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HomeMy WebLinkAboutNovember 03, 2016 - Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 9344 Plank Road, Straffordville, ON Council Chambers Thursday, November 3, 2016 7:00 p.m. 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS 5. DELEGATIONS 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held October 20, 2016 B. Public Meeting held October 20, 2016 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 8.1 Correspondence 8.1.1 Receive for Information 8.1.2 Requiring Action 8.2 Reports to Council 9. PHYSICAL SERVICES — EMERGENCY SERVICES 9.1 Correspondence 9.1.1 Receive for Information 9.1.2 Requiring Action 9.2 Reports to Council 10. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION 10.1 Correspondence 10.1.1 Receive for Information A. Notice of Committee of Adjustment Decision re Hardy 10.1.2 Requiring Action 2016 Council Agenda November 3, 2016 10.2 Reports to Council A. Report DS-44/16 by Bill Knifton, Chief Building Official, Drainage Superintendent re 3rd Quarter Report B. Report DS-45/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Rezoning Application —Zoning By-law Z654-2016 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Ministry of Transportation re Ontario's Climate Change Action Plan B. Ontario Energy Board Notice to Customers of Union Gas Limited C. Municipal Property Assessment Corporation re 2016 Assessment Update — Notices for Farm and Business Properties D. Grey County re Hydro Cost Resolution E. The United Townships of Head, Clara & Maria re Provincial Policy Statement and County of Renfrew Official Plan F. Township of Zorra re Accommodation Review Process G. Municipality of Charlton and Dack Resolution re Nomination Requirement H. Township of South-West Oxford Resolution re Barriers to Employment Opportunities for CCAs I. Township of North Frontenac Resolution re Request for Support for Ontario's Electrical Bills J. Elgin County Resolution to Support AMO K. South West LHIN re Residential Hospice Planning in the South West LHIN — Update L. Notice re 2017 Premier's Awards for Excellence in the Arts M. Notice re Edison Dinner & Silent Auction Fundraiser N. Notice re 2017 Garbage Tag Pickup O. Notice re Municipal Office Service Disruptions P. Notice re Council Chamber's Service Disruptions 2016 Council Agenda November 3, 2016 11.1.2 Requiring Action 11.2 Reports to Council A. Report CAO-67/16 by Paul Shipway, CAO re Health & Safety Program B. Report CAO-68/16 by Paul Shipway, CAO re Municipal Elections Modernization Act C. Report CAO-69/16 by Paul Shipway, CAO re Straffordville Community Centre Operating Agreement— Final 12. BY-LAWS A. By-Law 2016-096 Being a By-law to adopt a Municipal Alcohol Policy (This By-law follows the recommendation made in Report CAO-62/16 by Paul Shipway, CAO during the regular meeting of Council of October 20, 2016) B. By-Law 2016-097 Being a By-law to regulate the construction, alteration or change of any private or public entrance, gate or other structure or a facility that permits access to a highway and to prohibit the deposit of refuse and debris on the same (This by-law follows the recommendation made in Report CAO-63/16 by Paul Shipway, CAO during the regular meeting of Council of October 20, 2016) C. By-Law Z654-2016 Being a By-law to further amend Zoning By-Law Z456-2003 (This by- law follows the recommendation made in Report DS-45/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator during the regular meeting of Council on November 3, 2016) 13. UNFINISHED BUSINESS 14. OTHER BUSINESS 14.1 In Camera A. Confidential Item regarding a proposed or pending acquisition or disposition of land by the municipality or local board (9344 Plank Road) 14.2 Out of Camera 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-Law 2016-098 Being a By-law to confirm all actions of Council 16 ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 9344 Plank Road, Straffordville, ON Council Chambers Thursday, October 20, 2016 7:00 p.m. 6:30 p.m. — Committee of Adjustment - Hardy 7:40 p.m. — Public Meeting — Planning/Zoning — Living Gospel Mennonite Church Council recessed for the Public Meeting at 7:40 p.m. and reconvened at 7:54 p.m. Council recessed for a short break at 8:43 p.m. and reconvened at 8:52 p.m. PRESENT: MAYOR PAUL ENS DEPUTY MAYOR TOM SOUTHWICK COUNCILLORS WAYNE CASIER RANDY BREYER ED KETCHABAW STAFF PRESENT: CAO PAUL SHIPWAY DEPUTY CLERK/PLANNING COORDINATOR MARGARET UNDERHILL TREASURER LORNE JAMES CLERK'S ASSISTANT BRENDA GIBBONS 1. CALL TO ORDER Mayor Ens called the meeting to order at 7:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA A. Township of Malahide re Proposed Terrace Lodge — Fundraising Committee added as Item 11.1.2-D B. South Central Ontario Region Economic Development Corporation Delegation Presentation to replace item 5-A 4. ANNOUNCEMENTS A. Councillor Ketchabaw commented on the success of the SCOR Food Recognition Day advising there were over 13 nominees from Elgin County, 3 of which were from Bayham. Stephen and Katie Hotchkiss, owners of The New New Age, who have a farm in Bayham, won an award under the Restaurant and Business category. 2016 Council Minutes October 20, 2016 5. DELEGATIONS A. 7:05 p.m. — Jim Oliver, Norfolk County Councillor re South Central Ontario Region Economic Development Corporation Partner Request Letter Jim Oliver from SCOR provided an update on accomplishments and priority activities. He noted the anticipated partner contribution request for 2017/2018 has been decreased to $25,000.00 per year with the Bayham contribution request being $3,000.00. Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT South Central Ontario Region Economic Development Corporation presentation be received for information. CARRIED B. 7:15 p.m. —William Pol and Paul Riley re Municipality of Bayham Official Plan Review Update William Pol from IBI Group provided information on the statutory five year review of the Municipality of Bayham Official Plan explaining the Official Plan update is required every five years to ensure any changes to the Provincial Policy Statement or provincial plans are implemented. Land use planning changes since 2012 were touched on as well as the various phases of the review and update process. Moved by: Deputy Mayor Southwick Seconded by: Councillor Ketchabaw THAT Municipality of Bayham Official Plan Review Update as presented by William Pol be received for information. CARRIED 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Budget Meeting of Council held October 3, 2016 B. Regular Meeting held October 6, 2016 Moved by: Councillor Casier Seconded by: Councillor Breyer THAT the minutes of the budget meeting held October 3, 2016 and the regular meeting held October 6, 2016 be adopted. CARRIED 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 8.1 Correspondence 8.1.1 Receive for Information 8.1.2 Requiring Action 2016 Council Minutes October 20, 2016 8.2 Reports to Council 9. PHYSICAL SERVICES — EMERGENCY SERVICES 9.1 Correspondence 9.1.1 Receive for Information 9.1.2 Requiring Action 9.2 Reports to Council 10. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION 10.1 Correspondence 10.1.1 Receive for Information A. Notice of Public Meeting re Minor Variance Hardy B. Notice of Public Meeting re Zoning By-Law Amendment Living Gospel Mennonite Church Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT correspondence items 10.1.1-A— 10.1.1-B be received for information. CARRIED 10.1.2 Requiring Action 10.2 Reports to Council A. Report DS-42/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Site Plan Agreement— Stadey's Auto Sales Ltd. Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT Report DS-42/16 regarding the Stadey's Auto Sales Ltd. site plan agreement be received; AND THAT By-Law No. 2016-088 being a By-law to authorize the execution of a Site Plan Agreement between Stadey's Auto Sales Ltd. and the Municipality of Bayham for development at the property known as 9548 Plank Road be presented for enactment. CARRIED 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Municipal Delegation Request Form re Rural Ontario Municipal Association (ROMA) Conference B. Ontario Good Roads Association re Nominations 2016 Council Minutes October 20, 2016 C. Government of Canada re Accessible Canada D. Ministry of Tourism, Culture and Sport re Ontario Support for the Framework for Recreation in Canada 2015 E. Canadian Union of Postal Workers re Canada Post Review F. Ministry of Natural Resources and Forestry re Aggregate Resources Act G. Ministry of Municipal Affairs re Municipal Election Update H. Ministry of the Environment and Climate Change re Applications for Great Lakes Project Funding I. County of Elgin re Elementary Pupil Accommodation Review (Proposed) J. South Central Ontario Region Economic Development Corporation Newsletter K. City of Belleville Resolution re Supporting Agricultural Experts in Their Fields L. Township of Madawaska Valley Resolution re Violence M. Municipality of Grey Highlands Resolution re Accommodation Review Process N. Long Point Region Conservation Authority Board of Directors Minutes of Meetings held August 3, 2016 and August 24, 2016 O. Alternative Land Use Services Elgin County Partnership Advisory Committee Minutes of Meetings held April 5, 2016 and May 3, 2016 P. Janet Booker re Condition of Culloden Road Q. Notice of Project Initiation and Public Consultation re Proposed Bayham Drive Bridge Closure Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT information items 11.1.1-A— 11.1.1-Q be received for information. CARRIED Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT Council endorse the correspondence of Elgin County re Elementary Pupil Accommodation review dated September 29, 2016. CARRIED 2016 Council Minutes October 20, 2016 11.1.2 Requiring Action A. Laurel Ratcliffe re Discharge of Firearms By-Law Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT correspondence from Laurel Ratcliffe re Discharge of Firearms By-Law be received for information. CARRIED B. John Corboy, Co-Chair Port Burwell School Council re Port Burwell Public School Parking Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT correspondence from John Corboy re Port Burwell Public School Parking be received for information; AND THAT staff enquire if the school is willing to pay the paving costs, estimated at $37,000, to complete the requested paving, by the municipality, to municipal standards. CARRIED C. Association of Municipalities Ontario re AMO Seeks Council Resolution Moved by: Councillor Ketchabaw Seconded by: Councillor Breyer WHEREAS recent polling conducted on behalf of the Association of Municipalities of Ontario indicates 76% of Ontarians are concerned or somewhat concerned property taxes will not cover the cost of infrastructure while maintaining municipal services, and 90% agree maintaining safe infrastructure is an important priority for their communities; AND WHEREAS infrastructure and transit are identified by Ontarians as the biggest problems facing their municipal government; AND WHEREAS a ten-year projection (2016-2025) of municipal expenditures against inflationary property tax and user fee increases, shows there to be an unfunded average annual need of$3.6 billion to fix local infrastructure and provide for municipal operating needs; AND WHEREAS the $3.6 billion average annual need would equate to annual increases of 4.6% (including inflation) to province-wide property tax revenue for the next ten years; AND WHEREAS this gap calculation also presumes all existing and multi-year planned federal and provincial transfers to municipal governments are fulfilled; AND WHEREAS if future federal and provincial transfers are unfulfilled beyond 2015 levels, it would require annual province-wide property tax revenue increases of up to 8.35% for ten years; AND WHEREAS Ontarians already pay the highest property taxes in the country; 2016 Council Minutes October 20, 2016 AND WHEREAS each municipal government in Ontario faces unique issues, the fiscal health and needs are a challenge which unites all municipal governments, regardless of size; NOW THEREFORE BE IT RESOLVED that this Council supports the Association of Municipalities of Ontario in its work to close the fiscal gap; so that all municipalities can benefit from predictable and sustainable revenue, to finance the pressing infrastructure and municipal service needs faced by all municipal governments. CARRIED D. Township of Malahide re Proposed Terrace Lodge — Fundraising Committee Moved by: Councillor Ketchabaw Seconded by: Deputy Mayor Southwick THAT the Council of the Municipality of Bayham endorse the request of the Town of Aylmer and appoint Councillor Breyer as a fundraising representative. CARRIED 11.2 Reports to Council A. Report TR-21/16 by Lorne James, Treasurer re 2016 Q3 Variance Report Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT Staff Report TR-21/16 re 2016 Q3 Variance Report be received for information. CARRIED B. Report CAO-60/16 by Paul Shipway, CAO re Off-Road Vehicle Regulations Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT Report CAO-60/16 re Off-Road Vehicle Regulations be received for information. CARRIED C. Report CAO-61/16 by Paul Shipway, CAO re 9344 Plank Rd., Straffordville — Municipal Office Moved by: Deputy Mayor Southwick Seconded by: Councillor Casier THAT Report CAO-61/16 RE 9344 Plank Road Straffordville — Municipal Office be received for information; AND THAT the Council of the Corporation of the Municipality of Bayham declare 9344 Plank Road, being Part 1, Plan 11 R-10085 surplus to the needs of the Municipality for the purpose of sale; 2016 Council Minutes October 20, 2016 AND THAT Council direct staff to list the property with the Municipal Realtor at the conclusion of the comment period. CARRIED D. Report CAO-62/16 by Paul Shipway, CAO re Municipal Alcohol Policy Moved by: Councillor Casier Seconded by: Councillor Breyer THAT Report CAO-62/16 re Municipal Alcohol Policy— Comment, as amended, be received for information; AND THAT Regulation 6(1) be amended to add a subsection that reads "Private SOP events shall not be required to comply with this provision. Drinks may be served in stemware." AND THAT staff be directed to bring forward a by-law for Council consideration to adopt the updated Municipal Alcohol policy, as amended. CARRIED E. Report CAO-63/16 by Paul Shipway, CAO re Road Damage — Entrance By-Law Moved by: Councillor Ketchabaw Seconded by: Councillor Breyer THAT Report CAO-63/16 re Road Damage — Entrance By-law be received for information; AND THAT staff be directed to bring forward the Comprehensive Road Care, Use and Entrance By-law for Council consideration; AND THAT By-law No. 2009-046 and By-law 2009-088 be repealed in their entirety. CARRIED F. Report CAO-64/16 by Paul Shipway, CAO re Edison Museum Information Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT Report CAO-64/16 re Edison Museum Information be received for information; AND THAT the Friends of Edison have until March 1, 2017 to establish a museum plan and storage location. CARRIED Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT 2017 Edison Museum expenses be funded from the Edison Museum reserve. CARRIED 2016 Council Minutes October 20, 2016 12. BY-LAWS A. By-Law 2016-087 Being a By-law to Stop Up, Close and Convey Part of The Unopened Road Allowance East of Snow St West of Oak St between Lot 7 and 8 Plan 54 (This by- law follows the resolution of Council July 21, 2016 to dispose of said lands in accordance with the Municipality of Bayham Sale and Disposition of Land Policy) B. By-Law 2016-088 Being a By-law to authorize the execution of a Site Plan Agreement (This by-law follows Report DS-42/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator during the regular meeting of Council of October 20, 2016) C. By-Law 2016-089 Being a By-law to authorize the sale of lands owned by the Municipality of Bayham D. By-Law 2016-090 Being a By-law to authorize the execution of an agreement with Bell Mobility Inc. (This by-law follows Report CAO-57/16 by Paul Shipway, CAO during the regular meeting of Council of October 6, 2016) Moved by: Councillor Ketchabaw Seconded by: Councillor Breyer THAT By-laws 2016-087, 2016-088, 2016-089 and 2016-090 be read a first, second and third time and finally passed. CARRIED 13. UNFINISHED BUSINESS 14. OTHER BUSINESS 14.1 In Camera Moved by: Councillor Ketchabaw Seconded by: Councillor Breyer THAT the Council do now rise to enter into an "In Camera" Session of the Committee of the Whole at 8:52 p.m. to discuss: • Proposed or pending acquisition or disposition of land by the municipality or local board; • Advise that is subject to solicitor-client privilege, including communications necessary for that purpose (Edison Museum) CARRIED A. Confidential Report regarding a proposed or pending acquisition or disposition of land by the municipality or local board; advice that is subject to solicitor-client privilege, including communications necessary for that purpose (Edison Museum) 2016 Council Minutes October 20, 2016 14.2 Out of Camera Moved by: Councillor Breyer Seconded by Councillor Casier THAT the Committee of the Whole do now rise from the "In Camera" session at 9:19 p.m. with nothing to report. CARRIED 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-Law 2016-091 Being a By-law to confirm all actions of Council Moved by: Deputy Mayor Southwick Seconded by: Councillor Breyer THAT confirming By-law 2016-091 be read a first, second and third time and finally passed. CARRIED 16 ADJOURNMENT Moved by: Councillor Casier Seconded by: Councillor Breyer THAT the Council meeting be adjourned at 9:50 p.m. CARRIED MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM STATUTORY PLANNING MEETING MINUTES MUNICIPAL OFFICE 9344 Plank Road, Straffordville, ON Council Chambers Thursday, October 20, 2016 7:40 p.m. — Living Gospel Mennonite Church PRESENT: MAYOR PAUL ENS DEPUTY MAYOR TOM SOUTHWICK COUNCILLORS RANDY BREYER WAYNE CASIER ED KETCHABAW STAFF PRESENT: CAO PAUL SHIPWAY DEPUTY CLERK/ PLANNING COORDINATOR MARGARET UNDERHILL CLERK'S ASSISTANT BRENDA GIBBONS SIGNED IN ATTENDEES: Dean Franklin Cindy Franklin Jacobo Knelsen 1. CALLTO ORDER Mayor Ens called the public meeting to order at 7:40 p.m. and asked for those in attendance for the Public Meeting for Planning purposes — Rezoning to place their name and sign on the sign- in sheet provided at the podium. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. CHAIRMAN'S REMARKS ON THE PURPOSE OF THE MEETING The Chairman stated the purpose and effect of the proposed amendment. 4. PURPOSE AND EFFECT OF THE PROPOSED AMENDMENT A. Application submitted by Living Gospel Mennonite Church The purpose of the public meeting is to consider an application to change the zoning on a parcel of land in the Highway Commercial (HWC-1) Zone to a Highway Commercial Exception (HWC-#) Zone. The effect of the by-law will be to permit a private school on a 0.43 ha (1.06 ac) parcel of land and retain the existing church use. 2016 Council Minutes October 20, 2016 5. PUBLIC PARTICIPATION A. Dean Franklin presented concerns regarding the safety of the children attending the school, farm practices in the area and vandalism. B. Cindy Franklin presented concerns regarding the proposed use of the subject property and the impacts it will have on her properties. C. Jacobo Knelsen advised the school was started just over a year ago and currently has forty students enrolled. He confirmed they will continue to address any issues regarding the safety of the children and vandalism issues. 6. CORRESPONDENCE A. Deputy Clerk / Planning Coordinator, M. Underhill advised written submissions were received from Rainey Weisler October 17 and Dean and Cindy Franklin October 18. 7. OTHER BUSINESS 8. ADJOURNMENT Pursuant to the Planning Act requirements the Public Meeting is now complete and the Zoning by-law will be considered at the meeting scheduled for November 3, 2016. The regular meeting will now reconvene at 7:54 p.m. MAYOR CLERK vAYHA DECISION COMMITTEE OF ADJUSTMENT .� � MUNICIPALITY OF BAYHAM ® e' 9344 Plank Rd, P.O. Box 160, Straffordville, Ontario, NOJ 1Y0 Ap01 to"'�i.oto Telephone: 519- 866-5521 Fax: 519-866-3884 Application No. A-09/16 Applicant: Allan and Barb Hardy Lot: Plan 40 E Pt Lot 36 Roll Numbers: 34-01-002-001-48600 Street Address: 2 Southey Street, Port Burwell Date of Hearing: October 20, 2016 Date of Decision: October 20, 2016 In the matter of Section 45 of the Planning Act and the Municipality of Bayham Zoning By-law No. Z456-2003, an application for minor variance to allow: Relief from Municipality of Bayham Zoning By-law Z456-2003: • Village Residential (R1) Zone Section 10.8 — Minimum Front Yard Setback to permit the construction of a single detached building with a front yard setback of 3.8 metres (12.5 feet) whereas the minimum front yard setback regulation is 7.0 metres (23.0 feet) DECISION: Granted Reasons for the Decision: •the variance is considered to be minor in nature in accordance with the requirements of the Planning Act •the variance application meets the "four tests" of Section 45.(1) Planning Act •the variance maintains the general intent and purpose of the Official Plan and Zoning By-law Concur in the Decision: / Paul Ens • /, Tom Southwick / ��'1 Randy Breyer 7� 7----1 Wayne Casier �_ _ ,/_ Ed Ketchabaw -ti <r_>17r NOTICE OF LAST DATE OF APPEAL TAKE NOTICE that any person or agency may appeal to the Ontario Municipal Board in respect of the By-law within 20-days of the Notice of Decision by filing with the undersigned, not later than the 9th day of November 2016, a notice of appeal setting out the objection to the Decision and the reasons in support of the objections. It is also necessary to submit a filing fee of$125.00 with the notice of objection. Dated at the Munici ality of Bayham this 20th day of October 2016. 7 j/ .-/. ' Margare• Underhill Secretary-Treasurer Committee of Adjustment -g,AY REPORT Veit - DEVELOPMENT SERVICES lS portunity I9�� TO: Mayor & Members of Council FROM: Bill Knifton, Chief Building Official, Drainage Superintendent DATE: November 3, 2016 REPORT: DS-44/16 FILE NO. C-07 SUBJECT: 3RD QUARTER REPORT BACKGROUND: The purpose of this report is to inform Council of the activities of the Building Services and Drainage department for the third quarter of the year for 2016. DISCUSSION: Building Services: The summary of building permits issued in the third quarter is as listed on the chart below: Year 2016 2015 2014 No. permits issued 40 31 27 Permit fees $32,822 $13,596 $11,258 Construction Value $3,557,900 $1,462,450 $609,450 Houses 6 1 1 Farm Buildings 4 1 3 Other 36 29 23 Drainage: Drainage work for the third quarter of 2016 is noted below: New Drains: Drain Name Status Centre Street Drain North Final design in progress Firehall No.1 Drain Final design near completion Centre Street Drain North Survey done, final design in progress Tollgate Drain Final design near completion There are three new drain petitions from the Bayham Road Superintendent that are in preliminary stages of design and are not named to date. Drain Maintenance: Drain Name Status Carnes Drain Culvert repair Ketchabaw Drain Tile repair RECOMMENDATION 1. THAT Staff Report DS-44-16 regarding the activities of the Building Services & Drainage Department for the third quarter of 2016 be received for information. Respectfully Submitted by: // p. Bill Knifton hi G' ay Chief Building Official CAO Drainage Superintendent INAYHA4? irippok,40"..;44,..„ Trwr REPORT op ' oy DEVELOPMENT SERVICES Poj.tunity Ism TO: Mayor & Members of Council FROM: Margaret Underhill, Deputy Clerk/Planning Coordinator DATE: November 3, 2016 REPORT: DS-45/16 FILE NO. C-07/ D13.REMP Roll # 3401-000-003-04400 SUBJECT: Rezoning Application -Zoning By-law Z654-2016 BACKGROUND: Jacobo Knelsen, Jacob Friesen and Abram Rempel, on behalf of Living Gospel Mennonite Church, submitted a rezoning to application to rezone their property at 8277 Plank Road. The lands are designated "Agriculture", "Natural Gas Reservoir" on Schedule "Al" Municipality of Bayham Land Use in the Official Plan. The lands are zoned Highway Commercial (HWC-1) in Zoning By-law Z456-2003. A public meeting was held October 20, 2016 with three attendees and two (2) written public comments received. At the time writing this report no additional applicant or public comments were received. Purpose & Effect The purpose of this By-law is is to change the zoning regulations on a 0.43 ha (1.06 ac) parcel of land, in the Highway Commercial (HWC-1) Zone to a Highway Commercial (HWC-1) Zone with additional exception in Zoning By-law Z456-2003. The subject lands are located in the north half part of Lot 15, Concession 5, on the west side of Plank Road and known as 8277 Plank Road. The effect of this By-law will be to permit a private school on a 0.43 ha (1.06 ac) parcel of land and retain the existing church use. DISCUSSION: Please reference the planner's memorandum dated October 13, 2016 as attached providing a complete analysis of the proposal. As required by the Planning Act, the Notice of Public Meeting was circulated to agencies and the neighbouring properties within the 120 metres. The following agencies and persons submitted written comments as attached to this report: 1. Oct 17/16 — Rainey Weisler, 8237 Plank Road 2. Oct 18/16 — Dean Franklin and Cindy Franklin, 8263 Plank Road Regarding the written comments received from neighbours to 8277 Plank Road, many of the concerns are civic matters between neighbours and fall outside the Planning scope. The Municipality focuses on land use including lot area, building dimensions, parking availability, safe access to and from the site. In response to the concerns raised in the written correspondence and the comments made by the attendees at the public meeting, staff offer the following information: - MPAC designates Churches and Schools as tax exempt properties - private vs. public schools in our area is not a relevant planning matter - traffic and signage concerns are the County of Elgin's jurisdiction, notice was circulated to the County, no comments received - fencing was installed for safety at the owner's initiative - children jumping fences and causing property damage are civil matters to be addressed between property owners and the OPP, if necessary - school yard supervision is the responsibility of the church/school owners - noise created by school children playing in the yard is during the regular hours of the work/school day, not subject to our Noise Control By-law - on-site parking is available and is being utilized currently - zone change on this property will not affect neighbouring commercial property taxes - addition of a school to this area will not change the area to a Hamlet designation - property value fluctuations are not a planning matter - neighbouring agricultural properties are permitted to carry out normal farm practices - other public and private schools in the municipality are adjacent to agricultural lands (i.e. Straffordville, two in North Hall, Calton) - "office portable" on site was permitted by building permit in 1998, remained for use, predates the Comprehensive Zoning By-law 2003 and may be considered legal non- conforming Staff and planner support the zoning by-law amendment and recommend approval. At the time of writing this report, no other written public comments have been received. ATTACHMENTS 1. Zoning By-law Amendment Application 2. Draft Zoning By-law Z654-2016 3. IBI Memorandum dated October 13, 2016 4. Correspondence— Rainey Weisler 5. Correspondence— Dean Franklin and Cindy Franklin RECOMMENDATION 1. THAT Report DS-45/16 regarding the Zoning By-law Amendment for 8277 Plank Road, Living Gospel Mennonite Church, be received for information; 2. AND THAT Zoning By-law Z456-2003, as amended, be further amended by changing the zoning on 8277 Plank Road from the Highway Commercial (HWC-1) Zone to the Highway Commercial Exception (HWC-1)Zone adding Private School as a permitted use; 3. AND THAT Zoning By-law Z654-2016 be presented to Council for enactment." Respectfully Submitted by: Reviewed by: af// Margret Underhill i Pau - ip • .y Deputy Clerk/Planning Coordinator C' • 103(114-4 MUNICIPALITY OF BAYIIAM P.O. Box 160 Straffordville, Ontario °p tk- ate NOJ 1YO ponanity ii io Phone (519) 866-5521 Fax (519) 866-3884 APPLICATION FOR AMENDMENT TO THE ZONING BY-LAW OF THE MUNICIPALITY OF BAYHAM This application must be filed with the Planning Coordinator/Deputy Clerk or designate of the Municipality of Bayham along with a cheque for the required amount. The applicant should retain one copy for their records. The information in this form must be completed in full. This mandatory information must be provided with a fee of$2,000 (Zoning By-law Amendment or Temporary Use Zoning By-law) or$1500 (Temporary Use Zoning By-law Renewal)or$1500(Zoning Amendment to Remove Holding Provision). If the application is not completed in full,the application will be returned. UWE, Jacob° A iic t5c/2 /71/ JCL/ i 7Y/ Ishall assume responsibility for any additional costs exceeding the deposited amount related to the said application and understand and agree that for payment of said additional costs shall be a condition of this signed application. I also agree to accept all costs as rendered. $ki//l 05,e/'f Ienn t ?i.- Church Prerty Owner -Property Owner FOR OFFICE USE ONLY , _CDATE RECEIVED '711 AMOUNT RECEIVED: DEEMED.COMPLETE, • FILE NO 2),3 fes` DATE ADOPTED BY+ OUNCIL ,� /J tre.1 J, 0124"1(;/ C-1 .96 �� o / ; Revised February 2015 Municipality of Bayham Zoning By-law Amendment Application Page 2 1. Registered Owner's Name: j +9.0y) 0,) 86f-ion, . li rcrni, Y16315 -) j a c2=219 Address: 3 2.17 pJc /, Rood . Sim I- kr v I(e, c ,n i-uv o N O J I `l O Phone No. (Home): Business: Fax: Email: Lot and Concession(if applicable): h 01 /S C on CQ. j'CO 5 po'I-- Are there any other holders of mortgages,charges or other encumbrances of the Subject Lands? If so provide the names and addresses of such persons. 2. Applicant/Authorized Agent: J0(.660 Kr)45Q 2 Address: .2 TO c [� `��oltr OP AiSN of-7/ Telephone No.: S(9 as/ 6 2 / Nev. .►.k n e I Se 11 C�1 Can 1 rc- t� rn. f1 te4 Please specify to whom all communications should be sent: Registered Owner ( ) Applicant/Authorized Agent (L.) 3. Legal Description of the land for which the amendment is requested:Roll# Concession: con CCcs Si on 6- Lot: �47 Reference Plan No: P11 j, g 70130 i2I) 7 Part Lot: dr 1204 &,) 0A)-1 //L Street and Municipal Address No.: sn Pio h/l h t1 What is the size of property which is subject to this Application? Area: m2 Frontage: 2 09' m Depth: 2 5 2 m When were the subject lands acquired by the current owner? ,.,epi- 30, 2o/c AO. Existing Official Plan Designation: tJ U\ I dile5 S Ery fi A cO How does the application conform to the Official Plan? Municipality of Bayham Zoning By-law Amendment Application Page 3 5. Existing Zoning By-law Classification: /�J/t//Lt.'/9 y &tomtmexc.Jf?c //ti /) What are the current uses of the subject lands? �hurCi-) CMd Cho0 If known,provide the length of time these uses have continued on this property. sCcp /y, -c)/5 -sJ ,,cl If there are any existing buildings or structures on the subject lands provide the following information: Type Front Lot Side Lot Line Rear Lot Line Height Dimensions Line Setback Setbacks Setback (2\0 v -h 52,7 b• `l > 150 (1 ©r -u.1A C 0 ca:), ;� ; me cc chi 2 ' Z' If known,provide the dates in which each of these buildings were constructed. 6. What is the Nature and Extent of the Rezoning? L 2 c,r1 Th c= �s cs {��;� � 'VC) ct ,k e A as; -i e0 0 k.( u s e ..s sclI 0( nn on FvN. cA9— 3: 30 c�u�\11 c'1%\ 1Y‘ (-)219 ark,in e,5- < 'v0 7. Why is the rezoning being requested? /I Pr©pmr `' i 5 /%O 2on6cl kr S C4 ou / Municipality of Bayham Zoning By-law Amendment Application Page 4 8. Does the proposed Zoning By-law amendment implement a growth boundary / adjustment of a settlement area? IA 0 If so, attach separately justification or information for the request based on the current Official Plan policies or associated Official Plan amendment. 9. Does the proposed amendment remove land from an area of employment? Alo If so, attach separately justification or information for the request based on the current Official Plan policies or associated Official Plan amendment. 10. Description of proposed development for which this amendment is requested(i.e.permitted uses, buildings or structures to be erected.(Be Specific) 0 0.4 t h 0,..\ Sk ru C i)'�C n Irt Q3 0+ i ft.$L\►vft v c S\ri au�T i 9\L aAch For any proposed buildings or structures on the subject lands provide the following information: Type Front Lot Side Lot Line Rear Lot Line Height Dimensions Line Setback Setbacks Setback 11. Services existing or proposed for the subject lands: Please indicate with a ✓ Water Supply Existing Proposed Municipal Piped Water Supply ( ) ( ) Private Drilled Well ( 1.4 ( ) Private Dug Well ( ) ( ) Communal Well ( ) ( ) Municipality of Bayham Zoning By-law Amendment Application Page 5 Lake or other Surface Water Body ( ) ( ) Other ( ) ( ) Sewage Disposal Existing Proposed Municipal Sanitary Sewers ( )) ( ) Individual Septic System ( '. ( ) Communal System ( ) ( ) Privy ( ) ( ) Other ( ) ( ) Note: If the proposed development is on a private or communal system and generate more than 4500 litres of effluent per day,the applicant must include a servicing options report and a hydrogeological report. Are these reports attached? If not,where can they be found? Storm Drainage Provisions: t o y� i, �a C �tati'1 eS A Proposed Outlet: 12. How will the property be accessed? Provincial Highway( ) County Road(LA" Municipal Road—maintained all year( ) Municipal Road—seasonally maintained( ) Right-of-way( ) Water( ) If access is by water,do the parking and docking facilities exist, and what is the nearest public road? Municipality of Bayham Zoning By-law Amendment Application Page 6 13. Has the subject land ever been the subject of an application under the Planning Act for: Plan of Subdivision( ) Consent( ) Zoning By-law Amendment( Ministers Zoning Order( ) If yes to any of the above,indicate the file number and status of the application. A A.coa CV\o fch v 5 e 1�E pot r►),1-0.11 V 14. How is the proposed amendment consistent with the Provincial Policy Statement 2014? jj 2U� r Z i n� --C.3 �� C kDn '` S` n �c�i ii U., S .Perm;4-e J 5c5 15. Are the subject lands within area designated under any Provincial Plan(s)? If the answer is yes,does the proposed amendment conform to the Provincial Plan(s)? 17. The Owner is required to attach the following information with the application and it will form part of the application. Applications will not be accepted without the following. (a) A sketch based on an Ontario Land Surveyor description of the subject lands showing • the boundaries and dimension of the subject lands; • the location, size and type of all existing and proposed buildings and structures, indicating their setbacks from all lot lines,the location of driveways,parking or loading spaces, landscaping areas,planting strips, and other uses; Municipality of Bayham Zoning By-law Amendment Application Page 7 • the approximate location of all natural and artificial features(buildings,railways, roads, watercourses,drainage ditches,banks of rivers or streams,wetlands, wooded areas,wells and septic tanks)that are on the subject lands,adjacent to the subject lands,or in the opinion of the applicant may affect the application; • the current uses of the land that is adjacent to the subject land; • the location,width, and name of any roads within or abutting the subject land, indicating where it is an unopened road allowance,a public traveled road, a private road, or a right- of-way; • the location of the parking and docking facilities to be used(if access will be by water only); • the location and nature of any easement affecting the subject land. (b) Written comments from the Elgin St. Thomas Health Unit,Long Point Region Conservation Authority and Ministry of Transportation(if applicable). (c) If a private sewage system is necessary,pre-consultation with the Chief Building Official is required about the approval process 18. If this application is signed by an agent or solicitor on behalf of an applicant(s),the owner's written authorization must accompany the application. If the applicant is a corporation acting without an agent or solicitor the application must be signed by an officer of the corporation and the seal if any must be affixed. 19. Additional Information as required by Council 20. If this application is to accommodate the consent of a surplus farm dwelling,please provide the following information: \� Date surplus farm dwelling was erected: Please provide the assessment roll number,location, nd zoning of the farm parcel with which the subject lands is being consolidated. �._ Municipality of Bayham Zoning By-law Amendment Application Page 8 I/We, >1(:1LC3j 114)06n 16“-ky11Y-6.1;r0cfif the lOwA o,. �lm(v1 �C7wtn51 UJ Pall" Name Town ownship/CityNillage etc. of ,in the county of 11A ,do solemnly declare: Municipality Name County Name (i) that I 4 Wam(/�`are the owner(s)of the lands described above (ii) that to the best of my iuj knowledge and belief,all of the information and statements given in this application and in all exhibits transmitted are true. (iii) that I/we hereby appoint a.k o b (l n roisoli to act as an Agent on my/our behalf in all aspects of this application. 6,`cfl,,,1,1 a fi‘o t And I icy--S-7 ake this solemn--declaration-conscientiously believing it to be true,and knowing that it is of the same force and effect as if made under oath,and by virtue of the "Canada Evidence Act". DECLARED BEFORE ME at the: / r /u/7/c. ��ce <�!-/ of /)t.-4,/ /(?/-1,-' O ner/Agent in the County/Region of -7�" i-',- this i, /7-74-y,/ 3. 0 �"; t L f� i day of �j�7 Owner/Agent • —77//,/ l.0 - ( ,;. A Ctimmissioner,etc. MARGARET UNDERHILL,a Commissioner, etc. ' Deputy Clerk of the Corporation of the Municipality of Dayham. ''..--. Za--) r"--.... ...7:) I Z7Z., P i . . ..." 44 - - ' •• -.,fr \ -- ',..., •sc -K..2 ""' .. (SI i I, '.?-'44-. t.>4.\c"7-777-7--)C .-Z.. g--)C N . \ " V „___.---..... Li 1 1'Li . .c., r, z ,.. .7. 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E911 r ❑ Parcels❑ Lagoon sw +. — Local= - Arterial — Highways~. ,tmm>o` ^a '"' ��` World Street Map; l ii, t' .5,- ., .. r N a ''''''''$,'"P,34,'''''' �' �} r c � �-; i_ r .i x'ays^srMi„h. aegk a "w+ 4 sa ts"a ,i tE �tC s' . 1 a 17L V A+:. ."krt R°+�s' r�^ a'� ",,,..,,,:,,,T,.« I.. f, . . , .. , ., ,•.',---,,itc,: , '..1.4k t. 4,16 . „:I* 2--' • iy.. ' .r"b".a .. 1. 1,867 4211 Notes I 0.1 0 0.05 0.1 Kilometers This map er from tenmapping se nd is for referenceis onausly.Datagenerated layers thatstatic appearoutput on this mapanInmayet on may not beitaccurate, currentr ,orapothe wiseareliable. WGS_1984_Web_Mercator_Auxiliary_Sphere ©Latitude Geographics Group Ltd. THIS MAP IS NOT TO BE USED FOR NAVIGATION THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. Z654-2016 LIVING GOSPEL MENNONITE CHURCH BEING A BY-LAW TO AMEND BY-LAW No. Z456-2003, AS AMENDED WHEREAS the Council of the Corporation of the Municipality of Bayham deems it necessary to amend Zoning By-law No. Z456-2003, as amended; THEREFORE, the Council of the Corporation of the Municipality of Bayham enacts as follows: 1) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Section 15.10.1 Exception — Highway Commercial (HWC-1) Zone by adding the following clauses: 15.10.1.1 Defined Area HWC-1 as shown on Schedule "A", Map No. 8 to this By-law. 15.10.1.2 Permitted Uses Church and Private School in addition to uses permitted in HWC Zone. 15.10.1.3 Permitted Buildings and Structures Existing buildings and structures for the permitted uses. 2) THIS By-law comes into force: a) Where no notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the expiration of the prescribed time; or b) Where notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the approval of the Ontario Municipal Board. READ A FIRST AND SECOND TIME THIS 3RD DAY OF NOVEMBER 2016. READ A THIRD TIME AND FINALLY PASSED THIS 3RD DAY OF NOVEMBER 2016. MAYOR CLERK IBI GROUP B 203-350 Oxford Street West II London ON N6H 1T3 Canada tel 519 472 7328 fax 519 472 9354 I ibigroup.com Memorandum To/Attention Municipality of Bayham Date October 13, 2016 From William Pol, MCIP RPP Project No 3404 -634 cc Steno wp Subject Application to Amend the Zoning By-law#Z456-2003 -8277 Plank Road, Straffordville Introduction 1. We have completed our review of the application to amend the Municipality of Bayham Zoning By-law #Z456-2003, in support of a proposal to add an additional permitted use to a lot in the Highway Commercial (HWC-1) zone. The subject lands are located on the west side of Plank Road south of Jackson Line, and known municipally as 8277 Plank Road, south of the Village of Straffordville. The purpose of the Zoning By-law amendment would be to include Private School as a permitted use on the lands. 2. The subject lands have 63.70m of lot frontage, 78.81 m of lot depth and an area of 4,300m2(46,285ft2) on a rectangular shaped parcel of land. The property comprises of an existing church and associated portable building. 3. Surrounding land uses include: north single detached residential; west agricultural; south single detached residential and agricultural. The existing zoning to the north, south and west is Agricultural (A1); and to the east is Special Agricultural (A2). The proposed amendment does not include any changes or intensification of the site and does not have a significant impact on the surrounding lands. 4. Section 1.1.1 Healthy, liveable and safe communities in the Provincial Policy Statement 2014 are sustained by (b.) accommodating an appropriate range and mix of uses to meet long-term needs and (e.) promoting the cost-effective development patterns and standards to minimize land consumption and servicing costs. The proposed amendment adheres to the intent of the above section by accommodating a mix of uses on the subject lands while minimizing land consumption and servicing costs. 5. Section 2.1.4 of the Official Plan sets out the policies for the agricultural with a natural gas reservoir overlay designation of the subject lands. The above section indicates that uses in these instances will be zoned in a site specific fashion. Due to the site specific existing school use and the minor nature of the proposed amendment an Official Plan amendment is not deemed necessary. 6. Based on our review of the Provincial Policy Statement 2014, and Municipality of Bayham Official Plan and Zoning By-law#Z456-2003, we would have no objection to amendments to include private school as a use in the Highway Commercial (HWC-1)zone. IBI Group is a group of firms providing professional services and is affiliated with IBI Group Architects IBI GROUP MEMORANDUM 2 Municipality of Bayham—September 7,2016 /1;01 I /9 IBI GROUP William Pol, MCIP, RPP Affiliate Consulting Planner to the Municipality of Bayham J:\3404\_Tasks\634 Living Gospel Church\PTM LivingGospelChurch rpt2016-10-13.docx October 17, 2016 Municipality of Bayham 9344 Plank Roady/ 2�, Straffordville, ON NOJ 1Y0 Re: Zoning By-Law Amendment Property 8277 Plank Road Attn: Margaret Underhill Deputy Clerk/Planning Coordinator Ms. Underhill: This letter is in regards to the proposed by-law changes of the property at 8277 Plank Road. Currently the property is home to the Living Gospel Mennonite Church. In response to the letter we received for the proposed by-law amendment to change the zoning to Highway Commercial Exception(HWC-#) Zone in Zoning By-Law Z456- 2003, I have a number of questions and concerns in regards to these proposed changes. It is my understanding that a school has been operating at this facility for quite some time. Should these changes be adopted and approved, when is the actual date of inception of a private school on this property? As a commercial property that pays taxes in the Municipality of Bayham, I question whether these changes, in the form of another private school, are necessary. The Municipality has two tax funded public schools that have both recorded student decline. Both schools have public funded transportation and qualified educators. It is also my understanding that both schools have programs in place that are specific to the needs of the local Mennonite community. If another private school is allowed to operate within the walls of an existing church, within the Municipality of Bayham, how will that impact our public school attendance and will it compromise the existence of either public schools moving forward? As a tax payer, and a resident with children in our public school system, it is important that I voice my concerns about another private school compromising our public school system. Also, I and our business patrons have noted on a number of occasions that there is an increase in foot traffic on the road shoulders and the road itself around the church parking lot area. Will there will appropriate signage to indicate a school zone and will this signage be our responsibility as taxpayers or will it be the church/schools responsibility to erect? As we all know Plank Road is a very busy road and the "dip/bend" in the road that is near the church/school often doesn't allow for those driving the speed limit to react when there are children present near or on the road. I am very concerned about child safety at this property. I have noticed on more than one occasion that the students are not staying on school property during school hours. Whether this is a lack of supervision or a disregard for rules, either way, the students are damaging neighboring properties. Recently a fence was constructed and that has helped alleviate some of the incidences. I have however witnessed some children hopping the fence, so I am afraid that this has not corrected the issue to date. With that being said, my question is who is in charge of the children and is the school being operated by Canadian recognized law educators? Will we be notified of who the principal is and who we are to go to with concerns regarding their students conduct? Will these changes affect our Commercial Property Taxes in any way? Will the addition of a school in our area change our zoning to a Hamlet? I must send my regrets as I will be unable to attend the Public Meeting on Thursday as I am working. I would however be interested in meeting with you to discuss this in further detail and/or appear before council at a date/time that would work for all schedules. Thank you for your time, Best Regards, Rainey Weisler 8237 Plank Road, Straffordville Uct 17, 2016 Attention Bayham Council + ,( ,f We are sending this letter to you in regards to our concerns about haver g,, cbpol besidey:,our property at 8263 Plank Rd. We also own the farm property that butts up to the back of the church /potential school. For starters this church has been being utilized as a school for some time already without the proper permissions. We have had issues with vandalism by the students recently and approached the municipality office in regards to this. We were told that the Municipality couldn't help us and that we would need to contact the police. The police suggested speaking to the school ourselves so we did and a fence was erected to keep the children off my properties. The eaves trough that was ripped off of our house has been repaired but the damage to our camping trailer are still not done. If this damage has been done already and the church isn't already zoned for a school how bad will the damage get when the enrollment increases. My Mom currently lives in the house right next to the school and is retired, she doesn't want or need the extra noise that having a school next door would entail. We purchased these properties for our own retirement and wouldn't want these things once we move in ourselves in a few years. The driveway has always been awkward at our house to back out of due to the bend in Plank road and can be quite dangerous. An increase in traffic would make this area even more hazardous. Parking issues could cause more blind spots and a possible increase in traffic accidents. Not something that we or anyone else would like to see especially when there are children involved. We are also concerned that this could change our area into a hamlet. The speed limit has already been lowered and it is important to note that many still speed through that area. The addition of a private school has the potential to drop the value of my properties in the future if sold and limits the individuals that would look at purchasing these properties due to the school. It is important to note that there are already 4 schools in the area. Eden line near Corinth, Calton, Port Burwell and Straffordville. There should not be a need for another school especially in a rural area. We are a family of hunters and we have hunters that hunt the farm. Having a school next door is not ideal when dealing with hunting and shooting. The noise created alone is disruptive, not to mention the safety of the children if they decide to hop a fence to retrieve a ball from our properties. We shouldn't have to accommodate a school setting after 31 years of hunting our property. It should be mentioned as well that the farm to the north of the church has many children shooting 22 rifles and pellet guns at birds and other animals on a regular bases. This is a safety factor. The same family and the one across the road shot and butcher pigs and cows in the open. Not a pleasant thing for children to watch in a playground setting. Another liability issue that we are concerned about is the church back fence runs up against our field and the farm next to it with blueberries. We have chemicals sprayed yearly on the field for the crops. I am just wondering who will be standing for all of the safety issues if the school goes in. Dropping a school into a farming community that has all the rights to hunting and regular farming practices with chemicals sprayed a big concern. One other question I have to council is the portable that is on the property that was to only to have been used for the re-construction of the church a few years back. We were told by someone in the township office back then that the portable was to be removed since it was a temporary thing while the church was being reconstructed. When we mentioned it was still standing after the construction was done and being used nothing was done to rectify this. Now they are using it for a school. Were they given a variance to keep it? Were we informed that it would stay remaining? This building was not to be a permanent fixture on the property. In conclusion we believe that changing this property to a private school would be an inconvenience to us and other neighbors that we are not willing to accept. Thankyou, Dean and Cindy Franklin P�✓L 31-A-04"1-'11(2-1.-`7/- ., /ZC4"1-'1?2' 7/- 1 '- ( V.--- Ministry of Ministere des Transportation Transports r Ontario Transportation Policy Branch Direction des politiques du transport 777 Bay Street,30th Floor 777,rue Bay,30`etage Toronto,Ontario Toronto(Ontario) M7A 2J8 M7A 2J8 Tel: 416 585-7177 Tel.: 416 585-7177 Fax:416 585-7204 Telec.:416 585-7204 October 20, 2016 Dear valued partners, Ontario's Climate Change Action Plan (CCAP), released on June 8, 2016, committed to creating a cleaner transportation sector in Ontario, in part by promoting the adoption of electric vehicles (EVs). The Ministry of Transportation is ready to do its part to support the CCAP by implementing a number of initiatives that support reductions to transportation emissions. These initiatives will be funded by proceeds from the province's cap and trade program. Through a discussion paper posted to the Environmental Registry, we are seeking your input on the development of programs included in the CCAP to support increased uptake of EVs in Ontario. We encourage you to review the discussion paper, accessible through the Environmental Registry or the ministry's Electric Vehicles web page at www.ontario.ca/electricvehicles, and provide your comments by November 14, 2016. We look forward to hearing from you. Sincerely, 77L4.._..)..__-- ( Jill Hughes Director ONTARIO ENERGY BOARD NOTICE TO CUSTOMERS OF UNION GAS LIMITED Union Gas Limited applied to change its natural gas rates effective January 1, 2017. Learn more. Have your say. Union Gas Limited applied to the Ontario Energy Board to change its natural gas rates effective January 1, 2017. A portion of the change is set using a formula previously approved by the Ontario Energy Board for the period 2014-2018. The formula is tied to inflation and other factors intended to promote efficiency. Some customers are also impacted by Union Gas Limited's proposal for a new Customer Managed Service for new and existing Union South Rate T2 customers. Union Gas Limited's application also includes the implementation of the Union North Cost Allocation and Rate Design and the Parkway Delivery Commitment Incentive, both of which were previously approved by the Ontario Energy Board. If the application is approved, an average residential customer of Union Gas Limited would see the following service areas changes and annual impacts. Previous Service Area New Service Area Annual Change South South $13.35 Fort Frances North West -$8.05 Northwestern North West $17.55 Northern (Union SSMDA) North West -$28.75 Northern (Union NDA) North East -$11.17 Eastern North East -$50.33 THE ONTARIO ENERGY BOARD WILL HOLD A PUBLIC HEARING The Ontario Energy Board (OEB)will hold a public hearing to consider Union Gas' request. We will question the company on its case for a rate change. We will also hear questions and arguments from individual customers and from groups that represent Union Gas' customers. At the end of this hearing, the OEB will decide what, if any, rate changes will be allowed. 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 Union Gas' application on the OEB's website now. • 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 October 24, 2016 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. The OEB intends to consider cost awards in this proceeding that are in accordance with the Practice Direction on Cost Awards and only in relation to Union Gas' proposals on the Rate T2 Customer Managed Service, the Union North Cost Allocation and Rate Design Implementation and the Parkway Delivery Commitment Incentive. LEARN MORE Our file number for this case is EB-2016-0245. To learn more about this hearing, find instructions on how to file letters or become an intervenor, or to access any document related to this case, please enter the file number EB-2016-0245 on the OEB website: www.ontarioenergyboard.ca/participate. 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. The OEB will determine at a later date whether to proceed by way of a written or oral hearing. If you think an oral hearing is needed, you can write to the OEB to explain why by October 24, 2016. 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 become an intervenor, all information will be public. This rate hearing will be held under section 36 of the Ontario Energy Board Act, S.O. 1998 c.15(Schedule B). Ontario mpac MUNICIPAL PROPERTY ASSESSMENT C ❑ RPORATI ❑ N October 17, 2016 To: Heads of Council Chief Administrator Officers Chief Finance Officers,Treasurers and Tax Collectors From: Carla Y. Nell, Vice-President, Municipal and Stakeholder Relations Subject: 2016 Assessment Update—Notices for Farm and Business Properties I would like to take this opportunity to provide an update on this fall's mailing of Property Assessment Notices. To date, more than 4.5 million Property Assessment Notices have been mailed to residential property owners across Ontario updating property assessments to reflect the legislated January 1, 2016 valuation date. As of October 11, Property Assessment Notices for farm and business properties were also mailed. Some key dates, including the associated Request for Reconsideration (RfR) deadlines are noted below: Property Type Notice Mailing Date RfR Deadline Farm Properties October 11, 2016 February 8, 2017 Business Properties October 18, 2016 February 15, 2017 Multi-Partition Residential Properties October 24, 2016 February 21, 2017 Special Purpose and Business Properties, Landfills, Managed Forests and other Amended Notices November 28, 2016 March 28, 2017 In addition to these important milestones, on October 4, MPAC distributed updated preliminary values for large and special purpose business properties to affected property owners and municipalities. Final Notices for these properties will be mailed on November 28. 1340 Pickering Parkway,Suite 101, Pickering,ON L1V 0C4 www.mpac.ca October 17, 2016 2016 Assessment Update— Notices for Farm and Business Properties Page 2 of 2 Throughout the 2016 assessment update, we have placed careful and deliberate focus on increased transparency and shared understanding of property assessments. With this in mind, AboutMyProperty has been redesigned to offer enhanced information for farm and business property owners. • Market trends for farms and business properties will be available on the AboutMyPropertyTM home page as Property Assessment Notices are mailed in October. • Using a secure login, property owners can view a copy of their Property Assessment Notice, detailed information about farmland, commercial, industrial and farm structures, and the valuation information for their property and neighbouring properties that may be comparable to their own. • We have also created a new Farm Brochure and other tools to specifically help farmers understand how MPAC assesses the various components on their property (e.g., the farm residence, farm land, outbuildings, etc.). In addition, new Methodology Guides are available on mpac.ca for a broad range of property sectors, including farm, golf courses, shopping centres and standard commercial and industrial properties. Over the coming weeks, we will continue to engage municipalities, stakeholders and property owners as we finalize property assessments for the 2016 Assessment Update. We look forward to continuing to work closely with you as we finalize 2016 values. If you have any questions about this fall's Notice mailing, please contact your Regional Manager or Account Manager, Municipal and Stakeholder Relations. Yours truly, Carla Y. Nell Vice-President, Municipal and Stakeholder Relations cc: Regional and Account Managers 1340 Pickering Parkway,Suite 101, Pickering, ON L1V 0C4 www.mpac.ca Gree County Clerk's Department 595 9th Avenue East, Owen Sound Ontario N4K 3E3 519-372-0219 x 1227 / 1-800-567-GREY / Fax: 519-376-8998 October 11, 2016 The Honourable Kathleen Wynne Premier of Ontario Toronto ON M7A 1A1 By email only: premier@ontario.ca Honourable Madam: Provincial legislation and Hydro One's strategy regarding hydro costs was discussed at a recent Grey County standing committee meeting. At the October 4, 2016 Council session, resolution SSC70-16 was endorsed as follows: WHEREAS there is inequity between the cost of hydro for rural residents as compared to urban residents due to higher distribution charges; AND WHEREAS this practice targets and negatively affects rural residents, especially those who are already unable to pay for the high cost of hydro; NOW THEREFORE BE IT RESOLVED THAT the County of Grey request the Province to re-evaluate the structure of hydro in terms of access and delivery and implement structural changes to address the unfair practice of charging more for delivery for rural residents; AND THAT this resolution be circulated to all municipalities in the Province of Ontario as well as Ontario Small Urban Municipalities (OSUM) and Association of Municipalities of Ontario (AMO). Grey County Council respectfully requests consideration of this resolution. Yours truly, �/ eel Sharon Vokes Clerk/Director of Council Services sharon.vokes(cr7grev.ca www.q rey.ca cc. Glenn Thibeault, Minister of Energy by email: gthibeault.mpp.coa3_liberal.ola.orq AMO by email: amoc amo.on.ca OSUM by email: Imccabe@goderich.ca K. Weppler, Director of Finance All Ontario Municipalities Bill Walker, MPP Bruce Grey Owen Sound by email: bill.wiker@pc.ola.orq Jim Wilson, Simcoe Grey MPP by email: jim.wilson@pc.ola.org Grey County: Colour It Your Way "%4°C.:- THE CORPORATION OF THE UNITED TOWNSHIPS OF " HEAD, CLARA & MARIA IS Toonship Hall Road STONECLIFFE, ONTARIO, KOJ 2K0 Phone: (613)586-2526 j Fax 5i31 586-25961 E-mail hcminfocfischer@gmail.com; or hcmclerkmreith@gmail.com Friday, October 21, 2016 The Honourable Kathleen Wynne, Premier kwynne.mpp @ liberal.ola.orq Legislative Building — Room 281 Queen's Park Toronto ON M7A 1A1 Re: Provincial Policy Statement and County of Renfrew Official Plan Dear Premier Wynne At its meeting of Friday, October 14, 2016 the Council of the United Townships of Head, Clara & Maria discussed and passed the following resolution requesting that the province seriously consider amending the Provincial Policy Statement (PPS) and direction to municipalities to create Official Plans (OP) and Zoning By-Laws which "shall be consistent with" the PPS due to the negative impact on the lives and livelihoods of rural Ontarians. i. Report #14/10/16/1103 — 03 — County of Renfrew Official Plan Resolution #14/10/16/009 Moved by Councillor Foote and Seconded by Councillor Grills WHEREAS the Municipal Act, 2006 states in section 2 that "Municipalities are created by the Province of Ontario to be responsible and accountable governments with respect to matters within their jurisdiction and each municipality is given powers and duties under this Act and many other Acts for the purpose of providing good government with respect to those matters"; AND WHEREAS The Provincial Policy Statement, 2014 (PPS) expresses in its preamble that it "...provides policy direction on matters of provincial interest related to land use planning and development. As a key part of Ontario's policy-led planning system, the Provincial Policy Statement sets the policy foundation for regulating the development and use of land. It also supports the provincial goal to enhance the quality of life for the citizens of Ontario"; AND WHEREAS it further states that "Provincial plans and municipal official plans provide a framework for comprehensive, integrated and long-term planning that supports and integrates the principles of strong communities, a clean and healthy environment and economic growth, for the long term'; AND WHEREAS the Planning Act requires that local plans and policy "shall be consistent with" the PPS. And that "Where a provincial plan is in effect, planning 2 decisions must conform or not conflict with the provincial plan" AND WHEREAS the Ministry of Municipal Affairs' Land Use Planning web page begins with the statement that "Ontario's land use planning system gives municipalities the major role in planning decisions' conflicting directly with the "shall be consistent with" requirement; AND WHEREAS many rural Ontario residents have pro-actively purchased large tracts of land some years and even decades ago, planning to sever and sell these lands at a future date, in lieu of pensions to finance their retirements and leave a financial legacy for their children; AND WHEREAS the restrictions continually being placed by the province through the Provincial Policy Statement and the County through the Official Plan on the use of private lands by property owners in rural Ontario in fact negatively affects rural Ontarians' quality of life by stealing from them their retirements, their pensions and significantly devaluing their land; AND WHEREAS the most recent version of the County Official Plan's severance restrictions surrounding "at capacity" or "sensitive" lakes is being implemented arbitrarily and severely - an example in Head, Clara & Maria includes a lake with zero existing development with a restriction on severance of 150 acre tracts of land and setbacks of 300 metres; AND WHEREAS restrictions around severing lands that do not front on municipal roads or Provincial highways and surrounding sensitive lakes along with the refusal of the province to allow new entrances or private roads to enter TransCanada Highway 17 significantly restricts and stagnates economic growth in rural Ontario and specifically in Head, Clara & Maria; AND WHEREAS the provincial government through the Planning Act, its Provincial Policy Statement and insistence that Official Plans conform to this broad provincial legislation ties the hands of municipalities to act like the responsible governments that the province promises they can be resulting in significant negative financial implications for rural Ontarians and rural municipalities specifically contrary to statements made in the PPS preamble. THEREFORE BE IT RESOLVED that since the land development reality in rural Ontario is significantly different from the reality in urban Ontario that the Council of the United Townships of Head, Clara & Maria does hereby request the Ministry of Municipal Affairs amend the Planning Act and Provincial Policy Statement to allow normal and usual use of private lands in rural Ontario, specifically including continued severance and development of lands on private roads; HCM Mission: At your service;working effectively to bring together people,partnerships and potential for a strong,connected community. HCM Vision: Providing a healthy,connected,and sustainable community teeming with possibilities for our citizens now and into the toture. AND FURTHER THAT County of Renfrew Official Plan restrictions surrounding the 3 development on "sensitive" or "at capacity" lakes be considered on a case by case basis and realistic manner and not simply addressed with wide brush strokes; AND FURTHER THAT the County of Renfrew through the Official Plan relaxes restrictions in these same areas; AND FURTHER THAT even though a member of County Council is not bound to follow local municipal Council's direction that the Council of the United Townships of Head, Clara & Maria does hereby request that Mayor Gibson, in his position as County Council member, oppose the new Official Plan based on the controlling and oppressive approach to land use control imposed by that document; AND FURTHER THAT this resolution be circulated throughout the county of Renfrew and the province of Ontario for support. Carried Unanimously Council respectfully requests your consideration of its position and requests consultation with and consideration of the position of small rural municipalities when drafting policy which focuses on urban/southern Ontario but significantly affects all Ontarians. Regulation could be created to provide for exemptions for various areas of the province where current restrictions are more detrimental than beneficial to the property owners and the municipalities in which they reside. Current policy stagnates growth for our community and many other small rural Ontarian communities and must be amended to ensure positive growth for the future. We appreciate your consideration of our position. Sincerely and on behalf of Council Melinda Reith Municipal Clerk and CAO Cc: Premier - Hon. Kathleen Wynne - kwynne.mpp@IiberaLola.orq Hon. Bill Mauro - Ministry of Municipal Affairs - bmauro.mpp.co@liberal.ola.orq John Yakabuski, MPP Renfrew-Nipissing-Pembroke - john.yakabuski@pc.ola.orq County of Renfrew — Jim Hutton, CAO County Municipalities Association of Municipalities of Ontario Ontario Municipalities HCM Mission: At your service;working effectively to bring together people,partnerships and potential for a strong,connected community, HCM Vision: Providing a healthy,connected,and sustainable community teeming with possibilities for our citizens now and into the future, THE CORPORATION OF THE UNITED TOWNSHIPS OF HEAD, CLARA & MARIA Date: Friday, October 14, 2016 Resolution No.:14/10/16/009 I,f L� �-._ c-\..„ 4 Moved by: ,/' . mi:-, Seconded by: 4 id WHEREAS the Municipal Act, 2006 states in section 2 that "Municipalities are created by the Province of Ontario to be responsible and accountable governments with respect to matters within their jurisdiction and each municipality is given powers and duties under this Act and many other Acts for the purpose of providing good government with respect to those matter?; _.... A 1p WHEREAS Tho Provinrla1,PnU cy Statoment.7n14 (PPS) P praccac in itc._. preamble that it "...provides policy direction on matters of provincial interest related to land use planning and development. As a key part of Ontario's policy- led planning system, the Provincial Policy Statement sets the policy foundation for regulating the development and use of land. It also supports the provincial goal to enhance the quality of life for the citizens of Ontario"; AND WHEREAS it further states that "Provincial plans and municipal official plans provide a framework for comprehensive, integrated and long-term planning that supports and integrates the principles of strong communities, a clean and healthy environment and economic growth, for the long term"; AND WHEREAS the Planning Act requires that local plans and policy "shall be consistent with" the PPS. And that "Where a provincial plan is in effect, planning decisions must conform or not conflict with the provincial plan'; AND WHEREAS the Ministry of Municipal Affairs' Land Use Planning web page begins with the statement that "Ontario's land use planning system gives municipalities the major role in planning decisions" conflicting directly with the "shall be consistent witil' requirement; AND WHEREAS many rural Ontario residents have pro-actively purchased large tracts of land some years and even decades ago, planning to sever and sell these lands at a future date, in lieu of pensions to finance their retirements and leave a financial legacy for their children; AND WHEREAS the restrictions continually being placed by the province through the Provincial Policy Statement and the County through the Official Plan on the use of private lands by property owners in rural Ontario in fact negatively affects rural Ontarians' quality of life by stealing from them their retirements, their pensions and significantly devaluing their land; AND WHEREAS the most recent version of the County Official Pian's severance restrictions surrounding "at capacity" or "sensitive" lakes is being implemented • arbitrarily and severely - an example in Head, Clara & Maria includes a lake with zero existing development with a restriction on severance of 150 acre tracts of land and setbacks of 300 metres; AND WHEREAS restrictions around severing lands that do not front on municipal roads or Provincial highways and surrounding sensitive lakes along with the refusal of the province to allow new entrances or private roads to enter TransCanada Highway 17 significantly restricts and stagnates economic growth in rural Ontario and specifically in Head, Clara & Maria; AND WHEREAS the provincial government through the Planning Act, its Provincial Policy Statement and insistence that Official Plans conform to this broad provincial legislation ties the hands of municipalities to act like the responsible governments that the province promises they can be resulting in significant negative financial implications for rural Ontarians and rural mu,spalities.specifically contrary, to statements made tho PPC preambie. THEREFORE BE IT RESOLVED that since the land development reality in rural Ontario is significantly different from the reality in urban Ontario that the Council of the United Townships of Head, Clara & Maria does hereby request the Ministry of Municipal Affairs amend the Planning Act and Provincial Policy Statement to allow normal and usual use of private lands in rural Ontario, specifically including continued severance and development of lands on private roads; AND FURTHER THAT County of Renfrew Official Plan restrictions surrounding the development on "sensitive" or "at capacity" lakes be considered on a case by case basis and realistic manner and not simply addressed with wide brush strokes; AND FURTHER THAT the County of Renfrew through the Official Plan relaxes restrictions in these same areas; AND FURTHER THAT even though a member of County Council is not bound to follow local municipal Council's direction that the Council of the United Townships of Head, Clara & Maria does hereby request that Mayor Gibson, in his position as County Council member, oppose the new Official Plan based on the controlling and oppressive approach to land use control imposed by that document; AND FURTHER THAT this resolution be circulated throughout the qpu{ty of Renfrew and the province of Ontario for support. Carried V Defeated Mayor TOWNSHIP OF ZORRA TQW,VgHIP 274620 27th Line, PO Box 306, Ingersoll, ON, N5C 3K5 Ph. (519)485-2490 • 1-888-699-3868 • Fax: (519)485-2520 October 21, 2016 Honourable Kathleen Wynne, Premier of Ontario Legislative Building - Room 281 Queen's Park Toronto, ON M7A 1A1 Dear Premier Wynne: Re: Accommodation Review Process Please be advised the Council of the Township of Zorra passed the following resolution at its October 18, 2016, regular meeting: "WHEREAS the current Accommodation Review process is not reflective of the reality of rural school and community life; AND WHEREAS school closures impact single-school small rural communities in all educational, social and economic aspects to a far greater degree than those impacts in multi-school urban communities; BE IT RESOLVED, That the Municipality of the Township of Zorra requests the Minister of Education initiate an immediate moratorium on the Accommodation Review Process until such time as a review of the above mentioned impacts on small rural communities be studied, completed and the results and recommendations be considered; AND THAT this resolution be circulated to Premier Kathleen Wynne, MPP Bill Walker, Minister of Infrastructure, Bluewater District School Board, Bruce-Grey Catholic District School Board, Community School Alliance, County of Grey, County of Bruce, People for Education, and all municipalities in Ontario." Disposition: Carried If you have any questions, please do not hesitate to contact me. Yours truly, I Donald W. MacLeod Internet: www,zorra.on.ca Email: zorra(a.zorra.on.ca Page 2 c . MPP Bill Walker Honourable Bill Chiarelli, Minister of Infrastructure Bluewater District School Board Bruce-Grey Catholic District School Board Doug Reycraft, Chair, Community School Alliance (by email reycraftivm=_natico.ca) County of Grey County of Bruce People for Education All Ontario Municipalities (by email) 16-065 MUNICIPALITY OF CHARLTON AND DACK Resolution of Council 2i,_ Li ♦ Q^_12 MOVED BY: ALe.D / MOTION NO: L oG`? SECONDED BY: a �•.�� DATE: October 24th, 2016 WHEREAS the Ministry of Municipal Affairs has implemented a new requirement that anyone wishing to run for office on a council must submit the signatures of 25 voters supporting the nomination; AND WHEREAS in many small municipalities it has become increasingly difficult to attract councillors and this requirement will discourage qualified and new candidates; AND WHEREAS in rural communities accessibility is even more difficult and infringes Ontarians with Disabilities (AODA); AND WHEREAS the Province has stated that they want to encourage more local decision making. NOW THEREFORE BE IT RESOLVED THAT the Municipality of Charlton and Dack request the Province to re-evaluate this requirement and allow it to be an optional local decision to avoid negative consequences to many municipalities. FURTHER THAT this resolution be circulated to the Minister of Municipal Affairs,the Critics for Municipal Affairs, the Associa ' n of Municipalities of Ontario,the Federation of Northern Ontario Municipalities, and all municipalities in the ovince of Ontario for consideration. CARRIED Signature of Presiding Officer: DEFEATED DEFERRED DIVISION VOTE Position Name Yeas Nays Councillor Chauncey Corley Certified to be a true copy from the Corporation Councillor Jim Huff of the Municipality of Charlton and [Jack, passed Councillor Debbie Veerman m Council on the cliA- day Councillor Clem Yantha of `tic ,— , 20 1i° - Reeve Merrill Bond ei Dan Thibeault, Clerk Treasurer CAO Munici of Charlton and Dack DECLARATION OF CONFLICT OF INTEREST declared their interest, abstained from the discussion and did not vote on the question. TwKip of TOWNSHIP OF SOUTH - WEST OXFORD UT -WEST R. R. # 1, 312915 Dereham Line OXFORD Mount Elgin, ON NOJ 1 NO /www.swox.org Phone: (519) 877-2702; (519) 485-0477; Fax: (519) 485-2932 October 26, 2016 Lisa Thompson, MPP Huron-Bruce Room 425, Main Leg Bldg, Queen's Park Toronto, ON, M7A 1A8 Dear Ms. Thompson: Please be advised that the Township of South -West Oxford Council passed the following resolution at their regular meeting held on October 18th, 2016. Resolution No. 10 Moved by David Hayes Seconded by Gerald Mitchell RESOLVED that the Council of The Township of South-West Oxford supports the efforts of the Member of Provincial Parliament for Huron— Bruce to eliminate barriers to employment opportunities for CCAs, and allow Ontario farmers the freedom to engage in business with the expert of their choice; and FURTHER RESOLVED that a copy of this resolution be forwarded to all Ontario municipalities, and AMO. DISPOSITION: Motion Carried Should you require anything further, please do not hesitate to contact me. Reg. ds, '/.�.`'�► � CIT Lisa ande ' a en, ler clerk@swox.org 44-i + ,o-------- 4, TOWNs' Township of it worth Frontenac 6648 Road 506 P.O. Box 97, Plevna, Ontario KOH 2M0 Tel: (613)479-2231 or 1-800-234-3953, Fax: (613)479-2352 www.n o rth f ro n to n a c.c a October 27, 2016 Hon Glenn Thibeault Via Email qthibeault.mpp.caliberal.ola.orq 4th Floor, Hearst Block 900 Bay Street Toronto, Ontario M7A 2E1 Dear Mr. Thibeault, Re: Request for Support for Ontario's Electrical Bills Further to my letter dated October 20, 2016, there was a clerical error "changes" should have been "changes". Below is the amended Resolution. I apologize for any inconvenience. Moved by Councillor Hermer, Seconded by Councillor Martin #480-16 WHEREAS 570,000 Ontario consumers are unable to maintain a paid up balance of their electrical bills; AND WHEREAS 50,000 to 60,000 consumers have had their service disconnected due to unpaid balance; AND WHEREAS we are in the fall heating season and approaching the winter season; AND WHEREAS we are the only Province in Canada to be subject to these charges; THEREFORE BE IT RESOLVED THAT we request that these charges be removed from consumer's electrical bills to make it more affordable and more comparative to other Provinces; AND THAT this Resolution be circulated to Minister of Energy; Premier; Randy Hillier, MPP; and all Ontario Municipalities. Carried If you have any questions or concerns, please do not hesitate to contact me. Yours truly, a_ LOcao kti Tara Mieske Clerk/Planning Manager TM/bh c.c. All Ontario Municipalities Elgin October 24, 2016 Lynn Dollin, President Association of Municipalities Ontario 200 University Ave, Suite 801 Toronto, ON M5H 3C6 Dear Ms. Dollin: Please be advised that Elgin County Council adopted the following resolution at its meeting held on October 18, 2016: "THAT the Corporation of the County of Elgin support the Association of Municipalities Ontario in its work to close the fiscal gap so that all municipalities can benefit from predictable and sustainable revenue, to finance the pressing infrastructure and municipal services needs faced by all municipal governments. - Carried. (signed) Warden Bernie Wiehle" Maintaining safe infrastructure is a priority for Elgin County Council. There is a growing concern that property taxes will not be a sufficient source of revenue to fix local infrastructure while providing for municipal operating needs. Elgin recognizes that this could be exacerbated in the future by unfulfilled Federal and Provincial transfers. Elgin County supports the Association of Municipalities Ontario in its efforts to close the fiscal gap and guarantee a sustainable source of infrastructure funding for all Ontario municipalities. Yours truly, L.A/ , Llikorki640,1 Katherine Thompson, Marketing and Communications Coordinator cc Elgin Municipalities County of Elgin Administrative Services 450 Sunset Drive St.Thomas,ON N5R 5V1 Phone:519-631-1460 www.elgincounty.ca 5rVit,;` I Communique 1 — October 25, 2016 Residential hospice planning in the South West LHIN — Update The South West LHIN is working with the South West Hospice Palliative Care Leadership Committee and local Hospice Palliative Care Collaboratives to ensure there are clear and effective mechanisms to engage with constituents and communities to advance a unified approach towards establishing residential hospice capacity for each sub-region within the LHIN. Grey Bruce, Huron Perth and Elgin are established as priority geographies for the establishment of residential hospice capacity and are actively planning to allow for expanded services. In these areas, each local Collaborative has established a residential hospice subcommittee to begin looking at a unified solution to expand residential hospice in that sub-region geography. The subcommittees are engaging with local community stakeholders who have identified interest in residential hospice capacity to ensure that as capacity is expanded in the future, the selected models meet the needs of all communities within the sub-region. To date, there has been significant work on the part of many partners. There also continues to be ongoing challenges in bringing partners together to ensure a coordinated effort and support for a unified approach that meets the needs of an entire sub-region geography. Individual communities motivated to establish a residential hospice, despite best intentions, may be at odds with a unified solution within a sub-region that will ensure access for all and the use of resources in a way that best supports developing sustainable capacity across the LHIN. Nevertheless, the LHIN is appreciative of the strong community interest and support for the development of residential hospice capacity and will continue to work with all partners to achieve the best possible solution for the patients and families that our system is here to support. Further information on the South West Hospice Palliative Care Network, factors that influence residential hospice planning, our process to consider and action residential hospice related recommendations, and the necessary requirements for a residential hospice can be found in the attached backgrounder. Current status of Residential Hospice Funding In August 2016, the Ministry of Health and Long-Term Care confirmed the South West LHIN will receive additional annualized base funding for 2016/17 to support the expansion of residential hospice services offered by the Residential Hospice of Grey Bruce by increasing the number of funded beds from six to eight. The LHIN has also recently received confirmation of Ministry of Health and Long-Term Care support for the establishment of 14 additional new hospice beds by 2018/19, in order to meet the LHIN's recommended bed allocation for the Grey Bruce and Huron Perth sub-regions. While the site(s) for additional beds have not yet been identified and approved by the South West LHIN, the Ministry is committed to providing funding for the new beds as they become operational. London Middlesex and Oxford sub-regions are not current priority geographies with respect to residential hospice expansion and are not currently actively planning for additional residential hospice services. Both of these sub-regions currently have 10 residential hospice beds operational: St. Joseph's Hospice, London and VON Sakura House, Woodstock. ---) South West tXOntarioHosPice Palliative Care Network South West Local Health Integration Network Page 2 Sub-region Updates Grey Bruce • The South West LHIN goal for Grey Bruce is to support establishing two additional beds at Chapman House, Owen Sound to be operational by March 2017 and then expanding from centralized care at a single location toward more equitable access using a decentralized or satellite model as part of a single, unified residential hospice solution. • Funding for four additional beds will be available to support the satellite site(s) which must be feasible, sustainable and operated in compliance with all quality and care standards. • Kincardine, Hanover, Walkerton and Brockton have expressed interest in participating in planning. • Partners continue to work together to determine the best possible solution for the Grey Bruce sub- region. • As noted previously, Chapman House in Owen Sound received funding for two additional beds to increase their current capacity to eight funded beds by March 31, 2017. • The satellite site(s) have not yet been identified. Huron Perth • Huron Perth was prioritized through our capacity planning work as the top priority sub-region area for development of residential hospice capacity. • A single site for residential hospice is not the preferred model to equitably meet the needs of people living in Huron and Perth Counties. To that end, a decentralized or satellite model is being considered as part of the solution. • Funding will be available for 10 beds in the Huron Perth area but decisions have not yet been made regarding where residential hospice beds will be sited in the sub-region. • The local Collaborative, through its Residential Hospice subcommittee, is responsible for ensuring the engagement of all Huron and Perth communities that have expressed a desire to grow residential hospice capacity. • Lough Barnes Consulting Firm is conducting a study to understand the current and future needs in Huron and Perth Counties. This study represents a major step towards enhancing hospice palliative care in the region and moving towards a unified model for Huron Perth. • The study was funded by the City of Stratford, Huron County, and a private donor and has been supported by significant community and key stakeholder engagement. • The study will inform a report identifying a model for residential hospice capacity in Huron Perth that will: o recommend geographic locations for residential hospice beds to best meet the needs of the sub-region and ensure a sustainable, operating model that can meet provincial and LHIN requirements; o support designing a service delivery model based on best practices identified by provincial residential hospice organizations; o identify willing partners and communities; and o assess the local capacity for capital and annual fundraising to determine the operational sustainability of the model. • Results of the study will be available in November 2016. • The Huron Perth Residential Hospice sub-committee will be presenting the report and making recommendations for the local Collaborative to consider on November 23, 2016. • Following that, the recommendations and business case will be considered by the South West LHIN Hospice Palliative Care Leadership Committee. Final approval for the recommendations and business case rests with the South West LHIN Board of Directors. Page 3 Elgin • A partnership with St. Joseph's Healthcare Society has been established and key stakeholders across Elgin County are participating at the subcommittee level. • The Elgin Residential Hospice Subcommittee will complete a feasibility study in 2017 to determine geographic location and a proposed residential hospice model that will best support Elgin County. For additional information please contact: Lisa Penner South West Hospice Palliative Care Lead Lisa.Penner@sw.ccac-ont.ca 519 474 5657 Page 4 South West LHIN Residential Hospice Backgrounder Context • The South West LHIN is responsible for the planning, funding and integration of health services, including those related to Hospice Palliative Care. • The LHIN developed a South West Hospice Palliative Care Network to support planning efforts and provide leadership to develop and evolve a comprehensive, integrated and coordinated system of hospice palliative care. • The Network is supported by 5 sub-region Collaborative tables. Each Collaborative is responsible for providing local leadership to implement the Integrated Hospice Palliative Care Program and priorities in the South West LHIN, to advocate for local needs and priorities, to support a quality improvement approach and engagement activities. • Membership of the Leadership Committee and local Collaboratives are appointed as detailed in the terms of reference and is representative of key stakeholders including health service providers, patients/families, and communities. • Based on the Capacity Planning Report (July 2015), the South West Hospice Palliative Care Leadership Committee developed recommendations for each LHIN sub-region to address gaps in the system and move us closer to achieving an integrated system. These recommendations were developed in consultation with the sub-region Collaboratives. • The Capacity report is focused on a population-based approach to planning and is aligned with the provincial capacity planning approach identified by the Ontario Palliative Care Network (OPCN). This work provides a foundation to inform resource for palliative care resources, bedded resources in hospital settings, residential hospices, and in community settings with integrated home care supports from the South West CCAC. • Currently, the Collaboratives are focused on planning and implementing these recommendations including developing plans for the residential hospice beds that have been identified for each sub- region. • Residential Hospice is recognized as an important element in the continuum of care and a key enabler to achieving an overall reduction in the percentage of deaths that occur in hospital. Key Messages • The efforts of committed community partners to improve hospice palliative care in the South West LHIN, and specifically to establish residential hospice capacity to serve patients and families in the area, are truly appreciated. • The South West LHIN recognizes the important role of the community in the development and sustainability of a patient and family-centred integrated system of hospice palliative care. • For each of the 5 sub-regions of the LHIN, we are seeking a unified solution, brought forward through the South West Hospice Palliative Care Network that leverages the strong community interest and commitment while ensuring an integrated approach for the sub-region. • Strong partnership with the community and LHIN funded health service providers with expertise in the delivery of high quality specialized care in a residential hospice setting will be foundational to the unified solution. • Because it is a specialized service, residential hospice care is a multi-community service and locations will be expected to serve a broad catchment area. Given the size of some sub-region geographies, a decentralized or satellite model is desired to support optimal access to service. • The LHIN supports local governance— preference will be given to a model that does not increase the number of distinct Health Service Providers within the sub-region. Page 5 Factors Influencing Residential Hospice Planning • The province and LHIN are planning for an integrated system of care or continuum of care which is broader than residential hospice beds. • The OPCN is playing a strategic role in guiding Provincial recommendations for the proposed 200 residential hospice beds. • The role and level of LHIN involvement in residential hospice planning has increased significantly in the last two and a half years. • Past residential hospices were developed by communities without consistent, active LHIN involvement and were funded based primarily on community readiness. Now we have a regional capacity plan with identified needs and gaps that are being used to inform and influence planning priorities and efforts directed by the LHIN. • Community readiness or preference of a community to proceed does not equal need or priority when it comes to residential hospice planning and does not necessarily align with best use of resources. • Residential hospice beds are considered a multi-community specialized resource and as such will not be located in every community throughout the region. • Residential hospice services will complement the volunteer services, community and hospital palliative care that are already available in sub-regions. • The Hospice Palliative Care Leadership Committee will focus their efforts on evidence-based decision making as recommendations for residential hospice capacity expansion are considered across the South West. • Approval to implement residential hospice beds is dependent on confirmed funding from the Ministry of Health Long-Term Care. • The South West LHIN will continue to look to the Hospice Palliative Care Leadership Committee for direction on the pacing of the development of residential hospice capacity in our LHIN. Process and Recommendations • Where applicable, local Hospice Palliative Care Collaboratives will establish subcommittees to develop a unified solution for residential hospice for their sub-region. Membership will include community and other key stakeholder group representatives. • The local Collaboratives are responsible for having a clear mechanism and/or process to support engagement of communities and residents in the sub-regions where they are planning. • Under the leadership and guidance of the Collaborative, the subcommittees will engage with communities and providers to develop a unified plan for how best to operationalize residential hospice beds to meet the needs of the sub-region. • Once a draft proposal has been finalized by the subcommittee it will be presented to the local Collaborative for review and endorsement and then shared with the South West LHIN Hospice Palliative Care Leadership Committee to ensure its support. • Once endorsed by the Leadership Committee, South West LHIN staff will determine how and when to present to the LHIN board. Support will be dependent on available funding. • The South West LHIN Board will make decisions based on advice and recommendations from the HPC Collaborative in each sub-region and the Hospice Palliative Care Leadership Committee. Sub-region Residential Hospice requirements A Residential Hospice sub-region solution will: • Ensure a unified approach to care for each sub-region • Be sustainable and feasible • Consider a decentralized or satellite model where indicated to achieve equitable access to residential hospice for all residents in the area • Be able to meet all standards of care and norms of practice Page 6 • Leverage formal integration and collaboration opportunities between the Residential Hospice and volunteer visiting hospice, outreach programs, Share the Care, caregiver supports, and bereavement support as well as broader partnership opportunities with all health care sectors including primary care, home care, hospitals, long term care, as well as mental health and addictions services within and across sub-regions • Achieve seamless transition points between services and supports in the last year of life • Be based on a Centre of Excellence Model • Aligns with the provincial Residential Hospice "Working Definition" provided below Provincial Residential Hospice "Working Definition" • The Residential Hospice is a non-profit healthcare facility which provides specialized hospice palliative care beds and services in a homelike setting for the residents it serves and their families. • Provides care delivery from professional staff 24 hours a day, 7 days a week to meet the residents' needs in accordance with each resident's plan of care/treatment plan. o Facilities with 3 beds or less have, at minimum, access to a registered nurse 24/7 o Facilities with 4 beds or more have a registered nurse on-site 24/7 • Has a model of care which is collaborative in nature and provides palliative care using a holistic approach through an inter-professional team that has expertise in palliative care. • Complies with provincial and national standards of care and norms of practice detailed by Hospice Palliative Care Ontario (HPCO) and the Canadian Hospice Palliative Care Association (CHPCA). • Community Residential Hospices have end of life beds where referral from any source can occur and is supported by centralized intake and assessment. • All staff and volunteers in their assumed roles complete ongoing hospice palliative care training, demonstrating a commitment to life-long learning in order to maintain competency in practice. • The Community Residential Hospice ensures facility associated risk is minimized. For additional information please contact: Lisa Penner South West Hospice Palliative Care Lead Lisa.Penner©sw.ccac-ont.ca 519 474 5657 From: Adamson, Maureen (MTCS) [mailto:Maureen.Adamson@ontario.ca] Sent: October-13-16 4:34 PM Subject: 2017 Premier's Awards for Excellence in the Arts — Submit Your Nomination!!Prix de la premiere ministre pour('excellence artistique 2017–Proposez votre candidature! Dear CAO, Clerk,Treasurer: I am writing to let you know that nominations are open for the 2017 Premier's Awards for Excellence in the Arts and to encourage you to share this information in your community. Attached you'll find a toolkit that can be used to spread the word about this important program. The Premier's Awards celebrate artists and arts organizations for their outstanding achievements and contributions that breathe life into our communities, help drive innovation and strengthen local economies. The awards are a way for us as audiences,fans and followers of their great work to applaud the innovators,creators, producers and performers,whose talent and passion enrich our lives and help our communities become stronger and more vibrant. Each year,two awards are presented: an artist award of$35,000 and an arts organization award of $50,000.The program recognizes professional artists and arts organizations whose contributions span a significant period of time. Details and nomination forms are available on the Ontario Arts Council website.The nomination deadline is December 1, 2016. Any Ontario resident is welcome to submit a nomination. Thank you for helping us celebrate artists and arts organizations who share their talents with us and improve our communities. Sincerely, Maureen Adamson Deputy Minister Web/Newsletter Copy 50 words Who inspires you? Are you passionate about the arts, consider yourself a fan or simply admire an artist or arts organization whose work has left an impression? The Premier's Awards for Excellence in the Arts are your chance to applaud them. Nominate an Ontario artist or arts organization today. Qui vous inspire? Vous etes passionne d'art, amateur d'art ou vous admirez simplement un artiste ou un organisme artistique dont le travail vous a impressionne? Les Prix de la premiere ministre pour ('excellence artistique sont l'occasion de les recompenser. Proposez la candidature d'un artiste ou d'un organisme artistique de l'Ontario des aujourd'hui. 100 words Who inspires you? Are you passionate about the arts, consider yourself a fan or simply admire an artist or arts organization whose work has left an impression? The Premier's Awards for Excellence in the Arts are your chance to applaud them. This annual program celebrates artists and arts organizations for their achievements and contributions to arts and culture in Ontario. Nominate an artist or arts organization today — it's easier than you think! Visit the Ontario Arts Council website to learn more. The deadline to apply is December 1, 2016. Qui vous inspire? Vous etes passionne d'art, amateur d'art ou vous admirez simplement un artiste ou un organisme artistique dont le travail vous a impressionne? Les Prix de la premiere ministre pour ('excellence artistique sont l'occasion de les recompenser. Ce programme annuel recompense les artistes et les organismes artistiques pour leurs realisations et leurs contributions aux arts et a la culture de l'Ontario. Proposer la candidature d'un artiste ou d'un organisme artistique aujourd'hui? Rien de plus simple! Veuillez consulter le site web du Conseil des arts de l'Ontario pour en apprendre davantage. La date limite pour presenter une candidature est le 1 er decembre 2016. Tweets and Facebook posts Twitter: Do you know an inspiring Ontario artist or arts org? Nominate them for the #ON PremiersAwards! http://www.arts.on.ca/Page1682.aspx Vous connaissez un artiste ou un organisme artistique inspirant? Proposez sa candidature! #Prixdelapremiereministre http://www.arts.on.ca/Page1683.aspx Nominate your favourite Ontario artist or arts org for the #ONPremiersAwards http://www.arts.on.ca/Page1682.aspx Proposez la candidature de votre artiste ou organisme artistique ontarien prefere pour le #Prixdelapremiereministre http://www.arts.on.ca/Page1683.aspx Facebook: Want to applaud someone whose artistic achievements have contributed to Ontario? Nominate them today for the Premier's Awards for Excellence in the Arts! This award celebrates artists and arts organizations for their achievements and contributions to our community that entertain, enlighten, educate and inspire. Visit the Ontario Arts Council's website to learn more. Vous souhaitez rendre hommage a une personne dont les realisations artistiques ont contribue aux arts et a la culture de l'Ontario? Proposez sa candidature aujourd'hui pour les Prix de la premiere ministre pour ('excellence artistique! Ces prix recompensent les artistes et les organismes artistiques pour leurs contributions et leurs realisations qui divertissent, sensibilisent, et inspirent. Veuillez consulter le site web du Conseil des arts de l'Ontario pour en apprendre davantage. Graphic To be INSPIRED is incredible WHO INSPIRES YOU? Nominate an artist or arts organization today 2017 PREMIER'S AWARDS FOR EXCELLENCE IN THE ARTS www.ontario.ca/excellenceinarts Last day:December 1, 2016 Etre INSPIRE est incroyable QUI VOUS INSPIRE ? Soumettez la candidature d'un artiste ou d'un organisme artistique des maintenant Prix du Premier Ministre pour ('Excellence Artistique de 2017 www.ontario.ca/excellenceartistique La date 6imite : le 1erdecembre 2016 Municipality of Bayham ;Jo'q P.O. Box 160,9344 Plank Road O r '" sy Straffordville Ontario NOJ 1Y0 ApOrruaity is oa Tel: 519-866-5521 * Fax 519-866-3884 October 2016 Dear Sir/Madam On behalf of the Edison Dinner Committee, you are invited to attend and/or support our annual Edison Dinner & Silent Auction Fundraiser on Saturday, November 12th at the Vienna Community Centre, 26 Fulton Street. The theme will be "Re-Live 1960s, 70s & 80s" with period or casual dress. Join us for a social time between 5:00 and 6:00 p.m. and dinner at 6:00 p.m. The menu includes your choice of roasted chicken/cabbage rolls, salad, potatoes, vegetables and condiments followed by the popular"make your own sundae"for dessert. Recorded Music from the 60s - 80s, dancing, a silent auction, visiting with friends and a cash bar are sure to provide something for everyone, and you can still be home by midnight! Advance tickets for this fun-filled evening are $25 per person (including HST). Individuals purchasing a minimum of 12 tickets (one double table) may be eligible for a receipt for income tax purposes for a portion of the ticket cost (to be calculated, issued and mailed early in the new year), as applicable. You can beat the Christmas rush, celebrate your night out party for the office, family or friends by reserving your table early! We are seeking donated items including gift certificates for the silent auction. Receipts for income tax purposes will also be issued for monetary (cheque only) donations. Cheques should be made payable to the Municipality of Bayham, donations identified as "Edison Dinner", and mailed to the address above. It would be much appreciated if the estimated value of the donated item could be provided. Contributors are encouraged to provide donor information — name, email address and telephone number (business cards are great!) with your cheque or donated item. Items may be dropped off at the Bayham Municipal office in Straffordville, Monday through Friday, 8:30 a.m. to 4:30 p.m. until noon November 10th To purchase advance tickets please contact Darya at 519-874-4966 or Lynda at 519-773-8798 or email Imillard(a7eastlink.ca for pick-up of your auction item. The Edison Dinner organizers and volunteers, look forward to you and your co-workers, family and/or friends joining us for a delicious dinner and fun-filled evening, on Nov. 12tH THANK YOU for your ongoing support! Sincerely Darya Rousseau, Chairlady All proceeds support Edison Activities irp YHA - 41110 Pl4fr4.AP M1,1) fir pp°j'tunity Is'i The Corporation of Municipality of Bayham Notice to Residents 2017 Garbage Tag Pickup 2017 Garbage Tags are currently available for pick up at the Municipal Office during regular business hours In addition the Municipal Office will remain open for 2017 Garbage Tag pickup only on the following dates: Thursday, November 17, 2016 — 4:30 p.m. — 6:45 p.m. Thursday, December 1, 2016 — 4:30 p.m. — 6:45 p.m. Thursday, December 15, 2016 — 4:30 p...m. — 6:45 p.m. IN p0(11.44,/ i411P*4-tim46\444;'"'' illikiikim,'"rditCLO4 ctir . p , 4.44- poI.tunity Is_w° The Corporation of Municipality of Bayham Notice to Residents and Property Owners Regarding Municipal Office Service Disruptions December 19, 2016 - January 3, 2017 December 19 — 21, 2016 the Municipal Office at 9344 Plank Road will function with reduced service: Front Counter Services will be available to accept payments, provide information etc. Other Services may be unavailable due to move and set up of the office at 56169 Heritage Line. December 22 — 23, 2016 both Municipal Offices will be closed to the public as staff and service providers establish communication and software systems at 56169 Heritage Line. December 24, 2016 — January 2, 2017 Office closed for holidays January 3, 2017 Municipal Office at 56169 Heritage Line will be open to the public for regular business with full services available. 4.I*I;14 I P ifr4AP 11 le 4 ;'‘ Pp uj'tunity IS i The Corporation of Municipality of Bayham Notice Regarding Council Chamber's Service Disruptions November-December 2016 Please be advised the sound system will be transferred from the existing Council Chamber's at 9344 Plank Rd. to the new location at 56169 Heritage Line during November 2016. As a result the Council meetings at 9344 Plank Rd. will not have a sound system during the months of November and December. INXICH.44,1 f ► 4; -maw% REPORT o icy CAO �pul'tunity ISO► TO: Mayor & Members of Council FROM: Paul Shipway, CAO DATE: November 3, 2016 REPORT: CAO-67/16 SUBJECT: HEALTH & SAFETY PROGRAM BACKGROUND On April 3, 2014 the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT Staff Report P2014-006 regarding the Health & Safety Policy Statement be received; AND THAT the Policy Statement be approved by Council. On September 19, 2013 the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT the Council of the Municipality of Bayham approves the Health & Safety Policy and Procedures manual in accordance with Section 25 of the Occupational Health and Safety Act and Regulations, and provide staff with the direction to further develop and update the manual on an 'as needed' basis. On June 30, 2015 the Public Sector Health and Safety Association (PSHSA) presented staff with a comprehensive review of the Municipality of Bayham Health and Safety regime via a Health & Safety Audit. The PSHSA Health and Safety Audit was developed specifically for organizations in the public sector. The PSHSA Audit incorporated requirements of the Ontario Occupational Health and Safety Act(OHSA), various regulations made under the OHSA, the Workplace Safety and Insurance Act (WSIA), the Workplace Safety and Insurance Board's (WSIB) Workwell Audit, and CSA Z1000. The PSHSA Audit also incorporated best practices in safety management. The PSHSA Audit stressed the importance of documentation and implementation of the safety management system. Good documentation and communication ensures consistent implementation of processes and procedures. It facilitates consistency in the quality and integrity of products and services and can be used as part of personnel training programs. High- quality documentation and communication processes result in reduced work efforts and improved safety, credibility and legal defensibility. DISCUSSION The PSHSA audit found the Municipal Health & Safety Policy and Program to require a significant overhaul to be in compliance with applicable legislation, in regards to policy and procedures. Subsequently the Municipality has utilized the expertise and assistance of the municipal sector, Elgin County and PSHSA to comprehensively improve the written component of the Municipal Health & Safety regime. Additionally, Bayham specific applicability in regards to procedures and practices has been established by both Senior Staff and Joint Occupational Health & Safety Committee reviews of the proposed policy. The purpose of the reviews were to: a) Identify discrepancies between actual practices and the proposed policy; b) Identify areas for improvement; and c) Identify modifications required prior to initial adoption. The comments were subsequently utilized to present the most effective Health & Safety Policy to Council for the Municipality that achieves the goal of a healthy and safe work environment, with the understanding that Council and all staff have a role in health and safety and that it is a process of continual improvement. RECOMMENDATION 1. THAT Report CAO-67/16 re Health & Safety Program be received for information. 2. AND THAT Council approve the Municipality of Bayham Health & Safety Program, as presented, subject to staff updates as required pursuant to the Program. 3. AND THAT Council direct the Mayor to sign the 2016 Corporate Health & Safety Statement; 4. AND THAT Council direct staff to bring forward the updated Joint Occupational Health & Safety Committee establishment by-law for Council consideration. Respectfully Submitted by: Paul Shipway CAO voR4.4,„ 1111.14 11 poJqttlnity MUNICIPALITY OF BAYHAM HEALTH & SAFETY MANUAL INAVEIAlif 1 -4 111,1 Opportunity ISYGA's- Corporation of the Municipality of Bayham Policy Name: Municipality of Bayham Health & Safety Policy Date Approved: Date of Last Revision: Section 1 - Application 1.1 This policy applies to all work places under the authority of the Municipality of Bayham. Section 2 - Intent 2.1 It is the intention of the Municipality: i. To comply, to the fullest extent possible, with the spirit and intent of the Occupational Health & Safety Act and all related legislation. ii. To prevent risk of injury and illness arising from the workplace environment. iii. To establish and maintain a Health & Safety program in co-operation with all employees. iv. To encourage the co-operation of all employees, in complying with the Health & Safety Policy and Program. Section 3 - Policy 3.1 The Municipality of Bayham is dedicated to operating at a standard which will establish the Municipality as a leader in promoting and protecting the health and safety of all employees. 3.2 Through active leadership and support the Municipality's goal is to promote attitudes amongst employees that will ultimately lead to the reduction and elimination of workplace hazards. Section 4 - Responsibilities 4.1 The responsibility for the Municipality of Bayham's Health & Safety Policy is delegated to all personnel and reflects the responsibilities outlined in Section 25 and 26 of the Occupational Health and Safety Act. Section 5 - Council Responsibilities: 5.1 Continuing support of the Occupational Health & Safety Policy and Program and for the provision of consistent application of Health & Safety standards across the Municipality. 5.2 Establishing and maintaining an internal system for program management, allocating funds, time and human resources as necessary for Health & Safety. Section 6—Senior Management Responsibilities: 6.1 Administration and communication of the Health & Safety Policy and Program within their departments. 6.2 Encouraging attitudes and work practices that reflect the intent of the policy by ensuring employees and supervisors receive regular and applicable safety training, according to their needs. 6.3 Including Health & Safety responsibilities in performance criteria, as appropriate for management and supervisory staff. 6.4 Assuming ownership responsibility and maintenance as required by the legislation, for property and buildings owned by the Municipality. 6.5 Ensuring that all contractors and sub-contractors and their employees meet or exceed the expectations of the Municipality's Health & Safety Program. 6.6 Instructing, informing and supervising employees to protect their Health & Safety. 6.7 Investigating and responding to any safety or health related concerns which may be brought to their attention and initiating corrective measures, as may be appropriate. 6.8 Familiarizing themselves and communicate to their staff, the Health & Safety Policy, the Safety Program and the requirements of the legislation, as it applies to the workplace. Section 7 - Employee Responsibilities: 7.1 Uphold the requirements of the Policy, the Program and the legislation in order to assist the Municipality in providing a healthy and safe work environment. 7.2 Communicating any violations to the immediate Supervisor. 7.3 Assuming responsibility for their own actions to prevent injury to themselves and other employees. 7.4 Immediately reporting workplace and near miss accidents, no matter how minor. 7.5 Liaising with all staff and being of assistance to Senior Management, in an effort to reduce and eliminate physical hazards and influence safe work attitudes among employees. Section 8 - Designated Workplace Inspectors/Joint Health & Safety Committee Members: 8.1 Identifying workplace hazards, through inspections, and recommending remedial action to Senior Management. 8.2 Conducting or assisting in investigations, as specified by the legislation. 8.3 Making recommendations to Senior Management to enhance the effectiveness of the Health & Safety Program. 8.4 Promoting a high standard of safety values among all workplace parties. 8.5 Members are entrusted with confidentiality of information concerning employees and the workplace. g,AYHA -- Illigla o t. ��'�:'tunity l ' 04. Corporation of the Municipality of Bayham Policy Name: Health & Safety Policy Statement Date Approved: Date of Last Revision: Section 1 — Policy Statement 1.1 The Corporation of the Municipality of Bayham is committed to ensuring a safe and healthy environment for its employees, visitors, and contractors, and the prevention of occupational illness and injury in the workplace. In order to achieve this objective, the Municipality will: i. Comply with all relevant legislation and standards related to health and safety; ii. Identify and control hazards which may result in occupational injuries or illnesses, or property damage; iii. Develop, implement, and monitor health and safety programs to fulfil these objectives; iv. Educate employees to increase the awareness of health and safety principles throughout the Municipality and ensure that senior management, supervisors, and workers have the skills to carry out their responsibilities; v. Ensure that supervisors monitor their workers' safety performance, and take appropriate disciplinary action when employees fail to comply with safe work practices and procedures; vi. Include health and safety as a criterion in evaluating job performance vii. Establish a communication system to inform visitors about potential hazards, so as to ensure a safe and healthy environment for all; viii. Recognize all employees have a role and responsibilities in health and safety; ix. Review this policy annually. 1.2 In addition, all employees of the Municipality of Bayham commit to performing their jobs safely and in accordance with this policy and legislative requirements. Signature: Date: g,AYH4 -19111- 04160iip, PPz•tunity IsYu� Corporation of the Municipality of Bayham Policy Name: Joint Occupational Health and Safety Committee Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality of Bayham has established and supports the establishment of a Joint Health and Safety Committee and Health and Safety Representatives, as required by the Occupational Health and Safety Act (OHSA) as a commitment to health and safety even though the Municipality is not required to establish the same. Section 2— Procedure 2.1 Health and Safety Representatives are workers who do not exercise managerial functions. Workers who do not exercise management functions choose the Health and Safety Representatives who will carry out the legislated responsibilities. 2.2 Health and Safety Representatives receive training to enable them to perform their duties under the OHSA. 2.3 Health and Safety Representatives have responsibilities, as follows: Identify workplace hazards ii. Evaluate potential hazards iii. Make recommendations to the employer regarding correction of hazards iv. Follow up on implemented recommendations v. Conduct Workplace Inspections vi. Assist with Accident Investigations in cases of critical injury or fatality 2.4 Additional duties may include the following: Obtain information to assist in identifying hazards, or regarding work standards and practices, in other similar industries ii. Review reports of Workplace Inspections iii. Review injury reports and analyze trends so recommendations can be made regarding preventive measures iv. Request information regarding any health and safety related testing, and be present at the beginning of such testing 2.5 The Joint Health & Safety Committee (JHSC) will carry out its roles and responsibilities in conformity with Municipality of Bayham By-law No. 2016-XXX. 2.6 The JHSC will have at least two Certified Members in place at all times: one member representing management, one member representing workers. Worker members decide who will become the worker certified member. Management members decide who will become the certified management member. 2.7 Members become certified by completing Part One and Part Two of the Workplace Safety and Insurance Board (WSIB) Certification program. THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NUMBER 2016-XXX Being a by-law to establish Guidelines for the Structure and Function of the Joint Occupational Health and Safety Committee for the Municipality of Bayham WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous that a Joint Occupational Health and Safety Committee be established to endeavour to meet the health and safety needs of municipal employees; THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Bayham enacts as follows: 1. THAT the Council of The Corporation of the Municipality of Bayham hereby establishes a Bayham Joint Occupational Health and Safety Committee whose structure is set out in Schedule "A" attached hereto and forming part of this by- law. 2. THAT the said Committee shall operate in accordance with the said Structure being hereby adopted. 3. THAT By-law No. 2003-002 as amended shall be repealed in its entirety. 4. THAT this By-law shall come into full force and effect on the date of its passage. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS XTH DAY OF NOVEMBER, 2016 MUNICIPALITY OF BAYHAM GUIDELINES FOR THE STRUCTURE AND FUNCTION OF THE JOINT OCCUPATIONAL HEALTH & SAFETY COMMITTEE PREAMBLE 1. Although not required by the Occupational Health and Safety Act the Municipality of Bayham has chosen to establish a Joint Occupational Health and Safety Committee whose members will hold meetings on a regular basis. 2. It is our firm belief that through joint education programs, joint investigations of problems, and joint resolution of those problems, the workplace will be made safe and healthy for all employees. 3. The parties acknowledge that the proper functioning of the Joint Occupational Health and Safety Committee can only be carried out where the representatives of the employer and of the employees are committed to these responsibilities. To effect this, the undersigned undertake to make decisions that will be carried out by their respective organizations. 4. The parties hereto adopt these guidelines in good faith and agree to promote and assist the Joint Occupational Health and Safety Committee whenever and wherever possible. STRUCTURE OF COMMITTEE 1.1 The Joint Occupational Health and Safety Committee (referred to hereafter as "the JOHSC"), shall consist of a maximum of three (3) members, of which a minimum of two (2) members shall represent workers. These members will be one selected by the employer, one selected from the Bargaining Unit to represent the Bargaining Unit, and one from and to represent exempt Staff. Member replacement will be done on an alternating basis from each group. 1.2 The JOHSC shall meet on a regularly established schedule at least once every three (3) months. (Changes will be approved by the Co-chairpersons). 1.3 There shall be two (2) Co-chairpersons, one (1) from management, and one (1) from the employees; appointed for a definite period (1 year) who shall alternate the chair at meetings. Members shall be eligible for re-appointment 1.4 A Co-chairperson may, with the consent and approval of his/her counterpart, invite any additional person(s) to attend the meeting to provide additional information and comment, but they shall not participate in the regular business of the meeting. 1.5 The Municipality shall prepare and review at least annually a written occupational health and safety policy and post at a conspicuous place a copy of this policy. The Municipality shall develop and maintain a program to implement that policy. 1.6 The members of a committee shall have one (1) hour, or such longer period of time as the committee deems necessary, to prepare for each committee meeting. FUNCTIONS OF THE JOHSC 2.1 To attain the spirit of the Occupational Health and Safety Act, the functions of the JOHSC shall be: (a) to identify, evaluate and recommend a resolution of all matters pertaining to health and safety in the workplace to appropriate municipal authorities; (b) to encourage adequate education and training programs in order that all employees are knowledgeable in their rights, restrictions, responsibilities and duties under the Occupational Health and Safety Act; (c) to address matters related to Designated Substance Regulations and WHMIS where applicable; (d) to deal with any health and safety matters that the Committee deems appropriate. 2.2 Inspections The members of the Committee who represent employees shall conduct inspections of the physical condition of the workplace, by establishing an inspection schedule that ensures that the entire workplace will be inspected at least once a year. Generally all active workplaces will be inspected monthly where possible. 2.3 All health and safety concerns raised during the physical inspection will be recorded on an appropriate workplace inspection form and signed by the members of the inspection team. 2.4 The workplace inspection form will be forwarded to the JOHSC and to Municipal authorities within three (3) working days of the workplace inspection. The designated Department Head or appropriate authority will inform JOHSC of the status of the outstanding items. 2.5 Recommendations of the Joint Committee Municipal authorities will communicate in writing directly to the JOHSC within twenty-one (21) days with regard to minuted recommendations of the Committee by giving their assessment of the concerns, and outlining who is responsible for resolving the matter, along with a time frame in which the matter will be resolved. If they disagree with or do not accept any recommendations, reasons for the disagreement will be stated. 2.6 Accidents and Accompaniment The Joint Committee will designate members to investigate all serious workplace accidents, and incidents that have the potential for a more serious accident. The inspection team will be responsible for overseeing that the requirements prescribed in Sections 25 and 26 of the Act and Sections 5 and 6 of the Regulations for Industrial Establishments are carried out. 2.7 The Joint Committee will designate two (2) members to accompany the Ministry of Labour Inspector while carrying out Ministry inspection of the workplace. 2.8 The members of the Committee representing employees shall designate a member to investigate work refusals. 2.9 The members of the committee representing employees shall designate a member to be present at the beginning of any occupational hygiene testing. The Committee members shall be given a copy of any and all reports. MINUTES OF MEETINGS 3.1 The Committee will designate a secretary for the meeting to take minutes and be responsible for having the minutes, typed, circulated and filed within one calendar week of the meeting, or as the Committee may from time to time instruct. Minutes of meetings will be reviewed, and edited where necessary, by the Co-chairpersons, then signed and circulated to all Committee members. A copy will be forwarded to the Municipal Administrator and posted in all work sites. Agenda items will be identified by a reference number, and be readily available in a proper filing system. Names of Committee members will not be used in the minutes except to record attendance. QUORUM 4.1 Where there are three (3) Joint Committee members, they shall have a quorum of two (2) members present in order to conduct business. The number of employer members shall not be greater than the number of employee members. PAYMENT FOR ATTENDANCE AT MEETINGS 5.1 All time spent in attendance at Committee meetings or in activities relating to the function of the Joint Committee will be paid for at the member's appropriate rate of pay for performing work, and the time spent is to be considered as time at work. MEETING AGENDA 6.1 A Co-chairperson will prepare an agenda and forward a copy of the agenda to all Committee members in a timely manner. 6.2 The Committee may accept any item as proper for discussion and resolution pertaining to health and safety. All items raised from the agenda in meetings will be dealt with on the basis of consensus rather than by voting. Formal motions will not be used. 6.3 All items that are resolved or not will be reported in the minutes. Unresolved items will be minuted and placed on the agenda for the next meeting. GENERAL 7.1 All employees will be encouraged to discuss occupational health and safety concerns with their immediate supervisor before bringing it to the attention of the Committee. RECOMMENDATION FORM JOINT OCCUPATIONAL HEALTH & SAFETY COMMITTEE Submitted To: Date Submitted: mm/dd/yyyy Name: Title: Summary of Issue: JOHSC Recommends: Signature Signature Please respond by the following date: Approved or proposed alternative Action: Please attach extra pages if necessary. vox-YHA/1f -19111- 04160iip, {4" PPuz•tunity isYu� Corporation of the Municipality of Bayham Policy Name: Orientation Program Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality of Bayham is committed to the implementation of a Health and Safety Orientation Program that is offered to new employees, within five business days of expected start date. This includes students and co-op students. Section 2— Procedure 2.1 When employees transfer to a new job, or when a new piece of equipment is introduced, job-specific instruction is given as needed. 2.2 When an employee returns from an extended leave, the orientation process is followed on their return. 2.3 There are 2 phases to the Orientation program. i. The Health and Safety Coordinator or designate completes Phase 1. ii. The Supervisor of the Department of the new employee conducts Phase 2. 2.4 Phase 1 includes: Information about the Occupational Health and Safety Act ii. Basic rights, roles, and responsibilities under the Act iii. Role of the Joint Health and Safety Committee and Health and Safety Representatives, and how to contact them iv. Location of Municipal Health and Safety policies and applicable site information. v. Instructions about injury and illness reporting vi. First aid procedures vii. Reporting hazards viii. Requirement for personal protective equipment and its maintenance ix. The legal requirement to report Violence and Harassment in the workplace x. How the progressive disciplinary process applies to health and safely xi. Any other general information that will assist employees to understand the importance of working safely 2.5 Phase 2 is more job specific and includes: i. Location and purpose of health and safety bulletin boards ii. Location of first aid stations and kits iii. Location of fire extinguishers and fire pull stations iv. Information on specific hazards of the job v. WHMIS - ensure training has been completed/location of MSDSs vi. Safe operating procedures for equipment with which the employee will be working vii. Use and care of specific personal protective equipment viii. Specific instruction regarding emergency evacuation from the area where the new employee will be working ix. Any other health and safety information that is specific to the job that the employee will be performing 2.6 A checklist is used to ensure that all elements are covered. Once completed, the checklist is dated and signed by the employee and the person(s) who conducted the Orientation. -*AYH. fi p4.0 ortunity Is�C Health and Safety Orientation Checklist Discussed N/A Health and Safety Legislation and Regulations Responsibilities of Employer, Supervisor, Worker, etc. Rights of Workers Role of Human Resources JHSC and Health and Safety Representatives— roles and responsibilities (How to contact them) Municipal Health and Safety Policies—where to find information Statement of Commitment Refusal to Work Procedure First Aid Procedures Reporting Hazards—to whom and how Injury/ Illness Reporting —to whom and how General Requirements of Personal Protective Equipment Violence and Harassment in the Workplace Emergency Response Plan — General Progressive Disciplinary Process Early and Safe Return to Work requirements Purchase of Equipment and Services Other (Describe): vox-YHA/1f 491°11 O 4116 {s PAui'tunity isYuU Job Specific Orientation Health and Safety Bulletin Boards— locations Location of First Aid Stations and Kits Location of Fire Extinguishers and Pull Stations Job Specific Hazards Specific Emergency Procedures on the Job WHMIS Training (Obtain Certificates) -Where to find MSDSs Review of Standard Operating Procedures Job Specific Personal Protective Equipment— Use and Care Specific Evacuation Procedures from Site Other (Describe): Signature of Employee: Date: Signature of Supervisor: Date: Signature of CAO: Date: vox-YHA/1f ishiriso APPtigk'"' IP 0 01* 4.4" 4'7> Is t Corporation of the Municipality of Bayham Policy Name: Training Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Regular training assists employees to work safely and recognize hazards in the workplace. The Municipality of Bayham provides training based on needs that are assessed by each department. 1.2 The intent of the training program is to identify employee minimum training and education requirements relevant to his/her duties and responsibilities in the course carrying out tasks and assignments associated with those duties and responsibilities. Section 2— Procedure 2.1 The Occupational Health and Safety Act prescribes an employer shall provide information, instruction and supervision to a worker to protect the health and safety of the worker and take every precaution reasonable in the circumstances for the protection of the worker. 2.2 The following tables outline the minimum training requirements for employees in the different departments within the Municipality. Frequency of training is also prescribed for each area of training. Summer Students-Public Works & Museums Training Initial Refresher Sample Training Facilitator Training Public Works Students Orientation Yes As Required Municipal Program Harassment/Discrimination Yes 5 Years Municipal Program Customer Service Yes 5 Years Municipal Program WHMIS Yes Yearly MHSAO Conflict Resolution Yes 5 Years Municipal Program CPR/First Aid Yes As Required Red Cross or St. Johns Tractor Operation Yes As Required Municipal Program PTO Training Yes As Required Municipal Program Lawnmower Yes As Required Municipal Program Driver Training Yes As Required Municipal Program Traffic Control Yes As Required Municipal Program Lifting/Trips Falls Yes As Required Municipal Program Weed Eater Yes As Required Municipal Program Extreme Weather Yes As Required Municipal Program Defensive Driving Yes As Required Municipal Program Communications Yes As Required Municipal Program Painting/Oil Based Yes As Required Municipal Program Ladders Yes As Required Municipal Program Working Alone YEs As Required Municipal Program Time Sheets/ Reporting Yes Annual Municipal Program Museum Students Orientation Yes Annual Municipal Program Harassment/Discrimination Yes Annual Municipal Program Customer Service Yes Annual Municipal Program WHMIS Yes Annual MHSAO CPR/First Aid Yes As Required Red Cross or St John's Lifting/Trips, Falls Yes Annual Municipal Program Temperature/Relative Yes Annual Municipal Program Humidity Working Alone Yes N/A Municipal Program Conflict Resolution Yes Annual Municipal Program Incident/Accident Reporting Yes Annual Municipal Program Time Sheets/ Reporting Yes Annual Municipal Program Sick Time Yes Annual Municipal Program Accessibility Training Yes As Required Municipal Program Water/Wastewater Training Initial Refresher Sample Training Facilitator Training Orientation Yes NA Municipal Program Harassment/Discrimination Yes 5 Years Municipal Program Customer Service Yes 5 Years Municipal Program WHMIS Yes Annual MHSAO Conflict Resolution Yes 5 Years Municipal Program CPR/First Aid Yes As Required Red Cross or St. Johns Traffic Control Yes 3 Years MHSAO Trenching Yes 3 Years MHSAO Propane Safety Yes 5 Years TSSA Driver Training Yes 5 Years Municipal Program Confined Space Yes 3 Years MHSAO Lifting/Trips Falls Yes 5 Years Municipal Program Extreme Weather Yes 5 Years Municipal Program Basic Electrical Safety Yes 5 Years MHSAO Safe Sampling & Handling Yes 3 Years XCG or WCWC Defensive Driving Yes 5 Years MHSAO Communications (Radios) Yes 5 Years Municipal Program Fuelling of Vehicles Yes 5 Years OGRA Ladders Yes 5 Years MHSAO Accessibility Training Yes As Required Municipal Program Lock&Tag Out Electrical Yes 5 Years TSSA Safety Working at Heights/Ladder Yes 5 Years MHSAO Safety Public Works Training Initial Training Refresher Sample Training Facilitator Orientation Yes NA Municipal Program Harassment/Discrimination Yes 5 Years Municipal Program WHMIS Yes Annual MHSAO Conflict Resolution Yes 5 Years Municipal Program CPR/First Aid Yes As Required Red Cross or St. Johns PTO-Tractors Yes 5 Years Municipal Program Lawnmowers Yes 5 Years Municipal Program Driver Training Yes 5 Years Municipal Program Chainsaw Yes 5 Years CCCA Lifting/Trips Falls Yes 5 Years Municipal Program Snowplough Yes Annual Ground Force Traffic Control Yes 5 Years MHSAO Extreme Weather Yes 5 Years Municipal Program Trenching Yes 5 Years MHSAO Loader Yes 5 Years Ground Force Lifting Devices Yes 5 Years Municipal Program Ladders Yes 5 Years Municipal Program Defensive Driving Yes 5 Years MHSAO Grader Operations Yes 5 Years Ground Force Backhoe Yes 5 Years Ground Force Bulldozer Yes 5 Years Ground Force Welding Yes 5 Years Ground Force Fuelling of Vehicles Yes 5 Years Municipal Program Working Alone Yes 5 Years Municipal Program Accessibility Training Yes As Required Municipal Program Communications (Radios) Yes 5 Years Municipal Program Lock&Tag Out Electrical Yes 5 Years TSSA Safety Building Dept. Training Initial Training Refresher Sample Training Facilitator Orientation Yes NA Municipal Program Trenching Awareness Yes 5 Years MHSAO Conflict Resolution Yes 5 Years Municipal Program Customer Service Yes 5 Years Municipal Program CPR/First Aid Yes As Required Red Cross or St Johns WHMIS Yes Annual MHSAO Fuelling of Vehicles Yes 5 Years MHSAO Harassment/Discrimination Yes 5 years Municipal Program Working Alone Yes 5 years Municipal Program Confined Space- Yes As Required MHSAO Awareness Accessibility Training Yes As Required Municipal Program Communications (Radios) Yes 5 Years Municipal Program Ladders Yes 5 Years Municipal Program Office Staff Training Initial Training Refresher Sample Training Facilitator Orientation Yes NA Municipal Program Conflict Resolution Yes 5 Years Municipal Program CPR/First Aid Yes As Required Red Cross/St Johns Harassment/Discrimination Yes 5 Years Municipal Program WHMIS Yes Annual MHSAO Accessibility Training Yes As Required Municipal Program Lifting/Trips Falls Yes 5 Years Municipal Program Working Alone Yes 5 Years Municipal Program By-law Enforcement Training Initial Training Refresher Sample Training Facilitator Orientation Yes NA Municipal Program Customer Service Yes 5 Years Municipal Program Conflict Resolution Yes 5 Years Municipal Program CPR/First Aid Yes As Required Red Cross/St Johns Harassment/Discrimination Yes 5 Years Municipal Program WHMIS Yes Annual MHSAO Lifting/Trips, Falls Yes 5 Years Municipal Program Property Standards Officer Yes As Required OPSOA Certification Municipal Law Enforcement Yes As Required MLEOA Officer Certification Self Defence/ Inspection Yes As Required MLEOA Safety Driver Training Yes 5 Years Municipal Program Fuelling of Vehicles Yes 5 Years MHSAO Working Alone Yes 5 Years MLEOA Radios/Cell Phones Yes 5 Years Municipal Program Accessibility Training Yes As Required Municipal Program TRAINING RECORD FORM Title of Training Program: Date of Training: Certificate Issued: Yes ❑ No ❑ Instructor's Name: Location of Training: Print Name Signature Successfully Completed Yes No g,AYHA. -41Limolirillici; O portunity Is�t Corporation of the Municipality of Bayham Policy Name: Municipality of Bayham Commitment to Civil Workplace Environment Date Approved: Date of Last Revision: Section 1 — Policy 1.1 The Municipality of Bayham values all members of the municipal workplace. The Municipality of Bayham is committed to ensuring that all members of the workplace experience the following: i. A civil and respectful workplace environment; ii. Interactions, communications and dealings with all individuals in the workplace that are polite, supportive, civil, constructive and respectful, including but not limited to, co-workers, supervisors, managers, councillors, etc. Section 2 - Procedure 2.1 All members of the workplace are to ensure that all communications and interactions are pursued at all times in a professional, businesslike, respectful and civil manner, both in terms of tone and content. 2.2 All members of the workplace are to avoid any communications or interactions that as a result of their content or tone would be offensive, threatening or embarrassing to the recipient. 2.3 Conduct that is inconsistent with the Municipal commitment to a civil and respectful workplace includes but is not limited to the following: i. Yelling or screaming; ii. Volatile displays of temper or anger; iii. Rude, demeaning and belittling remarks directed at anyone in the workplace; iv. Directing foul and abusive language to anyone in the workplace. 2.4 Legal developments require employers to provide a civil and respectful workplace environment. The law requires all workplace participants (employees, supervisors, managers) to contribute to a civil and respectful workplace by ensuring that individual dealings and interactions with other persons are consistent with the required standards of conduct. 2.5 The law prohibits personal harassment, which is conduct that exposes employees to abusive, hostile, uncivil or disrespectful workplace dealings (yelling, screaming, belittling, demeaning, berating). 2.6 Any employee that exposes other members of the workplace to workplace harassment exposes themselves to legal liabilities, including damages and corrective disciplinary action including investigation under the Workplace Harassment Policy. Section 3— Responsibilities 3.1 All employees have a mutual interest and shared responsibilities in connection with securing and maintaining a civil and respectful workplace environment and workplace interactions. EMPLOYER 3.2 The Municipality of Bayham is committed to ensuring all employees contribute to a civil and respectful workplace environment by pursuing the following initiatives: i. Ensuring all members of workplace (employees, supervisors, managers, councillors) understand the standards of conduct expected of them; ii. Empowering employees to require respectful and civil treatment by communicating expectations in this regard; iii. Reinforcing and enforcing acceptable conduct. SUPERVISORS AND MANAGERS 3.3 Ensuring that at all times supervisor dealings with employees and with each other are conducted in a civil, respectful and professional manner. 3.4 Taking the necessary steps to ensure that employees conduct themselves in a manner consistent with the Municipal commitment to a civil and respectful workplace. This includes responding to any incidents of conduct falling below the standards outlined in this policy. EMPLOYEES 3.5 Ensuring that communication and interactions with co-workers, managers and supervisors is conducted in a civil, courteous and respectful manner. 3.6 Communicating to peers or persons in authority any concerns of being exposed to any communications or interactions inconsistent with the Municipal commitment to a civil and respectful workplace. 3.7 A civil, respectful and supportive work environment in which all members of the workplace feel secure, respected and valued is secured and maintained when all staff commit to such an environment. INN-Y11.44,1 p.Po. tunity Ismo Corporation of the Municipality of Bayham Policy Name: Discrimination & Harassment in the Workplace Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Every employee of the Municipality has the right to receive fair treatment and to work in an environment that is free from discrimination and harassment. The Municipality is committed to providing a workplace free of discrimination and harassment in which all employees can be treated with dignity and respect. This policy will be reviewed as necessary, and at least on an annual basis. 1.2 The Municipality conducts business and treats all employees in accordance with all applicable Human Right's legislation. The Municipality does not condone and does not tolerate harassment of any kind. 1.3 Employees shall not be harassed or discriminated against by the employer, by anyone acting as an agent for the employer or by another employee because of race, ancestry, place of origin, ethnic origin, citizenship, religion, creed, colour, sex, sexual orientation, age, record of offences for which a pardon has been granted, family status, disability, gender identity or gender expression or any other grounds prohibited under the Ontario Human Rights Code. Harassment undermines an individual's self-respect and adversely affects work performance and well-being. 1.4 Supervisors, who do not exercise their responsibility to prevent or discourage harassment of or by their employees, are considered to be as guilty of violating this policy as if they had committed the harassment. Therefore, any supervisor who willfully disregards a report of harassment of/by his/her employees may be subject to discipline up to and including dismissal. Section 2— Procedure 2.1 "Workplace harassment" means different things to different people and may be influenced by cultural, religious background, and/or geographical location. Workplace harassment means engaging in a course of vexatious comment or conduct against an employee in a workplace that is known or ought reasonably to be known to be unwelcome. Workplace harassment may include conduct which is offensive, embarrassing, or humiliating to others, and may further include visual representation, electronic messages, written messages, verbal and/or physical conduct. Unwelcoming behaviours may create hostile work environment. 2.2 Sexual harassment is a specific form of harassment. It may include behaviours that are not necessarily sexual in nature, but relate to the person's gender and demeans, belittles or causes personal embarrassment to the recipient. These behaviours are known or ought reasonably to be known to be unwelcome. i. Examples of sexual harassment and inappropriate gender-related behaviour include, but are not limited to, comments, gestures and non-verbal behaviour, visual materials and physical contact. Comments made or actions taken may not be intended to offend another person. However, intent is not a prerequisite to establishing that behaviour is discriminatory. 2.3 Abuse of authority means an individual's use of power and authority inherent in the position held in a manner which serves no legitimate work purpose and which ought reasonably to be known to be inappropriate. It includes misuses of power that are intimidating, coercive or demeaning. The legitimate and proper exercise of employer's right to supervise or manage (for example, performance reviews, work evaluations and disciplinary measures taken for any valid reason) does not constitute harassment under this policy. 2.4 Psychological harassment is bullying or humiliating behaviour that has the following components: i. Generally repetitive, although a single serious incident of such behaviour may constitute psychological harassment if it undermines the recipient's psychological or physical integrity and has a lasting harmful effect; ii. Hostile, abusive or inappropriate; iii. Affects the recipient's dignity or psychological integrity; iv. Results in a poisoned work environment 2.5 Not all conflict at work constitutes bullying or psychological harassment and it should not be confused with legitimate management actions or normal human conflict. 2.6 Workplace harassment does not include: i. Appropriate direction, evaluation or discipline by a manager or supervisor; ii. Stress associated with the performance of job duties; iii. Friendly teasing or bantering that is mutually acceptable; and iv. Friendly or romantic behavior that is welcome and mutual. 2.7 There are three ways in which a person might suffer discrimination: i. Directly: where a person treats another person unequally or differently because he/she is a member of a group of persons who are identified by a prohibited grounds under the Human Rights Code. ii. Indirectly: where a person causes another person to act on his/her behalf and discriminates against a person because of his/her membership in a group of persons who are identified by a prohibited ground under the Human Rights Code. iii. Constructively: where a neutral requirement, qualifications or factor has an adverse impact on members of a group of persons who are identified by a prohibited ground of discrimination under the Human Rights code. 2.8 Exceptions include: i. The legitimate and proper exercise of the employer's right to supervise or manage (for example, performance reviews, work evaluations and disciplinary measures taken for any valid reason) does not constitute harassment under this policy. ii. Hiring, performance/salary reviews, discipline, transfer, promotion, termination and other career decisions must be based solely on work criteria. 2.9 An employee who believes he/she is being harassed should: i. Make it known that the action is unwelcome and will be reported unless it is stopped immediately. ii. Keep a written record of dates, times, and nature of behaviour and witnesses, if any. iii. If the harassment continues, speak to an uninvolved supervisor and confirm the complaint in writing to the uninvolved supervisor and/or CAO/Clerk. iv. Employees should note that failure to keep a diary of the event may invalidate the complaint but a record will, however, reinforce it. 2.10 Management has the responsibility to respond immediately to complaints of harassment in accordance with the following steps: i. Inform the complainant that an investigation is being conducted; ii. Interview both parties as soon as possible; iii. Interview any witnesses; iv. Interview past and present employees, if necessary, to determine if harassment has occurred; v. Warn all parties that all interviews and information must be kept confidential; vi. Consult the Human Rights Commission, if necessary, before responding to the complaint; vii. Render the decision and discuss the findings with the alleged harasser. 2.11 If the allegations are found to have substance, then management may determine the appropriate level of discipline, up to an including immediate termination of the harasser. If the allegations are found not to have substance, the investigator will maintain a confidential file on the allegations in the CAO/Clerk office. The complainant will be assured that there will be no recrimination because of complaint. 2.12 If an employee is at fault, the employee shall immediately cease the behaviour that the complainant finds offensive and apologize to the complainant. Failure to cease this behaviour will leave the employee vulnerable to a formal complaint and to discretionary action up to and including dismissal if the complaint is substantiated. 2.13 If an employee believes that the complaint is unfounded and/or made in bad faith, discuss the matter with the supervisor. 2.14 If an employee is named as the harasser in a complaint, the investigative procedure for such complaints is a comprehensive one and will involve the supervisor and other parties as deemed necessary. g,AYH. 4,11111kno ► sr,, tuny IsIto. n Corporation of the Municipality of Bayham Policy Name: Violence in the Workplace Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality is committed to prevention of workplace violence and is ultimately responsible for worker health and safety. The Municipality will take whatever steps are reasonable to protect workers of the Municipality from workplace violence. 1.2 This policy applies to all activities that occur while on Municipal premises or while engaging in work-related activities or social events. Any act of violence committed by or against any member of the workplace or member of the public is unacceptable conduct that will not be tolerated. Everyone is expected to uphold this policy and to work together to prevent workplace violence. Section 2 - Procedure 2.1 "Workplace violence" is defined as the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker. It also includes an: i. Attempt to exercise physical force against a worker in a workplace, that could cause injury to the worker; and ii. Statements or behaviour that a worker could reasonably interpret as a threat to Exercise physical force against the worker, in a workplace, that could cause physical injury to the worker. 2.2 The following list of behaviours, while not exhaustive, provides examples of conduct that is prohibited: i. Threatening behaviour—shaking fists, destroying property, or throwing objects; ii. Property damage — theft, destroying property, vandalism, sabotage of equipment, or arson; iii. Verbal or written threats— any expression of intent to inflict harm; iv. Bullying and intimidation; v. Verbal abuse— swearing, insults or threatening language; vi. Psychological trauma — includes stalking; vii. Physical attacks or assaults — hitting, shoving, pushing or kicking; viii. Murder; ix. Sexual Assault; 2.3 Workplace violence can occur at off-site municipal business-related functions, at social events related to work, or away from work but resulting from work, e.g.: a threatening telephone call to an employee's home from a member of the public. 2.4 Any individual who assaults a staff member is liable to be charged under the Criminal Code of Canada and the staff who has been a victim of such violence has the right to bring charges against the aggressor. All staff is entitled to the support outlined in this policy whether or not charges are pursued. 2.5 The workplace includes all locations where business or social activities of the Municipality are conducted. Violence in the workplace may also include incidents that happen away from work (e.g., unwelcome phone calls or visits to a person's home) if it is connected to the victim's employment with the Municipality. 2.6 The term "domestic violence" refers to a broad range of behaviours that may be perpetrated by one person against his or her partner with the aim of securing and maintaining control, power, and/or domination over the partner. Such behaviours include, but are not limited to, coercive physical, psychological, sexual, economic and/or emotional abuse and threats. REPORTING VIOLENCE 2.7 To ensure early identification and prevention of violence in the workplace, all staff are responsible for reporting to their immediate supervisor any incident committed by another staff member, volunteer, co-op placement, student, agents of the Municipality, consultants, and contractors, or a member of the public or Council, that constitutes a potential or actual threat of violence towards a staff member, especially if one or more of the following factors is known to be present or to have occurred (the list is not exhaustive): i. Threatening statements to do harm to self or others; ii. References to other incidents of violence; iii. Intimidating behaviour such as insubordination, open defiance, pestering or confrontational behaviour; iv. History of violent, reckless, or anti-social behaviour; v. Recent marked decline in performance; vi. Major change in personality, mood, behaviour, or standards of personal grooming vii. Obsessions with persons or things, particularly weapons; viii. Experiencing what appears to be serious stress in personal life; ix. Substance abuse 2.8 Such reports may be made confidentially at the staff's request, with the exception of steps taken to ensure the safety of others and the prevention of recurrence. For example, confidentially may not be assured where it becomes necessary for the Municipality to file a police report. 2.9 If you are the victim of, or are a witness to, a violent incident in the workplace, contact your immediate supervisor, or dial 911. 2.10 The Municipality will ensure that this policy is implemented and maintained, and that all workers and supervisors have the appropriate information and instruction to protect them from violence in the workplace. 2.11 Supervisors are responsible for ensuring that measures and procedures are followed by workers and that workers have the information that they need to protect themselves. 2.12 All workers are encouraged to raise any concerns about workplace violence and to immediately report any violent incidents or threats to your supervisor or another member of management. There shall be no reprisal against an individual who, in good faith, reports an incident of violence or participates in an investigation. 2.13 No employee or any other individual affiliated with the Municipality shall subject any other person to workplace violence or allow or create conditions that support workplace violence. An employee that subjects another employee, client, or other person to workplace violence may be subject to disciplinary action up to and including termination. 2.14 Management pledges to investigate and deal with all incidents and complaints of workplace violence in a timely and fair manner, respecting the privacy of all concerned. REPORTING PROCESS 2.15 Employees are to report a situation that he/she believes is workplace violence under this Program. A report may be made by the actual victim of alleged workplace violence; by a co-worker who witnessed the incident(s); or by a third party reporting on behalf of the victim(s). Employees who, with an honest and good faith belief, provide information about behaviour or actions which they perceive as threatening or potentially violent will not be subject to disciplinary or other form of reprisal if their perceptions are not substantiated. However, if it is learned that an employee intentionally made a false report or provided false information regarding the report, disciplinary action up to and including termination may be taken against that employee. 2.16 A report should normally be made as soon as possible after the relevant action or behaviour occurred. Promptness in reporting protects the safety of all employees, as well as the rights of both the person making the report and who is the subject of a report. 2.17 Although an employee may choose to make a verbal report, it is in the best interest of all concerned to provide a written report, which should contain a brief account of the incident, when it occurred, the person(s) involved and the names of witnesses, if any. The report should be signed and dated. An employee making a verbal report may be required to provide their report in writing. 2.18 A report under this Program may be submitted to the supervisor, manager, department head of either the employee who made, or is the subject of, a report, or CAO. If the report is submitted to the supervisor or manager, it shall be referred directly to the department head and CAO within two (2) working days of receipt. CAO will investigate, or assign another senior manager trained in workplace violence investigations to investigate the situation and to report back with recommendations, or retain an external investigator. 2.19 To the extent possible, the investigator shall ensure that the incident is investigated promptly and fairly, in a discreet and confidential manner so as to minimize embarrassment to all parties. The identity of the complainant will be kept confidential to the extent possible during the investigation process 2.20 As soon as is reasonably practicable, the person assigned shall initiate the investigation by meeting with the individual who made the report. The individual may be accompanied by another employee of his/her choice in any meeting with the investigator. The investigator shall confirm receipt of the report, clarify details, and apprise the individual of the steps that will be taken. The Investigator will also make all appropriate inquiries of the alleged victim and/or any witnesses to determine the nature and severity of the incidents alleged. 2.21 After speaking with the applicable department head or designate, the investigator has the authority, subject to applicable laws, to talk with anyone, examine any documents, and enter any work locations that are relevant to the reported incident. 2.22 If Police Services request that the Municipality delay its investigation pending the completion of a police investigation, the investigator will cease his or her investigation until CAO approves of its continuation. 2.23 An employee who is the subject of a report and who refuses to discuss potentially violent behaviour or cooperate in attempts to assess or defuse the risk of workplace violence may, if information is uncovered through fact-finding to establish a reasonable possibility of risk, be suspended without pay and benefits until he/she agrees to cooperate and provides proof of cooperation. Refusal to co-operate may result in dismissal if the employee has received written notice to that effect and has been given a reasonable opportunity to cooperate. 2.24 Interventions that may form part of a risk assessment or plan of action for an employee who is the subject of a report or investigation may include referral to the employee's physician, use of short-term disability plan or temporary leave of absence, referral to counseling and other services, fitness-for-duty evaluation and other appropriate interventions. More serious situations may warrant suspension, obtaining appropriate court orders, and/or police involvement. 2.25 Depending upon the circumstances, the department head or CAO may determine that it is appropriate to physically and/or operationally separate the employee who made, and the employee who is the subject of the report, until the investigation has been completed. In more serious situations, the Municipality may suspend the employee who is the subject of the report pending the investigation. 2.26 Once the investigation is complete, the investigator will submit a confidential written document to CAO. The document will summarize the investigator's findings and conclusions and will recommend corrective action if appropriate. 2.27 A conclusion about whether a specific incident of workplace violence did or did not occur should be based upon the balance of probabilities. If the findings do not support the initial report, the investigator will recommend that no further action is necessary and that the matter be closed. However, if the findings do support the initial report, the investigator will recommend measures to correct the situation. 2.28 The CAO will review the investigator's findings, conclusions, and recommendations, as well as any comments received in relation to it before making a final decision. In cases likely to result in suspension or termination from employment and/or where the respondent has been the subject of several reports, the CAO may approve, change or reject any of the investigator's recommendations. 2.29 In responding to the threat or incident of violence, actions that warrant consideration may include changes to the physical work space, changes to work schedules and/or patterns, changes to procedures to offer better support and protection, withdrawal of services, police intervention and the use of appropriate court orders. 2.30 Employees who are found to be at risk of engaging in violent conduct or who have engaged in violent conduct may be subject to discipline up to and including suspension and/or dismissal if warranted. Employees who engage in repeat violent behaviour after a first incident is reported may be subject to immediate dismissal or suspension pending the development of an appropriate plan of action. Employees who engage in serious violent behaviour may be subject to immediate dismissal for a first incident. 2.31 The appropriate disciplinary action imposed, if any, shall be determined by mutual agreement of CAO and the affected department head(s), based on the particular circumstances of the case. In accordance with the Municipality's disciplinary procedures, no employee shall be suspended without authorization of the applicable department head and no employee shall be discharged without authorization by the CAO. 2.32 Employees who have witnessed or experienced a traumatic event may need special support. Their special needs will be acknowledged and accommodated. The CAO or designate, will coordinate any special assistance that may be required. 2.33 If the employee, who is the victim of the violent activity, does not wish to pursue the matter, then the wishes of the employee are respected, provided that doing so does not compromise the safety of other employees, or the client or premises of the Municipality. X-YHA. glikiwwt VIVO - 7 O 4� �Au'tunity l9' Corporation of the Municipality of Bayham Policy Name: Progressive Discipline Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Municipal Health and Safety policies and procedures have been developed to comply with legislative requirements, and for the protection of employees. Senior staff is responsible to implement and enforce these policies and procedures, and will take appropriate action to ensure that this is accomplished, including corrective action. Section 2 - Application 2.1 For Health & Safety violations Union staff will be subject to progressive discipline pursuant to the Collective Agreement and where the Collective Agreement is silent on the issue will be subject to the Municipality of Bayham Personnel Policy Progressive Discipline procedure. 2.2 For Health & Safety violations non-union staff will be subject to progressive discipline as outlined within the Municipality of Bayham Personnel Policy Progressive Discipline procedure. 2.3 Contractors are subject to cancellation of contract for Health & Safety violations at the discretion of the relevant senior staff. Section 3— Procedure 3.1 The Municipality recognizes that in every organization, discipline is necessary in order to maintain a working environment in which employees willingly and promptly perform their responsibilities and abide by the standards of conduct and other human resource policies. The Municipality may use progressive discipline at its discretion, to alter unacceptable employee behaviour to conform to acceptable work standards. The goals are: i. To provide employees with advance warning that certain actions and/or behaviours are inappropriate and that a positive change is necessary; ii. To ensure fair and consistent corrective action for all employees; iii. To provide written documentation of behavioural or performance issues and the corresponding action that was taken; iv. To inform the employees of consequences of unacceptable behaviour before it happens; v. It is expected that the need for disciplinary action will be minimal. 3.2 Purging of the employees record of discipline after 24 months providing the employee has not had any further disciplinary actions during that period, with the exception of incidences related to workplace violence and harassment. 3.3 The nature of the circumstance will dictate the level of disciplinary action taken and with the discretion of the Manager and/or CAO/Clerk. Disciplinary action may include all or any combination of the following, and is not limited to: i. Informal Discussion: Casual, private discussion between the Supervisor and the employee will result when specific deficiencies in work conduct are noticed. The majority of problems are corrected this way and do not recur. This discussion may or may not be documented depending on the seriousness of the deficiency. ii. Final Verbal Warning: An employee who fails to correct a problem that was discussed informally will receive a verbal warning. This is a serious warning directing the employee to improve the specified problems immediately. It involves a formal discussion in a private area. The Supervisor will outline what the issues are and exactly what must be done to correct them. An action plan of improvement and assistance will be jointly created. The Supervisor will document the discussion, and both parties will sign at the end of the discussion. A copy will be placed in the employee's personnel file and the employee will receive a copy. iii. First Written Warning: If a subsequent violation occurs, the Supervisor will issue a formal written warning with a copy to the employee's file. The employee and Supervisor will meet in a private area to revisit the problem and/or issue, set specific written goals, deadlines and discuss assistance required for immediate improvement. A record of the meeting is prepared which both the Supervisor and employee sign. One copy is given to the employee and one goes to the employee's personnel file. iv. Second Written Warning: The CAO/Clerk is consulted prior to the commencement of this step. A meeting and documentation is completed once again as above, and both parties sign the documentation from the meeting. Included in the second written warning is the possibility of suspension from work with or without pay. v. Final Written Notice: Written notice of termination of employment is given to the employee and the employment is terminated. This step requires the written approval of the CAO/Clerk. vx-YHA weortunity I �{e Corporation of the Municipality of Bayham Policy Name: Health & Safety Communications Date Approved: Date of Last Revision: Section 1 — Policy 1.1 The Municipality of Bayham commits to taking steps to inform staff about health and safety activities and other health and safety information that will assist staff to work more safely. Section 2 — Procedures 2.1 Health and safety will be a topic on the agenda of all Management meetings. Discussion may involve current accident experience, workplace inspection findings, and any other relevant concerns. 2.2 Employees are encouraged to discuss concerns related to health and safety, and input regarding management of these concerns is welcomed. 2.3 Relevant information will be posted on health and safety bulletin boards and/or so that all staff members have access to the information. 2.4 Publications such as memos, reports, and flyers will be posted on health and safety bulletin boards. 2.5 Each new employee will receive an orientation on health and safety rights and responsibilities, as well as specific safety expectations on their jobs. 151511(11.44-1 41P11.11 ojhrimpo 46 Pp°i`tunity IS ' Corporation of the Municipality of Bayham Policy Name: Posted Materials Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Posted health and safety materials meet legislated requirements, and are readily accessible to all employees. Section 2— Procedure 2.1 The following documents are posted in each workplace: i. Occupational Health and Safety Act and applicable Regulations; ii. Any available explanatory material that is prepared by the Ministry of Labour iii. Workplace Safety and Insurance Board (WSIB) injury reporting poster (Form 82) iv. First Aid requirements and certificates (First Aid Regulation 1101) v. WHMIS regulation and applicable Material Safety Data Sheets (MSDSs) vi. The Municipality of Bayham's Health and Safety Policy vii. Names and work locations of Joint Health and Safety Committee members if applicable viii. Names and work locations of Health and Safety Representatives, if applicable ix. Joint Health and Safety Committee minutes, if applicable x. Workplace Inspection reports xi. Ministry of Labour reports/orders xii. Reports of testing that has been done in the workplace (e.g. noise, air quality, etc.) xiii. Workplace incident summaries xiv. Emergency phone numbers (e.g. Police, Fire, Ambulance, Ministry of Labour, etc.) xv. Floor plan of the site marked with location of emergency exits and equipment xvi. Any other health and safety information that will assist in preventing injuries 2.2 Health and safety bulletin boards are installed in each work location for posting of this information. 2.3 The Joint Health and Safety Committee members inspect bulletin boards during their monthly inspections, to ensure that all postings remain current. 15XYllitdif 13.1111111166 1310. 0 4p�r'tunity l ' Corporation of the Municipality of Bayham Policy Name: Continuous Improvement Plan Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality of Bayham commits to regularly reviewing health and safety programs to determine the status of controls and to determine whether further action is required. Section 2— Procedure 2.1 Annually, the entire health and safety program is reviewed to ensure that it remains current and is in compliance with applicable legislation and best practices. 2.2 The administrative review consists of a complete examination of written policies and procedures, as well as an inspection of all facilities and past year suggestions. 2.3 The CAO ensures that the assessment is followed up, recommendations are considered and corrective action is carried out. 2.4 Staff may submit comments for plan improvement to the JHSC at any time throughout the year. Section 3 - Communication 3.1 The results of the annual review and annual Municipal Health & Safety Policy Statement are posted on health and safety bulletin boards. vox-YHA/1f 4911111 tor rev - 0 {4" PAui'tunity isYu� Policy Name: Hazard Analysis Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 In order to plan an effective health & safety program, it is necessary to first identify hazards and prioritize them. 1.2 The Municipality of Bayham commits to documenting hazards in all departments, and analyzing their significance using a recognized and proven process. Section 2 - Definitions 2.1 Hazardous Condition: A condition or practice with the potential to cause accidental loss. Absence of or defect in any equipment or protective device that may endanger himself or another worker; or any contravention of the Occupational Health and Safety Act or Regulations or the Corporation's Health and Safety policies. 2.2 Hazardous Acts: Acts that include using equipment in an unsafe or careless manner, or not using personal protective equipment (PPE) as required. Section 3 - Procedure 3.1 Each department identifies all equipment and process hazards within their operation. 3.2 These hazards are documented on the Workplace Hazard Analysis Form. 3.3 Steps in Completing a Workplace Hazard Analysis Select a job, occupation, or common hazard. Use injury/incident reports, workplace inspections findings, and hazard reports to assist in identifying priorities. ii. Break down each job into steps, and list steps in sequence. iii. Identify the potential risk factors at each step, taking into consideration all the contributing factors: people; equipment; materials; environment; and process. Categorize the hazards as Biological, Chemical, Ergonomic, Physical, Psychosocial, or Safety. iv. Assess each hazard as High (immediately dangerous to life or health); Medium (medium term potential for non-life threatening injury or illness); or Low (long term potential for light injury or illness). v. Examine controls. Identify procedures or modifications needed to eliminate or control each hazard. Controls may involve changes to people; equipment; materials; procedures; tools; systems; or processes. Controls can include preventive maintenance, procedure development, training, personal protective equipment, job rotation, engineering, and inspections. All hazards that have been identified as 'High Risk' require a Standard Operating Procedure and training. vi. Validate the analysis. Implement controls and confirm that they are effective by observing the task in operation. Get feedback from employees who perform the job, and make sure new hazards have not been created. vii. Evaluate. This is done every three years, or sooner if injuries occur, the job tasks change, or new equipment is introduced. Corporation of the Municipality of Bayham WORKPLACE HAZARD ANALYSIS FORM INSTRUCTIONS STEP 1: Complete this form—Columns A to H. Print clearly. Use additional forms if necessary. STEP 2: Determine the Control(s)for the hazard and complete the Controls Action Plan. __ _ ASSESS CONTROL C D E F G H RECOGNIZE Identify things in place now which WH control, eliminate or reduce, the ' exposure to the hazard — such as A—Work Process, Work Area or Job B - Potential Hazard Description `° d x guards, procedures, checklists, List either a process(ex.Shipping),a work Ask yourself—What could happen while doing this ›, .,� training, signs, personal protect- areaarea (ex. Kitchen)or a job(ex.Cashier). Do job? Ex. Fall,cut, burn,struck by object,workplace P :- ' tive equipment,etc_. your homework—look at history,reports, illness,strain,etc. Identify the potential hazard or o documentation,talk to employees,etc. accident.A hazard is something with the potential . o °' to cause harm or injury.Consider all contributing W 0 4 o To complete Step 2: Determine factors(PEMEP): People, Equipment, Materials, U Controls — Action Plan — refer to the Resource Guide. Environment, Process. Location/Dept. Completed By: Date: Hazard Analysis (Process Description) Columns C&D–Exposure&Occurrence: select the description (1-5)below that Column F–Determination of Risks is the combination of probability of an injury/illness and the best matches the frequency of exposure and likelihood of occurrence of the hazard. potential consequences if it should occur(i.e.)loss to people, property or environment. Select the description (105)below that best matches the consequence if an accident should happen C. Likelihood of Exposure D. Likelihood of Occurrence involving the hazard. 1 -Continuous 1 -Very likely(has happened/is expected) E. Probability F. Consequences 2- Frequent(daily) 2- Likely(probable–it could A–common of repeating occurrences 1 -fatality of permanent disability, happen) ÷ significant loss 3-Occasional (once/week) 3- Rare(seldom but possible) B–known to occur, or"it has happened" 2-serious injury or illness w/lost 4- Unusual (once/month) 4-Very rare(very seldom but time or other loss possible) C–could occur or"I've heard of it 3-moderate injury or illness w/loss 5- Rare(once/year) 5-Very unlikely(slight possibility) happening" time or other loss 6-Very rare(yearly or less) 6-Practically Impossible D–not likely to occur 4-minor injury or illness w/o lost time or other loss E–practically impossible 5–no injury or illness, lost time or Exposure (1-6)+Occurrence ((1-6)= Probability(A-E) other loss Column E–Probability is the combination of likelihood of exposure and the Probability+ Consequences =Determination of Risk(1-25) likelihood of occurrence. Locate the number(1-6)down the left side of the chart that describes the likelihood of exposure of the hazard. Locate the Probability number that describes the likelihood of occurrence across the top of the chart. w A B C D E The box where they meet(A-E)is the probability rating. a 1 1 2 4 7 11 cr 2 3 5 8 12 16 Likelihood of Occurrence °n' 3 6 9 13 17 20 1 2 3 4 5 6 a 4 10 14 18 21 20 o 1 A A B C C D 0 5 15 19 22 24 25 o = 2 A B B C _ D D — o 2 o 3 B B C D D D Column G–Risk Rating is the number where the probability letter meets the consequence Y w 4 B C C D D E number on the above chart. The risk rating (H, M, L)helps determine the priority for determining * . 5 CCD D E E controls. 6 C D D E E E High = 1-6: serious to significant hazard–a high priority for immediate controls or elimination Medium=7-15: moderate hazard–medium priority for controls as soon as possible Low= 16-25: minor hazard–lower priority for controls after higher priorities g,AYH 4 Pilfr4.°""% OWIN°r40, 4LIF - P°- tunity IsIt6t15- Corporation of the Municipality of Bayham Policy Name: Refusal to Work— Health &Safety Danger Date Approved: Date of Last Revision: Section 1 - Policy 1.1 An employee of the Municipality may refuse to work when he/she has reason to believe work is likely to endanger himself/herself or another person according to Section 43(3) of the Occupational Health and Safety Act (OHSA). 1.2 The right to refuse applies when: i. The equipment or machinery to be used is likely to endanger self or other workers. ii. The physical condition of the workplace or workstation is such that it is likely to endanger self or other workers. iii. A worker has reason to believe that he or she may be endangered by workplace violence. iv. The equipment to be used, or the physical condition of the workplace is in contravention of the OHSA, and that such contravention is likely to endanger self or other workers. 1.3 The right to refuse may not apply when: i. The circumstances of the health and safety concern is inherent in the nature of the work, or is a normal condition of employment. ii. The employee's refusal is likely to endanger the life, health, or safety of another person. 1.4 Any employee who refuses to work for reason of Health/Safety must immediately report the situation to his/her Supervisor. 1.5 The Supervisor will contact the Health & Safety Coordinator. The Supervisor must investigate as soon as possible and attempt to resolve the situation in the presence of the employee who has refused to work and the Health & Safety Coordinator. 1.6 While the investigation is being conducted, the worker shall remain in a safe place as near as reasonably possible to his/her workstation or work location. 1.7 If the Supervisor determines that the situation is not likely to endanger the worker; the refusing worker is directed to return to work. 1.8 If the situation is determined by the Supervisor to be unsafe, or in contravention of the Occupational Health and Safety Act, appropriate corrections are made before the worker returns to that job. 1.9 Pending the investigation and decision of the Supervisor, the worker remains in a safe place as near as reasonably possible to his or her workstation during normal working hours, unless the employer chooses to assign the worker reasonable, alternate work. 1.10 Pending the investigation, and decision of the Supervisor, another worker may be asked to perform the work in question, but only if that worker has been informed of the refusal and the reasons for it, in the presence of the JHSC member, Health and Safety Representative, or a worker who has been selected by workers. The second worker has the same right to refuse as the first worker. 1.11 Those involved in a Work Refusal are deemed to be at work and are paid according to their normal rate of pay for the time spent in carrying out their duties. 1.12 Where the employee continues to refuse work, the Supervisor will notify the Health & Safety Coordinator, who in turn may notify the Ministry of Labour. 1.13 When the Ministry Inspector arrives the Supervisor, the employee who has refused work, and the Health & Safety Coordinator will be present at all times during the investigation. 1.14 The Inspector's report must be posted in the workplace and copies provided to: The employee who refused work, ii. The Senior Manager, iii. The Health & Safety Coordinator. Section 2— Documentation 2.1 The Supervisor (or designate) that conducts the initial investigation must document the following on the Refusal to Work Form: Time of refusal ii. Reason for refusal iii. Time of initial investigation iv. Time of initial decision v. Name of replacement worker (if applicable) vi. Time of replacement (if applicable) vii. Name of person advising replacement worker of refusal and reasons viii. Names of those present when replacement worker was advised ix. Location of the person refusing while awaiting the Ministry of Labour Inspector's arrival x. Time of the Ministry of Labour Inspector's arrival xi. Ministry of Labour decision xii. Any happenings that follow $AYHA -4I0I �,, WilPr pA°'tunity Is'1-64 REFUSAL TO WORK FORM SECTION 1 — EMPLOYEE CONCERN Employee Name Job Assigned Supervisor Date of Refusal Time of Refusal Reasons for Refusal g,AYHA.l? OA; v% PPottunity Is.,(0�4- e SECTION 2 — SUPERVISOR'S RESPONSE Date & Time of Supervisor's Investigation Date & Time of Supervisor's Decision Outcome of Supervisor's Investigation (Circle choice that applies) A) Job is Not Safe — Employee reassigned and area tagged out B) Job is Not Safe — To be made safe by recommended actions listed below C) Job is Felt to be Safe Recommendations: In the event of response B) or C) the employee will sign one of: 1) I agree that my health & safety concern has been addressed 2) I do not agree that my health & safety concern has been addressed 4011ripplhollowSo„,,,, 01)414; V% (:)pAottunity Is IC4)** SECTION 3 — MINISTRY OF LABOUR NOTIFICATION Date and Time the Ministry of Labour Notified Duties Assigned to Worker While Awaiting the Ministry of Labour Inspector's Arrival Ministry of Labour Decision Inspector's Name Date: g,AYHA.l? 01411. 1"k SpA411111111111 "-Unity Is'0"" SECTION 4 - TO BE USED WHEN ALTERNATE WORKER ASSIGNED Name of Replacement Worker(If applicable) Time of Replacement Name of Person Advising Replacement Worker of Refusal and Reasons Name of Person Present When Replacement Worker Advised I have been informed of the work refusal on this job assignment and the reasons for it. I understand my right to refuse this assignment for the same or different reasons than stated above. I I I agree to do this job. Signature of Worker: I refuse to be assigned to this job due to a health & safety concern. Signature of Worker: Date: Distribution: ❑ Administrator ❑ Health and Safety Representative ❑ Joint Health and Safety Committee ❑ Worker $AYH.A4? 11%miir4 4redr 4111W O4-Por.:.unity Is"104: Corporation of the Municipality of Bayham Policy Name: Personal Protective Equipment Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality provides specified safety equipment to employees. Employees must use safety equipment whenever necessary. Not using this equipment is grounds for disciplinary action and repeated offences may result in termination. 1.2 When workplace hazards cannot be controlled at the source, employees of the Municipality of Bayham wear personal protective equipment (PPE) that is appropriate to the hazard and the degree of risk. Section 2 - Procedure 2.1 Personal Protective Equipment is required, as follows: Head protection is worn where a worker is exposed to the hazard of head injury. a. All workers involved in construction and maintenance work wear CSA approved head protection. b. Hard hats are not to be drilled, painted, or stencils applied. c. Hard hats are not to be worn in a reversed manner. ii. Eye protection is worn where there is a hazard of eye injury. a. Examples include chipping, cutting, drilling, exposure to acids or other corrosive chemicals, exposure to dirt or dusty conditions, sandblasting, spray painting, welding. iii. Foot protection is worn where there is a hazard of foot injury. a. All workers wear CSA approved steel-toed boots or shoes with puncture resistant soles when working on construction sites, roads, or road allowances. b. Laced boots must remain laced at all times to provide full support and protection. iv. Hearing protection is worn whenever there is a risk of damage to hearing from noise exposure. a. Hearing protectors are always worn when sound levels are 115 decibels or more. Workers also wear hearing protection when the daily or weekly exposure exceeds 90 decibels. (Industrial Regulation Sec. 139) v. Respiratory protection is worn when workers are likely to be exposed to dangerous gases, fumes, vapours, or dust. a. Respirators must be appropriate for the type of exposure, and fit properly. Workers wear air-supplied respirators when the risk of deficient oxygen exists. vi. Protective clothing is worn when there is a risk of exposure of the to a hazardous gas, liquid, fume, or dust; a sharp or jagged object that could puncture the skin; a hot material that could burn the skin; radiant heat; potentially infectious body fluid; or vibration. a. Impermeable gloves are worn when handling materials that could injure the skin or be absorbed through the skin. b. Coveralls may be worn to reduce the risk of exposure to hazardous materials through personal clothing. c. Workers who are involved in construction and maintenance work wear CSA approved reflective vests, or equivalent clothing, when working on roadways. 2.2 Personal protective equipment must meet health and safety legislated requirements and accepted standards (e.g. Canadian Standards Association — CSA, National Institute for Occupational Safety and Health — NIOSH, National Fire Protection Association — NFPA, etc.). 2.3 Supervisors identify and document jobs and tasks that require personal protective equipment (PPE), and the types of protection that are needed. Identification is achieved through: Reviews of job demands analyses; ii. Hazard analyses; iii. Workplace inspections; iv. Legislation reviews; v. Accident investigations, and vi. Any other means that provides information regarding what protective equipment is required or recommended. 2.4 Each supervisor identifies the types of PPE required for employees prior to each job assignment, and supplies the necessary equipment. 2.5 Personal protective equipment is fit to the individual wearing it, so that it provides adequate protection. PPE Standard Who Wears When Worn Who Replacement Supplies Hard Hats CSA Supervisors When exiting Municipality As needed to Standard when on-site. vehicle or meet safety Z94.1-1.92 All P.W. staff. heavy standards All W/WW staff equipment to ANSI enter Standard Parks & Rec construction Z89.1 — 1997 staff project worksite Steel Toed CSA All P.W., Parks All at all times. Municipality As per Footwear Standard & Rec., Collective Z195 employees. Agreement Green Patch Managers ANSI-Z41- when on-site 1999 All W/WW staff Safety CSA Z96-02 All P.W. and At all times. On Municipality As needed to Vest ANSI Class 2 Parks & Rec a construction meet safety Level 2 employees site. standards or Managers When working replace PPE when on-site on a when (minimum construction damaged or requirement) project or near torn. All W/WW staff highway traffic Hearing CSA All P.W., Parks When operating Municipality As needed to Protection Standard & Rec equipment that meet safety Z94.2-94 employees. produces standards or All W/WW staff sound levels in replace PPE excess of 85 when dB over 8 hours damaged or (e.g. chain torn. saws) Eye CSA All P.W, Parks When operating Municipality As needed to Protection Standard & Rec a chain saw— meet safety Z94.3-99 Employees includes a face standards or ANSI All W/WW staff shield attached replace PPE Standard to a hard hat. when Z87.1-1989 damaged or When there is a torn. risk of eye damage. — handling chemicals such as GEOMELT, cleaning washrooms etc. PPE Standard Who Wears When Worn Who Replacement Supplies Chainsaw Trousers or Any employee When operating Municipality Will replace Pants Chaps with operating a chainsaws after Sewn-in Chainsaw examining ballistic nylon current ones pads ASTM F1897-98 Gloves Leather Chainsaw When operating Municipality Will replace gloves with Operators chainsaws (all gloves) after ballistic nylon All Public When adding examining reinforcement Works and chemicals, current ones. on the back Parks & Rec cleaning Leather work employees When work As current gloves All W/WW staff being done pair gets torn carries a risk of or worn from cutting, use. burning, or Non-latex puncturing skin vinyl gloves Replace after each use New gloves Fuelling to be applied Related Duties for each procedure and used gloves to be disposed of in trash. Fall Arrest CSA All Staff When work Municipality To meet Equipment Standard All W/WW staff being done current Z259 Series carries a risk of standards, or falling upon inspection of the supervisor PPE Standard Who Wears When Worn Who Replacement Supplies Bug Repellent All Staff When work Attire is Will replace Protection and working being done employee's repellent as appropriate outdoors in bug carries a risk of responsibility needed when attire (i.e. season exposure to current long sleeves bug bites. container is and long empty. pants) Sun SPF30 and All Staff When work is Attire is Will replace Protection appropriate working done in the employee's sunscreen as attire (i.e. outdoors in outdoors where responsibility needed when long sleeves summer sun exposure is current and long season a hazard. container is pants) empty. Drowning Transport When work is Municipality Supervisor Protection Canada being done that will replace approved Life carries a risk of after Jacket falling into examining liquid deep current ones. enough to result in drowning. Respiratory CSA All staff When Municipality Supervisor Protection Standard — legislative will replace Z94.4 requirements after demand examining current mask. vox-YHA/1f -19111- 04160iip, {4" PPur'tunity isYu� Corporation of the Municipality of Bayham Policy Name: First Aid Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality of Bayham is committed to meeting all legislated requirements with regard to first aid needs for its employees. Section 2— Procedure 2.1 The Workplace Safety and Insurance Board's (WSIB) Regulation 1101 is used as the basis to determine first aid requirements for the Municipality. 2.2 First aid kits are located in each work location, and one is placed in each vehicle or piece of equipment, when it is being operated; or on each job site where employees are working. 2.3 Where possible, two persons per shift are trained and available to provide first aid in the event of an injury. These individuals have ready access to the first aid kit in their area. 2.4 Details of all injuries are recorded on a first aid treatment log that is kept with each first aid kit. 2.5 Health and safety representatives and supervisors review the first aid treatment log for their area during monthly inspections. 2.6 If an injury requires treatment by a recognized health care professional, and/or the injured worker will lose time from work, a WSIB Form 7 is completed. 2.7 Injuries are investigated according to the guidelines outlined in the Municipality's Injury/Incident Investigation policy. 2.8 First aid kits are inspected monthly, and supplies are replenished as needed. Only those items that are listed in Regulation 1101 are placed in the kits, other than the addition of protective gloves and mask. 2.9 When an employee is injured at work, the Municipality provides transportation to the treating facility, doctor's office, or the worker's home, if required, as appropriate. 2.10 If an injured worker refuses treatment, that fact is noted and the supervisor determines whether that employee can complete the workday. 2.11 If an employee requires treatment beyond first aid, all required documentation must be completed for the Workplace Safety and Insurance Board. In addition, all requirements of Bayham's Injury/Incident Investigation policy must be fulfilled. g,AYH.A.4 wet lir', Pp„ unity Islt° First Aid Treatment Form EMPLOYEE NAME JOB DUTIES/TITLE LOCATION OF ACCIDENT/INJURY DATE/TIME OF INCIDENT DATE/TIME REPORTED WITNESS(1) WITNESS (2) NATURE OF INJURY—Employee's Description: FIRST AID- Details of Injury and Treatment: DATE/TIME FIRST AID GIVEN: TREATED BY WHOM—Signature of First Aider: ❑Worker Returned to Work ❑Worker Was Transported to Receive Medical Care ❑Worker refused treatment: (Employee to sign) 0 Other: (Specify) VpN-Y114141- 41:1purtunity Is�o� Corporation of the Municipality of Bayham Policy Name: Visitor-Volunteer Accident Date Approved: Date of Last Revision: Section 1 - Procedure 1.1 Immediately secure any required first aid / health care / medical treatment (provided by registered staff where applicable) for the injured patron/visitor or volunteer. The employer will arrange for any transportation that may be required. 1.2 Once the injured patron/visitor/volunteer has been removed from the area, cordon off the accident area and ensure no further access to the area until the hazard has been cleared. 1.3 Identify potential witnesses. Ask them to write down a detailed report — individually. This should occur as soon as possible following the incident. Create a list of witnesses approached — names, addresses and phone numbers. Ask all witnesses to remain at the location until you have had a chance to receive and review their written report. 1.4 Complete the Patron/Visitor/Volunteer Accident Form with as much information as possible. 1.5 Should the injured patron/visitor/volunteer refuse first aid or medical treatments ask them to sign the form. Should they refuse to sign, note exactly what was stated by the patron/visitor/volunteer on the form. 1.6 Contact the Supervisor or Department Manager as soon as possible. 1.7 Send the original document to the Department Manager as soon as possible. 1.8 The Health & Safety Representative will follow up with the patron/visitor/volunteer to see how he/she is feeling. Should there be any reason to believe that further legal action will be sought by the patron/visitor/volunteer the CAO will be contacted immediately. g,AYH.A.11- Pp ui'tunity Is Patron/Visitor/Volunteer Accident Form Date: Location: Time: a.m. p.m. Time EMS activated: a.m. p.m. Time EMS arrived: a.m. p.m. Ambulance Name: Badge#: Police Name: Badge#: Fire Name: Badge#: Destination (Hospital): (Home): **************************************************************************************************** Name: Age: Sex: M F Address: City: Postal Code: Telephone: ( ) Family Contact: Relationship: Is this person a (check one): Patron: Visitor: Volunteer: Medical Aid (Check one) Accepted Refused Signature if refused (Guardian if under 18 years of age) Witness Name: Sex: Address: City: Postal Code: Telephone: ( ) Witness Name: Sex: Address: City: Postal Code: Telephone: ( ) Description of Injury(location, appearance, etc.): Details of Accident: Observed condition of the patron/visitor/volunteer when you arrived on the scene: Cause of Injury: Treatment Provided: Personal Belongings Collected? Yes ❑ No ❑ Surrendered to: Person Completing Form: Telephone: Signature: Date: Notified: Supervisor Yes ❑ No ❑ Time: a.m./p.m. Manager Yes ❑ No ❑ Time: a.m./p.m. Property Manager(if not County owned) Yes I=1 No CI Time: All Follow-up Calls to be Completed by CAO Follow-up Phone Calls: 1st Attempt Date: Contact's Name: Subject's Condition: Completed By: **************************************************************************************************** 2nd Attempt Date: Contact's Name: Subject's Condition: Completed By: **************************************************************************************************** 3rd Attempt Date: Contact's Name: Subject's Condition: Completed By: g,AYH.A4. 13.1111111166 o„ p�r'tunity l ' Corporation of the Municipality of Bayham Policy Name: Incident/Accident Reporting & Investigations Date Approved: Date of Last Revision: Section 1 - Policy 1.1 All injuries and near miss accidents, no matter how minor, shall be reported by the employee to his/her immediate Supervisor, as soon as possible. 1.2 It is the employee's responsibility to immediately notify their Immediate Supervisor as soon as possible after an accident occurs. Section 2—Definitions Critical Injury: as defined by the Occupational Health and Safety Act Reg.834/90. and further defined in this policy. First Aid: immediate treatment given to an injured individual to reduce suffering and/or preserve life. Incident: an unplanned event that interrupts the completion of an activity, and that may result in injury or property damage. Injury: damage or harm to the structure or function of the body caused by an outer agent or force, which may be physical or chemical. Near-Miss: an undesired event that, under slightly different circumstances, could result in harm to people, damage to property, loss to process, or harm to the environment. Health Care: treatment that can be given only by a recognized health care professional (doctor, nurse practitioner, physiotherapist, chiropractor, or dentist) beyond first aid. Lost Time: loss of time from work after the day of injury. Occupational Illness: an illness that results from exposure to a physical, chemical, or biological agent in the workplace, to an extent that normal physiologic mechanisms are affected and the health of a worker is impaired. Property Damage: an incident that results in damage to equipment, buildings, or other objects. Section 3- Procedure 3.1 To minimize the occurrence of incidents and injuries in the workplace, the Corporation of the Municipality of Bayham thoroughly investigates the following situations and identifies and implements corrective measures. All workplace incidents causing personal injury that result in workers seeking health care (a doctor, nurse, chiropractor, physiotherapist, optometrist, or dentist) and/or lost time; ii. Injuries that require first aid, where quarterly reviews indicate a need; iii. All critical or fatal injuries (according to Ministry of Labour guidelines); iv. Property damage over$500.00; v. Spills or releases of hazardous chemicals; vi. Fires/explosions; vii. Acute or chronic illnesses that could be related to work; viii. Near misses with potential for serious loss 3.2 All incidents and injuries are investigated at the earliest opportunity; ideally within 24 hours. 3.3 The Supervisor, or designate, proceeds to the scene of the Injury/Incident as soon as possible (ideally within 2 hours, but at least within 24 hours) and conducts a thorough investigation. Steps include: Response Ensure the injured worker receives appropriate first aid and medical care; ii. Assume control of the site as soon as possible and maintain control until it is released; iii. Contact the Director of the department where the injury occurred, as well as the Chief Administrative Officer (CAO) in case of a serious or critical injury; iv. A Health & Safety Representative, worker member of the JHSC, or other worker representative, may also be contacted to assist. Collect Information Observe and measure physical details of the site, take pictures, make drawings diagrams etc.; ii. Interview the injured employee and any witnesses, as well as anyone else that might have relevant information (e.g. emergency response personnel, suppliers, etc.); iii. Collect appropriate background information; iv. Examine equipment, materials, substances, and tools that may have been involved v. Describe conditions that existed at the time of the Injury/Incident that might have contributed to it; vi. Describe factors such as faulty equipment, poor training, poor ergonomic design, etc. vii. Describe what people were doing at the scene that might have contributed to the Injury/Incident; viii. Identify primary and secondary unsafe actions ix. Identify primary and secondary hazardous conditions, along with time lines and designated responsibility Analyze Information Identify primary and secondary causes ii. Make written recommendations for remediation/prevention Write Report Document findings and recommendations clearly and completely on The Municipality of Bayham's Injury/Incident Investigation Report ii. Forward completed form to Human Resources for processing and distribution, as appropriate Follow-up The purpose of follow-up is to: a. Determine whether remedial actions are being implemented b. Evaluate the effectiveness of remedial actions c. Include discussion of causes and remedial action in staff meetings 3.4 The CAO provides leadership, reviews reports to determine whether they are complete, seeks additional information if required, and forwards Form 7s in the case of a health care or lost time injury 3.5 The Manager or Superintendent of the department where the incident occurred, or designate, contacts the Ministry of Labour in case of a critical injury; or other outside agencies as appropriate (e.g. Ministry of the Environment in case of a spill) 3.6 The Joint Health and Safety Committee (JHSC) and Health and Safety Representatives review Injury/Incident information that has been forwarded by the Administrator, and may make additional recommendations regarding correction of hazards, and monitor the implementation of corrective measures in their department. 3.7 The results of investigations are discussed during staff meetings so that everyone can benefit from the recommendations. Results may also be posted on bulletin boards. 3.8 Critical Injuries must be investigated according to strict criteria laid down by the Occupational Health and Safety Act, and must involve the Ministry of Labour. (See Critical Injuries Investigation Procedure, which follows.) Section 4— Critical Injury 4.1 Critical Injuries are defined in the Occupational Health and Safety Act (Reg 834), and procedures for handling them have been prescribed in legislation. A critical injury is one which: i. Places life in jeopardy ii. Produces unconsciousness iii. Results in substantial loss of blood iv. Involves a fracture of a leg or arm, but not a finger or toe v. Involves the amputation of a leg, arm, hand, or foot, but not a finger or toe vi. Consists of burns to a major portion of the body vii. Causes the loss of sight in an eye 4.2 In dealing with a critical injury, the following steps are taken: i. The first priority is for emergency treatment to be obtained as quickly as possible. ii. The superintendent makes an assessment regarding whether the injury is "critical". iii. The superintendent notifies the manager of the department and/or the Administrator where the injury occurred and a health and safety representative, or worker representative on the JHSC. The CAO, or designate, notifies the Ministry of Labour. iv. The Ministry of Labour Inspector investigates the injury in the presence of, or in consultation with, a health and safety representative or worker member of the JHSC, the injured person's supervisor, and any other individual who might be able to contribute because of specific expertise. v. The Injury/Incident site is not disturbed until the Inspector has given permission to do so. Exceptions include saving a life, preventing further damage to equipment or property, or maintaining an essential public service. vi. The superintendent implements any measures recommended, to prevent a recurrence. vii. Superintendents and health and safety representatives or worker members of the JHSC monitor the implementation and effectiveness of preventive measures. Incident/Accident Investigation Report LAST NAME FIRST NAME ADDRESS CITY/TOWN POSTAL CODE DEPARTMENT/POSITION LOCATION OF ACCIDENT/INJURY LENGTH OF TIME IN THIS POSITION DATE/TIME OF INCIDENT DATE/TIME REPORTED WITNESS(1)(Name and Contact Information) WITNESS (2)(Name and Contact Information) Injury Data Injury/Incident Type QAbrasion QBruise QBurn QForeign Body QFracture QLaceration QStrain/Sprain Qlllness QFire/Explosion QSpill QNear Miss QProperty Damage QCritical Injury/Fatality QOther(Explain) Accident/Injury Data Describe in Detail How the Injury/Incident Occurred(Attach Diagram if Appropriate): FIRST AID- Nature of Treatment: TREATED BY WHOM—Signature of First Aider: DATE AND TIME OF FIRST AID TREATMENT: FOLLOW-UP ADVISED OR ARRANGED: E Return To Work Seek Health Care Beyond First Aid Report To Hospital ❑Other(Specify) NAME OF TREATING HEALTH CARE PROFESSIONAL/HOSPITAL(doctor, nurse, chiropractor, physiotherapist, optometrist,dentist)—if appropriate: Body Part Injured OUpper Back QLower Back OUpper Arm QLower Arm OElbow OWrist tHand/Fingers OUpper Leg QLower Leg OKnee OFoot/Toes OHip OHead [deck OEye OShoulder OMultiple Sites OOther(Explain) Severity of Injury OFirst Aid OHealth Care OLost Time Describe Hazardous Acts and Conditions That May Have Led to the Injury/Incident People Materials Equipment Environmental Process Cause Analysis What Are the Reasons the Above Hazardous Conditions or Acts Exist? Action Plan What Action Has Or Will Be Taken To Prevent A Reoccurrence?(See Corrective Action Form) Corrective Action Form Completed: ❑Yes No Signatures Investigation Done By(Supervisor Signature: Date: Human Resources Manager Signature and Date: CAO Signature and Date: JHSC/Health and Safety Representative Signature (if participated in the investigation): DISTRIBUTION: ❑Human Resources ❑CAO ['Health and Safety Representative EJHSC Co-chairs Incident/Accident Investigation Report - Worker Statement Form DATE OF INJURY / INCIDENT: LOCATION #: NAME OF WORKER: DATE: NAME OF INTERVIEWER: DETAILS OF INTERVIEW: SIGNATURE OF WORKER: SIGNATURE OF INTERVIEWER: Incident/Accident Investigation Report - Witness Statement Form DATE OF INJURY/ INCIDENT: LOCATION: NAME OF WITNESS: DATE: NAME OF INTERVIEWER: DETAILS OF INTERVIEW: SIGNATURE OF WITNESS: SIGNATURE OF INTERVIEWER: Incident/Accident Investigation Report - Scene Assessment Form DATE OF INJURY/ INCIDENT: LOCATION: The following have been used to document the scene: ❑ Photographs ❑ Sketch ❑ Narrative ❑ Movie ❑ Other(Describe) Sketch of Scene: Incident/Accident Investigation Report - Corrective Action Form DATE OF INJURY/ INCIDENT: LOCATION (Dept.) #: CORRECTIVE ACTION TAKEN (As indicated on the Injury / Incident Investigation Form): Recommendation Date Assigned to Action Taken Who Date Completed Completed g,AYH. ► 4,11111kno -limilla sr,, tunny Is.iot46 Corporation of the Municipality of Bayham Policy Name: Workplace Inspections Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Workplace inspections are performed on a regular basis, to identify hazards, monitor health and safety conditions and programs, and meet legislated requirements. Section 2— Procedure 2.1 Health and Safety Representatives perform inspections of workplaces monthly. 2.2 Health and Safety Representatives who conduct inspections record all findings on Bayham's digital Workplace Inspection Checklist. 2.3 In addition to recording hazardous conditions, the number of contacts with, and observations of, workers is documented. 2.4 Findings that require correction are automated and transferred to the Workplace Inspection Report and sent to Management via Laserfiche for follow up, assessment and where applicable corrective action. All steps are documented via Laserfiche. 2.5 During inspections Health and Safety Representatives will ensure that items to be inspected include: i. Health and safety hazards; ii. Equipment maintenance issues; iii. Completion of previous issues noted on past inspection forms; iv. Hazard control effectiveness, training needs; and v. Housekeeping issues. INSPECTIONS BY SUPERVISOR: 2.6 The supervisor will complete a daily visual inspection and a monthly inspection. 2.7 Daily visual: i. Identify health and safety hazards, equipment maintenance issues, hazard control effectiveness and housekeeping problems. ii. Record any issues found and remedial action taken in Supervisor's notebook. 2.8 Monthly: i. Identify health and safety hazards, equipment maintenance issues, hazard control effectiveness and housekeeping problems. ii. Document the monthly inspection including deficiencies and corrective action taken on the Workplace Inspection Recording form. INSPECTIONS BY WORKER HEALTH AND SAFETY REPRESENTATIVE: 2.9 Monthly, the Health and Safety Representative will conduct workplace inspections. 2.10 The purpose of the inspection is to identify: i. Health and safety hazards, ii. Equipment maintenance issues, iii. Completion of previous issues noted on past inspection forms, iv. Hazard control effectiveness, v. Training needs and vi. Housekeeping issues. 2.11 The Health and Safety Representative shall: i. Prepare for inspection by reviewing previous reports. ii. Be familiar with the work processes and work areas. iii. Review workplace requirements as necessary (e.g. standard procedures, training records, etc.) iv. Wear the required Personal Protective Equipment (PPE). v. Use Monthly Workplace Inspection Recording Form as a guide to ensure a thorough inspection. vi. Check to see if previous actions are complete. vii. Recognize good practices and adherence to procedures. viii. Provide suggestions for resolving items noted on the inspection to be documented on the Workplace Inspection Recording Form. ix. Take corrective action immediately when possible/necessary. x. Submit the Workplace Inspection Recording Form to the Employer once the inspection is complete. 2.12 The Municipality will review the Workplace Inspection Recording Form and initiate/plan appropriate corrective action where necessary. 2.13 The Municipality will post a digital copy of the completed Workplace Inspection Recording Form identifying action taken to resolve hazards noted during the inspection. 2.14 Copies of the completed Workplace Inspection Recording Form will be: i. Digitally posted on the Health and Safety Board; ii. Maintained on file by the Employer $AYH. sr,, n tuny 1S P.- 14. Corporation of the Municipality of Bayham HAZARD RATING SYSTEM All hazards are rated as to priority, by the Inspection Team, as follows: Class A Hazard Urgent/Major A condition or practice likely to cause permanent disability or loss of life or body part, and/or extensive Requires property damage. For example, an open 'pit' with no Immediate Action guardrail; failure to use fall restraint when working at heights. If the situation cannot be resolved immediately, the equipment, process, area, or job needs to be locked out to prevent others from danger Class B Hazard Serious A condition or practice likely to cause serious injury or illness resulting in temporary disability, and disruptive, Requires Action but less severe level of property damage. For example, Within 24 Hours failure to lift properly; defective ladders. In the case of a defective ladder, it can be removed from service until repaired. In the case of lifting, immediate education may be required to prevent further injury. Class C Hazard Minor A condition or practice likely to cause minor, non- disabling injury or illness or non-disruptive property Requires Action as damage. For example, using non-ergonomic tools or Appropriate furniture; insufficient first aid facilities. These situations do not present an immediate threat and a plan can be implemented within a reasonable period of time to correct the hazard. g,AYH4 -19111- 04160iip, PPz•tunity isYu� Corporation of the Municipality of Bayham Policy Name: Accommodation - Early& Safe Return to Work Date Approved: Date of Last Revision: Section 1 - Purpose 1.1 The Municipality of Bayham recognizes that Early and Safe Return to Work after an injury or illness benefits both the employee and the employer, and is committed to making every reasonable effort to provide meaningful and productive employment for employees with disabilities. Section 2— Reference 2.2 Accessibility for Ontarians with Disabilities Act, 2005 (AODA). 2.3 Integrated Accessibility Standards Regulation, Ontario Regulation 191/11 2.4 Workplace Safety & Insurance Act, S.O. 1997 Ontario Human Rights Code, R.S.O. 1990 2.5 Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990 Section 3— Background 3.1 The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) received Royal Ascent on June 13th, 2005 and is legislation which impacts persons, businesses and other organizations across Ontario in both the Public and Private sector. The main purpose of the legislation is the achievement of accessibility for all Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, building structures and premises on or before January 1st, 2025, by developing, implementing and enforcing standards of accessibility. Compliance is mandatory and AODA has strong enforcement provisions including inspections, orders and significant penalties. 3.2 As part of the ongoing requirements under AODA and Ontario Regulation 191/11, the Integrated Accessibility Standards Regulation (IASR), an obligation dealing with individual employment activities accommodation was developed. The requirement specifically concerns: recruitment and selection, orientation, working conditions, promotion, training, performance management, career development and workforce transition. It also includes the purchase and management of information technology and communication systems, development and management of information services, decisions relating to real property, purchases of internal fittings and decisions related to conferences, seminars and training. If employees or potential employees request individual employment activities accommodation the Municipality must attempt to develop and deliver individualized plans short of undue hardship for the Municipality. Section 4 - Definitions 4.1 Accommodation: L Universal Accommodation: The process of identifying and eliminating barriers for everyone. This can be done by modifying facilities, policies, programs, procedures and practices, and ensuring that potential barriers are identified and resolved before engaging in new corporate actions. ii. Individual Accommodation:An adaptation or adjustment that may be required to enable an employee to perform his or her essential job responsibilities effectively. This may involve purchasing equipment, changing certain duties or hours of the employee, reassignment of the employee, or provision of specific services such as providing attendant care or sign language interpretation. 4.2 Barrier: An obstacle that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice. 4.3 Disability: Under section 10(1) of the Human Rights Code, "Disability" means: any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness, and without limiting the generality of the foregoing, including diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; a condition of mental impairment or developmental disability; a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language; a mental disorder; an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997. Disability does not include a minor or common medical condition such as a cold, flu or minor backache that arises from the stresses, pains and inconveniences of everyday life. Disability may be temporary, short-term, long-term or permanent. 4.4 Discrimination: Unequal treatment based upon any of the prohibited grounds as outlined in the Human Rights Code: Race, Ancestry, Creed, Place of Origin, Colour, Sex (including pregnancy), Ethnic Origin, Citizenship, Sexual Orientation, Age, Record of Offences, Marital Status, Same-sex Partnership Status, Family Status or Disability. 4.5 Senior Staff: Shall mean the respective Department Head of the employee or potential employee seeking accommodation, the CAO and at the discretion of the CAO, the Council of the Corporation of the Municipality of Bayham. At all times Senior Staff shall include external healthcare professionals and/or external human resources professionals as per Section 6 — Overarching Procedures. 4.6 Undue Hardship: Excessive disruption of, or interference with the Municipality's operation. Two of the main relevant factors determining what constitutes undue hardship are: i. Financial Costs: Associated with the accommodation are prohibitive to the point that it would alter the nature or substantially affect the viability of the Corporation of the Municipality of Bayham. The Municipality is expected to canvas funding, and as such outside funding will be considered in the costs determination. ii. Health and Safety Risks: May be considered, in particular the degree of risk to the remainder of the workplace after the accommodation has been made, whereby it is so significant that it outweighs the benefits of the accommodation. Both public safety and the health and safety of employees are key considerations. Section 5— Overview 5.1 "The Municipality of Bayham is dedicated to promoting, enhancing and creating, a barrier- free environment for all persons, regardless of needs, to participate as fully as possible in all aspects of community life." The Municipality of Bayham is an equal opportunity employer. The Municipality's commitment to a holistically inclusive work environment and universal accommodation extends to all employment activities: recruitment and selection, orientation, working conditions, promotion, training, performance management, career development and workforce transition. It also includes the purchase and management of information technology and communication systems, development and management of information services, decisions relating to real property, purchases of internal fittings and decisions related to conferences, seminars and training. 5.2 Prospective Municipal employees may request accommodation for an interview or test; qualified candidates offered employment may request accommodation to start a new job; and current employees may request accommodation to pursue training opportunities. The duty to accommodate recognizes that true equality means respect for a person's unique needs. As such, the guiding factors of the Municipal Employment Activities Accommodation Policy are listed below: i. Individual Assessment: Individual accommodation is assessed and delivered on a singular basis for persons who make their needs related to employment activities known. Each situation must be considered individually in order to assess appropriate accommodation. Requests for employment activities accommodation must be dealt with quickly and effectively so employees and potential employees can fully participate in all aspects of employment and recruitment, except where undue hardship can be demonstrated. ii. Dignity and Privacy: Individuals must be accommodated in ways that respect their dignity, worth, and right to privacy in the workplace. All information relating to specific requests for accommodation will be treated as confidential and will only be used for the purpose of meeting accommodation requirements. The Municipality will comply with all privacy, confidentiality and security requirements of the Municipal Freedom of Information and Protection of Privacy Act. iii. Legal Obligations and Limits: Employment activities accommodation is a legal obligation for the Municipality under the Human Rights Code, AODA and related legislation; failure to accommodate on any of the Code's protected grounds or relevant legislation regulations may constitute discrimination. 5.3 The Municipality is obligated to fully explore accommodation within the employee's own job. Accommodation outside of the employee's position may be considered; for example, when the employee cannot perform the essential duties of the position and accommodation in the current position would create undue hardship. However, this does not mean that a new job must be created for an employee, nor does the application of this policy constitute a guarantee to continued employment. The Municipality is not obligated to accept substandard or less than competent performance from an employee or potential employee once they have been accommodated. 5.4 The Municipality as Employer has the right to ensure that accommodation results in a qualified employee performing meaningful work of benefit to the Municipality. Accommodation is intended to enable an employee to perform the essential core functions of a particular job and/or assignment. Section 6— Responsibilities 6.1 Accommodation within the workplace is a multi-party process whereby the Municipality, the employee and, where applicable, the respective bargaining unit are responsible for actively contributing to the process in compliance with the relevant legislation. 6.2 Senior Staff i. Develop a temporary or permanent modified work plan in collaboration with external professionals where required. ii. Remain receptive to the varying methods capabilities can be accommodated. iii. Document all details of the accommodation process — be specific and thorough. iv. Maintain confidentiality. v. Make every effort to communicate with employees failing to correspond with the Municipality during an absence. vi. Liaise with Union representatives where applicable. vii. Retain copies of permanent and/or temporary modified work plans for accommodation in the respective employee file. viii. Forward copies of accommodation plans for occupational disabilities to The Workplace Safety and Insurance Board (WSIB), as required. ix. Coordinate third-party Functional Abilities Evaluations and other Assessments. x. Advise the employee of the availability of the Individual Employee Activities Accommodation Policy. xi. Provide leadership in creating and maintaining workplaces that support and facilitate individual employment activities accommodation. xii. Address co-worker cooperation issues throughout the individual employment activities accommodation process. 6.3 Employees Seeking Accommodation i. Make accommodation needs known to the Municipality of Bayham, to the best of their ability. ii. Provide timely, accurate and objective medical information (progress reports) - specific information about capabilities, to the satisfaction of Senior Staff is a requirement. iii. Participate in discussions regarding possible modified work solutions. iv. Cooperate and abide by the terms and conditions of the modified work plan. v. Promptly advise Senior Staff of difficulties experienced in the modified work plan. vi. Promptly inform Senior Staff of changes regarding capabilities that may alter or end the need for accommodation. vii. Accept reasonable offers of accommodation. viii. Attend medical and/or therapy appointments during non-work hours; difficulties with these arrangements must be coordinated with Senior Staff. ix. Co-operate with requests for information about capabilities supported with independent medical evaluations, when required, to provide clear and sufficient information to support individual employment activities accommodation plan. x. Accept an individual employment activities accommodation solution that meets the employee's accommodation needs and treats the employee with dignity, even if the solution is not necessarily the one the employee would have preferred. 6.4 Union i. Remain receptive to the varying methods capabilities can be accommodated ii. Cooperate and not unreasonably block viable return to work options. iii. Make reasonable efforts to place accommodated workers. iv. Consider the impact of the modified work plan on both the organization and other employees whom the Union represents. Section 7— Overarching Procedure 7.1 All corporate documents shall feature the "Alternate Formats" clause as per the Municipality of Bayham -Alternate Formats Policy: "Municipality of Bayham documents are available in alternate formats upon request. Please fill out the Request for Alternate Formats Form at www.bayham.on.ca or contact the Accessibility Coordinator at 519-866-5521or at accessibility(a�bayham.on.ca" 7.2 All corporate documents pertaining to employment activities: recruitment and selection, orientation, working conditions, promotion, training, performance management, career development and workforce transition shall feature the Municipality of Bayham Employment Activities Accommodation clause: "The Municipality of Bayham is an Equal Opportunity Employer. If you require accommodation at any time throughout the employment activities process, please contact us at: 519-866-5521, accessibility(a�bayham.on.ca or by visiting www.bayham.on.ca and we will make every effort to provide appropriate assistance pursuant to the Municipality of Bayham Employment Activities Accommodation Policy." 7.3 All employees and potential employees will be notified of the Municipality of Bayham Employment Activities Accommodation Policy. 7.4 During the recruitment process all job descriptions shall list a summary of the physical and cognitive demands of the position. 7.5 Employees and potential employees seeking individual employment activities accommodation shall request individual employment activities accommodation in writing using the Municipality of Bayham Employment Activities Accommodation Request Form, giving as much notice as possible to Senior Staff to initiate accommodation proceedings and then be referred to Section 8 - Accommodation — Permanent Restrictions Policy or Section 9 - Accommodation —Temporary Restrictions Policy. 7.6 It is incumbent upon each individual employee or potential employee to request individual employment activities accommodation to Senior Staff. 7.7 If accommodation issues are beyond the scope and expertise of Senior Staff, an external professional's advice shall be sought outside the Municipality. Supporting or expert documentation shall be required to verify the need for accommodation. This information should be limited to facts relevant to identifying the appropriate accommodation. In cases involving accommodation of persons with a disability, employees have a right to privacy and need only provide information about their functional capabilities, not the specific details of their disability. In some circumstances, medical information may be required to verify a disability or clarify the time period for accommodation. Medical reports will be treated as strictly confidential and only shared on a need-to- know basis, with consent of the employee. 7.8 The duty to accommodate does not create an endless obligation on the Municipality. Circumstances of the individual, the ability to perform the essential duties of the job, the success of accommodation attempts, the co-operation of the employee and performance issues will all be relevant in determining where the duty to accommodate ends. 7.9 Employees requiring permanent accommodation shall refer to Section 8 -Accommodation — Permanent Restrictions Policy. Employees requiring temporary accommodation shall refer to Section 9 - Accommodation —Temporary Restrictions Policy. Section 8 - Accommodation — Permanent Restrictions Policy 8.1 The Municipality of Bayham will make every attempt possible to accommodate job applicants and employees with permanent medical restrictions to the point of undue hardship. 8.2 The objective of this policy is to facilitate the process for the reintegration of employees with permanent or long-term disabilities into the work environment in a safe and timely manner, through accommodation and/or modified work plan. 8.3 Employees who have temporary medical restrictions, whereby it is the expectation that the employee will make a full return to regular duties, should be referred to the Section 8 - Accommodation —Temporary Restrictions Policy. 8.4 The fundamental consideration of the duty to accommodate is individualized treatment reflective of the specific needs or restrictions of each individual. 8.5 The employee will provide to Senior Staff an objective medical report issued by a health care professional. The report will state that the current restrictions are not expected to change and that the employee has reached maximum medical recovery (may be defined as: prolonged, indefinite, or unknown). The report must clearly state the recommended work capabilities of the employee. The employee shall forward the report directly to Senior Staff. The WSIB Return to Work and Recovery—Worker's Progress Report Form, may be used for occupational or non- occupational injuries/illnesses, if Senior Staff deems it appropriate. 8.6 It is not appropriate to pursue accommodation in the absence of clear medical report information. Senior Staff may request medical report clarification from the employee. 8.7 It may be necessary for a WSIB Functional Abilities Evaluation (FAE)to be conducted. This objective tool is obtained from an outside third party health care professional and assists in determining suitable job duties based on the employee's functional abilities. The FAE is coordinated through Senior Staff and paid for by the originating department. 8.8 Senior Staff may use the information provided by the health care professional from Section 8 of this Policy to develop a modified work plan to safely accommodate the employee with the appropriate modified work tasks. 8.9 In the event of an occupational disability, the employee may be entitled to retraining benefits through the WSIB. The WSIB will determine when and if retraining is necessary, and is responsible for coordinating the details necessary to pursue the retraining. Retraining benefits through WSIB pose a significant financial consideration for the Municipality. 8.10 In the event of non-occupational disabilities, long-term disability benefits may be available, at the discretion of Senior Staff, for full-time employees who are unable to perform substantially all of the duties of their job classification. Accommodation - Same Job Classification 8.11 Senior Staff will prepare a list of tasks and parts of tasks which are determined to be compatible with the employee's capabilities and within the scope of the employee's job classification. It is not a requirement that the employee be able to perform all of the job tasks. 8.12 To assist the employee in performing job tasks or parts of tasks that accommodate his or her restrictions; at the discretion of Senior Staff, consideration shall be given to the purchase and/or utilization of special devices or equipment. 8.13 Consideration shall be given to tasks or parts of tasks that are performed by other employees within the same job classification to determine if they could be assigned in a different manner. This is referred to as "bundling of tasks". Bundling is not limited by factors such as the current work location or job routine. 8.14 The final list of tasks and portions of tasks identified as suitable by Senior Staff may encompass less than the employee's normal hours of work. This may present challenges if the employee has full-time status and consideration may be given to accommodation within a different job classification. 8.15 Accommodation may be best achieved within another department. Senior Staff will consult with the respective Department Head and Union, where applicable, regarding the potential arrangements. Accommodation — Different Job Classification 8.16 When accommodation within the same job classification cannot be achieved, or when the employee is reasonably unwilling to accept accommodation involving less than his or her normal hours of work, the following process will apply: Senior Staff will identify suitable positions that are compatible with the employee's permanent restrictions, considering other job classifications in the same department and other job classifications outside of the department. ii. Senior Staff will meet for the purpose of reviewing and recommending appropriate individual case strategies for: a. Safe and successful return to work of employees with disabilities as soon as possible after an illness or accident, work-related or non-work-related; and b. The return to productive and gainful employment, where practicable, for employees who have become incapable of fully performing the core duties of their own classification but who are medically certified as capable of performing duties of another classification, with reasonable accommodation where required. iii. Senior Staff may consider issues including, the waiving of job postings and the transfer of seniority dates when an employee transfers outside the job classification or department. Senior Staff and the respective bargaining unit, where applicable, will work cooperatively to reach agreement on such issues. iv. Retraining or upgrading of skills may be necessary to achieve placement in another position. Consideration will be given to absorbing the costs associated with this initiative, provided that the costs do not result in undue hardship and the training is reflective of the operational requirements of the organization. v. An Employee may be asked to provide an updated resume and participate in a skills assessment process to determine their current skill level. vi. Senior Staff may identify a number of productive tasks that could be bundled together to form a meaningful and productive position. vii. The employee's salary placement will reflect the new job classification and shall be referred to the Job Evaluation process where applicable. If the accommodation arises from a workplace injury, salary supplement or "top up" may be possible through WSIB. Duty to Accommodate 8.17 The duty to accommodate does not require the displacement of other employees, nor does it require measures to be taken that would substantially interfere with the seniority rights of other employees. 8.18 Ultimately, Senior Staff must be able to demonstrate that it has followed the appropriate process for exploring all possible accommodations. The obligation on the Municipality is to provide reasonable accommodation. 8.19 To prove that accommodation efforts were sincere and reasonable, the Municipality will demonstrate that it has engaged in a process that includes, but is not limited to: Determining if the employee is capable of performing his or her existing job as it currently exists; ii. If (i) is not possible, reconfigure or modify tasks within the current job classification; iii. If (ii) is not possible, make a determination as to whether the employee is able to perform another job, which may be within or outside his or her department; and iv. If (iii) is not possible, determine whether the employee can perform another job which may be within or outside his or her department, where applicable, when accommodations are implemented. 8.20 Senior Staff is not required to put together a job that has little productive value. 8.21 This policy applies to all Municipality Employees. Where the employee is part of a Union, the Collective Agreement may take precedence. Section 9 - Accommodation — Temporary Restrictions Policy 9.1 The Municipality of Bayham will make every attempt possible to accommodate job applicants and employees with any condition that restricts or impairs an individual on a temporary or short-term basis necessitating temporary medical restrictions. 9.2 The objective of this policy is to facilitate the process for the reintegration of employees with temporary disabilities into the work environment in a safe and timely manner, through a modified work plan, and to regularly review progress. To ensure that all job applicants and employees are aware of their right to accommodation. To be in compliance with applicable legislation. 9.3 Employees who have permanent medical restrictions, which may include a recurring medical condition, are referred to Section 8 - Accommodation — Permanent Restrictions Policy. 9.4 The fundamental consideration of the duty to accommodate is individualized treatment reflective of the specific needs or restrictions of each individual. 9.5 Job applicants requesting accommodation shall be accommodated during the application process to the extent required by law. 9.6 Senior Staff shall coordinate such accommodation efforts as are required by law for job applicants. 9.7 It may be necessary for a WSIB Functional Abilities Evaluation (FAE) to be conducted. This objective tool is obtained from an outside third party health care professional and will provide clear temporary capabilities and/or restrictions, including the duration, and whether a complete recovery is expected, assisting in the development of an early and safe return to work plan based on the employee's functional abilities. The FAE is coordinated through Senior Staff and paid for by the originating department. 9.8 The employee will provide to Senior Staff an objective medical report issued by a health care professional. The report must clearly state the recommended restrictions for the employee. The employee shall forward the report directly to Senior Staff. The WSIB Return to Work and Recovery—Worker's Progress Report Form may be used for occupational or non-occupational injuries/illnesses, if Senior Staff deems it appropriate. 9.9 Senior Staff may use the information provided by the health care professional from Section 8 to develop a temporary modified work plan to safely accommodate the employee with the appropriate temporary modified work tasks. 9.10 Work plans will be progressive and lead the employee to the resumption of full regular duties. The plan may incorporate temporary modified tasks and hours or a combination of both. 9.11 Prior to the commencement of the temporary modified work plan, there must be an expectation, stated in writing from a health care professional, of a full return to regular duties within a short period of time (usually within 3 months). This will be clearly documented on the temporary modified work plan. 9.12 Depending on the nature of the disability, there may be exceptions to details outlined in Section 8; clarification may be required from a health care professional before developing a temporary modified work plan. 9.13 The employee will provide regular medical progress reports from a health care professional at approximately 2 week intervals to Senior Staff, these dates will be clearly stated on the temporary modified work plan. Without updated medical information, the plan may not be extended. 9.14 As medical updates are received, Senior Staff will ensure that the temporary modified work plan is compatible with the new and most current medical information. 9.15 The disability or condition should improve while the employee is on the temporary modified work plan; clarification will be requested from a health care professional if there are little or no signs of improvement. Continuation of the temporary modified work plan may be delayed until clarification is provided. 9.16 A change in the health care professional's assessment, which reflects that the disability is unknown or permanent in nature, necessitates referring to the Section 8 -Accommodation — Permanent Restrictions Policy. 9.17 Temporary modified work for occupational and non-occupational disabilities may include the following within the department, where applicable: Regular duties or routines with restrictions; ii. Modification of work schedule; iii. Modification of tasks and/or duties within the current job classification; iv. Short-term approved projects; v. Changing the environment in which the tasks are performed in. 9.18 Assigning tasks that belong to the regular job classification is preferable, facilitating a smoother transition from modified to regular duties. 9.19 As noted in Section 9.18, assigning tasks that belong to the regular job classification is preferable; however the temporary modified work plan may include tasks that do not belong to the employee's regular job classification. 9.20 The employee's salary placement will reflect the job classification and shall be referred to the Job Evaluation process where applicable. If the accommodation arises from a workplace injury, salary supplement or"top up" may be possible through WSIB. 9.21 Additional hours that exceed the assigned number of hours in a particular shift are not considered rehabilitative and are not acceptable during a temporary modified work plan, unless medical documentations provided stating that working extra hours will not impact on the period of modified work, or recovery, in accordance with operational needs. 9.22 This policy applies to all Municipality of Bayham Employees and job applicants. Where the employee is part of a Union, the Collective Agreement may take precedence. vox-YHA/1f -19111- 04160iip, {4" PPur'tunity isYu� Corporation of the Municipality of Bayham Policy Name: Working Alone Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality of Bayham is committed to protecting the safety of its employees at all times. For that reason, it is the policy of the municipality that every precaution will be taken to protect employees when they must work alone. Section 2— Definitions 2.1 Alone: a person is alone at work when he/she is the only person on the site and cannot be seen or heard by another person, working in an isolated area, does not expect a visit from another worker for some time, or when assistance is not readily available. Section 3— Procedure 3.1 When employees must work alone they will stay in regular communication. 3.2 Employees working alone have a designated contact with whom they can stay in regular communication. 3.3 The supervisor and employee decide, based on the work to be done and the risks involved whether it is safe to work alone, and what measures are needed to protect lone workers. 3.4 The designated contact may be in another community after hours, when few employees are working and there is no person to report to in the community where the employee is working. 3.5 If the system includes communication devices, the employee who must work alone is responsible to check his/her device and make sure it is operating, and that back up batteries are readily available, if appropriate. 3.6 Employees have an emergency procedure to follow in case their safety is threatened. That procedure varies, depending on the working environment, duties, and location. 3.7 A first aid kit and emergency supplies (e.g. food, water) are considered when assigning employees to work alone. 3.8 Where possible, higher risk tasks are to be scheduled when another worker is present. 3.9 High-risk activities: i. Working with electricity ii. Working with toxic chemicals iii. Working at heights iv. Entering confined spaces v. Trenching vi. Working with hazardous equipment (e.g. chain saws) vii. Working with the public, where there is a potential for violence 3.10 When traveling between communities, employees take a cell phone or 2-way radio if at all possible. If one of these is not available the employee checks in with a contact person before he/she leaves and advises that person of his/her destination and the expected arrival time. Employees report any changes in plans to the contact person. Once the employee arrives at his/her destination, the contact person is advised. (Also see Driving Policy) 3.11 If an employee does not report in according to the plan, the contact person follows established emergency procedures (e.g. call police, call supervisor). AYHAX? 004LIII"‘"% 14Vir.- 41111711111= 4"-Punity Is�o�{e Corporation of the Municipality of Bayham Policy Name: Workplace Hazardous Material Information System (WHMIS) Date Approved: Date of Last Revision: Section 1 - Policy 1.1 All Municipal Departments will ensure employees have access to information for hazardous materials by providing the following: Hazardous materials inventories ii. Labels on containers iii. Material safety data sheets iv. Employee education programs Section 2 — Hazardous Material Inventories 2.1 Hazardous Material Inventories will be maintained in the location where the hazardous product is used. The inventory will be revised prior to February 1st each year for all hazardous materials and physical agents. 2.2 The Hazardous Material Inventories will be reviewed by the Health & Safety Representative following the annual revision. 2.3 Hazardous Material: Substance or combination of which, because of its quantity, concentration, physical or chemical characteristics, may cause or significantly pose a substantial hazard to human health or the environment when improperly packaged, stored, transported or otherwise managed. 2.4 Controlled Product: A controlled product refers to any hazardous material that is covered under WHMIS regulation. Section 3 - Labels 3.1 All piping systems containing hazardous products will be identified by signs, symbols or colour code. 3.2 All containers of hazardous products must have supplier labels when received. 3.3 Any label that has been removed or becomes illegible must be replaced with a work place label. 3.4 If a hazardous product is dispensed into another container a workplace label must be affixed. Section 4— Material Safety Data Sheets 4.1 Material Safety Data Sheets will be obtained by the Department from the Supplier for all hazardous materials. 4.2 Material Safety Data Sheets must be kept current (within last 3 years). 4.3 Material Safety Data Sheets format must comply with legislated requirements. 4.4 Material Safety Data Sheets must be readily available to all employees. An area in the location will be designated for keeping MSDS's and the location must be identified to employees. 4.5 Material Safety Data Sheets are requested for all existing controlled products. In addition, an MSDS is requested at the time of purchase of any new controlled products. 4.6 Employees are required to report any deficiencies in the WHMIS program to their immediate supervisor, who will take action to remedy the situation as soon as possible. Section 5— Employee Education Programs 5.1 Employee Education Programs will be provided to employees who may potentially be exposed to a hazardous material. 5.2 Employee Education Programs will be workplace specific so that the employees receive instruction on: i. Reading and understanding labels and Material Safety Data Sheets, including the purpose and significance of the information. ii. Safe use, handling, storage and disposal procedures. iii. Procedures to be followed in the event of an emergency. iv. Identifying hazardous products v. Types and content of labels; vi. Modes of identification that are workplace specific; vii. Content and uses of Material Safety Data Sheets (MSDS); vox-YHA/1f ishiriso APPtigk'"' IP 0 61* 4.4" 4'7> Is t Corporation of the Municipality of Bayham Policy Name: Preventative Maintenance Date Approved: Date of Last Revision: Section 1 - Purpose 1.1 To establish guidelines by which all equipment or devices that a worker might work with, use, contact or be in close proximity to, are maintained on a regular basis to provide for the safety of workers and others, as well as the efficient operation of the equipment or devices. 1.2 All equipment and devices must be checked, tested and maintained as per manufacturers specifications, known standard practises and/or legislated requirements. 1.3 Where documentation of any tests, checks and maintenance is required, a suitable form, or department tracking procedure, will be utilized. 1.4 Where no written program is in place the form below may be filled out, dated and signed by the person doing the tests, checks and/or maintenance. Such documentation will be kept as a permanent record. 411 Ppu�unity Is�o�s Preventive Maintenance Recording Form Assigned maintenance personnel must complete this form and forward to the supervisor who ordered it, when maintenance has been completed. Equipment Inspected: Item Information List of items/parts inspected Inspector Name and Signature Date of Inspection Description of Work Performed Deficiencies Recommendations for Correction of Deficiencies Action Taken (Who, What, When) vox-YHA/1f "iwil. 491°1 -1 '"' IP O {s PPuz•tunity isYu� Corporation of the Municipality of Bayham Policy Name: Smoking in the Workplace Date Approved: Date of Last Revision: Section 1 - Purpose 1.1 Employees may not smoke in any Municipality of Bayham workplace as per the Smoking in the Workplace Act, 2005. 1.2 No employee shall be disciplined or penalized for acting in accordance with or seeking the enforcement of the Smoking in the Workplace Act or the Occupational Health and Safety Act. 1.3 The intent of this policy prohibiting smoking in municipal workplaces also applies to the use of electronic cigarettes and/or any other smoke/vapour device that simulates the act of smoking. 1.4 In an effort to maintain a safe and clean environment, employees are reminded to place discarded smoking materials in appropriate receptacles. 1.5 Employees are expected to dispose of their cigarette butts and ashes in the receptacles provided, so as not to litter the exterior of buildings. g,AYHA. itril.4 .4.;" wirew, off- 1111 . 0.11-unity Is ion► Corporation of the Municipality of Bayham Policy Name: Contractors-Subcontractors Date Approved: Date of Last Revision: Section 1 - Policy 1.1 All outside Contractors/Sub-Contractors are responsible for the Health and Safety of their workers when working on Municipal property and are required to adhere to the Occupational Health and Safety Act and Regulations. 1.2 All Contractors/Sub-Contractors must obtain and review the Municipality's Health and Safety Policies and Rules with their workers prior to commencement of work on Municipal property to ensure that they conform with the same safe operating procedures as Municipal Employees. 1.3 The Municipal Senior Management or designate who arranges the Contractor/Sub-Contractor will be responsible for ensuring the Municipal Policies, Safety Rules and a Contractor's Acknowledgement Letter are provided to the Contractor, and response documentation received prior to commencement of work. 1.4 If Contractors/Sub-Contractors or their workers are not working in compliance with the Municipal Health and Safety Policies and rules or the Legislation the Senior Management will take appropriate action as determined by the Municipality, in the circumstances. 1.5 All Contractors/Sub-Contractors must provide to the Municipality verification of their Workplace Safety and Insurance Board status by providing a current copy of their"Letter of good standing." If a Contractor/Sub-Contractor is not insured through the Workplace Safety and Insurance Board, the Municipal Senior Management who arranges the contract will determine whether or not to require the Contractor/Sub-Contractor to obtain this insurance prior to awarding the contract. Attachment 1 Date: Address: Dear Sir/Madam: The Municipality of Bayham is dedicated to operating at a standard which will establish the Municipality as a leader in promoting and protecting the health and safety of all employees. In fulfilling this commitment, our goal is to promote attitudes amongst our employees that will ultimately lead to reduction and elimination of workplace hazards. We wish to emphasize to all prospective bidders, that we expect the same standards to be upheld by them and their employees while on Municipal property. We require that Contractors/Sub-Contractors review all Municipal Health and Safety Policies and Rules, relevant to the work to be performed, as determined by the Senior Management, with their employees prior to commencement of work and that procedures, worker training and enforcement conforms with legislated requirements. Violations of Municipal Policies, Rules or Legislation by any Contractor, Sub-Contractor or their employees may be considered a breach of contract. Please complete the attached form and return it to the Municipality of Bayham with the requested Workplace Safety and Insurance Board information. Regards, Attachment 2 CONFIRMATION OF FAVOURABLE HEALTH AND SAFETY PRACTICE FORM The Contractor(s): The Municipality of Bayham is committed to: i. The prevention of workplace injury and illness to all workers at Municipal locations. ii. The belief that contractor safety is compatible with the safety policy of the Municipality and is good business. iii. Assuming a leadership role by citing contractors for any violations of the contract. iv. To ensure the Municipal workplace is a healthy and safe working environment, contractors, constructors and subcontractors must have knowledge of and operate in compliance with the Occupational Health and Safety Act and any other legislation pertaining to employee health and safety. v. For long term contracts, or contracts involving pre-selected contractors, the Municipality reserves the right to cancel (or place on probation) the contract of any contractor who is charged and/or convicted of offences under the Occupational Health and Safety Act while carrying out any part of a project with the Municipality. Contractor's Statement of Responsibility: As a contractor retained to perform work for the Municipality of Bayham, I/we accept the following health and safety responsibilities: i. I/we will comply with all procedures and requirements of the Occupational Health and Safety Act, Municipal safety policies and procedures, department and site specific policies and procedures and all applicable legislation or regulations. ii. I/we will work safely with skill and care so as to prevent accidental injury to ourselves, fellow employees and all other persons on the site of work. iii. For contracts or sub-contracts that involve commercial motor vehicles as defined by the Highway Traffic Act, I/we acknowledge possession of a current Carrier CVOR abstract with one of the following safety ratings: Excellent; Satisfactory; Conditional, or Satisfactory- Unaudited. iv. I/we will advise the Municipality if the CVOR safety rating of our firm is changed to "Unsatisfactory" at any time during the course of the contract and, upon request, will provide the Municipality with a copy of the most recent Carrier CVOR abstract indicating the sanctions imposed by the Ministry of Transportation. Contractor Name of Person Signing for Contractor Signature of Contractor Date $AYHA . a or.t.unity IS�C 17► Corporation of the Municipality of Bayham Policy Name: Alcohol & Drug Addiction Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality considers alcohol and drug addiction to be an illness, which can be treated with the co-operation of all parties involved. Section 2 — Procedure 2.1 Employees whose behaviour and work performance indicate alcohol and/or drug addiction is assessed as follows: Initial discussions of performance will follow the Progressive Discipline Policy, with Senior Management indicating the Municipality's policy regarding addiction. ii. If alcohol and/or drug addiction is acknowledged, Senior Management will work with the employee's doctor and other concerned parties to arrange treatment. a. Payment for such treatment will be made through the Municipality's benefit plans, if possible. b. This policy applies only to employees who have completed their probationary period. iii. Periods absent for treatment under this section will be charged against the Municipality's short- term disability plan (STD) plan. a. Utilization of the Municipal long term disability (LTD) plan is subject to approval of the Municipal benefit provider. iv. On return to work after treatment, the employee will be placed in his/her previous position and given full support in the performance of his/her duties. v. If, however, the behaviour resumes, he/she will be terminated for cause. The employee will be informed of this on return to work. 2.2 The purpose of this policy is to provide a realistic rehabilitation program for the employee. Such a program must include assumption by the employee of responsibility for his/her own actions. -*AYH. agon 4WD- 45, port04. unity 10.1 Corporation of the Municipality of Bayham Policy Name: Equipment Purchase Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Any staff member of the Municipality of Bayham that purchases new equipment, replaces old equipment, modifies existing processes or equipment, or purchases a service must place the highest priority on the safety and performance rating of the equipment, process, or service. Section 2 - Definitions 2.1 Equipment will include personal protective equipment, WHMIS controlled products, tools, machinery, vehicles, appliances, office furniture, and computer equipment. Section 3 - Procedure 3.1 Any employee who purchases equipment for the Municipality is responsible for complying with the Municipal Procurement By-law in force and effect including the following: Compliance with Occupational Health and Safety Legislation ii. Safety ratings (e.g. CSA Standards, UL or other electrical standards, ANSI Standard) iii. Ergonomic standards (if applicable) iv. Compliance with industry standards (e.g. Canadian Standards Association — CSA; Underwriters Laboratories of Canada — ULC; American Standards Institute—ANSI; etc.) v. Appropriate technical information and operating manuals vi. Preventive maintenance requirements vii. Warranty viii. Customer support and servicing ix. Availability and delivery 3.2 Once equipment is purchased, it is installed according to all relevant regulations and standards (e.g. building code, fire code, standards specific to the particular equipment). vox-YHA/1f -19111- 04160iip, {4" PPuz•tunity isYu� Corporation of the Municipality of Bayham Policy Name: Ergonomics Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Corporation of the Municipality of Bayham is committed to implementing measures that will assist employees to achieve the most ergonomically correct position while performing work for the organization. Section 2 - Definition 2.1 Ergonomics: the study of the relationship between employees and their work. It includes environmental and work factors that can be altered to improve working conditions. Ergonomic solutions remove barriers to quality and safe human performance. The ultimate aim of implementing Ergonomic standards is to reduce the risk of injury. Section 3— Procedures 3.1 The risk of musculoskeletal injuries is assessed through analyzing injury reports, workplace inspections, hazard reports, and any other means that might help to identify their frequency and severity. Once risks have been identified, proactive solutions are implemented to address and reduce future risks. 3.2 All employees who are experiencing musculoskeletal discomfort or injury, related to their work, report, in writing, to their immediate supervisor or designated alternate, as soon as symptoms are felt. 3.3 The supervisor or alternate assesses the situation and makes suggestions for improvement. 3.4 Adjustments, where possible, are made to any workstation, equipment, or work processes that are deemed to be contributing to discomfort or injury. 3.5 If new equipment or furniture is required to correct the situation, it is provided, subject to budgetary approval. 3.6 If discomfort continues after changes are made, consideration is given to hiring a consultant to evaluate the problem and make recommendations. g,AYH. ,110%.407- ► sr,, .tunny Is.fo,�6 Corporation of the Municipality of Bayham Policy Name: Musculoskeletal Disorders (MSD) Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality is committed to providing a safe and healthy working environment for all staff. In recognizing that Musculoskeletal Disorders (MSD) are a significant risk in workplaces, the Municipality will demonstrate a commitment to minimizing the risk of worker exposure to MSD by providing financial, physical and human resources to ensure suitable controls are in place. 1.2 The goal of the Musculoskeletal Disorders (MSD) policy is: i. To increase MSD awareness ii. To decrease the risk of MSD iii. To identify MSD prevention strategies as a priority in cost containment, productivity and quality assurance iv. To promote and support the health and safety of all employees v. To provide equipment, resources, record keeping and training that will support a decreased risk of MSD injuries. 1.3 The objective of the Musculoskeletal Disorders (MSD) is: i. To provide information and instruction to all workers on MSD hazards and prevention ii. To proactively recognize, assess and control MSD hazards iii. To control MSD hazards through application of engineering and/or administrative controls Section 2— Definition 2.1 Musculoskeletal Disorder (MSD) is defined as injuries and disorders of the musculoskeletal system. MSD's may be caused or aggravated by various hazards or risk factors in the workplace, e.g., repetition, forceful or awkward movements, static postures, contact pressure, vibration, etc. MSD's do not include musculoskeletal injuries or disorders that are the direct result of a sudden, single event involving an external source, e.g., a fall, vehicle collision, violence, being struck by or against, caught in or on, etc. Section 3— Roles & Responsibilities 3.1 Council & CAO i. Support and enforce the policy, procedures and program ii. Provide equipment, resources and training iii. Maintain the MSD Prevention Program and identify opportunities to enhance and improve the program iv. Annually evaluate and update the program accordingly 3.2 Senior Staff i. Recognize, assess and control MSD hazards ii. Ensure that all workers receive general and job-specific orientation to the MSD policy and program iii. Provide equipment where possible to limit the risk of MSD injuries to workers iv. Encourage workers to report symptoms of MSD early v. Respond promptly to staff reports of MSD symptoms vi. Conduct accident/incident investigations associated with MSD reports vii. Take every precaution reasonable for the protection of the worker 3.3 All Other Employees i. Comply with policy and procedures ii. Participate in regular education as established by the employer iii. Report any hazards, equipment problems or any other unsafe tasks immediately to the supervisor iv. Report any concerns, incidents, and near misses to a supervisor immediately and co- operate in any resulting investigations v. Be responsible for correct use of equipment $AYH.A4? 11%miir4 4redr 4111W OPPorlunity IsVzo Corporation of the Municipality of Bayham Policy Name: Confined Spaces Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 To ensure that no employee ever enters a confined space, which is defined under the Occupational Health and Safety Act as a fully or partially enclosed space, that is not both designed and constructed for continuous human occupancy, and in which atmospheric hazards may occur because of its construction, location or contents or because of work that is done in it. Section 2 - Procedure 2.1 Employees of the Municipality of Bayham will comply with all Confined Spaces requirements when employees must enter confined spaces. 2.2 When work is scheduled in a confined space, the Municipality will only permit trained employees to enter the confined space or contract a competent person to carry out the work. g,AYH 4 Pilfr4.°""% IN°r4LIF OpP°'tunity Isco**,‘.e Corporation of the Municipality of Bayham Policy Name: Asbestos in Buildings Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The purpose of this Policy is to protect Municipal employees from asbestos fibre exposure by: Ensuring all asbestos-containing materials in Municipal Buildings are sealed to prevent any release of fibres and to minimize its disturbance. ii. Monitoring the condition of asbestos containing materials and maintaining them in a good state of repair. 1.2 Where asbestos-containing material is present in Municipal buildings: i. The locations will be identified. ii. The records will be maintained in the Municipal Laserfiche system. iii. All insulating material on pipes and boilers will be treated as asbestos. iv. Senior Management will take measures to ensure repair, where periodic inspection reveals deterioration. 1.3 Prior to contracting work that involves disturbance of asbestos: i. A report will be prepared that includes: a. Type of asbestos b. Drawings, plans & specifications to indicate the asbestos locations. ii. The report will be provided to the contractor doing the work. 1.4 Any repair work will be performed only by persons trained in accordance with the Asbestos Regulation 837. 1.5 Asbestos work shall be classified type 1, 2 or 3, and shall be conducted in accordance with the Regulation. -‘,AYH.A4/- 411111110 Ppuunity Is10*s Corporation of the Municipality of Bayham Policy Name: Elevator Malfunction Date Approved: Date of Last Revision: Section 1 - Procedure 1.1 In all cases of elevator malfunction, including an elevator stopped between floors, the following procedure shall be implemented. Ensure any persons in the elevator have picked up the emergency phone and have made contact with the elevator company. ii. Reassure any persons in the elevator. Do not leave alone. iii. In the case of a medical emergency, such as the confined persons requiring assistance, activate the emergency medical system by calling 911. 1.2 Do not attempt to remove persons inside without emergency personnel assistance. g,AYH44 APP°141.*-' 0 {g �P°'tunny l ' Corporation of the Municipality of Bayham Policy Name: Excavation & Trenching Policy Date Approved: Date of Last Revision: Section 1 — Policy 1.1 The Municipality abides by all legislation and regulations concerning trenching (Construction Regulation — Part III) for the protection and safety of all individuals who must enter a trench. No worker may enter a trench more than 4 feet (1.2 meters) deep, unless it is sloped, shored, or protected by a trench box. 1.2 Trenching hazards include: Trench collapse ii. Material falling into the trench iii. Improper handling and placing of material iv. Fall when climbing in or out of the trench v. Falling over equipment or excavated material vi. Falling into the trench vii. Exposure to toxic, irritating, or flammable gases Section 2 - Procedure 2.1 Assess the soil type: Type 1 a. Soil is dry, dense, and hard b. Very hard to drive a pick into c. When excavated, sides appear shiny and smooth with no water release ii. Type 2 a. Relatively easy to drive a pick into b. Easily excavated by a backhoe; hand excavated with some difficulty c. When excavated, walls remain vertical for several hours d. If exposed to air and sun, tension cracks will appear when soil dries e. Cracks will lead to splaying into the trench iii. Type 3 a. Easily excavated with a hydraulic backhoe b. When dry, will flow through fingers and form a cone on the ground c. Sides will not stand vertically when soil is dry d. When wet, will stand vertically for a very short time e. Often consists of previously excavated material, sand, and wet clays iv. Type 4 a. Excavated with no trouble using a hydraulic backhoe b. Flows very easily and must be supported to excavate to a significant depth c. High moisture content d. Very sensitive to disturbance of any kind e. Includes muskeg, or other deposits with a high water content 2.2 Determine what method will be used to protect workers and structures in the excavation area. 2.3 Sloping — soil is sloped away from the work area. Sloping requires significant amounts of area around the excavation in order to meet the requirements. 2.4 Type 1 & 2 soils i. Walls are sloped back at a rate of one meter back for each meter up, starting at 4 feet (1.2 meters)from the bottom of the trench. 2.5 Type 3 soils i. Starting at the trench bottom, walls are sloped at a gradient of one meter back for each meter up. 2.6 Type 4 soils i. Starting at the trench bottom, walls are sloped at a gradient of 3 meters back for each meter up. a. Trench boxes—often not intended to support trench walls. Their use is primarily to protect workers should a cave-in occur. Can provide support for trench walls if the space between the box and trench wall is backfilled. b. Shoring— supports trench walls to prevent movement of soil, underground utilities, roadways, and foundations. There are two types of shoring that may be used; timber and hydraulic. 2.7 Set up the protection method, complying with all requirements for construction. Where the depth exceeds six meters, or the width exceeds 3.6 meters, an engineered support system is used. 2.8 Ensure that there is clear and safe means of access and egress from the trench, by way of ladders. 2.9 Ladders are placed within the protected area of the trench, extend at least 3 feet (1 meter) above the shoring or trench box, and are securely tied off. They are positioned no more than 25 feet (7.5 meters)from the area where individuals are working. 2.10 Ladders are inspected regularly for damage. If damage is observed, the ladder is taken out of service immediately. 2.11 Workers maintain 3-point contact when ascending and descending ladders. Tools and other objects are raised and lowered by other methods. 2.12 Appropriate Grade 1, Canadian Standards Association (CSA) approved, protective footwear is worn when working on any construction project. 2.13 Other protective equipment may include hard hats, eye protection, hearing protection, respiratory protection, and appropriate protective clothing for the circumstances. 2.14 A trench is not entered unless another worker is on the surface and in close proximity to the trench, to assist in case of an emergency. 2.15 Gas, water, electrical, and telephone lines are located by the appropriate utility prior to beginning any excavation. 2.16 If a break in a service line occurs, the service company is called immediately. 2.17 Debris in the trench and around the top of the trench is cleared regularly. All materials, tools, and equipment are kept at least 3 feet (1 meter) away from the edge of the trench. 2.18 Heavy equipment is operated safely, using appropriate hand signals and/or traffic control measures. 2.19 When a trench box or shoring is moved, all workers exit the area and do not re-enter until the move is complete. No worker enters an unprotected trench. 2.20 All shoring is installed from the top down and removed from the bottom up. 2.21 All workers are responsible to inspect the work area regularly to ensure that it remains safe. Inspections include: Hydraulic Shoring a. Leaks in hoses and cylinders b. Bent bases c. Broken or cracked nipples d. Other damaged or defective parts ii. Timber Shoring a. Wales for signs of crushing b. Other structural damage iii. Trench Boxes a. Structural damage b. Cracks in welds c. Other defects iv. Signs of Shifting v. Surrounding Area a. Tension cracks in the soil b. Water entering trench c. Tools, materials, and spoil at least 3 feet (1 meter) back from edge of excavation 2.22 When defects are found, they are reported to a supervisor immediately and appropriate action is taken. vox-YHA/1f -19111- 0 {4" PPur'tunity isYu� Corporation of the Municipality of Bayham Policy Name: Extreme Cold & Heat Stress Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality of Bayham's employees may encounter heat stress or cold stress on certain jobs, or if stranded while driving in remote locations. For these reasons, the Municipality commits to taking measures to prevent employees from suffering health effects related to extreme heat and cold. Section 2— Definitions 2.1 Heat Stress This is a condition in which heat gain exceeds heat loss and results in a rise in core body temperature. Symptoms range from rash, to heat cramps, to heat exhaustion and heatstroke. 2.2 Cold Stress This is a condition in which heat loss exceeds heat gain, resulting in a fall in core body temperature. Symptoms include frostbite, numbness, discomfort, and hypothermia. 2.3 Hypothermia When exposed to cold conditions for prolonged periods, the body's core temperature may drop below 35°C (95°F), particularly if the individual is doing heavy physical work, if the person's clothes become wet, and if the individual is not dressed for the conditions. Symptoms are progressive and include fatigue, heavy breathing and increased pulse rate, shivering, muscle tension, cold and numb extremities, mental impairment and confusion, disorientation, slowed breathing and heart rate, drowsiness, slowed speech, rigid muscles, inability to walk, and unconsciousness. Section 3 - Procedures 3.1 Supervisors assess the risk of exposure to heat or cold during the job planning process, and arrange for appropriate protective equipment and measures to protect workers from the effects. 3.2 Employees use the protective equipment provided and take recommended measures to protect them from the effects of extreme heat and cold. 3.3 In extreme heat or sun, employees are advised to: i. Drink fluids frequently (one glass about every 20 minutes). ii. Take periodic rest breaks if involved in strenuous activity, preferably in a cool location. iii. Wear sunscreen if working outside for long periods, especially in the summer. iv. Wear sunglasses. v. Use sunscreen. vi. Wear lightweight, light coloured clothing. vii. Schedule more strenuous jobs in cooler parts of the day, where possible. viii. Learn the signs of heat exhaustion and heat stroke so action can be taken early to reduce the effects. 3.4 In extreme cold situations, employees are advised to: i. Dress for the conditions— in layers is best. ii. Wear a hat and warm gloves or mitts. iii. Schedule regular breaks in a warm location when conditions are extreme. iv. Drink warm fluids. v. If clothing becomes wet, change it as soon as possible. vi. Learn the signs of hypothermia so action can be taken early to reduce the effects. vox-YHA/1f 400- -441141r O {s PPur'tunity isYuU Corporation of the Municipality of Bayham Policy Name: Fall Protection Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 All workers who are exposed to the following hazards use adequate and appropriate fall protection: (Construction Regulation — Sec. 26) Falling more than 3 meters; ii. Falling more than 1.2 meters, if the work area is used as a path for a wheelbarrow or similar equipment; iii. Falling into operating machinery; iv. Falling into water or another liquid; v. Falling into or onto a hazardous substance or object; or vi. Falling through an opening on a work surface. Section 2 - Definitions 2.1 Fall arrest system - an assembly of components joined together so that when the assembly is connected to a fixed support, it is capable of arresting a worker's fall 2.2 Fall prevention —any means of eliminating the risk of exposure of a worker to fall hazards 2.3 Fall protection — a system of hardware that consists of, but is not limited to: Guardrails, ii. A travel restraint system, iii. A fall restricting system, iv. A fall arrest system, and/or v. A safety net that is used to protect workers working at heights 2.4 Fall restricting system - a type of fall arrest system that has been designed to limit a worker's fall to a specified distance 2.5 Guardrail system - an assembly of components joined together to provide a barrier to prevent a worker from falling from the edge of a surface 2.6 Lifejacket—a personal flotation device that provides buoyancy adequate to keep a worker's head above water, face up, without effort by the worker 2.7 Safety belt- a belt worn around the waist of a worker, and all the fittings for the belt that are appropriate for the use being made of it. 2.8 Safety net- a safety net that is designed by a professional engineer and is installed, located, and supported in such a way that it arrests the fall of a worker who may fall into it without endangering the worker 2.9 Travel restraint system - an assembly of components capable of restricting a worker's movement on a work surface and preventing the worker from reaching a location from which he or she could fall; Section 3— Procedure 3.1 A guardrail is used as the first line of defence to protect any worker from falling. 3.2 Where it is not practical to install a guardrail system, each worker uses one of the following methods of fall protection: A travel restraint system; ii. A fall restricting system; iii. A fall arrest system; and/or iv. A safety net. 3.3 The parts of a fall protection system must meet CSA standards as outlined in the Construction Regulation and, when applicable, must be approved by a professional engineer. 3.4 All parts of a fall protection system are used in accordance with the manufacturer's instructions. 3.5 Each worker has his/her own personal fall protection system or equipment. 3.6 Each worker ensures that his/her fall protection equipment is stored according to the manufacturer's instructions. 3.7 The Municipality of Bayham ensures that each worker using a fall protection system is trained to inspect and use it. 3.8 Before a competent worker uses any part of a fall protection system, the worker inspects it. 3.9 If the worker finds anything wrong with a part of the fall protection system, the problem parts and/or entire system are taken out of service. It is not used again until it is replaced, or inspected by a professional engineer. 3.10 If a worker falls while using a fall protection system, the system is retired and replaced, or the manufacturer or a professional engineer recertifies all of the parts before it is used again. 3.11 Permanent anchor systems in a fall arrest system, a fall restricting system, or a travel restraint system must be installed according to the building code. 3.12 A professional engineer must certify any temporary fixed support in a fall arrest system, fall restricting system, or travel restraint system. 3.13 A lifeline or lanyard that is part of a travel restraint system or fall arrest system shall: i. Not be used in such a way that it is likely to be cut, or worn away by friction; ii. Not be subjected to extreme temperature, flame, abrasive or corrosive materials or other hazards that may damage it; iii. Have the free end kept clear of equipment and machinery; and iv. Be used by only one person at a time. 3.14 A professional engineer designs all horizontal lifelines and attachments points. 3.15 Only the designated number of persons is attached to a horizontal lifeline at any time. 3.16 Vertical lifelines are designed for one person only. 3.17 A worker who is at risk of falling into a liquid that is deep enough that drowning could occur, wears a personal flotation device that is appropriate for his weight. 3.18 A rescue plan is in place to facilitate the rescue of workers from water or other fluids, and to rescue workers after a fall has been arrested. 3.19 Fall protection training includes use, proper fitting, inspection, and care of fall protection equipment. -,AYHA 7001. '41 Ppurtunity I9.16ti' Corporation of the Municipality of Bayham Policy Name: Safe Use & Care of Ladders Date Approved: Date of Last Revision: Section 1 - Policy 1.1 To provide details of a procedure by which consistent positive protection can be provided for employees using ladders. Section 2—Procedure 2.1 Ladders constructed of conducting material (e.g. aluminium) shall not be used for work on or near any electrical power source. 2.2 Fibreglass ladders must be used for all maintenance work. 2.3 Ladders used to gain access to a level shall extend at least three (3)feet above the level. 2.4 Ladders shall be checked and any unsafe conditions must be corrected before use. 2.5 Ladders found to be unsafe, and the unsafe condition cannot be corrected by the user, must be taken out of service and tagged "Unsafe - Do Not Use", then either repaired or discarded, with approval of the Supervisor. 2.6 Wooden ladders shall not be painted or coated with any opaque material. 2.7 All ladders shall have non-slip feet and be used on a firm footing and securely fastened if possible. 2.8 The ladder shall be held in place by one or more persons while being used if it exceeds three (3) meters in length and is not securely fastened or if it is likely to be endangered by traffic. When not securely fastened, the ladder shall be inclined so that the horizontal distance from the top support to the foot of the ladder is at least one quarter (1/4) and not more than one third (1/3) of the length of the ladder. 2.9 Employees shall use a full body harness with adequate attachments or a safety belt if the worker is exposed to any of the following hazards: Falling more than three (3) metres. ii. Falling more than 1.2 metres, if the work area is used as a path for a wheelbarrow or similar equipment. iii. Falling onto operating machinery. iv. Falling into water or another liquid. v. Falling into or onto a hazardous substance or object. vi. Falling through an opening on a work surface. 2.10 When using a Step Ladder: i. The legs shall be fully extended and the spreader shall be in the locked position. ii. The top of the step ladder shall not be used as a step; and iii. The pail shelf shall not be used as a step. g,AYHA4? preirlikr%f 41tooj.tunity 1sVL)** Corporation of the Municipality of Bayham Policy Name: Flammable Liquids Date Approved: Date of Last Revision: Section 1 - Policy 1.1 A "Flammable Liquid" shall mean a liquid having a flash point below 37.8°C (100°F) and a vapour pressure below 275 kilopascals absolute at 37.8°C (100°F). i.e. some paints; toluene, gasoline. 1.2 Always refer to the product material safety data sheet to determine if a product is a flammable liquid. For consumer products, contact the supplier directly. 1.3 Flammable liquids must be labelled with a supplier or workplace label. 1.4 Flammable liquids must be stored away from any source of ignition; ideally outdoors protected from direct sunlight and a minimum of 3 metres (10 ft.) from exit doors. An approved flammable liquid storage cabinet can be used to store up to 235 litres (50 gallons) indoors. 1.5 All flammable liquid containers must be sealed or tightly capped. Portable containers must be C.S.A. or U.L.C. approved. In a workplace, portable containers must ensure the prevention of any leakage or spillage of the liquids or be in containers equipped with spring loaded caps. Containers holding gasoline will be red in colour. Containers holding diesel will be yellow. 1.6 Dispense flammable liquids outdoors. They can only be dispensed indoors if the area is provided with mechanical ventilation. 1.7 Portable containers must be bonded and grounded during dispensing of flammable liquids. Continuity of ground assemblies must be checked at the time of installation and quarterly thereafter. 1.8 A current Material Safety Data Sheet must be readily available. Refer to the MSDS for handling, use, storage procedures, and wearing of personal protective equipment. -‘,AYH.A4/- arm ;sr Aim: PpOltunity Is�o*s Corporation of the Municipality of Bayham Policy Name: Fungal Growth Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The purpose of this Policy is to protect Municipal employees, clients and the public from exposure to fungal growth by: Ensuring all fungal growth is promptly and properly remedied in order to ensure a healthy environment in all buildings occupied by Municipal employees. ii. Ensuring the ongoing prevention of fungal growth in all buildings occupied by Municipal employees. Section 2 - Procedure 1.2 Where fungal growth (mould) is present: The Supervisor of the department will immediately be informed of the situation. ii. The Supervisor will inform the Health & Safety Representative, who will review the situation and make his/her recommendations regarding the clean-up procedures to be followed. FUNGAL GROWTH CLEAN-UP 1.3 Small Isolated Areas (10 sq. ft. or less): Use respiratory protection (e.g. 3M 8210 disposable dust mask). Glove and eye protection must be worn. ii. The work area should be unoccupied. It is not necessary to vacate the building however it is recommended that persons that work close by or those who are immune-suppressed, those with chronic lung problems (asthma, allergies, etc.), not be in the immediate area. iii. Containment of the work area is not necessary. Dust suppression methods such as lightly misting the surface prior to clean-up are recommended. iv. Contaminated materials that cannot be cleaned should be removed from the building in a sealed plastic bag. (No special requirements are necessary for the disposal of mouldy materials). v. Clean the area with, at a minimum, water and detergent. A bleach cleanser of one part bleach to four parts water and a small amount of a non-ammonia based dishwashing detergent to cut surface dirt is recommended. (Do not mix chlorine bleach and ammonia). vi. All areas should be left dry and visibly free from contamination and debris. 1.4 Mid-Sized Isolated Areas (10 — 30 sq. feet) Use respiratory protection (e.g. 3M 8210 disposable dusk mask). Glove and eye protection must be worn. ii. The work area should be unoccupied. It is not necessary to vacate the building however it is recommended that persons that work close by or those who are immune-suppressed, those with chronic lung problems (asthma, allergies, etc.), not be in the immediate area. iii. The work area should be covered with a plastic sheet(s) and sealed with tape before the cleaning begins to contain dust/debris. iv. Dust suppression methods such as lightly misting the surface prior to clean-up are recommended. v. Contaminated materials that cannot be cleaned should be removed from the building in a sealed plastic bag. (No special requirements are necessary for the disposal of mouldy materials). vi. The work area and areas used by the clean-up workers should be HEPA vacuumed (a vacuum equipped with a High-Efficiency Particulate Air filter) then cleaned using, at a minimum, water and detergent. A bleach cleanser of one part bleach to four parts water and a small amount of a non-ammonia based dishwashing detergent to cut surface dirt is recommended. (Do not mix chlorine bleach and ammonia). vii. All areas should be left dry and visibly free from contamination and debris. 1.5 Large Isolated Areas (30 — 100 sq. feet), Extensive Contamination (greater than 100 continuous sq. feet) or Remediation of HVAC Systems The Health & Safety Representative will contact and arrange for trained professionals to assess and perform the clean-up activities as required. 1.6 General Precautions during clean-up: Chlorine is one of the most commonly used chemicals that will kill mould on contact. Chlorine (bleach) is a corrosive chemical and must be handled properly. All appropriate personal protective equipment must be used when handling chlorine. ii. Always ventilate the area when working with bleach. iii. Never mix bleach with ammonia or ammonia-based products (detergents). iv. Vacuuming may increase exposure to mould and spores by making them airborne. Vacuums equipped with high-efficiency particulate air filters (HEPA) will minimize this exposure. v. Use of proper personal hygiene procedures (e.g. hand washing) at the completion of any clean-up activities is required. 1.7 Source documents include: Canadian Centre for Occupational Health and Safety — Indoor Air Quality — Moulds and Fungi ii. New York City Department of Health and Mental Hygiene / Bureau of Environment and Occupational Disease Epidemiology — Guidelines on Assessment and Remediation of Fungi in Indoor Environments INA-YHA/If 014111. po„ 4-Pol'tunity Is_io45- e Corporation of the Municipality of Bayham Policy Name: HIV/AIDS Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Employees with Human Immunodeficiency Virus (HIV), including Acquired Immunodeficiency Syndrome (AIDS) have a right to continue to work provided they are able to perform the essential duties of their jobs in a satisfactory manner and do not present a health or safety hazard to themselves or others. 1.2 The Municipality believes it is possible to continue the employment of persons with HIV/AIDS infection in a compassionate supportive way while ensuring the safety of employees and the public. In this regard the Municipality views HIV/AIDS in the same light as any other illness or disability. As with any other serious illness or disability every person with HIV/AIDS is assessed on an individual basis to accommodate variations in the progression and impact of the illness. 1.3 All employees, including individuals known or thought to be infected with HIV have a right to confidentiality and freedom from harassment in the work place. 1.4 Employees, persons seeking employment and members of the public known or thought to have HIV infection, must have their rights to non-discrimination and privacy protected. 1.5 Health and Safety measures implemented in the work place must serve to reduce the risk of HIV transmission for those who are occupationally exposed to HIV/AIDS. Section 2— Education 2.1 The Municipality, through the Elgin-St. Thomas Health Unit will provide to all of its employees information about HIV/AIDS, and will provide further information and assistance to enable them to deal with problems which may arise concerning HIV/AIDS. 2.2 The Municipality will take steps to ensure that any new medical or treatment information will be immediately communicated to employees and incorporated into this policy. 2.3 It will be the intent of such procedures to maximize health and safety protection for employees whose work-related activities may bring them into contact with the blood or body fluids of other people. Section 3— Procedure 3.1 The same precautions taken to protect against Hepatitis B and other blood borne infections are equally applicable against the HIV namely: Proper hand washing procedures; ii. Covering of open areas on hands; iii. Cleaning equipment according to recommended procedures, using disposable gloves, gowns, face and eye protection, or other protective clothing and equipment, pursuant to established procedures. iv. Cleaning or disinfecting equipment or clothing contaminated with blood or body fluids using appropriate procedures and materials (most widely recommended practice is to use 1:9 solution of bleach and water) 3.2 Employees may come into contact with blood and other body fluids in emergency situations, even if these fluids contain the HIV, the risk is very low as the virus infected blood of one person must get into the blood stream of another person to cause an infection. Nevertheless, it is important that procedures be established and protective equipment provided to guard against infection of any kind. 3.3 Employees are encouraged to advise their supervisor of any concern about AIDS safety or safety procedures. 3.4 Exposure is contact with blood or body fluids that could be infectious, exposure occurs through: Needlestick or puncture wounds. ii. Broken or non-intact skin. iii. Mucous membranes of the nose, mouth or eyes. 3.5 Workers who are exposed should: Wash affected area. ii. Report the incident as per Occupational Health & Safety Procedure for reporting Accidents/Incidents. Be examined by medical authority and sent for counselling. Section 4— General Provisions 4.1 The Municipality does not require HIV antibody testing of its employees or job applicants. The Municipality does not require an infected employee or the attending physician to report the diagnosis to the employer with the exception of applying for benefits in accordance with the provisions of Short Term and Long Term Disability. 4.2 HIV infection cannot be transmitted in the course of usual work place transactions. Refusal to work with or discriminatory acts against a person known to be or suspected of infection with HIV or AIDS will not be permitted. 4.3 Illness and absence from work caused by HIV/AIDS infection are no different from other situations. Employees will receive all benefits for which they are eligible. 4.4 Employees who believe they are being harassed through their contact or association with an HIV/AIDS infected person should consult with the Human Resources Department and the Workplace Harassment Policy. 4.5 This Policy has been sourced from Elgin County which developed the policy in consultation with the Elgin-St. Thomas Health Unit. g,AYHA4? .40f -:unity IsYto' Corporation of the Municipality of Bayham Policy Name: Hot Work Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 All electric and gas welding and cutting equipment, installations and operations shall be in conformity with: The manufacturer's recommendations, and ii. Canadian Standards Association W-117 "Code for Safety in Electric and Gas Welding and Cutting Operations". 1.2 Where welding or burning or soldering operations emit harmful fumes and gases, ventilation shall be provided. 1.3 A ventilation system shall be provided during Welding or cutting of metals, alloys, or coated metals; ii. Spraying metal or other materials at high temperatures; or iii. Air-arc gouging, plasma-arc, or silver soldering operations. 1.4 Compressed and liquefied gas systems shall be so located or guarded as to provide protection from physical damage. 1.5 Protection of equipment from heat, flame, sparks, and electrical contacts. Workers shall prevent sparks or flames from coming in contact with cylinders, regulators or hoses of compressed gas systems, and all charged gas cylinders shall be protected from any source of excessive heat. 1.6 Cylinders shall be so located that there is no risk of contact with energized electrical conductors. 1.7 Before putting any gas-welding or burning equipment into use workers shall ensure that all parts are free from defects, leaks, or oil and grease. Only standard fittings, designed and manufactured for the specific compressed gas service, shall be used. All equipment will be inspected at least annually or better. Section 2 - Correct use of Control Devices 2.1 Welding equipment, including regulators and automatic reducing valves and hoses, shall be used only for the gas for which they are designed. 2.2 Copper fittings or tubing shall not be used in systems carrying acetylene gas. 2.3 Suitable safety devices to prevent reverse gas flow shall be installed on both hoses at either the torch or regular connections. Section 3- Handling, Storage, Transportation and use of Cylinders: 3.1 Compressed gas cylinders shall: Not be hoisted by slings or magnets, or ii. Not be dropped or subjected to impact, or iii. Not be handled by means of the regulators nor used as rollers or work supports, and iv. Normally be kept upright and secured against falling during storage, transportation and use. 3.2 Acetylene cylinders which have been stored or transported in a horizontal attitude shall be placed in a vertical position for at least one hour before use. Section 4-Valve Protection 4.1 Cylinder valves shall be closed when work is finished and when cylinders are empty. Valve protection covers shall be kept in position when the cylinders are not connected for use. Keys shall be kept in place in key-operated acetylene cylinder valves whenever the cylinders are connected for use. 4.2 Operators shall not stand directly in front of regulator pressure gauges while a cylinder valve is being opened. Section 5- Electric Welding 5.1 No arc welding shall be carried out unless all workers exposed* (*40 feet [12 m] is the recommended minimum distance from which the electric arc should be seen by the naked eye) to radiation from the arc flash wear suitable eye protection or are protected by adequate screens, curtains or partitions. Such screens, curtains or partitions shall be made of or be treated with fire resistant materials or coatings. Coatings shall have a non-reflective surface. Section 6—Chipping &Cleaning 6.1 Workers shall wear eye protection when chipping or cleaning welds. Section 7- Miscellaneous Requirements 7.1 Welding work areas shall be kept free of electrode stubs, metal scrap, and other slipping or tripping hazards. Receptacles for electrode stubs shall be provided and used. 7.2 Welding cables and hoses shall be arranged to prevent tripping hazards. 7.3 All workers, exposed to the hazard of radiation from welding or burning operations, shall use helmets, goggles and other appropriate personal protective equipment. 7.4 No arc welding electrode or ground lead shall be hung over a compressed gas cylinder. 7.5 Receptacles for electrode stubs shall be provided and used. Section 8- Protective Clothing 8.1 All workers engaged in welding or burning operations shall wear: Flame retardant work clothing, and work clothing made of polyester, acetate or acrylic fibres or mixtures of these with cotton or wool should not be used. These are moderately flammable and will melt while burning causing deep and extensive burns to the skin. Work clothing made of laminated fabric containing polyurethane sponge should not be worn as they may readily ignite and burn. Preferred work clothing should be made of cotton, wool or nylon fibres. The fabric should have a smooth, tightly woven finish. ii. Leather gauntlet type gloves and arm protection, and iii. An apron of leather or other suitable material for heavy work, and iv. Eye and face protection against harmful radiation, or particles of molten metal or while chipping and grinding welds, and v. Substantial safety footwear, made of leather or other equally firm material. Section 9- Presence of Flammable or Explosive Substances 9.1 No burning, welding, or other hot work shall be done on any vessel, tank, pipe enclosure or structure enclosure. 9.2 All work shall be sent out to a reputable contractor who is familiar with working on enclosures as noted above. 9.3 Where testing procedures are utilized, additional tests shall be made at intervals that will ensure the continuing safety of the workers. Section 10 - Marking Hot Work 10.1 Where practical, recently welded or flame cut work shall be marked "HOT" to indicate to workers that the work piece presents a hazard of burning. 10.2 Precautions to prevent a fire shall be taken when using a blow torch or welding or cutting equipment or a similar piece of equipment. Section 11 - Fire Extinguishers 11.1 At least one (1)fire extinguisher of a suitable type and capacity shall be kept immediately available at all work locations where welding or cutting is done. Fire extinguisher locations shall be clearly identified. vox-YHA/1f ishiriso APPtigk'"' IP 0 01* 4.4" 4'7> Is t Corporation of the Municipality of Bayham Policy Name: Housekeeping Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Poor housekeeping practices can lead to injuries from trips and falls, falling objects, or other hazards of improper storage and clutter. For this reason the Municipality of Bayham requires employees to maintain clean work spaces. Section 2 - Procedures 2.1 In order to maintain a safe and clean work area, all employees are expected to: i. Gather up and remove debris as often as necessary to keep the area clear ii. Keep equipment and areas around equipment free from scrap and waste iii. Keep stairways, passageways, and gangways free of material, supplies, and other obstructions iv. Secure loose or light materials to prevent blowing in the wind v. Pick up and store tools properly after use vi. Not run electrical cords across walkways a Unless appropriately secured and fastened vii. Clean up oil and other spills immediately viii. When stacking objects with sharp edges, ensure that sharp edges are covered or bent over to prevent cuts, and that nails that remain in lumber are bent over or removed ix. Not throw materials or tools from one level to another x. Not lower or raise any tool or equipment by its cord xi. Stack materials safely so that they will not topple or collapse xii. Store materials safely and according to legislated requirements g,AYH 4 Pilfr4.°""% IN°r4LIF OpPtunity Is�041- °' Corporation of the Municipality of Bayham Policy Name: Hygiene Survey Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Health & Safety Coordinator will investigate the circumstance when a concern is raised regarding air quality, noise, exposure to biological or chemical agents etc. Section 2 — Procedure 2.1 The Health & Safety Coordinator will determine whether hygiene surveys are warranted and will notify an employee when hygiene surveys are scheduled. They will have the opportunity to be present while samples are obtained. 2.2 The Health & Safety Coordinator will provide copies of hygiene survey results to the employee. 2.3 The Health & Safety Coordinator will initiate measures to reduce exposure to an acceptable level where results of hygiene surveys indicate levels in excess of the concentration limit as established by Regulation. g,AYH1 '4PIPP.4"P"rdc4. o PAD urtunity Corporation of the Municipality of Bayham Policy Name: Lifting Devices Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Lifting Devices include all mechanical equipment, used to raise or lower people or materials, but does not include elevators. Examples include but are not limited to: a. Cranes and Hoists b. Forklift Trucks c. Front End Loaders d. Mechanical Lifting Devices for People e. Hydraulic Lifts on Whirlpool Tubs f. Elevating Devices on Vehicles g. Hydraulic Floor Hoists h. Vehicle-Mounted Aerial Device Section 2— Procedure 2.1 Lifting devices in workplaces must be inspected prior to being used for the first time and at least annually, or as recommended by the manufacturer. A qualified person will conduct and produce a signed and dated document of inspection. The records must be kept readily available in the department or with the equipment on a project. On projects, all cables and hooks, will be visually inspected weekly by a qualified person. Cables and hooks will be maintained to comply with the requirements of The Construction Regulation 213/91 Sections 168-180. 2.2 Lifting devices will be labelled so that the maximum load can be determined. No person shall load the device beyond the maximum. 2.3 Lifting devices shall only be used for the purpose, which they are intended to be used. Forklift trucks must be fitted with a secured platform with guardrails prior to lifting personnel. 2.4 All pneumatic or hydraulic hoists will automatically return to their neutral position when released. 2.5 All lifting devices must be operated by trained personnel only. 2.6 Maintenance records, logs and operator's manuals will be kept readily available. 2.7 A lifting device capable of raising, lowering or moving material weighing more than 7,260 kilograms will be operated by certified persons only. The operator must be able to produce their certificate when operating the equipment. A maintenance log book, as required by the Construction Regulation 213/91, Section 152, will be maintained and available at the project. 2.8 Any defects in equipment must be reported immediately to the Supervisor. The Supervisor will determine if the equipment should be tagged out of service, pending repair. 2.9 No person is allowed underneath a load being lifted. 2.10 Elevated work platforms must be inspected daily before being used and will comply and be maintained in accordance with the Construction Regulation 213/91. 2.11 When unattended buckets, blades, forks and loads must be lowered $AYH. 04", 4111W 4—P ortIsY0 Corporation of the Municipality of Bayham Policy Name: Lockout- Electrical Date Approved: Date of Last Revision: Section 1 - Purpose 1.1 To detail the basic requirements necessary for the provision of positive protection for multi-crews and individual workers while performing repairs to machines and equipment. 1.2 This Policy does not apply to testing of equipment or trouble shooting. Section 2 - Procedure INITIAL MAIN POWER SHUT-OFF AND LOCK-OUT BY THE PERSON IN CHARGE: 2.1 The operator is personally responsible for initially stopping or shutting down the machine in the normal manner, i.e. by pushing the stop button, shutting off valves, opening bleed valves, blanking lines, etc. as necessary. 2.2 After the machine has stopped and, where applicable, loads on electrical lines are shut off, the main disconnect switch shall be opened and locked in the open (OFF) position by the person in charge or other qualified person under his direction, e.g. an electrician. 2.3 After the disconnect switch has been locked out, a check should be made by pushing the start button or switch to ensure that the correct master switch has been disconnected. 2.4 A warning sign or tag should be added to the padlock by the person in charge indicating the nature of work; location if other than the immediate area; date; workers or departments responsible for the work, etc. 2.5 The presence of the lock belonging to the person in charge is evidence that the machine is properly and completely shut down and in a safe condition for work to commence. Except as required and directed by the person in charge for purposes of interim testing, etc. the lock shall only be removed after all work has been completed and equipment is safe and ready to operate. 2.6 The lock shall only be removed by the person in charge and this responsibility shall not be delegated. 2.7 If a machine is to be taken out of service, it shall be shut down and locked out by the operator and remain locked out during the entire period that it is out of service. MULTIPLE LOCKS AND LOCKOUT BARS 2.8 After the machine has been shut down and locked out by the person in charge, each worker working in or on the machine shall be protected by personally placing their own safety lock on the disconnect switch. The key for the lock must be retained by the person while lock is in place. 2.9 Where several workers or trades are working on the machine, provision for additional locks will be made to accommodate other locks. 2.10 A durable tag should be attached to each worker's lock showing name or clock number and department, if applicable. 2.11 Each worker should be impressed with the fact that, even though the disconnect switch may already be locked, they are not protected until they attach their own personal lock. LEAVING THE WORK 2.12 When work has been completed, each worker should report this fact to the person in charge. Each worker may then remove personal lock and tag prior to leaving the machine. 2.13 If work is not completed at the end of the day or shift, each worker shall report the status of the work to the person in charge or, if applicable, to the person in charge of the incoming shift before removing their personal lock and tag. The incoming shift shall place their locks and tags as in paragraph "a)" above before commencing work on the machine. The person in charge shall not remove their lock until the person of the incoming shift has placed their lock on the machine. 2.14 It will be noted that, although workers remove their locks on leaving the machine, the lock belonging to the person in charge is still in place. Therefore, at no time will the machine be left unlocked until all work has been completed. USE AND CONTROL OF PADLOCKS 2.15 Locks made by a reputable manufacturer should be supplied by the company to preclude the possibility of workers providing inferior locks which can be tampered with or opened by other keys. 2.16 Combination type locks or locks with a master key or duplicate keys are not recommended. If duplicate keys are obtained they must be kept in a locked depository away from the normal "Safety Lock Control" centre. They must be under the direct control of a responsible person, e.g. safety officer and used only by them in an emergency. At least two people should be responsible for using a duplicate key. 2.17 Locks should be checked when purchased to ensure that no two or more locks can be opened by the same key. 2.18 Each worker should be issued with their personal lock with their name or clock number stamped on it. If this is not practicable, a simple and economical method of control for the issue of locks is suggested as follows: The locks should be serially numbered by stamping, and kept on a "Safety Lock Control Board" against a matching set of serial numbers. ii. The locks should be under the control of a responsible person, e.g. safety officer, tool room attendant, etc. who has the facilities to maintain a log or register of locks issued, dates of issue and return, and name of worker or person in charge to whom the locks have been issued. Locks shall not be loaned or transferred between workers. They must be returned to and re- issued from the "Safety Lock Control" centre. The workers should carry their own supply of durable tags bearing their name and department. These tags should be attached to their lock for identification while in use on the disconnect switch lock-out. ELECTRICAL CONTROL EQUIPMENT SHOULD BE IDENTIFIED AS TO THE MACHINE CONTROLLED. 2.19 Where it is not practicable to disconnect and lock out the power supply to live electrical installations, equipment or power lines: Rubber gloves, mats, shields or other protective equipment adequate to ensure the safety of all workers shall be used while the work is being performed; and ii. A person other than the worker doing the work who is trained in the use of artificial respiration, shall be conveniently available while the work is being performed. 2.20 Where work is to be done on a power line of 750 volts or over, and the power supply cannot be disconnected and locked out of service: The work shall be carried out by a competent person under the authority of an electrical utility; and ii. Rubber gloves, mats, shields or other protective equipment, and procedures adequate to ensure the safety of all workers shall be used while work is being performed; and iii. A person, other than the worker doing the work, who is trained in the use of artificial respiration, shall be conveniently available while the work is being performed. -‘,AYH.44/- PpOltunity Is�o*s Corporation of the Municipality of Bayham LOCKOUT-TAG OUT REMOVAL FORM Employee's Name: Department: Equipment/Machinery: Date Lock and Tag Removed: Time: Reason for Removal of Lock and Tag: Please check: Verification made that employee was not in facility. Employee could not be reached, OR: Employee contacted at home at (Time) Employee given choice of coming in immediately and removing the padlock, but refused. Reason padlock and tag installed was determined. Status of work performed was determined and inspection of equipment/machine conducted. Other employees involved in this lockout were consulted. There was a witness to the padlock and tag removal — Name: Notice placed on equipment/machinery stating that employee's padlock and tag were removed and that employee must report to Supervisor immediately. Other Comments: Signature of Supervisor: Date: (or Designate) vAYHA frakik rr r O4"7, unity IsYo**4,. Corporation of the Municipality of Bayham Policy Name: Machine Guarding Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality of Bayham is committed to protecting its employees from injuries related to lack of Machine Guarding, and has implemented measures to comply with the Occupational Health and Safety Act (Industrial Regulation Sec 24-44). Section 2 — Procedure 2.1 All equipment that is purchased with a guard, as an integral part of its structure, is used with that guard at all times. 2.2 If guards must be removed (e.g. for cleaning purposes), the power to the equipment is disconnected prior to its removal, and it is not re-connected until the guard is safely and securely replaced. See Lockout Procedures. 2.3 If a guard becomes damaged to the point where it is ineffectual, the equipment is taken out of service and not used again until the guard is repaired and back in place. 2.4 An emergency stop control must be clearly identified and within easy reach of an operator. -*AYH. II O 445, port04. unity Islt Corporation of the Municipality of Bayham Policy Name: Municipal Driving Standards Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Any employee who drives a Municipally owned or Municipally rented motor vehicle shall possess a valid driver's licence. It shall be the supervisor's responsibility to ensure that an employee possesses said licence before allowing him/her to drive. Section 2—Procedure 2.1 Drivers shall be guided by the Ontario Ministry of Transportation's Truck and Bus Drivers Manuals and the Highway Traffic Act. 2.2 Any employee of the Municipality, who, in the performance of his/her duty, is required to operate any motor vehicle or piece of equipment where a licence is required, must notify his/her Supervisor immediately if: i. A driver has been charged with an offence under the Highway Traffic Act; ii. The driver's licence has been suspended or revoked; iii. The driver has lost or misplaced his/her licence. 2.3 Employees shall be held personally responsible for infractions of speeding and traffic laws. Drivers shall keep themselves informed of the Highway Traffic Act and local by-laws. 2.4 Drivers shall not permit anyone except authorized employees to drive or operate any vehicle which has been assigned to them. 2.5 All drivers are required to adhere to all legal speed limits. 2.6 Drivers are required to: i. Comply with all traffic laws and regulations; ii. Comply with all Municipal regulations; iii. Maintain the Municipality's good image by behaving properly and by showing courtesy and using common sense; iv. Drive safely and carefully at all times; and v. Care properly for equipment assigned to the employee's use and ensure that it is Maintained in good mechanical condition. vi. Wear their seat belts at all times when in the vehicle vii. Require passengers to wear their seat belts at all times viii. Keep a first aid kit and survival kit in vehicle when driving outside of populated areas ix. Carry a cell phone or other communication device whenever possible x. Utilize only 2-way radios or hands free cell phones when the vehicle is in motion 2.7 General considerations for Municipal employees prior to and while driving include: Check road and weather conditions prior to heading out. Don't take chances if the weather is bad; ii. Perform a circle check of the vehicle before entering — ensure that tires are well inflated and there are no other conditions that might interfere with safe driving; iii. Make sure safety equipment is in place (first aid kit and survival kit if necessary); iv. Make sure that 2-way radio is in good working order and that batteries are charged; v. If equipment is being transported, make sure it is secured safely, and does not block your view; vi. Secure seat belt and adjust if necessary; vii. Adjust mirrors if necessary and know your blind spots; viii. Drive at a safe speed and watch for drivers around you; ix. Always signal well in advance when changing lanes or turning corners; x. Keep to the right lane unless preparing to make a left turn, passing, or changing lanes; xi. Do not reach for fallen items—wait until you can stop and retrieve them safely. 2.8 In addition to guidelines for General conditions, other considerations during winter months are as follows: Prepare the vehicle for winter driving —oil, battery, radiator, etc. and consider changing to winter tires; ii. Wear comfortable clothing while driving, but bring heavier clothing. Include mitts, toque, lined boots, and a heavy jacket with hood if possible; iii. Clear snow and ice from all windows, mirrors, and roof prior to driving off; iv. Make sure gas tank is sufficiently full for your planned `trip'; v. Make sure the vehicle has sufficient windshield washer fluid —take an extra container with if required; vi. Use extra caution when approaching shaded areas where ice may be more likely to have formed. 2.9 In emergency situations consider the following procedure: i. Stay with the vehicle for safety and warmth. ii. If in an area where there is cell phone service, dial 'OPP' to contact the Ontario Provincial Police. iii. If an employee must exit the vehicle, do so from the door opposite to the roadway, and wear appropriate clothing. iv. Draw attention to the vehicle by displaying a 'Call Police' sign, or using flares or 4-way flashers. v. If an employee must sit in the vehicle for an extended period, don't run the motor continuously and keep at least one window partially open so that fumes do not accumulate. 2.10 A driver who fails to practice safe driving habits at all times will be disciplined, up to and including dismissal, dependant on the seriousness of the infraction. g,AYHA.l? 44grir 411411111= AA°I'tunity I1'11.o� Corporation of the Municipality of Bayham Policy Name: Non-Routine Work Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 To ensure that work that is not routinely performed is done safely, the Municipality of Bayham commits to ensuring that procedures are in place to address safety issues before performing non- routine work. Section 2 — Definitions 2.1 Activity: A set of actions required to complete a job. 2.2 Non-Routine Work: Any activities that are not performed on a regular basis. 2.3 Safe Operating Procedure: A set of instructions for a job, process, or machine that provide optimum safety to a worker, when correctly followed Section 3 — Procedures 3.1 A worker or supervisor may identify a non-routine job or non-routine activities. 3.2 The supervisor of the job, or experienced designate, conducts a pre-work meeting with everyone involved. 3.3 The meeting identifies and addresses all potential hazards related to the non-routine activities. 3.4 All controls are identified and fully implemented for each hazard that was identified, and cannot be eliminated. 3.5 Workers involved in the non-routine work demonstrate their ability to perform the work, to their supervisor or experienced designate. 3.6 No worker is allowed to perform non-routine work until they show that they can do so safely. This includes a demonstration of how to inspect and wear any required personal protective equipment. vox-YHA/1f ishiriso APPtigk'"' IP 0 01* 4.4" 4'7> Is t Corporation of the Municipality of Bayham Policy Name: Propane Safety Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 Propane is an effective and clean fuel, but there are hazards associated with its use. For this reason, the Corporation of the Municipality of Bayham employs the following principles when using Propane: i. All Propane tanks are approved and free from damage ii. Employees are trained in the safe use of Propane iii. Propane cylinders are handled according to requirements in the Occupational Health and Safety Act— Regulation for Construction Projects Sec 42 iv. Protective equipment is provided and worn to prevent injury from exposure to propane Section 2— Procedure 2.1 Hazards associated with propane: i. Flammable/explosive ii. Carbon Monoxide would accumulate in poorly ventilated areas, causing headache, weakness, dizziness, loss of muscle control, and watering of the eyes. iii. Frostbite from contact with liquid propane 2.2 Requirements: i. Cylinders are not accepted if they have dents, excessive rust, damaged collars, or bent foot rings. ii. Employees wear neoprene gloves, long sleeved shirts, and safety glasses when working with Propane. iii. Torches or heaters are not left unattended unless there is a flame safeguard system. iv. Cylinders are stored a. in an upright position b. outdoors, and away from public areas c. in a secure and protected area, away from vehicles or moving equipment d. at least 6m (20 feet)from flammable liquids or oxidizing or combustible gases e. so that full and empty tanks are in separate locations f. away from all heat and ignition sources g. at a temperature of not more than 125°F h. with all valves closed v. When transporting cylinders, they are secured to prevent tipping or falling vi. A handcart is used to move cylinders on the job site. vii. Employees are trained in the hazards of propane and the signs of overexposure. 2.3 Propane Heaters i. A competent worker performs all connections. ii. When employees are connecting hoses, inspect burners, controls, and hoses for defects. iii. If defects are found, repair/replace damaged parts immediately. iv. Only licensed service personnel repair gas-burning equipment. v. All hose and gas connections must be clean. vi. Use proper fitting wrenches to make connections. vii. Position cylinder in the same room as the heater- at least 10 feet away from heater, but no more than 25 feet. viii. Have a 4A40BC fire extinguisher on hand before lighting the heater. ix. After connections have been made, slowly open the valve and check for leaks, using soapy water or a leak detector. x. If no leaks are detected, open valve completely. xi. If leaks are observed, close the valve and make corrections. g,AYH4 0 .fig PP0l'tunity is Yu� Corporation of the Municipality of Bayham Policy Name: Refuelling Municipal Vehicles Date Approved: Date of Last Revision: Section 1 - Policy 1.1 All vehicles owned or operated by the Municipality of Bayham will be shut off during refuelling. 1.2 All vehicles will be shut off while unattended; unnecessary idling of engines is prohibited. (Excessive idling wastes fuel, shortens engine life, and pollutes the environment.) 1.3 No cell phone use is permitted during refuelling. 1$110(1144,1 49111.11s4c: ohrom, ;,,,1101 ,1 o 0 {6 ��'o='tunity IsY � Corporation of the Municipality of Bayham Policy Name: Safe Use & Care of Scaffolds Date Approved: Date of Last Revision: Section 1 - Policy 1.1 To provide a procedure that meets and/or exceeds the requirements of the Occupational Health & Safety Act in ensuring the consistent positive protection of all Municipal employees when using scaffolds. Section 2— Procedure 2.1 Only a competent person shall supervise the erection, alteration and dismantling of a scaffold. A competent person for the purposes of this policy will refer to a person that has received and documented that he/she has completed the training program for scaffold use through the Health & Safety Coordinator or his/her designate. 2.2 Scaffold structures greater than eighteen (18) feet in height will not be constructed or used by Municipal employees. 2.3 All scaffolding used at Municipal Facilities will comply with the following requirements from the Occupational Health and Safety Act: i. Every scaffold shall be capable of supporting, a. Two (2) times the maximum load to which it is likely to be subjected without exceeding the allowable unit stresses for the particular materials used; and b. Four (4) times the maximum load to which it is likely to be subjected, without overturning. 2.4 No scaffold shall be loaded in excess of the maximum load it could reasonably be expected to support and not in excess of the maximum load set out in clauses (a) and (b) i. Every scaffold shall: a. Be constructed of suitable structural material; b. Have horizontal members that are adequately secured to prevent lateral movement and that do not have splices between the points of support; c. Have footings, sills or supports that are sound, rigid and capable of supporting at least two (2) times the maximum load to which the scaffold is likely to be subjected without settlement or deformation that may affect the stability of the scaffold; d. Where it consists of a structural system of tubular metal frames, have connecting devices between components that provide positive engagement in compression and tension; e. Have all fittings, gears, base plates and wheels installed according to the manufacturer's instructions; f. Have safety catches on all hooks; g. Be adequately secured at vertical intervals not exceeding three (3) times the least lateral dimension of the scaffold, measured at the base, to prevent lateral movement; h. Where lumber is used in its construction, be constructed only of Construction Grade Spruce or Number 1 Grade Spruce; and i. Have all uprights braced diagonally in the horizontal and vertical planes to prevent lateral movement. ii. A scaffold mounted on castors or wheels shall: a. Have a height which does not exceed 3 times the least lateral dimension of the scaffold, • Measured at the base, or • Measured between the outriggers b. Be equipped with a suitable braking device on each castor or wheel; and c. Have the brakes applies when, • Any worker is on the scaffold or the working platform of the scaffold, or • The scaffold is unattended iii. The working platform of a scaffold shall: a. Be designed, constructed and maintained to support all loads to which it may be subjected without exceeding the allowable unit stresses for the materials used, and in any event shall support not less than 2.4 kilo-newton's per square metre; b. Be at least 46 centimetres in width; c. Be provided, at each open side and at the ends of the platform with guardrails that comply with section 37 (of the OHSA Reg 67/93); d. If the platform consists of sawn lumber planks, have planks of Number 1 Grade spruce that: • Bear a legible grade identification stamp or bear a permanent grade identification mark • Are at least 48 millimetres in thickness by 250 millimetres in width with a span not exceeding 2.1 metres • Overhang their supports by not less than 150 millimetres and are not more than 300 millimetres and • Are cleated or otherwise secured against slipping, and • If the platform required consists of plans manufactured of laminated wood, metal or a combination of materials, consist of planks tested in accordance with good engineering practice to demonstrate structural equivalence to the sawn lumber planks specified in clause (d) $AYH. 45, port04. unity Is�C Corporation of the Municipality of Bayham Policy Name: Safe Lifting Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 To reduce the risk of musculoskeletal injuries to employees, the Municipality of Bayham adopts the following guidelines for safe lifting. Section 2— Procedures 2.1 Manual lifting is avoided whenever possible. If a mechanical device is available, it is used to move materials and people. 2.2 If manual lifting or moving must be performed, the following guidelines apply: Check out the path to be travelled in advance and remove obstacles. ii. Assess the article/person to determine the safest method of lifting. iii. Prepare the article/person for the lift. iv. Always keep the back as straight as possible. v. Tighten the abdominal muscles to help support the spine. vi. Bend the knees and use the stronger leg muscles as much as possible. vii. Use a diagonal stance -feet apart with one foot slightly forward. viii. Keep the load as close as possible. ix. Never twist while lifting - move the feet to face the object squarely. x. Balance the load whenever possible - e.g. one article of similar weight in each hand. xi. Know your limitations. Get help if the load is too heavy or too large. xii. Take more care in awkward positions. Back muscles may need to be used, but keep the load close, and the back as straight as possible. 2.3 Overhead lifting is to be avoided as much as possible. Employees should find a way to get to the same level, or use a lifting aid. 2.4 Frequently used and heavy items are to be stored as close to waist level as possible. 2.5 Employees report to their manager whenever there is a concern about the safety of a lift or transfer, or any change in conditions. $AYH. 04", 41117111111w1 .11111- pol'tnnity l ' 0 Corporation of the Municipality of Bayham Policy Name: Safe Use & Care of Electrically Powered Tools Date Approved: Date of Last Revision: Section 1 - Policy 1.1 To provide details of a procedure by which consistent, positive protection can be provided for employees using electrically powered tools. Section 2— Procedure 2.1 All electrically powered tools and equipment must be approved by the Canadian Standards Association or IESO. 2.2 Portable electric tools and equipment shall be effectively grounded. Equipment grounded through the power cord must not be used if the grounding pin in the plug is damaged, broken or removed. 2.3 Portable electric tools and equipment shall be checked, before use, by the Operator. Any damage, deterioration, or unsafe condition must be reported to the Supervisor and corrected before use. 2.4 Any electrical tools or equipment found to be unsafe and the unsafe condition cannot be corrected by the user, must be taken out of service and tagged, "UNSAFE - DO NOT USE", either repaired by a qualified person or discarded with approval of the supervisor. 2.5 Repairs to electrical tools and equipment may only be made by qualified personnel. 2.6 Electric tools and equipment must not be used in the presence of flammable vapours, unless designated and approved for this application. 2.7 Only heavy duty extension cords or power bars may be used with portable electric tools and equipment. 2.8 Personal protective equipment must be used when operating any electrical tools or equipment as per operating instructions. -*AYH. II O 445, port04. unity Islt Corporation of the Municipality of Bayham Policy Name: Traffic Control Policy Date Approved: Date of Last Revision: Section 1 - Policy 1.1 The Municipality of Bayham commits to having and implementing a traffic control plan that is in compliance with the Ministry of Transportation's Traffic Manual Book 7, when workers face hazards from vehicular traffic. Section 2 - Procedure 2.1 The Municipality identifies adequate control measures to protect workers prior to any job being started. 2.2 Control measures may include: i. Barriers ii. Barricades iii. Delineators iv. Lane Control Devices v. Warning Signs vi. Flashing Lights vii. Flares viii. Traffic Control Devices ix. Blocker Trucks x. Crash Trucks xi. Sign Trucks xii. Speed Control Devices xiii. Longitudinal Buffer Zones xiv. Workers to Direct Traffic (Traffic Control Persons) 2.3 The supervisor in charge of a job where workers may be exposed to hazards from vehicular traffic develops a written plan that includes potential and existing hazards and how they are to be controlled. 2.4 The Traffic Plan includes: Location of the Job Site ii. Date iii. Names of crew members iv. Classification of the job (e.g. short duration, mobile operations, etc.) v. Volume of traffic vi. Associated hazards vii. Signs, devices, and equipment required viii. Emergency phone numbers 2.5 The written Traffic Control Plan is kept at the job site until the job is completed. 2.6 All workers on the job site are made aware of the provisions of the Traffic Control Plan. 2.7 Any worker who is responsible for setting up or removing traffic protection devices must be competent and must be provided with verbal and written instructions. 2.8 Traffic Control persons must be competent, and wear and use appropriate personal protective equipment and clothing. 2.9 All workers on the job site must be trained in Traffic control and the Ministry of Transportation's Ontario Safety Manual — Book 7. 2.10 The supervisor notifies any services, where a disruption may occur (e.g. police, fire, ambulance, school buses) of road closures. MUNICIPALITY OF BAYHAM TRAFFIC PROTECTION PLAN CHECKLIST Circle the applicable hazards: moving vehicles, turning vehicles, backing equipment, limited visibility. Other: TRAFFIC PROTECTION PLAN Date: Time: Location: (be specific) Work To Be Performed: Supervisor: Person(s) setting up traffic protection: Name: ❑ Competent Person Name: ❑ Competent Person Name: ❑ Competent Person Person(s) directing traffic: Name: ❑ Competent Person Name: ❑ Competent Person Name: ❑ Competent Person Emergency Services Notified For Road Closure: ❑ Police ❑ Ambulance ❑ Fire Notice of Project: (if applicable) # Conditions Used to Determine Traffic Control Traffic Control Requirements Plan Speed Limit Km Lane Closure Required Two Lane Both Directions Sidewalk Closure Required Same Direction Traffic Control Person(s) Required Multi-Lane Both Directions Road Work Sign Same Direction Lane Closure Sign Long Duration > than 1 day TC Person Ahead Sign Short Duration < than 1 day Survey Crew Ahead Sign Very Short Duration < than 30 min. Stop/Slow Sign Moving Operation ❑ Other Signs (specify) Police on Site ❑ Traffic Volume: ❑ Barricades ❑ Cones 300 x# of cars in 3 minutes = ❑ Delineators ❑ Sign Trucks (High volume = 300 + cars daily) ❑ Blocker Trucks ❑ Crash Trucks ❑ High Volume ❑ Low Volume ❑ Speed Control Devices ❑ Longitudinal Buffer Area Based on above site conditions and a review ❑ Hard hat, reflective garment, safety of the MTO Manual, the Traffic Control Plan boots required is based on Figure # of the MTO Manual. Additional control requirements or deviations from the MTO Manual are to be detailed on the reverse side. TRAFFIC PROTECTION PLAN SKETCH $AYH. 0441t 41114111111will pol'tnnity l ' 0 Corporation of the Municipality of Bayham Policy Name: Tree Cutting & Disposal Date Approved: Date of Last Revision: Section 1 - Policy 1.1 All tree cutting operations carried out by employees or by a Contractor's employees, acting for the Municipality of Bayham, shall be carried out in accordance with Sections 103 — 119 of the Occupational Health and Safety Act of Ontario and Regulations for Industrial Establishments. Section 2— Procedure 2.1 Each chain saw operator shall be equipped with the necessary personal protective equipment (hard hat, face shield or safety glasses, ear muffs or equivalent, gloves, chaps and safety boots). 2.2 Each chain saw shall be equipped with the latest safety devices (anti-kick back chain and chain brake). 2.3 All repair work shall be carried out by trained personnel who are familiar with the equipment. 2.4 If the tree is to burned, due care will be used when starting the fire or keeping the fire going. Fire extinguishers and a mobile radio shall be made available. 2.5 During the chipping process, each operator shall be equipped with the necessary proper protective equipment (ear protection, glasses, tight fitting gloves). Each employee shall ensure that they are not wearing any loose clothing. -$AYHAdvz 40471.% REPORT 4.cv CAO 'Portunity Is�o�► TO: Mayor & Members of Council FROM: Paul Shipway, CAO DATE: November 3, 2016 REPORT: CAO-68/16 SUBJECT: MUNICIPAL ELECTIONS MODERNIZATION ACT OVERVIEW The purpose of Report CAO-68/16 re Municipal Elections Modernization Act is to provide a review of the significant changes made to the Municipal Elections Act, 1996. On April 4, 2016, the Minister of Municipal Affairs and Housing (M.M.A.H.) tabled Bill 181, the Municipal Elections Modernization Act in the Legislature. It was introduced after consultation and input from a variety of stakeholders, including, amongst others, the Association of Municipalities of Ontario, the Association of Municipal Managers, Clerks and Treasurers of Ontario and members of the public. Amendments to Bill 181, Municipal Elections Modernization Act, 2016 were introduced in May and received Royal Assent on June 9, 2016. Bill 181 included a number of changes to the Municipal Elections Act that were intended to address issues that arose during the 2014 Municipal Elections across Ontario including: i. Lack of regulation for third party advertising; ii. Challenges with compliance and enforcement of election rules; iii. Lack of clarity related to campaign financing; iv. The length of the campaign period; and v. Areas where the Act could be updated and modernized. On September 16, 2016 Ontario Regulation 310/16, Ranked Ballot Elections was passed. The majority of the changes to the Municipal Elections Act only become effective as part of the 2018 Municipal Election. However, there are changes that become effective prior to the 2018 Municipal Election and would impact any by-elections held prior to the 2018 Municipal Election. DISCUSSION The significant changes to the legislation may be grouped under the following major categories: • Election calendar; • Nomination period and process; • Campaign finance; • Third party advertising; • Ranked ballots; • Clerk's authority; • Election signs and advertising; • Recounts; • Other Changes ELECTION CALENDAR Changes to the election calendar are as follows (utilizing the 2018 Municipal Election as an example): OLD LEGISLATION NEW PROVISIONS By-law- Use of June 1, 2018 May 1, 2017 Alternative Voting By-law-Use of N/A May 1, 2017 Ranked Ballots Clerk's Policies&Procedures June 1, 2018 Dec. 31, 2017 for voting/alternative voting Clerk determines single N/A Dec. 31, 2017 or batch elimination — ranked ballots Approval of Ballot Question: Approved by Council 180 days prior to Voting Day March 1, 2018 by-law Ordered by upper June 1, 2018 May 1, 2018 tier/minister Opening of Nominations First day of business after May 1, 2018 and registrations for third January 1 (January 2, party advertisers 2018) Use of Corporate Not previously required May 1, 2018 Resources Policy Final date for Second Friday in September 4th Friday in July Nominations (September 14,2018) (July 27, 2018) Close of 3rd party N/A Oct. 19, 2018 advertising registrations The revised dates will be addressed in any advertising or the provision of documents, as required. Council has previously passed By-law No. 2014-103, the Council Code of Conduct, which references the to-be developed Use of Corporate Resources Policy. Staff will present the policy for approval prior to the specified deadline. Staff is currently obtaining information related to alternative voting methods in preparation for the 2018 Municipal Election. Staff will report back on the results of its investigation prior to March 2017 so Council may consider all information on methods of vote prior to determining a method of vote for the 2018 Municipal Election. NOMINATION PROCESS As noted in the information contained above, the nomination period will be reduced from 37 weeks to 13 weeks, with the opening of nominations occurring on May 1 and ending on the 4th Friday in July (July 27, 2018). Candidates will be required to obtain 25 endorsement signatures from eligible electors. The 25 endorsement signatures are required to be provided at the time a candidate files his/her nomination paper. A person providing an endorsement must be eligible to vote for the office on the day that the person endorses the nomination. Individuals will be permitted to endorse more than one nomination. The Act has also been amended to clearly indicate that a candidate is eligible to be nominated for an office in any ward of the municipality— and not just the ward in which they reside. While this is not a change, given the number of inquiries the Ministry had received about this matter, the Act was amended to clarify that a candidate may run in a ward in which they do not live. Bill 181 initially included identifying volunteer firefighters as employees and therefore ineligible to run for or hold office unless the volunteer firefighter was on a leave of absence or had resigned. An amendment was introduced to remove this provision. CAMPAIGN FINANCE In May of 2016, Bill 181 was revised to prohibit contributions from corporations and trade unions that hold bargaining rights for employees in Ontario. As a result of the revision to the legislation, this ban applies to all Ontario municipalities. It is important to note that money, goods and services given to and accepted by a person for his or her election campaign, or given to and accepted by another person who is acting under the person's direction, are deemed to be contributions under the legislation. This means that all in- kind contributions or discounted pricing for goods and services by corporations or trade unions will be prohibited, such as space, equipment, advertising, brochures, signs, printing, website design/hosting, food, etc. Candidates will be required to inform contributors of the contribution limits. A contributor is limited to a total of$750 to any one candidate in an election (except in the case of the office of Mayor of the City of Toronto) and $5,000 to two or more candidates for office on the same council or local board. Candidates will no longer be required to open a bank account if they do not receive contributions or incur expenditures related to their campaign. After the 2018 Municipal Election, campaign deficits will not be carried forward from the previous election campaign. A new spending limit for parties and expressions of appreciation after Voting Day will be implemented. The specific amount of the spending limit is to be set out in a regulation. In terms of a candidate's campaign financial statements, a candidate will be permitted to resubmit a financial statement to correct an error, until the filing deadline. The nomination filing fee will only be refunded if a financial statement is filed on time. If a candidate doesn't file his/her financial statement on time and is willing to pay a $500 late filing fee, the candidate will be provided an additional 30 day period to file the financial statement. A candidate exercising this option will not be refunded his/her nomination filing fee. As soon as possible after April 30, 2019, the Clerk will be required to provide a report and make it available on the Municipal website, setting out all candidates in an election and indicating whether each candidate complied with financial reporting requirements. The Clerk will be required to review all of the financial statements received and identify whether any contributor appears to have exceeded any of the contribution limits. The Clerk will be required to report to the Compliance Audit Committee as soon as possible after the filing deadline regarding contributions made to candidates and third party advertisers in excess of the established limits. Within 30 days of receiving the report, the Compliance Audit Committee must consider the report and decide whether to commence a legal proceeding against a contributor for an apparent contravention. THIRD PARTY ADVERTISING The amendments to the Municipal Elections Act will establish regulations related to third party advertisers. Third party advertising will be defined as "an advertisement in any medium that has the purpose of promoting or supporting or opposing a candidate or a "yes" or "no" answer to a question on the ballot". Although Bill 181 initially included references to supporting or opposing an issue, this portion of the definition was removed to reflect concerns of charities and organizations about being subjected to the third party framework, if the group was undertaking public outreach/advocacy during a campaign (examples might include advocacy related to environmental concerns or affordable housing). Third party advertising also does not include: • an advertisement by or under the direction of a candidate; • where no expenses are incurred by the person/entity in relation to the advertisement; or • when given or transmitted by an individual to employees, by a corporation to its shareholders, directors, members or employees or by a trade union to its members or employees. Individuals, corporations or trade unions will be eligible to be third party advertisers, if they formally register with the Clerk. The following are not permitted to register as a third party advertiser: • Municipal election candidates; • A federal political party registered under the Canada Elections Act (Canada) or any federal constituency association or registered candidate at a federal election endorsed by that party; • A provincial political party, constituency association, registered candidate or leadership contestant registered under the Election Finances Act; and • The Crown in right of Canada or Ontario, a municipality or local board. Should a third party promote, support or oppose a candidate or a yes or no to a question on the ballot between May 1st and Friday before Voting Day (October 19, 2018), the third party must file a registration with the Clerk, using a prescribed form along with a declaration of qualification. A fee will not be applicable for the registration. Third party advertisers may register in multiple municipalities but it is a campaign for each, with its own spending limit. Third party advertisers must be registered at the time an advertisement appears and the ad must contain the name of registered third party, the municipality where the third party is registered and a telephone number, mailing address or email address at which the third party may be contacted regarding the ad. Similar to candidate advertising, a Broadcaster/publisher will be prohibited from causing an advertisement to appear if they have not been provided in writing with the information above. The broadcaster/publisher is required to retain records of the above, a copy of the ad or a means of reproducing it and the charge made for its appearance, for four years after the date of the ad appearing. The broadcaster/publisher must permit the public to inspect the records regarding the transaction during normal business hours. The Clerk is required to be satisfied that the individual, corporation or trade union is qualified to be registered and that the notice of registration complies with Municipal Elections Act as amended. If the Clerk is satisfied that conditions have been met, he or she signs the registration and the date of Clerk's signature is deemed date that third party is registered. If the Clerk is not satisfied, he or she is required to reject the registration. The Clerk's decision is final. Third party advertisers have similar campaign finance provisions as candidates. Contributions will not be able to be made or accepted unless the party is registered as a third party or made or accepted outside of the campaign period. Contributions may be made by an individual, corporation, trade union, registered third party or the spouse of a registered third party. Contributions are not permitted to exceed a total of$750/registered third party or$5,000 to two or more registered third parties. These limits do not apply to the third party itself. Expenses will be subject to a maximum expense limit, calculated by the Clerk. Expenses are not permitted unless the party is registered as third party when the expenses are incurred and the ad appears. Third party advertisers will be required to record expenses and file a financial statement. The Clerk is required to review contributions and report apparent contraventions, similar to the new provision for candidate contributions. Third party advertisers will be subject to similar penalties as candidates for financial statement defaults. Municipalities may require the following to remove or discontinue the advertising: • a person who contravened the provisions for third party advertisers or caused/permitted the contravention; or • the owner or occupier of the land on which the contravention occurred. RANKED BALLOTS In the past, municipalities were required to conduct elections using the plurality or first past the post system, where the candidate who receives the highest number of votes wins. This system does not require a certain percentage of votes to be achieved to win a contest. Municipalities are being provided the option to pass a by-law to use ranked ballots to elect members of council starting in 2018. It is not an option for school board elections, at this time. Ranked ballots allow a voter to rank candidates in order of preference, instead of just voting for one candidate in the traditional first past the post system. Ranked ballots are used (but called by different names) in approximately 10 municipalities in the United States, in various places in Europe and the United Kingdom and in Canada for political party leadership races. Ranked ballot elections have not been implemented in any municipal, provincial or federal elections in Canada. RANKED BALLOTS BY-LAW AUTHORITY AND CONSULTATION REQUIREMENTS If a by-law is passed by a Council to implement a ranked ballot election, ranked ballots would be required to be used to elect all of the members of Council. The by-law may specify the maximum number of rankings that an elector may make and may provide a different number of maximum rankings for each office. If the by-law does not specify the maximum number of rankings, the default maximum is three. If ranked ballots are authorized for a regular election, ranked ballots must also be used in any by-elections that are held to fill council vacancies during the council term. Before passing a by-law, a lower tier municipal Council will be required to give consideration to the following matters: • The public interest; • The costs to the municipality of conducting the elections; • The availability of technology, such as voting equipment and vote counting equipment and software, for conducting the elections; and • Administrative practices and procedures that would be required to conduct the elections. In addition, before passing a by-law, a lower tier municipality such as Bayham, would be required to hold an open house to provide the public with information and the opportunity to ask questions about: • How elections would be conducted, including a detailed description of vote counting; • The estimated costs of conducting the election; • Any voting and vote-counting equipment that is being considered for use in the election; and • Any alternative voting method being considered for use in the election. A municipality must also hold a public meeting to allow the public to speak to Council about the proposed by-law. The public meeting must be held at least 15 days after the open house is held. Notice of both the open house and public meeting must be issued 30 days prior to each event. The by-law must be passed no later than May 1 in the year before the year of the election (e.g. May 1, 2017 for the 2018 election). RANKED BALLOTS VOTE COUNTING AND REPORTING REQUIREMENTS The general rules regarding what can appear on a ballot set out in the Municipal Elections Act would continue to apply to ranked ballots. In addition, ballots used in a ranked ballot election would also be required to contain the following information: • The number of candidates to be elected for each office; • Instructions to the voter on how to mark the ballot to rank their preferences; and • The maximum number of preferences that may be ranked on the ballot for each office In a single member ranked ballot election, each voter ranks the candidates on the ballot from most preferred to least preferred. The Clerk then calculates the threshold to be elected (50% plus one). If a candidate receives more than the threshold, the candidate is elected and voting ends. If none of the candidates receive enough votes to meet or exceed the threshold, the candidate with the lowest number of votes is eliminated and the ballots of each voter who voted for the candidate with fewest first place votes are distributed to the voters' second choices. The Clerk then determines whether any candidate now meets or exceeds the threshold. If none of the candidates has received enough votes, the process of eliminating the candidate with the lowest number of votes and redistributing their votes is repeated until a candidate has enough votes to meet or exceed the threshold and is elected. The following image provided by the Ministry of Municipal Affairs outlines the process: VOTE Coutes • all ballot i' Have any candidates reached 50%-i-i? ELIMINATE last place& 0 distribute votes • NO ED The above visualized single-member ranked ballot process is demonstrated by the following Minnesota Public Radio public education video: Ranked Ballots There may be multiple rounds of voting prior to a candidate being declared elected. As a result, the elected candidate in a race may not be determined on election night. Depending on the process prescribed by the Province and the votes cast, it may take several days for results to be determined in any particular race. In addition to declaring the candidates who have been elected, the Clerk will be required to also report the following information to the public: • the number of ballots cast; • the number of ballots that were declined or rejected; • the threshold for each office; • the number of votes each candidate received in the first round of vote counting; and • the results of each round of vote counting, including the number of votes received by each remaining candidate and the number of exhausted ballots. The regulations related to ranked ballot vote counting procedures was only passed on September 16, 2016. Therefore, voting equipment/method vendors do not have a full understanding of the requirements and whether the technology can be modified in time to provide a secure and accountable 2018 Municipal Election. Given the planning requirements and current resources available for delivering a Municipal Election, it would be unlikely that staff would be in a position to deliver a ranked ballot election. Further to this point, at time of drafting this report no municipality, including those which were rumored to be considering a ranked ballot election, have provided staff direction to conduct the same. Those municipalities have instead determined to review ranked ballots during the 2018-2022 term of Council and consider a ranked ballot election for the 2022 Municipal Election cycle. CLERK'S AUTHORITY In the past, a by-law was required to establish advance voting dates and hours and reduced hours of voting at long term care facilities and hospitals. The Clerk will be provided the authority to determine these matters which will permit greater flexibility in responding to unforeseen circumstances that may arise throughout the election. The Clerk will be provided with the authority to remove a person's name from the Voters' List if the Clerk is satisfied that the person has died (without an application to change the Voters' List). The Clerk will also be able to remove a deceased person's name from the Voters' List without a hearing, when an application has been filed. The Clerk will be able to decide whether candidates are permitted to file financial statements electronically and any conditions or limits associated electronic filing. Previously, a municipal Council was required to pass a by-law to provide for electronic filing and the conditions/limits. ELECTION SIGNS AND ADVERTISING An election campaign advertisement will be defined as an advertisement in any broadcast, print, electronic or other medium that has the purpose of promoting or supporting the election of a candidate. Landlords and condominium corporations will no longer be able to prohibit their tenants from displaying campaign signs in their own unit. The condominium corporation/landlord will have the right to establish reasonable conditions related to the size or type of sign. Landlords and condominium corporations will still be able to prohibit the display of signs in common areas of the building. Any election campaign advertisement purchased by or under the direction of a candidate, will be required to identify the candidate. Candidates must also provide publishers/broadcasters with the candidate's name, as well as the name, business address and telephone number of the individual who deals with the broadcaster or publisher under the direction of the candidate. Broadcasters and publishers will be prohibited from causing an election campaign advertisement to appear if the candidate's name, as well as the name, business address and telephone number of the individual who deals with the broadcaster or publisher hasn't been provided. In addition, broadcasters and publishers will be required to retain records of the information, a copy of the ad or means of reproducing it and the cost of the advertisement, for four years after the date of appearance and permit inspection of the records by the public at any time during normal business hours. If a contravention of the provisions related to election campaign advertising occur, municipalities will have the authority to require the person who contravened the provision or the owner or occupier of land on which the contravention occurred, to remove the advertisement or discontinue the advertising. Staff will present an Election Sign By-law for Council consideration during the current term of Council. RECOUNTS In the previous version of the legislation, the ability to conduct a recount was limited to three circumstances: • Where the counting of ballots resulted in a tie vote; • Where the Council, local board or Minister decides a recount is required when a resolution is passed within 30 days of the Clerk's declaration of the official results; and • Where an elector's request for a recount has been granted by the Superior Court of Justice. Recounts are more often conducted where a count is conducted by hand or where the mark(s) on a ballot is/are questionable in terms of which candidate was selected by the elector. The new legislation will provide Council with the authority to adopt a policy which dictates when recounts will be conducted in circumstances other than those permitted by the Act. A by-law adopting the policy must be passed on or before May 1 in the year of the election. While a small number of Ontario municipalities had previously developed recount policies with defined thresholds for a close vote, even if a particular set of results met the policy parameters, the matter required Council approval prior to the recount commencing. The change in the legislation would allow for a "close vote" recount to be conducted if it fell within the policy parameters, without Council being required to respond within the 30 day window of the Clerk declaring the official results. Some argue that adopting a "close vote" policy, would eliminate the need for Council to respond to calls for a recount within the 30 day window of the Clerk declaring the official results of an election as the specific circumstances for a recount would already be determined. However, Council could still receive a request for a recount which falls outside of the policy and Council would still be required to decide upon these types of requests. Staff will further investigate and may present a policy to Council for consideration within the required timelines. OTHER CHANGES The amendments to the legislation included a number of other changes that may be of interest, including but not limited to: • Prohibiting a person who is in control of an apartment building, condominium building, non-profit housing cooperative or gated community from preventing a candidate or his or her representative from campaigning between 9 a.m. and 9 p.m. at the doors to the apartments, units or houses; • Requiring the Clerk to prepare a plan regarding the identification, removal and prevention of barriers that affect electors and candidates with disabilities and make the plan available to the public before Voting Day (and instead of presenting the post- election report to Council, making it publicly available); • Prohibiting persons from taking a photograph or making a video recording of his or her marked ballot or showing a marked ballot to anyone; • Creating a new offence for any offer, promise or agreement intended to convince an individual to register, withdraw, or avoid becoming a candidate; • Requiring original signatures only for nominations and proxies; • Establishing both a minimum and maximum number of days before Nomination Day and Voting Day in a by-election; • Clarifying the requirements associated with Compliance Audit Committee meetings and decisions; and • Eliminating the requirement for the use of registered mail related to notifying candidates of financial statement filing requirements and penalties. RECOMMENDATION 1. THAT Report CAO-68/16 re Municipal Elections Modernization Act be received for information. 2. AND THAT Council maintain the existing first-past-the-post election model for the 2018 municipal election. 3. AND THAT the CAO be directed to monitor ranked ballot elections in Ontario and report back to Council with a comprehensive report after the 2018 election. 4. AND THAT staff be directed to provide a `Method of Vote Report' for Council consideration prior to May 1, 2017. Respectfully Submitted by: Paul Shipway CAO INXICH.44,1 eir ► REPORT oicy CAO �pul'tunity Is — TO: Mayor & Members of Council FROM: Paul Shipway, CAO DATE: November 3, 2016 REPORT: CAO-69/16 SUBJECT: STRAFFORDVILLE COMMUNITY CENTRE OPERATING AGREEMENT - FINAL BACKGROUND On January 21, 2016 the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT Council provide staff direction to develop a management agreement for the Straffordville Community Centre based on the Registered Not-for- Profit model/Registered Entity model and return to Council for review. On June 16, 2016 the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT Report CAO-38/16 re Straffordville Community Centre Operating Agreement— Draft be received for information; AND THAT Council direct staff to bring forward a By-law to repeal By-law No. 2014-082 for Council consideration. AND THAT Council provide the draft Straffordville Community Centre Operating Agreement to the Straffordville Community Centre Committee for review and comment; AND THAT Staff comment on proposed revisions and report back to Council for consideration. DISCUSSION The Operating & Maintenance Lease Agreement - Final, attached hereto as Appendix 'A', has been crafted with the assistance and guidance of the Municipal Solicitor. The goal of the agreement is to provide policies and procedures to avoid confusion during the term of the agreement and ensure all parties are accountable in an attempt to mitigate liability, while providing excellent service, for all parties involved. The contract implements the requirements of the Facility Booking Clerk and Janitorial Roles within the same and ensures the roles are conducted in a manner that provides the required municipal and volunteer due diligence. Over the past five months staff and the Straffordville Hall Foundation have refined the agreement to the document which is attached hereto. RECOMMENDATION 1. THAT Report CAO-69/16 re Straffordville Community Centre Operating Agreement— Final be received for information; 2. AND THAT staff be directed to bring forward a by-law for Council consideration to authorize the Straffordville Community Centre Operating Agreement at such time as the Straffordville Hall Foundation is able to execute the same. Respectfully Submitted by: Paul Shipway CAO OPERATING AND MAINTENANCE LEASE AGREEMENT This Operating and Maintenance Lease made XX, XXXX, 2016: BETWEEN: THE CORPORATION OF THE MUNICIPALITY OF BAYHAM (the "Landlord") - and - STRAFFORDVILLE HALL FOUNDATION (the "Tenant") WHEREAS the Landlord is a duly incorporated lower-tier municipality in the province of Ontario within the meaning of the Municipal Act, 2001 SO 2001 c 25, Canada, which is governed by Mayor and Council (hereinafter, "Municipal Council") and operated by administration; AND WHEREAS the Tenant is [not-for profit charity corporation] incorporated pursuant to [name of either provincial or federal legislation]; AND WHEREAS the Landlord is the registered owner of property municipally known as 56169 Heritage Line, Straffordville, ON NOJ 1Y0 (hereinafter, "the Property"); AND WHEREAS the Landlord owns a building on the property known as the Straffordville Community Centre that is used by the general public for community, social, and recreational activities; AND WHEREAS the Tenant intends to operate and manage access to the Community Centre, as directed by the Landlord, situated on the Property, providing community, social and recreational activities, which contributes to the general wellbeing of the community; AND WHEREAS the Landlord and the Tenant have agreed to enter into this Operating Lease Agreement to set out the terms by which the Landlord will permit the Tenant to operate Straffordville Community Centre and to set out the responsibilities for maintenance and management of the Straffordville Community Centre between the Parties; AND WHEREAS the Chief Administrative Officer (CAO) of the Landlord is authorized by Municipal Council to administer this Agreement in its entirety on the Landlord's behalf, once this Agreement is endorsed by Municipal Council; AND WHEREAS the Tenant's Chief Executive Officer (CEO) is authorized by the Tenant to administer this Agreement on its behalf, once it has endorsed this Agreement; and NOW THEREFORE THIS AGREEMENT WITNESSETH THAT, in consideration of the payment of the sum of TWO DOLLARS ($2.00)from each Party to the other and for other good and valuable consideration, including the mutual covenants contained herein, including the access and occupancy rights granted to the Tenant in consideration for operation and maintenance services granted to the Landlord, the Parties hereby covenant and agree as follows: Section 1 - Recitals 1.1 The above recitals are true and are hereby incorporated into this Agreement by reference. Section 2 - Definitions 2.1 In addition to terms defined elsewhere in this Agreement, the following terms have the following meanings: a. "Agreement" shall mean this Agreement, as it may be confirmed, amended, modified, supplemented or restated by written agreement between the Parties. b. "Business Day" shall mean any day excluding a Saturday, Sunday or statutory holiday in the Province of Ontario. c. "Communication"shall mean any notice, demand, request, consent, approval or other communication which is required or permitted by this Agreement to be given or made by a Party. d. "Community Partners" shall mean not-for-profit community organizations, or community organizations with a formal structure and mandate that provide funds or services on a volunteer basis for the good of the community as determined by the Municipality. e. "Members" shall mean persons classified as members in accordance with the by- laws of the Tenant. f. "Parties" shall mean the Landlord and the Tenant collectively and "Party" means any one of them. g. "Trade Fixtures" shall mean the plumbing fixtures, appliances, shelving in the Straffordville Community Centre and any other item meeting the requirements of a trade fixture as set out in the current and evolving common law of Ontario. Section 3 - Covenants 3.1 The Parties agree that all obligations contained in this Agreement, even if not expressed to be covenants, shall be deemed to be covenants. Section 4—Term & Termination 4.1 TERM a. Subject to the termination and amendment provisions of this Agreement, this Agreement shall commence on [date] (the "Effective Date") and shall continue for a period of five (5)years, ending on [date] (hereinafter, "the Term"). b. At least six (6) months prior to the end of the Term, the Parties agree to meet to negotiate potential renewal terms. If no agreement is reached prior to the last day of the Term, the Agreement shall expire unless the Parties mutually agree in writing to extend the negotiation period for sixty (60) days ("Extension Period"). In the event renewal terms have not been agreed to by the Parties at the end of the Extension Period, the Agreement shall terminate immediately on the last day of the Extension Period. 4.2 TERMINATION a. If the Tenant neglects or fails to carry out or to comply with any of the terms, covenants, undertakings or conditions of this Agreement, the Landlord may, after having given written notice to the Tenant of such default, terminate this Agreement by giving thirty (30) days notice in writing to the Tenant and this Agreement shall be deemed to be terminated on the day specified in the notice. b. The Landlord may terminate this Agreement for any reason by giving thirty (30) days notice in writing to the Tenant and this Agreement shall be deemed to be terminated on the day specified in the notice. c. The Tennant may terminate this Agreement for any reason by giving sixty (60) days' notice in writing to the Landlord and this Agreement shall be deemed to be terminated on the day specified in the notice. Section 5 - Right to Use 5.1 The Landlord hereby grants to the Tenant the non-exclusive right to utilize the Straffordville Community Centre,subject to standard booking provisions as defined within this agreement, at no cost when the funds or ends of such potential use are for the benefit of the Municipality,as determined by the Landlord,for the provision of operating services by the Tenant. a. A listing of all dates, times and purposes of use as contemplated within Section 5.1 of this Agreement shall be provided to the Landlord on a monthly basis, within the rental-booking spreadsheet as provided by the Landlord. 5.2 FACILITY OPERATIONS MANAGEMENT a. The Tenant shall provide the following services through its members, plus additional services required by the Landlord, pursuant to the terms of this Agreement: i. Facility managerial services on a day to day basis regarding operation of the Straffordvile Community Centre, and the revenue derived therefrom. ii. Utilize the email provided by the Landlord to communicate with all potential renters, renters and the Landlord for all communications in accordance with any Landlord IT Policy that may be provided or updated from time to time. iii. Utilize the cell phone provided by the Landlord to communicate with all potential renters, renters and the Landlord for all communications. iv. Meets the prospective renters of the facilities to view the facilities, and when the facilities are rented, arranges for the execution of the standard rental agreement as provided by the Landlord. v. Receives all deposits required for the rental of the facilities or part of the facilities and obtains the balance of the rental payment when due. vi. Ensures the facilities will be open for the use of persons or organizations who have rented the premises, or part of the premises a minimum of thirty (30) minutes prior to rental commencement time. vii. The Tenant will be available by cell phone, number to be posted, in the event of a renter requiring assistance. viii. Sets up all tables and chairs for the individuals or organizations renting the premises, according to the direction of the Renter, but not in a manner that would prevent the safe and orderly exit of persons attending the scheduled function in the event of an emergency. • A standard table and chair set up may remain in between uses. • Community Partners may set up tables and chairs without Tenant assistance. ix. Advises the persons or organizations using or renting the facilities, of the regulations (including Municipal Alcohol Policy requirements) in so far as conduct of persons during the scheduled function, the period of time calculated for purposes of determining the rental rate applicable, the bar closing time and time for the removal of persons attending the function and closing the facility. x. Clears the tables and chairs of all items left following the function, re- arranges places in standard set up or stacks all tables and chairs for the next function or event. • The Tenant ensures tables are wiped with a sanitizing solution prior to stacking or placement. xi. Oversees the use of the facilities in the kitchen area and ensures that all stoves, refrigerator, coolers, dishwashers and kitchen utensils are operated in a safe and orderly manner. Ensures that the persons or organizations using the kitchen facilities,which shall include the foregoing,wash and clean, all items used, before leaving the premises. xii. Ensures clear communication with all parties (Supervisor, contractors, renters and contacts). xiii. Ensures facility is locked and secured at the conclusion of the rental. 5.3 BOOKING-FEE COLLECTION a. The Tenant shall conduct all booking operations on the email and cell provided by the Landlord. b. The Tenant shall maintain a record of all activities, rentals and monies received on a cloud based spreadsheet as set up and directed by the Landlord. c. The Tenant shall safeguard all funds received for rentals and make out receipts for funds received and submit a minimum monthly return of all monies received to the Treasurer of the Municipality of Bayham. i. All payment shall be made to the Corporation of the Municipality of Bayham in accordance with the Corporation of the Municipality of Bayham Rates & Fee By-law in force and effect on the day of booking. ii. Any payment amounts received by the Tenant that are not deposited directly into the accounts of the Landlord through a point of sale terminal are held by the Tenant for the Landlord until such time as they are remitted to the Landlord by way of deposit. 5.4 JANITORIAL WORKS a. The Tenant shall be solely responsible for the provision of janitorial services for rental uses of the main floor of the Straffordville Community Centre, including but not limited to: i. Wash all tables with sanitizing solution ii. Cleaning the facilities after each use iii. Sweep and spot mop or full wet mop as necessary iv. Clean rubber mats v. Empty all recyclables & place outside for pickup vi. Empty garbage and remove to outside bin (40 lb. limit) vii. Clean glass on doors viii. Wash counters, mirrors and sinks with sanitizing solution ix. Wipe fridge and cooler inside and outside with sanitizing solution & clean glass as required x. Clean toilet bowls, seats, frames to base, urinals xi. Wash wooden & vinyl chairs xii. Maintains dispensers - soap, towel, toilet paper etc. xiii. Disinfect all surfaces (door handles, light switches etc.) b. The Tenant shall order all required supplies, materials and equipment to perform the specified janitorial services, from the Landlord. The Tenant will ensure orders are placed in advance of need so that the Landlord is provided with adequate time to obtain the items and provide them to the Tenant in advance of their need. c. The Tenant shall provide to the Landlord a record of janitorial works at any time upon the request of the Landlord, and such record shall demonstrate when janitorial works were provided in the Straffordville Community Centre and what janitorial works were conducted. The Tenant shall retain such records in accordance with sections 254 and 255 of the Municipal Act, 2001 RSO 2001, c. 25, as may be amended. a. This may be a hard copy spreadsheet located in the Janitors closet. d. The Landlord shall coordinate and conduct the following activities as required in the sole discretion of the Landlord: i. Buff Main Hall Floor ii. Steam clean all carpets and matting 5.5 HEALTH &SAFETY a. The Tenant shall be required to show proof of registration with the WSIB or a letter stating the Tenant is not subject to the conditions of WSIB from the WSIB. b. The Landlord is committed to: i. The prevention of workplace injury and illness to all workers at Municipal locations. ii. The belief that Tenant safety is compatible with the safety policy of the Municipality and is good business. iii. Assuming a leadership role by citing contractors for any violations of the contract. iv. Ensuring the Municipal workplace is a healthy and safe working environment, tenants, contractors, constructors and subcontractors must have knowledge of and operate in compliance with the Occupational Health and Safety Act and any other legislation pertaining to employee health and safety. c. As a Tenant retained to perform operations for the Municipality of Bayham, the Tenant accepts the following health and safety responsibilities: i. Comply with all procedures and requirements of the Occupational Health and Safety Act, Municipal safety policies and procedures, department and site specific policies and procedures and all applicable legislation or regulations. ii. Conduct operations safely with skill and care so as to prevent accidental injury to members and all other persons on the site. d. The Tenant shall ensure compliance with the Municipality of Bayham Health & Safety Policy, as available through the municipal website. e. The Landlord will conduct monthly Health & Safety inspections of the Straffordville Community Centre. i. The Tenant shall immediately report any health and safety concerns to the Landlord in writing. Section 6 - Specific Landlord and Tenant Covenants 6.1 MAINTENANCE AND REPAIR OF STRAFFORDVILLE COMMUNITY CENTRE AND PROPERTY a. The Landlord covenants to deliver the Straffordville Community Centre to the Tenant in a state of good repair and cleanliness and warrants that upon delivery, the foundation, walls, structure and roof of the Straffordville Community Centre and the heating, ventilation, air conditioning, mechanical, plumbing and electrical systems serving the Straffordville Community Centre are in good working order. b. The Landlord covenants that for the entirety of the Term and any renewals thereof, it shall maintain the Straffordville Community Centre, in a good state of repair.Without limiting the foregoing, the Landlord agrees that it shall ensure that the foundation, walls, structure and roof of the Straffordville Community Centre remain structurally sound and that the heating, ventilation, air conditioning, mechanical, plumbing and electrical systems serving the Straffordville Community Centre are maintained in good and working condition and provide for reasonable conditions of temperature, humidity, sanitation and air quality. c. Notwithstanding any other provision of this Lease, if the Straffordville Community Centre, the boilers, engines, controls, pipes and other apparatus used for the purpose of heating or air-conditioning the Property, the water and drainage pipes, the electric lighting, any other equipment or the roof or outside walls of the Property are put in a state of disrepair or are damaged or destroyed through the negligence, carelessness or misuse of the Tenant, its servants, agents, employees or anyone permitted by it to be in the Property exclusive of the renters or the attendees of the renters, regular wear and tear excepted, the expense of the necessary repairs, replacements or alterations shall be borne by the Tenant and paid to the Landlord forthwith on demand. In the event that such repairs are undertaken by the Landlord as a result of negligence, carelessness or misuse by the Tenant, wear and tear excepted, the amount to be paid shall include a sum equal to fifteen percent(15%) thereof for overhead. d. The Landlord covenants that for the entirety of the Term and any renewals thereof, it may make all necessary repairs (including partial and/or full replacement) of the foundation, walls, structure and roof of the Straffordville Community Centre and the heating, ventilation, air conditioning, mechanical, plumbing and electrical systems serving the Straffordville Community Centre at its sole expense, as budget permits, at the sole, absolute and unfettered discretion of Council.The Landlord agrees that it may make all reasonable efforts when conducting maintenance and repairs to do so in a fashion that minimizes disturbance and inconvenience to the Tenant and the general public which frequents the Straffordville Community Centre. e. The Landlord covenants that for the entirety of the Term and any renewals thereof, it shall maintain and keep clean and tidy all outside grounds of the Straffordville Community Centre and will not allow garbage, waste or objectionable material to accumulate on the Property, including but not limited to the entrances to the Community Centre, parking lot, sidewalks, lawn and flowerbeds.At its sole expense for the duration of the Term, including any renewals thereof, the Landlord shall provide all lawn cutting, landscaping, snow and ice removal and all other ground maintenance services on the Property. 6.2 INSPECTION AND NOTIFICATION OF ACCIDENTS/DEFECTS a. The Tenant covenants to permit the Landlord to enter into, use and view the state of repair of the Straffordville Community Centre at any time and the Landlord, shall, under no circumstances, ever be prohibited from entering or utilizing the Property or the Straffordville Community Centre. b. The Tenant covenants that its members shall give the Landlord reasonable notice in writing of any accident, damage to or other defect on the Property that it obtains knowledge of with respect to: the foundation, walls, structure and/or Connections of the Straffordville Community Centre; ii. the heating, ventilation, air conditioning, mechanical, plumbing and electrical systems serving the Straffordville Community Centre; and/or; iii. the water supply/quality, sewage, waste disposal, drainage, temperature, and/or air quality at the Straffordville Community Centre. 6.3 UTILITIES, WATER/WASTEWATER AND MUNICIPAL TAXES a. The Landlord covenants that it shall provide, pay for and maintain at its sole expense for the entirety of the Term and any renewals thereof, all heat, electricity,water, gas and light required for the Tenant to conduct operations in the Straffordville Community Centre, including the costs of any installation, maintenance, service or work necessary to supply the utilities to the Straffordville Community Centre. b. In addition to Section 6.3(a) above, the Landlord covenants that for the entirety of the Term and any renewals thereof,the Landlord shall provide non-potable water to all taps/faucets within the Straffordville Community Centre. c. The Landlord covenants that for the entirety of the Term and any renewals thereof, the Landlord shall pay all municipal taxes attributable to the Straffordville Community Centre and the balance of the Property. 6.4 FURNISHINGS a. The Landlord shall own all furnishings within the Straffordville Community Centre. b. No furnishings shall be added to the Straffordville Community Centre by the Tenant or any other person unless such furnishing are donated to the Landlord, accepted by the Landlord and the same is documented in written format. 6.5 ALTERATIONS, INSTALLATIONS AND TRADE FIXTURES a. During the Term and any renewals thereof, the Tenant shall not make any cosmetic alternations (i.e. paint, carpet, tile, etc.) to the Straffordville Community Centre without the prior written approval of the Landlord. 6.6 STAFFING- MEMBERS a. The Tenant shall be fully responsible for all staffing, including, if any, applicable costs for its operations in the Straffordville Community Centre. All persons who provide services as directed by the Tenant in connection with the Tenant's operations shall be members of the Tenant for all purposes and the Landlord shall under no circumstances be deemed the employer of any members providing services for the Tenant. The Tenant and Landlord agree that each of them shall at their own cost and expense, maintain worker's compensation coverage, unemployment compensation coverage and other like statutorily required coverage with respect to their own respective employees/members. For greater certainty, the Landlord shall not be deemed to have any oversight, control, supervision or responsibility over any member that may be associated with the Tenant. 6.8 COMPLIANCE WITH LAW a. The Tenant agrees that at all times during the Term and any renewals thereof, it shall comply with all federal, provincial and municipal laws, statutes, regulations and by-laws. 6.9 AUTHORIZED USAGE, SUB-LETTING AND ASSIGNMENT a. The Tenant shall not assign, transfer, alter or sublet its rights and obligations under this Agreement to any other organization or person. Section 7 - Liability, Indemnification and Insurance 7.1 In addition to and without limiting any other provision of this Agreement, the Landlord covenants that it shall be fully responsible for the following: a. its own municipal operations/activities; b. maintenance of the parking lot and the Property(including but not limited to snow/ice removal and access/egress to the Community Centre); and c. its own employees, Councillors, officers, directors,agents and consultants engaging in the furtherance of their municipal duties, wherever situate. 7.2 The Landlord hereby agrees to release, indemnify, defend and hold harmless the Tenant including their respective members, employees, sub-tenant(s), officers, directors, representatives, agents, legal counsel and consultants (as applicable) from and against any and all claims, causes of action, demands, losses, costs, charges, fees, expenses, duties, dues, accounts, covenants, or other proceedings of every kind or nature whatsoever at law or in equity brought against, suffered by or imposed which arise out of or are related to any loss, damage or injury to any person or property (including injury resulting in death)which: a. occurs on any portion of the Property that does not make up the Straffordville Community Centre; and/or b. is caused by its own employees, Councillors, officers, directors, agents and consultants, wherever situate, acting in the course of their municipal duties and/or performing obligations required to be performed pursuant to this Agreement save and except those which: i. occur in the Straffordville Community Centre and do not involve a Landlord employee acting in the course of his/her municipal duties and/or performing obligations required to be performed pursuant to this Agreement; ii. are caused by the Tenant's own employees, members, officers, directors, agents, representatives and consultants engaging in the furtherance of its operations; iii. are caused by the operations of the Tenant or any of its Community Partners, authorized users, sub-tenant(s) or employees thereof in the furtherance of the operations of the Tenant or any of its Community Partners, authorized users or sub-tenant(s); iv. are sustained by either the Tenant's or the Tenant's sub-contractor(s)' employees during the course of their employment which are covered by WSIB coverage; and/or v. are caused by the negligence or willful conduct of the Tenant, its Community Partners, authorized users, sub-tenant(s)or by those for whom the Tenant is at law responsible. 7.3 The Landlord agrees that it shall at its own expense, obtain and maintain in full force and effect during each year of this Agreement and any renewal thereof and for an additional three (3) years following the termination of this Agreement or any renewal thereof, the following policies of insurance coverage: a. Commercial General Liability Insurance ("CGL") on an occurrence basis insuring against damages to persons (personal injury, including death) and property, contractual liability, employer's liability, and employee benefits liability with a limit of not less than five million dollars ($5,000,000.00) per occurrence or such greater amount that any Party may from time to time request and/or reasonably require.The CGL shall: i. include the Tenant as additional insured; ii. contain a cross-liability clause; iii. contain a severability of interests clause endorsement; iv. contain a clause including contractual liability coverage arising out of this Agreement; and shall not be subject to a deductible limit in excess of ten thousand dollars ($10,000.00). b. The above noted CGL shall include a provision that if cancelled or changed in any manner that would affect the Parties as outlined in the coverage specified, the insurer will endeavor to provide thirty (30) days prior written notice by mail or facsimile transmission to the Parties. c. Errors and Omissions coverage for potential errors and omissions arising from the operations of its employees (including employee benefits liability) in an amount not less than five million dollars ($5,000,000.00) exclusive of interest and legal costs, underwritten by an insurer licensed to conduct business in the Province of Ontario, which includes the Tenant as additional insured. d. A certificate of insurance evidencing the effective status of the coverage is to be provided by the Landlord at the commencement of the term of this Agreement and at the commencement of any renewal period.The insurance shall be maintained for an additional three (3) years following the termination of this Agreement and any renewals thereof. The Landlord shall advise the Tenant of any changes to the insurance and shall provide a certificate with respect to any such changes. In the event the insurance policy contains an insured vs. insured exclusion, the exclusion must be amended to allow for claims against the named insured by the additional insured. If the insurance policy is to be cancelled or non-renewed for any reason, ninety(90)days notice of said cancellation or non- renewal must be provided to the Tenant. The post-termination insurance covenants above shall survive the termination of this Agreement. 7.4 In addition to and without limiting any other provision of this Agreement, the Tenant covenants that it shall be fully responsible for the following: a. the Straffordville Community Centre, except for the actions of the employees of the Landlord in the Straffordville Community Centre in furtherance of their municipal duties, landlord duties, and/or duties required to be performed pursuant to this Agreement; b. its operations/activities; c. its own employees, members, officers, directors, agents, representatives, volunteers and consultants engaging in the furtherance of its operations; and 7.5 The Tenant hereby agrees to release, indemnify, defend and hold harmless the Landlord, including each of its respective employees, Councillors, officers, directors, representatives, agents, legal counsel and consultants from and against any and all claims, causes of action, demands, losses, costs, charges, fees, expenses, duties, dues, accounts, covenants, or other proceedings of every kind or nature whatsoever at law or in equity brought against, suffered by or imposed which arise out of or are related to any loss, damage or injury to any person or property (including injury resulting in death)which: a. occurs on the Property; and b. is caused by its own employees, members, officers, directors, sub-tenants, agents, Community Partners, authorized users, and representatives or consultants in the course of their duties for the Tenant save and except those which: i. are caused by the Landlord's employees, Councillors, officers, directors, agents and consultants, wherever situate, in the course of their municipal duties and/or while performing duties required to be performed pursuant to this Agreement; ii. involve injuries to Landlord's employees engaged in the course of their employment for the Landlord, which are covered by WSIB; and/or iii. are caused by the willful or negligent conduct of the Landlord. 7.6 The Tenant agrees that is shall at its own expense, obtain and maintain in full force and effect during each year of this Agreement and any renewal thereof, and for an additional three (3) years following the termination of this Agreement or any renewal thereof, the following policies of insurance coverage: a. Commercial General Liability Insurance ("CGL") on an occurrence basis insuring against damages to persons (personal injury, including death) and property, contractual liability, employer's liability, and employee benefits liability with a limit of not less than two million dollars ($2,000,000.00) per occurrence or such greater amount that any Party may from time to time request and/or reasonably require.The CGL shall: i. include the Landlord as additional insured; ii. contain a cross-liability clause; iii. contain a severability of interests clause endorsement; iv. contain a clause including contractual liability coverage arising out of this Agreement; v. contain tenant's liability(all risks)coverage for all obligations pursuant to the Rental Agreement ; and vi. not be subject to a deductible limit in excess of five thousand dollars ($5,000.00) b. The above noted CGL shall include a provision that if cancelled or changed in any manner that would affect the Parties as outlined in the coverage specified, the insurer will endeavor to provide thirty (30) days prior written notice by mail or facsimile transmission to the Parties. c. A certificate of insurance evidencing the effective status of the coverage is to be provided by the Tenant at the commencement of the term of this Agreement and at the commencement of any renewal period.The insurance shall be maintained for an additional three (3) years following the termination of this Agreement and any renewals thereof. The Tenant shall advise the Landlord of any changes to the insurance and shall provide a certificate with respect to any such changes. In the event the insurance policy contains an insured vs. insured exclusion, the exclusion must be amended to allow for claims against the named insured by the additional insured. If the insurance policy is to be cancelled or non-renewed for any reason, ninety(90) days notice of said cancellation or non-renewal must be provided to the Landlord. The post-termination insurance covenants above shall survive the termination of this Agreement. d. The Landlord and the Tenant agree that they will provide each other with proof of insurance, identifying all lines of coverage required by this Agreement by means of Certificate(s)of Insurance in a form satisfactory to the Parties each year, or ten (10) days prior to renewal of each insurance policy, and for an additional three (3)years following the termination of this Agreement and any renewals thereof. e. In addition to and without limiting the foregoing,the Landlord and the Tenant shall at any time requested by any Party, provide another Party with proof of insurance. The Parties further agree that they shall not change, amend or cancel the insurance policies noted this Agreement during the term of this Agreement or any renewals thereof without the written consent of the Parties to this Agreement. f. In the event the Tenant ceases to exist as a not for profit organization, all rights, interests, chattels, assets, trade fixtures, etc. shall become the property of the Landlord save and except any item to which a security in higher priority is attached to the thing or asset or interest. Section 8 - Notice 8.1 Notices a. Any Communication shall be in writing and may be delivered: personally or by courier; ii. by prepaid registered mail; or iii. by facsimile; or iv. by email or equivalent electronic means of transmission. b. Any Communication shall be delivered to the persons and addresses as follows: to the Landlord at: Municipality of Bayham 9344 Plank Rd. Straffordville, ON NOJ 1Y0 Office: (519) 866-5521 xxxxxx@bayham.on.ca to the Tenant at: [INSERT] c. Any Communication delivered to the Party to whom it is addressed will be deemed to have been given or made and received on the day it is delivered at that Party's address, provided that if that day is not a Business Day then the Communication will be deemed to have been given or made and received on the next Business Day. Any Communication transmitted by facsimile, e-mail or other functionally equivalent electronic means of transmission will be deemed to have been given or made and received on the day on which it is transmitted; but if the Communication is transmitted on a day which is not a Business Day or after 4:30 p.m. (local time of the recipient), the Communication will be deemed to have been given or made and received on the next Business Day. Section 9 —Administration 9.1 FURTHER ASSURANCES a. The Parties hereto at all times warrant that they shall do, execute, acknowledge, deliver and/or cause to be done such other acts, agreements and other documents as may be reasonably required or desirable to give effect to the terms of this Agreement. 9.2 AMENDMENT AND WAIVER a. No amendment, discharge, modification, restatement, supplement, termination or waiver of this Agreement or any section of this Agreement is binding unless it is in writing and executed by the Parties to be bound. No waiver of,failure to exercise, or delay in exercising any section of this Agreement constitutes a waiver of any other section (whether or not similar) nor does any waiver constitute a continuing waiver unless otherwise expressly provided. b. The Parties agree and warrant that in the event this Agreement is renewed, amended or replaced, such amendments or replacement shall be worded to take full force and effect on the 1st day of January for the year in which the amendment or new agreement is made. 9.3 ENUREMENT a. This Agreement enures to the benefit of and is binding upon the Parties and their respective Councils, members, administrators, employees, successors,employees, agents, representatives, directors, consultants and permitted assigns. 9.4 ENTIRE AGREEMENT a. This Agreement, including its schedules, constitutes the entire agreement between the Parties with respect to the Straffordville Community Centre and associated potential liability. This Agreement, inclusive of its schedules, supersedes all prior agreements, understandings, negotiations and discussions,whether oral or written, between the Parties and the Parties hereby acknowledge that there are no representations, warranties or other agreements between the Parties in connection with the subject matter of this Agreement except as specifically set out in this Agreement and its schedules. No Party has been induced to enter into this Agreement in reliance on, and there will be no liability assessed, either in tort or contract, with respect to, any warranty, representation, opinion, advice or assertion of fact, except to the extent it has been reduced to writing and included as a term in this Agreement. Except as amended herein, the terms of this Agreement shall remain in full force and effect. 9.5 VOLUNTARY ENFORCEABLE AGREEMENT a. The Parties warrant that this Agreement is voluntary and that each Party has had an opportunity to seek the advice of separate and independent legal counsel with respect to this Agreement. b. The Landlord and the Tenant agree that they have the legal right and ability to enforce the said provisions of this Agreement hereunder against each other and both the Landlord or the Tenant are estopped from pleading or asserting otherwise in any action or proceeding. 9.6 COUNTERPARTS a. This Agreement may be executed and delivered by the Parties in one or more counterparts, each of which will be an original, and each of which may be delivered by facsimile, e-mail or other functionally equivalent electronic means of transmission, and those counterparts will together constitute one and the same instrument. 9.7 SEVERABILITY a. Each section of this Agreement is distinct and severable. If any section of this Agreement, in whole or in part, is or becomes illegal, invalid, void, voidable or unenforceable in any jurisdiction by any court of competent jurisdiction,the illegality, invalidity or unenforceability of that section, in whole or in part, will not affect: i. the legality, validity or enforceability of the remaining sections of this Agreement, in whole or in part; or ii. the legality,validity or enforceability of that section, in whole or in part, in any other jurisdiction. 9.8 GOVERNING LAW a. This Agreement is governed by and is to be construed and interpreted in accordance with the laws of the Province of Ontario and the laws of Canada applicable in that Province. IN WITNESS WHEREOF the Parties have hereunto set their hands and seals this on the date(s) noted below and agree that this Agreement shall be effective on the date set out at the top of page one (1) of this Agreement. SIGNED, SEALED AND WITNESSED ) THE CORPORATION ) OF THE MUNICIPALITY OF In the Presence of ) BAYHAM ) MAYOR ) CLERK ) STRAFFORDVILLE HALL FOUNDATION ) per: THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2016-096 BEING A BY-LAW TO ADOPT A MUNICIPAL ALCOHOL POLICY AND REPEAL BY-LAW 2013-105 AND ANY AMENDMENTS THERETO WHEREAS the Council of the Municipality of Bayham recognizes the need for a clear and concise policy concerning alcohol management in regard to municipal owned facilities and properties; AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it advisable that the Municipal Alcohol Policy be confirmed and adopted by by-law; AND WHEREAS the Council of The Municipality of Bayham did enact By-Law 2013-105 on December 19, 2013 establishing a Municipal Alcohol Policy; AND WHEREAS the Council of the Municipality of Bayham is desirous of repealing By-law 2013-105 and any amendments thereto: NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Municipal Alcohol Policy attached hereto as Schedule "A" is hereby adopted as the policies and practices to be used for alcohol management in regard to facilities and properties owned by the Municipality of Bayham and forms part of this by-law; 2. THAT By-law 2013-105, being a by-law to establish a Municipal Alcohol Policy, and any amendments thereto, be and is hereby repealed; 3. AND THAT By-law 2016-096 shall come into full force and effect upon final reading. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 3rd DAY OF NOVEMBER 2016. MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NUMBER 2016-097 BEING A BY-LAW TO REGULATE THE CONSTRUCTION, ALTERATION OR CHANGE OF ANY PRIVATE OR PUBLIC ENTRANCE, GATE OR OTHER STRUCTURE OR A FACILITY THAT PERMITS ACCESS TO A HIGHWAY AND TO PROHIBIT THE DEPOSIT OF REFUSE AND DEBRIS ON THE SAME WHEREAS Council of the Corporation of the Municipality of Bayham deems it expedient and appropriate to regulate Entrances adjacent to Highways and prohibit Refuse and Debris from fouling a Highway; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS A BY-LAW AS FOLLOWS: SHORT TITLE This by-law shall be known and may be cited as the Comprehensive Road Care, Use and Entrance By-law Section 1 - Definitions For the purpose of this by-law: 1.1 "Adjacent Property" shall mean the property abutting a Highway or the Public Lands to which an Entrance is intended to provide access to and from a Highway; 1.2 "Building Permit" shall mean a permit issued by the Municipality pursuant to the provisions and regulations of the Building Code Act, 1992. 1.3 `Chief Building Official' or 'CBO' shall mean the Chief Building Official of the Corporation of the Municipality of Bayham. 1.4 "Clean" shall mean free of Refuse and Debris, and at the discretion of the Director of Public Works and Operations and/or CBO shall mean to sweep and/or flush the Highway with a mechanical street cleaning vehicle; 1.5 "Council" shall mean the Council of the Corporation of the Municipality of Bayham; 1.6 `County' shall mean the Corporation of the County of Elgin. 1.7 "Curb Cut" shall mean any point at which the curb along a Highway is interrupted or depressed to provide Entrance to an Adjacent Property; 1.8 "Curb Line" shall mean the line of the curb, or, where no curb is constructed, the edge of the traveled portion of the Highway; 1.9 "Director of Public Works and Operations" shall mean the Director of Public Works and Operations, or designate; 1.10 "Entrance" shall mean an area of ingress and egress intended to provide vehicular access to an Adjacent Property from a Highway; 1.11 "Entrance Agreement" shall mean an agreement prepared by the Municipality for execution by the Municipality and an Owner as a condition for granting authorization to obtain an Entrance Permit to carry out Land Disturbance activities; 1.12 "Entrance Permit" shall mean a permit issued by the Director of Public Works and Operations and/or CBO for an area of ingress and egress intended to provide vehicular access to an Adjacent Property from a Highway; 1.13 "Expense" shall mean any and all sums of money actually spent or required to be spent by the Municipality pursuant to any section of this by- law, and shall include but not be limited to all charges, costs, a twenty-five percent (25%) administrative fee, taxes, outlays, legal fees and losses; 1.14 "Highway" shall mean a Highway under the jurisdiction of the Municipality and as defined by the Municipal Act, 2001 and the Highway Traffic Act, 1990; 1.15 "Land Disturbance" shall mean any man-made change or site alteration to the land surface through excavation, importation, grading and construction activities including removal of trees, vegetation, trenching, filling and grading not in compliance with the issuance of a Building Permit from the Municipality. Land Disturbance shall not include normal farming practices, activities covered under a building permit or any man-made change or site alteration to the land surface through excavation, importation, grading and construction activities including removal of trees, vegetation, trenching, filling and grading for the purpose of lawn dressing, landscaping or adding to flower beds or vegetable gardens, provided that the ground elevation of the lands is not increased by more than ninety (90) centimetres and shall not exceed addition or removal of one hundred fifty (150) cubic metres of land per year. 1.16 "Lot" shall mean a parcel or tract of land capable of being conveyed and described in a deed or other legal document which: i. is a whole Lot described in accordance with and is within a registered plan of subdivision, other than a registered plan of subdivision which has been deemed by the Municipality not to be a registered plan of subdivision under a by-law passed pursuant to the Planning Act; ii. is a legally separated parcel of land in existence on the date of passing of this by-law, and which so continues to the relevant time; iii. has received a final and binding consent to a conveyance pursuant to the Planning Act; or iv. is the whole remnant remaining to a (owned) Person after a conveyance has been made with a final and binding consent pursuant to the Planning Act, but for the purpose of this clause no parcel or tract of land ceases to be a Lot by reason only of the fact that a part or parts of it has or have been conveyed to the Township, the Region or any municipality; or, Her Majesty in the Right of Ontario, Her Majesty in the Right of Canada; or for the construction of a transmission line as defined in the Ontario Energy Board Act, 1998; 1.17 "Lot Line" shall mean any boundary of a Lot or the vertical projection thereof; 1.18 "Mud Mat" shall mean a grated device placed at an Entrance designed to prevent Refuse and Debris from fouling a Highway; 1.19 "Municipality" shall mean the Corporation of the Municipality of Bayham; 1.20 "Mutual Entrance" shall mean an Entrance to a Highway that provides shared access to serve separate existing Lots; 1.21 "Officer" shall mean a Municipal Law Enforcement Officer, a person authorized by Council with the responsibility for enforcing and administering this by-law as appointed by Municipality of Bayham By-law, or a Police Officer; 1.22 "Ontario Provincial Standards Drawings" shall mean standard drawings and construction and material specifications and contract tendering documents for road works jointly owned and produced by the Ministry of Transportation, Ontario (MTO) and the Municipal Engineers Association (MEA); 1.23 "Owner" shall include but not be limited to the applicant for an Entrance Permit and a Person who, alone or with others, owns a Lot as described in the most current assessment roll or is a director or officer of a corporation, as prescribed in a corporate profile or assessment roll; 1.24 "Person" shall include an individual, a sole proprietorship, a partnership, an unincorporated association, a trust, a body corporate or a natural person; 1.25 "Preventative Mat" shall mean a rubber or similar device which permits a Vehicle equipped with cleats, flanges, or tracks on its wheels or rollers to transport across or on a Highway without fouling or damaging the Highway; 1.26 "Public Lands" shall mean lands owned by, leased, licensed to or under the management of the Municipality, and shall include but not be limited to any Highway; 1.27 "Refuse" or "Debris" shall include but is not limited to: i. animal waste and excrement ii. carcass, hides, bones or feathers of any animal or bird iii. construction and landscaping materials iv. celluloid cuttings, v. material or thing soaked in oil or gasoline vi. domestic waste vii. grass cuttings, leaves and vegetation viii. hay, straw and manure ix. manufacturers/industrial waste x. sawdust and shavings xi. sewage and paper sludge xii. snow and ice xiii. swill, soil, dirt earth or organic material xiv. tree branches or roots xv. wrecked, dismantled, discarded, inoperative or abandoned machinery, Vehicles, trailers, boats and their component parts, and includes Vehicles that appear by reason of their appearance, mechanical condition or lack of current permit plates to be inoperable, and tires; 1.28 "Structure" shall mean anything constructed or erected, the use of which requires location on the ground, or attached to something having location on the ground and, without limiting the generality of the forgoing, shall include buildings and motor vehicles; 1.29 "Vehicle" shall have the same meaning as defined in the Highway Traffic Act, and includes a motor vehicle, trailer, bicycle and any vehicle drawn, propelled or driven by any kind of power, including muscular power. Section 2 — Refuse and Debris 2.1 No Person shall, knowingly or unknowingly, throw, push, plow, place, pile, store, dump or deposit or permit to be thrown, pushed, plowed, placed, piled, stored, dumped or deposited any Refuse or Debris on a Highway. 2.2 No Person shall, knowingly or unknowingly, throw, push, plow, place, pile, store, dump or deposit or permit to be thrown, pushed, plowed, placed, piled, stored, dumped or deposited any Refuse or Debris to obstruct or interfere with any culvert or ditch adjacent to a Highway. 2.3 No Person shall, knowingly or unknowingly, foul, encumber or damage or permit to be fouled, encumbered or damaged a Highway by animals, Vehicles or other means. 2.4 No Person shall, knowingly or unknowingly, obstruct or permit to be obstructed a drain, gutter or water course along or upon a Highway. 2.5 No Person shall, knowingly or unknowingly, set or carry or permit to be set or carried fire on a Highway. 2.6 No Person shall, knowingly or unknowingly, erect or maintain or permit to be erected or maintained any gate or door so that the same shall open or swing outward over any part of a Highway. 2.7 Unless authorized by an over-dimensional permit issued by the Municipality, no Person shall, knowingly or unknowingly, move or permit to be moved any building or structure into, along, or across a Highway. 2.8 No Person shall, knowingly or unknowingly, move, or permit to be moved a Vehicle equipped with cleats, flanges, or tracks on its wheels or rollers on or along a Highway, except by means of a float, trailer, or other similar device. 2.9 No Person shall, knowingly or unknowingly, move, or permit to be moved a Vehicle equipped with cleats, flanges, or tracks on its wheels or rollers on or along a Highway unless a Preventative Mat has first been laid on the surface of the portion of the Highway to be crossed. 2.10 No Person shall, knowingly or unknowingly, pull down, destroy, deface or in any way interfere with, or permit to be pulled down, destroyed, defaced or in any way interfered with, any municipal infrastructure, including but not limited to, any post, surveyor's mark, bench mark, traffic sign, Highway name sign, sign board, regulatory sign, traffic signal, traffic cone, or any other traffic control device that is affixed or placed on a Highway. 2.11 No Person carrying out or causing or permitting to be carried out any Land Disturbance shall do so without keeping all Highways, under the jurisdiction of the Municipality, Clean of Refuse, Debris and dust emanating from the Land Disturbance. 2.12 No Person carrying out or causing or permitting to be carried out any Land Disturbance shall do so without constructing a Mud Mat, or taking alternate measures as approved by the Municipality to prevent Refuse and Debris from fouling a Highway. Section 3 — Entrance Permits 3.1 No Person shall construct, install, widen or alter or permit to be constructed, installed, widened or altered any Curb Line, Curb Cut or Entrance without first having applied for and obtained an Entrance Permit from the Director of Public Works and Operations and/or CBO pursuant to the provisions of this by-law. 3.2 No Person shall construct, install, widen or alter or permit to be constructed, installed, widened or altered any Curb Line, Curb Cut or Entrance except in accordance with the plans, specifications, documents, the Ontario Provincial Standards Drawings, terms and conditions and any other information used as the basis for the issuance of an Entrance Permit from the Director of Public Works and Operations and/or CBO pursuant to the provisions of this by-law. 3.3 An Entrance, if permitted by the granting of an Entrance Permit pursuant to the provisions of this by-law, is permitted on a Highway only to provide Entrance to an Adjacent Property and shall not be constructed, installed, widened or altered or permitted to be constructed, installed, widened or altered to perform any other function, including the parking of Vehicles. 3.4 Every Entrance Permit shall be Lot specific. 3.5 Every Owner of Adjacent Property shall obtain an Entrance Permit for: i. construction of a new Entrance; ii. changing the design of an existing Entrance; iii. changing the location of an existing Entrance; or iv. carrying out or causing or permitting to be carried out any Land Disturbance and shall include, but not be limited to any Land Disturbance conducted under a permit system authorized by the Province of Ontario, County or any Conservation Authority. 3.6 The Entrance Permit may: i. prohibit the construction, design, alteration and change in use of an Entrance without a valid Entrance Permit; ii. refuse to grant, suspend or revoke an Entrance Permit; iii. impose conditions, including special conditions as a requirement of obtaining, or continuing to hold an Entrance Permit; or iv. impose special conditions on an Entrance Permit in a class that have not been imposed on all of the Entrance Permits in that class in order to obtain, or to continue to hold an Entrance Permit. 3.7 The Director of Public Works and Operations and CBO shall have delegated authority to: i. prohibit the construction, design, alteration and change in use of an Entrance without a valid Entrance Permit; ii. refuse to grant, suspend or revoke an Entrance Permit; iii. impose conditions, including special conditions as a requirement of obtaining, or continuing to hold an Entrance Permit; and iv. impose special conditions on an Entrance Permit in a class that have not been imposed on all of the Entrance Permits in that class in order to obtain, or to continue to hold an Entrance Permit. 3.8 The Director of Public Works and Operations and CBO shall consider the following criteria when reviewing applications for Entrance Permits: i. public safety; ii. protection of the public through the orderly control of traffic movements onto and from Highways, including possible requirements for left and/or right turn lanes; iii. providing legal access onto Highways from Adjacent Property; iv. required sight distance, safe grade, and alignment conditions for all traffic using the proposed Entrance; v. maintaining the orderly flow of the traffic traveling on the Highway; vi. no undue interference with the safe movement of through traffic; vii. protection of the public investment in the Highway and minimizing Municipality expenditures on the maintenance of Highways and Entrances; and viii. reducing future maintenance problems and reconstruction costs of Highways and Entrances. 3.9 Every Owner shall provide in full a complete application at the time the application is submitted or the Director of Public Works and Operations and/or CBO shall not accept the application. 3.10 A complete application shall include all of the information required on the application form and the following: i. payment of the prescribed Entrance Permit fees set out in Schedule 'A' of this by-law; ii. any other document or information as may be required in any other Section of this by-law; and iii. any other affidavit, document or information as may be requested by the Director of Public Works and Operations and/or CBO. TERM OF ENTRANCE PERMIT 3.11 An Entrance Permit issued with respect to a Lot pursuant to the provisions of this by-law shall be valid until any of the following activities occur on the same Lot: i. construction of a new Entrance; ii. changing the design of the existing Entrance; iii. changing the location of the existing Entrance; iv. carrying out or permitting to be carried out any Land Disturbance and shall include, but not be limited to any Land Disturbance conducted under a permit system authorized by the Province of Ontario, County or any Conservation Authority. 3.12 An Entrance Permit shall expire six (6) months following the date of issue if the Entrance construction has not commenced. After the expiration of the six (6) month term, a new Entrance Permit shall be obtained before proceeding with work on the Entrance. ENTRANCE PERMIT FEES 3.13 All Entrance Permit fees shall be as set out in Schedule `A' to this by-law, reflected in the Municipality Fees By-law, and non-refundable. CONDITIONS FOR ENTRANCE PERMIT ISSUANCE 3.14 For every Entrance Permit that is issued, the Owner shall perform and observe the following conditions: i. pay the applicable fees; ii. not carry on activities that are in contravention of this by-law or any other Municipal By-law; iii. when required, enter into an Entrance Agreement and pay the applicable fee set out in Schedule `A' of this by-law, for any Entrance Permit that is issued as a result of Land Disturbance, which shall be in force and effect until said Land Disturbance ends, for which the Entrance Agreement conditions, having regard to the objectives of Section 3.8 of this by-law, may include but not be limited to: a. Letter of Credit; b. specified transportation traffic routes; c. insurance; and d. indemnification. ENTRANCE PERMIT APPLICATION - SUBJECT TO APPROVAL 3.15 Every Entrance Permit application shall be subject to investigations by and comments or recommendations from such municipal or provincial departments or agencies as the Director of Public Works and Operations and/or CBO deems necessary, or as directed by Council, including but not limited to: i. Ontario Provincial Police; ii. Municipality of Bayham Fire Department; and iii. Municipality of Bayham Public Works and Operations Department. INCOMPLETE APPLICATION 3.16 An Entrance Permit application that does not comply with the provisions of Section 3.10 shall be deemed incomplete and shall be returned by registered mail to the Owner pursuant to 3.19 of this by-law. 3.17 Every Entrance Permit application that has not received required comments from all municipal or provincial departments or agencies as the Director of Public Works and Operations and/or CBO deems necessary within sixty (60) days from the date of filing of the application, pursuant to Section 3.15 of this by-law, due to the Owner's inability to comply with the requirements to obtain an Entrance Permit pursuant to this by-law, shall be deemed incomplete. NOTICE 3.18 Every Owner shall notify the Director of Public Works and Operations in writing within ten (10) days of any change in his mailing address and shall be sent to: Director of Public Works and Operations Municipality of Bayham 9344 Plank Rd Straffordville, ON L9P 1T1 3.19 Any notice or request made pursuant to this by-law may be given in writing by registered mail and is effective: i. on the date on which a copy is hand delivered to the Person to whom it is addressed; or ii. on the fifth (5t") day after a copy is sent by registered mail to the Person's last known address. 3.20 For the purpose of Section 3.19 of this by-law, the Owner's last known address shall be deemed to be that provided pursuant to Section 3.10 of this by-law and may be changed pursuant to Section 3.18 of this by-law. 3.21 No Person served with a notice under any section of this by-law shall fail to comply with such notice within the time provided by such notice. CONTRAVENTION OF OTHER LAWS PROHIBITED 3.22 The issuance of an Entrance Permit under this by-law is not intended and shall not be construed as permission or consent by the Municipality for the Owner to contravene or to fail to observe or comply with any law of Canada or Ontario or any other by-law of the Municipality or the County. REVOCATION OF ENTRANCE PERMIT 3.23 The Director of Public Works and Operations and/or CBO may revoke or suspend an Entrance Permit: i. which is voluntarily surrendered by the Owner for revocation; ii. at any time when the Owner fails to meet any provision of this by- law; or iii. that was obtained by any mistake, misstatement or misrepresentation. NOTICE OF ENTRANCE PERMIT REFUSAL, REVOCATION OR SUSPENSION 3.24 Where the Director of Public Works and Operations and/or CBO decides to refuse to issue, to revoke or suspend an Entrance Permit, he shall give notice of his decision for refusal, revocation or suspension to the Owner, together with the reason for his decision, pursuant to Section 3.19 of this by-law, as well as to such other Persons, departments, boards, commissions, authorities or agencies as appear to have an interest in the decision. Section 4 - Entrance Permit - General Provisions 4.1 Every Entrance Permit that is issued shall be subject to Sections 2, 3 and Section 4 of this by-law, all of which shall be performed or observed at all times while the Entrance Permit is in force. 4.2 The Owner shall notify the Director of Public Works and Operations and/or CBO at least forty-eight (48) hours prior to commencement of any activities pursuant to Section 3.5 of this by-law, authorized by a valid Entrance Permit. 4.3 The Owner shall ensure that the construction of the Entrance is in accordance with the requirements of all applicable regulatory agencies having jurisdiction. 4.4 No person shall construct, install, widen or modify an entrance without approval of the Municipality. 4.5 The Owner shall be bound by the terms and conditions contained in the Entrance Permit and, where applicable, the Entrance Agreement. Section 5 — Multiple Entrances - Mutual Entrances 5.1 Every lot shall be limited to the following number of entrances, namely: i. up to the first 15 metres of lot frontage, not more than one (1) entrance; ii. greater than 15 metres of lot frontage but not more than 30 metres of lot frontage, not more than two (2) entrances with a combined width not exceeding thirty percent (30%) of the lot frontage; iii. for each additional 30 metres of lot frontage, not more than one (1) additional entrance. 5.2 Mutual Entrances shall be discouraged due to potential ownership problems and may only be considered at the sole and absolute unfettered discretion of the Director of Public Works and Operations if individual Entrances are not possible due to physical constraints. Section 6 — Inspection and Maintenance 6.1 Upon approval and final inspection by the Director of Public Works and Operations of a culvert installation, within the municipal road allowance, as a component of an Entrance Permit issued pursuant to the provisions of this by-law, the culvert shall become the property of the Municipality and all subsequent maintenance and repairs of the culvert shall be the responsibility of the Municipality, at the discretion of the Municipality. 6.2 Every Entrance located on a Highway, within the municipally owned public right of way, shall be maintained in good condition by the Adjacent Property Owner in accordance with Ontario Provincial Standards Drawings at his own expense. i. Condition and compliance is determined at the discretion of the Director of Public Works and Operations. 6.3 The Municipality shall maintain only that portion of the Entrance from the traveled portion of the Highway to the outer edge of the Curb Line. 6.4 The Director of Public Works and Operations may conduct a field inspection of the Entrance at any time during the application for the Entrance Permit or at any time the Entrance Permit is in force and effect. 6.5 The Director of Public Works and Operations may require that modifications or alterations be performed if the installation of the Entrance does not conform to the approved plans and specifications. 6.6 In the event of a contravention of any provision of this by-law, in addition to any fine ordered by a court of competent jurisdiction, the Director of Public Works and Operations may provide notice to the Owner requiring, among other things,: i. Refuse and Debris be removed from a Highway; ii. a Highway to be Cleaned at the Owner's expense if the fouling is deemed by the Director of Public Works and Operations to be an immediate danger to the health and safety of any Person; iii. the immediate cessation of any Land Disturbance causing fouling of a Highway; or iv. the immediate cessation of any operation causing dust to blow onto a Highway from the Land Disturbance site. 6.7 In the event that modifications, alterations, Cleaning, removal or cessation are required, the Director of Public Works and Operations shall provide written notice of the required modifications, alterations, Cleaning, removal or cessation to the Owner pursuant to Section 3.19 of this by-law. 6.8 The Owner shall carry out the required modifications, alterations, Cleaning, removal or cessation pursuant to Section 6.7 of this by-law within the time period specified within the written notice and is responsible for the expense of any modifications, alterations, Cleaning, removal or cessation required. 6.9 Where the notice in Section 6.7 of this by-law is not complied with within the time period specified within the written notice, the Director of Public Works and Operations shall, on behalf of the Owner, modify, alter, Clean or remove the contravention at the sole cost of the Owner with such Expense to be recovered in full in the manner provided in Section 7 of this by-law. 6.10 The Municipality shall maintain and replace from time to time as required, in its discretion, all culverts installed meeting the requirements of this By- law. The maintenance and/or repair of the driving surface is the responsibility of the owner. Section 7 - Recovery of Expenses 7.1 All expenses associated with an Entrance Permit are the responsibility of the Owner. The expenses shall include, but are not limited to, applicable Entrance Permit application fees, Entrance Agreement fees, construction materials and labour, utilities, traffic control devices, layout, surveying, engineering, legal costs and modification, alteration, Cleaning of Entrances or removal of Refuse and Debris. 7.2 All expenses incurred by the Municipality as a result of contravention of the General Provisions of this By-law are the responsibility of the Owner and/or offending party. The expenses shall include, but are not limited to, applicable Entrance Permit application fees, Entrance Agreement fees, construction materials and labour, utilities, traffic control devices, layout, surveying, engineering, legal costs and modification, alteration, Cleaning of Entrances or removal of Refuse and Debris. 7.3 All Expenses incurred by the Municipality in connection with the enforcement of this by-law shall be paid within thirty (30) days of their billing date, and in the event of failure to pay the entire amount due within said thirty (30) days, at the discretion of the Municipality, the outstanding balance of the invoice may thereafter be added to the tax roll and collected in a like manner as taxes as of the year in which the Expenses were billed. Section 8 — Existing Entrances, Exceptions and Grandfatherinq 8.1 This by-law shall apply to all Entrances which existed or were created before this by-law was passed. 8.2 Existing Entrances to each Lot of record at the time of the passage of this by-law shall be permitted. 8.3 This by-law shall not apply so as to prohibit the Municipality, the County, and other provincial, federal and municipal agencies, their agents and employees, and Persons and organizations authorized by them in writing from depositing material upon, or excavating, any Highway within the Municipality, in the course of their normal operations, providing that all appropriate safety precautions are employed. 8.4 Section 3.5 i) and Section 3.11 i) of this by-law shall not apply to: i. Activities covered under a valid building permit; ii. any minor alterations or repairs to a structure that do not include an excavation or a wet process such as masonry, concrete or plaster; iii. attached or detached garages and carports which does not include an exaction or a wet process such as masonry, concrete or plaster; iv. accessory structures and additions to a house where such accessory building or addition does not include an exaction or a wet process such as masonry, concrete or plaster; v. accessory structures and additions less that thirty square metres in building area; vi. porches, sundecks and steps for houses; vii. any advertising pole sign or fascia sign. viii. Normal Farming Practices. 8.5 This by-law shall not apply to any development which is subject to a Subdivision Agreement within the Municipality until such time as all curbs, gutters and sidewalks required by the Subdivision Agreement are constructed. 8.6 At the discretion of the Director of Public Works and Operations, Section 3 of this by-law shall not apply to any Land Disturbance that is: i. subject to Site Alteration Agreement with the Municipality; or ii. authorized under a valid, current Aggregate Extraction Licence issued by, and in compliance with the Ministry of Natural Resources. Section 9 - Infractions and Penalties 9.1 Every Person who contravenes any of the provisions of this by-law is guilty of an offence and upon conviction is liable to pay a fine or penalty for each offence, exclusive of costs, as provided for in the Provincial Offences Act. Section 10 - Prohibition Order 10.1 When a Person has been convicted of an offence under this by-law, the Superior Court of Justice, or any other court of competent jurisdiction, may, in addition to any other penalty imposed on the Person convicted, issue an order prohibiting the continuation or repetition of the offence or the doing of any act or thing by the Person convicted directed toward the continuation or repetition of the offence. Section 11 - Administration 11.1 Unless otherwise indicated, the administration of this by-law is assigned by Council to the Director of Public Works and Operations and the CBO who may delegate the performance of his functions under this By-law from time to time as occasion requires. 11.2 In this by-law, unless the contrary intention is indicated, words used in the singular shall include the plural and words used in the male gender shall include the female gender or vice versa, where applicable. 11.3 If there is a conflict between a provision in this by-law and a provision of any other Municipal By-law, the provision that establishes the highest standard to protect the health, safety and welfare of the general public shall apply. Section 12 - Enforcement 12.1 An Officer and/or CBO shall be responsible for the enforcement of this by- law. 12.2 No Person shall hinder or obstruct or attempt to hinder or obstruct, any Officer or the Director of Public Works and Operations while exercising any power or performing any duty under this by-law. Section 13 - Severability 13.1 In the event any section or provision of this by-law is held invalid, the remainder of the by-law shall continue in force and effect. 13.2 This by-law shall come into full force and effect on the date of its passing by Council. 13.3 By-law 2009-046 and 2009-088 shall be repealed in their entirety. READ a FIRST, SECOND and THIRD TIME and finally passed this 3rd day of November, 2016. MAYOR CLERK Schedule 'A' COMPREHENSIVE ROAD CARE, USE AND ENTRANCE BY-LAW BY-LAW 2016-097 ITEM FEE Entrance Permit Fee $160.00 Entrance Agreement Fee $500.00 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. Z654-2016 LIVING GOSPEL MENNONITE CHURCH BEING A BY-LAW TO AMEND BY-LAW No. Z456-2003, AS AMENDED WHEREAS the Council of the Corporation of the Municipality of Bayham deems it necessary to amend Zoning By-law No. Z456-2003, as amended; THEREFORE, the Council of the Corporation of the Municipality of Bayham enacts as follows: 1) THAT By-law No. Z456-2003, as amended, is hereby further amended by amending Section 15.10.1 Exception — Highway Commercial (HWC-1) Zone by adding the following clauses: 15.10.1.1 Defined Area HWC-1 as shown on Schedule "A", Map No. 8 to this By-law. 15.10.1.2 Permitted Uses Church and Private School in addition to uses permitted in HWC Zone. 15.10.1.3 Permitted Buildings and Structures Existing buildings and structures for the permitted uses. 2) THIS By-law comes into force: a) Where no notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the expiration of the prescribed time; or b) Where notice of objection has been filed with the Municipal Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the approval of the Ontario Municipal Board. READ A FIRST AND SECOND TIME THIS 3RD DAY OF NOVEMBER 2016. READ A THIRD TIME AND FINALLY PASSED THIS 3RD DAY OF NOVEMBER 2016. MAYOR CLERK 1—"".1 IBI GROUP 203-350 Oxford Street West IB ' London ON N6H 1T3 Canada tel 519 472 7328 fax 519 472 9354 1 I ibigroup.com Memorandum TolAttention Municipality of Bayham Date October 13, 2016 From William Pol, MCIP RPP Project No 3404 -634 cc Steno wp Subject Application to Amend the Zoning By-law#Z456-2003 -8277 Plank Road, Straffordville Introduction 1. We have completed our review of the application to amend the Municipality of Bayham Zoning By-law #Z456-2003, in support of a proposal to add an additional permitted use to a lot in the Highway Commercial (HWC-1) zone. The subject lands are located on the west side of Plank Road south of Jackson Line, and known municipally as 8277 Plank Road, south of the Village of Straffordville. The purpose of the Zoning By-law amendment would be to include Private School as a permitted use on the lands. 2. The subject lands have 63.70m of lot frontage, 78.81 m of lot depth and an area of 4,300m2 (46,285ft2) on a rectangular shaped parcel of land. The property comprises of an existing church and associated portable building. 3. Surrounding land uses include: north single detached residential; west agricultural; south single detached residential and agricultural. The existing zoning to the north, south and west is Agricultural (A1); and to the east is Special Agricultural (A2). The proposed amendment does not include any changes or intensification of the site and does not have a significant impact on the surrounding lands. 4. Section 1.1.1 Healthy, liveable and safe communities in the Provincial Policy Statement 2014 are sustained by (b.) accommodating an appropriate range and mix of uses to meet long-term needs and (e.) promoting the cost-effective development patterns and standards to minimize land consumption and servicing costs. The proposed amendment adheres to the intent of the above section by accommodating a mix of uses on the subject lands while minimizing land consumption and servicing costs. 5. Section 2.1.4 of the Official Plan sets out the policies for the agricultural with a natural gas reservoir overlay designation of the subject lands. The above section indicates that uses in these instances will be zoned in a site specific fashion. Due to the site specific existing school use and the minor nature of the proposed amendment an Official Plan amendment is not deemed necessary. 6. Based on our review of the Provincial Policy Statement 2014, and Municipality of Bayham Official Plan and Zoning By-law#Z456-2003, we would have no objection to amendments to include private school as a use in the Highway Commercial (HWC-1)zone. IBI Group is a group of firms providing professional services and is affiliated with IBI Group Architects IBI GROUP MEMORANDUM 2 Municipality of Bayham—September 7,2016 eig...- ,9 IBI GROUP William Pol, MCIP, RPP Affiliate Consulting Planner to the Municipality of Bayham J:\3404\_Tasks\634 Living Gospel Church\PTM LivingGospelChurch rpt2016-10-13.docx October 17, 2016 Municipality of Bayham 9344 Plank Road ,� Straffordville, ON , NOJ 1Y0 Re: Zoning By-Law Amendment Property 8277 Plank Road Attn: Margaret Underhill Deputy Clerk/Planning Coordinator Ms. Underhill: This letter is in regards to the proposed by-law changes of the property at 8277 Plank Road. Currently the property is home to the Living Gospel Mennonite Church. In response to the letter we received for the proposed by-law amendment to change the zoning to Highway Commercial Exception(HWC-#) Zone in Zoning By-Law Z456- 2003, I have a number of questions and concerns in regards to these proposed changes. It is my understanding that a school has been operating at this facility for quite some time. Should these changes be adopted and approved, when is the actual date of inception of a private school on this property? As a commercial property that pays taxes in the Municipality of Bayham, I question whether these changes, in the form of another private school, are necessary. The Municipality has two tax funded public schools that have both recorded student decline. Both schools have public funded transportation and qualified educators. It is also my understanding that both schools have programs in place that are specific to the needs of the local Mennonite community. If another private school is allowed to operate within the walls of an existing church, within the Municipality of Bayham, how will that impact our public school attendance and will it compromise the existence of either public schools moving forward? As a tax payer, and a resident with children in our public school system, it is important that I voice my concerns about another private school compromising our public school system. Also, I and our business patrons have noted on a number of occasions that there is an increase in foot traffic on the road shoulders and the road itself around the church parking lot area. Will there will appropriate signage to indicate a school zone and will this signage be our responsibility as taxpayers or will it be the church/schools responsibility to erect?As we all know Plank Road is a very busy road and the "dip/bend" in the road that is near the church/school often doesn't allow for those driving the speed limit to react when there are children present near or on the road. I am very concerned about child safety at this property. I have noticed on more than one occasion that the students are not staying on school property during school hours. Whether this is a lack of supervision or a disregard for rules, either way, the students are damaging neighboring properties. Recently a fence was constructed and that has helped alleviate some of the incidences. I have however witnessed some children hopping the fence, so I am afraid that this has not corrected the issue to date. With that being said, my question is who is in charge of the children and is the school being operated by Canadian recognized law educators? Will we be notified of who the principal is and who we are to go to with concerns regarding their students conduct? Will these changes affect our Commercial Property Taxes in any way? Will the addition of a school in our area change our zoning to a Hamlet? I must send my regrets as I will be unable to attend the Public Meeting on Thursday as I am working. I would however be interested in meeting with you to discuss this in further detail and/or appear before council at a date/time that would work for all schedules. Thank you for your time, Best Regards, Rainey Weisler 8237 Plank Road, Straffordville Oct 17, 2016 Attention Bayham Council We are sending this letter to you in regards to our concerns about having EA, school beside;:pur property at 8263 Plank Rd. We also own the farm property that butts up to the back of the church /potential school. For starters this church has been being utilized as a school for some time already without the proper permissions. We have had issues with vandalism by the students recently and approached the municipality office in regards to this. We were told that the Municipality couldn't help us and that we would need to contact the police. The police suggested speaking to the school ourselves so we did and a fence was erected to keep the children off my properties. The eaves trough that was ripped off of our house has been repaired but the damage to our camping trailer are still not done. If this damage has been done already and the church isn't already zoned for a school how bad will the damage get when the enrollment increases. My Mom currently lives in the house right next to the school and is retired, she doesn't want or need the extra noise that having a school next door would entail. We purchased these properties for our own retirement and wouldn't want these things once we move in ourselves in a few years. The driveway has always been awkward at our house to back out of due to the bend in Plank road and can be quite dangerous. An increase in traffic would make this area even more hazardous. Parking issues could cause more blind spots and a possible increase in traffic accidents. Not something that we or anyone else would like to see especially when there are children involved. We are also concerned that this could change our area into a hamlet. The speed limit has already been lowered and it is important to note that many still speed through that area. The addition of a private school has the potential to drop the value of my properties in the future if sold and limits the individuals that would look at purchasing these properties due to the school. It is important to note that there are already 4 schools in the area. Eden line near Corinth, Calton, Port Burwell and Straffordville. There should not be a need for another school especially in a rural area. We are a family of hunters and we have hunters that hunt the farm. Having a school next door is not ideal when dealing with hunting and shooting. The noise created alone is disruptive, not to mention the safety of the children if they decide to hop a fence to retrieve a ball from our properties. We shouldn't have to accommodate a school setting after 31 years of hunting our property. It should be mentioned as well that the farm to the north of the church has many children shooting 22 rifles and pellet guns at birds and other animals on a regular bases. This is a safety factor. The same family and the one across the road shot and butcher pigs and cows in the open. Not a pleasant thing for children to watch in a playground setting. Another liability issue that we are concerned about is the church back fence runs up against our field and the farm next to it with blueberries. We have chemicals sprayed yearly on the field for the crops. I am just wondering who will be standing for all of the safety issues if the school goes in. Dropping a school into a farming community that has all the rights to hunting and regular farming practices with chemicals sprayed a big concern. One other question I have to council is the portable that is on the property that was to only to have been used for the re-construction of the church a few years back. We were told by someone in the township office back then that the portable was to be removed since it was a temporary thing while the church was being reconstructed. When we mentioned it was still standing after the construction was done and being used nothing was done to rectify this. Now they are using it for a school. Were they given a variance to keep it? Were we informed that it would stay remaining? This building was not to be a permanent fixture on the property. In conclusion we believe that changing this property to a private school would be an inconvenience to us and other neighbors that we are not willing to accept. Thankyou, Dean and Cindy Franklin f ZQYY4 I�JLL�ty� (" 10/24/4/ THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2016-098 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE REGULAR MEETING HELD NOVEMBER 3, 2016 WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of a municipal corporation are to be exercised by the Council of the municipality; AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be exercised by by-law; AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it advisable that the proceedings of the meeting be confirmed and adopted by by-law. THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the actions of the Council of the Corporation of the Municipality of Bayham in respect of each recommendation and each motion and resolution passed and other action by the Council at the regular meeting held November 3, 2016 is hereby adopted and confirmed as if all proceedings were expressly embodied in this by-law. 2. THAT the Mayor and Clerk of the Corporation of the Municipality of Bayham are hereby authorized and directed to do all things necessary to give effect to the action of the Council including executing all documents and affixing the Corporate Seal. READ A FIRST, SECOND AND THIRD TIME and finally passed this 3rd day of November, 2016. MAYOR CLERK