Emergency Services Changes Including Dispatch and Fire-Medic Pilots June 5, 2017 Province Announces Emergency Services Changes Including Dispatch and Fire-Medic Pilots Today, the Minister of Health and Long-Term Care announced proposed changes to emergency health services, including providing alternative options for medical treatment and paramedic services. We understand there will be a consultation process over the coming weeks with the intent to introduce legislative changes in the fall session. Firstly, the Ministry is investing in a new medical dispatch system for land ambulance 911 calls expected to roll out across the province over a period of two years starting in March 2018. The purpose is to better prioritize calls based on patient need and re-directing low acuity patients from emergency rooms, where appropriate and safe to do so. This initiative is timely and welcome. AMO has long called for improvements to the dispatch system. The government is also seeking to expand the scope of paramedics to provide alternate on-scene treatment and to refer patients to destinations other than hospitals as is currently required by law. Further information and analysis on the implications and benefits to patients, municipal governments, and District Social Service Administration Boards is needed. The Minister also announced that once the Act is changed and a regulation is in place, that two pilot projects could test the use of firefighters certified as paramedics to respond to low-acuity calls Given the legislative process, it is likely these pilots will not occur until 2018 at the earliest and there are willing municipal governments. There is still time for municipal input into this proposal. While the two pilots are to be voluntary, determined by the municipal employer, then interest arbitrators must be forbidden in law from replicating this idea. As happened with 24-hour shift pilots, interest arbitration settlements made it a practice, even in municipalities that did not adopt the policy. The government must address the labour relations concerns of municipal employers prior to the pilot's introduction by amending the Fire Protection and Prevention Act, as it amends the Ambulance Act. If it is truly to be an elective option for municipal governments, then it cannot be imposed without the support of councils. AMO and others in the paramedic service delivery have no evidence to show improved patient outcomes, yet municipal labour and risk management issues are significant. If the government proceeds with these pilots, there must be a commitment to conducting a third-party proof of concept evaluation. AMO will continue to engage the Province about the pilot's implications and advocate on behalf of municipal governments. For further information, please see the Ministry news release, Ontario Enhancing Emer enc Services across the Province. AMO Contact: Monika Turner, Director of Policy, mturner arno.onxa, 416.971.9856 ext. 318. PLEASE NOTE:AMO Breaking News will be broadcast to the member municipality's council, administrator,and clerk. Recipients of the AMO broadcasts are free to redistribute the AMO broadcasts to other municipal staff as required.We have decided to not add other staff to these broadcast lists in order to ensure accuracy and efficiency in the management of our various broadcast lists. 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-OUT:If you wish to opt-out of these email communications.from AMO please click here. 2 I Spencer Pra From: SWIFT Network <info=swiftnetwork.ca @mai 1173.suw18.rsgsv.net> on behalf of SWIFT Network -info @swiftnetworlrra> Sent: To: Spencer Subject: SWIFT Request for Pre-Qualification (RFPQ)closes June 30, 2017... SWIFT RFPQ closes June 30,2017... View this email in your browser Er I FT SouthWestern ® Integrated m Fibre Technology Share Tweet Q Forward SWIFT Request for Pre-Qualification (RFPQ) to close on June 30, 2017... The Southwestern Integrated Fibre Technology (SWIFT) Network launched it's procurement process on May 12, 2017 releasing a two-stage Request for Pre-Qualification (RFPQ). The RFPQ is expected to close on June 30, 2017 - meaning interested companies have one month left to respond to the RFPQ. Successfully prequalified respondents will be invited to respond to subsequent Request for Proposals (RFPs) to begin investing nearly $300 million in building broadband for everyone in Southwestern Ontario, i Caledon, and Niagara Region. The RFPQ process contains two stages and will be used to establish a list of prequalified respondents to submit proposal(s) in response to subsequent RFP(s) for the network construction. The network will be competitively bid and designed through the RFPQ/RFP process. 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 respondents are selected to build outthe project. SWIFT is using this multi-stage process to ensure the goals of the project are achieved within our projected timeline. In order to participate in the RFP, interested respondents must participate and be prequalified through the RFPQ process. Stage 1 of the RFPQ process is expected to close on June 30, 2017, with a short-list of eligible respondents expected to be released on July 11, 2017. The RFPQ is posted on Bonfire along with details of all bid opportunities posted on www.biddingo.com/simcoe as they are released. All information is cross-posted and shared through our website and mailing list. *The text of this carn ai n has been cross osted oat our bIg and can be vae+wec�by cdickinq here or veset_ inter +�vw+n�.s±n�iftnetwork.ca* We have launched a portal to help interested bidders understand the project and the procurement proess. 2 i You can find answers to common questions, important timelines, and other useful information at www.swiftnetwork.ca/procurement, including eligibility to respond. ® r The procurement information portal does not replace the official i procurement process, rather it is intended to help assist potential respondents prepare for the RFPQIRFP process and provide transparency and accountability for our stakeholders. To learn more, please visit our website: www.swiftnetwork.ca Keep in touch and stay informed: To stay up to date with news about SWIFT, updates on the RFPQIRFP process, bidding opportunities, and more, please subscribe to our mailing list by clicking the button below or visiting www.swiftnetwork,ca/contact 3 Feeling social? Connect with SWIFT and follow along as we build #broad ba ndforeveryo ne. Use the links below to find us on Facebook, Twitter, and our website: ye , a Want to make sure your family, friends, and colleagues stay up to date on SWIFT as we build #broad ba ndforeveryo ne? Use the buttons below to share this email on social media or forward it to your network. Share O Tweet O Forward Do you want to keep receiving notices about our procurement process or bidding opportunities? Or would you rather only receive general news and updates? Click the red button above to update your subscription settings to make sure you only receive the information you need and want. Copyright©2017 Southwestern Integrated Fibre Technology Inc., All rights reserved. 4 b-16 e (for�vr tI o e 'Cown ofAmftcut�urg May 26, 2017 VIA EMAIL Corporation of the County of Essex 360 Fairview Ave W Suite 202 Essex, ON N8M 1Y6 Dear Essex County Council, On April 10th, 2017, Amherstburg Town Council received a presentation from Bruce Krauter, Chief, Essex Windsor EMS, regarding an overview of EMS Services. Following the presentation, Council passed (2) motions as listed below: Resolution # 20170410-637 - "That Administration BE DIRECTED to request a report from Essex County to see if there is a way to alleviate the differences municipalities pay for EMS services." Resolution # 20170410-638 - "That Administration BE DIRECTED to send a letter to Essex County Council to review the current EMS services and provide the funding necessary to improve the areas that are in need and that the letter be sent to all municipalities and local members of Parliament." Regards, Tammy Fowkes Deputy Clerk Website:www.amherstburg.ca 271 SANDWICH ST. SOUTH,AMHERSTBURG,ONTARIO N9V 2A5 Phone: (519)736-0012 Fax: (519)736-5403 TTY: (519)736-9860 cc: Bruce Krauter— Chief, Essex Windsor EMS Taras Natyshak— MPP, Essex Tracey Ramsey— MP, Essex Ontario Municipalities Attached: EMS Presentation to Amherstburg Town Council Website:www.amherstburg.ca 271 SANDWICH ST. SOUTH,AWMRSTBURG,ONTARIO N9V 2A5 Phone:(519)736-0012 Fax:(519)736-5403 TTY:(519)736-9860 -- West Elgin Recreation committee Regular Session March 28 2017 This session was cancelled due to the Fire Chiefs attendance at a major structure fire in Rodney. West Elgin Recreation Superintendent Jeff Slater I i i i West Elgin Recreation Committee y' Regular Session April 26 2017 This regular Session of the West Elgin Recreation Committee was called to order at 7:00 pm with the following members present: Ken Neil, Doug Staddon,Jennifer Blanchard,Grace Blanchard,lohnathan Wolf,Joe Seman. and Recreation Superintendent Jeff Slater. Item#1 Approval of Agenda: Moved By:Joe Seman Second by: Grace Blanchard The West Elgin Recreation Committee hereby approves the agenda for this session CARRIED. Item#2 Disclosure of Pecuniary interest: None noted. Item#3 Delegations:There were no delegations present. Item#4 Adoption of the Minutes: Moved by: Doug Staddon Second:Jennifer Blanchard The west Elgin Recreation Committee hereby resolves that the minutes of February 28 2017 be approved as presented. CARRIED NOTE:The March meeting of the West Elgin Recreation Committee was cancelled due to the Fire in Rodney. Item#S Business Arising from the Minutes: 1. Floor Hockey cement base : As discussed previously the cement base for the outdoor floor hockey, and outdoor skating surface was discussed. Several locations were discussed and the Recreation Superintendent is to report back to the committee. 2. Canada day/Civic Holiday Fireworks: The annual Canada day and Civic holiday fireworks were discussed resulting in the passing of the following resolution; Moved By: Grace Blanchard Second: Ken Neil The West Elgin Recreation Committee hereby resolves that the West Elgin Fire Department be allocated the funds to purchase and ignite the fireworks for these holidays. CARRIED Member Johnathan Wolf requested clarification from the Municipalities Insurance Company if we could store them in a Municipal facility.The Recreation Superintendent will report back, or it will be discussed at Council on the following Thursday. 3. Pickle Ball: The Pickle Ball program has made the move to West Lorne in the arena. It is more enjoyable to play with the added space, and slightly safer. I 4. Canada Day:The recreation Superintendent reported that he has offered the Committees help to organize and host the event and has received a polite thank you and no requests for assistance. S. Fast and Furious:The Road race is very quickly approaching.Member Ken Neil requested that the arena be opened Saturday at 9 am to facilitate race preparations, and on Sunday Race day at 6:30 am.The Recreation Superintendent will ensure that this happens. Item#6 Correspondence: No correspondence was presented at this session. Item#7 New Business: 1. Beach Committee:The Recreation Superintendent reported that in order to [seep the Blue Flag Designation we need to have a B each Committee. In the past there was representation from the Yacht Club as well as private citizen represented on the Committee.To make the Blue Flag process more efficient the Blue Flag process could be handled at this committee level. Once the Marina has acquired the Blue Flag as well the committee might have to be adjusted, but until that time the Recreation Committee would be sufficient. 2. Site Visits: member Johnathan Wolf inquired as to whether or not site visitations would be carried out again this year?The consensus of the committee was that it is •� good for the committee to visit the sites that they are involved with.A site visit schedule will be prepared for the next regular session. Item#8 Adjournment: Moved By:Joe Seman Second: Ken Neil The West Elgin Recreation Committee hereby resolves that this session of the West Elgin Recreation Committee hereby adjourn at this hour of 8:10 pm and reconvene at 7 pm on May 30 2017 or at the call of the chair. CARRIED