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Home My WebLink AboutFebruary 19, 2015 - Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA Thursday, February 19, 2015 MUNICIPAL OFFICE STRAFFORDVILLE, ONTARIO 7:00 p.m. Page 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 - 67 (a) 7:05 p.m. - Justin Dias, Elgin Workforce Development Committee re Community Workforce Development Strategy 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) 68 - 81 (a) Regular meeting of Council held February 5, 2015 Court of Revision held February 5, 2015 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 8.1. Correspondence 8.1.1 Receive for Information 82 (a) County of Elgin re 2015 Festival and Event Partnership Program 8.1.2 Requiring Action Page 1 of 267 2015 Regular Council Agenda February 19, 2015 Page 8.2. Reports to Council 9. PHYSICAL SERVICES - EMERGENCY SERVICES 9.1. Correspondence 9.1.1 Receive for Information 83 - 113 (a) Ministry of the Environment Safe Drinking Water Branch re Richmond Community Drinking Water System Inspection Report 114 - 116 (b) Ministry of Transportation re Consultation on Ontario's Default Speed Limit 9.1.2 Requiring Action 9.2. Reports to Council 117 - 118 (a) Report BL-01/15 by Randy White, Fire Chief/By-Law Officer re Animal Rescue Facility 119 - 120 (b) Report PS-02/15 by Vance Czerwinski, Manager of Public Works re 2015 Tandem Plow Truck Tender Results and Recommendation 121 - 139 (c) Report PS-06/15 by Ed Roloson re Annual Compliance Reporting for the Bayham and Richmond Water Systems 10. DEVELOPMENT SERVICES - SUSTAINABILITY AND CONSERVATION 10.1. Correspondence 10.1.1 Receive for Information 140 (a) Planning Act Notice of the passing of Zoning By- Law Z631-2014 141 (b) Committee of Adjustment Certified Notice of Decision re Ward 10.1.2 Requiring Action 10.2. Reports to Council Page 2 of 267 2015 Regular Council Agenda February 19, 2015 Page 142 - 145 (a) Report DS-12/15 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Road Allowance - between Concessions 9 & 10, Lots 14, 15 & 16 (Best Line) 11. FINANCE AND ADMINISTRATION 11.1. Correspondence 11.1.1 Receive for Information 146 - 158 (a) Cheque Register being Cheque #018157 to Cheque #018218 inclusive and totaling $317,894.32 and Payroll Disbursements for the period ending February 1, 2015 totaling $57,023.54 159 (b) Ombudsman Ontario re Annual Report on Investigations of Closed Municipal Meetings and Sunshine Law Handbook (Annual Report and Sunshine Law Handbook available at the Municipal Office) 160 - 162 (c) Township of Evanturel re OPP Billing Model resolution Municipality of Greenston re OPP Billing Model resolution 163 - 164 (d) Dowler-Karn re Fuel Price Confirmation 165 - 172 (e) Long Point Region Conservation Authority minutes of meeting held January 14, 2015 11.1.2 Requiring Action 173 (a) Museums Bayham resolution re request that Council support the request from the Edison Fest Committee for approval to submit a grant application for Edison Fest to the County of Elgin by the Edison Fest Committee 174 - 202 (b) Elgin Group Police Services Board re 2015 OPP Six Month Contract 11.2. Reports to Council 203 - 208 (a) Report CAO-09/15 by Paul Shipway, Administrator re Sale & Disposition of Land Policy Page 3 of 267 2015 Regular Council Agenda February 19, 2015 Page 209 - 210 (b) Report CAO-010/15 by Paul Shipway, Administrator re Household Hazardous Waste - Large Item Day 211 - 212 (c) Report CAO-11/15 by Paul Shipway, Administrator re Richmond Shed 12. BY-LAWS 213 (a) By-Law 2015-016 Being a By-Law to stop up, close and convey part of the unopened road allowance between Concession 9 and 10 in Lots 14, 15 and 16 in the Municipality of Bayham in the county of Elgin, designated as Part 1 on Registered Plan 11 R-9859 (Best Line) 214 - 224 (b) By-Law 2015-017 Being a By-Law to authorize the execution of an Agency Agreement between the Municipality of Bayham and Local Authority Services (LAS) (Electricity) 225 - 227 (c) By-Law 2015-018 Being a By-Law to authorize the execution of an agreement between the Municipality of Bayham and Local Authority Services (LAS) (Fuel) 228 - 236 (d) By-Law 2015-019 Being a By-Law to authorize the execution of an agreement between the Municipality of Bayham and ERTH(Holdings) Inc. 237 - 261 (e) By-Law 2015-020 Being a By-Law to authorize the execution of an agreement with Her Majesty The Queen In Right Of Ontario as represented by the Minister of Community Safety and Correctional Services for the provision of Police Services for the Elgin Group Municipalities 262 - 266 (f) By-Law 2015-021 Being a By-Law to establish a policy with respect to the sale and other disposition of land 13. UNFINISHED BUSINESS 14. OTHER BUSINESS (a) In Camera (b) In Camera Meeting regarding personal matters about an identifiable individual, including municipal or local board employees and a proposed or pending acquisition or disposition of land by the municipality or local board (c) Out of Camera 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCUL Page 4 of 267 2015 Regular Council Agenda February 19, 2015 Page 267 (a) By-Law 2015-022 A By-Law to confirm all actions of Council 16. ADJOURNMENT (a) Adjournment Page 5 of 267 C r-i 0 S vn as 41 CI CM co cts 4J J CO E 41-0 C • cuiE o •4.1 ca. 04_, Lon o I O C •a a'— Umi 7:05 p.m.-Justin Dias,Elgin Workforce Development Committ... Page 6 of 267 0 AD , f tr1 C 0 0 0 CD 0 Committee Members CD 0 0 n 0 Ministry of Agriculture, ST.THOMASEDC Food and Rural Affairsfr'Ontario SIS7 YWCA ST TW-lOr!As•C LGIN ELGINT.THOMASEmp ion c e PUBLIC HEALTH '�l=r & a), Elgin Middlesex Oxford Workforce planning and Development Board .11 t 4 Ctxarnoson de planificatiun et de dtveloppement de la main d'oeuwe pour les tomtls d'Elgin, rxs,4110%4.1 rIN.+.WI-r WO* de Middlesex et d'Oxford ST.THOMAS CIQ IC Mi. �'' FANSHAWE Nal 141 SUSFNELGINESS RESOURCE Elgin COLLEGE (II. '—, Progressive by Nature lam,) A Community Puttees Development Corporation St.TJllll7r(Is/Elglij Campus crsJ -- uc 3 T 2010 Workforce Priorities h Retain youth, attract skilled workers, increase participation of under-represented groups in the workforce Increase educational attainment through culture of lifelong learning t Provide support to entrepreneurs and small business operations Promote collaboration between business, government and education N 0 4 1'1 i h� uc o 0 d Achievements CD0 CDCD • Pathways to Prosperity • St. Thomas Elgin Local Immigration Partnership Pathways to PyST. THOMAS � ELGIN �� Local Immigration Part Building WelCnming,Carhig,and Inclusilusiveve Communities: b Sv UQ a1 3 5 t=i 0 Need to Update the Strategy • New Data Changing economic context • Local sectors (growth) • Community input/priorities C 0 N 1 1111111M 7 • Lr F r J NJ GIj •U Q 4) F- 7:05 7:05 p.m.-Justin Dias,Elgin Workforce Development Committ... 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Growth in Small Business .,;,, d Employers By Size Ranges (Elgin) i Net Change % Change # of Employees Jun-o9 Jun-14 (2009-2014) 2009-2014 1-4 1110 1325 215 19.4 5-"9 492 523 31 6.3 10=19 271 304 33 12.7 20-4.9 184 186 2 1.1 50-99 62 55 -7 -11.3 100-199 19 22 3 15.8 2O0-4.99 9 10 1 11.1 500 + 7 5 -2 -28.6 indeterminatgi 2828 3318 490 17.3 Tota;, 49$2 5748 766 15.4 t" uc Industries with GrowingShare of cr; ccq Employment of all % of all Change Jobs Jobs 2006- 2006 2014 2014 Description Health care and social assistance 10.3 13.1 2.7 Accommodation and food services 6.8 9.1 2.4 Retail trade 9.3 11.3 2.1 Educational services 4.8 6.7 2.0 N Construction 2.6 3.9 1.2 " Industries with Declining Share of d Employment ccqChange % of % of all 2006- Description Total Jobs 2014 Manufacturing 32.4 22.6 -9.9 Administrative and support, waste management and remediation 6.7 4.8 -1.9 services Transportation and warehousing 4.5 3.7 -0.9 G Wholesale trade 3.3 2.5 -0.8 Arts, entertainment and recreation 1.2 1.1 -0.1 d - f r„ uc Top 5 Categories for Internet Job Postings # of Postings Trades, transport and equipment operators 113 Sales and service 87 Other 76 GQP Health 27 0" 0 N Business, finance and administration 23 16 uc Internet Job Postings ( Elgin 700 co596 600 C7 504 500 400 384 295 300 200 113 100 CD 0 0 - - 1042013 Q1 2014 Q22014 1 Q3 2014 ■ Q42014 r- LL ■ r I 1111./j- • 1- 0 m .111 O d 0. LL 4.1) 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 22 of 267 0 Internet Job Postings by Tenure d Temporary, 11% Permanent, 19% ..40 Unknown, 69% 0 0 01 19 11' Employer One Survey 0 0-t Recruit Method for To ) 3 Occupations % of all responses (Elgin) Word of mouth/personal contacts/referrals/informal networks 23.8% u fine job.boards/postings 14.5% ompany's own internet site 12.6% Tovernment employment centres or websites 10.3% an-site job signs or posters 9.8% Non-government or community employment service centres or websites 6.1% O -site recruitment at schools, colleges, or universities 5.1% Trade or professional association publications/sites 4.7% N Newspaper ads 4.7% nsolicited resumes 4.7% Cher 1.9% Executive search companies or temporary help agencies 1.4% 0.c% 0 - l Labour Market Factors Polarization Career laddering shift Just-in-time hiring Skills mismatch Retention rates Less stable work situations G ti 0 01" I h� uc Other Factors US economy • Manufacturing share of employment • Ageing workforce (especially in some sectors) • Productivity gains GQPti 0 01" i Cl) 0 0 CL) C.. 'P f Cl')I En Cl) CU 0 ,E + CO a4 C.) rA '. N ced c r I 7:05 p.m.-Justin Dias,Elgin Workforce Development Committ... Page 27 of 267 + ` tro 0 O TopVoted Priorities 0 Perceptions, 9 Training Barriers, 12 ' Awareness, 12 Connecting, 14 Employer Challenges. i6 Lack of skills among applicants, 21 N 0 5 10 15 20 25 rn Votes LA 24 . 0 d The Action Plan 0 Lack of Skills ▪ Develop manual for accepted workplace norms (to address lack of soft skills) Mentorships • • Communicate workplace skills to school system Employer Challenges ▪ Employer needs communicated to schools • Communicating real workforce need to the community ▪ Transition from school to work Connecting Getting info/resources out to all parts of the County • Attracting skills to the region • Promoting efficient job posting process to employers Education to connect employers with applicants Resources to connect with parents at schools Change the employment services perception in the community as not just for those with barriers/not a for-profit resource Irl vj (NW •0• ign 7:05 p.m.-Justin Dias,Elgin Workforce Development Committ... Page 30 of 267 2015 Elgin-St. Thomas Labour Force Development Strategy (Draft) - y T . 5 User_1 [Type the company name] 1/5/2015 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 31 of 267 Acknowledgements: The Elgin-St.Thomas Labour Force Development Strategy is a project undertaken by the Elgin Workforce Committee. The committee is made up of community partners who meet regularly to coordinate local workforce development activities that support the work of economic development offices in both Elgin and St.Thomas. For the formulation of the workforce strategy,the committee dedicated time and effort in meetings,activities, promotion and direction. The committee includes representatives from the following organizations: D Employment Services Elgin D Elgin County Economic Development D St. Thomas Economic Development Corporation ➢ Ontario Ministry of Agriculture, Food and Rural Affairs D Fanshawe College,St. Thomas D YWCA St Thomas-Elgin D Elgin St. Thomas Public Health D City of St. Thomas, Ontario Works D St. Thomas& District Chamber of Commerce D Elgin Business Resource Centre D Elgin Middlesex Oxford Workforce Planning and Development Board The Elgin-St.Thomas Labour Force Strategy was made possible through the Rural Economic Development(RED) program and funded by the Ontario Ministry of Agriculture, Food and Rural Affairs. 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 32 of 267 Contents Acknowledgements• 2 Introduction: 4 Past Priorities and Achievements: 6 Demographics 8 Local Educational Attainment 8 9 Local Business Composition:Canada Business Patterns 10 Employment by Industry 11 Local Labour Force Rates 12 Impact of External Trends 15 Other Labour Market Factors at Play 22 Labour Demand 24 Stakeholder Engagement 30 Identifying Workforce Development Issues 30 Community Workforce Planning Meeting 31 Action Plan: 32 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 33 of 267 Overview of the Process The process for establishing the Elgin-St.Thomas Labour Force Development Strategy included four phases including: 1) Conducting an Environmental Scan/Research 2) Issue Development 3) Community Engagement 4) Formulating the Strategy The environmental scan and research involved establishing the relevant local labour market and employment information to the strategy. Information on industries,occupations,Canadian business patterns and the local labour force were all included.Also included are sources of broader context including economic outlooks and information about labour market trends. The issue development phase of the project involved individual meetings with community stakeholders and engaging them with the environmental scan in the form of a community profile.Community stakeholders were asked to give input about the evidence on the community profile and provide local knowledge and context to help inform the data. The input from the individual consultations helped identify the key issue areas that were to be considered in creating the strategy. Community engagement portion of developing the strategy consisted of a community workforce planning meeting. Stakeholders,elected officials and community partners came together to hear about the data and the workforce issues. The attendees collaborated and shared ideas to address the issues and eventually voted on the top priority issues that they would like to see addressed first. The final part of the process involved taking the results of the issue development phase and the top priorities identified from the community engagement meeting and creating the action items that would make up the 2015 Elgin-St.Thomas Labour Force Development Strategy. Background: In 2010,the Elgin Workforce Committee released a labour force development strategy. The strategy was created to support the work of the economic development offices in both Elgin County and St. Thomas as they identified target sectors and workforce related issues. The Elgin Workforce Committee and its community partners were all invested in the successful implementation of the strategy to help boost the quality of available workers to drive economic development in the region. Education, government, business and community stakeholders were all part of the strategic planning process and the subsequent implementation of the many facets of the workforce action plan. The creation of the 2010 labour force strategy was designed to provide a comprehensive and community-driven process to address needs,gaps and priorities for workforce development,particularly in the target sectors. The strategy provided direction for activities and was used for leveraging a 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 34 of 267 number of labour market projects. However,just as the strategy was released,the impact of the global recession began to impact the local economy. Other employment trends were also subjecting the local workforce to some major changes, particularly shifts in traditionally strong employment sectors such as agriculture and manufacturing. A rash of closures,especially of major established manufacturers(Sterling 2009, Ford 2011),impacted the area in a dramatic way. Workers,families and businesses who had relied on high-paying manufacturing jobs and the spending power that they brought to the community were left with a major void to fill. Many manufacturing workers had spent their whole lives working for a single company,often having left high school to take a job on the line. With such an immediate need,the workforce development focus shifted to try and accommodate all of the displaced workers. Now in 2015,the industrial landscape has shifted. While some companies continue to downsize or restructure, many have stabilized and are looking for ways to grow. New industries and employers are emerging to take the place of businesses that have closed. Elgin-St.Thomas remains a highly competitive place for manufacturers. The prime agricultural land is still here,as are burgeoning agri- food and agri-tourism industries. Elgin-St.Thomas remains a great place to operate a small business or become an entrepreneur. The following report outlines the history of the previous workforce strategy, past successes and priorities going forward. It also looks at labour market information,demographics and other relevant workforce trends help to demonstrate areas where workforce development activities would likely be successful and identify local champions to help drive the process forward. Target Sectors for Workforce Development Agribusiness Tourism Manufacturing/Advanced Manufacturing Creative Economy New Food Economy _ Entrepreneurship&Business Diversification Green Collar Economy Automotive 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 35 of 267 Priorities and Achievements of the 2010 Strategy: The 2010 Elgin Labour Force Strategy contained a number of priority areas for workforce development activities including: 1. Retain youth,attract skilled workers,increase participation of under-represented groups in the workforce 2. Increase educational attainment through culture of lifelong learning 3. Provide support to entrepreneurs and small business operations 4. Promote collaboration between business,government and education These priorities were addressed through actions by community partners and other activities throughout the community. Those actions included: ✓ Hosting a skilled trades information night ✓ Working with local action centres ✓ Participating in research on economic impact of Talbotville Ford assembly plant closure ✓ Creating work-ready assessment toolkits for workers ✓ Peer worker outreach to action centres ✓ Map local educational opportunities ✓ Global experience @ Work workshops for employers ✓ Business incubator(Innovation Centre for Entrepreneurs) ✓ Youth Entrepreneurship Partnership(EBRC Summer Company) ✓ Fanshawe day release programming In addition to the activities undertaken by committee members in their organizations or in collaboration,there were a number of projects and partnerships that directly benefitted from the previous workforce strategy. The 2010 Elgin Labour Force Strategy helped in identifying needs, leveraging support and accessing funding for a number of projects including the Pathways to Prosperity project funded by Status of Women Canada and the St.Thomas Elgin Local Immigration Partnership (StELIP)funded by Citizen and Immigration Canada. Pathways to Prosperity: Pathways to Prosperity The Pathways to Prosperity project was established in 2012 with the financial support of Status of Women Canada. The goal of the project is to advance women's economic security in St.Thomas-Elgin. Pathways to Prosperity looks to create opportunities for local prosperity by: Understanding barriers to economic security for women;Collaboration to identify gaps,priorities and opportunities that inform strategies;and the development of a community plan that takes action to increase women's economic security in the region. 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 36 of 267 St.Thomas-Elgin Local Immigration Partnership: * ST. THOMAS • ELGIN Local Immigration Partnership Budding Wo]coming,Caring,and 104.10,1 ,LOillnlWIIilL, The St.Thomas-Elgin Local Immigration Partnership(STELIP)works to build welcoming,caring and inclusive communities since its establishment in 2011. The STELIP project is funded by Citizen and Immigration Canada and is housed at the YWCA St.Thomas-Elgin. The project brings together stakeholders and community members with a wide range of expertise and experience to develop innovative and local plans to improve the community's capacity to welcome and support newcomers. STELIP has identified five priority areas for assisting newcomer settlement which include:Coordination of Services; Employment, Entrepreneurship,and Labour Market Access;Settlement and Integration; Language, ESL and Communication;and Public Awareness. In the coming year, Elgin is one of six counties participating in an apprenticeship implementation project funded by the Ontario Ministry of Training,Colleges and Universities. All of these projects benefitted from the community engagement and collaboration that the workforce strategy helped to foster. 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 37 of 267 1. Elgin-St. Thomas Environmental Scan Demographics Significant) The population profile of the region demonstrates some interesting characteristics.When grouping the ysmaller population by age groups,Elgin-St.Thomas has a significantly larger proportion of the population that proportion falls in younger and older age categories. The 0-14 year age group is a much larger proportion than the of young workers same group in London and Ontario. Meanwhile,two of the three oldest age groups(55-64 years,65-74 years)make up greater proportions of the population than both the London and the Ontario proportions. The large proportion of older persons and children results in lower numbers of young workers. Elgin-St.Thomas has a smaller proportion of workers in the 15-24 years and 25-34 years age categories as shown in the chart below: Figure 1: Population by Age Group 75 and over 65 to 74 years 55 to 64 years 45 to 54 years 35 to 44 years 25 to 34 years 15 to 24 years 0 to 14 years - 0.0% 5.0% 10.0% 15.0% 20.0% 25.0% ■Ontario •London ■Elgin Source: 2011 National Household Survey Local Educational Attainment The labour force of Elgin-St.Thomas can be broken down by highest educational attainment. This allows us to look at how the education levels of workers in the area compare with those in other jurisdictions and over time. The chart below shows the education of those who were in the local labour force(either employed or unemployed)as of the 2011 National Household Survey. Almost half of the local labour force(both employed and unemployed but looking for work) have high school level education or below. 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 38 of 267 Figure 2 Large EDVCEATILOR IN THE LABOUR FORCE (ELGIN) proportion of local diploma or degree at No certificate,diploma or workforce bachelor level or above degree with no 11% 18% education University certificate or_ credentials diploma below bachelor level 3% College,CEGEP or other non-university certificate or diploma 27% High school diploma or equivalent 31% Apprenticeship or t certificate or diploma 10% Source: National Household Survey 2011,custom data table Figure 3 shows the educational attainment for the labour force for Elgin as compared to Ontario. Elgin- St.Thomas has a larger proportion of the labour force with education attainment of high school or below than the province. It also has a greater proportion of the population with college diploma,CEGEP and other non-university certificates as well as apprenticeship or trades certificates than the province. Figure 3: Labour Force Educational Attainment: Elgin and Ontario High levels of college Ontario and skilled Elgin trades locally but 0% 20% 40% 60% 80% 100% likely some skill •No certificate,diploma or degree mismatch •High school diploma or equivalent •Apprenticeship or trades certificate or diploma •College,CEGEP or other non-university certificate or diploma •University certificate or diploma below bachelor level •University certificate,diploma or degree at bachelor level or above Source: National Household Survey 2011,custom data table The larger proportion with college and trades education in Elgin means that local workforce has a lot of technical and vocational skills but lack the advanced credentials or soft skills that employers are looking 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 39 of 267 for. There is also evidence of skills mismatch at play as some skilled trades'workers have had difficulty transferring their skills to positions in new industries or occupations. This was reflected in the responses to the Employer One survey for Elgin-St.Thomas that are found later in this report. Local Business Composition: Canada Business Patterns Canadian Business Patterns tracks the number of businesses and categorizes them by the number of people that they employ. Employers range in size from 1-4 employees all the way up to 500+ employees. Also included is the number of employers of'indeterminate'size. Canadian Business Patterns classifies businesses as'Indeterminate' if they have no employees or indeterminate number of employees. This includes businesses that make use of a contract workforce or family members. The table below shows the numbers of businesses in each category over the past five years in Elgin-St. Thomas. Figure 4: Employers By Size Ranges (Elgin) High Net % growth in the Change Change number of (2009- 2009- small Jun-09 Jun-10 Jun-11 Jun-12 Jun-13 Jun-14 2014) 2014 businesses 1-4 Employees 1110 1186 1236 1258 1301 1325 215 19.4 5-9 Employees 492 466 506 508 483 523 31 6.3 10-19 Employees 271 263 262 281 295 304 33 12.7 20-49 Employees 184 167 174 176 151 186 2 1.1 50-99 Employees 62 57 57 54 55 55 -7 -11.3 100-199 Employees 19 20 16 21 24 22 3 15.8 200-499 Employees 9 9 10 12 12 10 1 11.1 500+Employees 7 6 6 5 6 5 -2 -28.6 Indeterminate 2828 2849 3000 2955 3214 3318 490 17.3 Total 4982 5027 5267 5270 5541 5748 766 15.4 Source:Canadian Business Patterns Elgin-St.Thomas has had consistent growth in the number of small businesses over the past five years. However,the growth in the net number of small businesses does not take into account the attrition'or long term sustainability of these small employers. This trend must be continued to be monitored to understand the success rate of these businesses. Medium and large employers have remained relatively stable in terms of absolute numbers over the past five years although there have been some fluctuations. Workforce development activities must take into consideration the growth in small business and provide support to entrepreneurs while continuing to provide support to medium and large employers. 1 Attrition or churn rate refers to the entry and exit of new firms into the economy. 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 40 of 267 Employment by Industry The Analyst tool produced by OMAFRA and developed by EMSI uses a variety of sources to determine full-time employment by industry for census divisions. These sources include the Labour Force Survey and Survey of Employment, Payrolls and Hours. The dominant industry in terms of full-time employment at the local level continues to be manufacturing(NAICS 31-33).This is followed by health care and social assistance(NAICS 62)and retail trade(NAICS 44-45). Accommodation and food services(NAICS 72)is the fourth largest employment industry followed by educational services(NAICS 61). Looking at the top five industries and the greatest changes in terms of share of total regional employment,manufacturing had the greatest decrease while health,accommodation and retail had the largest increases. The declining share of manufacturing employment will be discussed later on in the report. Figure 5: Change in Total Jobs %of %of Share NAICS 2006 Total 2014 Total (2006- Code Description Jobs Jobs Jobs Jobs 2014) 31-33 Manufacturing 10,721 32.4 6,319 22.6 -9.9 Manufactu Health care and social assistance 3,415 10.3 3,661 13.1 2.7 ring is still 62 the largest 44-45 Retail trade 3,064 9.3 3,171 11.3 2.1 employer 72 Accommodation and food services 2,238 6.8 2,554 9.1 2.4 in the regionbya 61 Educational services 1,573 4.8 1,885 6.7 2.0 large 56 Administrative and support,waste 2,198 6.7 1,344 4.8 -1.9 margin management and remediation services 91 Public administration 1,236 3.7 1,243 4.4 0.7 11 Agriculture,forestry,fishing and 1,378 4.2 1,155 4.1 0.0 hunting 23 Construction 866 2.6 1,082 3.9 1.2 81 Other services(except public 1,169 3.5 1,081 3.9 0.3 administration) 48-49 Transportation and warehousing 1,490 4.5 1,024 3.7 -0.9 XO Unclassified 572 1.7 744 2.7 0.9 41 Wholesale trade 1,075 3.3 689 2.5 -0.8 54 Professional,scientific and 632 1.9 574 2.1 0.1 technical services 52 Finance and insurance 414 1.3 453 1.6 0.4 71 Arts, entertainment and recreation 396 1.2 295 1.1 -0.1 51 Information and cultural industries 245 0.7 273 1.0 0.2 53 Real estate and rental and leasing 186 0.6 268 1.0 0.4 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 41 of 267 55 Management of companies and 61 0.2 99 0.4 0.2 enterprises 22 Utilities 98 0.3 65 0.2 -0.1 21 Mining, quarrying, and oil and gas 16 0.0 14 0.1 0.0 extraction Total 33,042 27,994 Source:OMAFRA-EMSI Canadian Data Set Local Labour Force Rates Labour Force Status and Education Attainment The education level of the workforce in Elgin-St.Thomas has a strong correlation to employment status. High participati The table below shows the participation2,employment3 and unemployment'rates for the workforce in on rates St.Thomas-Elgin based on highest level of education attained.The numbers in brackets represent the among Ontario average for each group. those with no education Figure 6: credentials ELGIN Participation Employment Unemploymen (Ontario) rate rate t rate Total 64.3 (65.5) 58.5 (60.1) 9 (8.3) No certificate, diploma or degree 43.7 (36.4) 36.9 (31.2) 15.5 (14.3) High school diploma or equivalent 67.1 (64.6) 61 (57.6) 9.1 (10.9) Apprenticeship or trades certificate or 70.1 (65.7) 63.7 (61) 9.1 (7.2) diploma College, CEGEP or other non- 77 (77) 71.8 (72.2) 6.7 (6.3) university certificate or diploma University certificate or diploma below 60.3 (71.2) 58.4 (66.1) 3.6 (7.1) bachelor level University certificate, diploma or 75.6 (79.1) 71.9 (74.6) 4.9 (5.7) degree at bachelor level or above Source: National Household Survey 2011,custom table. Low participation rates by some university graduates was of particular interest to many employers as they represent a group with underutilized labour and skills. High participation by those with no education credentials was confirmed by employers and highlighted in the'Local Workforce Issues' section of the report. Labour Force Status and Field of Study 2 Participation rate refers to the proportion of the labour force that is working or looking for work. 3 Employment rate refers to the percentage of the total population that is working 'Unemployment rate refers to the proportion of the labour force that is looking to work but is not currently working 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 42 of 267 In Elgin County and in the rest of the province, labour force rates are generally unfavourable for those persons in the labour market who have no postsecondary credentials. While those with a major field of study do fare better in the labour market, not all fields of study are equal. The following charts indicate the labour force rates based on field of study for Elgin and Ontario. Figure 7: Employment Rate by Field of Study Personal,protective and transportation services Health and related fields Agriculture,natural resources and conservation Architecture,engineering,and related technologies Mathematics,computer and information sciences Physical and life sciences and technologies Business,management and public administration Social and behavioural sciences and law Humanities Visual and performing arts,and communications... Education 0 10 20 30 40 50 60 70 80 90 ■Elgin ■Ontario Source:2011 National Household Survey,custom data table Employment rates are relatively similar by field of study for both the region and the province. 'Physical and life sciences and technologies' have the highest local employment rate. 'Social and behavioural sciences and law'and'humanities' have the greatest differences in employment rate between Elgin and the province. Below are the unemployment rates by field of study. 'Education','Personal, protective and transportation services'and'Agriculture, natural resources and conservation'are all fields of study that have significantly lower unemployment rates in Elgin that at the provincial level. Figure 8: 7:05 p.m.-Justin Dias,Elgin Workforce Development Committ... Page 43 of 267 Unemployment Rate by Field of Study Personal,protective and transportation services Health and related fields Agriculture,natural resources and conservation Architecture,engineering,and related technologies Mathematics,computer and information sciences Physical and life sciences and technologies Business,management and public administration Social and behavioural sciences and law Humanities Visual and performing arts,and communications... Education 0 1 2 3 4 5 6 7 8 9 10 ■Elgin ■Ontario Source:2011 National Household Survey,custom data table Labour Force Status and Age Those in The table below shows that in many of the age categories,the workforce rates in Elgin-St.Thomas are the 45-64 relatively close to the provincial average. The participation rates are generally higher for young workers year age in Elgin compared to province,as is the employment rate. However,the unemployment rates for young range have had workers are also quite high. The 45-64 year age group falls on the wrong side of the provincial average particular for all three labour force rates. This indicates that there are some unique challenges for this age group trouble in the local in finding a job and even looking for work as many have stopped searching all together. labour market Figure 9: — Participation Employment Unemployment Rate (%) Rate (%) Rate (%) Elgin Ontario Elgin Ontario Elgin Ontario AGE 15 to 19 years 50.2 41.6 38.5 31.4 23.2 24.5 20 to 24 years 82.0 75.7 65.5 62.3 20.0 17.8 25 to 44 years 85.4 85.7 79.8 79.8 6.5 6.9 45 to 64 years 71.8 75.2 66.8 71.0 6.9 5.6 65+ years 15.1 13.6 14.5 12.7 4.4 6.1 Source: 2011 National Household Survey, custom data table 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 44 of 267 Impact of External Trends Trends in the global and national economy have had significant impact on the local economy and workforce in Elgin-St.Thomas. The constantly changing industrial structure and makeup of the economy will continue to make some occupations less prevalent but will also lead to a growth of others including some new occupations that may not even exist yet. Global demand for goods and services is also an important factor that plays heavily in the local labour market. The high concentration of agricultural/agri-food production and manufacturing industries in the area rely on global markets for much of their sales. A strong global economy,and particularly a strong US economy, provides opportunities for business growth and employment. In identifying some of these external trends and their impact on local employment, Elgin-St.Thomas can better address the workforce needs of the area over the course of the three year strategy. American Economy is Expected to Heat Up Major banks'economists in Canada are predicting strong US growth over the next couple of years. Strengthened US demand bodes well for the province and especially for the region which has a high concentration of manufacturers and agriculture/agri-food producers who export to the US. In a presentation to the St.Thomas&District Chamber of Commerce, BMO Capital Markets Senior Economist Sal Guatieri outlined the projected US growth for 2015 to surpass 3%.5 This coupled with a softer Canadian dollar and lower oil prices provides local manufacturers and exporters with a positive outlook over the coming year and is the kind of stimulus that could trigger investments in more productive technology and increased workforce capacity. RBC Economic's June 2014 Provincial Outlook also references the positive climate that businesses are seeing for capital investments. According to Statistics Canada,spending on non-residential outlays for 2014 is expected to rise by 3.7%which was contrasted by a 4.5%decline in 2013.6 There is the hope that the heating up of the US economy and increased business confidence and investment will lead to gains in Elgin-St.Thomas employment over the next little while. RBC predicts the provincial unemployment rate to tick down to 6.9%for 2015.' The falling price of oil caused RBC to make some upward revisions to job creation in the December 2014 Provincial Outlook for Ontario. RBC is projecting job growth of 1.4%in Ontario for 2015.8 5 Sal Guatieri,Economic Outlook 2014 6 Robert Hogue,RBC Provincial Outlook,June 2014 http://www.rbc.com/economics/economic- reports/pdf/provincial-forecasts/provfcst-june2014.pdf !bid $Robert Hogue,RBC Provincial Outlook,December 2014 http://www.rbc.com/economics/economic- reports/pdf/provincial-forecasts/ont.pdf 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 45 of 267 Shift Away from Manufacturing Jobs to Service Jobs: There has been a steady decrease in the number of jobs in the manufacturing sector since 2000. The manufacturing sector made up 18.4%of Ontario's employment in 2000. By 2013,the sector made up 11.3%of all jobs in the province. On a more local level,the London Economic Region(which includes Elgin,Oxford and Middlesex) had 19.6%of its jobs in the manufacturing sector in 2000. By 2013,that number had shifted downwards to 13.8%of the total number of local jobs.' The graph below(Figure 10) shows the year-over-year share of employment that was made up of manufacturing industries for all years from 2000-2013. The declining share of manufacturing in the London Economic Region has been consistent since 2003,even before the onset of the recession. Figure 10: Manufacturing Share of Total Employement 25.0% EE -' 5.0% 0.0% 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 -Ontario -London Economic Region Source:Statistics Canada, Labour Force Survey,CANSIM 282-0061 In Elgin,the manufacturing share of employment has also demonstrated a decreasing trend since 2006 with much of the shift occurring from 2006 to 2009. However,the proportion of manufacturing jobs of all the jobs in Elgin has remained relatively stable between 22-23%since 2010. Figure 11: Manufacturi ng losses have levelled Manufacturing Share of All Jobs (Elgin) off in the last few years 40% and it still 30% represents over 20%of 20% all area jobs. 10% 0% 2006 Jobs 2007 Jobs 2008 Jobs 2009 Jobs 2010 Jobs 2011 Jobs 2012 Jobs 2013 Jobs 2014 Jobs 'Statistics Canada,Labour Force Survey CANSIM Table 282-0060 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 46 of 267 Source:OMAFRA-EMSI Canadian Data Set Figure 12 shows the total number of jobs in manufacturing over the same period for the London Economic Region which includes St.Thomas-Elgin. While the recession period showed the number of jobs in manufacturing decline in the region,the period from 2009 to 2013 actually showed a net increase in manufacturing jobs. Figure 12: Manufacturing Employment by Year 70000 - 60000 — - i 50000 n 40000 w 30000 ° 20000 10000 0 — 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Year —London Economic Region Source:Statistics Canada, Labour Force Survey,CANSIM 282-0061 Although manufacturing was a larger component of the employment mix for the region in 2000 than current numbers but it continues to be an important part of the employment picture. The manufacturing sector makes up a relatively larger part of the London Economic Region than the province as a whole. This indicates that although the area has experienced some sharp losses in manufacturing, it still makes up a large part of the local economy and workforce. The manufacturing employers that have survived the recession and structural changes in the economy have had to adjust their processes and their workforce needs.There is optimism that those manufacturers that made it through the recession are those best suited to innovate and adapt to changing market conditions. These employers will also hopefully benefit from the lower dollar and fuel prices and be able to expand their workforce if they see local candidates with the skills they require. Increasing Share of the Service Sector While manufacturing has seen a decrease in its share of total employment,the service producing sector has shown a relatively steady increasing trend in terms of employment. The Ontario trend over the period 2000-2013 has crept steadily upwards towards almost 80%of all employment. For the London 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 47 of 267 Economic Region,the sector has had a more unpredictable trend but still demonstrates fairly consistent growth,especially when contrasted with the trends in manufacturing. Many service sector jobs utilize skills gained from manufacturing positions,especially those related to home improvement and contractor services. However, many service sector jobs require soft skills,computer skills and communication skills that may not have been essential in the manufacturing sector. From a community workforce development perspective, it is important to identify those skills that employers are seeking in their current workforce and new applicants and to support workers who wish to transition from manufacturing to service-based sectors. These skills are identified in the community engagement section of the report. Figure 13: Services Sector: Share of Total Employment 82.00% 80.00% 78.00% 76.00% 74.00% 72.00% 70.00% 68.00% 66.00% 64.00% 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Ontario -London io Source:Statistics Canada, Labour Force Survey,CANSIM 282-0061 Workforce Development in Target Sectors Agriculture 1°The Services Producing Sector includes Wholesale Trade(NAICS 41),Retail Trade(NAICS 44-45),Transportation and Warehousing(NAICS 48-49),Information and Cultural Industries(NAICS 51),Finance and Insurance(NAICS 52), Real Estate and Rental and Leasing(NAICS 53), Professional,Scientific and Technical Services(NAICS 54) Management of Companies and Enterprises(NAICS 55),Administrative and Support,Waste Management and Remediation Services(NAICS 56),Educational Services(NAICS 61), Health Care and Social Assistance(NAICS 62) Arts,Entertainment and Recreation(NAICS 71),Accommodation and Food Services(NAICS 72),Other Services- except Public Administration(NAICS 81),Public Administration(NAICS 91) 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 48 of 267 Traditional agriculture and farming has been undergoing a shift over the past number of years. Mechanization and consolidation of small family farms has led both fewer numbers of farms and fewer numbers of hours worked in the farm industry. From 1961-2007,the total number of hours worked in the sector decreased by an average of 1.9 percent per year.' Despite this tightening in the agriculture labour market,the industry enjoyed relatively stable economic output during the recession period because demand for food products remained consistent. While employment numbers in agriculture have experienced a generally downward trend over the long term in Canada,the provincial outlook is much more consistent. At the local level,the number of people employed in agriculture in Elgin has actually increased from the 2009-2014.That being said,the demographic outlook of those employed in the farming industry is representative of the aging population. Even while the total number of people employed in agriculture has decreased since 2006, the number of people in the'55 years and over'category has increased. The need for succession planning in agriculture was one of the key findings from Elgin County Economic Development's BR+E study 2012. Workforce development in this sector must address the aging workforce and look to attract young workers with the current skills required by the industry. Figure 14: There is an aging Agriculture Employment bYg Age (Ontario) agriculture 120000 workforce n the 100000 province and locally 80000 60000 40000 20000 0 2006 2007 2008 2009 2010 2011 2012 2013 ■Total •15 to 24 years ■25 to 54 years 55 years and over Source:Statistics Canada, Labour Force Survey,CANSIM 282-0008 The chart below shows the total number of jobs in Agriculture,forestry,fishing and hunting(NAICS 11) in Elgin from 2006-2013. It is important to note that these are full-time positions and do not include seasonal,short-term contract or temporary foreign workers. it Emilian Siman,Agriculture and Agri-food Report. http://worktrends.ca/sites/default/files/docu ments/Agriculture%20Sector%20Report%20v3.pdf 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 49 of 267 Figure 15: Agriculture, forestry, fishing and hunting jobs (Elgin) 1,600 1,400 1,200 1,000 800 600 400 200 0 2006 Jobs 2007 Jobs 2008 Jobs 2009 Jobs 2010 Jobs 2011 Jobs 2012 Jobs 2013 Jobs 2014 Jobs Source:OMAFRA-EMSI Canadian Data Set Agri-food and food manufacturing has seen a huge increase in terms of employment from the 2006 to 2011 period. Food manufacturing(NAICS 311)increased by 375 positions during that period. Additionally,food service and beverage places increased by 455 employment positions during the same time. The growth of the broader value-added food sector has led many businesses to expand or plan to expand. Figure 16: Food manufacturing (Elgin) 250 200 150 100 50 0 2006 Jobs 2007 Jobs 2008 Jobs 2009 Jobs 2010 Jobs 2011 Jobs 2012 Jobs 2013 Jobs 2014 Jobs Source:OMAFRA-EMSI Canadian Data Set 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 50 of 267 The County of Elgin conducts BR+E outreach on a rotating basis for the sectors that have been identified as targeted for growth. In 2012,agriculture and agri-food producers were surveyed for their input around a number of issues including workforce development. The quality and availability of the local workforce was characterized as either good or excellent by two-thirds of respondents.12 Additionally, agri-food employers indicated that an increase or decrease in sales was the most common factor responsible for both past changes in employment and future anticipated changes.13 Also of note is that none of the respondents indicated that'technical changes'were a factor in their changes in employment levels. The close relationship between sales and employment levels and the indication that technological change was not affecting employment seems to indicate that local agri-food producers are not experiencing decreasing employment from the further mechanization of farms.There appears to be stable and consistent employment in the agriculture and agri-food sector for those possessing the most current skills required. When looking at workforce development activities,it is essential to identify what current skills are required to work in the agriculture/agri-food industry and to communicate them to applicants. Operators also indicated that the greatest interest for training opportunities was in 'health and safety and WHMIS/WSIB'and'sales and marketing'.'4 Respondents to the BR+E survey also indicated that most did not have a succession plan in place for their business. The lack of a succession plan by many employers in agriculture and agri-food means that the aging owners/operators population must continue to find workers and managers to keep current business operations successful in the long term. Tourism: The County of Elgin also conducted a BR+E study of the tourism sector in 2014. Tourism is made up of a number of sub-sectors,each of which contribute to total employment in the tourism industry.The following categories are included: I. Entertainment(711 Performing arts,spectator sports and related industries,712 Heritage institutions) II. Recreation(713 Amusement,gambling and recreation industries) III. Accommodation(721 Accommodations services) IV. Food Services(722 Food services and drinking places) The chart below(Figure 17)shows employment levels in tourism related industries.. In terms of workforce development,the study found that 84%of survey respondents found the quality of the workforce was good or excellent. The survey also found that 79%of responds found the availability of the local workforce was good or excellent's Figure 17: 12 MDB Elgin County Agri-food BR+E Study,30 13 Ibid,30 14 Ibid,31 is MDB Elgin County Tourism BR+E Study, 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 51 of 267 Tourism Sector Employers (Elgin) 3,000 2,500 2,000 1,500 1,000 • • • • 500 • • • • • • 0 • • • • • • • • 2006 2007 2008 2009 2010 2011 2012 2013 2014 —Entertainment —0 ,Recreation —0—Accommodation Food services and drinking places Source:OMAFRA-EMSI Canadian Data Set Tourism sector employers also responded that'sales&marketing'and 'customer service'were the top training opportunities that tourism employers were interested in followed by'financial management' and'health and safety'.16 Manufacturing: Manufacturing remains a huge portion of the local economy representing 22.6 percent of all jobs in Elgin. Elgin County also conducted a BR+E of the manufacturing sector to identify workforce development opportunities for the sector. While 71%of employers rated the availability of the workforce to be'good'or'excellent',two employers who represented businesses with 20-49 employees and 100+employees respectively,rated the availability of the workforce as'poor'.17In terms of training options, manufacturers responded with'health and safety/WHMIS/WSIB'as the top choice, followed by'supervisory'and 'quality assurance'.18 Other Labour Market Factors at Play The labour market has been undergoing a shift over the past little while,even before the onset of the recession. Tom Zizys takes a comprehensive look at how the labour market used to operate and how the current labour market operates in his paper Working Better:Creating a High-Performing Labour Market in Ontario. Zizys points out a number of key changes which in turn necessitate changes in responses in workforce development. These changes in the labour market in include: 16 Ibid,32 17 MDB Manufacturing Sector BR+E Report,2014 18 Ibid,26 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 52 of 267 Traditional models of career laddering have changed: Employees used to enter a company at an entry-level position and work their way up through the ranks with investment in training made by the employer into employees that showed promise. The polarization of the labour market: There used to exist a relatively stable ratio of workers in top positions, middle positions and entry level positions. The labour market has shifted this balance as entry level job growth and upper level job growth have outpaced the middle. The new reality of the labour market is top and bottom heavy with fewer positions in the middle for some skilled,semi-skilled and experienced applicants to gain entry. Just-in-time hiring practices: Employers are looking to find the right employee at the right time and competition and payroll deductions have limited their ability to cultivate employees through investment in training. The result is that employers are looking for skilled applicants who both have the required skills,but also share the employer's culture/fit. Skills mismatch: Related to just-in-time hiring practices,employers receive applications from many highly educated and qualified applicants, but because they are often from outside the organization, they do not necessarily have the exact skill set that the company requires. CIBC World Markets calculations show a surprising correlation when it comes to unemployment and job vacancy data which seems to confirm some mismatch in the current labour market. Lower levels of unemployment usually correspond with higher number of job vacancies. However,the opposite trend has been observed in Canada. Higher job vacancy rates and higher unemployment rates have existed at the same time in Canada since 2011 which Benjamin Tal and Nich Exarhos of CIBC World Markets Inc. have observed as an indicator that there is in fact a skill mismatch going on at a national level.19 CIBC World Markets economists Benjamin Tal and Nick Exarhos also talk about the changing labour market dynamics and suggest that these changes are structural rather than cyclical. The fact that these changes are structural means that labour market interventions and strategies must be aimed at addressing the new realities rather than in hopes of the old labour market dynamics to make a comeback. Tal and Exarhos highlight these changes in their June 2014 edition of Economic Insights. The structural changes to the Canadian labour market which also affect the local labour market are: Productivity Gains:Canadian productivity per worker has tended to lag behind that of the US. This gap is largely the result of the industrial makeup of the US and the higher proportion of large corporations. These larger enterprises are able to invest more money in technology and machinery which in turn helps to drive increased productivity per worker. Canada's tendency towards small and medium enterprises makes these large scale investments more challenging. However,Tal and Exarhos credit recent machinery investments with improving productivity which has offset some potential gains in employment.' 19 Benjamin Tal and Nick Exarhos CIBC Worl Markets Inc.Economic Insights June 18,2014.,5 20 Ibid,3 7:05 p.m.-Justin Dias,Elgin Workforce Development Committ... Page 53 of 267 Declining Participation Rates:The aging of Canada's population has led to declining participation rates since 2008.21 The decline in participation rate can be largely attributed to the demographic shift that is taking place due to the Baby Boom generation. Tal and Exarhos use a workforce pegged at the 2008 demographic levels of the country and show that participation has actually increased in relation to that demographic profile. The aging workforce means that even though workers are tending towards working longer,the aging population will inevitably lead to lower participation rates. This shift is not a coming phenomenon but is a current labour market reality according to Tal and Exarhos.22 Retention Rates:Workers in Canada seem to be staying in the same jobs longer than previously expected. The proportion of Canadian workers who have been in a position for more than five years has reached a record high. Additionally,the number of workers who have been in a position for less than a year are at a record low.23 Those who are currently in jobs have demonstrated a commitment to staying in positions longer than usual. Less Stable Work Situations:The change in the number and types of jobs in the province of Ontario supports this view of a changing labour market. One of the most profound trends for jobseekers has been the growth of part-time and temporary contract positions. These temporary and/or part- time positions used to be considered a flexible option for those seeking a different work-life balance at various stages of one's life. However,the growth of part-time work has outpaced the growth of full-time positions by 9%since 200024. Additionally,the number of temporary positions has outpaced the growth of permanent positions and the number of people employed in temporary positions increased from 10.5%in 2000 to 12%in 2013.25 The growth in these less stable forms of employment with no medical benefits,and a tightening of rules for accessing Employment Insurance, has led to an increased unwillingness to move from income supports to employment. Labour Demand Internet Job Postings: The number and type of job postings in Elgin-St.Thomas is an indication of the demand for labour. While there is a strong indication that many employers in Elgin-St.Thomas use informal networks to fill many of their positions,the number of internet job postings help to demonstrate the types of opportunities available to job seekers and employment service providers. The Employer One survey found that online job postings were the second most popular method of recruitment after using informal networks. 21 Ta l 4. 22 Tal 4. 23 Tal 6 24 Kaylie Tiessen,Seismic Shift Ontario's Changing Labour Market,Canadian Centre for Policy Alternatives,7 25'bid 20 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 54 of 267 Vicinity Jobs uses a set of algorithms to search the internet and determine the number of job postings. These postings are categorized for their location,occupation category, industry,duration of employment and the source of the posting. The algorithms are also utilized to remove duplicated postings or the same posting found on multiple job search sites. The job posting data is updated on a quarterly basis.This is a new tool that has been utilized since the third quarter of 2013 with the hope of providing insight into job posting patterns over the long-term. Internet job posting figures at the local level are only available for the third quarter of 2013 and 2014 at the current time. By keeping track of the number of postings and doing year-over-year comparisons, it is possible to determine if there are any trends developing for internet job postings in Elgin-St.Thomas. This information is critical to job seekers in order for them to understand the nature of the jobs that are currently available and tailor their efforts accordingly. The total number of job postings for Elgin-St.Thomas have steadily increased for each quarter since the end of 2013 with the exception of the last quarter(see table below).This increase in job postings could indicate an increase in hiring activity or that more employers are choosing to post open positions online. Figure 18: Internet Postings by Quarter (Elgin) 700 596 600 504 500 384 400 295 300 200 113 100 0 ■Q42013 ■Q12014 ■Q22014 Q32014 ■Q42014 Source:Vicinity Jobs The chart below shows the internet postings for Elgin for each of the major occupational categories over the past five quarters. Figure 19: 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 55 of 267 Postings by Occupation Category (Elgin) 160 140 120 100 80 60 40 20 — IiI. .uiLI- c Cl) '6 N 'O '6 -6 Cl) c v v - c v o c o Cl) c v m e _ c fo u '2 (o vi ro w to c co co 2m 7.3 I3 c ai u +� a n,°1.� E 72v ai i .. m `° o E v Cl) s no,, c ` v .c c c 'o = c u 45 ° f0 Ln a0i a 'a 3 *'' ra `w N N .v .� N > V 7 (a U i t CO Z 'u^ "'' o " " 1— a6i Z ..p_ O Q % ■Q4 2013 ■Q1 2014 ■Q2 2014 ■03 2014 ■Q4 2014 Source:Vicinity Jobs There were two occupation categories that experienced the greatest number of postings in Q2 in 2014. 'Natural resources,agriculture and related occupations'and the category'other' both peaked during April-June of 2014. When looking at the internet postings by category for the same quarter(Q4)of 2013 and 2014,almost all categories had a huge increase in the number of postings. The only exceptions were the'health' category and the'Education,law,social,community and government services'. These two categories has more posting in 2013 than 2014. Figure 20: 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 56 of 267 Same Quarter (Q4) Postings Other/Unidentified Manufacturing and utilities Natural resources,agriculture and related Trades,transport and equipment operators and related Sales and service Art,culture,recreation and sport Education,law and social,community and government... Health Natural and applied sciences and related Business,finance and administration Management I® 0 20 40 60 80 100 120 140 #of Postings ■Q42013 ■042014 Source:Vicinity Jobs One of the main challenges to using data about online job postings is that a large number of job postings contain incomplete information. The unknown information often includes the type of employment and tenure of positions which are critical factors that would help inform a job seeker whether to apply. This being said,there is still value to be gained in terms of attempting to quantify the demand for labour(by employers)on the internet which is where most of the supply side(job seekers)turn to when looking for employment opportunities. The following two charts show the number of postings by both job type and tenure of employment. Encouraging employers to more fully identify the nature of a position when posting jobs online was one of the key issues that were identified during the issue development phase of the process. Figure 21: Postings by Type (Elgin) Unknown 25% Full Time Full Time 44% Part Time FT/PT FT/PT 8% Unknown Part Time 23% 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 57 of 267 Source:Vicinity Jobs Figure 22: Postings by Job Tenure (Elgin) Temporary,11% Permanent,19% Temporary Permanent Unknown Unknown,69% Source:Vicinity Jobs Employer One Survey The second annual Employer One Survey ran from January 2-31,2014. The survey collects information from employers on a range of labour issues including turnover, recruitment methods, plans to hire,skills and education requirements. The survey was collected by the Elgin Middlesex Oxford Workforce Planning and Development Board in partnership with 29 other organizations. The 2014 survey had 155 employers complete the survey with 38 from Elgin-St.Thomas. An additional 109 employers provided some responses but did not complete the full survey which included 19 from Elgin-St.Thomas. Production and service workers continue to experience the greatest turnover by a significant margin. This group was followed by administrative and clerical occupations which had the second highest rate of turnover. Managers and executives level positions experienced significantly more separations than new hires. The'trades'category also experienced slightly more separations than hires. Finally,those positions which were categorized as'other'by employers experienced over fourteen times the number of hires as separations. Employers reported only six separations in the 'other'category while they reported 88 new hires in this same category. This again emphasizes the need for more complete descriptions of the exact nature of a position posted online by employers. 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 58 of 267 Separations vs New Hires by Category Other Production or Service Workers Administrative and Clerical Sales and Marketing Apprentices • Trades(Journeyman) ` Technical r Professionals(ie.Engineers,Accountants) Managers and Executives ` 0 50 100 150 200 250 300 ■New Hires ■Separations Source: Employer One Survey In terms of recruitment,employers used informal networks/word of mouth as their primary method for finding new employees. Online job boards represented the second most common form of recruitment followed by the company's own website. Similar to the rest of the region, Elgin employers chose to do most of their own recruiting with only 7.5%using a paid service. Elgin employers also had a number of hard to fill positions with occupations in healthcare and tourism being cited. Recruit Method for Top 3 Occupations %of all responses (Elgin) Word of mouth/personal contacts/referrals/informal networks 23.8% Online job boards/postings 14.5% Company's own internet site 12.6% Government employment centres or websites 10.3% On-site job signs or posters 9.8% Non-government or community employment service centres or websites 6.1% On-site recruitment at schools,colleges,or universities 5.1% Trade or professional association publications/sites 4.7% Newspaper ads 4.7% Unsolicited resumes 4.7% Other 1.9% Executive search companies or temporary help agencies 1.4% Job fairs 0.5% Source: Employer One Survey 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 59 of 267 The large majority of employers were able to support training(82%)with about half able to provide some funding to do so and the rest providing flexibility or information to allow employees to pursue training options. Cost was the most commonly cited barrier to training. Lost productivity also proved to be a major barrier but this was actually a less common response than relevant training not being offered locally and awareness of training programs by employers. 2. Issue Development Stakeholder Engagement During the summer of 2014, individual stakeholders were solicited to give input on what the current workforce development issues and priorities should be based on the most current and local labour market information. Community members, business owners,job seekers and service providers were asked a series of questions based on a common set of evidence in a community profile. In total, 15 in depth interviews were conducted.The workforce development issues were then further refined with the input of stakeholders and the committee and were finally presented at a community workforce planning meeting on November 14,2014. A summary of the results of the consultations are included below. Identifying Workforce Development Issues Based on the consultation with employers and community stakeholders,the following list of workforce development issues was identified.While the issues highlighted below are not an exhaustive list,they represent the most prevalent responses to questions about workforce challenges based on the local labour market data: Issue:Lack of Skills among Applicants ➢ Candidates lack social media skills ➢ Job seekers lack of internet literacy ➢ Job seekers lack basic literacy and soft skills ➢ Candidates lacking customer service training ➢ Lack of qualified candidates(sales,marketing, professionals) ➢ Candidates lacking accreditation of skills gained internationally Issue:Awareness ➢ Lack of knowledge about career pathways ➢ Lack of marketing budget among service providers with free services ➢ Newcomer professionals and management do not know the culture ➢ Job seekers do not understand small business culture 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 60 of 267 ➢ Lack of awareness about mandatory and legislated training Issue:Connecting ➢ Connecting job seekers with business ➢ Unreliable internet access ➢ Job seekers intimidated to make appointments,shame of unemployment ➢ Agencies refer many to employment services but not sure they make it there ➢ Low participation rate of 45-64, university grads Issue:Training Barriers ➢ Business unable to provide training(cost,time off) ➢ Employers unable to send workers to training(cost,awareness,distance,time off) ➢ Businesses unaware of training options(i.e.free) Issue:Perceptions ➢ Perception of no work ➢ Wage expectation gaps(univ.grads,former factory workers) ➢ Manufacturing mentality—expecting well-paying job ➢ Staffing agencies created a negative perception of employment service providers Issue:Employer Challenges ➢ Too much trouble to hire apprentices/co-op students ➢ Applicants with no training ➢ Young professionals mobile and hard to retain ➢ Requirements for nice to have versus needed credentials ➢ Temp agencies cyclically flood labour market with mass hiring and layoffs ➢ Fulfilling mandatory and legislated safety and compliance training for staff 3. Community Engagement Community Workforce Planning Meeting On 14 November 2014,the Elgin Workforce Development Committee convened a meeting of community stakeholders. Stakeholders were invited to discuss the relevant local labour market information and the workforce issues listed above that were identified from stakeholder interviews. In total,there were 55 attendees at the workforce planning event. This included 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 61 of 267 13 municipal politicians Representation from local MP and MPP 18 community organizations There was representation from across the region as community organizations,education,employment service providers,job seekers and employers all participated in the strategic planning process. The format for the consultation followed the following process: 1. Presentation of local labour market information and discussion 2. Presentation of local workforce development issues categories identified through stakeholder interviews 3. Facilitated group discussions about one of the key issue categories 4. Table brainstorming of possible solutions and report back to the entire group The community workforce planning meeting concluded with all attendees having the opportunity to vote on the two issue categories that they thought should be a priority going forward. This was conducted through a confidential,online voting application.The results of the voting are shown below. Top Identified Priorities Perceptions,9 Training Barriers,12 Awareness,12 Connecting,14 Employer Challenges, 1 Lack of skills among applicants,21 0 5 10 15 20 25 Votes 4. The Strategy: The committee took the results of the voting and attempted to determine the actions and initiatives that would make up the 2015 Elgin-St.Thomas Labour Force Strategy. The strategy is designed to complement current initiatives already underway. It is also designed to make efficient use of shared resources,reflect the focus areas of the organizations that make up the committee and broader 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 62 of 267 community. The strategy is also designed to include initiative and activities that promote the target sectors for economic development as much as possible. The following table represents the action plan that was created based on the data,the stakeholder interviews,the community consultation meeting and the results of the voting on top priorities. These actions will continue to be developed and lead actors and supporters will be recruited over the coming months. 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 63 of 267 • d sv' m Priority Idea Action Partners I Develop manual for accepted Develop manual with YWCA St.Thomas Elgin workplace norms(to address lack input from target sector Elgin St.Thomas Public ° of soft skills) employers about Health workplace norms(i.e. Employment Services attire, basic health and Elgin CD C7 safety requirements Utilize Passport to Safety co to help applicants prove they are workplace ready co Lack of skills in terms of safety Mentorships Develop pool of mentors Employment Services among in each of the target Elgin applicants sectors(summer Small Business Enterprise • company mentors/ Centre Professional association mentors/Job match mentorships) Communicate workplace skills to Meet with co-op teachers EMO Workforce Planning school system Look for opportunities to and Development Board promote existing Specialist High Skills Majors(SHSM) programs and initiate new ones(in target sectors) Employer needs communicated Employer manual for Employment Services Employer to schools schools Elgin Tours for teachers of London Region ct� Challenges target sector Manufacturing Council organizations SHSM input from employers Communicating real workforce Promote Employer One EMO Workforce Planning • d sv' to need to the community survey and Development Board c>p Ensure survey results are St.Thomas&District shared broadly Chamber of Commerce Educating councillors about employment Transition from school to work Get information about Employment Services CD occupations in target Elgin sectors to guidance EMO Workforce Planning co counsellors and Development Board 0 Education about Elgin County Economic co multigenerational Development workplaces to students Elgin County Public o Backpack to briefcase Library type event St.Thomas Economic Engage private career Development counsellors Corporation Engage with school trustees Getting info/resources out to all Support Elgin Library Elgin County Public parts of the County outreach with the Maker Library Space Elgin County Economic Develop a list of free Development employment services to Elgin County Public include with MOL safety Library initiative YWCA St.Thomas Elgin Include information Elgin St.Thomas Public Connecting about being a healthy Health workplace-what is involved i.e Work-Life Balance Make sure all C employment community partners are linked on twitter for retweeting • d sv' Go to all 8 municipalities with strategy Attracting skills to the region Promotion of successful YWCA St.Thomas Elgin entrepreneurship in Elgin County Economic target sectors Development Promotion of services CD through Rogers TV Promoting efficient job posting Promote Jobs St.Thomas&District co process to employers Elgin/Fanshawe and Chamber of Commerce Magnet usage EMO Workforce Planning co Sector specific job and Development Board C7 posting/job search o Virtual job fair Education to connect employers Employer input into Employment Services with applicants curriculum Elgin Information available at Providers of Youth libraries Employment Program Resources to connect with Information to parent- EMO Workforce Planning parents at schools teacher councils and Development Board Change the employment services Promotion and Employment Services perception in the community as testimonials Elgin not just for those with Utilize facilities to EMO Workforce Planning barriers/not a for-profit resource increase familiarity in the and Development Board community Cr; c_ C 7:05 p.m. -Justin Dias,Elgin Workforce Development Committ... Page 67 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES February 5,2015 MUNICIPAL OFFICE STRAFFORDVILLE,ONTARIO 7:00 P.M. The regular meeting of the Council of the Municipality of Bayham was held on Thursday, February 5,2015 in the Council Chambers. Present were Deputy Mayor Tom Southwick, Councillors Randy Breyer,Wayne Casier and Ed Ketchabaw,Administrator Paul Shipway and Clerk Lynda Millard. Mayor Paul Ens was absent. Planning Coordinator/Deputy Clerk Margaret Underhill,Fire Chief/By-Law Enforcement Officer Randy White and Chief Building Official/Drainage Superintendent Bill Knifton were in attendance to present their respective reports. 1. CALL TO ORDER Deputy Mayor Southwick called the meeting to order at 6:35 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST&THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. OTHER BUSINESS (a) In Camera Moved by: Councillor Casier Seconded by:Councillor Ketchabaw THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 6:35 p.m.to discuss: • personal matters about an identifiable individual,including municipal or local board employees; • the security of the property of the municipality or local board. CARRIED (b) 6:40 p.m.-In Camera Meeting regarding personal matters about an identifiable individual,including municipal or local board employees and the security of the property of the municipality or local board. Page 1 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 68 of 267 Council Minutes February 05,2015 (c) Out of Camera Moved by:Councillor Casier Seconded by:Councillor Breyer THAT the Committee of the Whole do now rise from the"In Camera"session and the Council Meeting be reconvened at 7:10 p.m. CARRIED 4. REVIEW OF ITEMS NOT LISTED ON THE AGENDA AND ANNOUNCEMENTS None. 5. DELEGATIONS (a) 7:05 p.m.-Fabiana Estrela,St.Thomas-Elgin Local Immigration Partnership Initiative re update on work completed and upcoming initiatives Ms.Estrela provided a brief summary of Highlights of the Local Immigration Partnership pertaining to Co-ordination of Services,Employment&Labour Market Access,Settlement&Integration,Language,English as a Second Language and Communication&Public Awareness. She also noted the importance of the community partnerships being developed,facing challenges and taking advantage of opportunities as they move forward. Moved by: Councillor Casier Seconded by:Councillor Breyer THAT the presentation by Fabiana Estrela,St.Thomas-Elgin Local Immigration Partnership Initiative be received for information. CARRIED (b) 7:20 p.m.-Grahame Notman,Periscope Playhouse re fee waiver request Mr.Notman cited the growth of the theatre from 7 to 110 members over the last 4 years. He added that the group has purchased the former Scout Hall in Port Burwell and require a building permit for which they are requesting Council to waive the fee. Moved by:Councillor Ketchabaw Seconded by: Councillor Casier Page 2 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 69 of 267 Council Minutes February 05,2015 THAT the presentation by Grahame Notman re Periscope Playhouse application for waiver of fees be received for information; AND THAT the matter be referred to Council for consideration with the Municipal Assistance Applications,during the 2015 budget deliberations. CARRIED 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) (a) Regular meeting of Council held January 22,2015 Special meeting of Council held January 28,2015 Moved by:Councillor Breyer Seconded by:Councillor Casier THAT the minutes of the regular meeting of Council held January 22,2015 and the special meeting held January 28,2015 be adopted. CARRIED 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION,CULTURE,TOURISM AND ECONOMIC DEVELOPMENT 1. CORRESPONDENCE 1.1 RECEIVE FOR INFORMATION 1.2 REQUIRING ACTION 2. REPORTS TO COUNCIL 9. PHYSICAL SERVICES-EMERGENCY SERVICES 1. CORRESPONDENCE Ll RECEIVE FOR INFORMATION (a) Ministry of the Environment and Climate Change re Bayham Distribution System Inspection Report Page 3 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 70 of 267 Council Minutes February 05,2015 Moved by: Councillor Ketchabaw Seconded by:Councillor Casier "THAT correspondence item 9.1.1 be received for information. CARRIED 1.2 REQUIRING ACTION 2. REPORTS TO COUNCIL (a) Report PS-01/15 by Ed Roloson,Water/Wastwater Operations Manager re Quarterly Reports for The Bayham Water Distribution System,The Municipality of Bayham Small Municipal Non-Residential Wells,The Richmond Community Water System, Annual Reports for Port Burwell Wastewater Treatment Plan Compliance Summary and Biosolids Application Analysis Moved by: Councillor Casier Seconded by:Councillor Breyer THAT Report PS-01/15 re Quarterly Reports for The Bayham Water Distribution System,The Municipality of Bayham Small Municipal Non-Residential Wells,The Richmond Community Water System,the 2014 Annual Reports for Port Burwell Wastewater Treatment Plant Compliance Summary and Biosolids application Analysis,be received for information. CARRIED (b) Report FR-01/15 by Randy White,Fire Chief/By-law Officer re Annual Report for fiscal 2014 Moved by:Councillor Breyer Seconded by:Councillor Ketchabaw THAT Report FR-01/15 re Annual Report for fiscal 2014 be received for information. CARRIED 10. DEVELOPMENT SERVICES-SUSTAINABILITY AND CONSERVATION 1. CORRESPONDENCE 1.1 RECEIVE FOR INFORMATION Page 4 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 71 of 267 Council Minutes February 05,2015 (a) Notice of Intention to pass a by-law to stop up,close and convey part of a road allowance Moved by:Councillor Ketchabaw Seconded by:Councillor Casier THAT correspondence item 10.1.1 be received for information. CARRIED 1.2 REQUIRING ACTION 2. REPORTS TO COUNCIL (a) Report DS-03/15 by Bill Kniton,Chief Building Official,Drainage Superintendent re 4th Quarter Report Moved by:Councillor Casier Seconded by:Councillor Breyer THAT Report DS-03/15 re activities of the Building Services&Drainage Department for the fourth quarter of 2014 be received for information. CARRIED (b) Report DS-04/15 re Outdoor Solid Fuel Combustion Appliances Moved by:Councillor Ketchabaw Seconded by: Councillor Casier THAT Report DS-04/15 re Outdoor Solid Fuel Combustion Appliances be received. CARRIED (c) Report DS-09/l 5 by Margaret Underhill,Deputy Clerk/Planning Coordinator re Road Allowance-Market Square,Port Burwell Moved by:Councillor Ketchabaw Seconded by:Councillor Casier THAT Report DS-09/15 re Road Allowance-Market Square,Port Burwell be received for information; AND THAT By-Law 2015-013 being a by-law to stop up and close part of the unopened road allowance known as Market Square,in the Village of Port Burwell, Page 5 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 72 of 267 Council Minutes February 05,2015 in the Municipality of Bayham in the County of Elgin,designated as Parts 1,2 and 3 on Registered Plan 11R-9858 be presented to Council for enactment; AND THAT By-law 2015-014 being a by-law to stop up and close for the purpose of conveyance a part of the unopened road allowance known as Market Square,in the Village of Port Burwell,in the Municipality of Bayham,in the County of Elgin, designated as Part 4 on Registered Plan 11R-9858 be presented to Council for enactment. CARRIED (d) Report DS-10/15 by Margaret Underhill,Deputy Clerk./Planning Coordinator re Consent Application E95/14 Best Line Farms Ltd. Moved by:Councillor Ketchabaw Seconded by:Councillor Casier THAT Report DS-10/15 re Consent Application E95/14 Best Line Farms Ltd.be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E95/14,submitted by Best Line Farms Ltd,be granted subject to the following conditions: 1. Rezoning of both the severed and retained parcels 2. purchase of civic number sign from the municipality for the retained parcel 3. planning report fee payable to the municipality 4. copy of the final survey provided to the municipality CARRIED (e) Report DS-11/15 by Margaret Underhill,Deputy Clerk/Planning Coordinator re Consent Application E96/14 O'Connor Deputy Clerk/Planning Coordinator Margaret Underhill presented Report DS-11/15. After further review and staff discussion,two additional conditions were recommended. In the creation of a buildable parcel,some conditions should apply as if severing and creating a lot. Item#8 and#9 were added to the recommendation. Moved by: Councillor Casier Seconded by:Councillor Breyer THAT Report DS-11/15 re Consent Application E96/14 O'Connor be received; Page 6 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 73 of 267 Council Minutes February 05,2015 AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E96/14,submitted by Randy O'Connor,be granted subject to the following conditions: 1. The severed parcel be merged with or conveyed to the adjacent westerly parcel to form one parcel 2. Obtain variances to the RI Zone through a Minor Variance application for the retained lands and for the lands to which the severed parcel will be added 3. water quantity testing on retained parcel meeting the provincial standards for residential use,as a matter of public health and safety 4. water quality testing report on retained parcel for nitrates and bacteria content meeting the provincial standards for residential use,as a matter of public health and safety 5. copy of the final survey be provided to the municipality 6. purchase civic number signage for the retained parcel 7. Planning Report Fee payable to the municipality 8. Sanitary Sewer Services Permit and Installation for the retained parcel 9. Approved County Road Access Permit for dwelling parcel. CARRIED (1) 8:00 p.m.-Court of Revision Moved by:Councillor Ketchabaw Seconded by: Councillor Casier THAT in accordance with the provisions of the Drainage Act,the Council of the Municipality of Bayham appoints Tom Southwick,Randy Breyer,Wayne Casier and Ed Ketchabaw to sit as members of the Court of Revision; AND THAT Tom Southwick act as Chairman; AND THAT the Council Meeting be adjourned for the purpose of holding a Court of Revision pursuant to the provisions of the Drainage Act. CARRIED CO 8:11 p.m.-Following Court of Revision the Council meeting reconvened Page 7 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 74 of 267 Council Minutes February 05,2015 11. FINANCE AND ADMINISTRATION 1. CORRESPONDENCE 1.1 RECEIVE FOR INFORMATION (a) Cheque Register being Cheque#018076 to Cheque#018156 inclusive totaling $222,914.37 and Payroll Disbursements for the period ending January 18,2015 totaling$56,605.86 (b) Ministry of Municipal Affairs and Housing re 2014 Municipal Performance Measurement Program (c) City of Pembroke re OPP Billing Model resolution (d) Village of Merrickville-Wolford re resolution to support Government's desire to limit Industrial Wind Turbine projects (e) Ontario Provincial Police re accountability and reporting transparency (0 Canadian Union of Postal Workers re Request for Support to Save Canada Post (g) Thames Valley District School Board re 2014 Director's Annual Report (h) Ontario Good Roads Association re Heads Up Alert-A Superior Court decision over Road Salt use sets a dangerous precedent for Ontario municipalities (i) Southwest Economic Alliance re Message from the Board Chair (j) Museums Bayham minutes of meeting held January 14,2015 (k) Long Point Region Conservation Authority Board of Directors minutes of meeting held November 5,2014 (1) Telecommunications Alliance re New Area Code for Southwestern Ontario (m) Ms.Bobbie Vanstone re Signage at public beaches,lakes and picnic areas for "Swimmers Itch" (n) Information re Tillsonburg Turtlefest Moved by:Councillor Casier Seconded by:Councillor Breyer THAT correspondence items 11.1.1(a)to 11.1.1(n)be received for information. CARRIED 1.2 REQUIRING ACTION (a) Autism Ontario re World Autism Day Moved by: Councilor Casier Seconded by:Councillor Ketchabaw Page 8 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 75 of 267 Council Minutes February 05,2015 THAT correspondence re World Autism Awareness Day be received for information; AND THAT the Municipality of Bayham raise the Autism flag on April 2,2015,at 10:00 a.m.in recognition of World Autism Awareness Day. CARRIED (b) Marge Thiessen re shed at Richmond Park Moved by:Councillor Breyer Seconded by:Councillor Casier THAT correspondence re shed at the Richmond Park be received and referred to staff. CARRIED 2. REPORTS TO COUNCIL (a) Report CL-01/15 by Lynda Millard,Clerk re Accessibility Policy-Election Voting Locations Moved by: Councillor Ketchabaw Seconded by:Councillor Breyer THAT report CL 01/15 re Accessibility Policy-Election Voting Locations be received for information. CARRIED (b) Report CAO-03/15 by Paul Shipway,Administrator re LED Streetlights Moved by:Councillor Breyer Seconded by:Councillor Ketchabaw THAT Report CAO-03/15 re LED Streetlights be received for information; AND THAT Council authorize CRU Solutions to execute the LED Streetlight Conversion Program in the Municipality of Bayham up to a total after rebate cost of$210,347.75. CARRIED Page 9 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 76 of 267 Council Minutes February 05,2015 (c) Report CAO-04/15 re Otter Valley Utility Corridor-Rail Trail Moved by: Councillor Ketchabaw Seconded by: Councillor Breyer THAT Report CAO-04/15 re Otter Valley Utility Corridor—Rail Trail be received for information; AND THAT Staff be directed to coordinate a meeting of the Otter Valley Utility Corridor Joint Board of Management with the Town of Tillsonburg; AND THAT Staff prepare a draft 2016 work plan to present to Tillsonburg prior to December 31,2015. CARRIED (d) Report CAO-06/15 re Proposed Wheelhouse Moved by:Councillor Ketchabaw Seconded by: Councillor Casier THAT Council agrees to hear from Barry Wade of the Wheelhouse Committee. CARIED Moved by: Councillor Ketchabaw Seconded by:Councillor Casier THAT Report CAO-06/15 re Proposed Wheelhouse be received for information; AND THAT Council agree in principle to the placement of the wheelhouse on the museum property subject to: • an approved and completed site plan • an approved and completed minor variance • statement of accounts showing that no funds are owing and that funds are in place for final placement on municipal property. CARRIED 12. BY-LAWS (a) By-Law 2015-012 Being a By-Law to authorize the execution of an agreement between The Corporation of The Municipality of Bayham and The Grand River Conservation Authority (b) By-Law 2015-013 Being a By-Law to stop up and close part of the unopened road allowance known as Market Square Page 10 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 77 of 267 Council Minutes February 05,2015 (c) By-Law 2015-014 Being a By-Law to stop up and close for the purpose of conveyance a part of the unopened road allowance known as Market Square (d) By-Law Z631-2014 Being a By-Law to amend By-Law Z456-2003, as amended regarding 24 Pitt Street,Port Burwell(third reading) Moved by: Councillor Breyer Seconded by:Councillor Casier THAT By-Laws 2015-012,2015-013 and 2015-014 be read.3 first,second and third time and finally passed; AND THAT By-Law Z631-2014 be read a third time and finally passed. CARRIED 13. UNFINISHED BUSINESS 14. OTHER BUSINESS CONT'D (a) Discussion re Committees and Committee appointments (b) In Camera Moved by:Councillor Casier Seconded by:Councillor Breyer THAT the Council do now rise to enter into an"In Camera" Session of Committee of the Whole at 8:59 p.m.to discuss: • the security of the property of the municipality or local board; • litigation or potential litigation,including matters before administrative tribunals,affecting the municipality or local board. CARRIED (c) In Camera Meeting regarding the security of the property of the municipality or local board and litigation or potential litigation,including matters before administrative tribunals,affecting the municipality or local board. (d) Out of Camera Moved by:Councillor Casier Seconded by:Councillor Breyer THAT the Committee of the Whole do now rise from the "In Camera" session and the Council Meeting be reconvened at 9:33 p.m. Page 11 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 78 of 267 Council Minutes February 05,2015 CARRIED 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL (a) By-Law 2015-015 Being a By-Law to confirm all actions of Council Moved by:Councillor Breyer Seconded by: Councillor Casier "That confirming By-Law 2015-015 be read a first,second and third time and finally passed." CARRIED 16. ADJOURNMENT (a) Adjournment Moved by: Councillor Casier Seconded by:Councillor Breyer "THAT the Council meeting be adjourned at 9:40 p.m." CARRIED MAYOR CLE Page 12 of 12 Regular meeting of Council held February 5,2015 Court of Re... Page 79 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COURT OF REVISION MINUTES February 5,2015 MUNICIPAL OFFICE STRAFFORDVILLE,ONTARIO 8:00 p.m. The Court of Revision for the Municipality of Bayham met on Thursday,February 5,2015 in the Municipal Council Chambers in regard to Engineers Report#212102 pertaining to the Magyar-Dielman Drain. Present were Tom Southwick,Randy Breyer,Wayne Casier and Ed Ketchabaw,Administrator Paul Shipway and Clerk Lynda Millard. Chief Building Official/Drainage Superintendent Bill Knifton was also in attendance. 1. CALL TO ORDER Chairman Southwick called the Court of Revision to order at 8:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST No disclosures of pecuniary interest were declared. 3. STAFF PRESENTATION (a) Report DS-05/15 by Bill Knifton,Chief Building Official/Drainage Superintendent re Magyar-Dielman Drain Court of Revision 4. CHAIRMAN'S REMARKS ON THE PURPOSE OF THE MEETING (a) Magyar-Dielman Drain Court of Revision to provide an opportunity for any person or body entitled to receive Notice to appeal their assessment as per Engineers Report #212102 dated November 10,2014 as prepared by Spriet Associates 5. PUBLIC PARTICIPATION None. 6. CORRESPONDENCE No correspondence was received. Page 1 of 2 Regular meeting of Council held February 5,2015 Court of Re... Page 80 of 267 Court of Revision Minutes February 05,2015 7. DISPOSITION Moved by:W Casier Seconded by:E Ketchabaw THAT the Court of Revision for the Magyar-Dielman Drain hereby confirms the assessments as per the Engineer's Report#212102 dated November 10,2014. CARRIED 8. ADJOURNMENT Moved by:E Ketchabaw Seconded by:W Casier THAT the Court of Revision Meeting be adjourned and the Council meeting be reconvened at 8:11 p.m. CARRIED MAYOR CLEF Page 2 of 2 Regular meeting of Council held February 5,2015 Court of Re... Page 81 of 267 RECE1VE 7 r. - j FEB p 2 7.p Elgin MIM�IIC: IT Y 0;2 3f1Fi ih4 2015 FesthraLand Event Partnership Prean The County of Elgin encourages local groups to develop festivals and events that will meet the County's tourism goals: 1. increase the amount of people that visit Elgin; 2. increase the length of stay of visitors; 3. Increase the amount of money that visitors spend. In support of the above goals, Elgin County Coundi Is pleased to announce that contributions through the Festival and Event Partnership Program(FEPP)are available this year for groups which take It upon themselves to attract visitors to the County and retain local spending by organizing festivals and events within their community.The 2015 FEPP provides up to$4,000 of funding to support festivals and events In Elgin County.The FEPP funding will not be limited to a predetermined number of festivals or events or amount per festival or event. In order to be eligible to receive the FEPP contribution,the sponsoring Elgin County based organization must be a registered charity, non-profit organization or community organization holding a festival or event In Elgin County. Please review the eligibility and evaluation criteria as well as the terms and conditions to determine if your group qualifies. Applications may be submitted by fax(519)6314549,e-mail,and in-person or by mail to:County of Elgin, Attn: Economic Development,450 Sunset Drive,St.Thomas,Ontario, N5R 5V1. Application Deadline:Tuesday,April 7,2015. If you have questions or require more information,call(519)631-1460 ext. 164,or e-mail Iduncan@elgin-county.on.ca .You may also visit us online at www.elgintourist.00m/FEPP. Thank you for your interest and good luck with your application. Sincerely, 4/44.... Alan Smith General Manger Economic Development County of Elgin re 2015 Festival and Event Partnership Progr... Page 82 of 267 Ministry of the Environment Ministere de I'Environnement ^� 11 • Safe Drinking Water Branch Direction du contrSle de la qualite de I'eau potable . 3232 White Oak Road,3rd Floor Bureau du district de London f�j, " Ontario London ON N6E 1 L8 3e etage Tel(519)873-5094 3232,chemin White Oak Fax(519)873-5096 London(Ontario)N6E 1 L8 Tel(519)873-5094 Fax(519)873-5096 February 02, 2015 File no. EL-BA-PL-540 The Corporation of the Municipality of Bayham 9344 Plank Road P.O. Box 160 Straffordville, ON NOJ 1Y0 Attention: Mr. Paul Shipway,Administrator Re: Richmond Community Drinking Water System Inspection Report(WW#260074854) Inspection conducted on January 08, 2015 Dear Mr. Shipway, The enclosed Drinking Water Inspection Report outlines non-compliance, if any,with Ministry legislation, and policies for the above noted water system. Violations noted in this report, if any, have been evaluated based on community risk. These violations will be monitored for compliance with the minimum standards for drinking water in Ontario as set forth under the Safe Drinking Water Act and associated regulations. Where risk is deemed to be high and/or compliance is an ongoing concern,violations will be forwarded to this Ministry's Investigation and Enforcement Branch. In order to measure individual inspection results,the Ministry has established an inspection compliance risk framework based on the principles of the Inspection, Investigation &Enforcement(II&E)Secretariat and advice of internal/external risk experts. The Inspection Summary Rating Record (IRR)provides the Ministry, the system owner and the local Public Health Units with a summarized quantitative measure of the drinking water system's annual inspection and regulated water quality testing performance. Section 19 of the Safe Drinking Water Act(Standard of Care)creates a number of obligations for individuals who exercise decision-making authority over municipal drinking water systems. Please be aware that the Ministry has encouraged such individuals, particularly municipal councillors,to take steps to be better informed about the drinking water systems over which they have decision-making authority.These steps could include asking for a copy of this inspection report and a review of its findings. Further information about Section 19 can be found in "Taking Care of Your Drinking Water:A guide for members of municipal council"found under "Resources"on the Drinking Water Ontario website at www.ontario.ca/drinkingwater. Please note the attached IRR methodology memo describing how the risk rating model has improved to better reflect the health related and administrative non-compliance found in an inspection report. IRR ratings are published(for the previous inspection year)in the Ministry's Chief Drinking Water Inspector's Annual Report. If you have any questions or concerns regarding the rating, please contact Tom Clubb, Drinking Water Program Supervisor, at(519)873-5122. Ministry of the Environment Safe Drinking Water Branch re Ri... Page 83 of 267 If you have any questions regarding the report, please feel free to call me at(519)873-5022. Yours truly, Roland Plante Provincial Officer London District Office roland.plante@ontario.ca cc. Ed Roloson, Municipality of Bayham Elgin-St.Thomas Health Unit Long Point Conservation Authority 14-075 2 Ministry of the Environment Safe Drinking Water Branch re Ri... Page 84 of 267 IX • n ario Ministry of the Environment RICHMOND COMMUNITY DRINKING WATER SYSTEM Inspection Report Site Number: 260074854 Inspection Number: 1-BCEEI Date of Inspection: Jan 08, 2015 Inspected By: Roland Plante Ministry of the Environment Safe Drinking Water Branch re Ri... Page 85 of 267 Ministry of the Environment Drinking Water System Inspection Report Table of Contents tP- Ontario Table of Contents Owner Information 2 Inspection Details 2 Inspection Summary 5 SMR-Introduction 5 SMR-Source 5 SMR-Capacity Assessment 5 SMR-Treatment Processes 6 SMR-Treatment Process Monitoring 7 SMR-Distribution System 9 SMR-Operations Manual . 10 SMR-Logbooks 10 SMR-Contingency/Emergency Planning 11 SMR-Security 11 SMR-Consumer Relations 11 SMR-Certification and Training 11 SMR-Water Quality Monitoring 12 SMR-Water Quality Assessment 14 SMR-Reporting and Corrective Actions 14 SMR—Other Inspection Findings 15 Non-Compliance with Regulatory Requirements and Actions Required 16 Summary of Best Practice Issues and Recommendations 17 Signatures 18 Appendix A: Key Reference and Guidance Material for Drinking Water Systems Appendix B: Inspection Rating Record Ministry of the Environment Safe Drinking Water Branch re Ri... Page 86 of 267 Ministry of the Environment Lr Ontario Inspection Report OWNER INFORMATION: Company Name: BAYHAM,THE CORPORATION OF THE MUNICIPALITY OF Street Number: 9344 Unit Identifier: Street Name: PLANK Rd City: STRAFFORDVILLE Province: ON Postal Code: NOJ 1Y0 CONTACT INFORMATION Type: Main Contact Name: Ed Roloson Phone: (519)874-4761 Fax: (519)874-4101 Email: eroloson@bayham.on.ca Title: Water/Wastewater Operations Manager Type: Operator Name: Bob Butler Phone: (519)874-4761 Fax: (519)874-4101 Email: waterdept@bayham.on.ca Title: Operator INSPECTION DETAILS: Site Name: RICHMOND COMMUNITY DRINKING WATER SYSTEM Site Address: 9190 RICHMOND RD S RICHMOND N5H 2R1 County/District: Bayham MOE District/Area Office: London District Health Unit: ELGIN-ST.THOMAS HEALTH UNIT Conservation Authority N/A MNR Office: N/A Category: Small Municipal Residential Site Number: 260074854 Inspection Type: Announced Inspection Number: 1-BCEEI Date of Inspection: Jan 08,2015 Date of Previous Inspection: Jan 09,2014 COMPONENTS DESCRIPTION Site(Name): MOE DWS Mapping Type: DWS Mapping Point Sub Type: Comments: Not Applicable Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 2 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 87 of 267 Ministry of the Environment Lr Ontario Inspection Report Site(Name): Well TW2-12 Type: Source Sub Type: GUDI w/o Effective Insitu Comments: This is an overburden well which is classified as GUDI without effective in-situ filtration. This well is a 152 mm outer diameter, 17.4 m deep drilled groundwater production well (NAD83: UTM Zone 17: 512605 m E,4734487 m N),equipped with a submersible well pump rated at 0.63 L/s(10 GPM). Site(Name): Well TW1-10 Type: Source Sub Type: GUDI w/o Effective Insitu Comments: This is a bedrock well which is classified as GUDI without effective in-situ filtration. This well is a 152 mm outer diameter, 81.4 m deep drilled groundwater production well(NAD83: UTM Zone 17: 512612 m E,4734233 m N), equipped with a submersible well pump rated at 0.63 L/s(10 GPM). Site(Name): Well TW3-12 Type: Source Sub Type: GUDI w/o Effective Insitu Comments: This is an overburden well which is classified as GUDI without effective in-situ filtration. This well is a 152 mm outer diameter, 18.0 m deep drilled groundwater production well (NAD83: UTM Zone 17:512594 m E,4734493 m N),equipped with a submersible well pump rated at 0.63 L/s(10 GPM). Site(Name): Pumphouse Type: Treated Water POE Sub Type: Pumphouse Comments: The pumphouse that contains the treatment equipment,consists of a steel sided building with a concrete floor,that is located at 9190 Richmond Road. Upgrades to the Richmond Community WTP were constructed and commissioned in 2013 to address new source water needs and disinfection requirements. The WTP now consists of the following: -Two(2)incoming supply lines each with a magnetic flow meter and sampling tap connected to a common 50 mm diameter raw water supply header for production wells TW1-10 and TW2-12. -One(1)additional incoming supply from back-up supply Well TW3-12 connected to the incoming line from Well TW2-12 prior to the common header(well to operate in lieu of Well TW2-12). -Pre-treatment consisting of two(2)water softeners, operating in duty/standby configuration completed with an automatic control valve followed by two(2)nitrate filters, mounted in parallel, each with a maximum flow capacity of 0.44 L/s(7 gpm).-Bypass piping complete with isolation valve to allow for full or partial bypass of the softeners and nitrate filters. -A primary chlorination dosing system consisting of a sodium hypochlorite dosing location between the common raw water header and storage tank consisting of two(2)pumps(one in duty mode and the other in standby mode)each with a maximum dosing rate of 100mL/min.The sodium hypochlorite dosing is in place to achieve disinfection to provide 2-log reduction of viruses. -Two(2)on-ground storage tanks(Storage Tank#1 and Storage Tank#2)located within the treatment facility for storage and to provide adequate contact for disinfection to achieve 2-log removal of viruses. Storage Tank#1 has a maximum storage volume of 5,678 L(1,500 gal)and Storage Tank #2 has a maximum storage volume of 7,571 L(2,000 gal).The storage tanks are hydraulically connected to one another. -One(1)spray bar located within Storage Tank#1 to provide for additional aeration of incoming pre- treated water to assist in the downstream filtration process. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 3 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 88 of 267 Ministry of the Environment Lr Ontario Inspection Report -Three(3)high lift booster pumps(HLP1, HLP2, and HLP3),operating in 2 duty and 1 standby mode with a firm pumping capacity of 150 m3/d(2 operating in parallel)complete with variable frequency drives. -One(1)50mm diameter strainer located prior to the pumps and downstream of the storage tanks. -Two(2)five micron cartridge filters mounted in parallel located downstream of the high lift pumps and two(2)one micron cartridge filters,one located immediately downstream of each 5 micron filter, combined to provide the equivalent"in-situ"filtration prior to the UV disinfection process. -Two(2)pressure tanks to provide system pressure and to regulate pump flow. -Two banks in series each consisting of two(2)ultraviolet disinfection units in parallel for system redundancy, each with a rated capacity of 1.9 L/s(30 GPM).-A post-chlorination dosing system to meet secondary disinfection requirements consisting of a sodium hypochlorite dosing location prior to the UV disinfection system consisting of two(2)pumps(one in duty mode and the other in standby mode)each with a maximum dosing rate of 100mL/min. -One(1)nitrate analyzer located on the common raw water header prior to Storage Tank#1. -Two(2)continuous on-line turbidity analyzers,one located on each filter effluent line immediately downstream of the 5 micron and 1 micron cartridge filter and prior to connection to the common header. -Two(2)continuous on-line chlorine analyzers,one(1)located following the Storage Tanks and one (1)located immediately downstream of the UV disinfection system. -Four(4)flow meters installed at the following locations: -One(1)on each of the incoming production wells for a total of two(2); -One(1)on each of the discharge lines exiting the plant downstream of the UV disinfection system for a total of two(2). -One(1)paperless chart recorder and one(1)autodialer to provide for recording and alarming of key process set points. -All yard piping and appurtenances required to ensure the proper functioning of the facility. The treated water that discharges from the pumphouse enters two distribution pipes that feed the east and west sides of the community. Site(Name): Distribution System Type: Other Sub Type: Other Comments: The distribution system provides potable water to 48 households and 1 church,which serves an approximate population of 200 persons, in the community of Richmond. There are two independent distribution lines that discharge from the treatment pumphouse, one providing water to the east side of Richmond and the other providing water to the west side of Richmond. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 4 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 89 of 267 rv. Ministry of the Environment Lr Ontario Inspection Report INSPECTION SUMMARY INTRODUCTION * The primary focus of this inspection is to confirm compliance with Ministry of the Environment legislation and control documents,as well as conformance with Ministry drinking water related policies for the inspection period. The Ministry is implementing a rigorous and comprehensive approach in the inspection of water systems that focuses on the source,treatment,and distribution components as well as water system management practices. This drinking water system is subject to the legislative requirements of the Safe Drinking Water Act,2002(SDWA)and regulations made therein, including Ontario Regulation 170/03, "Drinking Water Systems"(O.Reg.170/03). This inspection has been conducted pursuant to Section 81 of the SDWA. 1 -The Corporation of the Municipality of Bayham, Drinking Water Works Permit#061-202, issued August 21, 2013. 2-The Corporation of the Municipality of Bayham, Schedule C,Authorization to Alter the Drinking Water System, Issue#1, issued August 21,2013. 3-The Corporation of the Municipality of Bayham, Schedule C,Authorization to Alter the Drinking Water System, Issue#2, issued December 20, 2013. Other operational documents maintained by the Owner for the inspection period of January 1,2014 through December 31,2014 were also reviewed in conjunction with this compliance evaluation. SOURCE * The drinking water system management was aware of the potential sources of pollution or activities that could impair source water quality as contained in the approved Assessment Report. The production wells are surrounded by farmland and this could be the cause for the elevated nitrate levels found in the raw water supply. * The owner was maintaining the production well(s) in a manner sufficient to prevent entry into the well of surface water and other foreign materials. There are 3 new production wells for the water system and one monitoring well.There are two overburden wells(TW2-12,TW3-12)and one bedrock well(TW1-10). During the physical inspection, each well was visually inspected and all components appeared to be in good condition. It is recommended that the bedrock and monitoring wells located near the pumphouse be protected from possible vehicular damage. * The owner was maintaining the municipal wells not being used as a raw water supply in a manner to prevent the entry of surface water and other foreign materials. The bedrock well is presently not being used as a source of raw water for the drinking water system. CAPACITY ASSESSMENT * There was sufficient monitoring of flow as required by the Permit and Licence or Approval issued under Part V of the SDWA During the physical inspection,there were 4 flow meters installed in the water treatment system. There was 1 on each of the incoming production wells and there was 1 on each of the discharge lines exiting the plant downstream of the UV disinfection system. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 5 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 90 of 267 Ministry of the Environment Lr Ontario Inspection Report CAPACITY ASSESSMENT * Flow measuring devices were calibrated or verified in accordance with the requirements of a Permit and Licence or Approval issued under Part V of the SDWA. The calibration records indicate that the flow meters were calibrated on December 16,2014. The Owner must ensure that the flow meters are calibrated on an annual basis or in accordance with the manufacturer instructions and that the calibration records are available for review. TREATMENT PROCESSES * The owner had ensured that all equipment was installed in accordance with Schedule A and Schedule C of the Drinking Water Works Permit. During the physical inspection of the water system, it appeared that all equipment listed in the current Drinking Water Works Permit had been installed. * Records indicated that the treatment equipment was operated in a manner that achieved the design capabilities required under Ontario Regulation 170/03 or a Permit, Licence or Approval issued under Part V of the SDWA at all times that water was being supplied to consumers. The water treatment system uses UV disinfection and sodium hypochlorite for the disinfection of the raw water supply. Records reviewed for the inspection period include log records and SCADA records. There are log records related to chlorine residual concentrations for primary and secondary disinfection and records indicate that the minimum chlorine residual was maintained for proper disinfection. There are log records for turbidity measurements. The water system uses SCADA to capture data related to the chlorine analyzers,turbidity analyzers,flow meters and nitrate analyzer. Log records are maintained for the chlorine residual in the distribution system. The UV system has built-in sensors that monitor the UV dose and if the system develops problems, the system will activate a solenoid valve which will shut off the water supply to prevent improperly disinfected water from entering the distribution system. There was an Adverse Water Quality Incident(AWQI)reported by the Owner on March 09,2014. This incident was the result of a low chlorine event at the pumphouse where improperly disinfected water was sent out into the water distribution system. The Owner took corrective actions by restoring the chlorine residual for proper disinfection,flushed the water distribution system and took bacteriological samples. Upon review of the chlorine disinfection requirements, it was identified that proper disinfection was maintained during this low chlorine event. The operator used the wrong disinfection criteria for the inactivation of viruses by free chlorine. The operator used a log inactivation of 4 instead of 2 in his calculations and thus making it appear like proper disinfection was not maintained. A total log inactivation of 4 is required for this GUDI well supply and this is achieved with UV disinfection (2 log inactivation)and with free chlorine disinfection (2 log inactivation). * Records confirmed that the water treatment equipment which provides chlorination or chloramination for secondary disinfection purposes was operated so that at all times and all locations in the distribution system the chlorine residual was never less than 0.05 mg/I free or 0.25 mg/I combined. Log records reviewed indicate that the chlorine residual in the distribution system was above 0.05 mg/L at all times. * The primary disinfection equipment was equipped with alarms or shut-off mechanisms that satisfied the standards described in Section 1-6(1)of Schedule 1 of Ontario Regulation 170/03. The UV disinfection system in the pumphouse is equipped with solenoid valves in the event of a system failure. The UV alarms are dispatched electronically and must be acknowledged/acted upon by an operator. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 6 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 91 of 267 Ministry of the Environment Lr Ontario Inspection Report TREATMENT PROCESSES * The owner had evidence indicating that all chemicals and materials that come in contact with water within the drinking water system met the AWWA and ANSI standards in accordance with the Permit and Licence issued under Part V of the SDWA. The Owner provided records to indicate that treatment chemicals(sodium hypochlorite, salt granules)were NSF certified. The Owner is also aware that materials that come into contact with drinking water must meet applicable requirements. * Up-to-date plans for the drinking-water system were available in accordance with the Permit and Licence issued under Part V of the SDWA. Plans for the newly constructed treatment system are contained in the Operations and Maintenance Manual. The distribution system was not constructed to municipal construction standards. The Owner created a diagram for the distribution system with limited information. * The facility and equipment appeared to be maintained and in a fit state of repair. During the physical inspection,the treatment facility appeared to be well maintained and in working order. The Owner indicated that there is a regular maintenance schedule for the treatment plant and components of the distribution system. * The Operator-in-Charge had ensured that all equipment used in the processes was monitored, inspected,and evaluated. The OIC inspects, maintains and makes adjustments to treatment processes and this information is recorded on facility logsheets. The OIC also reviews and signs a daily summary sheet for the SCADA system on a regular basis. This summary sheet provides an overview of the SCADA monitored parameters for the drinking water system. * Based on information provided by the owner/operator, it was not likely that contaminants entering the floor drains would have come in contact with the source water or treated water. The floor drains in the pumphouse lead to the natural environment. * Measures were taken to ensure that pesticides were not applied,stored,or mixed in the immediate vicinity of source(s),treatment,and storage facilities. The Owner indicated that they do not use or store pesticides. TREATMENT PROCESS MONITORING * Primary disinfection chlorine monitoring was being conducted at a location approved by Permit, Licence or Approval issued under Part V of the SDWA,or at/near a location where the intended CT had just been achieved. The chlorine monitoring in the pumphouse is conducted after the treated water has passed through the contact tanks and just after the UV disinfection units. At this point, it is understood that primary disinfection has taken place as long as the minimum chlorine residual identified in the CT calculation has been met and the UV disinfection units are in operation. Details of how primary disinfection is achieved at the pumphouse is contained in the Operations and Maintenance Manual. * Operators were aware of the operational criteria necessary to achieve primary disinfection within the drinking water system. The operators are aware that a combination of UV disinfection and a specific concentration of free chlorine is required to achieve primary disinfection for the raw water supply. The operators were also aware that the large contact tanks in the pumphouse are used to develop contact time(CT) values for proper disinfection. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 7 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 92 of 267 Ministry of the Environment Lr Ontario Inspection Report TREATMENT PROCESS MONITORING * Continuous monitoring of each filter effluent line was being performed for turbidity. The groundwater source is considered GUDI without effective in-situ filtration. Turbidity is monitored continuously after the cartridge filters with turbidity analyzers. * The secondary disinfectant residual was measured as required for the distribution system. Secondary disinfection is measured in the distribution system by operators on a regular basis. At least 2 chlorine residual samples are taken per week to ensure that secondary disinfection is maintained throughout the distribution system. The operators perform 1 chlorine residual test in the distribution system on one day and they perform one additional test at least 48 hours later during the same week. * Records confirmed that the maximum free chlorine residual in the distribution system was less than 4.0 mg/L or that the combined chlorine residual was less than 3.0 mg/L. * Operators were examining continuous monitoring test results and they were examining the results within 72 hours of the test. The Owner has indicated that daily summary sheets which provide an overview(minimum, maximum and average values)of the SCADA data are printed on a daily basis and they are reviewed,dated and signed by an operator. The operator must ensure that the raw data is also reviewed to ensure the record is complete and free of errors. * Samples for chlorine residual analysis were tested using an acceptable portable device. The operators use a Hach colorimeter to test the chlorine residual concentrations in the pumphouse and in the distribution system. This device is also used to check the calibration of the continuous chlorine analyzers. * All continuous monitoring equipment utilized for sampling and testing required by O. Reg. 170/03,or approval or order,were equipped with alarms or shut-off mechanisms that satisfied the standards described in Schedule 6. The continuous chlorine analyzers,turbidity analyzers and UV disinfection units(solenoid valve, sensor)that test the treated water leaving the treatment plant have a shut-off mechanism for the distribution pumps and alarms that dial out to the on-call operator. * Continuous monitoring equipment that was being utilized to fulfill O. Reg. 170/03 requirements was performing tests for the parameters with at least the minimum frequency specified in the Table in Schedule 6 of O. Reg. 170/03 and recording data with the prescribed format. The SCADA system is required to record chlorine residual data on a minimum 5 minute interval and turbidity data on a minimum 15 minute interval. The records provided indicate that the recording frequency is a 3 minute interval and the data provided includes a minimum, maximum and average for that period of time. The SCADA system is also capturing data from the continuous nitrate analyzer. * All continuous analysers were calibrated, maintained,and operated, in accordance with the manufacturer's instructions or the regulation. The chlorine and turbidity analyzers in the pumphouse are checked and calibrated regularly and this information is recorded on logsheets by operators. The Owner provided records to indicate that the analyzers are calibrated on a monthly basis by operators and on a yearly basis by a service technician. DISTRIBUTION SYSTEM Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 8 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 93 of 267 Ministry of the Environment Lr Ontario Inspection Report DISTRIBUTION SYSTEM * The owner had up-to-date documents describing the distribution components as required. There have been no changes during this inspection report period. The Owner has provided an up- to-date map of the distribution system. * There is no backflow prevention program,policy and/or bylaw in place. There is no by-law in place to prohibit potential cross connections. * Existing parts of the distribution system that were taken out of service for inspection, repair or other activities that may lead to contamination,and all new parts of the distribution system that came in contact with drinking water,were disinfected in accordance with Schedule B,Condition 2.3 of the Drinking Water Works Permit. There was a maintenance activity undertaken in the distribution system during this report period which included a minor distribution connection repair and maintenance in the water treatment plant. The Owner has indicated that they are aware the AWWA procedures for the disinfection of water system components. During the review of water system records related to water system maintenance, it was identified that the required disinfection procedure was being followed for repairs and connections which consisted of cleaning and disinfection of the repair parts. Bacteriological samples were taken after the completion of repairs to confirm the effectiveness of the disinfection procedure as required in the current Drinking Water Works Permit, Schedule B, section 2.3. * The owner had not implemented a program for the flushing of watermains as per industry standards. There was no program for the flushing and/or swabbing of watermains as per AWWA standards or equivalent. * Records confirmed that disinfectant residuals were routinely checked at the extremities and "dead ends"of the distribution system. The chlorine residual tests are taken at the"blow-offs". These designated locations are the endpoints in the distribution system. * The owner has undertaken efforts to identify,quantify and reduce sources of apparent water loss. The Owner is unsure of the distribution system layout and its components. There are no flow meters installed at any service connection. The Owner has indicated that they pay close attention to flow meters and tank level at the water treatment plant in order to identify leaks in the distribution system. * The distribution system pressure was monitored to alert the operator of conditions which may have lead to loss of pressure below the value under which the system is designed to operate. Pressure in the system is monitored and recorded on logsheets at the pumphouse. * Based on the records available the owner was able to maintain proper pressures in the distribution system. There was a maintenance activity in the distribution system on June 17, 2014. This activity was related to a service line leak at a residence. The distribution system was temporarily shut down (east side)to perform the repair. OPERATIONS MANUALS Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 9 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 94 of 267 Ministry of the Environment Lr Ontario Inspection Report OPERATIONS MANUALS * Operators and maintenance personnel had ready access to operations and maintenance manuals. The Operation and Maintenance Manual was developed by Stantec Consulting Ltd.and it is dated December 2013. The last updates to the manual were performed on September 05, 2014. A copy of this manual can be found at the pumphouse and at the wastewater plant. * The operations and maintenance manuals contained plans,drawings and process descriptions sufficient for the safe and efficient operation of the system. The Operations and Maintenance Manual contains the following sections: Introduction, Public Relations, Dealing with Regulatory Agencies, Criminal Acts, Overview of the Water Treatment System, Licensing Information, Regulatory and Permit/Licensing Requirements and Emergency Contact Information, Unit Operations, Disinfection Procedure, Safety, Emergency Operations and List of Tables. * The operations and maintenance manuals did meet the requirements of the Permit and Licence or Approval issued under Part V of the SDWA. LOGBOOKS * Logs for the drinking water subsystem(s)contained the required information. Information for the drinking water system is contained on logsheets. Log entries include information relating to operators,time in and out of facility, sampling, calibrations, process adjustments,treatment chemicals,flows,well, alarm responses and maintenance procedures. * Logbook entries were made in chronological order. * The record system allowed the reader to unambiguously identify the person who made the logbook entry. * Entries in the logbook were made only by appropriate and authorized personnel. Only certified operators made logsheet entries. * Records or other record keeping mechanisms confirmed that operational testing not performed by continuous monitoring equipment was being done by a certified operator, water quality analyst,or person who suffices the requirements of O. Reg. 170/03 7-5. Only certified operators perform drinking water tests in the drinking water system. * For every required operational test and every required sample,a record was made of the date,time, location, name of the person conducting the test and result of the test. A review of Chain of Custody forms and log records related to regulated water samples indicate that the appropriate information is being recorded by operators. * The operator-in-charge ensured that records were maintained of all adjustments made to the processes within his or her responsibility. The operators-in-charge(OIC)input data into logsheets concerning observations, adjustments and maintenance performed on the drinking water system. * Logs or other record keeping mechanisms were available for at least five(5)years. The Municipality of Bayham has indicated that they have a by-law related to record retention. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 10 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 95 of 267 Ministry of the Environment Lr Ontario Inspection Report CONTINGENCY/EMERGENCY PLANNING * Spill containment was provided for process chemicals and/or standby power generator fuel. In the pumphouse, secondary containment is provided for the sodium hypochlorite. * Clean-up equipment and materials were in place for the clean up of spills. The Owner indicated that materials for the clean-up of spills are found in work vehicles and at the wastewater plant. SECURITY * The owner had provided security measures to protect components of the drinking-water system. The pumphouse has a door alarm and the production wells across the road have a chain link fence surrounding them. It is recommended that barriers be placed beside the wells located near the pumphouse to prevent possible vehicular damage. CONSUMER RELATIONS * Water conservation was being practiced by the owner or operating authority. There is a by-law No. 2013-064 for the regulation of the water supply in the Municipality of Bayham serving the Hamlet of Richmond. * Required documents were available free-of-charge during normal business hours at a location accessible to the public. Information related to water quality is available at the Straffordville and Port Burwell Municipal Offices during normal business hours. * The owner did take effective steps to advise users of the water system of the availability of Annual Reports, including posting a copy on a web site, if applicable. The Owner posts information on the municipal web site and advises customers on their water bills. CERTIFICATION AND TRAINING * The overall responsible operator had been designated for each subsystem. The Richmond Community Drinking Water System is classed as a Limited Surface Water System. At the time of inspection,the designated ORO possessed an operator certificate that was equal to the classification level of the water system. * Operators in charge had been designated for all subsystems which comprised the drinking- water system. All system operators(other than Oils)have the required certificates and can act as OIC for the drinking water system. * All operators possessed the required certification. A review of operator certificates indicate that all operators working on the Richmond Community Water System have the required certification for this type of drinking water system(Limited Surface Water System). * Only certified operators made adjustments to the treatment equipment. A review of operator licences indicates that all operators had valid certificates during the inspection period. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 11 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 96 of 267 Ministry of the Environment Lr Ontario Inspection Report CERTIFICATION AND TRAINING * Operator certificates or water quality analyst certificates were displayed in a conspicuous location at the workplace or at the premises from which the subsystem was managed. Operator certificates are displayed at the pumphouse. * An adequately licenced operator was designated to act in place of the overall responsible operator when the overall responsible operator was unable to act. During absences,the ORO assigns a back-up ORO to oversee the drinking water system and all operators have the appropriate certificate to act as ORO. * The owner/operating authority was aware of the operator training and record keeping requirements,and they were taking reasonable steps to ensure that all operators receive the required training. The Owner is aware of the operator training requirements and a record is kept for each operator's training activities. WATER QUALITY MONITORING * All microbiological water quality monitoring requirements for raw water samples were being met. Raw water samples from each production well are being taken and analyzed on a monthly basis. * All microbiological water quality monitoring requirements for distribution samples prescribed by legislation were being met. Distribution water samples are being taken from pre-determined sites and analyzed on a weekly basis. On average,there are 2 bacteriological samples taken each week. * All inorganic water quality monitoring requirements prescribed by legislation were conducted within the required frequency. The latest inorganic sampling was undertaken on the treated water source on January 19, 2015. Previously, raw samples were taken from each overburden well in order to determine the treatment requirements. * All organic water quality monitoring requirements prescribed by legislation were conducted within the required frequency. The latest organic sampling was undertaken on the treated water source on January 19, 2015. Previously, raw samples were taken from each overburden well in order to determine the treatment requirements. * All trihalomethanes water quality monitoring requirements prescribed by legislation were conducted within the required frequency. Trihalomethane sampling is undertaken on treated water on a quarterly basis. All sample results for this inspection period show that the treated water is within acceptable limits. * Trihalomethane samples were being collected from a point in the distribution system or connected plumbing system that was likely to have an elevated potential for the formation of trihalomethanes. Trihalomethane samples are being taken at the end point in the distribution system. * All nitrate/nitrite water quality monitoring requirements prescribed by legislation were conducted within the required frequency for the DWS. Nitrate and nitrite sampling is required to be undertaken on treated water on a quarterly basis. The Owner has installed nitrate filters to reduce the level of nitrate in the drinking water. Additional samples are taken on a monthly basis to monitor the effectiveness of the nitrate filters. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 12 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 97 of 267 Ministry of the Environment Lr Ontario Inspection Report WATER QUALITY MONITORING * All sodium water quality monitoring requirements prescribed by legislation were conducted within the required frequency. The latest sodium sampling was undertaken on December 21, 2013. The sample result shows that the treated water was not within acceptable limits(treated- 157.0).The reportable limit for sodium is 20.0 mg/L. The Health Unit required the Owner to take additional samples in the distribution system and the results were as follows: December 30, 2013-78.9 mg/L and 28.8 mg/L,January 10, 2014-319.0 mg/L and 225.0 mg/L. The higher than normal sodium levels can be attributed to the water softener and nitrate filter that use brine in the treatment process. The Health Unit has reissued a Drinking Water Advisory(DWA)for the Community of Richmond to alert residents of the sodium and nitrate levels in the drinking water. * All fluoride water quality monitoring requirements prescribed by legislation were conducted within the required frequency. The latest fluoride sampling was undertaken on the treated water source on January 19, 2015. * The owner ensured that water samples were taken at the prescribed location. Raw,treated and distribution water samples are being taken from the appropriate locations. * Records confirmed that chlorine residual tests were being conducted at the same time and at the same location that microbiological samples were obtained. All pertinent information related to bacteriological sampling is included on the Chain of Custody form. * The drinking water system owner had submitted written notices to the Director that identified the laboratories that were conducting tests for parameters required by legislation, Order Certificate of Approval(OWRA)or a Permit, Licence or Approval issued under Part V of the SDWA. The Owner has contracted the services of SGS Canada Inc.to analyse drinking water samples. * Based on information provided by the owner/operator,samples were being taken and handled in accordance with instructions provided by the drinking-water system's laboratories. During the review of documents, it was identified that several bacteriological samples that were delivered to the laboratory were outside the range of 4.0 to 10 degrees Celsius. It is recommended that the Owner review its shipping procedures for bacteriological samples. * The owner indicated that the required records are kept and will be kept for the required time period. The Owner indicated that they are aware of the record keeping requirements. WATER QUALITY ASSESSMENT Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 13 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 98 of 267 Ministry of the Environment Lr Ontario Inspection Report WATER QUALITY ASSESSMENT * Records show that water sample results taken during the review period met the Ontario Drinking Water Quality Standards(0. Reg. 169/03),with the following exceptions: During the course of this inspection period,the Owner took raw bacteriological samples on a monthly basis,treated bacteriological samples on a weekly basis, nitrite and nitrate samples on a monthly basis, and trihalomethane samples on a quarterly basis. Water samples were taken in the distribution system for pH and alkalinity. Audit samples were taken from a treated water tap inside the pumphouse on January 09, 2014. The audit samples comprised of bacteriological, metals, chemistry and volatile organics samples. There was an exceedance for nitrates(18.0 mg/L). The nitrate resample result was 3.64 mg/L.. The reporting limit for nitrates is 10.0 mg/L. There were no additional Adverse Water Quality Incidents(AWQIs)for nitrates during this report period. REPORTING&CORRECTIVE ACTIONS * Corrective actions(as per Schedule 18)had been taken to address adverse conditions, including any other steps that were directed by the Medical Officer of Health. The Owner took corrective actions and resampled as required for the nitrate exceedance. There was a low chlorine event and the Owner took steps to restore disinfection and flushed the distribution system and took bacteriological samples. All samples were negative for bacteriological parameters. There were no additional corrective actions imposed by the Medical Officer of Health. * All required notifications of adverse water quality incidents were immediately provided as per O. Reg. 170/03 16-6. The Owner provided verbal notifications to the proper authorities(MOH, SAC)the same day the Owner was notified by the laboratory of the adverse sample result. * All required written notices of adverse water quality incidents were provided as per O. Reg. 170/03 16-7. The Owner provided written notifications to the proper authorities within 24 hours of the adverse sample result notification by the laboratory. * In instances where written notice of issue resolution was required by regulation,the notice was provided as per O. Reg. 170/03 16-9. The Notices of Resolution were provided by the Owner shortly after the issues were resolved and water sample results were available. The notices outlined the corrective actions taken by the Owner which included restoring disinfection,flushing of the watermain and taking bacteriological and chemical water samples. * Where required continuous monitoring equipment used for the monitoring of chlorine residual and/or turbidity triggered an alarm or an automatic shut-off,a qualified person responded in a timely manner and took appropriate actions. Chlorine and turbidity are monitored by the SCADA system in the water treatment plant.When these processes reach a set point or value,the SCADA system generates an alarm to notify operators. The Owner indicated that operators acknowledge alarms but the type of response will depend on the alarm situation. Information related to the alarm response is recorded in the pumphouse logbook by the operator. * When the primary disinfection equipment,other than that used for chlorination or chloramination, has failed causing an alarm to sound or an automatic shut-off to occur,a certified operator responded in a timely manner and took appropriate actions. UV disinfection is monitored by the SCADA system in the water treatment plant. When there is a problem with the UV system,the SCADA system generates an alarm to notify operators. The Owner indicated that operators acknowledge alarms but the type of response will depend on the alarm situation. Information related to the alarm response is recorded in the pumphouse logbook by the operator. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 14 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 99 of 267 Ministry of the Environment Lr Ontario Inspection Report REPORTING&CORRECTIVE ACTIONS * The Annual Report containing the required information was prepared by February 28th of the following year. The Annual Report is posted on the Municipality of Bayham's website for public viewing. This report was presented to council on February 06,2014. * Summary Reports for municipal council were completed on time, included the required content,and were distributed in accordance with the regulatory requirements. The Summary Report for Richmond Community has the required content as specified in O. Reg. 170/03, Schedule 22. The Report is required to be given to municipal council by March 31st of each year. The Owner provided information that indicated that the report was presented to council on March 21, 2014. * All changes to the system registration information were provided within ten(10)days of the change. All information in the DWIS profile for the water system appears to be up-to-date. * The owner had evidence that all required notifications to all legal owners associated with the Drinking Water System had been made during the inspection period. The Water/Wastewater Operations Manager has indicated that an information session regarding the Standard of Care provision in the SDWA was provided to municipal officials on December 03, 2014. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 15 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 100 of 267 r)._ Ministry of the Environment Lr Ontario Inspection Report NON-COMPLIANCE WITH REGULATORY REQUIREMENTS AND ACTIONS REQUIRED This section provides a summary of all non-compliance with regulatory requirements identified during the inspection period,as well as actions required to address these issues. Further details pertaining to these items can be found in the body of the inspection report. Not Applicable Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 16 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 101 of 267 Ministry of the Environment Lr Ontario Inspection Report SUMMARY OF RECOMMENDATIONS AND BEST PRACTICE ISSUES This section provides a summary of all recommendations and best practice issues identified during the inspection period. Details pertaining to these items can be found in the body of the inspection report. In the interest of continuous improvement in the interim, it is recommended that owners and operators develop an awareness of the following issues and consider measures to address them. 1. There is no backflow prevention program, policy and/or bylaw in place. There is no by-law in place to prohibit potential cross connections. Recommendation: It is recommended that the Owner develop a by-law that would make it an offence to cross connect to the drinking water system. The objective of such a by-law is to secure the water distribution system from potential contamination. 2. The owner had not implemented a program for the flushing of watermains as per industry standards. There was no program for the flushing and/or swabbing of watermains as per AWWA standards or equivalent. Recommendation: The water distribution system has no fire hydrants and limited capacity for flushing. The Owner is unsure of the components in the distribution system. It is recommended that the Owner upgrade the distribution system to current municipal standards. Report Generated for plantero on 02/02/2015(dd/mm/yyyy) Page 17 of 18 Site#: 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: 08/01/2015(dd/mm/yyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 102 of 267 Ministry of the Environment Ontario Inspection Report SIGNATURES Inspected By: Signature: (Provincial Officer): Roland Plante ``— QL Reviewed &Approved By: Signature: (Supervisor): Tom Clubb Review&Approval Date: ` , Note:This inspection does not in any way suggest that there is or has been compliance with applicable legislation and regulations as they apply or may apply to this facility. It is,and remains, the responsibility of the owner and/or operating authority to ensure compliance with all applicable legislative and regulatory requirements. Report Generated for planter° on 02!0212015(ddlmmlyyyy) Page 18 of 18 Site* 260074854 RICHMOND COMMUNITY DRINKING WATER SYSTEM Date of Inspection: mot/2015(ddlmmlyyyy) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 103 of 267 Ministry of the Environment and Climate Change Drinking Water System Inspection Report v • Ontario Appendix Drinking Water System Components Description Ministry of the Environment Safe Drinking Water Branch re Ri... Page 104 of 267 June 2012 Key Reference and Guidance Material for Municipal Residential Drinking Water Systems Many useful materials are posted on the Ministry of the Environment's Drinking Water Ontario -_ Technical RhIletin �'_ website at www.ontario.ca/drinkingwater to help _ T .I UIV;:r DLt;Z;:on -- in the operation of your drinking water system. OVERVIEW GUIDE --- -_ '�`""""`B"""`" -==__ Below is a list of key materials frequently used by ITakings mples tat thecommunitylead tasting program owners and operators of municipal drinking water - ---- - echncalBullefn __ systems.To read or download these materials,go rig 7.+ ' to Drinking Water Ontario and search in the =_ __ 477:_ . -fie.. 7- Resources section by Publication Number. —-- - --- �ep 1-011Visit Drinking Water Ontario for more useful =- - -- _-^- — materials.Contact the Public Information Centre if ==_��-= you need assistance or have questions at 1-800-565- - 4923/416-325-4000 or picemail.moe@ontario.ca. PUBLICA'ION°NUMBER PUBLICATION TITLE 4448e01 Procedure for Disinfection of Drinking Water in Ontario 7152e Strategies for Minimizing the Disinfection Products Trihalomethanes and Haloacetic Acids 7467 Filtration Processes Technical Bulletin 7685 Ultraviolet Disinfection Technical Bulletin 8215 Total Trihalomethane(TTHM)Reporting Requirements Technical Bulletin(February 2011) 2601e Overview Guide:Municipal Drinking Water Licensing Program 0000 Municipal Drinking Water Licensing Program Bulletin,Issue 1,January 2011 0000 Certification Guide for Operators and Water Quality Analysts 6560e Taking Samples for the Community Lead Testing Program 7423e Community Sampling and Testing for Lead:Standard and Reduced Sampling and Eligibility for Exemption 7128e Drinking Water System Contact List 4449e01 Technical Support Document for Ontario Drinking Water Quality Standards ontario.ca/drinki ngwater PIGS 8990b Lr Ontario Ministry of the Environment Safe Drinking Water Branch re Ri... Page 105 of 267 Juin 2012 Principaux guides et documents de reference sur les reseaux residentiels municipaux d'eau potable _m„ Beaucoup de documentation sur le fonctionnement M `= - d'un reseau d'eau potable se trouve sur le site Web777 du ministere de l'Environnement. """" "'` 4 ,t, o ei.na Vous trouverez ci-dessous la liste des principaux -•---- _. _ ---• documents que les proprietaires et les exploitants _ _ _ . de reseaux municipaux d'eau potable utilisent °°^E°��^� • frequemment. Pour lire ou telecharger ces "m"""' "'""" •- -- � - documents, allez sur le site Web du Ministere, et __ effectuez une recherche par numero de publication dans la section RESSOURCES. --1 Consultez le site d'Eau potable Ontario pour ou au 416 325-4000, ou encore a picemail.moe@ obtenir d'autre documentation. Communiquez avec ontario.ca si vous avez des questions ou besoin le Centre d'information du public au 1 800 565-4923 d'aide. 4448f01 Marche a suivre pour desinfecter l'eau portable en Ontario 7152e Strategies for Minimizing the Disinfection Products Trihalomethanes and Haloacetic Acids(en anglais seulement) 7467 Filtration Processes Technical Bulletin(en anglais seulement) 7685 Ultraviolet Disinfection Technical Bulletin(en anglais seulement) 8215 Total Trihalomethane(TTHM)Reporting Requirements Technical Bulletin(Wrier 2011) (en anglais seulement) 2601f Guide general-Programme de delivrance des permis de reseaux municipaux d'eau potable 0000 Bulletin du Programme des permis de reseaux municipaux d'eau potable,numero 1, janvier 2011 0000 Guide sur('accreditation des exploitants de reseaux d'eau potable et des analystes de la qualite de l'eau de reseaux d'eau potable 6560f Prelevement d'echantillons dans le cadre du programme d'analyse de la teneur en plumb de l'eau dans les collectivites 7423f Echantillonnage et analyse du plumb dans les collectivites:echantillonnage normalise ou reduit et admissibilite a('exemption 7128f Liste des personnes-ressources du reseau d'eau potable 4449f01 Document d'aide technique pour les normes,directives et objectifs associes a la qualite de l'eau potable en Ontario ontario.ca/drinki ngwater PIGS 8990b Lr Ontario Ministry of the Environment Safe Drinking Water Branch re Ri... Page 106 of 267 Ministry of the Environment and Climate Change Drinking Water System Inspection Report v • Ontario Appendix B Inspection Rating Record Ministry of the Environment Safe Drinking Water Branch re Ri... Page 107 of 267 April 2012 APPLICATION OF THE RISK METHODOLOGY USED FOR MEASURING MUNICIPAL RESIDENTIAL DRINKING WATER SYSTEM INSPECTION RESULTS T',' : _ !I :a:' '7;,, - :— ,.'*4 4.4p ib tit 7 1 : .v _ i. 7 .,1, rn The Ministry of the Environment (MOE) has a year 2008-09. The primary goals of this assessment rigorous and comprehensive inspection program are to encourage ongoing improvement of these sys- for municipal residential drinking water systems tems and to establish a way to measure this progress. (MRDWS). Its objective is to determine the com- pliance of MRDWS with requirements under the MOE reviews the risk rating methodology every Safe Drinking Water Act and associated regula- three years. tions. It is the responsibility of the municipal resi- dential drinking water system owner to ensure The Ministry's Municipal Residential Drinking their drinking water systems are in compliance Water Inspection Protocol contains up to 14 in- with all applicable legal requirements. spection modules and consists of approximately 120 regulatory questions. Those protocol ques- This document describes the risk rating methodol- tions are also linked to definitive guidance that ogy, which has been applied to the findings of the ministry inspectors use when conducting MRDWS Ministry's MRDWS inspection results since fiscal inspections. ontario.ca/drinkingwater r ,:__j e ' Ontario PIBS 6797e Ministry of the Environment Safe Drinking Water Branch re Ri... Page 108 of 267 The questions address a wide range of regulatory Determining Potential to Compromise issues, from administrative procedures to drinking the Delivery of Safe Water water quality monitoring. The inspection protocol also contains a number of non-regulatory questions. The risk management approach used for MRDWS is aligned with the Government of Ontario's Risk A team of drinking water specialists in the ministry Management Framework. Risk management is a assessed each of the inspection protocol regulatory systematic approach to identifying potential hazards, questions to determine the risk(not complying with understanding the likelihood and consequences of the regulation)to the delivery of safe drinking water. the hazards, and taking steps to reduce their risk if This assessment was based on established provincial necessary and as appropriate. risk assessment principles, with each question re- ceiving a risk rating referred to as the Question Risk The Risk Management Framework provides a formu- Rating.Based on the number of areas where a system la to be used in the determination of risk: is deemed to be non-compliant during the inspection, and the significance of these areas to administrative, RISK= LIKELIHOOD x CONSEQUENCE (of the consequence) environmental, and health consequences, a risk- based inspection rating is calculated by the ministry Every regulatory question in the inspection proto- for each drinking water system. col possesses a likelihood value (L) for an assigned consequence value (C) as described in Table 1 and It is important to be aware that an inspection rating Table 2. less than 100 per cent does not mean the drinking water from the system is unsafe. It shows areas TABLE 1: where a system's operation can improve.The ministry Likelihood of Consequence Occurring Likelihood Value works with owners and operators of systems to make 0%-0.99%(Possible but Highly Unlikely) L=0 sure they know what they need to do to achieve full compliance. 1-10%(Unlikely) L=1 The inspection rating reflects the inspection results 11 -49%(Possible) L=2 of the specific drinking water system for the report- 50-89%(Likely) L=3 ing year. Since the methodology is applied consis- tently over a period of years,it serves as a compara- tive measure both provincially and in relation to the individual system. Both the drinking water system TABLE 2: and the public are able to track the performance over Consequence Consequence Value time, which encourages continuous improvement Medium Administrative Consequence C=1 and allows systems to identify specific areas requir Major Administrative Consequence C=2 ing attention. Minor Environmental Consequence C=3 Minor Health Consequence C=4 The ministry's annual inspection program is an im- Medium Environmental Consequence C=5 portant aspect of our drinking water safety net. The Major Environmental Consequence C=6 ministry and its partners share a common commit- Medium Health Consequence C=7 ment to excellence and we continue to work toward Major Health Consequence C=8 the goal of 100 per cent regulatory compliance. 2 APPLICATION OF RISK METHODOLOGY Ministry of the Environment Safe Drinking Water Branch re Ri... Page 109 of 267 The consequence values (0 through 8) are selected The Question Risk Rating quantifies the risk of to align with other risk-based programs and projects non-compliance of each question relative to the currently under development or in use within the others. Questions with higher values are those with ministry as outlined in Table 2. a potentially more significant impact on drinking water safety and a higher likelihood of occurrence. The Question Risk Rating for each regulatory in- The highest possible value would be 32(4x8)and the spection question is derived from an evaluation of lowest would be 0(Ox 1). every identified consequence and its correspond- ing likelihood of occurrence: Table 3 presents a sample question showing the risk rating determination process. • All levels of consequence are evaluated for their potential to occur • Greatest of all the combinations is selected. TABLE 3: Does the Operator in Charge ensure that the equipment and processes are monitored,inspected and evaluated? Risk=Likelihood x Consequence C=1 C=2 C=3 C=4 C=5 C=6 C=7 C=8 Medium Major Minor Minor Medium Major Medium Major Administrative Administrative Environmental Health Environmental Environmental Health Health Consequence Consequence Consequence Consequence Consequence Consequence Consequence Consequence L=4 (Almost L=1 L=2 L=3 L=3 L=1 L=3 L=2 Certain) (Unlikely (Possible) (Likely) (Likely) (Unlikely (Likely) (Possible) • R=4 R=2 R=6 R=12 R=15 R=6 R=21 R=16 Application of the Methodology to Inspection Results Based on the results of a MRDWS inspection, an The risk ratings of all non-compliant answers are overall inspection risk rating is calculated. During an summed and divided by the sum of the risk ratings inspection, inspectors answer the questions related of all questions asked (maximum question rating). to regulatory compliance and input their "yes", "no" The resulting inspection risk rating(as a percentage) or "not applicable" responses into the Ministry's is subtracted from 100 per cent to arrive at the final Laboratory and Waterworks Inspection System inspection rating. (LWIS) database. A "no" response indicates non- compliance. The maximum number of regulatory questions asked by an inspector varies by: system (i.e.,distribution,stand-alone);type of inspection(i.e., focused,detailed);and source type(i.e.,groundwater, surface water). APPLICATION OF RISK METHODOLOGY 4 3 ) Ministry of the Environment Safe Drinking Water Branch re Ri... Page 110 of 267 Application of the Methodology for Public Reporting The individual MRDWS Total Inspection Ratings are Figure 1 presents the distribution of MRDWS rat- published with the ministry's Chief Drinking Water ings for a sample of annual inspections. Individual Inspector's Annual Report. drinking water systems can compare against all the other inspected facilities over a period of inspection years. Figure 1:Year Over Year Distribution of MRDWS Ratings 700 — 538 572 585 406 600 — 349 281 500 —co 400 — rat — 300 CO 2 Y " oO 25724 2 CC 200 — 223 2 179 Hi 117 92 77 75 100 — 33 26 22 18 17 13 5 7 7 12 16 8 12 9 >50%to 80% >80%to 85% >85%to 90% >90%to 95% >95%to 100% 5%RATING BANDING BY YEAR YEAR A ■YEAR B ■YEAR C YEAR D ■YEAR E E 100%Rating Reporting Results to MRDWS Owners/Operators A summary of inspection findings for each system which would provide the system owner/operator is generated in the form of an Inspection Rating with information on the areas where they need to Record (IRR). The findings are grouped into the improve. The 14 modules are: 14 possible modules of the inspection protocol, 1.Source 5.Process Wastewater 9.Contingency and 12.Water Quality Monitoring 2.Permit to Take Water 6.Distribution System Emergency Planning 13.Reporting,Notification 3.Capacity Assessment 7.Operations Manuals 10.Consumer Relations and Corrective Actions 4.Treatment Processes 8.Logbooks 11.Certification and Training 14.Other Inspection Findings For further information, please visit www.ontario.ca/drinkingwater 4 APPLICATION OF RISK METHODOLOGY Ministry of the Environment Safe Drinking Water Branch re Ri... Page 111 of 267 DWS Name: RICHMOND COMMUNITY DRINKING WATER SYSTEM DWS Number: 260074854 DWS Owner: Bayham,The Corporation Of The Municipality Of Municipal Location: Bayham Regulation: O.REG 170/03 Category: Small Municipal Residential System Type Of Inspection: Detailed Inspection Date: January 8, 2015 Ministry Office: London District Maximum Question Rating: 715 Inspection Module Non-Compliance Rating Source 0/ 26 Capacity Assessment 0/22 Treatment Processes 0/ 124 Distribution System 0/25 Operations Manuals 0/42 • Logbooks 0/42 Consumer Relations 0/8 Certification and Training 0/ 53 Water Quality Monitoring 0/ 119 Reporting &Corrective Actions 0/ 113 Treatment Process Monitoring 0/ 141 TOTAL 0 / 715 Inspection Risk Rating 0.00% FINAL INSPECTION RATING: 1100.00% Ministry of the Environment Safe Drinking Water Branch re Ri... Page 112 of 267 DWS Name: RICHMOND COMMUNITY DRINKING WATER SYSTEM DWS Number: 260074854 DWS Owner: Bayham,The Corporation Of The Municipality Of Municipal Location: Bayham Regulation: O.REG 170/03 Category: Small Municipal Residential System Type Of Inspection: Detailed Inspection Date: January 8, 2015 Ministry Office: London District Maximum Question Rating: 715 Inspection Risk Rating 0.00% FINAL INSPECTION RATING: 1100.00% Ministry of the Environment Safe Drinking Water Branch re Ri... Page 113 of 267 Ministry of Transportation Ministers des Transports ?IP Traffic Office Bureau de la circulation routiere Highway Standards Branch Direction des normes routieres /r Ontario 301 St.Paul Street,2itl Floor 301 rue St.Paul,2'etage St.Catharines,Ontario L2R 7R4 St.Catharines(Ontario)L2R 7R4 Tel Number:(905)7042960 Tel.: (905)704-2960 Fax Number:(905)704-2888 Teloc.: (905)704-2888 29 January 2015 r pr L, a44_7) Clerk's Office ,=F13 3 201 The Municipality of Bayham P.O.Box 160 9344 Plank Road Straffordville,ON NOJ IY0 Dear Clerk's Office, RE: Consultation on Ontario's Default Speed Limit The Ontario Ministry of Transportation(MTO)is seeking stakeholder input on whether to consider changing the default speed limit for local roads within urban areas.As a representative of The Municipality of Bayham,we welcome your comments and invite you to participate in the consultation activities for Ontario's default speed limit. The current default maximum speed limit for local roads within urban areas in Ontario is 50 km/h.MTO would like to consult with stakeholders on the following options: Maintain current default speed limit of 50 km/h; Through a legislative change,reduce the default speed limit from 50 km/h to 40 km/h; Through a legislative change,permit municipalities to set a default speed limit of 50 km/h or 40 km/h inside municipal boundaries, and require the posting of a sign at each entry point of the municipality;or Through a legislative change,permit municipalities to set a different default speed limit inside municipal boundaries or neighbourhoods,and require the posting of a sign at each entry point of the municipality/neighbourhood. You are invited to provide comments and/or complete a questionnaire available on-line at https://www.surveymonkcy.com/s'SpeedLimitOntario by February 27.2015. 1/2 Ministry of Transportation re Consultation on Ontario's Defa... Page 114 of 267 -2 _ Following the public comment period,MTO will host a series of workshops to consult with municipalities and various stakeholders regarding the options under consideration for a potential change to the default speed limit. Stakeholder workshops are currently scheduled for March, 2015.Each workshop will be held in a different geographic jurisdiction of MTO(e.g.,Central, Eastern and Southwestern and Northern Ontario). You are encouraged to provide comments and/or complete the on-line questionnaire,and/or attend a stakeholder workshop on these possible changes to the default speed limit. I kindly ask you to complete and forward the attached workshop reply form indicating your interest in participating in future workshops by February 27,2014 to me as follows: Roger De Gannes Head,Traffic Operations Traffic Office Ministry of Transportation Ontario 2nd Floor,301 St.Paul Street St. Catharines,Ontario L2R 7R4 Phone: (905)704-2947 Email:Roger.DeGannes@mto.gov.on.ca Thank you in advance for your input. We welcome and appreciate your feedback. Should you have any questions or difficulty accessing the on-line questionnaire,please do not hesitate to contact me at 905-704-2947 or by email at Roger.DeGannes@mto.gov.on.ca Sincerely, Roger De Gannes Head,Traffic Operations Ministry of Transportation re Consultation on Ontario's Defa... Page 115 of 267 REPLY FORM(Please print) RE: Consultation on Ontario's Default Speed Limit Date: Name: Title: Agency: Address: Postal Code: Phone: Fax: Email: Do you wish to participate in workshops on the default speed limit in Ontario? (Circle yes or no) Yes No Comments: Please return this form to the contact below by February 27,2015: Roger DeGannes 301 St.Paul Street Manager,Traffic Office St.Catharines,Ontario L2R 7R4 Ministry of Transportation Ontario Phone:(905)704-2947 Email:Roger.DeGannes mto.gov.on.ca Ministry of Transportation re Consultation on Ontario's Defa... Page 116 of 267 VPXY11-4-41 REPORT -:-."----_- - - _ k ii, ., __. , pr BY-LAW DEPARTMENT N Aportunity I9�u� TO: Mayor&Members of Council FROM: Randy White, Fire Chief/By-law Officer DATE: February 19,2015 REPORT: BL-01/15 FILE NO.C07 SUBJECT: ANIMAL RESCUE FACILITY BACKGROUND: As Council will recall,at the meeting held October 3, 2013,ZONING By-Law Z624-2013 was passed to rezone the property known as 54726 Calton Line,owned by Teresa Pressey and permit an animal kennel with a maximum of three(3)domesticated animals. It is the intent of Ms. Pressey to continue to operate an Animal Rescue Facility which is permitted as per the Municipality of Bayham Dog Control By-Law 2009-059 upon annual written approval from the Council of the Municipality of Bayham. In order to continue to operate an approved Animal Rescue Facility, Ms. Pressey must provide annually: • A report to the Municipality with information, as outlined in By-Law 2009-059 regarding the adoption of dogs • A letter from the primary veterinarian confirming the continued provision of medical care for the pets to continue to qualify as an Animal Rescue Facility. DISCUSSION: Ms Pressey has provided the required information. Therefore, Council is requested to provide approval that the facility located at 54726 Calton Line, owned by Teresa Pressey be recognized as an Animal Rescue Facility for the year ending December 31, 2015 and is exempt from the requirement to pay a dog licence fee for dogs that are in possession of the Animal Rescue Facility for the purpose of rescue and adoption for less than a one year period. Report BL-01/15 by Randy White,Fire Chief/By-Law Officer re... Page 117 of 267 RECOMMENDATION 1. THAT Report BL-01/15 be received for information; 2. AND THAT according to By-Law 2009-059, Section 4.6,the Council of the Municipality of Bayham authorizes Teresa Pressey to operate an approved Animal Rescue Facility at 54726 Calton Line,for up to three dogs at a time,for the year ending December 31, 2015; 3. AND THAT the Animal Rescue Facility is exempt from the requirements to pay a licence fee for dogs in the facility for the purpose of rescue and adoption for the first year from the date such dog is harboured by or in the possession of the Rescue Facility. Respectfully Submitted by: Reviewed by: Randy White 'aul hipw� Fire Chief/By-Law Enforcement Officer Administrator Report BL-01/15 by Randy White,Fire Chief/By-Law Officer re... Page 118 of 267 13AY REPORT PHYSICAL SERVICES ap •o unity ."9 °� TO: Mayor&Members of Council FROM: Vance Czerwinski, Manager of Public Works DATE: February 19,2015 REPORT: PS-02/15 FILE NO. SUBJECT: 2015 TANDEM PLOW TRUCK TENDER RESULTS AND RECOMMENDATON BACKGROUND: The following report details the results and recommendation from the 2015 Tandem Plow Truck tender. As per the 2015 Capital Budget, council has approved the purchase of a new tandem plow truck for the Public Works Department. A tender was issued to invite equipment suppliers to supply and deliver a new tandem plow truck. The tender was based on truck chassis and plow equipment specifications, price, delivery date,and warranty. During the review, the tenders were examined to determine if the trucks met the required specifications and that the bid forms were complete. The results of the tender are as follows: 1. Carrier Truck Centers(INTERNATIONAL) $250,400.00 2. Team Truck Centre(FREIGHTLINER) $256,456.00 3. London Mack(MACK) Did not bid 4. London Peterbilt(PETERBILT) Did not bid 5. Team Truck Centre(WESTERN STAR) Did not bid All of the above prices do not include H.S.T. and do not include the trade-in value for the 2004 Plow Truck which will be sold separately. DISCUSSION: After a review of the bids submitted, the lowest bid is over the budgeted amount in the 2015 Capital Budget. In comparison to the bids submitted for the 2014 tandem plow truck that the Report PS-02/15 by Vance Czerwinski,Manager of Public Works... Page 119 of 267 Municipality most recently purchased, the increase is approximately $35,450; for exactly the same truck. After consulting with truck and equipment representatives about the increase in truck prices, it was explained this increase in price is due to the exchange of the Canadian dollar to the American dollar. RECOMMENDATION 1. THAT Report PS-02-15 be received for information; 2. AND THAT Council not accept the bid for the purchase of a new International Tandem Plow Truck from Carrier Truck Centre the bid price of$250,400.00 plus H.S.T.as the lowest bid is over budget. 3. AND THAT staff be permitted to re-tender or issue a request for proposal to purchase a new tandem plow truck that is a model 2014 or newer. Res-ectfully bmitted by: Reviewed by: Vance Cze i sk — ul hi. y Public Works Manager CA* Report PS-02/15 by Vance Czerwinski,Manager of Public Works... Page 120 of 267 15xya4.41, REPORT ' PHYSICAL SERVICES V 40, o �Ao uni Is-Joe t3' TO: Mayor&Members of Council FROM: Ed Roloson,Water/Wastewater Operations Manager DATE: February 9,2015 REPORT: PS-06/15 FILE NO: C-07 SUBJECT: Annual Compliance Reporting for the Bayham and Richmond Water Systems. BACKGROUND: The Municipality is required to provide annual drinking water quality compliance reports as set out in O.Reg.170/03. ATTACHMENTS: 2014 Annual Drinking Water Report—Bayham and Richmond Water Systems 2014 Annual Compliance Summary Reports—Bayham and Richmond Systems RECOMMENDATION 1. THAT Report PS-06115 be received for information. Respectfully Submitted by: Ed Roloson Water/Wastewater Operations Manager Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 121 of 267 ry�7 I,— Ontario Drinking-Water Systems Regulation O. Reg. 170/03 OPTIONAL ANNUAL REPORT TEMPLATE Drinking-Water System Number: 260004748 Drinking-Water System Name: Bayham Distribution System Drinking-Water System Owner: The Corporation of the Municipality of Bayham Drinking-Water System Category: WD Large Municipal Residential Period being reported: 2014 Complete if your Category is Large Municipal Complete for all other Categories Residential or Small Municipal Residential Does your Drinking-Water System serve Number of Designated Facilities served: more than 10,000 people? Yes [ ] No [x] N/A Is your annual report available to the public Did you provide a copy of your annual at no charge on a web site on the Internet? report to all Designated Facilities you Yes [x J No [ ] serve? Yes [ ] No [ Location where Summary Report required under O.Reg. 170/03 Schedule 22 will be Number of Interested Authorities you available for inspection. report to: 1 Chatham St. Did you provide a copy of your annual Port Burwell,Ont. report to all Interested Authorities you NOJ 1T0 report to for each Designated Facility? Yes [ ] No [ ] Note:For the following tables below,additional rows or columns may be added or an appendix may be attached to the report List all Drinking-Water Systems(if any),which receive all of their drinking water from your system: Drinking Water System Name Drinking Water System Number N/A Did you provide a copy of your annual report to all Drinking-Water System owners that are connected to you and to whom you provide all of its drinking water? Yes [ ]No [ ] Drinking Water Systems Regulations Page 1 of 6 (PIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 122 of 267 Ontario Ontario Drinking-Water Systems Regulation O. Reg. 170/03 Indicate how you notified system users that your annual report is available,and is free of charge. [x] Public access/notice via the web [x] Public access/notice via Government Office [ ] Public access/notice via a newspaper [x] Public access/notice via Public Request [ ] Public access/notice via a Public Library [x] Public access/notice via other method_water bills Describe your Drinking-Water System The Bayham water distribution system consists of various size transmission mains and apparatuses including 81 fire hydrants,100 main valves and 4 air release and 3 drain chambers.The location of these are mainly located in the villages of Port Burwell and Vienna.The estimated service population is less than 2000 with 820 fully metered service connections.A booster pump station is located on the transmission main to Vienna.This pump operates when the pressure drops to activate the pump which would normally occur during fire flows or main line flushing. List all water treatment chemicals used over this reporting period No chemicals used as this report is a stand alone distribution system that receives treated water. Were any significant expenses incurred to? [x ] Install required equipment [x] Repair required equipment [x] Replace required equipment Please provide a brief description and a breakdown of monetary expenses incurred $568,143---regulatory operating expenses including purchase of water Capital costs incurred for 2014 totaled$5,000 for radio water meter head replacements. Drinking Water Systems Regulations Page 2 of 6 (PIGS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 123 of 267 tlr-r1;-"ontarioDrinking-Water Systems Regulation O. Reg. 170/03 Provide details on the notices submitted in accordance with subsection 18(1)of the Safe Drinking-Water Act or section 16-4 of Schedule 16 of O.Reg.170/03 and reported to Spills Action Centre Incident Parameter Result Unit of Corrective Action Corrective Date Measure Action Date No adverse test I results during 2014 Microbiological testing done under the Schedule 10, 11 or 12 of Regulation 170/03, during this reporting period. Number Range of E.Coli Range of Total Number Range of HPC of Or Fecal Coliform of HPC Results Samples Results Results Samples (min#)-(max#) (min#)-(max#) (min#)-(max#) Raw Treated Distribution 156 0 0 156 <10- 180 Operational testing done under Schedule 7,8 or 9 of Regulation 170/03 during the period covered by this Annual Report. Number of Range of Results NOTE:(min#)-(max#) FoY continuous Samples monitors use 8760 as the Turbidity number of samples. Chlorine 730 0.20—1.43(free) Fluoride(If the DWS provides fluoridation) NOTE:Record the unit of measure if it is not milligrams per litre. Drinking Water Systems Regulations Page 3 of 6 (PIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 124 of 267 Ontario Drinking-Water Systems Regulation 0. Reg. 170103 Summary of additional testing and sampling carried out in accordance with the requirement of an approval,order or other legal instrument. Date of legal instrument Parameter Date Sampled Result Unit of Measure issued Summary of Inorganic parameters tested during this reporting period or the most recent sample results Parameter Sample Date Result Value Unit of Measure Exceedance Antimony Arsenic Barium Boron Cadmium Chromium *Lead Mercury � Selenium Sodium Uranium Fluoride Nitrite Nitrate *only for drinking water systems testing under Schedule 15.2;this includes large municipal non- residential systems,small municipal non-residential systems,non-municipal seasonal residential systems,large non-municipal non-residential systems,and small non-municipal non-residential systems Drinking Water Systems Regulations Page 4 of 6 (PIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 125 of 267 j � i Ontario Drinking-Water Systems Regulation O. Reg. 170/03 Summary of lead testing under Schedule 15.1 during this reporting period (applicable to the following drinking water systems;large municipal residential systems,small municipal residential systems,and non-municipal year-round residential systems) Number of Range of Number of Location Type Samples Alkalinity Results Exceedances (min#)—(max#) Plumbing Distribution 8 pH and 98-129 alk. 0 alkalinity only pH=736-7.75 Summary of Organic parameters sampled during this reporting period or the most recent sample results Parameter Sample Result I Unit of Exceedance Date Value Measure Alachlor Aldicarb Aldrin+Dieldrin Atrazine+N-dealkylated metobolites Azinphos-methyl Bendiocarb Benzene Benzo(a)pyrene Bromoxynil Carbaryl Carbofuran Carbon Tetrachloride Chlordane(Total) Chlorpyrifos Cyanazine Diazinon Dicamba 1,2-Dichlorobenzene 1,4-Dichlorobenzene Dichlorodiphenyltrichloroethane(DDT)+ metabolites 1,2-Dichloroethane 1,1-Dichloroethylene (vinylidene chloride) Dichloromethane 2-4 Dichlorophenol 2,4-Dichlorophenoxy acetic acid(2,4-D) Diclofop-methyl Drinking Water Systems Regulations Page 5 of 6 (MS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 126 of 267 N r Ontario Drinking-Water Systems Regulation O. Reg. 170103 Dimethoate Dinoseb Diquat Diuron Glyphosate Heptachlor+Heptachlor Epoxide Lindane(Total) Malathion Methoxychlor Metolachlor Metribuzin Monochlorobenzene Paraquat Parathion Pentachlorophenol Phorate Picloram Polychlorinated Biphenyls(PCB) Prometryne Simazine TEEM 2014 56.13 ug/L (NOTE:show latest annual average) Temephos Terbufos Tetrachloroethylene 2,3,4,6-Tetrachlorophenol Triallate Trichloroethylene 2,4,6-Trichlorophenol 2,4,5-Trichlorophenoxy acetic acid(2,4,5-T) Trifluralin Vinyl Chloride List any Inorganic or Organic parameter(s)that exceeded half the standard prescribed in Schedule 2 of Ontario Drinking Water Quality Standards. Parameter Result Value Unit of Measure Date of Sample THM 59 ug/L Jan.6/14 THM 52 ug/L April 22/14 THM 53 and 50 ug/L July 2/14 THM 85 and 67 ug/L Oct.6/14 Drinking Water Systems Regulations Page 6 of 6 (PIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 127 of 267 Ontario Drinking-Water Systems Regulation O. Reg. 170/03 OPTIONAL ANNUAL REPORT TEMPLATE Drinking-Water System Number: 260074854 Drinking-Water System Name: Richmond Community Water Inc. Drinking-Water System Owner: The Corporation of the Municipality of Bayham Drinking-Water System Category: Small Municipal Year Round Residential Period being reported: 2014 Complete if_your Category is Large Municipal Complete for all other Cate'ories. Residential or Small Municipal Residential Does your Drinking-Water System serve Number of Designated Facilities served: more than 10,000 people? Yes [ ] No[x] N/A Is your annual report available to the public Did you provide a copy of your annual at no charge on a web site on the Internet? report to all Designated Facilities you Yes [x] No [ ] serve? Yes [ ] No [x] Location where Summary Report required under O.Reg.170/03 Schedule 22 will be Number of Interested Authorities you available for inspection. report to: N/A Bayham Wastewater Treatment Plant Did you provide a copy of your annual 1 Chatham St. Port Burwell,ON report to all Interested Authorities you 519-874-4761 report to for each Designated Facility? Yes [ ] No [x] Note: For the following tables below,additional rows or columns may be added or an appendix may be attached to the report List all Drinking-Water Systems(if any),which receive all of their drinking water from your system: Drinking Water System Name Drinking Water System Number N/A Did you provide a copy of your annual report to all Drinking-Water System owners that are connected to you and to whom you provide all of its drinking water? Yes [ ] No [ I Drinking Water Systems Regulations Page 1 of 6 (FIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 128 of 267 r Ontario Drinking-Water Systems Regulation O. Reg. 170/03 Indicate how you notified system users that your annual report is available,and is free of charge. [x]Public access/notice via the web [x] Public access/notice via Government Office [ ] Public access/notice via a newspaper [x] Public access/notice via Public Request [ ] Public access/notice via a Public Library [x] Public access/notice via other method---water bills Describe your Drinking-Water System The community is serviced by two drilled overburden wells and treatment equipment upgrades including raw water softeners,nitrate filters,pre and post chlorination,post filtration,uv disinfection,on-line continuous monitoring equipment including nitrate, turbidity and chlorine.The system is monitored and alarmed by a computerized SCADA system. List all water treatment chemicals used over this reporting period Sodium Hypochlorite(12%) Were any significant expenses incurred to? [x] Install required equipment [x] Repair required equipment [x] Replace required equipment Please provide a brief description and a breakdown of monetary expenses incurred $48,336---regulatory operating expenses Drinking Water Systems Regulations Page 2 of 6 (FIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 129 of 267 tx- Ontario Drinking-Water Systems Regulation O. Reg. 170103 Provide details on the notices submitted in accordance with subsection 18(1) of the Safe Drinking-Water Act or section 16-4 of Schedule 16 of O.Reg.170/03 and reported to Spills Action Centre Incident Parameter Result Unit of Corrective Action Corrective Date Measure Action Date Jan.2/14 Sodium 157 mg/L Ongoing DWA Jan 9/14 by MOH Jan.9/14 Nitrate 15.7 mg/L resample Jan.16/14 Jan.13/14 Nitrate 18.005 mg/L resample Jan.16/14 Mar.9/14 Primary restore CL2,test Mar.13/14 disinfection and sample Microbiological testing done under the Schedule 10,11 or 12 of Regulation 170/03, during this reporting period. Number Range of E.Coli Range of Total Number Range of HPC of Or Fecal Coliform of HPC Results Samples Results Results Samples (min#)-(max#) (min#)-(max#) (min#)-(max#) Raw 24 0 0 0 Treated Distribution 108 0 0 , 108 >10-<2000 Operational testing done under Schedule 7,8 or 9 of Regulation 170/03 during the period covered by this Annual Report. Number of Range of Results Grab (min#)-(max#) NOTE:For continuous Samples monitors use 8760 as the Turbidity 8760 0.00—2.00(equip number of samples. cal) Chlorine 8760 0.00(equip cal)— 5.00(free) Fluoride(If the DWS provides NOTE:Record the unit of measure if it is not milligrams per litre. Summary of additional testing and sampling carried out in accordance with the requirement of an approval,order or other legal instrument. Drinking Water Systems Regulations Page 3 of 6 (PIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 130 of 267 r� r Ontario Drinking-Water Systems Regulation D. Reg. 170103 Date of legal instrument Parameter Date Sampled Result Unit of Measure issued Summary of Inorganic parameters tested during this reporting period or the most recent sample results Parameter Sample Date Result Value Unit of Measure Exceedance Antimony Aug.24/07 0.2 ug/L Arsenic Aug.24/07 0.3 ug/L Barium Aug.24/07 40.7 ug/L Boron Aug.24/07 33 ug/L _ Cadmium Aug.24/07 0.06 ug/L Chromium Aug.24/07 2.2 ug/L *Lead See below Mercury Aug.24/07 0.02 ug/L Selenium Aug.24/07 1 ug/L Sodium Dec/13 167 mg/L Yes-DWA Uranium Aug.24/07 0.16 ug/L Fluoride Aug.27/07 0.06 mg/L Nitrite Annual range 0.003-0.003 mg/L Nitrate Annual range 3.64-15.7 mg/L *only for drinking water systems testing under Schedule 15.2;this includes large municipal non- residential systems,small municipal non-residential systems,non-municipal seasonal residential systems,large non-municipal non-residential systems,and small non-municipal non-residential systems Summary of lead testing under Schedule 15.1 during this reporting period (applicable to the following drinking water systems;large municipal residential systems,small municipal residential systems,and non-municipal year-round residential systems) Number of Range of Lead Number of Location Type Results Samples Exceedances (min#)—(max#) Plumbing 0 Distribution 4 Alk.=204-242 0 PH=7.33-7.38 Summary of Organic parameters sampled during this reporting period or the most recent sample results Drinking Water Systems Regulations Page 4 of 6 (PIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 131 of 267 tel.,_] ir. Ontario Drinking-Water Systems Regulation 0. Reg. 170/03 Parameter Sample Result Unit of I Exceedance Date Value Measure Alachlor Aug.28/07 0.11 ug/L Aldicarb Aug.28/07 0.30 ug/L Aldrin+Dieldrin Aug.28/07 0.067 ug/L Atrazine+N-dealkylated metobolites Aug.28/07 0.12 ug/L Azinphos-methyl Aug.28/07 0.21 _ug/L Bendiocarb Aug.28/07 0.13 ug/L Benzene Aug.22/07 0.37 ug/L Benzo(a)pyrene Aug.27/07 0.004 ug/L Bromoxynil Aug.23/07 0.33 ug/L Carbaryl Aug.28/07 0.16 ug/L Carbofuran Aug.28/07 0.37 ug/L Carbon Tetrachloride Aug.28/07 0.41 ug/L Chlordane(Total) Aug.28/07 0.11 ug/L _ Chlorpyrifos Aug.28/07 0.18 ug/L Cyanazine Aug.28/07 0.18 ug/L Diazinon Aug.28/07 0.081 ug/L Dicamba Aug.28/07 0.20 ug/L 1,2-Dichlorobenzene Aug.28/07 0.50 ug/L 1,4-Dichlorobenzene Aug.28/07 0.21 ug/L Dichlorodiphenyltrichloroethane(DDT)+ Aug.28/07 0.14 ug/L metabolites 1,2-Dichloroetbaue Aug.28/07 0.43 ug/L 1,1-Dichloroethylene Aug.28/07 0.41 ug/L (vinylidene chloride) Dichloromethane Aug.28/07 0.43 ug/L 2-4 Dichlorophenol Aug.28/07 0.15 ug/L 2,4-Dichlorophenoxy acetic acid(2,4-D) Aug.28/07 0.19 ug/L Diclofop-methyl Aug.28/07 0.40 ug/L Dimethoate Aug.28/07 0.12 ug/L Dinoseb Aug.28/07 0.36 ug/L Diquat Aug.28/07 1.0 ug/L Diuron Aug.28/07 0.087 ug/L Glyphosate Aug.28/07 6.0 ug/L Heptachlor+Heptachlor Epoxide Aug.28/07 0.11 ug/L Lindane(Total) Aug.28/07 0.056 ug/L Malathion Aug.28/07 0.091 ug/L Methoxychlor Aug.28/07 0.14 ug/L Metolachlor Aug.28/07 0.092 ug/L Metribuzin Aug.28/07 0.12 ug/L Monochlorobenzene Aug.28/07 0.58 ug/L Paraquat Aug.28/07 1.0 ug/L Parathion Aug.28/07 0.18 ug/L Pentachlorophenol Aug.28/07 0.15 ug/L Drinking Water Systems Regulations Page 5 of 6 (PIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 132 of 267 Pr'Ontario Drinking-Water Systems Regulation O. Reg. 170/03 Phorate Aug.28/07 0.11 ug/L Picloram Aug.28/07 0.25 ug/L Polychlorinated Biphenyls(PCB) Aug.28/07 0.04 ug/L Prometryne Aug.28/07 0.23 ug/L Simazine Aug.28/07 0.15 ug/L TRM 2014 5.8 ug/L (NOTE:show latest annual average) Temephos Aug.28/07 0.31 ug/L Terbufos Aug.28/07 0.12 ug/L Tetrachloroethylene Aug.28/07 0.45 ug/L 2,3,4,6-Tetrachlorophenol Aug.28/07 0.14 ug/L Triallate Aug.28/07 0.10 ug/L Trichloroethylene Aug.28/07 0.38 ug/L 2,4,6-Trichlorophenol Aug.28/07 0.25 ug/L 2,4,5-Trichlorophenoxy acetic acid(2,4,5-T) Aug.28/07 0.22 ug/L Trifluralin Aug.28/07 0.12 ug/L Vinyl Chloride Aug.28/07 0.17 ug/L List any Inorganic or Organic parameter(s)that exceeded half the standard prescribed in Schedule 2 of Ontario Drinking Water Quality Standards. Parameter Result Value Unit of Measure Date of Sample Drinking Water Systems Regulations Page 6 of 6 (PIBS 4435e01)February 2008 Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 133 of 267 2014 ANNUAL SUMMARY REPORT FOR MUNICIPAL WATER SYSTEMS Report This report is a summary of water quality information for the Richmond Community Water System,Water Works#260074854,published in accordance with Schedule 22 of the Ontario's Drinking Water Systems Regulation for the reporting period of January 1,2014to December 31,2014 The Richmond Community Water System is categorized as a Small Municipal Year Round Residential Drinking Water System. Who gets a copy of the Report: The owner of the drinking—water system shall ensure that the following receive the summary report no later than March 31 for the preceding calendar year; • in the case of a drinking water system owned by a municipality,the members of the Municipal Council; • in the case of a drinking water system owned by a municipal service board established under section 195 of the Municipal Act,2001,the members of the municipal service board;or • in the case of a drinking water system owned by a corporation,the board of directors of the corporation. What must the Report contain? The report must, (a) list the requirements of the Act,the regulations,the system's approval and any order that the system failed to meet at any time during the period covered by the report and specify the duration of the failure;and (b) for each failure referred to in clause(a),describe the measures that were taken to correct the failure. Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 134 of 267 The Richmond Community Water System complied with the following Drinking Water Legislation; • Safe Drinking Water Act • O.Reg 170/03, O.Reg 128/04 • Drinking water advisories issued by the MOH for sodium and nitrates. What else must the report contain? The report must also include the following information for the purposes of enabling the owner of the system to assess the capability of the system to meet existing and planned uses of the system: • A summary of the quantities and flow rates of the water supplied during the period covered by the report; • A comparison of the summary referred to in paragraph 1 to the rated capacity and flow rates approved in the system's approval. Attachments • 2014 flows Report Prepared by; Ed Roloson,CMM III Water/Wastewater Operations Manager Overall Responsible Operator(ORO) Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 135 of 267 0 RICHMOND COMMUNITY WATER SYSTEM MONTHLY WATER CONSUMPTION cr rr, (m3) Jan. Feb. March April May June July Aug. Sept. Oct. Nov. Dec. Totals ro C 2014 East 410 377 413 397 378 483 440 471 390 304 469 439 4971 avg.daily 13 13.5 13 13.2 12.2 16.1 14.3 15.2 13 9.8 15.6 14.2 West 481 478 529 563 554 539 538 541 470 432 483 406 6014 avg. daily 15.5 17 17 18.8 17.9 18 17A 17.5 15.7 13.9 16.1 13.1 10,985 0 11) as '-d UU CD O 2014 ANNUAL SUMMARY REPORT FOR MUNICIPAL WATER SYSTEMS Report This report is a summary of water quality information for the Bayham Water Distribution System,Water Works#260004748,published in accordance with Schedule 22 of the Ontario's Drinking Water Systems Regulation for the reporting period of January 1,2014 to December 31,2014. The Bayham Water Distribution System is categorized as a Class I,Large Municipal Residential Drinking Water System. Who gets a copy of the Report: The owner of the drinking—water system shall ensure that the following receive the summary report no later than March 31 for the preceding calendar year; • in the case of a drinking water system owned by a municipality,the members of the Municipal Council; • in the case of a drinking water system owned by a municipal service board established under section 195 of the Municipal Act,2001,the members of the municipal service board;or • in the case of a drinking water system owned by a corporation,the board of directors of the corporation. What must the Report contain? The report must, (a) list the requirements of the Act,the regulations,the system's approval and any order that the system failed to meet at any time during the period covered by the report and specify the duration of the failure;and (b) for each failure referred to in clause(a),describe the measures that were taken to correct the failure. Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 137 of 267 The Bayham Water Distribution System complied with the following Drinking Water Legislation; • Safe Drinking Water Act • O.Reg 170/03, O.Reg 128/04 • System Drinking Water Licence#061-101 Note:MOE inspection conducted on December 12,2014 indicates full compliance as a 100%score was achieved. What else must the report contain? The report must also include the following information for the purposes of enabling the owner of the system to assess the capability of the system to meet existing and planned uses of the system: • A summary of the quantities and flow rates of the water supplied during the period covered by the report; • A comparison of the summary referred to in paragraph 1 to the rated capacity and flow rates approved in the system's approval. Attachments • 2014 flows Report Prepared by; Ed Roloson,CMM III Water/Wastewater Operations Manager Overall Responsible Operator(ORO) Report PS-06/15 by Ed Roloson re Annual Compliance Reporting... Page 138 of 267 ° MUNICIPALITY OF BAYHAM MONTHLY WATER CONSUMPTION (m3) cr ° Jan. Feb. March April May June July Aug. Sept. Oct. Nov. Dec. Totals CDCD 2014 Pt.Burwell 8941 4387 5638 6137 7406 8711 8587 9883 6241 6932 5052 5182 83,097 avg.daily 288.42 156.68 181.88 204.57 238.9 290.37 277 318.8 208 223.61 168.4 167.16 ° Vienna 3692 3135 4035 3455 4267 5650 8427 6937 3658 3857 3221 3729 54,063 avg.daily 119.1 111.96 130.16 115.16 137.64 188.33 271.84 223.77 121.93 124.42 107.37 120.29 Lake View 13,457 9055 10,289 10,872 11,292 14,921 21,012 18,957 10,403 12,200 9449 10,223 152,130 ro avg.daily 434.1 323.39 331.9 362.4 364.29 497.37 677.81 611.51 346.77 393.55 314.97 329.77 7ci 2013 Pt.Burwell 5254 8181 5691 5968 7345 8789 10041 11129 9929 9441 8932 8489 99189 avg.daily 169.5 292.2 183.6 198.9 236.9 292.9 323.9 359 331 304.5 297.8 273.8 Vienna 3623 3623 3924 3806 4819 4535 4509 4610 2036 3436 4856 4506 48283 avg.daily 116.9 129.4 126.6 126.9 155.5 151.2 145.5 148.7 68 110.8 161.9 145.4 Lake View 9128 11804 9973 9774 13434 11945 16818 16975 15581 14313 13710 13180 156635 avg.daily 294.5 421.6 321.7 325.8 433.4 398.2 542.5 547.6 519.4 461.7 457 425.2 UQ L9Z JO ON 9aBd •••10z-I£9Z M>?Z-Ag 5utuoz jo guissud all jo aotloN lad Suiuunld ANMG4F, r"..4-- ;� PLANNING ACT f--- 6/4------ `+�lIc'tlarPty is o�s NOTICE OF THE PASSING OF ZONING BY-LAW Z631-2014 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham gave Third Reading and finally passed By-law No. Z631-2014 on the 5t' day of February, 2015 under Section 34 of THE PLANNING ACT. AND TAKE NOTICE that any person or agency may appeal to the Ontario Municipal Board in respect of the By-law by filing with the Clerk of the Municipality of Bayham not later than the 26"' day of February 2015,a notice of appeal setting out the objection to the By-law and the reasons in support of the objection. ONLY INDIVIDUALS, CORPORATIONS AND PUBLIC BODIES may appeal a zoning by-law to the Ontario Municipal Board. A notice of appeal may not be filed by an unincorporated association or group. However, a notice of appeal may be filed in the name of an individual who is a member of the association or group. NO PERSON OR PUBLIC BODY shall be added as a party to the hearing of the appeal unless,before the by-law was passed,the person or public body made oral submissions at a public meeting or written submissions to the council or, in the opinion of the Ontario Municipal Board, there are reasonable grounds to add the person or public body as a party. THE PURPOSE of the zoning amendment is to change the zoning on approximately 400 m2 (0.1 acres) of land from the Institutional(1)Zone to the Village Residential(R1)Zone. The subject lands are located on Registered Plan 12,Part Market Square Reg., at the southwest corner of Pitt Street and Erieus Street, and known municipally as 24 Pitt Street in the Village of Port Burwell. THE EFFECT of this amendment would be to accommodate a change in use of the subject lands from. institutional in nature to residential in accordance with the `Village–Residential' policies of the Official Plan. The complete By-law is available for inspection in the municipal office during regular office hours. KEY MAP DATED AT THE MUNICIPALITY OF BAYHAM MUNICIPALITY OF BAYHAM THIS 6th DAY OF FEBRUARY / // ( _ ' IIII 2015. ,��/ 11 wtsrraens! • - 1I I I S• Margaret Underhill +f Ili , Planning Coordinator/Deputy �►au:INGTOVsr Clerk r...""--1 ' I - �'r`� Municipality of Bayham 4f- t NM g I P.O.Box 160,9344 Plank Rd ) —A- -w��A Straffordville,ON,NOJ 1Y0 I Tel:519-866-5521 im 4 mrsr\__\_ ----- 1141 Fax: 519-866-3884 �� Th- 1 munderhill6i bayham.on.ca SUBJECT LANDS —1 11111111 I 1 1 1I axote sr PORT BURWELL ' I r NOTE: The fee for filing an objection or appeal of a Zoning By-law to the Ontario Municipal Board is presently set at$125.00 by the Province of Ontario. 1*P11"*'-;; File:A-06/14 MUNICIPALITY OF BAYHAM COMMITTEE OF ADJUSTMENT oiy Y.Y°. CERTIFIED NOTICE OF DECISION The members of the Committee of Adjustment for the Municipality of Bayham concur the following was the Decision for File No.A-06/14 at a meeting held on February 5,2015 at the Municipality of Bayham Offices,9344 Plank Road,Straffordville Ontario. OWNER: Paul Ward 48424 Rush Creek Line RR 2 Aylmer ON N5H 2R2 PROPERTY LOCATION: Roll#34-01-000-007-09700 described as Richmond Road,Richmond APPLICATION: 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 variances to allow: Relief from Municipality of Bayham Zoning By-law Z456-2003: • Section 9.13-Minimum Front Yard Depth-a front yard depth(from Richmond Road)of 47.0 meters,where 7.0 metres is currently permitted,and; • Section 9.9-Minimum Side Yard Width-an exterior side yard width(from Hoover Valley Road)of 7.0 metres,where 4.5 metres Is currently permitted,and; • Section 9.10-Minimum Rear Yard Depth-a rear yard depth(from unopened road allowance)of 7.0 metres,where 9.0 metres is currently permitted. 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 does not change the use of the property • the variance maintains the general intent and purpose of the Official Plan and Zoning By-law CONCURRING MEMBERS: Tom Southwick,Randy Breyer,Wayne easier,Ed Ketchabaw(Paul Ens absent) 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 by filing with the undersigned,not later than the 25th day of FEBRUARY 2015,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. A"Notice of No Appeal"will be sent to the applicant if no appeal is received within the time prescribed. CERTIFICATION: I hereby certify this to be a true copy of the Decision of the Municipality of Bayham Committee of Adjustment and this Decision was unanimous of the Members who heard the application. DATED at th Municip� of : ;am this 5th day of February 2015. %.41 r -- Ma _aret Underhill Secretary-Treasurer Committee of Adjustment Certified Notice of Decision re Ward Page 141 of 267 $AY REPORT o DEVELOPMENT SERVICES Ortinity I9 ' TO: Mayor&Members of Council FROM: Margaret Underhill, Deputy Clerk/Planning Coordinator DATE: February 19,2015 REPORT: DS-12/15 FILE NO. C-071 T08 SUBJECT: Road Allowance—Between Concessions 9&10,Lots 14,15&16(Best Line) (T09.BESTLI) BACKGROUND: On April 17,2014 Council passed the following resolution directing staff to proceed with the stop up, close and conveyance of part of an unopened road allowance(Best Line): Resolution#2014-191 "THAT staff be directed to initiate required procedures pursuant to the Municipal notice by-law to close a portion of the unopened road allowance between Concession 9 and 10 in Lots 14 and 15,provided the applicants pay required expenses; THAT the subject lands be declared surplus to the Municipality's needs; AND THAT upon closure of the road, the lands be conveyed to the applicant at the appraised value." DISCUSSION: Council directed staff to pursue the process to stop up, close and convey a portion of the Best Line unopened road allowance at the full cost to the Applicant: • Administration Fee-paid by Best Line Farms Ltd. • Reference Plan—Kim Husted's Surveying completed and registered a survey • Advertising—A Notice of Intent to pass a by-law at the February 19,2015 meeting was published in accordance with the municipal notice by-law • Appraisal—an appraisal was conducted by Agri Choice Real Estate Appraisals Inc. determining the fair market value of said lands is$4000.00. • No comments have been submitted from abutting landowners in this regard ATTACHMENTS 1. Copy of Notice of Intent to Pass a By-law 2. Draft By-law 2015-016 stop up, close and convey Report DS-12/15 by Margaret Underhill,Deputy Clerk/Planning... Page 142 of 267 Staff Report DS-12/15 Page 2 RECOMMENDATION 1. THAT Report DS-12/15 be received for information; 2. AND THAT By-Law 2015-016 being a by-law to stop up and close for the purpose of conveyance part of the unopened road allowance between Concession 9 and 10 in Lots 14, 15 and 16 in the Municipality of Bayham, in the County of Elgin, designated as Part 1 on Registered Plan 11 R-9859 be presented for enactment; 3. AND THAT staff be directed to complete the necessary steps to convey said lands to Best Line Farms Ltd.for the appraised market value of$4000.00 plus any additional costs incurred by the municipality for the said conveyance. Respectfully Submitted by: Reviewed by: &'/, - Marg ret Underhill ul S p ,400001111111P1- - Deputy Clerk/Planning Coordinator "Administrator Report DS-12/15 by Margaret Underhill,Deputy Clerk/Planning... Page 143 of 267 / :Qry 57;: •a, THE CORPORATION OF THE MUNICIPALITY OF BAYHAM �i ".� NOTICE OF INTENTION TO PASS A BY-LAW TO 1 o�<A STOP UP, CLOSE AND CONVEY PART OF A ROAD ALLOWANCE AP01.tuaity 1 O TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham at its meeting held April 17, 2014 declared the subject lands as surplus to the Municipality's needs and at its meeting to be held in Council Chambers at 9344 Plank Road, Straffordville, Ontario on Thursday, February 19,2015 at 7:00 p.m.will consider a By-law: 1. to stop up, close and convey part of the unopened road allowance between Concessions 9 and 10 in Lots 14, 15 and 16 east of Best Line,west of Carson Line of the Municipality of Bayham, in the County of Elgin, The subject lands are as shown on the key map below. Further information may be obtained from the Municipal Office during regular business hours of Monday through Friday, 8:30 a.m.— 4:30 p.m. Written comments may be submitted to the address below. Council will hear in person or by counsel, solicitor or agent,any person who claims that their lands will be prejudicially affected and who applies in writing to be heard by calling the Clerk or Deputy Clerk on or before 12:00 noon,Thursday February 12,2015. Dated at the Municipality of Bayham this 4'h day of February 2015. KEY MAP Margaret Underhill, Deputy Clerk/Planning Coordinator MUNICIPALITY OF BAYHAM Municipality of Bayham ,'` P.O. Box 160, 9344 Plank Rd — Straffordville, ON NOJ 1Y0 `'�`''-w-,-.�., 1' Tel: 519-866-5521 f>,r, 3A S , , r= . Fax: 519-866 3884 *. % LOT 17 18 3. 1 underh-III bayham.on.ca L,r, .a r swim LANDS I I/Vr: ;5\./ .or 1x ""s- I'',"71LOT14 1.o,' 1iOTI it,r OCIT 11 I Report DS-12/15 by Margaret Underhill,Deputy Clerk/Planning... Page 144 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW 2015.016 BEING A BY-LAW TO STOP UP, CLOSE AND CONVEY PART OF THE UNOPENED ROAD ALLOWANCE BETWEEN CONCESSION 9 AND 10 IN LOTS 14, 15 AND 16, IN THE MUNICIPALITY OF BAYHAM, IN THE COUNTY OF ELGIN, DESIGNATED AS PART 1 ON REGISTERED PLAN 11R-9859(BEST LINE) WHEREAS Section 11 of the Municipal Act,2001,S.O.2001,c.25 as amended provides that a lower tier municipality may pass by-laws respecting Highways,including parking and traffic on highways; AND WHEREAS Section 8 of the said Municipal Act provides that a municipality has the capacity, rights, powers,and privileges of a natural person for the purpose of exercising its authority under this or any other Act; AND WHEREAS the subject lands were declared surplus to the Municipality's needs on April 17, 2014 and the Notice of Intention to Pass a By-law to stop up,close and convey that part of the road allowance was posted on the municipal website on February 2,2015 and published in the Tillsonburg Independent News on February 4,2015; THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT upon and after the passing of this By-law that portion of the unopened road allowance between Concessions 9 and 10 in Lots 14, 15 and 16 according to Registered Plan 11R-9859 of the Municipality of Bayham,formerly Township of Bayham, in the County of Elgin,designated as Part 1 be and is hereby stopped up and closed for the purpose of conveyance to Best Line Farms Inc. 2. THAT this by-law shall take effect upon the date of its registration in the Land Titles Division for the County of Elgin(No. 11). 3. THAT the Clerk or designate is hereby authorized to amend the parcel designation noted in this By-law, if necessary,upon registration of this By-law. READ A FIRST AND SECOND TIME this 19"'day of February 2015. READ A THIRD TIME AND FINALLY PASSED this 19th day of February 2015. MAYOR CLERK Report DS-12/15 by Margaret Underhill,Deputy Clerk/Planning... Page 145 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/05/2015 2:55PM Accounts Payable Royal Bank Cheque Register- 02/05/2015 Invoice Invoice Cheque Cheque Payee Number Date Type Amount Number 001647 1255475 ONTARIO LTD 864231 SOAP,DRIVEWAY MARKERS 01/16/2015 I 26.78 018157 864421 WIRE 01/19/2015 I 16.79 018157 864422 CREDIT-WIRE 01/19/2015 C -14.69 018157 Cheque Amount- 28.88 000023 AAROC AGGREGATES LTD 27531 WINTER SAND 01/24/2015 I 4,189.22 018158 Cheque Amount- 4,189.22 000091 BARRY R.CARD 212015-90 LEGAL SERVICES 02/02/2015 f 1,775.38 018159 212016-90 LEGAL SERVICES 02/02/2015 2,544.20 018159 Cheque Amount- 4,319.58 000154 CANADIAN KOOL WATER 14292 WATER BOTTLES 02/03/2015 I 50.00 018160 Cheque Amount- 50.00 001231 CENTRAL ELGIN FIRE RESCUE 089/14 FIRE COMMUNICATIONS SYSTEM 01/29/2015 I 76.47 018161 095/14 FIRE COMMUNICATIONS SYSTEM 01/29/2015 I 130.83 018161 Cheque Amount- 207.30 000272 DYNAMIC FLUID PRODUCTS INC 1-54767-0 HOSE ASSEMBLY 01/16/2015 I 49.29 018162 Cheque Amount- 49.29 001708 EASTLINK 8127522450139559Jan OFFICE INTERNET 01/24/2015 I 565.00 018163 Cheque Amount- 565.00 002415 GORD HUNT CUPE Dec2-Jan6 CUPE NEGOTIATIONS 02/01/2015 I 1,365.00 018164 Fire Dec9-Jan19 FIRE NEGOTIATIONS 02/01/2015 I 507.50 018164 travel TRAVEL ALLOWANCE 02/01/2015 I 187.29 018164 Cheque Amount- 2,059.79 000446 JACKIE RINGLAND Jan16-Feb16/15 MANAGER FEES 02/05/2015 I 856.61 018165 Cheque Amount- 856.61 001975 JLH COMPUTING laptop rental LAPTOP RENTAL,WEBSITE HOST 01/21/2015 I 281.37 018166 Cheque Amount- 281.37 000157 K&S WINDSOR SALT LTD. 5300171754 BULK SAFE-T-SALT 01/28/2015 V 3,029.50 018167 Page 1 Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 146 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/05/2015 2:55PM Accounts Payable Royal Bank Cheque Register- 02/05/2015 Invoice Invoice Cheque Cheque i Payee Number Date Type Amount Number Cheque Amount- 3,029.50 000506 KIM HUSTED SURVEYING LTD JOB 14-11140 SURVEY-FIREHALL 01/28/2015 I 1,993.61 018168 JOB 14-11140MS SURVEY-MARKET SQUARE 01/28/2015 i 2,629.06 018168 Cheque Amount- 4,622.67 000510 KLASSEN AUTO PARTS 1-210226 BULBS,SEALS,BATTERIES 02/01/2015 I 248.33 018169 1-210477 CLAMPS 01/06/2015 I 9.63 018169 1-210540 HEADLAMP,GLOVES,OIL 01/07/2015 i 101.36 018169 1-210556 OIL 01/07/2015 i 34.24 018169 1-210583 WIPERS 01/07/2015 41.08 018169 1-210832 MEASURING TAPE 01/09/2015 i 3.07 018169 1-211004 WASHER FLUID 01/12/2015 i 27.03 018169 1-211140 OIL FILTER,CLEANER,OIL 01/14/2015 I 176.09 018169 1-211244 LUBRICANT 01/14/2015 ! 10.76 018169 1-211282 LED WARNING LIGHT 01/15/2015 I 775.88 018169 1-211685 GROMMETS,WIRE 01/20/2015 I 133.34 018169 1-211698 TRAILER PLUG 01/20/2015 i 14.23 018169 1-211884 CLAMPS,BULBS 01/20/2015 i 17.67 018169 1-212169 TAPE,PLASTIC,PAINT 01/26/2015 i 222.73 018169 1-212266 HEADLAMP,LIGHTS,BATTERIES 01/27/2015 i 111.18 018169 1-212319 ETCH PRIME GRAY 01/27/2015 109.61 018169 1-212320 ENAMEL 01/27/2015 18.85 018169 1-212429 TOWELS 01/28/2015 I 46.39 018169 1-212474 ENAMEL 01/29/2015 I 18.85 018169 1-212490 FOAM TAPE 01/29/2015 I 9.18 018169 1-212527 CLAMPS,CLEANER,KNIFE 01/29/2015 I 60.32 018169 1-212571 NYLON INSERT,HEX SCREW 01/30/2015 I 4.14 018169 Cheque Amount- 2,193.96 000537 LERNERS LLP 32151729 LEGAL SERVICES 12/31/2014 I 566.13 018170 Cheque Amount- 566.13 001422 LIONS CLUB OF STRAFFORDVILLE 02 REFUND PART LOTTERY LICENCE 02/04/2015 I 317.10 018171 Cheque Amount- 317.10 000555 LONG POINT REGION CONSERVATION IN00519 2015 LEVY-1ST QRTR 01/20/2015 I 14,700.50 018172 Cheque Amount- 14,700.50 000617 MUDFORD FAMILY MARKET Page 2 Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 147 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/05/2015 2:55PM Accounts Payable Royal Bank Cheque Register- 02/05/2015 ' Invoice Invoice Cheque Cheque Payee Number Date Type Amount Number 00001136 SUPPLIES 08/14/2014 I 8.58 018173 00017115 SUPPLIES 11/03/2014 I 8.08 018173 00021638 SUPPLIES 11/27/2014 I 21.51 018173 00022928 SUPPLIES 12/04/2014 7.29 018173 00024422 SUPPLIES 12/12/2014 10.78 018173 00024953 SUPPLIES 12/15/2014 25.93 018173 00026227 SUPPLIES 12/22/2014 I 8.48 018173 00028321 SUPPLIES 01/05/2015 I 8.17 018173 00029528 SUPPLIES 01/12/2015 I 16.08 018173 00032121 SUPPLIES 01/27/2015 I 14.78 018173 00032291 SUPPLIES 01/28/2015 I 13.37 018173 Cheque Amount- 143.05 000633 NATURAL RESOURCE GAS LIMITED E12378-01 Jan STRAF FIREHALL 01/22/2015 I 1,029.74 018174 E20469-01 Jan RICHMOND WATER STATION 01/22/2015 133.07 018174 E22380-01 Jan PUMP#5 01/22/2015 r 18.14 018174 E24200-01 Jan SCC 01/22/2015 I 670.09 018174 E45407-01 Jan OFFICE 01/22/2015 I 580.71 018174 E45409-01 Jan PUMP#2 01/22/2015 I 16.68 018174 E45410-01 Jan LIBRARY 01/22/2015 I 162.54 018174 E51600-01 Jan GARAGE 01/22/2015 i 2,173.86 018174 F19290-01 Jan EDISON MUSEUM 01/23/2015 I 388.54 018174 F20600-01 Jan VCC 01/23/2015 I 42.12 018174 F26864-01 Jan PUMP#6 01/23/2015 I 18.13 018174 Jan G06305-01 MARINE MUSEUM 01/23/2015 I 514.59 018174 Jan G06307-01 PB FIREHALL 01/23/2015 15.26 018174 Jan G40407-01 PB WORKS GARAGE 01/23/2015 624.13 018174 Jan G79205-02 FIREHALL-NOVASCOTIA LINE 01/23/2015 1 838.84 018174 JanG06210-01 PB LIBRARY 01/23/2015 I 259.12 018174 Cheque Amount- 7,485.56 001530 NORTRAX 300163 OIL FILTERS 01/27/2015 I 113.72 018175 Cheque Amount- 113.72 000658 OMERS 041000 Form 105 FORM 105 CONTRIBUTION 02/05/2015 I 1,590.61 018176 041000 contribution FORM 105 CONTRIBUTION 12/31/2014 I 1,590.61 018176 Cheque Amount- 3,181.22 001482 SUN MEDIA CORPORATION DM01350482 NOTICE OF INTENTION 01/23/2015 I 183.51 018177 Page 3 Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 148 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/05/2015 2:55PM Accounts Payable Royal Bank Cheque Register- 02/05/2015 Invoice Invoice Cheque Cheque Payee Number Date Type Amount Number Cheque Amount- 183.51 002363 THINKDOX INC. 0000020715 FULL USER LICENSES 01/29/2015 I 5,623.45 018178 Cheque Amount- 5,623.45 002332 TUC MANAGED IT SOLUTIONS LTD. CW23562 COMPUTER SERVICE/SUPPORT 01/29/2015 I 1,331.99 018179 Cheque Amount- 1,331.99 Cheque Run Total- 56,099.40 Page I Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 149 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/05/2015 3:09PM Accounts Payable Royal Bank Cheque Register- 02/05/2015 Invoice Invoice Cheque Cheque —1 IPayee Number Date Type Amount Number 002275 PITNEY WORKS 03 POSTAGE 02/05/2015 I 3,390.00 018180 Cheque Amount- 3,390.00 Cheque Run Total• 3,390.00 Page Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 150 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/12/2015 2:45PM Accounts Payable Royal Bank Cheque Register- 02/12/2015 1 , Invoice Invoice Cheque Cheque 1 Payee Number Date Type Amount Number J 001583 AUTO PARTS CENTRES 4462324 COMPRESSED GAS 01/23/2015 I 54.92 018181 Cheque Amount- 54.92 000075 AYLMER EXPRESS 0000189048 HALL RENTALS,ROAD ALLOWANC 01/30/2015 I 126.56 018182 Cheque Amount- 126.56 001690 DOWLER-KARN 000048 UNLEADED GAS 01/02/2015 1 1,164.40 018183 000070 UNLEADED GAS 01/09/2015 697.82 018183 000089 UNLEADED GAS 01/21/2015 I 258.08 018183 000096 UNLEADED GAS 01/27/2015 648.73 018183 003165 DYED DIESEL 01/02/2015 i 533.87 018183 003166 CLEAR DIESEL 01/02/2015 1,046.91 018183 003214 DYED DIESEL 01/07/2015 419.38 018183 003215 CLEAR DIESEL 01/07/2015 I 1,327.26 018183 003242 CLEAR DIESEL 01/09/2015 I 1,690.57 018183 003299 CLEAR DIESEL 01/21/2015 1,324.38 018183 003300 DYED DIESEL 01/21/2015 785.27 018183 003307 CLEAR DIESEL 01/23/2015 I 911.80 018183 19687 CLEAR DIESEL 01/13/2015 i 1,586.78 018183 19720 CLEAR DIESEL 01/16/2015 I 1,468.24 018183 19721 DIESEL DYED 01/16/2015 825.28 018183 19722 UNLEADED GAS 01/16/2015 i 524.08 018183 2998400 OIL 01/02/2015 I 938.18 018183 3006399 DIESEL EXHAUST FLUID 01/14/2015 I 354.71 018183 3006399C CREDIT-FLUID 01/16/2015 C -174.02 018183 Cheque Amount- 16,331.72 000322 EVANS UTILITY 0000147259 SULFURIC ACID 02/05/2015 I 72.26 018184 Cheque Amount- 72.26 000357 G&K SERVICES CANADA INC 1518406605 FLOOR MATS-FIREHALL 02/09/2015 I 48.22 018185 1518406610 FLOOR MATS,SHOP TOWELS 02/09/2015 I 324.88 018185 Cheque Amount- 373.10 000376 GIBSON BENNETT File#S14-574 TRSFR-GREEN LINE BL#2014-087 02/03/2015 I 1,987.40 018186 Cheque Amount- 1,987.40 002415 GORD HUNT fire negotiations FIRE NEGOTIATIONS 02/04/2015 I 245.00 018187 Page 1 Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 151 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/12/2015 2:45PM Accounts Payable Royal Bank Cheque Register- 02/12/2015 Invoice Invoice Cheque Cheque -I Payee Number Date Type Amount Number negotiations CUPE NEGOTIATIONS-EXPENSE: 02/12/2015 I 654.49 018187 negotiations-cupe CUPE NEGOTIATIONS 02/06/2015 I 1,995.00 018187 Cheque Amount- 2.894.49 002417 HERCS TRUCK SERVICE&REPAIR LTD HT01641 REPLACE HEAD GASKET 01/12/2015 I 5,274.79 018188 HT01657 INTAKE GASKET 01/15/2015 I 47.43 018188 Cheque Amount- 5,322.22 000427 HYDRO ONE NETWORKS INC Feb 200008419264 INTERP CENTRE 02/06/2015 I 41.92 018189 Feb 200016501485 BOOSTER PUMP 02/06/2015 99.58 018189 Feb 200017917685 PB LIBRARY 02/06/2015 168.59 018189 Feb 200026209367 FIREHALL-NOVASCOTIA LINE 02/06/2015 640.10 018189 Feb 200028297897 VIENNA STL 02/03/2015 I 977.26 018189 Feb 200028301739 RICHMOND RD PUMP 02/06/2015 I 388.62 018189 Feb 200028502207 PB STL HWY 19 02/03/2015 I 2,151.92 018189 Feb 200033005532 MACNEIL CRT STL 02/03/2015 I 41.30 018189 Feb 20004734456 EAST BEACH WASHROOMS 02/06/2015 I 51.23 018189 Feb 200060580006 PB BALL PARK 02/06/2015 I 75.78 018189 Feb 200067775786 STRAF STL 02/03/2015 I 1,496.13 018189 Feb 200070323048 MARINE MUSEUM 02/06/2015 I 194.15 018189 Feb 200073429371 BOAT LAUNCH 02/06/2015 54.09 018189 Feb 200089740933 RICHMOND STL 02/03/2015 I 265.83 018189 Feb 200091397411 EDEN COMMUNITY CENTRE 02/06/2015 I 143.31 018189 Feb 200099048889 LIGHTHOUSE 02/06/2015 I 79.01 018189 Feb 200112248670 CORINTH STL 02/03/2015 363.40 018189 Feb 200114248991 EDEN STL 02/03/2015 802.12 018189 Feb 200118131924 EDISON MUSEUM 02/06/2015 I 94.16 018189 Feb 200123277772 PB FIREHALL 02/06/2015 I 69.49 018189 Feb 200124722163 VIENNA COMMUNITY CENTRE 02/06/2015 I 1,559.92 018189 Cheque Amount- 9,757.91 000437 ISW SYSTEMS&SERVICES 5307 SERVICE OVERHEAD DOORS 02/06/2015 I 668.96 018190 Cheque Amount- 668.96 000157 K&S WINDSOR SALT LTD. 5300174174 BULK SAFE-T-SALT 02/04/2015 3,028.77 018191 5300174739 BULK SAFE-T-SALT 02/05/2015 1 5,995.85 018191 Cheque Amount- 9,024.62 000510 KLASSEN AUTO PARTS 1-212594 HEATER HOSE.DEXCOOL 01/30/2015 I 47.69 018192 Page 2 Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 152 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/12/2015 2:45PM Accounts Payable Royal Bank Cheque Register- 02/12/2015 r--Invoice Invoice Cheque Cheque +Payee Number Date Type Amount Number 1-212604 CLAMPS 01/30/2015 I 1.58 018192 Cheque Amount- 49.27 002262 KRAHN'S AUTO REPAIRS&SALES 14929 REPLACE FRONT SHOCK 01/06/2015 I 200.37 018193 Cheque Amount- 200.37 000526 LAEMERS TRUCKING LTD January'15 SNOWPLOWING 01/30/2015 1 6,525.75 018194 Cheque Amount- 6,525.75 001470 LEANN WALSH 32921 HANDHELD BARCODE SCANNER 02/09/2015 I 210.86 018195 staples supplies SUPPLIES 02/05/2015 I 1,049.30 018195 Cheque Amount- 1,260.16 001480 NEVTRO SALES(2004)LTD 74995 CHLORINE 02/04/2015 I 82.47 018196 Cheque Amount- 82.47 000647 NORFOLK DISPOSAL SERVICES 0000278929 GARBAGE DISPOSAL 01/31/2015 . 39,149.05 018197 0000280862 PURGE FILES 02/10/2015 I 88.84 018197 Cheque Amount- 39,237.89 002416 ONTARIO ONE CALL 201554298 NOTIFICATIONS/LOCATES 01/31/2015 I 26.89 018198 Cheque Amount- 26.89 001484 PELMOREX CANADA INC. 265-100499 LOCAL AREA FORECAST 01/31/2015 I 339.00 018199 Cheque Amount- 339.00 000706 PITNEY BOWES 992133564218 COMPREHENSIVE SERVICE 02/03/2015 I 715.25 018200 Cheque Amount- 715.25 000727 PUROLATOR COURIER LTD 426619283 COURIER SERVICE 01/30/2015 I 30.09 018201 426687108 COURIER SERVICE 02/0612015 I 39.49 018201 Cheque Amount- 69.58 000737 RAMONA PEIDL 232802 JAN'15 MONTHLY CLEANING 01/31/2015 I 1,146.95 018202 232803 JAN'15 VCC CLEANING 01/31/2015 ! 1,677.49 018202 Cheque Amount- 2,824.44 000743 RBC ROYAL BANK Page 3 Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 153 of 267 2014,04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/12/2015 2:45PM Accounts Payable Royal Bank Cheque Register- 02/12/2015 Invoice Invoice Cheque Cheque Payee Number Date Type Amount Number 4516050005279124 Ja STAPLES-OFFICE SUPPLIES 01/13/2015 I 92.23 018203 4516050005279124 Jan ONTARIO GOOD ROADS 01/05/2015 I 627.15 018203 J'4516050005279124 SERVICE ONTARIO 01/14/2015 I 7.00 018203 Ja 4506050005279124 SERVICE ONTARIO 01/13/2015 I 14.00 018203 Jan 4516050005279124 MEMBERSHIP DUES 01/08/2015 I 220.35 018203 Cheque Amount- 960.73 001569 SIMON WAGLER HOMES INC 56246 Donnelly Drive REFUND BLDG DEPOSIT 02/05/2015 I 1,500.00 018204 Cheque Amount- 1,500.00 000857 STRONGCO EQUIPMENT 801223 STARTERS 02/04/2015 I 865.87 018205 801871 ELECTRIC CABLE 02/05/2015 1 160.74 018205 801872 CORE STARTER 02/05/2015 C -146.06 018205 Cheque Amount- 880.55 002246 SWISH MAINTENANCE LIMITED S037389/E GPS DATA FEES 01/30/2015 I 289.28 018206 Cheque Amount- 289.28 002363 THINKDOX INC. 0000020723 SERVICE HOURS-VADIM 02/12/2015 I 15,848.25 018207 Cheque Amount- 15,848.25 002328 TOWNSHIP OF SOUTH-WEST OXFORD F01-2015 ICE RESCUE TRAINING 01/30/2015 I 2,625.00 018208 Cheque Amount- 2,625.00 002039 TOWNSHIP OF SOUTHWOLD 024460 TAX SEMINAR TRAINING 12/31/2014 I 964.72 018209 Cheque Amount- 964.72 000930 TSC STORES L.P. 181013725 SIGNS 01/15/2015 I 9.02 018210 181014773 PAINT,HOOKS 01/21/2015 I 68.16 018210 181015103 SALT SELECT 01/23/2015 69.77 018210 181017043 GLOVES,DRIVEWAY MARKERS 12/08/2014 85.17 018210 181019558 GLOVES,HOOOIE,LIGHT 12/19/2014 i 56.32 018210 181030403 LOCK PINS,WASHER FLUID 12/22/2014 I 39.67 018210 181032282 SALT SELECT 01/09/2015 I 69.77 018210 Cheque Amount- 397.88 002332 TUC MANAGED IT SOLUTIONS LTD. CW24014 SERVICE AGREEMENT 02/01/2015 I 1,433.12 018211 INV101185 COPIER READING 02/04/2015 I 147.00 018211 Page 4 Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 154 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/12/2015 2:45PM Accounts Payable Royal Bank Cheque Register- 02/12/2015 Invoice Invoice Cheque Cheque I Payee Number Date Type Amount Number INV101186 COPIER READING 02/04/2015 I 113.27 018211 Cheque Amount- 1,693.39 000942 VALLEY BLADES MITED 174748 PLOW BOLTS,HEX NUTS,WASHE 02/05/2015 I 250.01 018212 Cheque Amount- 250.01 002391 WARD&UPTIGROVE 014400.CONS-BC ORGANIZATIONAL REVIEW 01/30/2015 I 8,814.00 018213 Cheque Amount- 8,814.00 000966 WEBER'S WELDING&MFG 20349 PLOW WING ARM BRACKETS 02/05/2015 I 257.64 018214 Cheque Amount- 257.64 001059 WILLIAM KNIFTON oboa-expense CONFERENCE EXPENSE 02/12/2015 I 226.20 018215 Cheque Amount- 226.20 002408 WORK EQUIPMENT 36977 RENTAL FEE-TRACKLESS 01/05/2015 I 3,051.00 018216 Cheque Amount- 3,051.00 Cheque Run Total- 135,703.88 Page 5 Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 155 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/12/2015 3:44PM Accounts Payable Royal Bank Cheque Register- 02/12/2015 I Invoice Invoice Cheque Cheque Payee Number . Date Type Amount Number 000358 G.TAYLOR&ASSOCIATES 2015 Insurance 2015 INSURANCE 02/04/2015 I 122,061.04 018217 Cheque Amount- 122,061.04 Cheque Run Total- 122,061.04 Page Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 156 of 267 2014.04.01 8.0 9759 MUNICIPALITY OF BAYHAM 02/13/2015 9:18AM Accounts Payable Royal Bank Cheque Register- 02/13/2015 Invoice Invoice Cheque Cheque IPayee Number Date Type Amount Number 002035 VANCE CZERWINSKI OGRA expense OGRA CONFERERNCE 02/13/2015 I 640.00 018218 Cheque Amount- 640.00 Cheque Run Total- 640.00 Page 1 Cheque Register being Cheque#018157 to Cheque#018218 inclu... Page 157 of 267 n n 42,0 n ac c ,-.- n 2. ADP CANADA RUN: FEB 3 2015 NO: 6 n ' PAYROLL TECHNOLOGIES PAGE: 510 cm DAILY U P DAT E REPORT n 80RW C 0 MPA N Y 1 0TA L S HST REG: 100057413RT0004 ,n MUNICIPALITY OF BAYHAM COMPANY PAGE: 3 n DEBIT DATE: FEB 4, 2015 It 0 TOT PACKETS - 2 DATE OF PAY: FEB 6, 2015 00 .- Ln CURRENT ADJUST-DR ADJUST-CR CURRENT TOTAL YTD ADJUST YTD TOTAL J p FEDL TAX 9,195.61 9,195.61 27,626.26 FEDL TAX n NR TAX r NR TAX z PROV TAX 49 PRDV TAX El CONT 2,327.34 2,327.34 O 6,912.15 EI CONT QPIP 14. QPIP CAN PEN 5,092.74 5,092.74 O YT 15,165.16 CAN PEN CO QC PEN QC PEN QC HSF QC HSF N ON EHT 1,094.27 1,094.27 3,269.61 ON ENT MB HET MB HET Oo NL HAPSET NL HAPSET n- n 5 TOT STATS 17,709.96 17,709.96 52,973.18 TOT STATS CHEQUES CHEQUES DEPOSITS 39,011.49 39,011.49 116,215.70 DEPOSITS US DEPS US DEPS DED DEPS DOD DEPS SAV DEPS SAV DEPS TOT NPAY 39,011.49 39,011.49 116,215.70 TOT NPAY ARSP RRSP RTI RTI TOT PAYROL 56,721.45 56,721.45 169,188.88 TOT PAYROL SERV CHRG 143.34 124.00 267.34 547.75 SERV CHRG HST 34.75 34.75 71.20 HST GRAND TOT 56,899.54 124.00 57,023.54 169,807.83 GRAND TOT Id 11) ANALYSIS OF SERVICE CHARGES CD ITEM UNITS CHARGE ITEM UNITS CHARGE ITEM UNITS CHARGE ~LA SALARIED WORKPAYS 17 31.11 HOURLY WORKPAYS 15 27.45 PAYROLL RUNS 1 53.53 OC PAY ADVICE FOLD 32 8.32 COURIER FEE 1 13.41 DELIVERY SURCHARGE 1 1.50 O SOR CRA 1 4.01 SOR EHT 1 4.01 ANNUAL MAINTENANCE 120.00 '-h SOR MAIL DELIVERY 4.00 N CN TOTAL S/C SUBJECT TO HST IS 267.34 J TOTAL PAYROLL DEBIT IS 57,023.54 DEBIT INFORMATION: XXX XXXXX XXX1923 0 RECEIVED Ombudsman V FEB 0 6 2015 ONTARIO'S WATCHDOG CI-HEN GE GARDE DE L'ONTARIO MUNICIPALITY BAYHAM Re:Annual Report on Investigations of Closed Municipal Meetings and Sunshine Law Handbook To the Clerk and Council, I am enclosing two copies of my Annual Report on my Office's investigations of closed municipal meetings for the period from September 1,2013 to August 31,2014.As you are aware,in accordance with the Municipal Act, 2001 and the Ombudsman Act,the Ontario Ombudsman investigates these complaints in all municipalities except those that have appointed another investigator. Since 2008,my Open Meeting Law Enforcement Team(OMLET)has acted as a dedicated resource for reviewing and investigating closed meeting complaints,as well as educating the public and municipalities about open meeting requirements.In the period covered by this report, OMLET handled 149 cases in the 196 municipalities where we are the investigator. We are providing two copies of our report to all municipal councils across Ontario in the interest of raising awareness of the open meeting requirements and best practices.We have also enclosed copies of the latest edition of our Sunshine Law Handbook for each council member and the clerk, for information and reference.It includes frequently asked questions,excerpts from relevant legislation,tips and legal references. The report,Handbook and other information about our municipal meeting investigations can also be found on our website—www.ombudsman.on.ca.As well,our staff can provide general information on the open meeting requirements and complaint process—we can be reached at 1- 800-263-1830 or via email at info(aombudsman.on.ca. If you have any questions about the OMLET Annual Report or Handbook,please contact our Director of Communications,Linda Williamson,at lwilliamsonaombudsman.on.ca, or 416-586-3426. Yours truly, André Marin Ombudsman Encl. Ombudsman Ontario re Annual Report on Investigations of Clos... Page 159 of 267 TOWNSHIP op Resolution of Council EVMJTU 4w January 28,2015 Session No. 2015 Moved by Seconded by , WHEREAS the Township of Evanturel is in receipt of the new OPP Billing Model which will see the costs split between base costs and call for service on an approximate 60/40 split; AND WHEREAS this new model estimates the base cost per property at$203 effective January 1,2015; AND WHEREAS the Province is currently responsible for policing costs associated with unorganized territory; AND WHEREAS many municipalities in Ontario have passed resolutions to petition the Province to implement a billing method for those properties located in unorganized territory; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of Evanturel does hereby support and endorse resolutions passed by those many municipalities and requests the Province to implement a billing method for those properties in unincorporated territory to ensure fair OPP billing throughout Ontario. AND FURTHER THAT a copy of this resolution be sent to the Premier of Ontario,the Minister of Community Safety and Correctional Services, the Ministry of Finance, AMO, MPP John Vanthof and all municipalities serviced by the OPP. Carried -- DIVISION VOTE YEAS NAME OF MEMBER OF COUNCIL NAYS JOHN SIMMENS,COUNCILLOR BARBARA BEACHEY,COUNCILLOR HENRI GRAVEL,COUNCILLOR WAYNE STRATTON,COUNCILLOR DEREK MUNDLE,REEVE TOTALS Declaration of Conflict of Interest ✓`A r budu, e&al declared their interest,abstained from the discussion and did not vote on the question. Township of Evanturel re OPP Billing Model resolution Munici... Page 160 of 267 ADMINISTRATION OFFICE P:807-854-1100 F:807-854-1947 1800 Main Street,P.O.Box 70 \1016,7311111111b' E:administration@greenstone.ca GERALDTON,ON POT MO www.greenstone.ca GREEN STONE February 11, 2015 Kathleen Wynne,Premier Legislative Builing Queen's Park Toronto ON M7A 1A1 Re: OPP Billing Model Dear Premier Wynne: Please be advised that Council of the Municipality of Greenstone passed the following resolution at its meeting held February 9,2015: Resolution 15-40 Moved by: Councillor Assad Seconded by: Councillor Pietsch WHEREAS the Municipality of Greenstone is in receipt of the new OPP Billing model which will see invoices split between base costs and calls for service on an approximate 60/40 split; AND WHEREAS all municipalities will pay the same base cost per property,which is estimated at$203.00 per property; AND WHEREAS the new model received Cabinet approval on August 13,2014 and will commence on January 1,2015 to be phased in over five years; AND WHEREAS the Province is currently responsible for policing costs associated with unorganized townships; "6-ateway to the !Zing of Fire"rM Township of Evanturel re OPP Billing Model resolution Munici... Page 161 of 267 ADMINISTRATION OFFICE P:807-854-1100 F:807-854-1947 1800 Main Street,P.O.Box 70 \1000.7311111111b° E:administration@greenstone.ca GERALDTON,ON POT MO www.greenstone.ca GREEN STONE AND WHEREAS the City of Pembroke has passed a resolution requesting the Province to implement a billing method for those properties located in unorganized townships; NOW THEREFORE BE IT RESOLVED THAT Council of the Municipality of Greenstone endorse the resolution passed by the City of Pembroke and request the Province to implement a billing method for those properties in unorganized townships so those properties contribute to their fair share of policing costs; AND FURTHER THAT a copy of this resolution be forwarded to the Premier of Ontario,the Minister of Community Safety and Correctional Services,the Minister of Finance,AMO,MPP Michael Gravelle and all municipalities serviced by the OPP Thank you for your consideration,we look forward to your favourable reply. Sincerely, Renald Y. Beaulieu Mayor cc: Yasir Naqvi,Minister of Community Safety and Correctional Services Charles Sousa,Minister of Finance Gary McNamara,President,AMO Michael Gravelle,MPP,Thunder Bay Superior North Municipalities serviced by OPP "6-ateway to the !Zing of Fire"rM Township of Evanturel re OPP Billing Model resolution Munici... Page 162 of 267 Mobil DD IED- %41 1714 Perth Road 183 R.R.#1,St.Marys,ON N4X 104 519-229-6300 Toll Free 1-800-463-3902 Fax 519-229-8308 www.dowlerkarn.com February 6,2015 Dowler-Karn Fuels 458 Spruce Street Tillsonburg, On N40 5C4 Municipality of Bayham PO Box 160 Straffordville, On NOJ IVO Attn:Lame James Subject: Fuel Price Confirmation Dear Lorne: Thanks again for your call last week pertaining to the supply of fuels to your Straffordvilie location, The pricing,outlined below,is based on,what we refer to as,a Rack Based Pricing Mechanism. This is to say,that when the industry market changes,which generally changes on a daily basis,your price would be reflected accordingly. We have used this same pricing method since we were awarded your business back in 2010. As discussed,Dowier-Karn prides ourselves in the service level that we provide to our customers and to maintain your business,we are prepared to reduce your pricing,effective immediately,by one cent per litre. Please find below quoted prices for February 06,2015. PRODUCT BASE PRICE FET PRT TOTAL(EX.H.S.T.) DIESEL CLEAR .7200 .0400 .1430 .9030 DIESEL DYED .7200 .0400 .7600 REGULAR UNLEADED .5600 .1000 .1470 .8070 Distributors of Propane and Petroleum Products for Farm,Home and Industry Dowler-Kam re Fuel Price Confirmation Page 163 of 267 At Dowler-Karn Fuels,our goal is to provide our customers with premier professional service,backed by quality Esso Fuels and Mobil Lubricants. We have been providing this service to the area since 1943 and pride ourselves in understanding and meeting the needs of our valued customers. Should you have any questions,please feel free to contact me at our Tlllsonburg office at 519-842-4841. Thanks again for your time and consideration and the opportunity to continue the supply of your petroleum product requirements. Yours truly, <TOJia .,./1211/14—dl Edward Tabbernor Regional Manager Eastern Division Dowler-Karn re Fuel Price Confirmation Page 164 of 267 41 LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES -January 14, 2015 (as approved at the Board of Directors meeting held February 4, 2015) Members in attendance: Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Noel Haydt, David Hayes, John Scholten, Tom Southwick Staff in attendance: C. Evanitski, D. Holmes, J. Robertson, J. Maxwell, L. Minshall, B. Hodi, J. Miller, P. Gagnon and D. McLachlan Regrets: Craig Grice The 2014 LPRCA Chair, R. Geysens, called the meeting to order at 6:30 pm Wednesday, January 14th, 2015 in the Tillsonburg Boardroom. ADDITIONAL AGENDA ITEMS None DISCLOSURES OF INTEREST None ELECTION OF LPRCA CHAIRMAN AND VICE-CHAIRMAN 2015 The Chair and Vice-Chair vacated their seats and D. Reid assumed the Chair position. He then declared the positions for Chair and Vice-Chair vacant and called for nominations for the Chair. L. Bartlett nominated M. Columbus. No further nominations were received. Mr.Columbus accepted the nomination. MOTION A-1/15 moved: R. Chambers That the nominations for the Chairman be closed. CARRIED The Acting Chair declared Mike Columbus the Long Point Region Conservation Authority Chairman for 2015. Mr. Reid then called for nominations for Vice-Chair. M. Columbus nominated D. Beres. D. Reid called for further nominations for Vice-Chair and received none. D. Beres accepted the nomination. MOTION A-2/14 moved: R. Chambers FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres,Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens,Craig Grice, Noel Haydt, David Hayes,John Scholten,Tom Southwick - 1 - Long Point Region Conservation Authority minutes of meeting ... Page 165 of 267 That the nominations for the LPRCA Vice-Chair be closed. CARRIED The Acting Chair declared Dave Beres the Long Point Region Conservation Authority Vice- Chair for 2015. The Chair and Vice-Chair thanked the Board and resumed their seats. D. Reid and D. Calder were thanked for their service and left the meeting. DEPUTATIONS: None MINUTES OF PREVIOUS MEETINGS MOTION A-3/15 moved: D. Brunton seconded: R. Chambers THAT the minutes of the LPRCA Board of Directors Regular Meeting held November 5th, 2014, the Board of Directors Budget Meeting held November 12"", 2014, and the Mid-Month Development application Approval from November 25th, 2014 be adopted as circulated. CARRIED There were no questions or comments regarding the above minutes. BUSINESS ARISING None REVIEW OF COMMITTEE MINUTES MOTION A-4/15 moved: D. Hayes seconded: N. Haydt THAT the minutes from the Lee Brown Marsh Management Committee meeting of April 25th, 2014 be received as information. CARRIED CORRESPONDENCE MOTION A-5/15 moved: D. Hayes seconded: R. Geysens THAT correspondence outlined in the Board of Directors'Agenda of January 14th, 2015 FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres,Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens,Craig Grice, Noel Haydt, David Hayes,John Scholten,Tom Southwick - 2- Long Point Region Conservation Authority minutes of meeting ... Page 166 of 267 be received as information. CARRIED R. Chambers thanked the member municipalities on behalf of Brant County for approving the Board Restructuring Proposal. DEVELOPMENT APPLICATIONS a) Staff Approved applications Staff approved 22 applications since the end of November: LPRCA-172/14, LPRCA- 173/14, LPRCA-174/14, LPRCA-175/14, LPRCA-180/14, LPRCA-181/14, LPRCA- 182/14, LPRCA-184/14, LPRCA-185/14, LPRCA-186/14, LPRCA-187/14, LPRCA- 188/14, LPRCA-189/14, LPRCA-191/14, LPRCA-192/14, LPRCA-193/14, LPRCA- 194/14, LPRCA-196/14, LPRCA-197/14, LPRCA-198/14, LPRCA-199/14, and LPRCA-200/14. No questions or comments. MOTION A-6/15 moved: R. Chambers seconded: T. Southwick That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report as information. CARRIED b) New Applications None NEW BUSINESS a) CALENDAR REVIEW On Thursday D. Holmes and Lee Brown Marsh Manager, K. Brown will present the activities LPRCA has undertaken to control phragmites at a workshop hosted by Nature Conservancy of Canada at the Backus Heritage Education Centre. P. Gagnon has been asked to speak at a Conservation Halton staff meeting January 21st regarding wetland cell creation and riparian habitat. Board members requested and received further details regarding the phragmites control workshop. MOTION A-7/15 moved: N. Haydt seconded: D. Brunton THAT the LPRCA Board of Directors receives the January Calendar Review Report as information. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres,Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens,Craig Grice, Noel Haydt, David Hayes,John Scholten,Tom Southwick - 3- Long Point Region Conservation Authority minutes of meeting ... Page 167 of 267 b) GENERAL MANAGER'S REPORT The GM explained that the weather has not been cooperating with the Backus Mill rehabilitation project. The ground floor has been prepared but the cement will not be poured until the weather warms up. The recognition video is ongoing. The waterline running through Rainbow Lake at Camp Trillium has deteriorated/breached and staff, along with Norfolk County staff, are looking at an alternate solution. MOTION A-8/15 moved: J. Scholten seconded: L. Bartlett THAT the LPRCA Board of Directors receives the General Manager's Report for October to December 2014 as information. CARRIED c) 2015 LPRCA BUDGET VOTE The 2015 overall consolidated budget stands at$3.9million, a 4.9% increase over last year, requiring a municipal levy of $1.3million. In review, one contract position was eliminated, salary increases were capped at 1.5% and a number of capital projects have been deferred. Staff discussed the water line upgrade required at Norfolk Conservation Area, a project that was deferred and will be brought forward in 2016. Discussion also revolved around collaborations with municipal partners especially in the areas of dam studies/ maintenance and forestry activities. LPRCA has 13 water control structures in its jurisdiction and staff explained the internal and external inspection process and what is entailed with a comprehensive inspection review. The GM reviewed the cost structure for the municipalities regarding dam studies and regular dam maintenance (general levy), and capital dam maintenance and repairs/ upgrades/ decommissions (special levy to the benefitting municipalities). The Chair noted that according to a Big Creek Region Conservation Authority Annual Report from 1963, dams and reservoirs were first built to accommodate the growing agriculture and tobacco industry after some dry years in the 1950's. The majority of these structures are not serving the same function as in the past. Planning and Permit Fees were not increased this year as they were increased significantly the previous year. As per the Conservation Authorities Act full cost recovery is not allowed and LPRCA is currently at approximately a 40/60, user/LPRCA, split. Further discussion ensued regarding reserve funds, fees and provincial funding. A request for a change to the budget format going forward was discussed and will be reviewed prior to the next budget year. MOTION A-9/15 moved: R. Chambers seconded: J. Scholten That LPRCA Board of Directors approves the following recommendations regarding LPRCA's 2015 Operating and Capital budgets; FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres,Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens,Craig Grice, Noel Haydt, David Hayes,John Scholten,Tom Southwick - 4- Long Point Region Conservation Authority minutes of meeting ... Page 168 of 267 1. That the 2015 proposed Ontario Regulation 178/06 Permit Fees and Planning Act Review Fees as set out in Tab 5 of the 2015 Budget Binder be approved; 2. That the 2015 proposed User Fees for the Conservation Areas as set out in Tab 11 of the 2015 Budget Binder be approved; 3. That a drawdown from the Unrestricted Reserve in the net amount of$244,946 be approved; 4. That the 2015 Operating Budget in the total amount$3,742,996 and requiring a Municipal Levy-Operating of$1,135,137 be approved; 5. That the 2015 Capital Budget in the total amount of$174,086 and requiring a Municipal Levy-Capital of$174,086 be approved; 6. That the proposed 2015 Consolidated Budget in the total amount of$3,917,082 and requiring a Municipal Levy—Consolidated of$1,309,223 be approved. Member Munici•alit /Grou. Wei•ht Present Yes No Tom Southwick Municipality of Bayham 4.77 l l Robert Chambers County of Brant 6.32 I l Leroy Bartlett Haldimand County 7.69 '1 l Craig Grice Haldimand County 7.69 x Tom Southwick Township of Malahide 0.75 Doug Brunton Norfolk County 12.50 1 'l Michael Columbus Norfolk County 12.50 l '1 Roger Geysens Norfolk County 12.50 l l Noel Haydt Norfolk County 12.50 l l John Scholten Norwich Township 7.59 Township of South-West David Hayes Oxford 7.59 l l Dave Beres Town of Tillsonburg 7.59 I 100.00 92.31 92.31 100.00 CARRIED The vote carried with 92.31% (or 100.00% of the weighted vote in attendance). d) LPRCA COMMITTEE APPOINTMENTS FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres,Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens,Craig Grice, Noel Haydt, David Hayes,John Scholten,Tom Southwick - 5- Long Point Region Conservation Authority minutes of meeting ... Page 169 of 267 The GM reviewed the details and time requirements for the various standing committees of LPRCA. MOTION A-10/15 moved: D. Beres seconded: D. Hayes That the LPRCA Board of Directors approves the following appointments for 2015: Dave Beres as Land Acquisition Chair; Doug Brunton and the LPRCA Chair to the Lee Brown Marsh Committee; Roger Geysens, Noel Haydt, Robert Chambers and the LPRCA Chair to the Backus Museum Committee; AND John Scholten, Noel Haydt, and Roger Geysens, the LPRCA Chair and LPRCA Vice-chair to the Audit Committee. CARRIED e) LEHMAN DAM TENDER REPORT Lehman Dam is situated in Delhi and is used as a drinking water source. After routine inspections, the sluice gate was found to be inoperable and a comprehensive engineering review was commissioned. It was determined that it would be best to remove the gate on the outside of the intake chamber and replace it with a gate inside the intake chamber. The consulting engineer completed the design work which was submitted to, and approved by, MNRF (Ministry of Natural Resources and Forestry) under the Lakes and Rivers Improvement Act Staff applied for funding to MNRF through the WECI Fund (Water and Erosion Control Infrastructure ) and were approved to receive half the cost of the projected budget. The tendering process resulted in bids higher than the expected budget. Norfolk County has been advised and will be invoiced for their share of the costs, and staff will again apply to WECI for additional funding for the project. All warm-water timing windows will be observed. MOTION A-11/15 moved: R. Chambers seconded: J. Scholten THAT the LPRCA Board of Directors accepts the tender submitted by Simon Construction for a total of$75,918.84 (plus tax) to repair Lehman Dam; THAT Norfolk County is invoiced$31,949.97 for required funds to complete the project; AND THAT LPRCA staff apply to WECI for additional 2014/2015 funding to offset the final costs. CARRIED f) FOREST MANAGEMENT PRESCRIPTION OPERATING PLANS— FARKASH TRACT AND DEAN/POWELL TRACT These tracts have not received much silvicultural treatment over the last 30 years due to the impact of tornado activity in 1979. At that time salvage operations were FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres,Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens,Craig Grice, Noel Haydt, David Hayes,John Scholten,Tom Southwick - 6- Long Point Region Conservation Authority minutes of meeting ... Page 170 of 267 conducted and the areas have now recovered to the point that planned silvicultural operations can be undertaken. The Field Superintendent explained the details of the prescription/operating plans and how they are used. All tree marking activities for LPRCA are completed by the Field Superintendent and two other staff members who are provincially certified. MOTION A-12/15 moved: R. Chambers seconded: T. Southwick THAT the LPRCA Board of Directors approves the prescription/operating plans for the Farkash Tract and the Dean/Powell Tract. CARRIED g) TIMBER TENDER— LITTLE LAKE The Field Superintendent reviewed samples of the Timber Tender document and Timber Contract. Little Lake was marked by staff and tender documents sent to approximately 15 tender buyers in 2014. Two tenders were received back by the deadline. MOTION A-13/15 moved: R. Geysens seconded: L. Bartlett THAT the LPRCA Board of Directors accepts the tender submitted by Townsend Lumber Inc. for marked standing timber at the Little Lake Tract for a total tendered price of$70,895.00. CARRIED h) TIMBER TENDER— FARKASH AND WALSINGHAM FLATS MOTION A-14/15 moved: L. Bartlett seconded: N. Haydt THAT the LPRCA Board of Directors accepts the tender submitted by Bauman Sawmills Inc. for marked standing timber at the Farkash Tract for a total tendered price of$47,850.00. CARRIED The Walsingham Flats Tract is a clean-up, salvage operation. This tender closed today and the revenue is to be applied to the 2015 budget year. MOTION A-15/15 moved: D. Hayes seconded: R. Geysens THAT the LPRCA Board of Directors accepts the tender submitted by Townsend FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres,Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens,Craig Grice, Noel Haydt, David Hayes,John Scholten,Tom Southwick - 7- Long Point Region Conservation Authority minutes of meeting ... Page 171 of 267 Lumber Inc. for marked standing timber at the Wa/singham Flats Tract for a total tendered price of$22,775.00. CARRIED M. Columbus thanked R. Geysens for his service as Chair for the past three years. The Chair adjourned the meeting at 8:30pm. Michael Columbus Dana McLachlan Chairman Administrative Assistant FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres,Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens,Craig Grice, Noel Haydt, David Hayes,John Scholten,Tom Southwick - 8- Long Point Region Conservation Authority minutes of meeting ... Page 172 of 267 February 10,2015 Request to the Museums Bayharn Board from the Edison Fest Committee. The County of Elgin is again offering grant funding for local special events and festivals. At the Edison Fest Committee meeting held at the Vienna Community Centre this evening,discussion of making an application took place and the following resolution was passed: Moved by: Robert Ronson Seconded by: Leann Walsh That the Edison Fest Committee hereby requests that the Museums Bayham Board support the efforts of the Committee and pass a resolution recommending that Council support the submission of a grant application for Edison Fest to the County of Elgin by the Edison Fest Committee. Carried Helen Ronson 1I, ,D_AD/5 Draft ResoluJl9n to beed tpy Museums Board Moved by: /�'r., C : i Seconded by: yArsoldef That the Museums Bayham Board supports the efforts of the Edison Fest Committee and recommends that Council support the request from the Edison Fest Committee for approval to submit a grant application for Edison Fest to the County of Elgin by the Edison Fest Committee. red 4 4,9 ek."—A.Af)-1 --LAI Museums Bayham resolution re request that Council support th... Page 173 of 267 9EcENEn _ l ER 0220`I ELGIN GROUP POLICE SERVICES BOARD Chair David Marr Tel.519 631-1460 Ext. 161 450 Sunset Drive Fax 519 633-7661 St.Thomas,ON N5R 5V1 Res. 519 633-1292 January 28, 2015 Municipality of Bayham Municipality of West Elgin Township of Malahide Municipality of Dutton/Dunwich Municipality of Municipality of Central Elgin Township of Southwold Bayham Dear Councils of the Elgin Group OPP Police Services Board (PSB): Subject: 2015 OPP Six Month Contract Municipality of Attached for your consideration is a report and the following recommendations Central Elgin from the Elgin Group Police Service's Board meeting held on January 21, 2015 regarding a new six month contract for OPP services: "THAT the new, six month contract for OPP services be approved for Municipality of consideration by the participating municipalities; and, Dutton/Dunwich THAT the Elgin Group Police Services Board work with the Commander to develop ways and strategies to reduce overtime costs and calls for service in an effort to work as efficiently as possible; and, Municipality of West Elgin THAT the PSB monitor the grant situation with a view to making a recommendation on the need for a Police Services Board prior to the expiry of the new contract(June 30th, 2015)." Township of Malahide Included in this package is a draft by-law for the agreement as well as the agreement itself. If you agree with the Board's recommendation to enter into the contract as presented, then please forward four(4)signed, sealed and certified true copies of the authorizing by-law and return to my attention at your earliest possible convenience. Township of Southwold Once we have collected four duly authorized and executed by-laws from each municipality, we will print off four(4) agreements for execution and arrange for signatures. The Ministry requires every participating municipality to sign the same agreement in quadruplicate- it cannot be signed in "Counter Parts". Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 174 of 267 In the event that one or more municipalities decide not to accept the agreement, a meeting will be convened to explore options and ramifications. In the meantime, please do not hesitate to contact me if you require anything further. Yours truly, Mark G. McDonald, Secretary/Administrator Elgin Group Police Services Board cc: Inspector Fishleigh Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 175 of 267 - REPORT TO THE ELGIN GROUP POLICE SERVICES BOARD From: Mark G. McDonald, Secretary/Administrator Date: January 16,2015 Subject: 2015 Contract for OPP Services INTRODUCTION: Attached for the Board's consideration is the new, six month, contract for the provision of OPP services, based on the newly approved funding formula. The Board is being asked to review the document with the view to recommending its acceptance to the six participating municipalities. This report provides context to this matter. DISCUSSION: The new billing model and cost estimates were announced in 2014 and reported directly to each municipality. The formal contract was recently received and now requires the Board's endorsement before it is sent to each municipality for formal acceptance and execution. It is important to note that the term is for six months but requires one year's notice to terminate (Section 27). One of the over-arching considerations regarding this contract relates to the value and efficacy of maintaining a Board. Referring to the MEMO dated November 16, 2014 entitled "Implications of the New OPP Costing Formula and Options for Municipalities", a number of considerations were advanced, not the least of which is the value of grants received by establishing and maintaining a Board. However, apparently the OPP are reviewing the grant structure and are expected to make a determination on grants sometime soon. It is possible that grants may be discontinued or altered in a way that makes them less attractive-therefore one of the primary reasons to maintain a Board may be eliminated. Hence the desire for a six month term to provide time to consider the decision on grants and how that may impact the Board. It is important to note that the contract is really a template agreement and is not subject to negotiation or alteration. The estimates are the estimates. The only way costs can be reduced is if the current contract has staff or equipment enhancements, which is not the case with the Elgin Group. The only other way to reduce or avoid costs is to explore ways to reduce calls for service and overtime. Both of these options are outside of the contract proper and may be addressed through the Commander. The only other significant change relates to Section 24 regarding the Detachment Commander Selection. In the previous contract(Section 27)the Detachment Commander was selected by a joint committee consisting of a majority of Board Members. In the new contract the word "majority" is removed, thereby ensuring that the PSB does not have the balance of power in the selection process. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 176 of 267 CONCLUSION: The new six month contract(with one year's notice of termination) is now available for consideration. However, there is little to negotiate. RECOMMENDATIONS: IONS: THAT the new, six month contract for OPP services be approved for consideration by the participating municipalities; and, THAT the Elgin Group Police Services Board work with the Commander to develop ways and strategies to reduce overtime costs and calls for service in an effort to work as efficiently as possible; and, THAT the PSB monitor the grant situation with a view to making a recommendation on the need for a Police Services Board prior to the expiry of the new contract(June 30t", 2015). All of which is respectfully submitted, Mark G. McDonald, Secretary/Administrator Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 177 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2015-020 A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT WITH HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES FOR THE PROVISION OF POLICE SERVICES FOR THE ELGIN GROUP MUNICIPALITIES WHEREAS under Section 10 of the Police Services Act, R.S.O. 1990, c.P.15, the Minister of Community Safety and Correctional Services may enter into an agreement with the council of a municipality or jointly with the councils of two or more municipalities for the provision of police services for the municipality or municipalities by the Ontario Provincial Police; AND WHEREAS under Section 4(1)of the Police Services Act, R.S.O. 1990 c.P.15,municipalities are required to provide adequate and effective police services in accordance with its needs; AND WHEREAS the Corporation of the Municipality of West Elgin, the Corporation of the Municipality of Bayham, the Corporation of the Township of Southwold, the Corporation of the Municipality of Central Elgin, the Corporation of the Municipality of Duton/Dunwith and the Corporation of the Township of Malahide(herein after collectively called the"Elgin Group")seek to enter into a single agreement for the provision of Police Services by the Ontario Provincial Police: NOW THEREFORE the Council of the Corporation of the Municipality of Bayham enacts as follows: 1. The Mayor and the Clerk are hereby authorized, on behalf of the Corporation of the Municipality of Bayham to enter into and execute under its corporate seal an agreement for the provision of Police Services with the Minister of Community Safety and Correctional Services of Ontario. 2. The Police Services agreement with the Minister of Community Safety and Correctional Services of Ontario shall also be authorized by the five other Municipalities, being the other members of the Elgin Group. 3. The Police Services agreement shall remain attached to and form part of this by-law. 4. A copy of said agreement shall remain attached to and form part of this bylaw. 5. This By-law shall come into force and effect upon the final passing thereof. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 19th DAY OF FEBRUARY 2015. MAYOR CLERK Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 178 of 267 1 The term of this Agreement,made in 4 originally executed copies,is from the 1g`day of January 2015,to the 30th day of June,2015. AGREEMENT FOR THE PROVISION OF POLICE SERVICES UNDER SECTION 10 OF THE POLICE SERVICES ACT,RS.O.1990,c.P.15,as am. BETWEEN: MR MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE 1V NLSTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES ("Ontario") OF THE FIRST PART AND: TP CORPORATION OF THE MUNICIPALITY OF WEST ELGIN THE CORPORATION OF THE MUNICIPALITY OF BAYHAM THE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD THE CORPORATION OF THE MUNICIPALITY OF CENTRAL ELGIN THE CORFORATION OF THE MUNICIPALITY OF DUTTON/DUNWICH THE CORPORATION OF THE TOWNSHIP OF MALAHIDE (Herein after collectively called the"Elgin Group") OF THE SECOND PART RECITALS: (e) Under s.4(1)of the Police Services Act,R.S.O. 1990,e.P.15,as am.,the Elgin Group is required to provide adequate and effective police services in accordance with its needs; (b) Under s.5 of the Police Services Act,the Elgin Group's responsibility for providing police services may be discharged by entering into an Agreement with the Solicitor General under s. 10 of the Act; (c) Pursuant to Order-in-Council 497/2004, the powers assigned to the Solicitor General in law, including those set out in the Police Services Act,.have been transferred to the Minister of Community Safety and Correctional Services; therefore, all references to the Minister of Community Safety and Correctional Services shall be deemed to include the powers previously exercised by the Solicitor General; (d) The Elgin Group has expressed its intent to provide police services, in pursuance of its responsibilities under s. 5 of the Police Services Act, by means of this Agreement, as evidenced by by-laws, number , dated Municipality of West Elgin,by-law number ,dated Municipality of Bayham, Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 179 of 267 2 by-law number ,dated Township of Southwold, by-law number , dated Municipality of Central Elgin, by-law number ,dated Municipality of Dutton/Dunwich, by-law number ,dated Township of Malahide, copies of which are attached as Schedule"A; (e) This Agreement reflects the intent of the parties to provide an adequate and effective level of police services for the Elgin Group as set out in the"Contract Policing Proposal," dated December 16th'2014(attached as Schedule"B"); row T EREFGRE,in consideration of the premises and covenants herein,the parties agree as follows: 1. The parties warrant that the recitals.are true. Definitions 2. In this Agreement: (a) "Annual Billing Statement"means a statement prepared by Ontario and submitted to the Board for review and to the Elgin Group for review and approval which contains: (i)the Elgin Group's police costs for the year following the year in which the statement is prepared,based on,among other items,an estimate of salary and benefit costs;and (ii)a reconciliation of actual salary and benefit costs to those billed for the preceding year. (b) `Board"means Elgin Group Police Services Board. (c) "Commissioner"means the Commissioner of the O.P.P. (d) "Detachment Commander" means the O.P.P. officer in charge of Elgin County Detachment. General Provisions Ontario shall provide adequate and effective police services in accordance with the needs of the Elgin Group in compliance with the terms and conditions of the Agreement. The Elgin Group shall pay Ontario for the police services provided under this Agreement in accordance with this Agreement. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 180 of 267 3 4. The Commissioner shall ensure that the Detachment Commander responds appropriately to the Board's objectives and priorities far police services, developed after consultation with the Detachment Commander,pursuant to s. l0(9)(b)of the Police Services Act. 5. The Commissioner shall cause the Detachment Commander or his or her designate to report to the Board at mutually agreed upon intervals in accordance with the Police Services Act regarding the provision of police services in and for the Elgin Group. The O.P.P. will, determine the information to be contained in the reports and the format in which they will be provided. 6. (a) For the purposes of s. 10(6) of the Police Services Act, the O.P.P. shall provide police services to the.EIgin Group, including the enforcement of mutually agreed upon by-laws. The parties shall annually review this part of the Agreement with a view to revising or updating the list of by-laws requiring O.P.P.enforcement. (b) Municipal Building Code violations overseen by the Elgin Group's building code inspector and those by-laws related to animal control will not form part of this Agreement. Service Levels 7. (a) Ontario shall cause the Commissioner to assign police officers and other persons to duties relating to the police services in and for the Elgin Group so as to provide the Elgin Group adequate and effective policing services. (b) In the event that the Elgin Group requests services dedicated specifically to the Elgin Group,it shall be responsible for all costs associated with those dedicated resources. Liability of Ontario E. The O.P.P.shall be liable for any damages that may arise as a result of any negligent acts or omissions of its members in the performance of this Agreement. i rovincial Services Usage 9. The O.P.P. as legislated by the Police Services Act, must be capable of providing provincial level response that can be mobilized for emergencies, disaster or specialized needs. The O.P.P.may meet this requirement by deploying resources that normally would be assigned to the Detachment that serves the Elgin Group. The O.P.P.shall ensure that in the event resources are deployed to a situation requiring provincial level response, appropriate resources remain available to the Detachment to provide adequate and effective policing to the Elgin Group.The use of O.P.P.officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 181 of 267 4 Ecsuinment and Facilities 1e. Ontario shall supply or cause to be supplied at Ontario's cost all vehicles and equipment reasonably necessary and appropriate for the use of the O.P.P.in providing police services under this Agreement. 11. The parties will enter into negotiations concerning the provision and payment of appropriate buildings and rental agreements, including, but not limited to, location, leasehold improvements,and capital costs. Aaequacy Standards Regulation 12. The O.P.F. shall undertake and be responsible for ensuring that all mandatory standards of adequate and effective police services as required by Ontario Regulation 3/99 under the Police Services Act are met and maintained. 1.3. The Detachment Commander shall provide the Board with reasonable documentation, as agreed upon between the Board and the O.P.P.,to allow the Board to evaluate the services and satisfy itself that adequate and effective standards and policies are in place. 14. It shall be the responsibility of the Board to monitor the delivery of police services to ensure that the provisions of the Ontario Regulation 3/99 under the Police Services Act are satisfied on an ongoing basis. Cost of Pelice Services 15. (a) On or before October 1St in each year,Ontario shall prepare and deliver to the Board for review and to the Elgin Group for review and approval, the Annual Billing Statement for the following year (Schedule "C"), together with sufficient documentation and information reasonably necessary to.explain and support the billing. (h) The Elgin Group shall review the Annual Billing Statement upon receipt and,within 90 days of such receipt, shall approve the Annual Billing Statement or deliver to Ontario a request to review the Annual Billing Statement. '_G. (a) In the event that the Elgin Group fails to approve or request a review of the Annual Billing Statement within 90 days of receipt,the Elgin Group shall be deemed to have approved the Annual Billing Statement. (b) In the event that the Elgin Group requests a review of the Annual Billing Statement as provided in this paragraph, the Annual Billing Statement shall be approved or amended and approved in accordance with Section 17. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 182 of 267 5 17. Where the Elgin Group has delivered to Ontario a request to review the Annual Billing Statement,the Elgin Group shall carry it out expeditiously,and Ontario shall cooperate to permit such a review to be carried out. If the parties are unable to agree on the Annual Billing Statement,either party may submit the matter to the dispute resolution mechanisms set out in paragraphs 22 and 23. In the event that the Elgin Group delivers a request to review to Ontario,the Annual Billing Statement shall be deemed to apply during the period of review. 18. The Elgin Group shall make monthly installment payments to Ontario no later than the end of the month following the month for which payment is being made, each one being one twelfth of the Annual Billing Statement for that year. Any amounts which have become due and owing shall bear interest at the rate set by the Minister of Finance from time to time. 1S. Ontario call keep all records, statements of account, invoices and any other such documents necessary to support the Annual Billing Statement,and all such records shall be kept for a period of seven years. Ontario shall permit the Elgin Group, upon notice to Ontario, to examine all such records and books of account and conduct a review of the Annual Billing Statement. 20. Upon the approval or deemed approval of the Annual Billing Statement,as provided in this Agreement, adjustments shall be made in the amounts paid by the Elgin Group by installment so that(i)the total amount paid in.respect of the preceding year is equal to the amount shown on the approved Annual Billing Statement and(ii)the installments for the year following the year in which the statement is prepared are each equal to one twelfth of the approved Annual Billing Statement. Any amounts payable by one party to the other shall be paid by means of a credit for the appropriate party in the remaining monthly billings for the year following the year in which the statement is prepared. 11. The parties agree that sections 132 and 133 of the PoliceServices Act will be applied as if the Elgin County Detachment of the O.P.P. was a municipal police force, and as if the Detachment Commander was a Chief of Police. Dispute Resolution Mechanisms 22. (a) The provisions of this paragraph apply in the event of a dispute between the Elgin Group and Ontario concerning financial and related issues arising out of the interpretation, application, administration, or alleged violation of this Agreement ("Financial Disputes") or between the Board and the O.P.P. concerning policing issues arising out of the interpretation, application, administration, or alleged violation of this Agreement("Policing Disputes"). (b) In the event that a dispute arises,the Detachment Commander,or representative,and the Elgin Group or the Board,as the case may be, or their representative,shall meet within 30 days of such dispute arising and use all best good faith efforts to resolve the dispute. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 183 of 267 6 (c) If the dispute remains unresolved,the Regional Commander, or representative, and the Elgin Group or the Board, as the case may be,or representative, shall meet and use all best good faith efforts to resolve the dispute. • (d) If the dispute remains unresolved,the Commissioner, or Deputy Commissioner,and the Elgin Group or the Board,.as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute. (e) If a Financial Dispute remains unresolved,the issue may be referred to mediation by either party,and each party shall use all best good faith efforts to resolve the dispute. 23. (a) Financial Disputes that cannot be resolved through any of the methods described within paragraph 22, may be referred to and settled by binding arbitration. The provisions of the Arbitration Act, 1991 shall apply to any such arbitration, unless otherwise indicated below: i) The language of the arbitration shall be English. ii) The place of the arbitration shall be in Elgin County. iii) Each party agrees that the arbitration shall be conducted in a summary manner to ensure a full hearing in a cost effective and efficient manner. iv) Each party shall make prompt full disclosure to the other and, subject to the availability of an arbitrator the arbitration shall be commenced within 30 days of the conclusion of the meeting with the Commissioner, or the mediator, if applicable. v) Each party shall be responsible for its own legal expenses and for an.equal share of the fees and expenses of the arbitration and any other related expenses. Section 54 of the Arbitration Act shall not apply;the arbitrator shall have no right to make an award relating to costs. vi) The parties shall have no right of appeal to a final decision of an arbitrator. (b) Policing Disputes shall not be subject to mediation or arbitration. (c) Neither party shall be entitled to proceed to mediation or arbitration until all of the meetings referred to in paragraphs 22 have been held, and each party undertakes to exert all best good faith efforts to resolve the dispute in those meetings. (d) Mediations or arbitrations of disputes conducted under this Agreement shall remain closed to the public. All parties to any dispute shall keep all details, admissions or communications made in the course of the dispute resolution process strictly confidential,nor shall such information be admissible in any legal proceeding,except as follows: i) on consent of all parties; u) as may be ordered by a court of competent jurisdiction; iii) the final decision of the arbitrator may be released. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 184 of 267 7 (e) Each of the meetings outlined in paragraph 22 shall be commenced no earlier than 15 days, and concluded no more than 30 days, from the conclusion of the prior stage unless the parties otherwise agree. (f) Notwithstanding any of the above provisions, nothing in this Agreement shall be construed so as to give the Elgin Group or the Board the right to alter any policy of the O.P.P. or the Ministry. Nothing in this Agreement shall be construed so as to give the Elgin Group or the Board, the right to supercede or vary the duties and obligations of the Solicitor General pursuant to s. 3(2)of the Police Services Act,or of the Commissioner pursuant to s. 17 and s. 41 of the Police Services Act, and further,the rights of the Elgin Group and the Board pursuant to the Agreement are subject to the Elgin Group's obligations under s.4 of the Police Services Act. Detachment Commander Selection 14.. The Detachment Commander shall be selected from a short-listed pool of candidates as determined by the O.P.P. in accordance with its relevant provincial policies. Following the forninbition of the short-list, a joint committee consisting of Board members and persons nominated by the Commissioner, shall select the successful candidate in accordance with the process set out in the OPP's provincial policies. iiTottce 25. Any notice, statement, invoice or account to be delivered or given by any of the below listed groups to any other of them shall be delivered to all other groups in writing and sent by mail addressed to those groups at their respective address as listed below,or sent by fax transmission to the fax number listed below. Any notice, statement, invoice or account sent by mail shall be deemed to be received on the third day following the date of mailing unless'shown to the contrary and if sent by fax shall be deemed to be received on the date of transmission. Any group may change its address and fax number by giving notice provided herein: i) to Ontario addressed to: The Minister of Community Safety and Correctional Services,25 Grosvenor Street, 11th Floor,Toronto,Ontario,M7A 1Y6,FAX number '(416)325-6067. ii) to the Commissioner addressed to: The Commissioner, Ontario Provincial Police, 777 Memorial Avenue, Orillia, Ontario, L3V 7V3,to the attention of the Manager, Municipal Policing Bureau,FAX number(705)330-4191. iii) to the EIgin Group addressed to: The Municipality of West Elgin, 22413 Hoskins Line, P.O. Box 490, Rodney, Ontario,NOL 2CO3 FAX number(519)785-0644. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 185 of 267 8 The Municipality of Bayham, 9344 Plank Road, P.O. Box 160, Straffordville, Ontario,NOJ 1Y0,FAX number(519)866-3884. The Township of Southwold, 35663 Fingal Line, General Delivery,Fingal, Ontario NOL 1K0,FAX number(519)769-2837. The Municipality of Central Elgin, 450 Sunset Drive, St. Thomas, Ontario, N5R 5V1,FAX number(519)631-4036. The Municipality of Dutton/Dunwich, 199 Currie Road, P.O. Box 329, Dutton, Ontario,NOL 170,FAX number(519)762-2278. The Township of Malabide, 87 John Street South,Aylmer,Ontario,N5H 2C3,Fax number(519)773-5334. iv) to the Board addressed to:The Elgin Group Police Services Board, CIO CAO Mark McDonald,County of Elgin,450 Sunset Drive,St.Thomas Ontario,NSR 5V1,FAX number(519)633-7661. Commencement and Te4mination of Agreement 26. Notwithstanding the date upon which this Agreement is signed,the term of this Agreement shall commence on the 1 day of January 2015,and shall conclude on the 30th day of June 2015. 27. Either party to this Agreement may terminate this Agreement upon one year written notice of termination to the other party, in which case this Agreement shall terminate one year following the delivery of such notice. Should a notice to terminate be given,the Elgin Group shall continue to be obligated to pay for the cost of providing police services under this contract to and including the date of such termination and Ontario shall continue to be responsible to provide the services outlined in this Agreement. 28. Should the Elgin Group's designated responsibility to provide policing under the Police Services Act be changed, either by statute or government interpretation, the Elgin Group maintains its right upon being so informed to give written notice of its intention to terminate this Agreement forthwith. Entire Agreement 29. This Agreement and the schedules attached constitute the entire Agreement between the parties, and there are no representations, warranties, collateral agreements or conditions affecting this Agreement or the relationship of the parties or supported hereby other than as expressed herein in writing. Any amendment to this Agreement must be hi writing, duly executed by the parties. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 186 of 267 9 IN WITNESS WHEREOF, the Elgin Group has affixed its Corporate Seal attested by the signature of its duly authorized signing officers and the Minister of Community Safety and Correctional Services has personally signed this Agreement to be effective as of the date set out herein. FOR ONTARIO - The Minister of Community Safety and Correctional Services FOR Tt:CORPORATION OF THE MUNICIPALITY OF WEST ELGIN; Mayor,Reeve,etc(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: _ FOR THE CORPORATION OF THE li�i UNICIPALITY OF BAYHAI I; Mayor,Reeve,etc(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 187 of 267 10 FOR TIE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD; Mayor,Reeve,etc(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: FOR-.V.LE CORPORATION OF THE MUNICIPALITY OF CENTRAL ELGIN; Mayor,Reeve,etc.(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 188 of 267 11 FCR THE CORPORATION OF THE MUNICIPALITY OF DUTTON/DUNWICH; Mayor,Reeve,etc.(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: FOR THE CORPORATION OF THE TOWNSHIP OF MALAHIDE; Mayor,Reeve,etc.(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 189 of 267 SCHEDULE "A" BY-LAW OF THE MUNICIPAL COUNCIL Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 190 of 267 SCHEDULE "B" 'PROPOSAL FOR POLICE SERVICES Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 191 of 267 ,4\10.PP / LGiI GROUP contract Policing ; roposal Prepared by Sgt.Dino Tsitoomeneas Ontario Provincial Police Municipal Policing Bureau December 16th 2014. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 192 of 267 Table of Contents Executive Summary 3 OPP Annual Billing Statement 6 OPP Contacts a 2 Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 193 of 267 Executive Summary The Ontario Provincial Police (OPP) has over 100 years of experience in providing effective community-based policing and protection throughout Ontario. The OPP has provided municipal police services under contract for over 60 years and currently maintains contracts with over 140 communities across Ontario. The Elgin Group requested a costing for OPP municipal policing. This proposal is based on the Elgin Group paying an amount equal to the sum of the Elgin Group's allocated portion of the OPP's total municipal policing base and calls for service costs and the costs for overtime, cleaning/caretaker,accommodation, court security and offender transport as applicable. Where a municipality chooses to receive police services from the OPP pursuant to a contract,the OPP will provide the level of police services required to provide adequate and effective policing, including providing the services set out in Regulation 3/99, Adequacy and Effectiveness of Police Services under the Police Services Act. This propose! reflects the integrated policing concept, incorporating a police services contract for the Elgin Group with OPP highway patrol services and provincial responsibilities under one administration. The Elgin County OPP Detachment will remain as the Administration/Operations Centre. The resources will be deployed to the municipality from this facility. The Elgin County Detachment Commander will be responsible to oversee all aspects of service delivery. The detachment management including Staff Sergeant and Sergeant/ Platoon Leaders as applicable would provide assistance and supervision to members.of the Elgin County Detachment. In order to provide a location for the police and public to interact, and to facilitate the delivery of police services in a community, the OPP encourages the establishment of Community Policing Offices (CPOs). Where such offices exist they are usually equipped with telephone and computer capabilities for use by officers assigned to the municipality. Any decision on the establishment of a CPO in the Elgin County rests entirely with township council and any associated costs will be the responsibility of the Elgin Group. It is recommended that any CPO located within the group be maintained. In consultation with the Police Services Board it is the intent that all existing community service programs and community policing committees will be maintained. Any new community service program considered may be implemented after consultation with the Elgin Group Council, the Elgin Group Police Services Board and the Elgin County Detachment Commander. When a municipality chooses to receive police services from the OPP under contract,the OPP will ensure that the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The shared infrastructure of the OPP broadens local access to resources, expertise, solutions, training and management without duplicating services. The Elgin Group will continue to benefit as additional staff are readily available from within the Elgin County OPP Detachment as well as neighboring detachments and regions, should the need arise. 3 Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 194 of 267 The Elgin Group will be required to establish a Police Services Board, as mandated by Section 10 of the Police Services Act that will generally determine objectives and priorities for police services within the community, after consultation with the Detachment Commander. The Commissioner is committed to ensuring that the Detachment Commander of the Elgin County OPP Detachment responds appropriately to the Board's advice and priorities in a manner consistent with the Board's identified concerns, expectations and needs. It is long-standing OPP policy and practice to be accountable to the communities we serve. The Commander of the Elgin County OPP detachment, or designee, will report to the Police Services Board on a regular basis,as per the direction of the Board. The OPP is experienced in being accountable to the municipalities we serve. With over 100 Contracts currently in place and future contracts pending, there is great emphasis placed on OPP accountability to Police Services Boards. The OPP is required to provide provincial level emergency response that can be mobilized in times of emergency, disaster or a specialized investigative need. The OPP meets such emergent needs, on an on-call, as-needed basis, by deploying small numbers of officers from multiple locations and assignments, both provincial and municipal. During such times,the OPP is responsible to ensure that appropriate resources remain in place to make certain the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The use of OPP officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model. if the Elgin Group chooses to accept an OPP contract for its policing service, the Elgin County OPP Detachment will assign resources,focusing on meeting the Elgin Group's unique policing needs. Value for the Elgin Group • Assurance of adequacy and effectiveness of police services; • Dedication to resolving community issues through local involvement and community policing committees; Availability of additional staffing support from neighboring detachments, regional headquarters and general headquarters; ti Seamless access to a comprehensive infrastructure and specialized services;and Assists the Detachment Commander in determining the local policing priorities and objectives through the Elgin Group Police Services Board. Beset on,among other things,an estimate of salary and benefit costs,the policing cost for 2015 asyoclated with this proposal is $6,163,622. The annual billing statement is set cut in the attachment to this proposal. 4 Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 195 of 267 Please Note: Not included in this proposal are: • The cost of maintaining the Police Services Board al The costs associated with establishing and maintaining Community Policing O7fice(s) El Any applicable revenues accruing to the municipality as a result of police activity (`'Note—This proposal expires six months from the date of presentation to Council. At that time the costs identified in the proposal will be subject to review and revision where necessary.) 5 Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 196 of 267 OPP Annual Billing Statement Elgin Group Estimated costs for the period January 1 to December 31,2015 (see notes) Cost per Property $ Base Service Property Counts Household 17,249 Commercial and Industrial 1,020 Total properties 18,269 $200.51 $3,663,117 Calls for Service Total all municipalities $138,122,392 Total municipal portion 1.4523% $109.60 $2,005,892 Overtime $9.51 $173,659 Court Security $8.04 $146,861 Prisoner Transportation (per property cost) $2.41 $44,028 Accommodation (per property cost) $1.14 $20,827 Cleaning Services (per property cost) $3.68 $67,230 Total 2015 C..,lculated Cost before Phase-In Adjustment $335.08, $6,121,614 21215 Phase-hi Adjustment Billing Summary 2014 Forecasted cost (see below) Total $6,048,940 $331.10 Astral 2015 Phase-In Adjustment (total net increase) $42,007 Total Billing for 2015 $337.38, $6,163,622 Removed the following from the 2014 Forecasted Costs: One Desktop Computer One Admintstrative Vehicle 6 Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 197 of 267 Additional Notes to the"OPP Annual Billing Statement": • The Annual Billing Statement for this group contract is based on the sum of the total of the cost estimates determined for the Township of Southwold, Municipality of Bayham, Municipality of West Elgin, Municipality of Central Elgin, Municipality of Dutton/Dunwich, and the Township of Malahide. • The Annual Billing Statement is determined based on the new OPP billing model effective January 1,2015. • The Annual Billing Statement is a statement of 2015 costs based on an estimate of salary and benefit costs. Salary and benefit costs are estimates and are subject to a final year end adjustment. As a result'of the implementation of the new OPP billing model municipal policing costs are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015 phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are subject to change and are based on an annual determination: o If the municipality is subject to an increase between the final 2014 cost and the 2015 cost, the increase will be capped to a maximum of $40 increase per property. The capped increase of$40 plus the growth factor per property cost will be applicable for each subsequent year until the full cost is realized. o The growth factor is a set per property cost for all municipalities dependent upon general increases in salary, benefits, support costs and other direct operating expenditures. o If the municipality is subject to a decrease between the final 2014 cost and the 2015 cost it will be limited to the per property reduction limit applicable to the year. o The per property reduction limit is an annual per property amount determined for all municipalities. The per property reduction Limit is subject to change each year based upon the determination of the funding required to offset the capped increases for all municipalities. • The phase-in adjustment for this group contract estimate is based on the total of the phase-in adjustments for each of the municipalities under the contract, i.e.the Township of Southwold, Municipality of Bayham, Municipality of West Elgin, Municipality of Central Elgin,Municipality of Dutton/Dunwich, and the Township of Malahide. 7 Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 198 of 267 O.P.P. Contacts Please forward any questions or concerns to Inspector Brad Fishleigh, Detachment Commander,Elgin Detachment or Sergeant Dino Tsitomeneas, Contract Policing Analyst,OPP Municipal Policing Bureau General Headquarters. inspector Brad Fishleigh (519)531-2920 Sargeant Dino Tsitomeneas (519)871-0163 8 Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 199 of 267 SCHEDULE 'C" ANNUAL BILLING.STATEMENT Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 200 of 267 OPP Annual Billing Statement Elgin Group Estimated costs for the period January 1 to December 31,2015 (see notes) Cost per Property $ Base Service Property Counts Household 17,249 Commercial and Industrial 1,020 Total properties :18,269 $200.51 $3,663,117 Calls for Service Total all municipalities $138,122,392 Total municipal portion 1A523% $109.80 $2,005,882 Overtime $9.51 $173,659 Court Security $8.04 $146,861 Prisoner Transportt:tion (per property cost) $2.41 $44,028 Accommodation (per property cost) $1.14 $20,827 Cleaning Services (per properly cost) $3.68 $87,230 Total 2015 Calculated Cost before Phase-In Adjustment $335.08 $6,121,614 2015 Phase-In Adjustment Billing Summary 2014 Forecasted cost (see below) Total $6,048,940 $331.10 ictual 2015 Phase-In Adjustment (total net increase) $42,007 Total Billing for 2015 $337.38 $6,163,622 Removed the following from the 2014 Forecasted Costs; One Desktop Computer one Administrative Vehicle Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 201 of 267 Additional Notes to the"OPP Annual Billing Statement": • The Annual Billing Statement for this group contract is based on the sum of the total of the cost estimates determined for the Township of Southwold, Municipality of Bayham, Municipality of West Elgin, Municipality of Central Elgin, Municipality of Dutton/Dunwich, and the Township of Malahide. • The Annual Billing Statement is determined based on the new OPP billing model effective January 1,2015. • The Annual Billing Statement is a statement of 2015 costs based on an estimate of salary and benefit costs. Salary and benefit costs are estimates and are subject to a final year end adjustment. • As a result of the'implementation of the new OPP billing model municipal policing costs are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015 phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are subject to change and are based on an annual determination: o If the municipality is subject to an increase between the final 2014 cost and the 2016 cost, the increase will be capped to a maximum of $40 increase per property. The capped increase of$40 plus the growth factor per property cost will be applicable for each subsequent year until the full cost is realized. o The growth factor is a set per property cost for all municipalities dependent upon general increases in salary, benefits, support costs and other direct operating expenditures. o If the municipality is subject to a decrease between the final 2014 cost and the 2015 cost it will be limited to the per property reduction limit applicable to the year. o The per property reduction limit is an annual per property amount determined for all municipalities. The per property reduction limit is subject to change each year based upon the determination of the funding required to offset the capped increases for all municipalities. • The phase-in adjustment for this group contract estimate is based on the total of the phase-in adjustments for each of the municipalities under the contract,i.e.the Township of Southwold, Municipality of Bayham, Municipality of West Elgin,Municipality of Central Elgin,Municipality of Dutton/Dunwich,and the Township of Malahide. Elgin Group Police Services Board re 2015 OPP Six Month Cont... Page 202 of 267 SAY REPORT 0 CAO ponanity Iel(o TO: Mayor&Members of Council FROM: Paul Shipway,Administrator DATE: February 19,2015 REPORT: CAO-09/15 SUBJECT: SALE&DISPOSITION OF LAND POLICY BACKGROUND The Municipal Act, 2001, S.O. 2001, C.25 (the Municipal Act, 2001) has been amended by the Municipal Statute Law Amendment Act 2006, S.O. 2006, c.32 and section 268 which previously governed the sale of real property has been repealed. Section 270 of the Municipal Act, 2001, enacted on January 1, 2008, now only requires the Corporation of the Municipality of Bayham to adopt and maintain policies with respect to the sale and other disposition of land. DISCUSSION The requirement for municipalities to declare real estate surplus prior to sale has been removed from the Municipal Act, 2001 along with the provisions and regulations which prescribe notice to be given and which types of real estate that do or do not require appraisals. This is in keeping with the"natural person" powers of the Act, allowing municipalities to put in place a policy that best suits the needs of the municipality with respect to the sale or other disposition of land which allows more flexibility and efficiency to be added to the process. Staff have reviewed best practices of other municipalities and it is apparent that there are much more efficient methods and processes currently in use by others that are not currently available to the Municipality of Bayham. The current Municipality of Bayham Disposition of Land By-law,attached hereto as Appendix'A',was adopted under the Municipal Act, 1990. A policy utilizing current best practices is attached hereto as Appendix 'B'. The proposed policy provides for efficient,transparent and accountable disposition of land. RECOMMENDATION 1. THAT Report CAO-09/15 re Sale and Disposition of Land Policy be received for information; 2. AND THAT the Council of the Corporation of the Municipality of Bayham direct staff to bring forward a by-law to adopt a Sale and Disposition of Land Policy for Council consideration. Res•ectfull ' • - I• _ Administrate Report CAO-09/15 by Paul Shipway,Administrator re Sale&Di... Page 203 of 267 BY-LAW NUMBER 2015-021 OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BEING A BY-LAW TO ESTABLISH A POLICY WITH RESPECT TO THE SALE AND OTHER DISPOSITION OF LAND WHEREAS Bill 130, Municipal Statute Law Amendment Act, 2006, received Royal Assent on December 20,2006,which amended the Municipal Act,2001, S.0.2001, c.25, effective January 1,2007; AND WHEREAS Council of The Corporation of the Municipality of Bayham deems it expedient to adopt a policy, pursuant to Section 270(1)of the Municipal Act,2001 S.O.2001,c.25,with respect to the sale and other disposition of land to comply with the new legislative requirements; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM HEREBY ENACTS A BY-LAW AS FOLLOWS: Short Title This By-law may be referred to as the Sale and Disposition of Land By-law Section 1 - Definitions 1.1 In this by-law: a. "Act"shall mean the Municipal Act,2001, S.O. 2001, c.25,as amended; b. "Appraisal" shall mean a written opinion of the market value of the land prepared by a registered member of the Appraisal Institute of Canada; c. "CAO"shall mean the CAO of the Municipality of Bayham; d. "Council"shall mean the Council of the Corporation of the Municipality of Bayham; e. "Municipality"shall mean The Corporation of the Municipality of Bayham; f. "Public Utility"shall mean a public utility as that term is defined in the Act; g. "Sale"shall mean the sale of land; h. "Surplus Land"shall mean any land of the Municipality of Bayham declared surplus to the needs of the Municipality under this by-law; i. "Website"shall mean the website of the Corporation of the Municipality of Bayham www.bavham.on.ca; Report CAO-09/15 by Paul Shipway,Administrator re Sale&Di... Page 204 of 267 Section 2—General Provisions 2.1 Schedule'A'shall form part of this By-law. 2.2 This By-law shall apply to all classes of land owned by the Municipality of Bayham save and except: a. An interest in Land sold pursuant to Section 110 of the Act. re municipal capital facilities; b. Land sold under Part XI of the Act re sale of land under Tax arrears; and c. Easements over Municipally owned lands, as approved by Council. 2.3 Notwithstanding Section 2.2 and Schedule'A'of this By-law,this By-law shall not apply to the following classes of land owned by the Municipality: a. Sale of Lands to public bodies: i. A municipality ii. A Local Board, including a school board and a conservation authority; iii. The Crown in right of Ontario or Canada and their agencies. b. Parcels of land being exchanged with a land owner as part of a procedure that requires the acquisition of that owner's land for municipal purposes. 2.4 Council may,at any time, by resolution, declare any of the Municipality's land to be surplus to the needs of the Municipality and may, by by-law, authorize the sale of such land in accordance with the procedures set out in Schedule'A'. 2.5 Council shall authorize such actions as are required to finalize the sale and the CAO shall ensure the completion of the required documentation and subsequent registration, thereof. 2.6 Notwithstanding any other provision of this By-law, inclusive of Schedule'A', Council shall have the absolute discretion to select a particular method of exposing property to the public for sale, if at all, and/or to select any method of sale as, in the opinion of Council,the circumstance require. 2.7 Council shall have the absolute discretion to accept any proposal to purchase the land, to judge the acceptability of any terms or conditions placed therein and to judge the sufficiency or acceptability of any consideration proposed by any purchaser. 2.8 That this By-law shall come into full force and take effect on the date of passing. READ a FIRST, SECOND and THIRD TIME and finally passed this 19th day of February, 2015. MAYOR CLERK Report CAO-09/15 by Paul Shipway,Administrator re Sale&Di... Page 205 of 267 SCHEDULE A' 1043(1144/ pp po�"tunitty Isco Corporation of the Municipality of Bayham Policy Name: Sale of Surplus Municipal Land Policy Section 1 -Application 1.1 This Policy applies to the sale or other disposal of land by the Corporation of the Municipality of Bayham. Section 2—Policy Statement 2.1 The Municipality will dispose of surplus land in an open and transparent process to ensure that the consideration for such disposal is fair, reasonable and in the best interest of the Municipality. Section 3-Procedures 3.1 The Municipality shall obtain a survey of the land proposed to be disposed of from a Registered Ontario Land Surveyor, if deemed necessary. 3.2 Council shall have the absolute discretion to determine the sale price of the land. 3.3 The Municipality shall obtain an appraisal of the land to be sold.An appraisal shall be a written opinion of the market value of the land prepared by a registered member in good standing of the Appraisal Institute of Canada and such appraiser shall not be a real estate agent nor be directly connected with any real estate brokerage firm. 3.4 Any appraisals obtained shall be used solely as a guide and shall not be determinative of the terms of price upon which Council may sell any particular piece of real estate. Without limiting the generality of the foregoing, other factors including the history of the real estate or related properties may be determinative. 3.5 Notwithstanding Section 3.3 of this policy,the Municipality shall not be required to obtain an appraisal, unless Council deems it desirable to obtain an appraisal,for any class of land as follows: Report CAO-09/15 by Paul Shipway,Administrator re Sale&Di... Page 206 of 267 3.5.1 Land 0.3 metres or less in width acquired in connection with an approval or decision under the Planning Act; 3.5.2 Closed highways, roads and road allowances; 3.5.3 Land formerly used for railway lines if sold to an owner of land abutting the former railway land; 3.5.4 Land that does not have direct access to a highway if sold to the owner of the land abutting that land; 3.5.5 Land repurchased by an owner in accordance with Section 42 of the Expropriations Act; 3.5.6 Land sold under Sections 107 and 108 of the Municipal Act, 2001, S.0.2001, c.25, as amended; 3.5.7 Easements granted to Public Utilities or to telephone companies. Section 4-Notice 4.1 The CAO shall publish a notice of the intended sale of the land on the Municipal Website at least 14 days before consideration of the same. 4.2 The notice shall specify that anyone wishing to comment on the proposed sale may do so by delivering such comment in writing to the Clerk at the Municipal office. 4.3 The final date for submitting comments shall be specified in the notice. Any comments received shall be considered by Council,which in its sole discretion shall decide if any further action shall be taken. Section 5—Disposition of Land 5.1 Council shall determine in its sole discretion, by resolution, to dispose surplus land by either of the three(3)following methods: sale by public tender, sale by real estate firm or broker, or direct sale to a landowner. Sale by Public Tender 5.2 Should Council determine to sell the land by public tender,the following apply: 5.2.1 Costs incurred or anticipated to dispose of the land such as legal fees, survey, appraisal, encumbrances,advertising and improvements shall be established. 5.2.2 An estimated bid amount shall be established which shall not be less than the appraised value plus the additional costs referred to in Section 5.2.1 of this Policy. Notwithstanding the foregoing, Council may accept an amount less than the estimated bid amount. 5.2.3 A Notice shall be placed on the Municipal Website and shall include a brief description of the property, including a small location sketch and shall specify the final date that offers will be accepted and shall include the following statement: "the highest or any offer may not necessarily be accepted". 5.2.4 The tender documents shall be delivered in person to the CAO by the date specified therein. Report CAO-09/15 by Paul Shipway,Administrator re Sale&Di... Page 207 of 267 Sale by Real Estate Firm or Broker 5.3 Should Council determine to engage a real estate firm or broker to sell the land,the following applies: 5.3.1 Costs incurred or anticipated to dispose of the land such as legal fees, survey, appraisal,encumbrances, advertising and improvements shall be established. 5.3.2 A listing amount shall be established which shall not be less than the appraised value plus the additional costs referred to in Section 5.3.1 of this Policy. 5.3.3 The CAO, or designate, shall be authorized to sign the listing agreement. 5.3.4 The offers shall be submitted to the CAO,or designate,on the Ontario Real Estate Offer to Purchase Forms and shall provide for an irrevocable period of at least fourteen(14)days. 5.3.5 All final offers shall be submitted to Council for approval of the sale price. Direct Sale to a Landowner 5.4 Should Council determine to sell the land directly to a landowner(s)the landowner to whom the land is to be conveyed must be a landowner(other than a mortgagee or chargee)who abuts the land or an owner of other land in the Municipality(other than a mortgagee or chargee)who claims legal interest in the property such as, but not limited to an;easement,a right-of-way, possessory title or a restrictive covenant. The following shall apply: 5.4.1 Costs incurred or anticipated to dispose of the land such as legal fees,survey, appraisal,encumbrances, advertising and improvements shall be established. 5.4.2 An estimated purchase amount shall be established which shall not be less than the appraised value plus the additional costs referred to in Section 5.4.1 of this Policy. Notwithstanding the foregoing, Council may accept an amount less than the estimated purchase amount. Report CAO-09/15 by Paul Shipway,Administrator re Sale&Di... Page 208 of 267 $AY _i_-_,.. ,L, .-Amillilkii% REPORT OP (,,, l CAO apo unity Ii' ° TO: Mayor&Members of Council FROM: Paul Shipway,Administrator DATE: February 19,2015 REPORT: CAO-010/15 SUBJECT: HOUSEHOLD HAZARDOUS WASTE—LARGE ITEM DAY BACKGROUND The last several years has seen an environmental budget line item of a Household Hazardous Waste, Electronics and Large Item Drop-off Day, held at the public works yard at the end of May (on the Saturday following the long weekend)each year. This year said event would take place on Saturday May 23, 2015. In the past Municipal staff have worked this event with Clean Harbors Canada Inc. managing the collection and disposal of the hazardous waste and Ontario Electronic Stewardship (OES)coordinating the collection of electronics on-site. DISCUSSION In order to have a contract in place for handling the hazardous waste,arrangements need to be made with Clean Harbors Canada Inc. In addition,it is beneficial to have confirmation for resident inquiries and to provide advance public notice of the event. The event historically costs the Municipality approximately$30,000. Due to the decrease in OMPF funding amounting to $113,559 and an OPP cost increase of$114,449 (versus 2014 budget) staff are recommending Council consider not holding the event for 2015 and differ consideration of the same to 2016 Budget deliberations. The potential net impact on the 2015 Operating Budget of OMPF and OPP alone is$228,008 or 7.6%2014 levy increase. Given the other financial requirements the Municipality is currently assessing,including facilities,staff suggest Hazardous Waste and Bulk Items can be dealt with through the private sector to offset costs. Although staff would prefer Council consider all items during budget deliberations, staff must take action on this event in the next week. As such, staff are recommending to Council that the private sector fill the void of not holding a Hazardous Waste-Large Item Day. Examples of private sector services include, but are not limited to, the Waste Management Bagster Service, 1-800-Got Junk or Putnam's Disposal in Aylmer. Additionally consideration can be given to donating items to charity or Goodwill. Lastly within 15km of the Municipal Office ten (10) Ontario Tire Stewardship drop off locations exist and within 25km of the Municipal Office (2) Ontario Electronic Stewardship drop off locations exist. Two local charity OES events are also planned for Straffordville in 2015. With the exception of private non-recyclable waste item disposal, these free disposal options also decrease the amount of material which is sent to the landfill in the Municipality's WDO reporting. RECOMMENDATION 1. THAT Report CAO-10/15 re Hazardous Waste—Large Item Day be received for information; Report CAO-010/15 by Paul Shipway,Administrator re Househol... Page 209 of 267 2. AND THAT the Council of the Corporation of the Municipality of Bayham direct staff to not hold Hazardous Waste—Large Item Day in 2015 and refer the same to 2016 Budget Deliberations; 3. AND THAT Council direct staff to post a notice outlining the reasoning for the event cancellation; Respecff • 411W �._.� •ministrator Report CAO-010/15 by Paul Shipway,Administrator re Househol... Page 210 of 267 15XY --- REPORT oa _ lim„.,..._ 4.. App - IBIto. CAOtY TO: Mayor&Members of Council FROM: Paul Shipway,Administrator DATE: February 19,2015 REPORT: CAO-11115 SUBJECT: RICHMOND SHED BACKGROUND On February 5,2015 Council received correspondence from Ms.Thiessen as a request to take ownership of a derelict shed in the Richmond Park. Staff were unsure of ownership of the same. DISCUSSION Staff have reviewed ownership of the shed and confirm it is municipally owned. Staff have further indicated that the shed would be removed in accordance with liability reductions initiatives in the spring. As such,staff recommend Council direct staff to post notice of the shed being surplus on the website and provide a week for interested parties to submit interest in the same. Once the time period closes a by-law can be passed to provide the shed'as is where is',to the successful proponent,where the proponent covers all costs and the shed is removed. RECOMMENDATION 1. THAT Report CAO-11/15 re Richmond Shed be received for information; 2. AND THAT the Council of the Corporation of the Municipality of Bayham direct staff to provide notice of the Shed disposal and surplus the same. Respectfu •'•.-.`. / � Administrato Report CAO-11/15 by Paul Shipway,Administrator re Richmond ... Page 211 of 267 Eyv., r i X1'1 r 1 ti iw 74- 4 - - _ ^' � xsh –I� _ 1 'r i_Al.. }-� + A 4.4' Is= 1 . ..N.:*-'''''''''''''.%-. 4* . ITIP l'i 1 Ali .... 11144 4, ''. ., 1 4 ' ...' ..... .1../- - .-- _ limil* 1 .0,-.-______ „:4m..4 ,, 1 �J1 , , ,, ,, _: 11,00.1 . , , _t______iettlegol ,, , 1 i „ t ref JP y, - — 46.411M10 - Report -] Report CAO-11/15 by Paul Shipway,Administrator re Richmond ... Page 212 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW 2015-016 BEING A BY-LAW TO STOP UP, CLOSE AND CONVEY PART OF THE UNOPENED ROAD ALLOWANCE BETWEEN CONCESSION 9 AND 10 IN LOTS 14, 15 AND 16, IN THE MUNICIPALITY OF BAYHAM, IN THE COUNTY OF ELGIN, DESIGNATED AS PART 1 ON REGISTERED PLAN 11 R-9859(BEST LINE) WHEREAS Section 11 of the Municipal Act,2001,S.O.2001,c.25 as amended provides that a lower tier municipality may pass by-laws respecting Highways, including parking and traffic on highways; AND WHEREAS Section 8 of the said Municipal Act provides that a municipality has the capacity, rights, powers,and privileges of a natural person for the purpose of exercising its authority under this or any other Act; AND WHEREAS the subject lands were declared surplus to the Municipality's needs on April 17, 2014 and the Notice of Intention to Pass a By-law to stop up, close and convey that part of the road allowance was posted on the municipal website on February 2,2015 and published in the Tillsonburg Independent News on February 4,2015; THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT upon and after the passing of this By-law that portion of the unopened road allowance between Concessions 9 and 10 in Lots 14, 15 and 16 according to Registered Plan 11 R-9859 of the Municipality of Bayham,formerly Township of Bayham, in the County of Elgin,designated as Part 1 be and is hereby stopped up and closed for the purpose of conveyance to Best Line Farms Inc. 2. THAT this by-law shall take effect upon the date of its registration in the Land Titles Division for the County of Elgin(No. 11). 3. THAT the Clerk or designate is hereby authorized to amend the parcel designation noted in this By-law, if necessary, upon registration of this By-law. READ A FIRST AND SECOND TIME this 19th day of February 2015. READ A THIRD TIME AND FINALLY PASSED this 19th day of February 2015. MAYOR CLERK By-Law 2015-016 Being a By-Law to stop up,close and convey... Page 213 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2015-017 A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGENCY AGREEMENT BETWEEN THE MUNICIPALITY OF BAYHAM AND LOCAL AUTHORITY SERVICES (LAS) WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of entering into an agreement with Local Authority Services (LAS) on an exclusive basis to provide professional services regarding advice on price hedging options for electricity and to act as its agent in taking certain actions related to such price hedging as set forth for the procurement of electricity. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk be and are hereby authorized to execute the Electricity Agency Appointment and Retainer Agreement attached hereto as Schedule "A" and forming part of this by-law between Local Authority Services(LAS)and the Municipality of Bayham; 2. AND THAT this by-law shall come into full force and effect upon final passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 19th DAY OF FEBRUARY 2015. MAYOR CLERK By-Law 2015-017 Being a By-Law to authorize the execution of... Page 214 of 267 Sch.tot_lt_ - � 01DI5-0'l This Electricity Agency Appointment and Retainer Agreement ("Agreement") is made and entered into as of this_day of ,20_. BETWEEN: Local Authority Services("LAS") -AND- The Corporation of the Municipality of Bayham("Member") Each of the foregoing entities being referred to individually as "Party" or collectively as "Parties". WHEREAS the Member wishes to retain LAS on an exclusive basis to provide professional services regarding advice on price hedging options for electricity and to act as its agent in taking certain actions related to such price hedging activity as set forth herein; AND WHEREAS the Member acknowledges that the price hedging options may include but are not limited to (i) entering into financial agreements and transactions providing a fixed contract price for a notional quantity of electricity without the physical delivery of electricity and/or(ii) entering into agreements pursuant to which the Member is billed the Hourly Ontario Electricity Price ("HOEP") for all or part of its electricity needs and/or (iii) entering into agreements pursuant to which a retailer arranges for its electricity needs and the Member is billed a fixed price for all or part its electricity needs and HOEP for a portion of its electricity needs (all of which agreements or transactions referred to as"Financial Agreements"); AND WHEREAS the Member wishes to enter into Financial Agreements to minimize the cost or financial risk associated with the procurement of electricity; AND WHEREAS the Member has passed the necessary by-laws or resolutions to permit the Member to enter into Financial Agreements and transactions thereunder; AND WHEREAS the Member has adopted a statement of policies and goals relating to the use of financial agreements to address commodity pricing and costs and has passed the necessary by- laws or resolutions authorizing LAS to act as its agent; AND WHEREAS the Member has provided LAS with copies of the aforementioned policies, goals,bylaws or resolutions; NOW THEREFORE THE PARTIES agree as follows: By-Law 2015-017 Being a By-Law to authorize the execution of.. Page 215 of 267 1. APPOINTMENT AND AUTHORIZATION OF LAS 1.1 The Member appoints LAS as its exclusive agent in respect of all matters specified in this Agreement including the solicitation and analysis of offers, negotiating and execution of Financial Agreements and the management and administration associated with such Financial Agreements. 1.2 The Member acknowledges and agrees that LAS, as its exclusive agent has full and complete authorization and discretion to take the following actions on behalf of the Member: (a) access any and all information relating to the Member which is in the possession and control of the distribution utility which relates to the supply and delivery of electricity at any service address of the Member; (b) negotiate on behalf of the Member Financial Agreements including the specific terms and conditions contained therein, and execute the same together with other related agreements and documents reasonably requested by the counterparty to the Financial Agreements,on the Member's behalf; (c) disclose to any third party any information of the Member which is necessary to disclose for the purposes of this Agreement or any Financial Agreement or for the purpose of billing, settlement or accounts and administrative matters or for any other purpose relating to the Financial Agreements; (d) as agent for the Member enter into transactions under the Financial Agreements in the name of the Member, and to execute on behalf of the Member confirmations evidencing such transactions; (e) enrol, or appoint another party as the Member's retailer to enroll, the Member's electricity account(s) with the Local Distribution Company ("LDC") to ensure billing of the account(s); (f) carry out or direct the Member to carry out any ongoing responsibilities of the Member specified in any Financial Agreements or exercise any rights as required to implement said Financial Agreements; (g) terminate any of the Financial Agreements including any or all of the transactions under the Financial Agreements or any related agreements entered into with the counterparty to the Financial Agreements,on the Member's behalf; (h) act as retailer for the Member or in the event that LAS elects not to act as the Member's retailer to contract with and otherwise appoint on the Member's behalf any third party licensed to act as retailer in the Province of Ontario as selected by LAS in its sole discretion for the purpose of acting as the Member's retailer; (i) terminate any contract with or any appointment of any third party appointed to act as the Member's retailer; -2- By-Law 2015-017 Being a By-Law to authorize the execution of.. Page 216 of 267 (j) contract with and otherwise appoint any third party selected by LAS in its sole discretion for the purposes of carrying out any responsibilities of LAS contained in this Agreement (any such appointee, consultant, service provider or delegate shall be engaged on terms satisfactory to LAS);and (k) carry out any duties or responsibilities and take any actions on the Member's behalf not otherwise specified herein that are incidental or related to carrying out its role as agent herein. 2. LAS OBLIGATIONS 2.1 LAS will: (a) solicit and analyze offers, negotiate and where appropriate enter into Financial Agreements in the name of the Member as agent for the Member; (b) monitor the regulatory developments concerning electricity and where appropriate provide recommendations to the Members on Financial Agreements; (c) continuously search for and solicit Financial Agreements on the Member's behalf; (d) account to the Member for all amounts paid to or to be paid by the Member under the Financial Agreements or this Agreement; (e) receive information from LDC(s),settle billing amounts,receive payments due to or from the Member,and pay Financial Agreement counterparties; (1) notify the Member promptly of any amounts due from the Member in excess of the amounts paid by the Member to the applicable LDC(s) on account of the Financial Agreements;and (g) take such other action as the LAS deems appropriate in the exercise of its authority and performance of its obligations under this Agreement. 3. MEMBER UNDERTAKINGS 3.1 The Member will: (a) remain liable as principal for all obligations incurred under or relating to the Member's Financial Agreements whether arising out of actions taken by LAS or the Member; (b) provide all necessary accurate data to enable LAS to solicit bids, negotiate and manage new Financial Agreements prudently and as LAS believes to be in the Member's best interest; -3 - By-Law 2015-017 Being a By-Law to authorize the execution of.. Page 217 of 267 (c) forward to LAS all notices or other communication received by the Member relating to the Financial Agreements or services provided under this Agreement by LAS; (d) provide credit and financial information and collateral or performance assurances if required under any Financial Agreement or this Agreement; (e) keep confidential the terms of this Agreement and any of the advice, details or arrangements provided to it by LAS or any of its third party providers; (f) inform LAS of any statement of policies and goals relating to the use of Financial Agreements and any amendments thereto; (g) if requested by LAS, provide prudential support to LAS, in order to permit: (i) LAS to enter into a service agreement with the member's distributor(s); (ii) LAS to satisfy any prudential support required by the distributor under such service agreement;and (h) execute any such documentation as may be deemed necessary by LAS to permit LAS to undertake any of the functions specified under this Agreement including the Notice of Appointment of Agent as set forth in Appendix A to this Agreement. 3.2 The Member acknowledges that bids may be solicited by LAS and transactions under the Financial Agreements may be negotiated on behalf of a number of members. The Member further acknowledges and agrees that LAS may determine in its sole discretion whether the Member participates in any particular transaction under its Financial Agreement. 3.3 The Member acknowledges that the fixed price for any transaction under its Financial Agreements could at any time be below, above or equal to the price charged by the Member's LDC(s) or HOEP. The Member also acknowledges that the Financial Agreements will contain provisions which may result in the Member owing a termination payment following default under the Financial Agreements even though the member is not the defaulting party. 3:4 The Member acknowledges that LAS or a retailer appointed by LAS may charge and the Member agrees to pay a finance charge for each megawatt hour supplied provided that such charge reasonably represents the cost of LAS and/or its retailer(including specified affiliates) providing collateral or performance assurance under hedges or financial agreements with third party suppliers related to the Financial Agreements. 4. LAS FEES 4.1 The Member agrees to pay the fees set forth in Appendix B to this Agreement to LAS. The payment of these fees to LAS shall cover the costs of managing and administering the LAS electricity program on behalf of the Member including the costs of billing and settlement of accounts and the cost of any third party engaged by LAS to assist in -4- By-Law 2015-017 Being a By-Law to authorize the execution of.. Page 218 of 267 providing services under this Agreement or under the program. The Member acknowledges that these fees may be included on the Members bill from the distributor or billed directly to the Member by the retailer. 4.2 The Member acknowledges that a retailer appointed by LAS under Section 1.2 (j), may charge the Member a finance charge as set forth in Appendix B to this Agreement,related to such retailer's obligation to provide credit assurances to a third party with which retailer has entered into a financial agreement for the benefit of the Member. 5. TERM 5.1 The term of this Agreement shall commence on the date of execution and shall remain in effect for an initial period of two(2)years and thereafter shall automatically renew from year to year unless and until terminated by either Party upon one hundred and eighty (180) days prior written notice; provided, however, that this Agreement and any other documents executed and delivered hereunder shall remain in effect until the last transaction entered into under any of the Financial Agreements expires. The obligation to make payment under Section 4 and Appendix B, and the liability and indemnification provisions shall survive the termination of this Agreement. 6. LIABILITY AND INDEMNIFICATION 6.1 While LAS takes proactive measures for the protection of the Member's interests, LAS cannot provide unconditional protection from the occurrence of unanticipated and uncontrollable events resulting in adverse financial consequences for the Member. LAS does warrant that the services provided by LAS under this Agreement will be performed in a professional manner. The Member agrees that if LAS breaches this warranty in performing services provided under this Agreement, the sole and complete liability of LAS for such breach will be limited to the return of the fees paid by the Member for services under this Agreement. 6.2 LAS liability under or for breach of this Agreement shall not exceed the amount of fees paid by the Member under this Agreement. In no event shall LAS be liable to the Member for incidental, indirect, special, punitive, exemplary or consequential damages howsoever caused,whether for breach of warranty,in tort,for contract or otherwise even if LAS has been advised of the possibility of such damages. 6.3 The Member hereby indemnifies LAS, its affiliates, its respective officers, directors, energy committee members, employees, agents, sub-agents, contractors, and consultants and holds them harmless from and against all losses, costs, liabilities, damages and expenses (including without limitation reasonable legal fees) it may incur as a result of LAS acting as the Member's agent as provided herein and the Member hereby agrees that it is liable for all obligations which LAS enters into on the Member's behalf. 7. REPRESENTATIONS AND WARRANTIES 7.1 The Member represents and warrants to LAS on an ongoing basis that: -5 - By-Law 2015-017 Being a By-Law to authorize the execution of.. Page 219 of 267 (a) all acts necessary to the valid execution, delivery and performance of this Agreement and the Financial Agreements, including without limitation, public notice or other required procedures have or will be taken and performed as required under the Municipal Act, 2001; (b) the authorizing by-law with respect to the Agreement and the Financial Agreements have been passed by the council of the Member in full compliance with the Municipal Act, 2001,the same was signed by the head of the council and the clerk and sealed with the municipal seal of the Member and no application has been made or action brought to quash, set aside or declared invalid such authorizing by-law nor has the same been in any way repealed, altered or amended and such authorizing by-law is now in full force and effect; (c) the aforesaid authorizing by-law and the Financial Agreements contemplated thereby do not conflict with or result in a breach or violation of any statutory provisions which apply to the Member or any agreement to which the Member is a party or under which the Member or any of its property is or may be bound,or, violate any order, award, judgment, determination, writ, injunction or decree applicable to the Member of any regulatory, administrative or other government or public body or authority,arbitrator or court; (d) no litigation or proceedings of any nature are now pending or threatened, attacking or in any way attempting to restrain or enjoin the Agreement or any of the Financial Agreements as authorized under the aforesaid authorizing by-law,or in any manner questioning the proceedings and authority under which any Financial Agreements will be entered into, or the capacity of the officers of the Member authorized thereunder to enter into any Financial Agreements, and no authority or proceedings for the Agreement or any Financial Agreements have been repealed,revoked or rescinded in whole or in part; (e) entry into and performance of this Agreement and the Financial Agreements by the Member are for a proper public purpose within the meaning of the Municipal Act, 2001 and the regulations made thereunder; (f) the Member obligations to make payments hereunder are unsubordinated obligations and are not subject to any prior claim under any agreement or financial instrument to which the Member is a party; (g) the Member is not now subject to any restructuring order under Part V of the Municipal Act, 2001 or other statutory authority; accordingly, no approval of the aforesaid authorizing by-law, the Agreement or the Financial Agreements is required to be given by any transition board or commission appointed in respect of the restructuring of the Member;and (i) to the extent that the term of any transaction entered into under a Financial Agreement exceeds the current Member council's term, before the Member -6- By-Law 2015-017 Being a By-Law to authorize the execution of.. Page 220 of 267 exercised any powers in respect of the transaction, the Member's treasurer calculated an updated debt limit under Ontario Regulation 403/02 and the treasurer determined that the transaction would not cause the Member to exceed its updated limit and that the approval of the Ontario Municipal Board in respect of the transaction was not required. 7.2 Each Party represents and warrants to the other on an ongoing basis that: (a) it has the capacity and authority to execute this Agreement and perform its obligations and has taken the necessary action to authorize the execution and performance of this Agreement and the person signing this Agreement is authorized and empowered to do so; (b) it has obtained or submitted any authorization or approval or notice to with any governmental authority or regulatory body that is required for the due execution, delivery and performance of this Agreement; (c) the execution, delivery and performance of this Agreement does not violate or conflict with any law applicable to it; (d) this Agreement constitutes a valid and legal binding obligations enforceable against it in accordance with its terms; 8. MISCELLANEOUS 8.1 This Agreement shall be governed by and construed in accordance with the laws of the province of Ontario. 8.2 This Agreement may be executed by the Parties in separate counterparts, and each executed counterpart shall have the same force and effect as the original instrument. The Parties agree to accept facsimile signatures in lieu of original signatures as evidence of the agreement of the other Party, but each Party shall deliver to the other Party an originally executed copy of this Agreement as soon as possible thereafter. 8.3 Each Party will from time to time and promptly upon request, sign and deliver all further documents including any notices of appointment of agent and take all further action as may be reasonably necessary or appropriate to give effect to the teens and intent of this Agreement and to complete the Financial Agreements contemplated by this Agreement. -7 - By-Law 2015-017 Being a By-Law to authorize the execution of... Page 221 of 267 IN WITNESS WHEREOF the Parties have executed this Agreement by the duly authorized officers: Local Authority Services The Corporation of the Municipality of Bayham Nancy Plumridge [Name] S-13...4.0, [=r`S lndc& Mil lard President Mc.Lf n,� �'.E e < f [Title] Local Authority Services Municipality of Bayham 200 University Avenue-Suite 801, P.O.Box 160 Toronto, ON Straffordville,ON M5H 3C6 N07 1Y0 (T)416-971-9856 (T)519-866-5521 (F)416-971-6191 (F)519-866-3884 -8- By-Law 2015-017 Being a By-Law to authorize the execution of.. Page 222 of 267 Appendix A NOTICE OF APPOINTMENT OF AGENT THIS NOTICE OF APPOINTMENT OF AGENT is made as of the day of ,20_. By: a municipal corporation, having offices in the of in the Province of Ontario(hereinafter called"Customer"), To:All Interested Parties (each a`Notified Party"). 1. Appointment. Customer confirms that it has entered into a contract relating to the retail sale of electricity(the "Contract")with LOCAL AUTHORITY SERVICES ("LAS"). In order to facilitate the retail sale of electricity described in the Contract, Customer gives notice to the Notified Party that it has appointed LAS as Customer's sole and exclusive electricity retailer and agent for purposes related to the supply of electricity to each"Service Address" and for matters relating to facilitation of such supply. 2. Enrollment. Customer authorizes and directs LAS to enroll Customer with any Notified Party. Customer approves of the switch from its current electricity supplier to LAS as its retailer. 3. Direction. Customer hereby requests,authorizes and directs Notified Party to release any and all information in such Distribution Co.'s possession and control relating to Customer and the supply and delivery of electricity to each Service Address set forth below including, but not limited to, Customer usage information, site usage history reports, credit and payment history, consumption history,utility account number and account information to LAS. 4. Effective Date. The appointments and directions are effective as of the date first set above. 5. Responsibility. Customer confirms that is has the authority to enter into an agreement for the supply of electricity to each Service Address and to appoint an agent in connection thereof. The Corporation of the Municipality of Bayham By: Name: -Pa.u\ ns ndG Rc rd Title: Magyar erk -9- By-Law 2015-017 Being a By-Law to authorize the execution of.. Page 223 of 267 Appendix B Fees In accordance with Section 4.1,the Member agrees to pay LAS the following fees: (a) a fee of 0.1 cents per kilowatt-hour(kWh)for the notional quantity of electricity transacted under the Financial Agreements; (b) a fee of 0.05 cents per kilowatt-hour(kWh)for the billing and settlement services for the notional quantity of electricity transacted under the Financial Agreements; (c) a fee of$15 per month per account for all accounts billed on the spot market;and (d) such other fees as may be agreed upon between the retailer and/or LAS as consideration for the retailer acting as the Member's retailer. In accordance with Section 4.2,the Member also acknowledges that LAS may hire a third party to act as retailer for Member, and that such retailer may hedge its obligations under the Financial Agreements with the Member by contracting with affiliates or third party suppliers. Further, Member acknowledges that if such retailer enters into hedges with third party suppliers related to the Financial Agreements,and such hedges require the retailer or its affiliates to provide performance assurances to the third party supplier,then the retailer may charge Member a finance fee for each megawatt hour supplied to Member to compensate retailer for the cost of providing such performance assurance, and such finance fee shall be billed under the Financial Agreement with the Member, and included on such invoice thereunder. Such finance fee shall be calculated as follows: Finance Fee/MWh=(A x B)/C. Where,A=a per annum rate equal to(i)the sum of(a)30 day LIBOR,determined by retailer,plus(b)twenty seven(27)basis points,(ii)divided by 12;B=the Aggregate Exposure(as defined below);and C= the total number of MWh being supplied by retailer to all participants in the LAS Program as of the date of determination. Member acknowledges that"C"may be equal to or greater than the number of MWh in the hedge transaction requiring credit support from retailer. For the purposes of this Section 3.4,"Aggregate Exposure"means the total of all Supplier Exposures. For the purposes of this Section 3.4,"Supplier Exposure"means,for each Supplier,the lesser of(i)the total mark-to-market exposure, if any, that retailer or its affiliates has with a Supplier who has entered into a hedge transaction with retailer, provided that if the amount is negative,then such amount shall be$0,and(ii)the total mark-to-market exposure,if any,that retailer or its affiliates has with a Supplier under all hedge transactions with such Supplier that are associated with an outstanding transaction(s)between a Member and retailer,provided that if the amount is negative,then such amount shall be $0. Accepted and agreed to this day of ,20_by: Local Authority Services The Corporation of the Municipality of Bayham Nancy Plumridge [Name]per,,,,I c.r\5 � nd o trt;1 Lac—d President � r I,er k [Title] Local Authority Services Municipality of Bayham 200 University Avenue-Suite 801, P.O.Box 160 Toronto, ON Straffordville,ON M5H 3C6 NOJ 1Y0 (T)416-971-9856 (T)519-866-5521 (F)416-971-6191 (F)519-866-3884 By-Law 2015-017 Being a By-Law to authorize the execution of... Page 224 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO.2015-018 A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN THE MUNICIPALITY OF BAYHAM AND LOCAL AUTHORITY SERVICES(LAS) WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of entering into an agreement with Local Authority Services(LAS)for the procurement of fuel from Imperial Oil through the Local Authority Services(LAS) Fuel Program. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk be and are hereby authorized to execute the LAS Fuel Program Participation and Payment Agreement attached hereto as Schedule"A"and forming part of this by-law between Local Authority Services(LAS)and the Municipality of Bayham; 2. AND THAT this by-law shall come into full force and effect upon final passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 19th DAY OF FEBRUARY 2015. MAYOR CLERK By-Law 2015-018 Being a By-Law to authorize the execution of... Page 225 of 267 SGh ed,oe- " gy-L1� c O 15-01 ciAs LAS FUEL PROGRAM PARTICIPATION AND PAYMENT AGREEMENT THIS AGREEMENT made the day of ,201 BETWEEN: LOCAL AUTHORITY SERVICES ("LAS") -and- CORPORATION OF THE MUNICIPALITY OF BAYHAM ("Member") LAS and Member agree to the following: A. The program member agrees the payment processes defined by LAS, its third party program administrator,and its suppliers,as outlined in this agreement. B. Payments will be made on or before the invoice due date identified on each individual invoice. Payments will be made for all fuel, lubricant, commissions, delivery charges, or late payment services fees as presented on each invoice. Typical payment due dates will be: I. 27 days for bulk fuel delivery with invoices being issued every two weeks II. 27 days for fleet card retail purchases with invoices being issued monthly C. LAS reserves the right to charge a monthly interest rate of 1.5%,to a maximum of 19.6% annually for any overdue accounts, consistent with the late penalties imposed upon LAS by the Supplier(s). D. All invoices will include an administration fee as outlined below, for fuel and/or lubricant supplied to each Member through the LAS Program: I. 1.2 cents per litre of fuel(diesel fuel,gasoline,or any other fuel) II. 5 cents per litre of lubricant E. LAS and its third party program partner agree to provide the Member with the following services: I. provide advice and forecasting with respect to trends in fuel and lubricant prices, including weekly pricing updates for pre-qualified suppliers Page 1 of 2 By-Law 2015-018 Being a By-Law to authorize the execution of... Page 226 of 267 (US II. provide every Member with access to the password protected portion of program administrator's website:www.orairiefueladvisors.ca III. receive monthly information from the Supplier(s)regarding the Members' consumption of fuel and lubricants,review and confirm the accuracy of the supplier information, IV. prepare and distribute invoices for the Members based on this information; V. assist in the resolution of supplier billing/invoicing issues on behalf of the Member; VI. Complete annual savings analyses for the Member; F The member agrees to purchase, provide and keep in full force and effect at its sole risk and expense, comprehensive general liability insurance of not less than Five Million Dollars ($5,000,000)on an occurrence and any other form of insurance as LAS, its Officers and Directors, acting reasonably, requires from time to time, in the form, amounts, and for insurance risks against which a prudent person would insure. The member's insurance policy shall name LAS as additional insured. G. The program member agrees to give LAS notice of any substantial changes to its fuel needs, storage arrangements, or continuation within LAS Fuel Program. Notice is generally defined as 14 days; notices shall be in writing by email and addressed to LAS to the attention of the LAS Program Manager — lhapanCc7amo.on.ca. For LAS: Nancy Plumridge President Signature For Member: Name: 43-1J-1 Title: Maki°r Signature Name: k-s.f nota P' I lard Title: CI ex K Signature Page 2 of 2 By-Law 2015-018 Being a By-Law to authorize the execution of... Page 227 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2015-019 A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN THE MUNICIPALITY OF BAYHAM AND ERTH (HOLDINGS) INC. (ERTH) WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of entering into an agreement with ERTH (Holdings Inc. (ERTH) for the conversion of the Municipality of Bayham streetlights to LED. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk be and are hereby authorized to execute the LED Conversion Project Agreement attached hereto as Schedule"A"and forming part of this by-law between ERTH (Holdings) Inc. (ERTH)and the Municipality of Bayham; 2. AND THAT this by-law shall come into full force and effect upon final passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 19th DAY OF FEBRUARY 2015. MAYOR CLERK By-Law 2015-019 Being a By-Law to authorize the execution of... Page 228 of 267 I Whiting ERTH ON Ingersoll, NSC ON NSC 365 U IN Tel:(519)485-6038 Toll Free: 1-888-304-5558 HOLDINGS INC. Fax(519)425-8456 www.erthcorp.com February 4,2015 Municipality of Bayham 9344 Plank Road Straffordville,ON Attention:Paul Shipway,Administrator Re: LED Conversion Project As per our discussions,we are pleased to present our contract to convert the Municipality of Bayham's street lights as described below. ERTH(Holdings)Inc."ERTH"will convert the following street light fixtures: 1- 70W HPS to Philips SVM-48W48LED 19- 100W HPS to Philips SVM-48W48LED 380- 150W HPS to Philips SVM-72W48LED 37 175W MV to Philips SVM-72W48LED 4- 200W HPS to Philips SVM-72W48LED 2- 180W LPS to Philips SVM-72W48LED In order to complete this project ERTH will work with the Municipality of Bayham to complete this LED Conversion as quickly and as efficiently as possible.In coordination with the conversion of approximately 443 fixtures ERTH will also provide the following services to aid in the successful completion of the conversion project. 1. A complete inventory of the existing fixture count in the Municipality of Bayham.This will be completed through Mobile LIDAR Mapping System(GPS). 2. A weekly update as to the progress of the conversion,listing the number of rewires and fixtures completed during the previous week will be provided to the Utility and the Municipality of Bayham. 3. The quoted amount includes an estimated charge for rewiring 100 percent(100%)of the street light fixtures;this includes amps,amp cover,fuse and in-line fuse kit wired with 12/2 NMWU up the arm to the new LED fixture.The rewire includes tapping to the buss(as per the individual utility specifications).In undertaking the conversions,we will record the actual number of rewires installed and the quoted amount will be adjusted accordingly. 4. An asset management report,which when completed,will provide information referencing the pole ID and location(street address if applicable)for all lights being converted for the Municipality of Bayham. Mtnicipality of Bayham—LED Street Light Conversion Contract—February 2015 i By-Law 2015-019 Being a By-Law to authorize the execution of.. Page 229 of 267 5. ERTH includes in the project,the installation of the LED specific photo controls necessary for the successful operation of each fixture. 6. ERTH will engage the LDC to facilitate the conversion of fixtures in the service area. Once approved,ERTH will coordinate with the LDC on the installation of the fixtures. At the time of installation we will provide all supporting documentation regarding each billing change to the applicable LDC as well to the Municipality of Bayham. 7. ERTH will facilitate the OPA process and the documentation related to the Provincial rebate program. 8. ERTH will arrange for the recycling(100%)of all the existing fixtures that are being converted.This will be in accordance with OPA rebate program. 9. This quotation is subject to our standard terms and conditions,a copy of which is attached to this letter. In signing this proposal,you accept such terms and conditions. 10. ERTH's model illustrates a kWh savings based on the per watt savings of the individual street light fixtures converted over the current installed units.ERTH is not responsible for costs associated to changes(Utility fees and or charges)made by any Utility for the duration of the project. 11. Our quote for the conversions is$265,405.75 plus applicable taxes. This amount includes for 100%rewiring of these fixtures,Municipality will be billed on actual quantities. These will also be billed on actual replaced quantities. In the event that additional fixtures are found or project is expanded by the Municipality of Bayham, ERTH will work with the Municipality to coordinate the change in the project quantities and costing if and when applicable.This will be completed via project change request. Additional Notes: To get moving on the project we will require the following: > An excel listing of the street names and the town they reside in. ➢ Accurate Street light maps for the service area. ➢ A listing of your Utility account numbers that pertain to street light billing. *Once we receive the signed approval and the listing of account numbers,we will then apply to the OPA. The key with the OPA is we cannot start until approval is received from them as well as the LDC. *When the materials are received at the delivery location,we will invoice immediately and thereafter we will invoice on a weekly basis for the actual conversions and rewires. If you agree with the above,please sign below and return one executed copy to us,and we will order the fixtures and schedule your work accordingly. Yours truly, ERTH(Holdings)Inc. Scott Garton Vice President-Infrastructure Services -2of3— Municipality of Bayham—LED Street Light Conversion Contract—February 2015 By-Law 2015-019 Being a By-Law to authorize the execution of... Page 230 of 267 Municipality of Bayham [Title] Date Municipality of Bayham [Title] Date Municipality of Bayham [Title] Date -3of3— Municipality of Bayham—LED Street Light Conversion Contract—February 2015 By-Law 2015-019 Being a By-Law to authorize the execution of.. Page 231 of 267 ERTH STANDARD TERMS&CONDITIONS HOLDINGS INC. These terms and conditions,together with the quotation(the°quotation')submitted to PRODUCTS,EVEN IF ERTH HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH you by ERTH(Holdings)Inc.(°ERTH°)and any purchase orders issued by a customer DAMAGES;AND(iii)ERTH'S AGGREGATE LIABILITY,IF ANY,IN DAMAGES OR (you'), constitute the entire contract between ERTH, as supplier, and you, our OTHERWISE, SHALL NOT EXCEED THE DOLLAR AMOUNT PAID TO ERTH BY customer,for carrying out the work described in quotation(the°work').These terms YOU FOR THE PRODUCT OR SERVICE FURNISHED THAT GAVE RISE TO THE and conditions will not be superseded or amended by any other document unless WARRANTY CLAIM. ERTH does not accept responsibility for any damage caused to agreed to by ERTH in writing. the work by anyone not engaged by ERTH or otherwise under ERTH's direct control. 1. Offer and Acceptance. Unless withdrawn in writing,the quotation is available 7. Delivery of Fixtures. The respective manufacturer(s)will deliver the factures for acceptance for 30 days from the date of quotation(or any longer period slated in the directly to the customers location or customer representative and the customer shall be quotation), and thereafter is subject to confirmation. Your acceptance should be responsible for the fixtures in its possession. confirmed in writing prior to commencement of work, and such acceptance shall S. Ownership. Any goods and materials to be supplied to you by ERTH in constitute a contract between ERTH and you as described herein. By acceptance of connection with any proposal shall remain ERTH's property until paid for in full. If any our quotation you represent that you will have sufficient funds to pay for the work as it is money remains unpaid or you are in breach of any obligation to ERTH,ERTH(or its performed, and undertake to provide reasonable proof of capability to make such agents)are authorised by you to enter the premises to recover and resell any or all of payment if so requested by us. A purchase order that contains terms or conditions in those goods and materials. conflict with the quotation or these terms and conditions will not be valid unless 9. Invoicing and Payment Unless expressly agreed to otherwise in the quotation, acknowledged by ERTH in writing. ERTH willprovide you with 2. Performance Warranty. Time is of the essence in and of this contract. ERTH isperiodicu and payableg forwork done on a regular basis. Payment of the invoiced amount is due and within thirty(30)days(the'due will perform the work with all due diligence and in accordance with industry standards date"). If you disagree for any reason with the invoiced amount,you will respond to us and practices for services of a similar nature and will use commercially reasonable in writing with a payment schedule before the due date,detailing a scheduled amount efforts to meet the target dates agreed to by the parties in writing for the completion of (the amount that you propose to pay)and your masons and basis of calculation for any the work. In the absence of any mutually agreed target dates,ERTH will complete the item in the invoice that you do not propose to pay in full.You will pay the scheduled work within a commercially reasonable time period. Unless expressly agreed to in amount by the due date.If ERTH disagrees with your payment schedule,the matter will writing,ERTH will not be liable for damages for delays. THE LIMITED WARRANTY be dealt with via the dispute resolution mechanisms described in section 19 below. SET FORTH IN THIS SECTION 2 IS IN LIEU OF AND EXCLUDES ALL OTHER Overdue payments will accrue simple interest at the rate of two percent(2%)per month EXPRESS OR IMPLIED WARRANTIES, INCLUDING BUT NOT LIMITED TO (24%p.a.),or at the highest legal interest rate,if less,plus any reasonable expenses WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR that may be incurred by ERTH in recovering any overdue amounts outstanding PURPOSE OR APPLICATION,AND ALL OTHER OBLIGATIONS ON THE PART OF (including legal costs). ERTH,UNLESS SUCH OTHER WARRANTIES AND OBLIGATIONS ARE AGREED 10. Insurance. ERTH undertakes to maintain appropriate insurance for the duration TO IN WRITING BY ERTH. of the work,and ERTH will provide evidence of coverage,if requested. 3. Representations. ERTH represents that:(a)the work will be performed in a 11. Notices. Notices may be served by post,facsimile or email. professional and workmanlike manner in accordance with standard industry practice 12. Governing Law.This contract shall be governed by the laws of Ontario. and in compliance with appropriate laws,regulations and by-laws;(b)it has the right and has obtained and holds all necessary licences, permits, consents and other 13. Assignment Neither party may assign any of its rights or obligations hereunder authorizations in order to enable it to perform the work; (c)there are no existing without the prior written consent of the other party,acting reasonably. restrictions or constraints on ifs right and ability to perform the work in accordance with 14. No Waiver. If any portion of these terms and conditions are found to be invalid the quotation;(d)it has not improperly infringed upon the rights of any other persons or unenforceable the remaining provisions will remain in effect and the parties will with respect to the performance of the work, and has not received notice of an negotiate in good faith to substitute for such invalid,illegal,or unenforceable provision a impending dispute regarding such an infringement (e) materials or equipment mutually acceptable provision consistent with the original intention of the parties manufactured or supplied by a third party will be supplied and installed in accordance 15. Independent Contractors. The parties are independent contractors and no with the third partys published literature or performance standards and will comply with agency,partnership,joint venture or employment relationship is intended or created the their product literature.ERTH may,at its sole option,supply equivalent alternative hereby. Neither party shall have the power to obligate or bind the other party. brands or models. 16. Force Majeure. Delay or failure by ERTH to perform its obligations shall be 4. Energy Savings. ERTH does not guarantee any energy savings described in excused to the extent of an event or occurrence beyond ERTH's reasonable control and the quotation or any presentations made by ERTH,which are provided as an estimate without its fault or negligence,including,without limitation,acts of God,action by any only. For greater certainty,you expressly acknowledge that that any representations of governmental authority,fires,floods,wind storms,explosions,accidents,riots,natural energy savings set out in the quotation or any presentations made by ERTH are disasters,wars,sabotage,labour problems,inability to obtain power,material,labour, estimates only which are based on your then current electricity rates.You acknowledge equipment,transportation or access,court order or injunction. that any changes to your fixed or other electricity charges will result in a change to 17. Confidentiality. The parties shall keep confidential all matters respecting the those estimates and ERTH has no control and shall not be responsible for such technical,commercial and legal issues relating to and arising out of the work described changes. herein. 5. Third Party Warranties. The respective manufacturers'warranties shall prevail 18. Dispute Resolution. If any dispute arises in connection with work done or for equipment and material including ten(10)years for LED photo cell bulbs and ten payments claimed,such dispute shall be resolved by binding arbitration in accordance (10)years for fodures.Copies of the manufacturers'third party warranties are attached with the Arbitration Act,1991(Ontario). to these terms and conditions. 6. Limitation of Liability. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW: (i) ERTH HEREBY DISCLAIMS, AND SHALL HAVE NO RESPONSIBILITY OR LIABILITY WHATSOEVER FOR, DAMAGE OR INJURY TO PERSONS OR PROPERTY OR FOR OTHER LOSS OR INJURY RESULTING FROM ANY CAUSE WHATSOEVER ARISING OUT OF OR RELATED TO ANY OF ITS SERVICES OR PRODUCTS OR THEIR USE; (ii) UNDER NO CIRCUMSTANCES SHALL ERTH BE LIABLE TO YOU, OR TO ANY THIRD PARTY CLAIMING THROUGH OR UNDER YOU, FOR ANY LOST PROFITS, LOSS OF USE, OR EQUIPMENT DOWNTIME, OR FOR ANY INCIDENTAL, CONSEQUENTIAL OR SPECIAL DAMAGES OF ANY KIND, HOWSOEVER ARISING, RELATED TO THE By-Law 2015-019 Being a By-Law to authorize the execution of... Page 232 of 267 LUMEC WARRANTY INFORMATION COVERAGE When properly Installed and under normal conditions of use,Philips Lumec Inc.(herein named Manufacturer) warrants to its Purchaser that its supplied LED light engine and LED power components("Product(s)")shall be free from defects in material and workmanship in its intended use(normal wear and tear excepted)for an extended period of ten(10)Years from the date of invoice. INCLUSIONS Manufacturer's warranty flows only to Purchaser.If any Product covered by this warranty Is returned by Purchaser in accordance with Manufacturer's Terms and Conditions,Including without limitation Its return authorization provisions,within the applicable warranty period set forth above,and upon examination Manufacturer determines to its satisfaction that such Product was defective in material or workmanship at the time of delivery to the Purchaser,Manufacturer will,at Its option,repair or replace the Product or the defective part."Defective"is considered if ten per cent(10%)of LEDs,per luminaire,are non-operating LEDs. If Manufacturer chooses to replace the Product and is not able to do so because it has been discontinued or Is not available,Manufacturer may replace it with a comparable product. Where defects in materials,manufacturing or design cause the product/solution failure,they shall be repaired or replaced at Manufacturer discretion. Transport related damage is also included in the policy and should be redeemable from our transport contracts. Shipment related to resolving the warranty claim(products to the customer/site,samples back from customer/site to Philips)is included in the agreed conditions. EXCLUSIONS This is a limited warranty,and excludes Installation and consequential damages(such as loss of revenue/profits, damage to property or other extended costs not previously mentioned),and Is further defined by the limitations and conditions below. Manufacturer shall not be liable for any loss of use of the equipment,inconvenience,or any other damages, wheather direct,indirect,Incidental or consequential resulting from the use of this product,or asking out of any breach of this warranty.The limited warranty and remedies set herein are exduslve and in lieu of all other warranties whether statutory,express or Implied including all warranties of merchantability and Fitness for particular purpose and wall warranties arising from course of dealing or usage of trade.No person,agent, distributor,dealer or company is authorized to change,modify or extend the terms of this limited warranty in any matter whatsoever. For purposes of clarity,"repair or replace the Product or the defective part thereof'does not include any reinstallation costs or expenses,Including without limitation labor costs or expenses. This limited warranty does not cover the following: Product failure caused by faulty power supplies,overheating caused by improper installation,omission of heat sink parts or misapplication/omission of heat transfer compound. L Failure caused by fires,misuse,accidents,abuse,neglect,mishandling,misapplication,improper handling/installation incurred by the user/installer or Acts of God(such as lightning or fluctuations in electrical power). By-Law 2015-019 Being a By-Law to authorize the execution of... Page 233 of 267 PHILIPS LUIVIEC 2.Products which have been modified or have had the serial number altered,defaced or rendered Illegible. 41 Product Is left operating in conditions/requirements other than those mentioned In respective product brochures or user manuals. ka The product has been serviced by personnel not authorized by Philips Lumec. LIMITATIONS AND CONDITIONS Products/Solutions should be used within their specifications(e.g.Temperature,water ingress and other extreme conditions,Indoor/outdoor,up-sighting/downlighting,etc.)and according to application guidelines.Warranty becomes void if the product is mis-applied.Warranty will also be voided should the customer fail to appropriately maintain their installation(eg.Changing lamps at end of life,replacement of components accordingly applications guidelines,etc.) This warranty applies only to the repair or replacement of the product and only when the product is properly handled,installed and maintained according to Manufacturer instructions.Purchaser must notify us In writing within 30 days of noticing the defect.We reserve the right to change the warranty period without prior notice and without incurring obligation and expressly disclaim all warranties not stated in this limited warranty. Philips Lumec cannot be held liable for electrical supply conditions,Including supply spikes,over-voltage/under- voltage and Ripple Current control systems that are beyond the specified limits of the products and those defined by relevant supply standards(e.g.EN 50160 norms). Locally sourced or modified products must be approved,along with the supplier,by the relevant RBU to be supported by this policy.If the supplier and/or product Is not approved by the relevant RBU then all warranty risks related to the product must be carried by the sales organization that sells the product This policy does not warrant consumables such as lamps,Igniters,capadtors and other generally replaceable consumable Items.Such items may carry a separate warranty which may differ from this policy. Philips Lumec reserves the right to make the final decision on the validity of any guarantee claim.Therefore,it Is necessary to return the defective LED fixture,the driver or power data supply and/or the electronic control gear to Philips Lumec for analysis.Please contact Philips Lumec for more Information. By-Law 2015-019 Being a By-Law to authorize the execution of... Page 234 of 267 csa4cui+ 8 a ds„ STATEMENT OF LIMITED WARRANTY FOR ACUITY BRANDS LIGHTING,INC. COMMERICAL CONTROLS PRODUCT FOR GUILLEVIN INTERNATIONAL COMPANY QUOTE NO.:13-11023 02/13/13 Subject to the exclusions set forth below,Acuity Brands Lighting,Inc.("Acuity")warrants its Dark to Lights)DLL EliteTM("Product(s)")to be free from defect in material and workmanship for a period of ten(10)years from the date of manufacture. The Product(s)will be considered defective in material and workmanship only if the Product(s)cease to operate. Emergency batteries/invertors, replaceable consumables (ie: lithium batteries, printers, cartridges, etc.), hardware, software, computers, commissioning systems, installation services, remote programming, or other professional services, ROAM products and services, and PowerSentry products are excluded from the General Warranty. Emergency batteries/invertors, ROAM software, ROAM and commissioning systems are warranted separately; and the terms of such warranties are located at www.acuitvbrands.com/CustomerResources/Terms and conditions.asox. Manufacturers of components that are incorporated into the Product(s) are solely responsible for any costs or expenses related to any claims, repairs, or replacements associated with any such component(s). Assistance with warranty claims for any such component(s),and/or copies of each applicable manufacturer's warranty,may be obtained from an authorized Acuity post-sales or customer service representative. This Statement of Limited Warranty("Warranty")applies only when the Product(s)are installed in applications in which ambient temperatures are within the range of specified operating temperatures. Acuity will not be responsible under this Warranty for any failure of the Product(s)that results from external causes such as: acts of nature;physical damage;exposure to adverse or hazardous chemical or other substances;use of reactive cleaning agents and/or harsh chemicals to clean the Product(s); external site conditions,including without limitation,cellular,satellite, radio, or other wireless interference, environmental conditions; vandalism;fire; power failure, improper power supply, power surges or dips, and/or excessive switching;induced vibration;animal or insect activity;fault or negligence of purchaser,any end user of the Product(s)and/or any third party not engaged by Acuity;improper or unauthorized use,installation,handling,storage,alteration,maintenance or service,including failure to abide by any product classifications or certifications, or failure to comply with any applicable standards, codes, recommendations, product specification sheets,or instructions of Acuity,failure to provide requested data or inadequate data provided by end user; use of the Product(s) with components, processes or materials supplied by any end user or third party; or any other occurrences beyond Acuity's reasonable control. Acuity also will not be responsible under this Warranty for any substantial deterioration in the Product finish that is caused by failure to clean,inspect or maintain the finish of the Product(s). Adequate records of operating history,maintenance,and/or testing must be kept by the end user and provided to Acuity upon request to substantiate that the Productjs) have failed to comply with the terms of this Warranty. Neither polycarbonate nor acrylic material used in the Products is warranted against yellowing,as yellowing may naturally occur over time due to normal aging. The Product(s)are not warranted against costs that may be incurred in connection with changes or modifications to the Product(s) required to accommodate site conditions and/or faulty building construction or design. In addition, the Product(s) are not warranted against cost resulting from installation of third party supplied components,failures of third party supplied components,or failures of Acuity supplied Product(s)caused by a third party supplied component. This Warranty only applies to the Product(s)when sold for commercial purposes and does not apply to any consumer product(s),which are governed by separate limited warranty terms. This Statement of Limited Warranty("Warranty")applies only when the Product(s)are installed in applications in which ambient temperatures are within the range of specified operating temperatures. Acuity will not be responsible under this Warranty for any failure of the Product(s)that results from external causes such as: acts of nature;physical damage;exposure to adverse or hazardous chemical or other substances;use of reactive cleaning agents and/or harsh chemicals to clean the Product(s); environmental conditions; vandalism; fire; power failure, improper power supply,power surges or dips,and/or excessive switching;induced vibration;animal or insect activity;fault or negligence of purchaser,any end user of the Product(s)and/or any third party not engaged by Acuity;improper or unauthorized use,installation,handling,storage,alteration, maintenance or service, including failure to abide by any product classifications or certifications, or failure to comply with any applicable standards, codes, recommendations, product specification sheets,or instructions of Acuity; use of the Product(s)with products, processes or materials supplied by any end user or third party; or any other occurrences beyond Acuity's reasonable control. Acuity also will not be responsible under this Warranty for any substantial deterioration in the Product finish that is caused by failure to clean,inspect or maintain the finish of the Product(s). If the Product(s)are used on existing foundations,anchorages or structures,the end user is solely responsible for the structural integrity of such existing foundations, anchorages or structures and all consequences arising from their use. Adequate records of operating history, maintenance, and/or testing must be kept by the end user and provided to Acuity upon request to substantiate that the Products)have failed to comply with the terms of this Warranty. Neither polycarbonate nor acrylic material used in the Products is warranted against yellowing,as yellowing may naturally occur over time due to normal aging. The Product(s)are not warranted against costs that may be incurred in connection with changes or modifications to the Product(s) required to accommodate site conditions and/or faulty building construction or design. In addition,the Product(s)are not warranted against cot resulting from installation of third party supplied components, failures of third party supplied components,or failures of Acuity supplied Product(s)caused by a third party supplied component. This Warranty only applies to the Product(s)when sold for commercial purposes and does not apply to any consumer product(s),all of which are governed by separate limited warranty terms. For the avoidance of doubt,Acuity emergency fixtures are not covered by this Warranty. THE FOREGOING WARRANTY TERMS ARE EXCLUSIVE AND IN LIEU OF ALL OTHER WARRANTIES,AND ACUITY EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, RELATING DIRECTLY OR INDIRECTLY TO THE PRODUCT(S), WHETHER ORAL, WRITTEN, OR ARISING BY COURSE OF DEALING OR USAGE OF TRADE, INCLUDING ,WITHOUT LIMITATION, ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. NO AGENT,DISTRIBUTOR OR OTHER SUPPLIER OF ACUITY PRODUCTS HAS THE AUTHORITY TO MODIFY OR AMEND THIS WARRANTY WITHOUT EXPRESS WRITTEN AUTHORIZATION FROM ACUITY. By-Law 2015-019 Being a By-Law to authorize the execution of... Page 235 of 267 SMcultvBrands, STATEMENT OF LIMITED WARRANTY FOR ACUITY BRANDS LIGHTING,INC. COMMERICAL CONTROLS PRODUCT FOR GUILLEVIN INTERNATIONAL COMPANY QUOTE NO.:13-11023 02/13/13 The total liability of Acuity on any and all claims of any kind,whether in contract,warranty,tort(including negligence),strict liability or otherwise, arising out of or in connection with, or resulting from,Acuity's performance or breach of this Warranty, or from Acuity's sale, delivery, resale, repair,or replacement of any Product(s)or the furnishing of any services,shall in no event exceed the purchase price allocable to the Product(s) that give rise to the claim,and any and all such liability shall terminate upon the expiration of the warranty period specified above. IN NO EVENT SHALL ACUITY BE LIABLE FOR ANY INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES, EVEN IF INFORMED OF THE POSSIBILITY OF SUCH DAMAGES, WHETHER AS THE RESULT OF BREACH OF CONTRACT, WARRANTY,TORT(INCLUDING NEGLIGENCE),STRICT LIABILITY,OR ANY OTHER THEORY,INCLUDING WITHOUT LIMITATION LABOR OR EQUIPMENT REQUIRED TO REMOVE AND/OR REINSTALL ORIGINAL OR REPLACEMENT PARTS,LOSS OF TIME,PROFITS OR REVENUES, LACK OR LOSS OF PRODUCTIVITY, INTEREST CHARGES OR COST OF CAPITAL, COST OF SUBSTITUTE EQUIPMENT, SYSTEMS, SERVICES OR DOWNTIME COSTS, DAMAGE TO OR LOSS OF USE OF PROPERTY OR EQUIPMENT OR ANY INCONVENIENCE ARISING OUT OF ANY BREACH OF THE FOREGOING WARRANTY OR OBLIGATIONS UNDER SUCH WARRANTY. Acuity reserves the right to modify or discontinue this Warranty without notice provided that any such modification or discontinuance will only be effective with respect to any Product(s)purchased after such modification or discontinuance. By-Law 2015-019 Being a By-Law to authorize the execution of... Page 236 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2015-020 A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT WITH HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES FOR THE PROVISION OF POLICE SERVICES FOR THE ELGIN GROUP MUNICIPALITIES WHEREAS under Section 10 of the Police Services Act, R.S.O. 1990, c.P.15, the Minister of Community Safety and Correctional Services may enter into an agreement with the council of a municipality or jointly with the councils of two or more municipalities for the provision of police services for the municipality or municipalities by the Ontario Provincial Police; AND WHEREAS under Section 4(1)of the Police Services Act, R.S.O. 1990 c.P.15, municipalities are required to provide adequate and effective police services in accordance with its needs; AND WHEREAS the Corporation of the Municipality of West Elgin, the Corporation of the Municipality of Bayham, the Corporation of the Township of Southwold, the Corporation of the Municipality of Central Elgin, the Corporation of the Municipality of Duton/Dunwith and the Corporation of the Township of Malahide(herein after collectively called the"Elgin Group")seek to enter into a single agreement for the provision of Police Services by the Ontario Provincial Police: NOW THEREFORE the Council of the Corporation of the Municipality of Bayham enacts as follows: 1. The Mayor and the Clerk are hereby authorized, on behalf of the Corporation of the Municipality of Bayham to enter into and execute under its corporate seal an agreement for the provision of Police Services with the Minister of Community Safety and Correctional Services of Ontario. 2. The Police Services agreement with the Minister of Community Safety and Correctional Services of Ontario shall also be authorized by the five other Municipalities, being the other members of the Elgin Group. 3. The Police Services agreement shall remain attached to and form part of this by-law. 4. A copy of said agreement shall remain attached to and form part of this bylaw. 5. This By-law shall come into force and effect upon the final passing thereof. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 19th DAY OF FEBRUARY 2015. MAYOR CLERK By-Law 2015-020 Being a By-Law to authorize the execution of... Page 237 of 267 1 The term of this Agreement,made in 4 originally executed copies,is from the 1st day of January 2015,to the 30th day of June,2015. AGREEMENT FOR THE PROVISION OF POLICE SERVICES UNDER SECTION 10 OF THE POLICE SERVICES ACT,RS.O.1990,c.P.15,as am. BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES ("Ontario") OF THE FIRST PART AND: TIM CORPORATION OF THE MUNICIPALITY OF WEST ELGIN THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FEE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD THE CORPORATION OF THE MUNICIPALITY OF CENTRAL ELGIN THE CORPORATION OF THE MUNICIPALITY OF DUTTON/DUNWICH THE CORPORATION OF THE TOWNSHIP OF MALAHIDE (Herein after collectively called the"Elgin Group") OF THE SECOND PART RECITALS; (a) Under s.4(1)of the Police Services Act,R.S.O. 1990, c.P.15,as am.,the Elgin Group is required to provide adequate and effective police services in accordance with its needs; ([s) Under s.5 of the Police Services Act,the Elgin Group's responsibility for providing police services may be discharged by entering into an Agreement with the Solicitor General under s. 10 of the Act; (c) Pursuant to Order-in-Council 497/2004, the powers assigned to the Solicitor General in law, including those set out in the Police Services Act,.have been transferred to the Minister of Community Safety and Correctional Services; therefore, all references to the Minister of Community Safety and Correctional Services shall be deemed to include the powers previously exercised by the Solicitor General; (a) The Elgin Group has expressed its intent to provide police services, in pursuance of its responsibilities under s. 5 of the Police Services Act, by means of this Agreement, as evidenced by by-laws, number • , dated Municipality of West Elgin,by-law number ,dated Municipality of Bayham, By-Law 2015-020 Being a By-Law to authorize the execution of... Page 238 of 267 2 by-law number ,dated Township of Southwold, by-law number dated Municipality of Central Elgin, by-law number ,dated Municipality of Dutton/Dunwich, by-law number ,dated Township of Malahide, copies of which are attached as Schedule"A; (e) This Agreement reflects the intent of the parties to provide an adequate and effective level of police services for the Elgin Group as set out in the "Contract Policing Proposal," dated December 162014(attached as Schedule"B"); rmW Tr-EREFORE,in consideration of the premises and covenants herein,the parties agree as follows: 1. The parties warrant that the recitals.are true. Definitions 2. In this Agreement: (a) "Annual Billing Statement"means a statement prepared by Ontario and submitted to the Board for review and to the Elgin Group for review and approval which contains: (i)the Elgin Group's police costs for the year following the year in which the statement is prepared,based on,among other items,an estimate of salary and benefit costs;and (ii)a reconciliation of actual salary and benefit costs to those billed for the preceding year. (b) "Board"means Elgin Group Police Services Board. (4 "Commissioner"means the Commissioner of the O.P.P. (d) "Detachment Commander" means the O.P.P. officer in charge of Elgin County Detachment. General Provisions 3. Ontario shall provide adequate and effective police services in accordance with the needs of the Elgin Group in compliance with the terms and conditions of the Agreement. The Elgin Group shall pay Ontario for the police services provided under this Agreement in accordance with this Agreement. By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 239 of 267 3 4. The Commissioner shall ensure that the Detachment Commander responds appropriately to the Board's objectives and priorities for police services,developed after consultation with the Detachment Commander,pursuant to s.l0(9)(b)of the Police Services Act. 5. The Commissioner shall cause the Detachment Commander or his or her designate to report to the Board at mutually agreed upon intervals in accordance with the Police Services Act regarding the provision of police services in and for the Elgin Group. The O.P.P. will, determine the information to be contained in the reports and the format in which they will be provided. C. (a) For the purposes of s. 10(6) of the Police Services Act, the O.P.P. shall provide police services to the.Elgin Group, including the enforcement of mutually agreed upon by-laws. The parties shall annually review this part of the Agreement with a view to revising or updating the list of by-laws requiring O.P.P.enforcement. (b) Municipal Building Code violations overseen by the Elgin Group's building code inspector and those by-laws related to animal control will not form part of this Agreement. uervice Levels 7. (a) Ontario shall cause the Commissioner to assign police officers and other persons to duties relating to the police services in and for the Elgin Group so as to provide the Elgin Group adequate and effective policing services. (b) In the event that the Elgin Group requests services dedicated specifically to the Elgin Group,it shall be responsible for all costs associated with those dedicated resources. Liability of Ontario C. The O.P.P.shall be liable for any damages that may arise as a result of any negligent acts or omissions of its members in the performance of this Agreement. P.uvinci al Services Usage 9. The O.P.P. as legislated by the Police Services Act, must be capable of providing provincial level response that can be mobilized for emergencies, disaster or specialized needs. The O.P.P.may meet this requirement by deploying resources that normally would be assigned to the Detachment that serves the Elgin Group. The O.P.P.shall ensure that in the event resources are deployed to a situation requiring provincial level response, appropriate resources remain available to the Detachment to provide adequate and effective policing to the Elgin Group. The use of O.P.P.officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model. By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 240 of 267 4 Equiament and Facilities 19. Ontario shall supply or cause to be supplied at Ontario's cost all vehicles and equipment reasonably necessary and appropriate for the use of the O.P.P.in providing police services under this Agreement. U. The parties will enter into negotiations concerning the provision and payment of appropriate buildings and rental agreements, including, but not limited to, location, leasehold improvements,and capital costs. Adequr cv Standards Regulation 12. The O.P.P. shall undertake and be responsible for ensuring that all mandatory standards of adequate and effective police services as required by Ontario Regulation 3/99 under the Police Services Act are met and maintained. 1Z. The Detachment Commander shall provide the Board with reasonable documentation, as agreed upon between the Board and the O.P.P.,to allow the Board to evaluate the services and satisfy itself that adequate and effective standards and policies are in place. 1ki. It shall be the responsibility of the Board to monitor the delivery of police services to ensure that the provisions of the Ontario Regulation 3/99 under the Police Services Act are satisfied on an ongoing basis. Cost of Police Services 15. (a) On or before October l' in each year,Ontario shall prepare and deliver to the Board for review and to the Elgin Group for review and approval, the Annual Billing Statement for the following year (Schedule "C"), together with sufficient documentation and information reasonably necessary to.explain and support the billing. (h) The Elgin Group shall review the Annual Billing Statement upon receipt and,within 90 days of such receipt, shall approve the Annual Billing Statement or deliver to Ontario a request to review the Annual Billing Statement. 16. (a) In the event that the Elgin Group fails to approve or request a review of the Annual Billing Statement within 90 days of receipt,the Elgin Group shall be deemed to have approved the Annual Billing Statement. ()) In the event that the Elgin Group requests a review of the Annual Billing Statement as provided in this paragraph, the Annual Billing Statement shall be approved or amended and approved in accordance with Section 17.' By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 241 of 267 5 17. Where the Elgin Group has delivered to Ontario a request to review the Annual Billing Statement,the Elgin.Group shall carry it out expeditiously, and Ontario shall cooperate to permit such a review to be carried out. If the parties are unable to agree on the Annual Billing Statement,either party may submit the matter to the dispute resolution mechanisms set out in paragraphs 22 and 23. In the event that the Elgin Group delivers a request to review to Ontario,the Annual Billing Statement shall be deemed to apply during the period of review. 18. The Elgin Group shall make monthly installment payments to Ontario no later than the end of the month following the month for which payment is being made, each one being one twelfth of the Annual Billing Statement for that year. Any amounts which have become due and owing shall bear interest at the rate set by the Minister of Finance from time to time. 19. Ontario shall keep all records, statements of account, invoices and any other such documents necessary to support the Annual Billing Statement,and all such records shall be kept for a period of seven years. Ontario shall permit the Elgin Group, upon notice to Ontario, to examine all such records and books of account and conduct a review of the Annual Billing Statement. 20. Upon the approval or deemed approval of the Annual Billing Statement,as provided in this Agreement, adjustments shall be made in the amounts paid by the Elgin Group by installment so that(i)the total amount paid in respect of the preceding year is equal to the amount shown on the approved Annual Billing Statement and(ii)the installments for the year following the year in which the statement is prepared are each equal to one twelfth of the approved Annual Billing Statement. Any amounts payable by one party to the other shall be paid by means of a credit for the appropriate party in the remaining monthly billings for the year following the year in which the statement is prepared. 2:=.. The parties agree that sections 132 and 133 of the Police Services Act will be applied as if the Elgin County Detachment of the O.P.P. was a municipal police force, and as if the Detachment Commander was a Chief of Police, dispute Resolution Mechanisms 22. (a) The provisions of this paragraph apply in the event of a dispute between the Elgin Group and Ontario concerning financial and related issues arising out of the interpretation, application, administration, or alleged violation of this Agreement ("Financial Disputes") or between the Board and the O.P.P. concerning policing issues arising out of the interpretation, application, administration, or alleged violation of this Agreement("Policing Disputes"). (b) In the event that a dispute arises,the Detachment Commander,or representative,and the Elgin Group or the Board,as the case may be, or their representative,shall meet within 30 days of such dispute arising and use all best good faith efforts to resolve the dispute.. By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 242 of 267 6 (c) If the dispute remains unresolved,the Regional Commander, or representative, and the Elgin Group or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute. (d) If the dispute remains unresolved,the Commissioner, or Deputy Commissioner,and the Elgin Group or the Board,'as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute. (e) If a Financial Dispute remains unresolved,the issue may be referred to mediation by either party,and each party shall use all best good faith efforts to resolve the dispute. 23. (a) Financial Disputes that cannot be resolved through any of the methods described within paragraph 22, may be referred to and settled by binding arbitration. The provisions of the Arbitration Act, 1991 shall apply to any such arbitration, unless otherwise indicated below: i) The language of the arbitration shall be English. ii) The place of the arbitration shall be in Elgin County. iii) Each party agrees that the arbitration shall be conducted in a snmmary manner to ensure a full hearing in a cost effective and efficient manner. iv) Each party shall make prompt full disclosure to the other and, subject to the availability of an arbitrator the arbitration shall be commenced within 30 days of the conclusion of the meeting with the Commissioner, or the mediator, if applicable. v) Each party shall be responsible for its own legal expenses and for an equal share of the fees and expenses of the arbitration and any other related expenses. Section 54 of the Arbitration Act shall not apply;the arbitrator shall have no right to make an award relating to costs. vi) The parties shall have no right of appeal to a final decision of an arbitrator, (h) Policing Disputes shall not be subject to mediation or arbitration. (c) Neither party shall be entitled to proceed to mediation or arbitration until all of the meetings referred to in paragraphs 22 have been held, and each party undertakes to exert all best good faith efforts to resolve the dispute in.those meetings. (d) Mediations or arbitrations of disputes conducted under this Agreement shall remain closed to the public. All parties to any dispute shall keep all details, admissions or communications made in the course of the dispute resolution process strictly confidential,nor shall such information be admissible in any legal proceeding,except as follows: 1) on consent of all parties; ii) as may be ordered by a court of competent jurisdiction; iii) the final decision of the arbitrator may be released. By-Law 2015-020 Being a By-Law to authorize the execution of... Page 243 of 267 7 (e) Each of the meetings outlined in paragraph 22 shall be commenced no earlier than 15 days, and concluded no more than 30 days, from the conclusion of the prior stage unless the parties otherwise agree. (1) Notwithstanding any of the above provisions, nothing in this Agreement shall be construed so as to give the Elgin Group or the Board the right to alter any policy of the O.P.P. or the Ministry. Nothing in this Agreement shall be construed so as to give the Elgin Group or the Board, the right to supercede or vary the duties and obligations of the Solicitor General pursuant to s. 3(2)of the Police Services Act,or of the Commissioner pursuant to s. 17 and s. 41 of the Police Services Act, and further,the rights of the EIgin Group and the Board pursuant to the Agreement are subject to the Elgin Group's obligations under s.4 of the Police Services Act. Dent Cammender Selection 24. The Detachment Commander shall be selected from a short-listed pool of candidates as determined by the O.P.P. in accordance with its relevant provincial policies. Following the formulation of the short-list, a joint committee consisting of Board members and persons nominated by the Commissioner, shall select the successful candidate in accordance with the process set out in the OPP's provincial policies. Notice 25. Any notice, statement, invoice or account to be delivered or given by any of the below listed groups to any other of them shall be delivered to all other groups in writing and sent by mail addressed to those groups at their respective address as listed below,or sent by fax transmission to the fax number listed below. Any notice, statement, invoice or account sent by mail shall be deemed to be received on the third day following the date of mailing unless shown to the contrary and if sent by fax shall be deemed to be received on the date of transmission. Any group may change its address and fax number by giving notice provided herein: 1) to Ontario addressed to: The Minister of Community Safety and Correctional Services,25 Grosvenor Street, 11`1 Floor,Toronto,Ontario,M7A 1Y6,FAX number '(416)325-6067. ii) to the Commissioner addressed to: The Commissioner, Ontario Provincial Police, 777 Memorial Avenue,Orillia, Ontario, L3V 7V3,to the attention of the Manager, Municipal Policing Bureau,FAX number(705)330-4191. to the Elgin Group addressed to: The Municipality of West Elgin, 22413 Hoskins Line, P.O. Box 490, Rodney, Ontario,NOL 2CO3 FAX number(519)785-0644. By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 244 of 267 8 The Municipality of Bayham, 9344 Plank Road, P.O. Box 160, Straffordville, Ontario,NOJ 1YO,FAX number(519)866-3884. The Township of Southwold, 35663 Fingal Line, General Delivery,Fingal, Ontario NOL 1KO,FAX number(519)769-2837. The Municipality of Central Elgin, 450 Sunset Drive, St. Thomas, Ontario, N5R 5V1,FAX number(519)631-4036. The Municipality of Dutton/Dunwich, 199 Currie Road, P.O. Box 329, Dutton, Ontario,NOL IJO,FAX number(519)762-2278. The Township of' Malahide, 87 John Street South,Aylmer,Ontario,N5H 2C3,Fax number(519)773-5334. iv) to the Board addressed to:The Elgin Group Police Services Board, CIO CAO Mark McDonald,County of Elgin,450 Sunset Drive,St.Thomas Ontario,N5R 5VI,FAX number(519)633-7661. Corm:ncemen~and Termination of Asreement 26. Notwithstanding the date upon which this Agreement is'signed,the term of this Agreement shall commence on the 1 a day of January 2015,and shall conclude on the 3Oth day of June 2015. 27. Either party to this Agreement may terminate this Agreement upon one year written notice of termination to the other party, in which case this Agreement shall terminate one year following the delivery of such notice. Should a notice to terminate be given, the EIgin Group shall continue to be obligated to pay for the cost of providing police services under this contract to and including the date of such termination and Ontario shall continue to be responsible to provide the services outlined in this Agreement. 2C. Should the Elgin Group's designated responsibility to provide policing under the Police Services Act be changed, either by statute or government interpretation,the Elgin Group maintains its right upon being so informed to give written notice of its intention to terminate this Agreement forthwith. Entire Agreement 29. This Agreement and the schedules attached constitute the entire Agreement between the parties, and there are no representations, warranties, collateral agreements or conditions affecting this Agreement or the relationship of the parties or supported hereby other than as expressed herein in writing. Any amendment to this Agreement must be in writing, duly -executed by the parties. By-Law 2015-020 Being a By-Law to authorize the execution of... Page 245 of 267 9 IN WITNESS WHEREOF, the Elgin Group has affixed its Corporate Seal attested by the signature of its duly authorized signing officers and the Minister of Community Safety and Correctional Services has personally signed this Agreement to be effective as of the date set out herein. FOR ONTARIO The Minister of Community Safety and Correctional Services FOR +.CORPORATION OF TILE MUNICIPALITY OF WEST ELGIN; • Mayor,Reeve,etc(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: FOR THE CORPORATION OF THE MUNICIPALITY OF BAYHAM; Mayor,Reeve,etc(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 246 of 267 10 li'OR TEE CORPORATION OF THE TOWNSHIP OF SOUTHWOLD; Mayor,Reeve,etc(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: POEUTHE CORPORATION OF THE MUNICIPALITY OF CENTRAL ELGIN; Mayor,Reeve,etc.(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 247 of 267 11 FCR THE CORPORATION 01?THE MUNICIPALITY OF DUTTON/DUNWICH; Mayor,Reeve,etc.(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: FOR THE CORPORATION OF TIS TOWNSHIP OF MALAHIDE; Mayor,Reeve,etc.(as appropriate) Chief Administrative Officer or Clerk(as appropriate) Date signed: By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 248 of 267 SCHEDULE "A" BY-LAW OF THE MUNICIPAL COUNCIL By-Law 2015-020 Being a By-Law to authorize the execution of... Page 249 of 267 SCHEDULE "B" PROPOSAL FOR POLICE SERVICES By-Law 2015-020 Being a By-Law to authorize the execution of... Page 250 of 267 0.PP. THE 17:3 GIN GROUP contract ! Proposal Prepared by Sgt.Dino Tsitomeneas Ontario Provincial Police Municipal Policing Bureau December f fig'2014. 1 By-Law 2015-020 Being a By-Law to authorize the execution of... Page 251 of 267 Table of Contents Executive Summary 3 OPP Annual Billing Statement 6 OPP Contacts a 2 By-Law 2015-020 Being a By-Law to authorize the execution of... Page 252 of 267 Executive Summary The Ontario Provincial Police (OPP) has over 100 years of experience in providing effective community-based policing and protection throughout Ontario. The OPP has provided municipal police services under contract for over 60 years and currently maintains contracts with over 140 communities across Ontario. The Elgin Group requested a costing for OPP municipal policing. This proposal is based on the Elgin Group paying an amount equal to the sum of the Elgin Group's allocated portion of the OPP's total municipal policing base and calls for service costs and the costs for overtime, cleaning/caretaker,accommodation, court security and offender transport as applicable. Where a municipality chooses to receive police services from the OPP pursuant to a contract,the OPP will provide the level of police services required to provide adequate and effective policing, including providing the services set out in Regulation 3/99, Adequacy and Effectiveness of Police Services under the Police Services Act. This proposal reflects the integrated policing concept, incorporating a police services contract for the Elgin Group with OPP highway patrol services and provincial responsibilities under one administration. The Elgin County OPP Detachment will remain as the AdministrationlOperations Centre. The resources will be deployed to the municipality from this facility. The Elgin County Detachment Commander will be responsible to oversee all aspects of service delivery. The detachment management including Staff Sergeant and Sergeant/ Platoon Leaders as applicable would provide assistance and supervision to members.of the Elgin County Detachment. In order to provide a location for the police and public to interact, and to facilitate the delivery of police services in a community, the OPP encourages the establishment of Community Policing Offices (CPOs). Where such offices exist they are usually equipped with telephone and computer capabilities for use by officers assigned to the municipality. Any decision on the establishment of a CPO in the Elgin County rests entirely with township council and any associated costs will be the responsibility of the Elgin Group. It is recommended that any CPO located within the group be maintained. In consultation with the Police Services Board it is the intent that all existing community service programs and community policing committees will be maintained. Any new community service program considered may be implemented after consultation with the Elgin Group Council, the Elgin Group Police Services Board and the Elgin County Detachment Commarr .er. When a municipality chooses to receive police services from the OPP under contract, the OPP will ensure that the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The shared infrastructure of the OPP broadens local access to resources, expertise, solutions, training and management without duplicating services. The Elgin Group will continue to benefit as additional staff are readily available from within the Elgin County OPP Detachment as well as neighboring detachments and regions, should the need arise. 3 By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 253 of 267 The Elgin Group will be required to establish a Police Services Board, as mandated by Section 10 of the Police Services Act that will generally determine objectives and priorities far police services within the community, after consultation with the Detachment Commander. The Commissioner is committed to ensuring that the Detachment Commander of the Elgin County OPP Detachment responds appropriately to the Board's advice and priorities in a manner consistent with the Board's identified concerns, expectations and needs. It is long-standing OPP policy and practice to be accountable to the communities we serve. The Commander of the Elgin County OPP detachment, or designee, will report to the Police Services Board on a regular basis,as per the direction of the Board. The OPP Is experienced in being accountable to the municipalities we serve. With over 100 Contracts currently in place and future contracts pending, there is great emphasis placed on OPP accountability to Police Services Boards. The OPP is required to provide provincial level emergency response that can be mobilized In times of emergency, disaster or a specialized investigative need. The OPP meets such emergent needs, on an on-call, as-needed basis, by deploying small numbers of officers from multiple locations and assignments, both provincial and municipal. During such times,the OPP is responsible to ensure that appropriate resources remain in place to make certain the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The use of OPP officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model. if the Elgin Group chooses to accept an OPP contract for its policing service,the Elgin County OPP Detachment will assign resources,focusing on meeting the Elgin Group's unique policing needs. Value for the Elgin Group - Assurance of adequacy and effectiveness of police services; • Dedication to resolving community issues through local involvement and community policing committees; • Availability of additional staffing support from neighboring detachments, regional headquarters and general headquarters; • Seamless access to a comprehensive infrastructure and specialized services; and G Assists the Detachment Commander in determining the local policing priorities and objectives through the Elgin Group Police Services Board. 9ased on,among other things, an estimate of salary and benefit costs,the policing cost for 2015 associated with this proposal Is$6,163,622. The annual billing statement is set out in the attachment to this proposal. 4 By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 254 of 267 Please Note: Not included in this proposal are: U The cost of maintaining the Police Services Board ■ The costs associated with establishing and maintaining Community Policing 0i-fleets) u Any applicable revenues accruing to the municipality as a result of police activity (*Note—This proposal expires six months from the date of presentation to Council. At that time the costs identified in the proposal will be subject to review and revision where necessary.) 5 By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 255 of 267 OPP Annual Billing Statement Elgin Group Estimated costs for the period January 1 to December 31,2015 (see notes) Cost per Property $ Base Service Property Counts Household 17,249 Commercial and Industrial 1,020 Total properties 18 269 $200.51 $3,663,117 Calls for Service Total all municipalities $138,122,392 Total municipal portion 1.4523% $109.80 $2,005,892 Overtime $9.51 $173,669 CourtSecurity $8.04 $146,861 Prisoner Transportation (per properly cost) $2.41 $44,028 Accommodation (per property cost) $1.14 $20,827 ClaanIngServices (per property cost) $3.68 $67,230 Total 2015 Calculated Cost before Phase-In Adjustment —$335.08_ $6,121,614 2015 Phase-la Adjustment Billing Summary 2014 Forecasted cost (see below) Total $6,048,940 $331.10 Actt ai 2015 Phase-ln Adjustment (total net increase) $42,007 Total Billing for 2015 $337.38 $6,163,622 Removed the following from the 2014 Forecasted Costs: One Desktop Computer One Administrative Vehicle 6 By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 256 of 267 Additional Notes to the"OPP Annual Billing Statement": The Annual Billing Statement for this group contract is based on the sum of the total of the cost estimates determined for the Township of Southwold, Municipality of Bayham, Municipality of West Elgin, Municipality of Central Elgin, Municipality of Dutton/Dunwich, and the Township of Malahide. ▪ The Annual Billing Statement is determined based on the new OPP billing model effective January 1,2015. • The Annual Billing Statement is a statement of 2015 costs based on an estimate of salary and benefit costs. Salary and benefit costs are estimates and are subject to a final year end adjustment. As a result of the implementation of the new OPP billing model municipal policing costs are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015 phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are subject to change and are based on an annual determination: o If the municipality is subject to an increase between the final 2014 cost and the 2015 cost, the increase will be capped to a maximum of $40 increase per property. The capped increase of$40 plus the growth factor per property cost will be applicable for each subsequent year until the full cost is realized. o The growth factor is a set per property cost for ail municipalities dependent upon general increases in salary, benefits, support costs and other direct operating expenditures. o if the municipality is subject to a decrease between the final 2014 cost and the 2015 cost it will be limited to the per property reduction limit applicable to the year. o The per property reduction limit is an annual per properly amount determined for all municipalities. The per°property reduction limit is subject to change each year based upon the determination of the funding required to offset the capped increases for all municipalities. • The phase-in adjustment for this group contract estimate is based on the total of the phase-in adjustments for each of the municipalities under the contract, i.e.the Township of Southwold, Municipality of Bayham, Municipality of West Elgin, Municipality of Central Elgin,Municipality of Dutton/Dunwich, and the Township of Malahide. 7 By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 257 of 267 O.P.P. Contacts Please forward any questions or concerns to Inspector Brad Fishleigh, Detachment Commander,Elgin Detachment or Sergeant Dino Tsitomeneas, Contact Policing Analyst,OPP Municipal Policing Bureau General Headquarters. inspecior Brad Fishle!gh (519)631-2920 Sergeant Dino Tsit0meneas (519)871-0163 s By-Law 2015-020 Being a By-Law to authorize the execution of.. Page 258 of 267 SCHEDULE "C" ANNUAL BILLING STATEMENT By-Law 2015-020 Being a By-Law to authorize the execution of... Page 259 of 267 OPP Annual Billing Statement Elgin Group Estimated costs for the period January 1 to December 31,2015 (see notes) Cost per Property $ Base Serrice Property Counts Household 17,249 Commercial and Industrial 1,020 Total properties 18.269 $200.51 $3,663,117 Calls for Service Total all municipalities $138,122,392 Total municipal portion 1.4523% $109.80 $2,005,892 Overtime $9.51 $173,659 Couit:ecurity $8.04 $148,861 Prisoner Transportation (per property cost) $2.41 $44,028 Accommodation (per properly cost) $1.14 $20,827 Cleaning Services (per property cost) $3.68 $67,230 Totr+l 2015 Calculated Cos.before Phase-In Adjustment $335.08 $6,121,614 2015 Ph:se4n Adjus.ment Bill?ng Summary 2014 Forecasted cost (see below) Total $6,048,940 $331.10 !.ctia12015 Phase-In Adjustment (total net increase) $42,007 Total Billing fir 2015 $337.38 $6,163,622 Removed the following from the 2014 Forecasted Costs: One Desktop Computer One Administrative Vehicle By-Law 2015-020 Being a By-Law to authorize the execution of... Page 260 of 267 Additional Notes to the"OPP Annual Billing Statement • The Annual Billing Statement for this group contract is based on the sum of the total of the cost estimates determined for the Township of Southwold, Municipality of Bayham, Municipality of West Elgin, Municipality of Central Elgin, Municipality of Dutton/Dunwich, and the Township of Malahide. • The Annual Billing Statement is determined based on the new OPP billing model effective January 1,2015. • The Annual Billing Statement is a statement of 2015 costs based on an estimate of salary and benefit costs. Salary and benefit costs are estimates and are subject to a final year end adjustment. ▪ As a result of the-implementation of the new OPP billing model municipal policing costs are subject to Phase-In Adjustments for the calendar years 2015 to 2019. The 2015 phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are subject to change and are based on an annual determination: o If the municipality is subject to ari increase between the final 2014 cost and the 2015 cost, the increase will be capped to a maximum of $40 increase per property. The capped increase of$40 plus the growth factor per property cost will be applicable for each subsequent year until the full cost is realized. o The growth factor is a set per property cost for all municipalities dependent upon general increases in salary, benefits, support costs and other direct operating expenditures. o If the municipality is subject to a decrease between the final 2014 cost and the 2015 cost it will be limited to the per property reduction limit applicable to the year. o The per property reduction limit is an annual per property amount determined for all municipalities. The per property reduction limit is subject to change each year based upon the determination of the funding required to offset the capped increases for all municipalities. • The phase-in adjustment for this group contract estimate is based on the total of the phase-in adjustments for each of the municipalities under the contract,i.e.the Township of Southwold, Municipality of Bayham, Municipality of West Elgin,Municipality of Central Elgin,Municipality of Dutton/Dunwich,and the Township of Maiahide. By-Law 2015-020 Being a By-Law to authorize the execution of... Page 261 of 267 BY-LAW NUMBER 2015-021 OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BEING A BY-LAW TO ESTABLISH A POLICY WITH RESPECT TO THE SALE AND OTHER DISPOSITION OF LAND WHEREAS Bill 130, Municipal Statute Law Amendment Act, 2006, received Royal Assent on December 20, 2006,which amended the Municipal Act, 2001, S.0.2001, c.25, effective January 1,2007; AND WHEREAS Council of The Corporation of the Municipality of Bayham deems it expedient to adopt a policy, pursuant to Section 270 (1)of the Municipal Act, 2001 S.O. 2001, c.25, with respect to the sale and other disposition of land to comply with the new legislative requirements; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM HEREBY ENACTS A BY-LAW AS FOLLOWS: Short Title This By-law may be referred to as the Sale and Disposition of Land By-law Section 1 - Definitions 1.1 In this by-law: a. "Act" shall mean the Municipal Act, 2001, S.O. 2001, c.25, as amended; b. "Appraisal" shall mean a written opinion of the market value of the land prepared by a registered member of the Appraisal Institute of Canada; c. "CAO"shall mean the CAO of the Municipality of Bayham; d. "Council" shall mean the Council of the Corporation of the Municipality of Bayham; e. "Municipality" shall mean The Corporation of the Municipality of Bayham; f. "Public Utility" shall mean a public utility as that term is defined in the Act; g. "Sale" shall mean the sale of land; h. "Surplus Land" shall mean any land of the Municipality of Bayham declared surplus to the needs of the Municipality under this by-law; i. "Website" shall mean the website of the Corporation of the Municipality of Bayham www.bayham.on.ca; By-Law 2015-021 Being a By-Law to establish a policy with re... Page 262 of 267 Section 2—General Provisions 2.1 Schedule 'A' shall form part of this By-law. 2.2 This By-law shall apply to all classes of land owned by the Municipality of Bayham save and except: a. An interest in Land sold pursuant to Section 110 of the Act. re municipal capital facilities; b. Land sold under Part XI of the Act re sale of land under Tax arrears; and c. Easements over Municipally owned lands, as approved by Council. 2.3 Notwithstanding Section 2.2 and Schedule 'A' of this By-law, this By-law shall not apply to the following classes of land owned by the Municipality: a. Sale of Lands to public bodies: i. A municipality ii. A Local Board, including a school board and a conservation authority; iii. The Crown in right of Ontario or Canada and their agencies. b. Parcels of land being exchanged with a land owner as part of a procedure that requires the acquisition of that owner's land for municipal purposes. 2.4 Council may, at any time, by resolution, declare any of the Municipality's land to be surplus to the needs of the Municipality and may, by by-law, authorize the sale of such land in accordance with the procedures set out in Schedule 'A'. 2.5 Council shall authorize such actions as are required to finalize the sale and the CAO shall ensure the completion of the required documentation and subsequent registration, thereof. 2.6 Notwithstanding any other provision of this By-law, inclusive of Schedule 'A', Council shall have the absolute discretion to select a particular method of exposing property to the public for sale, if at all, and/or to select any method of sale as, in the opinion of Council, the circumstance require. 2.7 Council shall have the absolute discretion to accept any proposal to purchase the land, to judge the acceptability of any terms or conditions placed therein and to judge the sufficiency or acceptability of any consideration proposed by any purchaser. 2.8 That this By-law shall come into full force and take effect on the date of passing. READ a FIRST, SECOND and THIRD TIME and finally passed this 19th day of February, 2015. MAYOR CLERK By-Law 2015-021 Being a By-Law to establish a policy with re... Page 263 of 267 SCHEDULE 'A' AIPII"*"1" allPA 46 �je �- i �p°ttunity IS�o�,�t Corporation of the Municipality of Bayham Policy Name: Sale of Surplus Municipal Land Policy Section 1 -Application 1.1 This Policy applies to the sale or other disposal of land by the Corporation of the Municipality of Bayham. Section 2—Policy Statement 2.1 The Municipality will dispose of surplus land in an open and transparent process to ensure that the consideration for such disposal is fair, reasonable and in the best interest of the Municipality. Section 3- Procedures 3.1 The Municipality shall obtain a survey of the land proposed to be disposed of from a Registered Ontario Land Surveyor, if deemed necessary. 3.2 Council shall have the absolute discretion to determine the sale price of the land. 3.3 The Municipality shall obtain an appraisal of the land to be sold. An appraisal shall be a written opinion of the market value of the land prepared by a registered member in good standing of the Appraisal Institute of Canada and such appraiser shall not be a real estate agent nor be directly connected with any real estate brokerage firm. 3.4 Any appraisals obtained shall be used solely as a guide and shall not be determinative of the terms of price upon which Council may sell any particular piece of real estate. Without limiting the generality of the foregoing, other factors including the history of the real estate or related properties may be determinative. 3.5 Notwithstanding Section 3.3 of this policy, the Municipality shall not be required to obtain an appraisal, unless Council deems it desirable to obtain an appraisal,for any class of land as follows: By-Law 2015-021 Being a By-Law to establish a policy with re... Page 264 of 267 3.5.1 Land 0.3 metres or less in width acquired in connection with an approval or decision under the Planning Act; 3.5.2 Closed highways, roads and road allowances; 3.5.3 Land formerly used for railway lines if sold to an owner of land abutting the former railway land; 3.5.4 Land that does not have direct access to a highway if sold to the owner of the land abutting that land; 3.5.5 Land repurchased by an owner in accordance with Section 42 of the Expropriations Act; 3.5.6 Land sold under Sections 107 and 108 of the Municipal Act, 2001, S.0.2001, c.25, as amended; 3.5.7 Easements granted to Public Utilities or to telephone companies. Section 4- Notice 4.1 The CAO shall publish a notice of the intended sale of the land on the Municipal Website at least 14 days before consideration of the same. 4.2 The notice shall specify that anyone wishing to comment on the proposed sale may do so by delivering such comment in writing to the Clerk at the Municipal office. 4.3 The final date for submitting comments shall be specified in the notice. Any comments received shall be considered by Council, which in its sole discretion shall decide if any further action shall be taken. Section 5—Disposition of Land 5.1 Council shall determine in its sole discretion, by resolution, to dispose surplus land by either of the three (3)following methods: sale by public tender, sale by real estate firm or broker, or direct sale to a landowner. Sale by Public Tender 5.2 Should Council determine to sell the land by public tender, the following apply: 5.2.1 Costs incurred or anticipated to dispose of the land such as legal fees, survey, appraisal, encumbrances, advertising and improvements shall be established. 5.2.2 An estimated bid amount shall be established which shall not be less than the appraised value plus the additional costs referred to in Section 5.2.1 of this Policy. Notwithstanding the foregoing, Council may accept an amount less than the estimated bid amount. 5.2.3 A Notice shall be placed on the Municipal Website and shall include a brief description of the property, including a small location sketch and shall specify the final date that offers will be accepted and shall include the following statement: "the highest or any offer may not necessarily be accepted". 5.2.4 The tender documents shall be delivered in person to the CAO by the date specified therein. By-Law 2015-021 Being a By-Law to establish a policy with re... Page 265 of 267 Sale by Real Estate Firm or Broker 5.3 Should Council determine to engage a real estate firm or broker to sell the land, the following applies: 5.3.1 Costs incurred or anticipated to dispose of the land such as legal fees, survey, appraisal, encumbrances, advertising and improvements shall be established. 5.3.2 A listing amount shall be established which shall not be less than the appraised value plus the additional costs referred to in Section 5.3.1 of this Policy. 5.3.3 The CAO, or designate, shall be authorized to sign the listing agreement. 5.3.4 The offers shall be submitted to the CAO, or designate, on the Ontario Real Estate Offer to Purchase Forms and shall provide for an irrevocable period of at least fourteen (14)days. 5.3.5 All final offers shall be submitted to Council for approval of the sale price. Direct Sale to a Landowner 5.4 Should Council determine to sell the land directly to a landowner(s)the landowner to whom the land is to be conveyed must be a landowner(other than a mortgagee or chargee)who abuts the land or an owner of other land in the Municipality(other than a mortgagee or chargee)who claims legal interest in the property such as, but not limited to an; easement, a right-of-way, possessory title or a restrictive covenant. The following shall apply: 5.4.1 Costs incurred or anticipated to dispose of the land such as legal fees, survey, appraisal, encumbrances, advertising and improvements shall be established. 5.4.2 An estimated purchase amount shall be established which shall not be less than the appraised value plus the additional costs referred to in Section 5.4.1 of this Policy. Notwithstanding the foregoing, Council may accept an amount less than the estimated purchase amount. By-Law 2015-021 Being a By-Law to establish a policy with re... Page 266 of 267 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2015—022 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE REGULAR MEETING HELD FEBRUARY 19, 2015 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 February 19, 2015 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 19th day of February, 2015. MAYOR CLERK By-Law 2015-022 A By-Law to confirm all actions of Council Page 267 of 267