HomeMy WebLinkAboutDecember 15, 2022 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING AGENDA
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers – HYBRID
Thursday, December 15, 2022
7:00 p.m.
7:30 p.m. Planning Public Meeting – 2 Applications
The December 15, 2022 Council Meeting will allow for a hybrid meeting function – you
may attend in person or virtually through the live-stream on the Municipality of Bayham’s
YouTube Channel: https://www.youtube.com/channel/UCpY8wjivr1zSsi0tvbgtUrg
1. CALL TO ORDER
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
4. ANNOUNCEMENTS
5. PRESENTATIONS
6. DELEGATIONS
7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Regular Council Meeting held December 1, 2022
8. MOTIONS AND NOTICE OF MOTION
A. Councillor Chilcott re Province-wide Shortage of Children’s Medication
9. OPEN FORUM
10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
10.1 Correspondence
10.1.1 Receive for Information
10.1.2 Requiring Action
10.2 Reports to Council
11. PHYSICAL SERVICES – EMERGENCY SERVICES
11.1 Correspondence
11.1.1 Receive for Information
11.1.2 Requiring Action
11.2 Reports to Council
2022 Council Agenda December 15, 2022
2
A. Report PS-24/22 by Ed Roloson, Water/Wastewater Operations re Drinking Water
Quality Management Standards
12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
12.1 Correspondence
12.1.1 Receive for Information
A. Notice of Public Meeting re Proposed Revised Official Plan and Zoning By-Law
Amendment – M & R Glen C/O Barry Wade Homes Inc.
B. Notice of Public Meeting re Proposed Draft Plan of Subdivision Application – Vienna
Ridge 34T-BA2201
12.1.2 Requiring Action
12.2 Reports to Council
A. Report DS-63/22 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Bill 109,
More Homes for Everyone Act, 2022
13. FINANCE AND ADMINISTRATION
13.1 Correspondence
13.1.1 Receive for Information
A. Town of Petrolia re Strengthening Powers of the Integrity Commissioner
B. Town of Orangeville re Bill 23
C. City of Toronto re Update on Bill 23
D. Ministry of Natural Resources re Changes under the Oil, Gas and Salt Resources Act
E. Long Point Region Conservation Authority re November 2, 2022 Minutes
F. Long Point Region Conservation Authority re November 9, 2022 Minutes
G. Port Burwell Historical Society re Museums Bayham Board Reactivation Petition
H. County of Elgin re Ed Ketchabaw Elected as Elgin County Warden
13.1.2 Requiring Action
A. Elgin County Police Services Board re Malahide Appointment
13.2 Reports to Council
A. Report CL-10/22 by Meagan Elliott, Deputy Clerk re 2022-2026 Committees of Council
and Council Appointments
B. Report CAO-69/22 by Thomas Thayer, CAO|Clerk re 2023 Insurance Renewal
2022 Council Agenda December 15, 2022
3
C. Report CAO-70/22 by Thomas Thayer, CAO|Clerk re Agreement for Building Services
Support – Hillenaar – Six (6) Month Contract
14. BY-LAWS
A. By-Law No. 2022-076 Being a by-law to provide for an interim tax levy
B. By-Law No. 2022-077 Being a by-law to authorize borrowing from time to time to meet
current expenditures during the fiscal year ending December 31, 2023
C. By-Law No. 2022-078 Being a by-law to appoint by by-law enforcement and property
standard officers and to execute an agreement with Tenet Security Group Inc. for these
services within the Municipality of Bayham
D. By-Law No. 2022-079 Being a by-law to authorize the execution of an agreement
between the Municipality of Bayham and Ramona Peidl for provision of recycling
receptacle services
E. By-Law No. 2022-080 Being a by-law to amend by-law 2022-011 being a by-law to
appoint municipal officers and employees for the Municipality of Bayham
F. By-Law No. 2022-081 Being a by-law to authorize the execution of an agreement
between the Corporation of the Municipality of Bayham and Hillenaar Consulting Inc.
15. UNFINISHED BUSINESS
16. OTHER BUSINESS
16.1 In Camera
A. Confidential Report re Personal matters about an identifiable individual (Committee
Appointment)
16.2 Out of Camera
17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2022-082 Being a by-law to confirm all actions of Council
18. ADJOURNMENT
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers – HYBRID
Thursday, December 1, 2022
7:00 p.m.
The December 1, 2022 Council Meeting was held using hybrid technologies via Zoom and
livestreamed on YouTube.
PRESENT:
MAYOR ED KETCHABAW
DEPUTY MAYOR RAINEY WEISLER
COUNCILLORS TIMOTHY EMERSON
DAN FROESE
SUSAN CHILCOTT
STAFF PRESENT:
CAO|CLERK THOMAS THAYER
DEPUTY CLERK MEAGAN ELLIOTT
DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL
MANAGER OF PUBLIC WORKS|DRAINAGE
SUPERINTENDENT STEVE ADAMS
MANAGER OF CAPITAL PROJECTS|
WATER/WASTEWATER ED ROLOSON
1. CALL TO ORDER & INAUGURAL PROCEEDINGS
A. Call to Order – CAO|Clerk
CAO|Clerk Thomas Thayer called the meeting to order at 7:00 p.m.
B. Declaration of Elected Offices
CAO|Clerk Thomas Thayer provided the Declaration of Office to the Council-elect, following
which members took their respective seats at the Council table.
C. Statements by Council Elect
Statements were made by all members of Council.
The Council meeting recessed at 7:15 p.m. and resumed at 7:30 p.m. where the CAO|Clerk
formally passed the Chair to Mayor Ketchabaw.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared.
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
2022 Council Minutes December 1, 2022
2
4. ANNOUNCEMENTS
Councillor Chilcott announced that the Straffordville Hall Foundation (SHF) is having a Vendor
Show on Saturday, December 3, 2022 from 9am – 2pm at the SCC. Chilcott also announced
that the Port Burwell parade is on Saturday, December 3, 2022 at 6pm and that the SHF parade
the following weekend on Saturday, December 10th begins at 10:30am and they ask that you
bring a non-perishable food to donate to the food pantries.
Deputy Mayor Weisler announced that the Straffordville Library in collaboration with the
photographers of the Otter Valley are hosting a complimentary holiday portrait session on
Saturday, December 3, 2022 from 1-4pm. You can register for a free portrait at the Library or by
calling 519 866 3584. Weisler also announced that there is a new sharing pantry located at
Kohli’s Fresh Mart in Straffordville for those who wish to donate items. Weisler noted the SHF is
also organizing a holiday food drive starting on December 1, 2022 until December 21, 2022.
Donations for this can also be dropped off at Kohli’s Fresh Mart and will be distributed to the
food pantries.
Councillor Froese announced the tree lighting service on Friday, December 2, 2022 at 6:30pm.
CAO|Clerk Thayer announced changes to the 2023 budget meetings and noted the schedule
changes will be reflected on the website.
5. PRESENTATIONS
A. CJDL re Sanitary Pumping Station Capacity Study
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT the presentation from CJDL re Sanitary Pumping Station Capacity Study be received
for information.
CARRIED
6. DELEGATIONS
7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Regular Council Meeting held November 3, 2022
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT the minutes from the Regular Council Meeting held November 3, 2022 be approved
as amended.
CARRIED
8. MOTIONS AND NOTICE OF MOTION
9. OPEN FORUM
One (1) member of the public spoke to item 1 C. and 13.1.1 D.
2022 Council Minutes December 1, 2022
3
10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
10.1 Correspondence
10.1.1 Receive for Information
10.1.2 Requiring Action
10.2 Reports to Council
11. PHYSICAL SERVICES – EMERGENCY SERVICES
11.1 Correspondence
11.1.1 Receive for Information
11.1.2 Requiring Action
A. New Hope Baptist Church re Request for Reflectors
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT the correspondence from New Hope Baptist Church re Request for Reflectors be
received for information;
AND THAT the Municipality of Bayham forward the correspondence to the Ministry of
Transportation (MTO).
CARRIED
11.2 Reports to Council
12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
12.1 Correspondence
12.1.1 Receive for Information
A. Notice of Public Meeting re Proposed Revised Official Plan and Zoning By-Law
Amendment – M & R Glen C/O Barry Wade Homes Inc.
B. Notice of Public Meeting re Proposed Draft Plan of Subdivision Application – Vienna
Ridge 34T-BA2201
Moved by: Councillor Emerson
Seconded by: Councillor Froese
THAT items 12.1.1 A & B be received for information.
CARRIED
12.1.2 Requiring Action
12.2 Reports to Council
13. FINANCE AND ADMINISTRATION
13.1 Correspondence
13.1.1 Receive for Information
2022 Council Minutes December 1, 2022
4
A. Southwestern Public Health re Medical Officer Recommends Masking Indoors
B. Long Point Region Conservation Authority re Board of Directors Meeting Minutes of
October 5, 2022
C. Long Point Region Conservation Authority re 2023 Draft Budget
D. Watson & Associates re Bill 23
E. GoVaxx COVID-19 Vaccine Clinic – December 14 and 21, Vienna Lions Community
Centre
F. Elgin County Christmas Listings
G. Elgin County re Request for Traffic Study
H. Township or Warwick re CN Railway Contribution Requirements
I. Dorion Township re OMAFRA Ontario Wildlife Damage Compensation Program
Administrative Fee
Moved by: Councillor Emerson
Seconded by: Deputy Mayor Weisler
THAT items 13.1.1 A – I be received for information;
AND THAT correspondence be sent to Long Point Region Conservation Authority
(LPRCA) pertaining to item 13.1.1 C requesting clarification on the nature of the
expenditure increases and the impacts to the 2023 draft consolidated operating budget.
CARRIED
13.1.2 Requiring Action
A. Ken Andrews, SHF re Community Outdoor Skating Rink
Moved by: Councillor Froese
Seconded by: Deputy Mayor Weisler
THAT the correspondence from Ken Andrews re Community Outdoor Skating Rink be
received for information;
AND THAT the request for and placement of a Community Outdoor Skating Rink be
approved.
CARRIED
13.2 Reports to Council
A. Report CAO-65/22 by Thomas Thayer, CAO|Clerk re Transfer of a Portion of Clarke
Road
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
2022 Council Minutes December 1, 2022
5
THAT Report CAO-65/22 re Transfer of a Portion of Clarke Road be received for
information;
AND THAT the Clerk and Mayor execute the required documentation to transfer the
identified portion of Clarke Road into Municipal ownership.
CARRIED
14. BY-LAWS
15. UNFINISHED BUSINESS
16. OTHER BUSINESS
A. March 11, 2020 Museums Bayham Board Minutes
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT the March 11, 2020 Museums Bayham Board Minutes be received for information.
CARRIED
16.1 In Camera
Moved by: Councillor Froese
Seconded by: Deputy Mayor Weisler
THAT the Council do now rise to enter into an “In Camera” Session at 8:44 p.m. to
discuss:
A. Confidential Report re labour relations, employee negotiations (Compensation)
B. Confidential Report re labour relations, employee negotiations (Human Resources)
CARRIED
16.2 Out of Camera
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT the Council do now rise from the “In Camera” session at 9:27 p.m. and report on
Confidential Report re labour relations, employee negotiations (Compensation) and
Confidential Report re labour relations, employee negotiations (Human Resources)
CARRIED
Moved by: Councillor Froese
Seconded by: Councillor Emerson
2022 Council Minutes December 1, 2022
6
THAT Confidential Report re labour relations, employee negotiations (Compensation) be
received for information;
AND THAT staff proceed as directed.
CARRIED
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT the Confidential Report re labour relations, employee negotiations (Human
Resources) be received for information;
AND THAT staff proceed as directed.
CARRIED
17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2022-075 Being a by-law to confirm all actions of Council
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Froese
THAT Confirming By-law No. 2022-075 be read a first, second and third time and finally
passed.
CARRIED
18. ADJOURNMENT
Moved by: Councillor Chilcott
Seconded by: Councillor Emerson
THAT the Council meeting be adjourned at 9:28 p.m.
CARRIED
MAYOR CLERK
Motion
Pursuant to Section 6.8 of the Municipality of Bayham’s Procedural By-law No. 2022-003, a
Motion or Notice of Motion may be proposed by a Member of Council and included on a
Regular Session Agenda for discussion and Council consideration.
A Motion will require a Seconder prior to consideration.
___________________________________________________________________________
Motion re Province-wide Shortage of Children’s Medication
Moved by: Councillor Chilcott
Seconded by:
WHEREAS staffing shortages of healthcare professionals, especially nurses, is an ongoing
problem in Ontario;
AND WHEREAS this problem continues to grow since the COVID-19 Pandemic and the
passing of Bill 124, a Bill which suppresses the wages of nurses and health-care professionals
and limits their ability to negotiate freely;
AND WHEREAS these staffing shortages are causing substantial wait times in emergency
rooms, noticeably widening gaps in health care, and emergency room closures;
AND WHEREAS there has been an increase in child sicknesses contributed by a lack of timely
and available health care;
AND WHEREAS there is a province-wide shortage in children medications, both over-the-
counter and prescribed;
NOW THEREFORE BE IT RESOLVED THAT the Municipality of Bayham calls on the Ontario
government to recognize and address the deepening health care crisis in Ontario and take
urgent action to remedy human resources and medication shortages to properly serve Ontario
residents;
AND THAT a copy of this Resolution be sent to:
• The Premier of Ontario and the Ontario Minister of Health;
• The Leader of the Official Opposition and the Opposition Critic for Health;
• All Members of Provincial Parliament representing constituencies in Bayham; and,
• The Association of Municipalities of Ontario (AMO), requesting they share with their
member municipalities.
REPORT
PHYSICAL SERVICES
TO: Mayor & Members of Council
FROM: Ed Roloson, Manager of Capital Projects – Water/Wastewater
DATE: December 15, 2022
REPORT: PS-24/22
SUBJECT: DRINKING WATER QUALITY MANAGEMENT STANDARDS
BACKGROUND
Municipal drinking water systems owners are required to operate their water systems with a valid
license and incorporate a quality management system into their operations as implemented under
the Safe Drinking Water Act.
Licenses are issued by the MECP (Ministry of the Environment, Conservation and Parks) to the
owners upon approval of a drinking water works permit, an acceptable operational plan from the
operating authority that documents a quality management system (endorsed by the system
owners), an accredited operating authority, a financial plan for the system(s), and a permit to take
water if applicable.
DISCUSSION
In order to comply with the requirements set out in the Drinking Water Quality Management
Standard the owners (Council) of the system(s) must re-endorse the quality management
system at the beginning of a new Council term. The current operational plans for the Bayham
and Richmond Water Systems are attached hereto for review.
ATTACHMENTS
1. Bayham Water Distribution System – Quality Management System Operational Plan
2. Richmond Community Drinking Water System – Quality Management System
Operational Plan
RECOMMENDATION
1. THAT Staff Report PS-24/22 re Drinking Water Quality Management Standards be
received for information;
2. AND THAT the Council of the Corporation of the Municipality of Bayham endorse
both the Bayham Water Distribution System and the Richmond Community Water
System Operational Plans;
3. AND THAT the Bayham Water Distribution System and the Richmond Community
Water System Operational Plans be reviewed annually by staff and revisions made
as necessary to maintain and improve the quality management system.
Respectfully Submitted by: Reviewed by:
_________________________ __________________________
Ed Roloson Thomas Thayer, CMO
Manager of Capital Projects – CAO|Clerk
Water/Wastewater
MUNICIPALITY OF BAYHAM
Bayham Water Distribution
System
Quality Management System
Operational Plan
PREPARED BY: MUNICIPALITY OF BAYHAM
QUALITY MANAGEMENT SYSTEM TEAM
Revision 1.16 February 5, 2022
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 1
OPERATIONAL PLAN REVISION HISTORY
Date Revision # Description of Revision
Feb. 05, 2021 1.15 Implemented operational plan revision history table. Eliminated page
numbering within the operational plan to reference to Appendices and
Procedures.
Revised Procedure A – Document and Record Control with the ongoing
introduction of the Laserfiche system in regards to document
identification, storage, availability and control. Addition of pandemic
events and cyber-attacks to risk assessment in Elements 7 and 8.
Feb. 05, 2022 1.16 Implemented revision history table to Procedure B – Risk Assessment
and Outcomes.
Added statement to Procedure E regarding internal audit to be
completed at least once every calendar year.
Updated top management endorsement in Appendix A.
Implemented statement in Element 15 regarding the use of Laserfiche
regarding maintenance activities work orders.
Added statement to Procedure B regarding Element 17.
Updated link to website regarding raw water source annual and
quarterly water quality reports.
Grammar changes.
Revised Element 3 Commitment and Endorsement for clarification of
re-endorsement.
Removed statement in Element 11 and Procedure B regarding the
reference of Ontario Regulation 75/20 which was revoked and
referenced amendment in Ontario Regulation 128/04.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 2
MUNICIPALITY OF BAYHAM
QUALITY MANAGEMENT SYSTEM
OPERATIONAL PLAN
Table of Contents
1. Quality Management System Pg. 3
2. QMS Policy Pg. 3
3. Commitment and Endorsement Pg. 3
4. QMS Representative Pg. 4
5. Document and Records Control Pg. 4
6. Drinking Water System Pg. 5
7. Risk Assessment Pg. 6
8. Risk Assessment Outcomes Pg. 6
9. Operational Structure, Roles, Responsibilities and Authorities Pg. 6
10. Competencies Pg. 6
11. Personnel Coverage 24/7 Pg. 7
12. Communication Pg. 8
13. Essential Suppliers and Services Pg. 8
14. Review and Provision of Infrastructure Pg. 9
15. Infrastructure Maintenance, Rehabilitation and Renewal Pg. 10
16. Sampling, Testing and Monitoring Pg. 11
17. Measurement and Recording Pg. 11
18 Emergency Management Pg. 12
19. Internal Audit Pg. 12
20. Management Review Pg. 13
21. Continual Improvement Pg. 13
APPENDIX A - Council and Top Management Endorsement Pg. 14
APPENDIX B – Organizational and Operational Structure Pg. 15
APPENDIX C - Process Flow Chart Pg. 16
APPENDIX D - Operational Responsibilities and Authorities Pg. 17
Procedure A - Document and Record Control Pg. 19
Procedure B - Risk Assessment and Outcomes Pg. 22
Procedure C - Personnel Coverage 24/7 Pg. 34
Procedure D - Water Supply Emergency Plan Pg. 35
Procedure E - Internal Audit Pg. 42
Procedure F - Management Review Pg. 44
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 3
1. QUALITY MANAGEMENT SYSTEM
This document will be the Quality Management System Operational Plan for the
Bayham Water Distribution System (DWS#260004748). The Municipality of
Bayham is the owner and operating authority of the said system.
The Quality Management System for Bayham covers the transmission and
distribution of potable drinking water to consumers within the Municipality of
Bayham. Treated potable drinking water is purchased from the producer, Elgin
Area Water Treatment Plant. The water enters the Bayham distribution system
from the Port Burwell Secondary Water Supply System.
The Bayham Water Distribution System transmits and distributes potable drinking
water to the communities of Port Burwell and Vienna.
2. QUALITY MANAGEMENT SYSTEM POLICY
The Municipality of Bayham and its water distribution system is committed to
comply with applicable regulations set forth by the Safe Drinking Water Act
(SDWA) 2002 – Ontario Regulation 170/03 Drinking Water Systems Regulation
and Ontario Regulation 169/03 Ontario Drinking Water Quality Standards and
other requirements. The Municipality of Bayham will supply clean safe drinking
water to meet consumer requirements and is committed to the maintenance and
continual improvement of the Quality Management System. (March 2009)
This Quality Policy is applicable to all water department employees and is
displayed in public areas of the municipal administrative offices located at 56169
Heritage Line, Straffordville, the Port Burwell Wastewater Treatment Plant at 1
Chatham Street, Port Burwell, and on the municipal website
(www.bayham.on.ca).
The Quality Management System Policy statement is to be reviewed during the
annual management review.
3. COMMITMENT AND ENDORSEMENT
The Operational Plan will be endorsed by the Owner during each term (4 years)
of Council through a Council Resolution. The QMS Representative ensures the
Operational Plan is reviewed annually with revisions made as necessary to
maintain and continually improve the quality management system.
Re-endorsement is required by the Owner when there is a change in Mayor or
Council members during the term of Council and Top Management when there is
a major change in the Operational Plan or when there is change in personnel.
See Appendix A
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 4
Through water publications, association memberships, ministry newsletters and
on-going training requirements, these resources of regulatory requirements help
to maintain and improve the quality management system. Any actions
undertaken to completion are tracked through the Municipality of Bayham
Continual Improvement Tracking Spreadsheet.
4. QUALITY MANAGEMENT SYSTEM REPRESENTATIVE
The Water/Wastewater Operations Manager will be the QMS representative or in
his absence, a Certified Operator.
The QMS representative will develop, implement, maintain and report the
effectiveness, including the need for improvement, of the QMS to the owner and
ensure that the current versions of the documents required by the QMS are in
use at all times. The representative will promote the QMS throughout the water
department and see that personnel are aware of all current legislation and
regulatory requirements that are relevant to the operation.
5. DOCUMENT AND RECORDS CONTROL
All records required by the Ministry of the Environment, Conservation and Parks
O. Reg. 128/04 and O. Reg.170/03 to demonstrate compliance and or
conformance shall be maintained per the regulations. In summary, the following
documents and records are retained;
2 years - Operational and Maintenance Checks Records, Microbiological
Sampling and Testing Results along with associated AWQI and Corrective Action
Reports.
5 years – Logbooks
6 years – THM, HAA, and Lead Parameter Sample Results and Annual
Summary Reports
15 years – Engineering Reports if applicable
The operational plans that were the subject of an audit, as required by Section
4.0.1 of the Director’s Directions Minimum Requirements for Operational Plans
(July 2007), will be retained for 10 years.
All documents and records received is reviewed, acted upon if needed, filed in
labeled folders in a file cabinet, or placed in a binder and retained for five years
at the water department office. After 5 years, all hard copy documents and
records will be archived at the Water Department Office at the Port Burwell
Wastewater Treatment Plant, 1 Chatham Street, Port Burwell. The municipality
complies with Provincial Records Management through By-Law 2014-091
Records Retention and Document Control.
See PROCEDURE A
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 5
6. DRINKING WATER SYSTEM
The Municipality of Bayham is the owner and operating authority of the Bayham
Distribution System (DWS#260004748). As shown on the organizational structure,
the Mayor and Council are the head of the Municipality, and the operating
responsibility is delegated to the staff. See Appendix B for the organizational
structure. The Bayham Water Distribution System transmits and distributes
potable drinking water to the communities of Port Burwell and Vienna.
A system description can be found in the Bayham Water Distribution System
Operations/Management Manual Section 1 – Distribution System Operations and
Management.
All customers within the Bayham Water Distribution System are metered and the
meters are read on a bi-monthly basis. There is no discount within our system
for larger users. All bills are calculated on a cubic metre rate.
Treated potable drinking water is purchased from the producer, Elgin Area Water
Treatment Plant. The most recent annual and quarterly water quality reports can
be found on the Lake Huron & Elgin Area Primary Water Supply Systems website
https://huronelginwater.ca/consumer-resources/water-quality/
https://huronelginwater.ca/consumer-resources/consumer-reports/
The water enters the Bayham distribution system from the Port Burwell Area
Secondary Water Supply System. The Port Burwell Area Secondary System
runs along Nova Scotia Line to the Port Burwell Tower and Lakeview Re-
chlorination Facility. Both of these facilities maintain secondary disinfection using
sodium hypochlorite complete with continuous on-line analyzers, data loggers
and alarms. On Nova Scotia Line, the services and hydrants are the
responsibility of the municipality (Bayham and Malahide) in which they are
located. Water volumes entering the Bayham Water Distribution System are
metered at the Port Burwell and Vienna water meter chambers.
Event driven fluctuations are originated from the Elgin Area Water Treatment
Plant (i.e. Taste and odour) and along the Port Burwell Area Secondary System
(i.e. pressure changes related to water tower levels). The Bayham Water
Distribution System has no control over these event driven fluctuation. Bayham
is the end user of the Elgin Area Water Treatment Plant/Port Burwell Area
Secondary System and rely on the safe delivery of the water to our distribution
system.
The system is operated in conformance with the approved Municipal Drinking
Water Licence Number 061-101 Issue Number 4 and Drinking Water Works
Permit Number 061-201 Issue Number 4.
See APPENDIX C
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 6
7. & 8. RISK ASSESSMENT AND OUTCOMES
See PROCEDURE B
9. OPERATIONAL STRUCTURE, ROLES, RESPONSIBLITIES AND
AUTHORITIES
The Water/Wastewater Operations Manager shall keep the operational structure,
organizational structure, respective roles, responsibilities and authorities current,
and shall communicate this information to the owner and personnel. (See
Municipality of Bayham Essential Supplies, Services and Emergency Contact List
in the Bayham Water Distribution System Operation/Management Manual
Section 3 – Contact List regarding names of persons having top management
responsibilities.)
See APPENDIX B
See APPENDIX D
10. COMPETENCIES
The following table illustrates the competencies required by personnel whose
duties directly affect drinking water quality
Function Required Competencies Desired Competencies
Water/Wastewater
Operations Manager
Minimum Class I Distribution
certification
Minimum 10 years Class I
operation
Development of all
capital and regular
plans
WHMIS
First Aid (including
CPR)
Leadership
Training
Confined Space
Training
Operators
Operator in Training to
Distribution Class I certification
Internal auditor
training
WHMIS
Confined Space
Training
First Aid (including
CPR)
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 7
The Municipality of Bayham’s Water Department provides for training in their
annual budget process. At a minimum the training budget includes funding for
legislated and required training to maintain operator certification in accordance
with O.Reg.128/04.
Training or knowledge gain may take the form of on or off-site training sessions
and seminars, on-the-job training, distance learning or courses of study. Where
appropriate, proof of participation or proficiency will be required as proof of
competency.
Through internal audits, risk assessments of the operational plan, QMS
changes/updates through staff meetings (communications), annual training (On-
The-Job and/or Director Approved), personnel are aware of the relevance of their
duties and how they affect safe drinking water quality.
11. PERSONNEL COVERAGE
The water department is staffed from Monday to Friday 8:00 am to 4:30 pm five
days per week. The Water/Wastewater Operations Manager is the primary
overall responsible operator (ORO) and the back-up ORO is tracked through the
water system logbook and time sheets.
The 24/7 personnel coverage procedure shows how after hour emergencies are
handled. Spectrum Communications bumps numbers until either the
superintendent or one of the operators is contacted.
See PROCEDURE C
An on-call operator is assigned by the Water/Wastewater Operations Manager
on a weekly basis to respond to after-hours and weekend emergencies. When
on-call, the operator is required to remain within one hour driving time of the
municipal water system.
The Municipality of Bayham is a member of OnWARN (Ontario Water/Wastewater
Agency Response Network). OnWARN is a network of utilities helping other
utilities to respond to and recover from emergencies. The OnWARN contact list
can be found in the Bayham Water Distribution System Operations/Management
Manual Section 6 – Contact List and Forms. If the municipality requires assistance
in recovering from and responding to emergencies, the CAO and Treasurer have
access to the OnWARN list and the authority to request for external Operator
assistance.
The municipality is committed to ensuring that adequate staff meet the required
competencies are available for duties that affect drinking water quality.
Recent amendments to Ontario Regulation 128/04 Certification of Drinking Water
System Operators and Water Quality Analysts are intended to provide systems
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 8
with temporary staffing options (e.g. use of knowledgeable non-certified persons)
during an emergency that could adversely affect the operation of a system
resulting in a drinking water hazard. The new provisions are available if there is
reasonable grounds for believing that there is an existing or impending critical
shortage of certified operators and the use of non-certified persons is necessary
to ensure the safe and efficient operation of the subsystem and continued
provision of safe drinking water. The use of temporary measures is also subject
to applicable labour laws and collective agreements.
Regulatory relief as a result of COVID-19 can be applied for. The ministry
(MECP) will evaluate requests on a case by case basis through an application for
relief. All relief is issued with an expiry date.
12. COMMUNICATION
The QMS representative shall ensure the owner (Mayor and Council) is provided
with a current copy of the Operational Plan. The QMS representative shall keep
the owner informed of any changes to the QMS, the adequacy of infrastructure
requirements, the outcome of management reviews and other issues related to
the QMS on an annual basis.
Personnel will be informed of the QMS and of any changes or updates through
staff meetings with the QMS representative. A current version of the Operational
Plan is available for review by staff at the water department office and at the
municipal office.
Essential suppliers shall receive information regarding the QMS from the
purchaser if and when necessary. Water works suppliers will be advised of
Municipal Standards via e-mails to ensure material standards.
Consumers may be informed of the QMS and any significant changes by
newsletters, flyers or hand-outs.
The QMS policy will be posted at the water department office and at the
municipal office. It can also be viewed on the municipal web site.
13. ESSENTIAL SUPPLIERS AND SERVICES
Where applicable, supplies must meet or be equal to AWWA, NSF or ANSI
specifications. Supplies are verified against the order requisition when received.
Laboratory analysis services provided require accreditation through CALA
(Canadian Association For Laboratory Accreditation Inc.). Accreditation
certificate copies and a list of licensed laboratories available from the Ministry of
the Environment, Conservation and Parks can be found in the Bayham Water
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 9
Distribution System Operations/Management Manual Section 10 – Scope of
Accreditation of Applicable Laboratories
Verification/Calibration of measurement and recording equipment (i.e. portable
chlorine analyzers) services provided, a copy of the Statement of
Qualifications/Accreditations is located in the Bayham Water Distribution System
Operations/Management Section 3 – Calibration Reports.
A list of suppliers and contractors has been developed and can be found in the
Bayham Water Distribution System Operations/Management Manual Section 3 –
Contact List (Municipality of Bayham Water Department Essential Supplies,
Service and Emergency Contact List) in the water department office. This list is
reviewed annually by the Water/Wastewater Operations Manager to ensure that
it is current and up-to-date.
The Municipality of Bayham is a member of OnWARN (Ontario
Water/Wastewater Agency Response Network). OnWARN is a network of
utilities helping other utilities to respond to and recover from emergencies. The
OnWARN contact list can be found in the Bayham Water Distribution System
Operations/Management Manual Section 3 – Contact List.
Only authorized municipal employees can purchase or engage service providers
as listed as set out in By-Law 2012-122 Procurement Policy.
14. REVIEW AND PROVISION OF INFRASTRUCTURE
The Municipality of Bayham will review infrastructure used for the operation and
maintenance of the Bayham Distribution System on an annual basis. The
Water/Wastewater Operations Manager completes the review with input from
staff as needed.
The adequacy of the infrastructure to operate and maintain the distribution
system may be assessed based on performance measures (water quality
trends), engineering consultant reports if applicable , Ministry of Environment,
Conservation and Parks (MECP) reports and orders if applicable, risk
assessment outcomes and input from operators/public (water department staff
suggestions and consumer complaints.
Upon the completion of the infrastructure review, the Water/Wastewater
Operations Manager will prepare a budget report that summarizes findings based
on the review and outlines the infrastructure needs. These needs are to be
organized into two categories: operations/maintenance and capital. This report is
presented for council`s consideration during annual budget deliberations. The
Review and Provision of Infrastructure Checklist Form (found within the Master
Document List) will be utilized during the review process.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 10
15. INFRASTRUCTURE MAINTENANCE, REHABILITATION AND RENEWAL
Water/Wastewater staff of the Bayham Distribution System carry out the
infrastructure maintenance, rehabilitation and renewal programs for the
distribution system. These programs are influenced by the following;
- Manufacturer guidelines
- Equipment manuals
- Operations/ maintenance manual
- Incoming customer service calls
- Operator input based on daily rounds and
- Yearly budgets and reports
The Water/Wastewater department is responsible for administering capital
programs related to the Bayham Distribution System infrastructure. This includes
collaborating with the Water/Wastewater Operations Manager to plan and
prepare for maintenance, rehabilitation and renewal activities and corresponding
budgets.
The following routine planned maintenance is conducted on the Bayham
Distribution System: annual valve inspection/exercising, annual hydrant flushing,
annual hydrant inspection, annual pressure testing, leak detection as required,
annual inspection of water main chambers, as well as the activities required for
maintaining the Vienna Booster station as listed in the preventative maintenance
binder at the water department office. Currently the Bayham Distribution System
has a work order system on Laserfiche which issues work orders on a weekly,
monthly, quarterly or annual basis depending on manufacture recommendations
or schedules. Once work orders are completed, they are achieved in Laserfiche
and may be reviewed through the secure Laserfiche Weblink. All records are
maintained at the water department office in the appropriate binders using the
forms maintained in the back of the binder. All records are retained at the water
department office.
Infrastructure maintenance, rehabilitation and renewal programs used for the
operation of the Bayham Distribution System are reviewed annually to determine
the effectiveness.
Water main or other equipment replacement is conducted on an as-needed
basis.
Long term forecast of major infrastructure maintenance, rehabilitation and
renewal activities as well as consideration of the system risk outcomes are
tabulated within the 10 year capital budget process for council`s consideration on
an annual basis.
The 10 year capital budget process is developed by utilizing trends from past
maintenance (planned and unplanned) as well as infrastructure life cycling as set
out in the Bayham Asset Management Plan.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 11
16. SAMPLING, TESTING AND MONITORING
All sampling, monitoring and testing is conducted at a minimum in accordance
with SDWA O. Reg. 170/03. Adverse water quality incidents are responded to
and reported as stated in the Operations Manual.
Samples are submitted to an accredited and licensed laboratory according to the
facility’s sampling schedule as stated in the Bayham Water Distribution System
Operations/Management Manual Section 1 – Distribution System Operations and
Management.
All analytical results from laboratory reports are kept and maintained as per
Document and Record Control. Sampling, testing and monitoring results are
readily accessible to the owner. As a minimum, owners are provided with an
annual summary of sampling, testing and monitoring results through SDWA
O.Reg. 170/03 sections 11, schedule 22 and through the Management Review
process.
Upstream Quarterly Water Quality Reports, Annual Reports and Compliance Reports
from the Elgin and Area Water Supply System are available in Section 25 of the Bayham
Water Distribution Operations/Management Manual or on the website
https://huronelginwater.ca
17. MEASUREMENT AND RECORDING EQUIPMENT CALIBRATION AND
MAINTENANCE
A contractor will perform a verification/calibration test on the portable chlorine
analyzers annually. Verification/calibration records are located in the Bayham
Water Distribution System Operations/Management Manual Section 3 –
Calibration Reports.
The manufacturer calibrates the residential water meters on an “as-needed”
basis. The records of calibration are maintained and kept as per Documents and
Records Control
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 12
18. EMERGENCY MANAGEMENT
The contamination of the treated water supply and a major or prolonged loss of
water supply are deemed to be emergency situations. The Risk Assessment
chart contained in the QMS Operational Plan (PROCEDURE B) can be
referenced, for emergency procedures and contingency plans.
The Municipality of Bayham has created an Emergency Response Plan as
established under By-law 2006-113. The custodian of this plan shall be the
Corporation of the Municipality of Bayham Community Emergency Management
Coordinator and Community Emergency Management Program Committee, who
are responsible for the annual review, revisions and testing of the plan. A
specific water supply emergency plan (PROCEDURE D) forms part of the said
Municipal Emergency Response Plan along with contingency plans and
Procedural Guideline of Providing Water within the Bayham Distribution System
during a Prolonged Outage (Bayham Water Distribution System
Operations/Management Manual Section 5). A list of emergency contacts and
essential suppliers and services along with OnWARN (Ontario Water/Wastewater
Agency Response Network) member contact list are also kept with the
emergency plan. Both can also be found in the Bayham Water Distribution
System Operations/Management Manual Section 2 – Contact List (Municipality of
Bayham Water Department Essential Supplies, Service and Emergency Contact
List in the water department office.
The QMS Representative will keep the emergency contacts and essential
suppliers and services list current.
The responsibilities of all affected positions within the municipality during an
emergency are listed in the municipal emergency plan as is in the emergency
protocol.
All water department staff is required to review the emergency plans to coincide
with the risk assessment every 3 years through informal and formal review and/or
training. Desktop simulations may be planned and documented to keep all water
personnel up to date on the emergency procedures.
19. INTERNAL AUDIT
See PROCEDURE E
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 13
20. MANAGEMENT REVIEW
A management review will be completed annually with the QMS Representative
and the Chief Administrating Officer (Top Management) evaluating the adequacy
and effectiveness of the QMS.
See PROCEDURE F
21. CONTINUAL IMPROVEMENT
The Municipality of Bayham shall strive to continually improve the effectiveness
of its Quality Management System through the use of corrective actions from the
annual audits and management review.
Any Corrective Actions, identified during internal or third-party auditors, are
documented using the Municipality of Bayham Corrective Action Report, which
investigates cause(s) and documenting and reviewing the action(s) taken to
correcting and preventing the re-occurrence of the identified non-conformity. This
is tracked through the use of the Municipality of Bayham Continual Improvement
Tracking Spreadsheet.
Preventative Actions through document change/implementation, OFI’s (internal
or third party audits), management review outcomes, emergency response
testing outcomes, Element 7 & 8 Risk Assessment outcomes, best management
practices review outcomes and/or staff suggestions are documented and tracked
through the use of the Municipality of Bayham Continual Improvement Tracking
Spreadsheet.
At least once every 36 months, the QMS team will review and consider
applicable best management practices pertaining to municipal water distribution.
This is documented using the Municipality of Bayham Element 21 Continual
Improvement – Best Management Practices Review Form.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 14
APPENDIX A
COUNCIL ENDORSEMENT
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 15
APPENDIX B
ORGANIZATIONAL AND OPERATIONAL STRUCTURE
MAYOR AND
COUNCIL (OWNER)
CHIEF ADMINISTRATING
OFFICER
(TOP MANAGEMENT)
WATER/WASTEWATER
OPERATIONS MANAGER
(QMS REPRESENTATIVE)
Receives return call
assesses and
provides direction
ACCOUNTING
CLERK
CERTIFIED
OPERATORS
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 16
APPENDIX C
PROCESS FLOW CHART
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 17
APPENDIX D
OPERATIONAL RESPONSIBILITES AND AUTHORITIES
Mayor/Council (Owner)
Responsibilities Authorities
- Complete oversight of the entire distribution system and the
QMS
- Ultimate responsibility for the provision of safe drinking
water
- Ensure compliance with applicable legislation and
regulations
- Financial, administrative authority related to the distribution
of safe drinking water
Chief Administrating Officer (Top Management)
Responsibilities Authorities
- Complete oversight of the entire distribution system - Endorse and lead the development and implementation
and maintenance of the QMS
- Provide and/or obtain resources for the QMS and
necessary infrastructure and resources to operate and
maintain the drinking water system safely and effectively
- Ensure the system is operated in accordance with all
applicable legislation and regulations
- Lead for Management Reviews
- Communication with Mayor and Council about QMS and
the water distribution system - Communications lead during emergencies
- Financial, administrative and technical authority related to the distribution of safe drinking water
Water/Wastewater Operations Manager
Responsibilities Authorities
- Complete oversight of the entire distribution system
- Overall Responsible Operator
- Quality Management System representative
- Provide and/or obtain resources for the QMS and
necessary infrastructure and resources to operate and
maintain the drinking water system safely and effectively
- Ensure the system is operated in accordance with all applicable legislation and regulations
- Lead for management reviews
- Communication with mayor and council about the QMS and
the water distribution system
- Preparation of budget and planning materials
- Recommendation of system improvements
- Develops procedures and processes for assuring water
quality
- Emergency response planning, training
- Financial, administrative and technical authority related to
the distribution safe drinking water to the Municipality of
Bayham
- Staffing-within the guidelines of the Municipality and any in-
force collective agreements
- Activity/program scheduling within the department
- Oversee adverse water quality incidences and responses - Identify and oversee staff training needs
- Make changes to the QMS
- Delegate ORO to certified operator in absence
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 18
Accounting Clerk
Responsibilities Authorities
- Communication/liaison with Operations Manager, operators
- Communication of water shut-offs to superintendent or
operators due to non-payment of account
- Respond to and document public complaints
- Prepare reports as required by regulations and circulate to
management and council
- Generate bi-month water billings
- Communication during emergency
- Treasurer backup in the absence of accounting clerk
- Recommend changes to the QMS
- Update and document changes to QMS as required
Operators
Responsibilities Authorities
- Bi-weekly chlorine residual testing
- Weekly testing of water system - Regular maintenance
- Report any incidents of non-compliance
- Respond to repairs directed from operations manager, and
accounting clerk
- Water shut-offs as directed by accounting clerk
- Bi-monthly water meter reads
- Knowledge of QMS
- Monitor process and equipment
-Respond to public complaints as relayed from superintendent, or accounting clerk
- Recommend changes to the QMS
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 19
PROCEDURE A
DOCUMENT AND RECORD CONTROL
QMS Document Control
This procedure is applicable to the following QMS documents:
Operational Plan
Procedures
Audit Checklists
Forms
Equipment Manuals
As Built Drawings
Creating New or Updating Existing Documents
The need for document changes or for new documents or procedures may
be identified through audits or management reviews. The
Water/Wastewater Operations Manager will delegate the task of creating
the new document
Any employee of the Water Department may request a change to an
existing QMS. The request must be made in writing, dated and submitted
to the Water/Wastewater Operations Manager. The request must include
the following information:
1. Reason for new or changed document - must belong in one or
more of these categories:
Required by the DWQMS
Enhances process control
Reduces risk
Supports regulatory requirements
May improve operational efficiency
2. Outline of document change or new document content
Narrative format is acceptable
The requester shall develop the new/changed document and submit it to
the Water/Wastewater Operations Manager for approval.
Document changes or the need for new documents or procedures may be
identified through audits or management reviews.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 20
The Municipality of Bayham Continual Improvement Tracking Spreadsheet
will track the process for verifying documents and document changes for
verifying effectiveness of the action taken to avoid re-occurrence or the
occurrence of non- conformances.
Electronic versions of the new/changed documents will be created by
QMD Team Members and approved by the Water/Wastewater Operations
Manager.
Approving Documents
All QMS related documents shall be approved by the Water/Wastewater
Operations Manager.
The Water/Wastewater Operations Manager shall be responsible for
ensuring that copies of the new or changed document show the revision
number and date modified and are distributed. Obsolete documents (due
to changes) shall be collected and destroyed.
Reviewing Documents
The Operational Plan and procedures shall be reviewed annually for
applicability and relevance.
Document Identification, Storage, Availability and Control
Documents are identified in the Master Document List by the title and
revision number/date of the document.
Hard copy of the Master Documents will be kept at the water department
office in a file cabinet.
Electronic copy of the Master Documents will be kept on the laptop
computer at the water department.
Backup copy of the electronic file of the Master Documents will be saved
on the master server at the municipal office. There is a secondary back-up
server at the municipal office and four times a day everything is backed to
an offsite DATTO Cloud.
All procedures, instructions, forms and checklists are retained in the QMS
binders at the water department office.
Original sets of equipment manuals and specifications are kept at the
water department office.
As appropriate, copies are kept at the Port Burwell Wastewater Treatment
Plant at 1 Chatham Street, Port Burwell.
Logbook specific to the Vienna Booster Pump Station is kept at the Vienna
Booster Pump Station. Logbook specific to distribution system is kept at
the water department office.
The Municipality of Bayham is currently running the Water/Wastewater
Laserfiche Procedure Pilot concurrently with the existing paper (hardcopy)
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 21
and electronic file system until such time as the MOECC approves the
functionality of the Laserfiche Platform through the audit and inspection
process. As of June 25, 2020, the logbook procedure for Laserfiche has
been adapted.
A list of Laserfiche Master Documents is currently being updated.
Currently updating document identification, storage, availability and control
through the Laserfiche platform
QMS Record Control
This procedure is applicable to all records that demonstrate conformance to
DWQMS requirements. Ontario Regulations 170/03 and 128/04 cover all records
that demonstrate compliance.
Manual Records
The record title shall be clearly visible and legible
Manual records shall be legible. Pencil or any other erasable marker shall
not be used to record process or product information or data.
QMS records shall be filed by type by date
QMS related water distribution records will be available at the water
department office.
QMS records shall be stored in such a manner as to prevent deterioration.
All manual records shall show the name or initials of the recorder and the
date (and time if appropriate) the record was generated.
Laserfiche Records
Electronic Laserfiche records can be accessed through the Laserfiche
portal and sign-in utilizing specific credentials, under Environmental
Services. Through this the logbook and document relationships can be
view. This allows authorized individuals to see other forms or work orders
completed on the system. All linked documents for each day on the
system can be seen.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 22
PROCEDURE B
RISK ASSESSMENT AND OUTCOMES
The QMS team consists of the Water/Wastewater Operations Manager and
certified operators. The QMS team will identify the potential hazards and
hazardous events, as identified in the Ministry of the Environment, Conservation
and Parks document titled “Potential Hazardous Events for Municipal Residential
Drinking Water Systems”, dated February 2017 which could affect the water
system, the control measures to address the hazards, identify the Critical Control
Points (if applicable), control limits and associated methods of monitoring critical
limits and responding to deviations. Equipment reliability, accuracy and
redundancy are reviewed on an annual basis as stated in Element 17.
Hazardous events and hazards are assessed on the basis of likelihood, severity
and detectability. The assessment criteria is summarized in the following tables
and values were combined to give an overall level of risk as shown.
Every year the Water/Wastewater Operations Manager will review the risk
assessment and ensure that the information and assumptions remain current and
valid. Certified operations staff may take part in the annual review process.
Outcomes will be considered as part of the review of infrastructure for the capital
budget process.
Every 3 years the Water/Wastewater Operations Manager will assemble the
QMS team to conduct a re-assessment. The review and re-assessment form for
Element #7 & #8 (found in the Master Document List) shall be utilized.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 23
Description Likelihood of Hazardous Event Occurring Rating
Rare May occur in exceptional circumstances, and has not
occurred in past
1
Unlikely Could occur at some time, historically has occurred less
than once every 5-10 years
2
Possible Has occurred or may occur once or more per year 3
Likely Has occurred or may occur on a monthly to quarterly
basis
4
Very Likely One or more occurrences on a monthly or more frequent
basis
5
Description Severity of Hazardous Event Occurring Rating
Insignificant Insignificant impact, little public exposure, little or no
health risk
1
Minor Limited public exposure, minor health risk 2
Moderate Minor public exposure, minor health risk 3
Major Large population at risk 4
Catastrophic Major impact for large population, complete failure of
systems
5
Description Detectability of Hazardous Event Rating
Very
Detectable
Easy to detect, visual 1
Moderately
Detectable
Visually detectable (i.e. Flow Rates) 2
Normally
Detectable
Visually detectable but not on rounds or regular basis 3
Poorly
Detectable
Visually detectable but not inspected on a regular
basis
4
Undetectable Cannot detect 5
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 24
PROCEDURE B – RISK ASSESSMENT AND OUTCOMES
REVISION HISTORY
Date Revision # Description of Revision
Feb 5, 2022 1.16 Implemented revision history table for Procedure B – Risk Assessment
and Outcomes indicating date, operational plan number and description
of revision.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 25
Activity or
Process
Step
Description of
Hazard
Potential
Result of
Hazard
Comments Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold=7) CCP? Source Water (supply Elgin Area Water Treatment Plant Contamination
of Source Water
(e.g. chemical spill)
Adverse Water
Unable to
supply
water
No control
Notification by Elgin
Area Treatment Plant –
on-line monitoring
Notification by operating
authority of the Port
Burwell Secondary
System – on-line
monitoring and daily
chlorine residuals
Monitor residual at furthest
sampling points
Communication essential with
Elgin Area Treatment Plant –
depending on levels/demands at
other reservoirs and locations
Communication essential with
the Port Burwell Secondary
System – dependent on
levels/demands at the tower
On-going discussions with Elgin
Area Water Treatment Plant
operators; see if water quality
and/or system chlorine residual has been restored
Discuss water quality with
Medical Officer of Health (MOH)
and Elgin Area Treatment Plant
operators (should have been
reported Ministry of the
Environment, Conservation and
Parks (MECP)). Communicate
boil water/drinking water advisory if issued by MOH
See Contingency Plans
(Contamination of Source Water
and/or Unable to Supply Water, AWQI and Procedural Guideline
During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency
Response Plan – Procedure D
QMS Operational Plan
1 4 1 6
No-Below risk
threshold for
CCP
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 26
Activity or
Process
Step
Description of
Hazard
Potential
Result of
Hazard
Comments Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold=7) CCP? Source Water (supply Elgin Area Water Treatment Plant Unable to
Supply Water
(Water Supply Shortfall)
Adverse Water
Unable to
supply
water
No control
Notification by Elgin
Area Treatment Plant –
on-line monitoring
Notification by operating
authority of the Port
Burwell Secondary
System – on-line
monitoring and daily
chlorine residuals
Monitor residual at furthest
sampling points
Communication essential with
Elgin Area Treatment Plant –
depending on levels/demands at
other reservoirs and locations
Communication essential with
the Port Burwell Secondary
System – dependent on
levels/demands at the tower
On-going discussions with Elgin
Area Water Treatment Plant
operators; see if water quality
and/or system chlorine residual has been restored
Discuss water quality with
Medical Officer of Health (MOH)
and Elgin Area Treatment Plant
operators (should have been
reported Ministry of the
Environment, Conservation and
Parks (MECP)). Communicate
boil water/drinking water advisory if issued by MOH
See Contingency Plans
(Contamination of Source Water
and/or Unable to Supply Water, AWQI and Procedural Guideline
During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency
Response Plan – Procedure D
QMS Operational Plan
1 4 1 6
No-Below risk
threshold for
CCP
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 27
Activity or
Process
Step
Description of
Hazard
Potential
Result of
Hazard
Comments Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold=7) CCP? Vienna Booster Station Power Loss
Adverse Water
Loss of
Pressure
No on-line notification,
feedback by consumers
complaints, visual
checks daily basis
Contact secondary operating
authority to maintain adequate tower level to maintain pressure
in system.
Reconfigure distribution system
(i.e. open loop), if required
See Contingency Plans (Vienna
Booster – Power Loss) Section
5 of Operations/Management
Manual
3 1 1 5
No
Below risk
threshold for
CCP
Vandalism/Terro
rism
Adverse
Water Drive by visual checks
every day.
Call police and contact MOH
and MECP Spill Action Centre, if
necessary
See Contingency Plans
(Vandalism/Terrorism) Section 5
of Operations/Management
Manual
1 2 3 6
No
No control at this point
Failure of
booster pump
Adverse Water
Loss of
Pressure
No on-line notification,
feedback by consumers
complaints, visual checks daily basis
Contact secondary operating
authority to maintain adequate tower level to maintain pressure
in system.
Reconfigure distribution system
(i.e. open loop), if required
See Contingency Plans (Vienna
Booster – Failure of Booster
Pump) Section 5 of
Operations/Management
Manual
3 1 1 5
No
Below risk
threshold for
CCP
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 28
Activity or
Process
Step
Description of
Hazard
Potential
Result of
Hazard
Comments Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold=7) CCP? Distribution Watermain Break within
distribution
system causing
low pressure/no
water
Adverse
Water
Low pressure /
back-
siphoning
Elevated distribution
system
storage in
Port Burwell
Secondary
Customer complaints; Low pressure or high
flows, visual if at ground,
no on-line
indication/monitoring of
flows from tower.
V001 and E038 Flow
monitoring through the
checks of the flow
meters and graphing through the week.
May not be aware of
fire/break.
Looping has improved
ability to isolate areas
and also maintain flow in
event of breaks.
Mapping
Repair; watermain disinfection
procedures per Operations
Manual, training.
Repair parts etc. Stocked.
If necessary issue boil water
advisory after consultation with MOH.
See Contingency Plans
(Contamination of Source Water
and/or Unable to Supply Water,
AWQI and Procedural Guideline
During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency
Response Plan – Procedure D QMS Operational Plan
3 2 2 7
Yes
No control of event taking
place. CCP are
identified with-in
the AWQI
Contingency
Plan.
Loss of chlorine
residual
(secondary
disinfection from
secondary water
system)
Adverse
Water
Legislated
under O.
Reg.
170/03
Daily residual testing at
far end of system,
weekly microbiological
sampling at locations in
town, values are tracked
& trended on data
spreadsheet
Contact secondary operating
authority to maintain chlorine
residual. Flush the system and
resample. Corrective actions
required by O. Reg. 170/03.
See Contingency Plans (Low
Cl2 Residual and AWQI)
Section 5 of
Operations/Management
Manual
1 4 1 6
No
Below risk
threshold for
CCP
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 29
Activity or
Process
Step
Description of
Hazard
Potential
Result of
Hazard
Comments Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold=7) CCP? Distribution Commissioning
of new
watermain/servic
e installation
Adverse
Water
Follow procedures for
disinfection of new watermains using
AWWA Standard –
C605-05.
Check chlorine residuals and conduct
microbiological testing.
Follow corrective action per
O.Reg. 170/03.
If necessary, communicate
issuance of boil water advisory
after consultation with MOH.
See Contingency Plans
(Contamination of
Commissioning of New
Watermain/Service Installation
and AWQI) Section 5 of Operations/Management
Manual
1 2 1 4
No
Below risk
threshold for
CCP
Loss of pressure
– watermain
break, major fire
Adverse
Water
Low
pressure
/back-
siphoning
V001 and E038 Flow monitoring through the
checks of the flow
meters and graphing
through the week.
Water hammer,
consumer complaints.
Backflow contamination
prevented by 2” double
check valves on all
connections of
concerns.
Backflow preventor
required (residential &
commercial) through by
law
Check pressure and chlorine
residual. Discussion with MOE
and MOH if low.
If necessary, communicate
issuance of boil water advisory
after consultation with MOH.
Restore pressure and chlorine residual. Conduct sampling per
MOH and MECP direction.
See Contingency Plans
(Contamination of Source Water
and/or Unable to Supply Water,
AWQI and Procedural Guideline
During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency
Response Plan – Procedure D
QMS Operational Plan
1 2 2 5
No
Below risk
threshold for
CCP
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 30
Activity or
Process
Step
Description of
Hazard
Potential
Result of
Hazard
Comments Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold=7) CCP? Distribution Pandemic
Events
(e.g. COVID-19)
Loss of
Personnel
Coverage
Supply
Issues
Potential for
AWQI
Discussion of mutual aid
with ONWARN and surrounding
municipalities at staffing
shortage
Personal protective
equipment (gown,
masks, face shields,
gloves, hand sanitizer)
on hand for operators
Stocking up on supplies
contacting suppliers on
availability
Rescheduling of manpower
Working remotely
Staggered shifts.
Physical distancing
Individual assignments
Health and Safety Policy - Communicable Diseases (June
9, 2020)
COVID-19 Workplace Safety
Guidelines – October 16, 2020 Comprehensive update
Amendments to O. Reg. 128/04
to provided systems with
temporary staffing options
during an emergency.
Inform MOECC SAC as soon as
you anticipate difficulties such
as inability to collect samples, lack of staffing, supply issues or
a break in continuity of
operations.
3 2 1 6
No – Below Risk Threshold
for CPP – No
Control
Cyber Attack
Loss of
access to
documents
and forms
Backup copy of
electronic file of master
documents saved on
master server at
municipal office
Mitigation is a backup
strategy in place. Daily
backups are done and
then transferred off-site
to isolated servers
Critical documents and forms
ensure sufficient copies on hand
to operate a minimum of 72
hours without availability of
computer and printer devices
2 1 1 4
No-Below risk
threshold for
CCP
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 31
Activity or
Process
Step
Description of
Hazard
Potential
Result of
Hazard
Comments Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold=7) CCP? Distribution Backflow from
private plumbing
(Cross
connection)
Adverse Water
Backflow
preventors on all new
connections
of concern
Meters are installed
throughout.
Backflow preventor
required (residential &
commercial) through by law
Inspect homes/commercial properties in area, install
backflow preventor.
Isolate area: Flush the system
and sample as appropriate.
Notify MOH and MECP Spill
Action Centre. If necessary,
communicate issuance of boil
water advisory after consultation with MOH.
See Contingency Plans
(Backflow Failure and AWQI)
Section 5 of Operations/Management
Manual
1 2 3 6
No
Below risk
threshold for
CCP
Biofilms
Adverse
Water
Visual inspection of pipe
breaks, reduced flow in
pipes, inability to
maintain chlorine residual
Flushing and swabbing.
Replacement of old
watermains based on
material, age,
observations.
Mapping
See Contingency Plans (Biofilm – Taste/Colour/Odour/Other
Customer Complaints or
Adverse Water and AWQI)
Section 5 of
Operations/Management
Manual
2 2 1 5
No
Below risk
threshold for
CCP
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 32
Activity or Process
Step
Description of
Hazard
Potential Result of
Hazard
Comments Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold=7) CCP? Distribution Long Term
Impacts of
Climate Change
Adverse
Water
Loss or
reduction of
source water
Potential for
AWQI
Schedule maintenance Activities
Operational checks
Public Advisory –water
ban or restriction
Municipality to supply an
alternate source of
drinking water
See Contingency Plans
(Contamination of Source Water and/or Unable to Supply Water,
AWQI and Procedural Guideline
During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency
Response Plan – Procedure D
QMS Operational Plan
1 4 1 6
No – Below
Risk Threshold
for CPP – No
Control
Extreme
Weather Events (e.g., tornado,
ice storm)
Adverse Water
Loss or
reduction of
source water
Potential for
AWQI
Schedule maintenance
Activities
Operational checks
Public Advisory –water
ban or restriction
Municipality to supply an
alternate source of
drinking water
See Contingency Plans
(Contamination of Source Water and/or Unable to Supply Water,
AWQI and Procedural Guideline
During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency
Response Plan – Procedure D
QMS Operational Plan
1 3 1 5
No – Below
Risk Threshold for CPP – No
Control
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 33
Activity or
Process
Step
Description of
Hazard
Potential
Result of
Hazard
Comments Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold=7) CCP? Distribution Sustained
Extreme
Temperatures
(e.g., heat wave,
deep freeze)
Adverse
Water
Loss or
reduction of
source water
Potential for
AWQI
Schedule maintenance Activities
Operational checks
Public Advisory –water
ban or restriction
Municipality to supply an
alternate source of drinking water
See Contingency Plans
(Contamination of Source Water and/or Unable to Supply Water,
AWQI and Procedural Guideline
During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency Response Plan – Procedure D
QMS Operational Plan
2 3 1 6
No – Below
Risk Threshold
for CPP – No
Control
Sustained
Pressure Loss
Adverse
Water
Low
pressure
/back-
siphoning
V001 and E038 Flow
monitoring through the
checks of the flow
meters and graphing
through the week.
Water hammer,
consumer complaints.
Backflow contamination
prevented by 2” double
check valves on all
connections of
concerns.
Backflow preventor
required (residential &
commercial) through by
law
Check pressure and chlorine
residual. Discussion with MOE
and MOH if low.
If necessary, communicate
issuance of boil water advisory
after consultation with MOH.
Restore pressure and chlorine
residual. Conduct sampling per MOH and MECP direction.
See Contingency Plans
(Contamination of Source Water
and/or Unable to Supply Water,
AWQI and Procedural Guideline
During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency
Response Plan – Procedure D
QMS Operational Plan
1 4 1 6
No – Below Risk Threshold
for CPP – No
Control
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 34
PROCEDURE C
PERSONNEL COVERAGE 24/7
REGULAR HOURS AFTER HOURS
Call
519-866-5521 or 519-874-4761
Office Staff
Call
519-866-5521
Follow Prompts
Operations Manager
receives
assesses
provides direction
Spectrum Communications
pages ORO
bumps numbers until answered
Staff
Makes necessary repairs
ORO contacts On-Call Operator.
ORO directs staff as required
Staff
makes necessary repairs
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 35
PROCEDURE D
WATER SUPPLY EMERGENCY RESPONSE PLAN
AIM:
The aim of this plan is to:
Provide a guideline to assist the Municipality in responding to water supply
emergency affecting residents, community or infrastructure within the
Municipality of Bayham.
Define the roles and responsibilities of municipal staff and departments,
and supporting agencies during a water supply emergency.
AUTHORITY AND CUSTODIAN:
This plan is published as an Annex to the Corporation of the Municipality of
Bayham Emergency Response Plan as established under By-law 2006-113, and
the Emergency Management and Civil Protection Act, RSO 1990.
The Custodian of this plan shall be the Corporation of the Municipality of Bayham
Community Emergency Management Coordinator and Community Emergency
Management Program Committee, who are responsible for annual review,
revisions and testing of the plan.
WATER SUPPLY EMERGENCY DEFINITION:
A water supply emergency is defined as a situation wherein the lives or property
of the Municipality of Bayham and residents of the municipality are threatened by
the effects of a water supply emergency from:
Contamination of the treated water supply
A major or prolonged loss of water supply (24 hours or greater)
NOTIFICATION AND IMPLEMENTATION:
This plan may be implemented in whole or in part, as required, by the
Municipality of Bayham
Head of Council
Chief Administrative Officer (CAO)
Water/Wastewater Operations Manager
Community Emergency Management Coordinator (CEMC), or
Municipality of Bayham Community Control Group
with or without the declaration of an emergency by the Head of Council.
This plan may be activated through the notification of the Head of
Council, CAO or CEMC.
Upon implementation, all participating departments and agencies will respond in
accordance with the guidelines described within this plan.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 36
AGENCY/INDIVIDUAL ROLES & RESPONSIBILITIES:
Elgin St. Thomas Health Unit
Issuing a Seek Alternative Source Water Advisory or Boil Water Advisory
Request the activation of the Emergency Operation Centre(s) in the event
of an emergency resulting from a major or prolonged water supply event.
Act as lead agency to coordinate the County’s response during a
prolonged water supply emergency.
Contact known schools and day care facilities who may be at high risk of
severe health impacts due to water supply loss or contamination.
Print and distribute materials on the Seek Alternative Source Water
Advisory or Boil Water Advisory.
Provide 24/7 “on call” service to respond to public inquiries regarding
water related issues and refer concerned citizens’ calls, as appropriate.
Make necessary logistical arrangements for news conferences, as
required.
Water/Wastewater Department, Municipality of Bayham
Determine the source of the water supply emergency.
Immediate and ongoing consultation with the Ministry of the Environment,
Conservation and Parks and the Medical Officer of Health and will advise
CEMC.
Coordinate the delivery of potable water where vulnerable people are
likely to gather, if required.
Coordinate the delivery of potable water to designated pick-up centers, as
required.
Once water supply is restored, flushing of the system and the collection of
samples for lab analysis until the Seek Alternative Source Water Advisory
or Boil Water Advisory is lifted.
Fire Department
Increase awareness of, and report on, persons who may be vulnerable to
the water supply emergency.
Increase vigilance of how the water supply emergency affects firefighters’
performing duties.
Arrange alternate supply sources for fire protection in areas normally
protected by municipal hydrants.
Emergency Management Ontario (if necessary)
Provide advice, assistance, and liaison with the EOC
Canadian Red Cross (if necessary)
Provide shelter management in times of declared disaster.
Train on recognition of potential illness, first aid and personal disaster
assistance training for staff and volunteers of community agencies who
serve vulnerable clients.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 37
Human Resources Manager (As Designated)
Register and coordinate volunteer assistance
Emergency Information Officer
Coordinate communications with County/Elgin St. Thomas Health Unit of
all press releases and information fact sheets issued.
Coordinate local public inquiry messaging for staff.
Develop public education strategies for vulnerable populations within the
Municipality.
Ontario Works
Liaison with Red Cross for co-ordination of evacuation and emergency
shelters
.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 38
NOTIFICATION GUIDELINE:
Elgin St. Thomas Public Health
The Medical Officer of Health (or designate) activates a Seek Alternative
Source Water Advisory or Boil Water Advisory and provides relevant fact
sheets by fax or email to the regional media if an extended alert is
anticipated.
Municipality of Bayham
The Medical Officer of Health notifies the Mayor or CAO when a Seek
Alternative Source Water Advisory or Boil Water Advisory.
The Municipality is responsible for internal notification of its staff and for
the notification of their external partnering services.
The Mayor, CAO and CEMC will consult with each other to determine if
the Municipality of Bayham Community Control Group (CCG) will
assemble to discuss the impacts of the issued Water Supply Emergency
Alert.
If the CCG is to be assembled CCG members shall be notified in
accordance with the Municipality of Bayham Emergency Response Plan
Notification Protocol.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 39
RESPONSE GUIDELINE:
When a major or prolonged water supply emergency event is declared by the
Warden of Elgin County and/or the Mayor of any municipality in Elgin County, the
lead will be the Emergency Community Control Group at Elgin County. The Elgin
County Community Control Group will provide direction to municipalities involved
in the emergency in accordance with the mandate of the Elgin County CCG.
The following guideline shall be followed when water supply conditions pose a
threat to municipal infrastructure, property and/or residents.
The Municipality of Bayham CCG will assemble upon request from the
Elgin County CCG.
The Municipality of Bayham Emergency Operation Center will be activated
upon receiving a request from the Elgin County CCG for assistance or
deployment of municipal resources.
Upon activation of the EOC, the CCG will determine the most appropriate
method of providing emergency response resources to facilitate effective
response pertaining to the request of the Elgin County CCG.
In the event the Elgin County CCG requests assistance from the Municipality of
Bayham and the Bayham EOC is activated, the roles and responsibilities of
municipal departments/representatives will include the following in addition to
roles and responsibilities outlined in the Bayham ERP:
Emergency Information Officer
Develop and issue emergency evacuation information
Coordinate communications with County of all press releases and
information fact sheets issued.
Coordinate local public inquiry messaging for staff.
Develop public education strategies for vulnerable populations within the
Municipality.
Water/Wastewater Department
Immediate and ongoing consultation with the Ministry of Environment,
Conservation and Parks and the Medical Officer of Health and will advise
CEMC.
Coordinate the delivery of potable water where vulnerable people are
likely to gather, if required.
Coordinate the delivery of potable water to designated centers, as
required.
Increase awareness of, and report on, persons who may be vulnerable to
the water supply emergency.
Implement/incorporate “Procedural Guideline of Providing Water, Within
the Bayham Distribution during a Prolonged Outage” if applicable.
Increase vigilance of how the water supply emergency affect
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 40
water/wastewater employees working outside and performing duties.
Fire Department
Increase awareness of, and report on, persons who may be vulnerable to
the water supply emergency.
Increase vigilance of how the water supply emergency affects firefighters’
performing duties.
Arrange alternate supply sources for fire protection in areas normally
protected by municipal hydrants.
Roads Department
Increase awareness of, and report on, persons who may be vulnerable to
the water supply emergency.
Increase vigilance of how the water supply emergency affects road
employees working outside and performing duties.
Deputy Clerk
Set up of EOC
Coordinate connection of EOC communications (e.g. phones, fax, email,
etc.)
Coordinate set up of public inquiry avenues (e.g. website update, phone
inquiry messaging)
Administrative Support Staff
Registering members of public attending a water pick-up center(s)
Staffing public inquiry phone lines
Updating municipal website information and municipal sign
Monitoring of water pick-up center supplies
Clerk
Register and coordinate volunteer assistance
Coordinating volunteers and or municipal employees to staff (supervise)
water pick-up center(s)
RESOURCES
Water
Canadian Kool Water – 53104 Vienna Line, Port Burwell, ON – Ph. 519-765-4970
Roses Sandytown Variety – 9292 Plank Road, Straffordville, ON – 519-866-5800
Kohli’s Freshmart – 56302 Heritage Line, Straffordville, ON – 519-866-5505
Fountain Water Products – London, ON – 519-453-7052
GFS Bulk Water Services – Greg – 519 633-1391
Water Pick-Up Facilities
Bayham Community Centre, 54164 Heritage Line, Straffordville, ON
Straffordville Fire Station, 55264 Third Street, Straffordville, ON
Port Burwell Fire Station, 55451 Nova Scotia Line, Port Burwell, ON
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 41
TRAINING AND SUPPLIES
Each participating agency is responsible for defining and providing the training
required by its own staff in performing its emergency roles at its own cost.
All costs and/or damages resulting from a water supply emergency will be
forwarded to the Treasurer of the Municipality of Bayham for consideration and
resolution.
RECOVERY
Recovery procedures will be implemented in accordance with the Municipality of
Bayham Recovery Plan/Business Continuity which is currently under
development.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 42
PROCEDURE E
INTERNAL AUDIT
Internal audits will be conducted to ensure that the QMS conforms to the
requirements of the Municipality of Bayham and of the DWQMS. These
requirements include ensuring that the QMS has been effectively implemented
and properly maintained.
The Municipality of Bayham may, from time-to-time, request that trained auditors
from a neighbouring municipality conduct internal audits. In turn, the Municipality
of Bayham may provide the same service to other municipalities as the case
arises.
Audits Conducted by Bayham
Auditors
All internal auditors must have successfully completed a recognized 14
hour Internal Auditor workshop
Internal Audit Schedule
Internal audits are scheduled throughout the year. The assigned auditor’s
name will appear on the schedule.
Internal audits are to be completed at least once every calendar year.
Audit Planning
The auditor shall review all related QMS documentation and obtain the
current version of the DWQMS checklist prior to the audit, which will
include results from the previous internal and external audits.
Conducting the Audit
The auditor shall observe activities, review records and interview
personnel as necessary to ensure that the status of the audited element of
the QMS has been effectively covered.
Reporting the Results
The auditor shall submit a completed checklist and report to the QMS
Representative.
The report shall include any requirement for corrective actions. Corrective
actions shall be communicated to the responsible individual and included
as part of Management Review input.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 43
Audits Conducted by Another Municipality
Auditors
Outside auditors must provide proof of competency prior to conducting an
audit.
Current version of the DWQMS checklist must be used during the audit.
Audit Schedule
Audits are to be conducted per the Municipality of Bayham schedule.
Planning and Conducting the Audit and Reporting the Results
Audits may be planned and conducted per the procedures of the auditing
Municipality. Prior approval by the Water/Wastewater Operations
Manager.
Audit results may be reported per the procedures of the auditing
municipality as long as the results are documented. Requirements for
corrective action must be indicated.
A document management spreadsheet is used to track and document any
changes to documents, corrective action report, opportunities for
improvement, management review, emergency response testing and
internal audit findings and/or actions taken.
Previous internal and external audits to be reviewed prior to the
commencement of a new audit.
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 44
PROCEDURE F
MANAGEMENT REVIEW
This procedure defines the Management Review process to ensure the
continuing suitability, adequacy and effectiveness of the QMS.
Review Frequency
Management Reviews shall be conducted on an annual basis.
Review Participants
The QMS Representative convenes the management review. Attendees shall
include the QMS Representative and the Chief Administrating Office (Top
Management).
Review Input
The QMS Representative shall provide information and data concerning the
following categories, for the review:
Incidents of regulatory non-compliance
Incidents of adverse drinking water tests
Deviations from critical control point limits and response actions
Efficacy of the risk assessment process
Results of internal and 3rd party audits
Results of relevant emergency response testing
Operational performance and water quality trends including raw
water supply
Follow-up on actions items from previous management reviews
Status of action items (if any) identified between reviews
Changes in resource requirements, infrastructure, process,
personnel, Drinking Water Quality Management Standard or
regulations that could affect the QMS
Resources needed to maintain the Quality Management System
Operational plan currency, content and updates
Consumer feedback (including consumer complaint reports), and
Staff suggestions
Municipality of Bayham – Bayham Water Distribution System
Operational Plan – Revision 1.16 05-Feb-22 45
Review Process
The Management Review shall be a planned event. An appropriate time shall be
set aside by the participants to ensure a thorough review of the QMS is
conducted.
Each input category shall be reviewed in order to identify if, where and when
improvements to the QMS and its procedures are required.
The QMS Representative shall make note of any changes or action items
required during the course of the review.
Review Output
A list of changes required to be made to procedures or other QMS based
documentation and processes and/or amendments must be made prior to the
next annual internal audit.
Complete a list of “action” items if applicable. Action items shall identify the
individual responsible.
A list of recommendation(s) for any human or financial resources may be
required to maintain and improve the QMS.
The QMS Representative shall maintain minutes of management review. These
minutes shall include the date and time of the review activity and the name of
participants.
The QMS Representative shall review findings to the owner annually.
Municipality of Bayham – Richmond Community Drinking Water System
Operational Plan Revision 1.9 20-Aug-21
MUNICIPALITY OF BAYHAM
Richmond Community
Drinking Water System
Quality Management System
Operational Plan
PREPARED BY: MUNICIPALITY OF BAYHAM
QUALITY MANAGEMENT SYSTEM TEAM
Revision 1.9 August 20, 2021
Municipality of Bayham – Richmond Community Water Supply System
2
Operational Plan Revision 1.9 20-Aug-21
OPERATIONAL PLAN REVISION HISTORY
Date Revision # Description of Revision
Nov. 09, 2020 1.8 Implemented operational plan revision history table. Eliminated page
numbering within the operational plan to reference to Appendices and
Procedures. Added the treatment process diagram from SCADA to
Appendix C – Process Flow Chart. Included additional information in
Element 6 in regards to the drinking water system description. Made
Changes to competencies and personnel coverage in regards to the
re-classification of the Richmond Community Drinking Water System.
Revised Procedure A – Document and Record Control with the ongoing
introduction of the Laserfiche system in regards to document
identification, storage, availability and control. Addition of pandemic
events and cyber-attacks to risk assessment in Elements 7 and 8 and
clarification of what constitutes a mandatory critical control point (CCP).
Aug. 20, 2021 1.9 Implemented the OP revision number and date on every page of plan.
Changed references of MOECC to MECP.
Implemented revision history table to Procedure B – Risk Assessment
and Outcomes.
Added statement to Procedure E regarding internal audit to be
completed at least once every calendar year.
Revised Procedure A regarding retention requirements and specific
document location
Added bullet to Element 10 for manager/operator competencies revised.
Amended Appendix D to reflect changes to ORO designation
Upgraded logo on title page.
Updated top management endorsement in Appendix A.
Municipality of Bayham – Richmond Community Water Supply System
3
Operational Plan Revision 1.9 20-Aug-21
MUNICIPALITY OF BAYHAM
QUALITY MANAGEMENT SYSTEM
OPERATIONAL PLAN
Table of Contents
1. Quality Management System Pg. 4
2. QMS Policy Pg. 4
3. Commitment and Endorsement Pg. 4
4. QMS Representative Pg. 5
5. Document and Records Control Pg. 5
6. Drinking Water System Pg. 6
7. Risk Assessment Pg. 6
8. Risk Assessment Outcomes Pg. 6
9. Operational Structure, Roles, Responsibilities and Authorities Pg. 7
10. Competencies Pg. 7
11. Personnel Coverage 24/7 Pg. 8
12. Communication Pg. 9
13. Essential Suppliers and Services Pg. 10
14. Review and Provision of Infrastructure Pg. 10
15. Infrastructure Maintenance, Rehabilitation and Renewal Pg. 11
16. Sampling, Testing and Monitoring Pg. 12
17. Measurement and Recording Pg. 12
18 Emergency Management Pg. 13
19. Internal Audit Pg. 14
20. Management Review Pg. 14
21. Continual Improvement Pg. 14
APPENDIX A - Council and Top Management Endorsement Pg. 15
APPENDIX B - Organizational Structure Pg. 16
APPENDIX C - Process Flow Chart Pg. 17
APPENDIX D - Operational Responsibilities and Authorities Pg. 19
Procedure A - Document and Record Control Pg. 21
Procedure B - Risk Assessment and Outcomes Pg. 25
Procedure C - Personnel Coverage 24/7 Pg. 41
Procedure D - Water Supply Emergency Plan Pg. 42
Procedure E - Internal Audit Pg. 49
Procedure F - Management Review Pg. 51
Municipality of Bayham – Richmond Community Water Supply System
4
Operational Plan Revision 1.9 20-Aug-21
1. QUALITY MANAGEMENT SYSTEM
This document will be the Quality Management System Operational Plan for the
Richmond Community Drinking Water System (DWS # 260074854). The
Municipality of Bayham is the owner and operating authority of the said system.
The Quality Management System for Richmond covers the wells, treatment and
distribution of potable drinking water to consumers within the village of
Richmond.
2. QUALITY MANAGEMENT SYSTEM POLICY
The Municipality of Bayham and the Richmond Community Water Supply System
is committed to comply with applicable regulations set forth by the Safe Drinking
Water Act (SWDA) 2002 – Ontario Regulation 170/03 Drinking Water Systems
Regulation and Ontario Regulation 169/03 Ontario Drinking Water Quality
Standards and other requirements. The Municipality of Bayham will supply clean
safe drinking water to meet consumer requirements and is committed to the
maintenance and continual improvement of the Quality Management System.
(May 2014)
This Quality Policy is applicable to all water department employees and is
displayed in public areas of the municipal administrative offices located at 56169
Heritage Line, Straffordville, the Port Burwell Wastewater Treatment plant at 1
Chatham Street, Port Burwell, the Richmond Pump house at 9190 Richmond
Road, Richmond, and on the municipal website (www.bayham.on.ca).
The Quality Management System Policy statement is to be reviewed during the
annual management review.
3. COMMITMENT AND ENDORSEMENT
The owner (Mayor and Council) has passed a motion to endorse the operational
plan of the DWQMS and the plan be reviewed annually with revisions made as
necessary to maintain and continually improve the quality management system.
Upon major changes to the system, change in top management and/or council,
the operational plan requires re-endorsement by the Owner and Top
Management.
Through water publications, association memberships, ministry newsletters and
on-going training requirements, these resources of regulatory requirements help
to maintain and improve the quality management system. Any actions
undertaken to completion are tracked through the Municipality of Bayham
Continual Improvement Tracking Spreadsheet.
See Appendix A
Municipality of Bayham – Richmond Community Water Supply System
5
Operational Plan Revision 1.9 20-Aug-21
4. QUALITY MANAGEMENT SYSTEM REPRESENTATIVE
The Manager of Water/Wastewater Operations will be the QMS representative or
in his absence, a Certified Operator.
The QMS representative will develop, implement, maintain and report the
effectiveness, including the need for improvement of the QMS to the owner and
ensure that the current versions of the documents required by the QMS are in
use at all times. The representative will promote the QMS throughout the water
department and see that personnel are aware of all current legislation and
regulatory requirements that are relevant to the operation.
5. DOCUMENT AND RECORDS CONTROL
All records required by the Ministry of the Environment, Conservation and Parks
O Reg. 128/04 and O. Reg. 170/03 to demonstrate compliance and or
conformance shall be maintained per the regulations. In summary, the following
documents and records are retained;
2 years - Operational and Maintenance Checks Records, Microbiological
Sampling and Testing Results and Corrective Action Reports for Microbiological
(AWQI)
5 years – Logbooks
6 years – THM, HAA, Nitrate/Nitrite and Lead Parameter Sample Results and
Annual Summary Reports
15 years – Sodium, Fluoride, Inorganic, Organic and Radiological Parameter
Sample Results, Corrective Action Reports for Chemical, Radiological, Pesticides
and Sodium (AWQI) and Engineering Reports if applicable
The operational plans that were the subject of an audit, as required by Section
4.0.1 of the Director’s Directions Minimum Requirements for Operational Plans
(July 2007), will be retained for 10 years.
The municipality complies with Provincial Records Management through By-Law
2014-091 Records Retention.
See Procedure A
Municipality of Bayham – Richmond Community Water Supply System
6
Operational Plan Revision 1.9 20-Aug-21
6. DRINKING WATER SYSTEM
The Municipality of Bayham is the owner and operating authority of the
Richmond Community Drinking Water System (DWS # 260074854). As shown
on the organizational structure, the Mayor and Council are the head of the
Municipality and the operating responsibility is delegated to the staff. See
Appendix B for the organizational structure. The Richmond Community Drinking
Water System supplies, treats and distributes potable drinking water to the
village of Richmond. The Richmond Community Drinking Water System consists
of a Class II Water Treatment subsystem and a Class I Water Distribution
subsystem.
A system description can be found in the Richmond Community Drinking Water
System Operations/Management Manual Section 1 Subsection 3 – Richmond
Community Water Supply System Operations and Management Manual.
All customers within the Richmond Community Drinking Water System are
metered and the meters are read on a bi-monthly basis. There is no discount
within our system for larger users. All bills are calculated on a cubic metre rate.
Process Diagram and Distribution Map can be found in the Richmond
Community Drinking Water System Operations/Management Manual Section 3 –
Process Diagram and Distribution Map.
All customers within the Richmond Community Drinking Water System pay a rate
which is determined on an annual basis.
The system is operated in conformance with the approved Municipal Drinking
Water Licence Number 061-102 Issue Number 3 and Drinking Water Works
Permit Number 061-201 Issue Number 4.
See Appendix C
7. & 8. RISK ASSESSMENT AND OUTCOMES
See Procedure B
Municipality of Bayham – Richmond Community Water Supply System
7
Operational Plan Revision 1.9 20-Aug-21
9. OPERATIONAL STRUCTURE, ROLES, RESPONSIBLITIES AND
AUTHORITIES
The Manager of Water/Wastewater Operations shall keep the operational
structure, organizational structure, respective roles, responsibilities and
authorities current, and shall communicate this information to the owner and
personnel. (See Municipality of Bayham Essential Supplies, Services and
Emergency Contact List in the Richmond Community Drinking Water System
Operation/Management Manual Section 6 – Contact List regarding names of
persons having top management responsibilities.)
See Appendix B
See Appendix D
10. COMPETENCIES
The following table illustrates the competencies required by personnel whose
duties directly affect water quality
Function Required Competencies Desired Competencies
Manager of
Water/Wastewater
Operations
Minimum Class I Water
Distribution Subsystem
certification
Minimum 10 years Class I
operation
Development of all
capital and regular
plans
WHMIS
First Aid (including
CPR)
Leadership
Training
Confined Space
Training
Operators
Operator in Training to Class II
Water Treatment and Class I
Water Distribution Subsystem
certification
Internal auditor
training
WHMIS
Confined Space
Training
First Aid (including
CPR
New operator
operational plan
reviews
The Municipality of Bayham Water Department provides for training in their
annual budget process. At a minimum the training budget includes funding for
legislated and required training to maintain operator certification in accordance
with O. Reg. 128/04.
Municipality of Bayham – Richmond Community Water Supply System
8
Operational Plan Revision 1.9 20-Aug-21
Training and knowledge gained may take the form of on or off-site training
sessions and seminars, on-the-job, distance learning or courses of study. Where
appropriate, proof of participation or proficiency will be required as proof of
competency.
Through internal audits, risk assessments of the operational plan, QMS
changes/updates through staff meetings (communications), annual training (On-
The-Job and/or Director Approved), personnel are aware of the relevance of their
duties and how they affect safe drinking water quality.
11. PERSONNEL COVERAGE
The water department is staffed (two operators) from Monday to Friday 8:00 AM
to 4:30 PM five days per week. The Manager of Water/Wastewater Operations
oversees the operations of the Richmond Community Drinking Water System.
The overall responsible operator (ORO) is designated by the Manager of
Water/Wastewater Operations, as approved by council, on a weekly basis and is
tracked through the water system logbook and timesheets.
The Richmond Community Drinking Water System operation is ultimately
controlled based upon the demand in the village via pressure discharge
measurements. The Municipality’s SCADA system indicates to the WTP’s PLC
when treated water is required to be pumped into the distribution system. A
series of treatment and process alarms in the alarms system on the SCADA
system as described in the Richmond Community Drinking Water System
Operations/Management Manual Section 1 Subsection 8 – Unit Operations and
Section 4 Design Brief and Control Narrative send out alarms to an on-call
operator via alarm dialer. The alarm dialer bumps numbers until either the
manager or one of the operators is contacted.
The 24/7 personnel coverage procedure (general public alarms) shows how after
hours emergencies are handled. Spectrum Communications bumps numbers
until either the manager or one of the operators is contacted.
See Procedure C
An on-call operator is assigned by the Manager of Water/Wastewater Operations
on a weekly basis to respond to after-hour and weekend emergencies. When
on-call the operator is required to remain within one hour driving time of the
municipal water system.
The Municipality of Bayham is a member of OnWARN (Ontario
Water/Wastewater Agency Response Network). OnWARN is a network of
utilities helping other utilities to respond to and recover from emergencies. The
OnWARN contact list can be found in the Richmond Community Drinking Water
Municipality of Bayham – Richmond Community Water Supply System
9
Operational Plan Revision 1.9 20-Aug-21
System Operations/Management Manual Section 6 – Contact List and Forms. If
the municipality requires assistance in recovering from and responding to
emergencies, the CAO and Treasurer have access to the OnWARN list and the
authority to request for external Operator assistance.
The municipality is committed to ensuring that adequate staff meet the required
competencies are available for duties that affect drinking water quality.
An emergency order can be issued for the Richmond Community Drinking Water
System through Ontario Regulation 75/20 – Emergency Management and Civil
Protection Act if there is inadequate personnel coverage due to the pandemic
events from the COVID-19 outbreak. The regulation outlines the conditions under
which non-certified/non-licensed staff can be used and/or redeployed with
record-keeping requirements, and OIC/ORO responsibilities and duties can be
assigned. The MECP’s SAC (Spills Action Centre) must be informed as soon as
anticipated difficulties such as inability to collect samples, lack of staffing
resources, supply issues or a break in continuity of operations.
12. COMMUNICATION
The QMS representative shall ensure the owner (Mayor and Council) is provided
with a current copy of the Operational Plan. The QMS representative shall keep
the owner informed of any changes to the QMS, the adequacy of infrastructure
requirements, the outcome of management reviews and other issues related to
the QMS on an annual basis.
Personnel will be informed of the QMS and of any changes or updates through
staff meetings with the QMS representative. A current version of the Operational
Plan is available for review by staff at the water department office and at the
municipal office.
Essential suppliers shall receive information regarding the QMS from the
purchaser if and when necessary. Water works suppliers will be advised of
Municipal Standards via e-mails to ensure material standards.
Consumers may be informed of the QMS and any significant changes by
newsletters and flyers or handouts.
The QMS policy will be posted at the water department office and at the
municipal office. It can be also viewed on the municipal website.
Municipality of Bayham – Richmond Community Water Supply System
10
Operational Plan Revision 1.9 20-Aug-21
13. ESSENTIAL SUPPLIERS AND SERVICES
Where applicable, supplies must meet or be equal to AWWA, NSF or ANSI
specifications. Supplies are verified against the order requisition when received.
Laboratory analysis services provided require accreditation through CALA
(Canadian Association For Laboratory Accreditation Inc.). Accreditation
certificate copies and a list of licensed laboratories available from the Ministry of
the Environment, Conservation and Parks can be found in the Richmond
Community Water Supply System Operations/Management Manual Section 7 –
Sampling Practices and Lab Accreditation.
Verification/Calibration of measurement and recording equipment (i.e. portable
chlorine analyzers) services provided, a copy of the Statement of
Qualifications/Accreditations is located in the Richmond Community Water
Supply System Operations/Management Manual Section 15 – Calibration
Reports.
A list of suppliers and contractors has been developed and can be found in the
Richmond Community Drinking Water System Operations/Management Manual
Section 6 – Contact List and Forms (Municipality of Bayham Water Department
Essential Supplies, Service and Emergency Contact List) in the water
department office. This list is reviewed annually by the Water/Wastewater
Operations Manager to ensure that it is current and up-to-date.
The Municipality of Bayham is a member of OnWARN (Ontario
Water/Wastewater Agency Response Network). OnWARN is a network of
utilities helping other utilities to respond to and recover from emergencies. The
OnWARN contact list can be found in the Richmond Community Water System
Operations/Management Manual Section 6 – Contact List and Forms.
Only authorized municipal employees can purchase or engage service providers
as listed as set out in By-Law 2012-122 Procurement Policy.
14. REVIEW AND PROVISION OF INFRASTRUCTURE
The Municipality of Bayham will review infrastructure used for the operation and
maintenance of the Richmond Community Drinking Water System on an annual
basis. The Water/Wastewater Operations Manager completes the review with
input from staff as needed.
The adequacy of the infrastructure to operate and maintain the distribution
system may be assessed based on performance measures (water quality
trends), engineering consultant reports if applicable , Ministry of Environment,
Conservation and Parks (MECP) reports and orders if applicable, risk
Municipality of Bayham – Richmond Community Water Supply System
11
Operational Plan Revision 1.9 20-Aug-21
assessment outcomes and input from operators/public (water department staff
suggestions and consumer complaints.
Upon the completion of the infrastructure review, the Water/Wastewater
Operations Manager will prepare a budget report that summarizes findings based
on the review and outlines the infrastructure needs. These needs are to be
organized into two categories: operations/maintenance and capital. This report is
presented for council`s consideration during annual budget deliberations. The
Review and Provision of Infrastructure Checklist Form (found within the Master
Document List) will be utilized during the review process.
15. INFRASTRUCTURE MAINTENANCE, REHABILITATION AND RENEWAL
Water/Wastewater staff of the Richmond Community Drinking Water System
carries out the infrastructure maintenance, rehabilitation and renewal programs
for the distribution system. These programs are influenced by the following;
- Manufacturer guidelines
- Equipment manuals
- Operations/ maintenance manual
- Incoming customer service calls
- Operator input based on daily rounds and
- Yearly budgets and reports
The Water/Wastewater department is responsible for administering capital
programs related to the Richmond Community Drinking Water System
infrastructure. This includes collaborating with the Water/Wastewater Operations
Manager to plan and prepare for maintenance, rehabilitation and renewal
activities and corresponding budgets.
The following routine planned maintenance is conducted on the Richmond
Community Drinking Water System: annual valve inspection/exercising, annual
blow-off flushing, annual blow-off inspection, annual pressure testing, leak
detection as required, as well as the activities required for maintaining the pump
house as listed in the preventative maintenance binder at the water department
office. Currently Richmond has a work order system on Laserfiche which issues
work orders on a weekly, monthly, quarterly or annual basis depending on
manufacture recommendations or schedules. Once work orders are completed,
they are achieved in Laserfiche and may be reviewed through the secure
Laserfiche Weblink. All hard copy records are maintained at the water
department office in the appropriate binders using the forms maintained in the
back of the binder. All records are retained at the water department office.
Infrastructure maintenance, rehabilitation and renewal programs used for the
operation of the Richmond Community Drinking Water System are reviewed
periodically to determine the effectiveness.
Municipality of Bayham – Richmond Community Water Supply System
12
Operational Plan Revision 1.9 20-Aug-21
Water main or other equipment replacement is conducted on an as-needed
basis.
Long term forecast of major infrastructure maintenance, rehabilitation and
renewal activities as well as consideration of the system risk outcomes are
tabulated within the 10 year capital budget process for council`s consideration on
an annual basis.
The 10 year capital budget process is developed by utilizing trends from past
maintenance (planned and unplanned) as well as infrastructure life cycling as set
out in the Bayham Asset Management Plan.
16. SAMPLING, TESTING AND MONITORING
All sampling, monitoring and testing is conducted at a minimum in accordance
with SDWA O. Reg. 170/03. Adverse water quality incidents are responded to
and reported as stated in the Operations Manual.
Samples are submitted to an accredited and licensed laboratory according to the
facility’s sampling schedule as stated in the Richmond Community Drinking
Water System Operations/Management Manual Section 7 – Sampling Practices
and Lab Accreditation.
All analytical results from laboratory reports are kept and maintained as per
Document and Record Control. Sampling, testing and monitoring results are
readily accessible to the owner. As a minimum, owners are provided with an
annual summary of sampling, testing and monitoring results through SDWA
O.Reg. 170/03 sections 11, schedule 22 and through the Management Review
process.
Sampling schedule and monitoring and control can be found in the Richmond
Community Drinking Water System Operations/Management Manual Section 6 –
Richmond Community Drinking Water System Operations and Management
Manual.
17. MEASUREMENT AND RECORDING EQUIPMENT CALIBRATION AND
MAINTENANCE
A contractor will perform a verification/calibration test on the portable hand–held
chlorine, and turbidity analyzers annually. Verification/calibration records are
located in the Richmond Community Drinking Water System Forms and Reports
Section 3 – Calibration Reports.
.
The continuous on-line chlorine and turbidity analyzers are recommended to be
checked regularly to ensure accuracy. This is accomplished through the
Municipality of Bayham – Richmond Community Water Supply System
13
Operational Plan Revision 1.9 20-Aug-21
comparison with the portable hand-held and calibrated units. The continuous on-
line analyzers are calibrated following manufacturer’s manuals and
recommendations.
A contractor will perform calibration on the raw well and treated flow meters on
an annual basis. The records of calibration are maintained and kept as per
Documents and Records Control.
18. EMERGENCY MANAGEMENT
The contamination of the treated water supply and a major or prolonged loss of
water supply are deemed to be emergency situations. The Risk Assessment
chart contained in the QMS Operational Plan (PROCEDURE B) can be
referenced, for emergency procedures and contingency plans.
The Municipality of Bayham has created an Emergency Response Plan as
established under By-law 2006-113. The custodian of this plan shall be the
Corporation of the Municipality of Bayham Community Emergency Management
Coordinator and Community Emergency Management Program Committee, who
are responsible for the annual review, revisions and testing of the plan. A
specific water supply emergency plan (PROCEDURE D) forms part of the said
Municipal Emergency Response Plan along with contingency plans and
Procedural Guideline of Providing Water within the Richmond Community
Drinking Water System during a Prolonged Outage (Richmond Community
Drinking Water System Operations/Management Manual Section 5). A list of
emergency contacts and essential suppliers and services along with OnWARN
(Ontario Water/Wastewater Agency Response Network) member contact list are
found in the Richmond Community Drinking Water System
Operations/Management Manual Section 6 – Contact List and Forms
(Municipality of Bayham Water Department Essential Supplies, Service and
Emergency Contact List) in the water department office.
The QMS Representative will keep the emergency contacts and essential
suppliers and services list current.
The responsibilities of all affected positions within the municipality during an
emergency are listed in the municipal emergency plan as is in the emergency
protocol.
All water department staff is required to review the emergency plans to coincide
with the risk assessment every 3 years through informal or formal review and/or
training. Desktop simulations may be planned and documented during review of
emergency plans to keep all water personnel up to date on the emergency
procedures.
Municipality of Bayham – Richmond Community Water Supply System
14
Operational Plan Revision 1.9 20-Aug-21
19. INTERNAL AUDIT
See PROCEDURE E
20. MANAGEMENT REVIEW
A management review will be completed annually with the QMS Representative
and the Chief Administrating Officer (Top Management) evaluating the adequacy
and effectiveness of the QMS.
See PROCEDURE F
21. CONTINUAL IMPROVEMENT
The Municipality of Bayham shall strive to continually improve the effectiveness
of its Quality Management System through the use of corrective actions from the
annual audits and management review.
Any Corrective Actions, identified during internal or third-party auditors, are
documented using the Municipality of Bayham Corrective Action Report, which
investigates cause(s) and documenting and reviewing the action(s) taken to
correcting and preventing the re-occurrence of the identified non-conformity. This
is tracked through the use of the Municipality of Bayham Continual Improvement
Tracking Spreadsheet.
Preventative Actions through document change/implementation, OFI’s (internal
or third party audits), management review outcomes, emergency response
testing outcomes, Element 7 & 8 Risk Assessment outcomes, best management
practices review outcomes and/or staff suggestions are documented and tracked
through the use of the Municipality of Bayham Continual Improvement Tracking
Spreadsheet.
At least once every 36 months, the QMS team will review and consider
applicable best management practices pertaining to municipal water distribution.
This is documented using the Municipality of Bayham Element 21 Continual
Improvement – Best Management Practices Review Form.
Municipality of Bayham – Richmond Community Water Supply System
15
Operational Plan Revision 1.9 20-Aug-21
APPENDIX A
COUNCIL ENDORSEMENT
Municipality of Bayham – Richmond Community Water Supply System
16
Operational Plan Revision 1.9 20-Aug-21
APPENDIX B
ORGANIZATIONAL STRUCTURE
MAYOR AND
COUNCIL
(OWNER)
CHIEF ADMINISTRATING
OFFICER
(TOP MANAGEMENT)
MANAGER OF
WATER/WASTEWATER
OPERATIONS
(QMS REPRESENTATIVE)
Receives return call assess and
provides direction
ACCOUNTING
CLERK
CERTIFIED
OPERATORS
Municipality of Bayham – Richmond Community Water Supply System
17
Operational Plan Revision 1.9 20-Aug-21
APPENDIX C
PROCESS FLOW CHART
Municipality of Bayham – Richmond Community Water Supply System
18
Operational Plan Revision 1.9 20-Aug-21
Richmond Community Drinking Water Distribution System
Municipality of Bayham – Richmond Community Water Supply System
19
Operational Plan Revision 1.9 20-Aug-21
APPENDIX D
OPERATIONAL RESPONSIBILITES AND AUTHORITIES
Mayor/Council (Owner)
Responsibilities Authorities
- Complete oversight of the entire treatment and
distribution system and the QMS
- Ultimate responsibility for the provision of safe
drinking water
- Ensure compliance with applicable legislation and
regulations
- Financial, administrative authority related to
the treatment and distribution of safe drinking water
Chief Administrating Officer (Top Management)
Responsibilities Authorities
- Complete oversight of the entire treatment and
distribution system
- Endorse and lead the development and
implementation and maintenance of the QMS
- Provide and/or obtain resources for the QMS and
necessary infrastructure and resources to operate
and maintain the drinking water system safely and
effectively
- Ensure the system is operated in accordance with all
applicable legislation and regulations
- Lead for Management Reviews
- Communication with Mayor and Council about QMS
and the water distribution system
- Communications lead during emergencies
- Financial, administrative and technical authority
related to the treatment and distribution of safe
drinking water
Manager of Water/Wastewater Operations
Responsibilities Authorities
- Complete oversight of the entire treatment and
distribution system
- Quality Management System representative
- Provide and/or obtain resources for the QMS and
necessary infrastructure and resources to operate
and maintain the drinking water system safely and
effectively
- Ensure the system is operated in accordance with all
applicable legislation and regulations
- Lead for management reviews
- Communication with mayor and council about the
QMS and the water distribution system
- Preparation of budget and planning materials
- Recommendation of system improvements
- Develops procedures and processes for assuring
water quality
- Emergency response planning, training
- Financial, administrative and technical authority
related to the treatment and distribution safe drinking
water to the Municipality of Bayham
- Staffing-within the guidelines of the Municipality and
any in-force collective agreements
- Activity/program scheduling within the department
- Oversee adverse water quality incidences and
responses
- Identify and oversee staff training needs
- Make changes to the QMS
- Delegate ORO to certified operator
Municipality of Bayham – Richmond Community Water Supply System
20
Operational Plan Revision 1.9 20-Aug-21
Accounting Clerk
Responsibilities Authorities
- Communication/liaison with Manager of
Water/Wastewater Operations, operators
- Communication of water shut-offs to operations
manager or operators due to non-payment of account
- Respond to and document public complaints
- Prepare reports as required by regulations and
circulate to management and council
- Generate bi-month water billings
- Communication during emergency
- Treasurer backup in the absence of accounting clerk
- Recommend changes to the QMS
- Update and document changes to QMS as required
Operators
Responsibilities Authorities
- Chlorine residual testing
- Weekly pump-house checks (2-3 times per week)
- Reviewing and sign-off of daily summary sheets
- Weekly sample collection of water system
- Regular maintenance
- Report any incidents of non-compliance
- Respond to repairs directed from manager and
accounting clerk
- Water shut-offs as directed by accounting clerk
- Perform ORO duties as delegated by manager
(assigned operator)
- Monitor process and equipment
- Respond to public complaints as relayed from
superintendent, or accounting clerk
- Recommend changes to the QMS
Municipality of Bayham – Richmond Community Water Supply System
21
Operational Plan Revision 1.9 20-Aug-21
PROCEDURE A
DOCUMENT AND RECORD CONTROL
QMS Document Control
This procedure is applicable to the following QMS documents:
Operational Plan
Procedures
Audit Checklists
Forms
Equipment Manuals
As Built Drawings
Creating New or Updating Existing Documents
The need for document changes or for new documents or procedures may
be identified through audits or management reviews. The Manager of
Water/Wastewater Operations will delegate the task of creating the new
document
Any employee of the Water Department may request a change to an
existing QMS. The request must be made in writing, dated and submitted
to the Manager of Water/Wastewater Operations. The request must
include the following information:
1. Reason for new or changed document - must belong in one or
more of these categories:
Required by the DWQMS
Enhances process control
Reduces risk
Supports regulatory requirements
May improve operational efficiency
2. Outline of document change or new document content
Narrative format is acceptable
The requester shall develop the new/changed document and submit it to
the Manager of Water/Wastewater Operations for approval.
Document changes or the need for new documents or procedures may be
identified through audits or management reviews.
Municipality of Bayham – Richmond Community Water Supply System
22
Operational Plan Revision 1.9 20-Aug-21
The Municipality of Bayham Continual Improvement Tracking Spreadsheet
will track the process for verifying documents and document changes for
verifying effectiveness of the action taken to avoid re-occurrence or the
occurrence of non- conformances.
Electronic versions of the new/changed documents will be created by the
QMS Team Members and approved by the Manager of Water/Wastewater
Operations.
Approving Documents
All QMS related documents shall be approved by the Manager of
Water/Wastewater Operations.
The Manager of Water/Wastewater Operations shall be responsible for
ensuring that copies of the new or changed document show the revision
number and date modified and are distributed. Obsolete documents (due
to changes) shall be collected and destroyed.
Reviewing Documents
The Operational Plan and procedures shall be reviewed annually for
applicability and relevance.
Document Identification, Storage, Availability and Control
Documents are identified in the Master Document List by the title and
revision number/date of the document.
Hard copy of the Master Documents will be kept at the water department
office in a file cabinet.
Electronic copy of the Master Documents can be accessed through the
laptop computer at the water department by accessing the appropriate
server.
Backup copy of the electronic file of the Master Documents will be saved
on the master server at the municipal office. There is a secondary back-up
server at the municipal office and four times a day everything is backed to
an offsite DATTO Cloud.
All procedures, instructions, forms and checklists are retained in the QMS
binders at the water department office.
Original sets of equipment manuals and specifications are kept at the
water department office.
As appropriate, copies are kept at the Richmond Pump House.
Electronic copies of completed Master Document forms, checklists and/or
QMS documentation shall not be stored on the desktop file of the laptop
computer at the water department.
Municipality of Bayham – Richmond Community Water Supply System
23
Operational Plan Revision 1.9 20-Aug-21
The Municipality of Bayham is currently running the Water/Wastewater
Laserfiche Procedure Pilot concurrently with the existing paper (hardcopy)
and electronic file system until such time as the MECP approves the
functionality of the Laserfiche Platform through the audit and inspection
process. As of June 25, 2020, the logbook procedure for Laserfiche has
been adapted.
A list of Laserfiche Master Documents is currently being updated.
Currently updating document identification, storage, availability and control
through the Laserfiche platform
Laserfiche document forms and completed forms can be accessed
through the Municipality of Bayham’s Laserfiche Weblink. Anyone wishing
to view completed forms (i.e. MECP), will be given “View” privileges so
there is no risk of modification of any documents, through the Laserfiche
Portal.
The operational plans that were the subject of an audit, as required by
Section 4.0.1 of the Director’s Directions Minimum Requirements for
Operational Plans (July 2007), will be retained for 10 years.
All hard copy, electronic or Laserfiche documents and records received is
reviewed, acted upon if needed, filed in appropriate locations and retained
for five years. The municipality complies with Provincial Records
Management through By-Law 2014-091 Records Retention.
QMS Record Control
This procedure is applicable to all records that demonstrate conformance to
DWQMS requirements. Ontario Regulations 170/03 and 128/04 cover all records
that demonstrate compliance.
Manual Records
The record title shall be clearly visible and legible
Manual records shall be legible. Pencil or any other erasable marker shall
not be used to record process or product information or data.
QMS records shall be filed by type by date
QMS related water distribution records will be available at the water
department office.
QMS records shall be stored in such a manner as to prevent deterioration.
All manual records shall show the name or initials of the recorder and the
date (and time if appropriate) the record was generated.
Municipality of Bayham – Richmond Community Water Supply System
24
Operational Plan Revision 1.9 20-Aug-21
Laserfiche Records
Electronic Laserfiche records can be accessed through the Laserfiche
portal and sign-in utilizing specific credentials, under Environmental
Services. Through this the logbook and document relationships can be
view. This allows authorized individuals to see other forms or work orders
completed on the system. All linked documents for each day on the
system can be seen.
Municipality of Bayham – Richmond Community Water Supply System
25
Operational Plan Revision 1.9 20-Aug-21
PROCEDURE B
RISK ASSESSMENT AND OUTCOMES
The QMS team consists of the Water/Wastewater Operations Manager and
certified operators. The QMS team will identify the potential hazards and
hazardous events, as identified in the Ministry of the Environment, Conservation
and Parks document titled “Potential Hazardous Events for Municipal Residential
Drinking Water Systems”, dated February 2017 which could affect the water
system, the control measures to address the hazards, identify the Critical Control
Points (if applicable), control limits and associated methods of monitoring critical
limits and responding to deviations. Equipment reliability, accuracy, and
redundancy are all reviewed on an annual basis as stated in Element 17 (pg. 9).
Hazardous events and hazards are assessed on the basis of likelihood, severity
and detectability. The assessment criteria are summarized in the following tables
and values were combined to give an overall level of risk as shown.
To ensure that potential drinking water health hazards are addressed and
minimum treatment requirement as regulated by the Safe Drinking Water Act O.
Reg. 170/03 and the Procedure for Disinfection of Drinking Water in Ontario are
met, QMS team has established mandatory Critical Control Points (CCP’s).
As a minimum, the following must be included as CCP’s :
Processes necessary to achieve the required log removal or inactivation of
pathogens (i.e., chemical and /or UV disinfection system, filtration process
for GUDI systems)
Processes necessary for maintaining a disinfectant residual in the
distribution system
Identified the above processes as mandatory CCP’s in Table 2.
Every year the Water/Wastewater Operations Manager will review the risk
assessment and ensure that the information and assumptions remain current and
valid. Certified operations staff may take part in the annual review process.
Outcomes will be considered as part of the review of infrastructure for the capital
budget process.
Every 3 years the Water/Wastewater Operations Manager will assemble the
QMS team to conduct a re-assessment. The review and re-assessment form for
Element #7 & #8 (found in the Master Document List) shall be utilized.
Municipality of Bayham – Richmond Community Water Supply System
26
Operational Plan Revision 1.9 20-Aug-21
Description Likelihood of Hazardous Event Occurring Rating
Rare May occur in exceptional circumstances, and has not
occurred in past
1
Unlikely Could occur at some time, historically has occurred less
than once every 5-10 years
2
Possible Has occurred or may occur once or more per year 3
Likely Has occurred or may occur on a monthly to quarterly
basis
4
Very Likely One or more occurrences on a monthly or more frequent
basis
5
Description Severity of Hazardous Event Occurring Rating
Insignificant Insignificant impact, little public exposure, little or no
health risk
1
Minor Limited public exposure, minor health risk 2
Moderate Minor public exposure, minor health risk 3
Major Large population at risk 4
Catastrophic Major impact for large population, complete failure of
systems
5
Description Detectability of Hazardous Event Rating
Very
Detectable
Easy to detect, visual 1
Moderately
Detectable
Visually detectable (i.e. Flow Rates) 2
Normally
Detectable
Visually detectable but not on rounds or regular basis 3
Poorly
Detectable
Visually detectable but not inspected on a regular
basis
4
Undetectable Cannot detect 5
Municipality of Bayham – Richmond Community Water Supply System
27
Operational Plan Revision 1.9 20-Aug-21
PROCEDURE B – RISK ASSESSMENT AND OUTCOMES REVISION
HISTORY
Date Revision # Description of Revision
Aug. 20, 2021 1.9 Implemented revision history table for Procedure B – Risk Assessment
and Outcomes indicating date, operational plan number and description
of revision. Changed scoring for Contamination of Sources Water/Change to Raw
Water Characteristics after annual Element # 7&8 Review. No longer a
CCP.
Municipality of Bayham – Richmond Community Water Supply System
28
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP? Raw Water/Well Well Casing
Collapse Loss of Raw Water
Alternate Well
Public Advisory –water ban or
restriction
Municipality to supply an
alternate source of drinking
water.
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water and AWQI) Section 5 of
Operations/Management Manual
1 1 5 7
No- Below risk
threshold for
CCP
No control
Well Pump
Failure Loss of Raw Water
On-line monitoring with alarms (SCADA)
Spare pump available on site
Alternative Well
Public Advisory –water ban or
restriction
Municipality to supply an
alternate source of drinking
water
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water and AWQI) Section 5 of
Operations/Management Manual
2 3 1 6
No-Below risk
threshold for
CCP
Contamination of Source
Water/Change
to Raw Water
Characteristics
(e.g. chemical spill)
Adverse Water
Monitor and sample
Municipality to supply an
alternate source of drinking
water
Source Water Protection Plan
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water and AWQI) Section 5 of
Operations/Management Manual
1 4 1 6
No-Below risk
threshold for
CCP
Municipality of Bayham – Richmond Community Water Supply System
29
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP?
Unable To
Supply Water/Wells
Overdrawn
(Water Supply
Shortfall)
Loss or reduction
of raw water
Alternate Well
Public Advisory –water ban or
restriction
Municipality to supply an
alternate source of drinking
water
Routine well level check
Routine sampling of well
See Contingency Plans (Contamination of Source Water and/or Unable to
Supply Water and AWQI) Section 5 of
Operations/Management Manual
2 3 1 6
No-Below risk threshold for
CCP
Primary Disinfection Chemical feed
pump failure
Loss of disinfection
Low chlorine
residual
Inadequate
inactivation of
pathogens
Potential for AWQI
On-line monitoring with
alarms (SCADA)
Back-up chemical feed
pumps with auto switchover
(redundancy)
In-house residual testing and
dosage calculation (CT)
Schedule maintenance
activities
See Contingency Plans (Chemical Feed
Pump Failure, Low Chlorine Residual
and AWQI) Section 5 of
Operations/Management Manual
Yes –
Mandatory CCP
Analyzer Failure
Unknown chlorine
residual levels
Potential for AWQI
On-line monitoring with
alarms (SCADA)
In-house residual testing and dosage calculation (CT)
Schedule maintenance
activities
See Contingency Plans (Chlorine
Analyzer Failure, Low Chlorine Residual and AWQI) Section 5 of
Operations/Management Manual
Municipality of Bayham – Richmond Community Water Supply System
30
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP?
Low Supply of
Sodium
Hypochlorite
Inadequate
disinfection
Potential for AWQI
On-line monitoring with
alarms (SCADA)
In-house residual testing and
dosage calculation (CT)
Chemical availability
See Contingency Plans ( Low Chlorine
Residual and AWQI) Section 5 of
Operations/Management Manual
Yes –
Mandatory CCP
UV unit failure
Loss of treated water supply
Loss of pressure
Inadequate
disinfection
Potential for AWQI
Redundancy (4 UV Units)
Operational control
(automatic and manual
valves)
On-line monitoring with
alarms (SCADA)
Schedule maintenance
activities
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, Loss of Pressure and
AWQI) Section 5 of
Operations/Management Manual
Storage (Holding) Tanks Low Level
Inadequate CT for
primary disinfection
Inadequate treated
water supply
Low level alarms on-line
monitoring (SCADA)
Schedule maintenance activities
Public Advisory –water ban or
restriction
See Contingency Plans (Contamination
of Source Water and/or Unable to Supply Water and AWQI) Section 5 of
Operations/Management Manual
Yes –
Mandatory CCP
Level Indicator
Failure
(Milltronics)
Inadequate CT for
primary disinfection
Inadequate treated water supply
On-line monitoring with
alarms (SCADA)
Schedule maintenance
activities
Public Advisory –water ban or
restriction
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water and AWQI) Section 5 of
Operations/Management Manual
Municipality of Bayham – Richmond Community Water Supply System
31
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP? High Lift Pumps High lift pump
failures
Loss of treated
water supply
Loss of pressure
Redundancy (3 HL pumps)
On-line monitoring with
alarms (SCADA)
Schedule maintenance
activities
Operational control
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, Loss of Pressure)
Section 5 of Operations/Management
Manual
1 3 1 5
No- Below risk
threshold for
CCP
No control Water Treatment System Power Loss
Loss of treated
water supply
Loss of pressure
On-line monitoring with
alarms (SCADA). Back-up power generator on-site.
Schedule maintenance
Activities
Operational checks
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, Power Failure and Loss of Pressure) Section 5 of
Operations/Management Manual
4 1 1 6
No- Below risk
threshold for
CCP
No control
Vandalism/Terro
rism
Contamination of
the water supply
Damage to critical
equipment
Locked (well site and pump house)
On-line intrusion monitoring
with alarms (SCADA)
Regular visits by personnel
Call police and contact MOH and
MECP Spill Action Centre, if necessary
See Contingency Plans
(Vandalism/Terrorism) Section 5 of
Operations/Management Manual
1 2 3 6
No- Below risk
threshold for
CCP
No control
Municipality of Bayham – Richmond Community Water Supply System
32
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP? Turbidity Analyzers Turbidity analyzer failure
Loss of treated
water supply
Loss of pressure
Potential for AWQI
Redundancy (2 filter trains
and turbidity analyzers)
Operational control
On-line monitoring with
alarms (SCADA)
Schedule maintenance
activities
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, Loss of Pressure and
AWQI) Section 5 of
Operations/Management Manual
Yes – Mandatory CCP Monitoring Equipment PLC Failure
Loss of treated
water supply
Loss of pressure
Potential for AWQI
On-line monitoring with
alarms (SCADA)
Manual override of the
operation of wells (Milltronics)
High lift pumps operation on
local control panel
Chlorine chemical feed
pumps operation through PID
Controller
Operational checks
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, Monitoring Equipment
Failure, Loss of Pressure and AWQI)
Section 5 of Operations/Management
Manual
2 2 1 5
No-Below risk
threshold for
CCP
Municipality of Bayham – Richmond Community Water Supply System
33
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP?
Cyber Attack
Loss of system
monitoring and/or data loss
Loss of treated
water supply
Loss of access to
documents and
forms
Potential for AWQI
On-line monitoring with
alarms (SCADA)
SCADA computer is a stand -
alone unit separate from the
municipal server only
accessed through a VPN network connection
Critical documents and forms ensure
sufficient copies on hand to operate a
minimum of 72 hours without availability
of computer and printer devices
See Contingency Plans (Contamination
of Source Water and/or Unable to Supply
Water, Monitoring Equipment Failure,
Loss of Pressure and AWQI) Section 5 of
Operations/Management Manual
2 2 1 5
No-Below risk
threshold for
CCP
SCADA Failure
Loss of system
monitoring and/or
data loss
Loss of treated
water supply
Loss of pressure
Potential for AWQI
On-line monitoring with
alarms (SCADA)
Manual override of the
operation of wells (Milltronics)
High lift pumps operation on
local control panel
Chlorine chemical feed
pumps operation through PID Controller
Operational checks
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, Monitoring Equipment
Failure, Loss of Pressure and AWQI)
Section 5 of Operations/Management
Manual
2 2 1 5
No-Below risk
threshold for
CCP
Municipality of Bayham – Richmond Community Water Supply System
34
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP?
Alarm Dialer
Failure
Loss of call-out to
operator of
potential alarms
Loss of treated
water supply
Loss of pressure
Potential for AWQI
On-line monitoring with
alarms (SCADA)
Manual override of the
operation of wells (Milltronics)
High lift pumps operation on
local control panel
Chlorine chemical feed
pumps operation through PID
Controller
Operational checks
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, Monitoring Equipment
Failure, Loss of Pressure and AWQI)
Section 5 of Operations/Management
Manual
2 2 1 5
No-Below risk
threshold for
CCP
Secondary Disinfection Chemical feed
pump failure
Loss of disinfection
Low chlorine
residual
Inadequate
inactivation of
pathogens
Potential for AWQI
On-line monitoring with
alarms (SCADA)
Back-up chemical feed
pumps with auto switchover
(redundancy)
In-house residual testing
Schedule maintenance
activities
See Contingency Plans (Chemical Feed
Pump Failure, Low Chlorine Residual
and AWQI) Section 5 of
Operations/Management Manual
Yes –
Mandatory CCP
Analyzer Failure
Unknown chlorine
residual levels
Potential for AWQI
On-line monitoring with alarms (SCADA)
In-house residual testing
Schedule maintenance
activities
See Contingency Plans (Chlorine
Analyzer Failure, Low Chlorine
Residual and AWQI) Section 5 of Operations/Management Manual
Municipality of Bayham – Richmond Community Water Supply System
35
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP?
Low Supply of
Sodium
Hypochlorite
Inadequate
disinfection
Potential for AWQI
On-line monitoring with
alarms (SCADA)
In-house residual testing
Chemical availability
See Contingency Plans (AWQI) Section 5 of Operations/Management Manual Distribution Waterman Break
within
distribution
system causing
low pressure/no
water
Adverse Water
Low pressure /
back-siphoning
Customer complaints; Low
pressure or high flows, visual
if at ground
On-line indication/monitoring
of flows from SCADA
May not be aware of break.
Follow procedures for
disinfection of water mains
using AWWA Standard –
C651-05
Mapping
Repair; water main disinfection
procedures per Operations Manual,
training.
Repair parts etc. Stocked.
If necessary issue boil water advisory
after consultation with MOH.
See Contingency Plans (Main Break,
Low Pressure and AWQI) Section 5 of
Operations/Management Manual
3 2 2 7
No-Below risk
threshold for
CCP
Loss of chlorine
residual in
distribution
system
Adverse Water
Daily residual testing at far end of system, weekly
microbiological sampling at
locations in town, values are
tracked & trended on data
spreadsheet
Flush the system and resample.
Corrective actions required by O. Reg.
170/03.
See Contingency Plans (Low Cl2
Residual and AWQI) Section 5 of
Operations/Management Manual
1 4 1 6
No-Below risk
threshold for
CCP
Municipality of Bayham – Richmond Community Water Supply System
36
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP?
Commissioning
of new water
main/service
installation
Adverse Water
Follow procedures for
disinfection of new water mains using AWWA Standard
– C605-05.
Check chlorine residuals and
conduct microbiological testing.
Follow corrective action per O.Reg.
170/03.
If necessary, communicate issuance of
boil water advisory after consultation
with MOH.
See Contingency Plans (Contamination
of Commissioning of New Water
main/Service Installation and AWQI)
Section 5 of Operations/Management
Manual
1 2 1 4
No-Below risk
threshold for
CCP
Backflow from
private plumbing
(Cross
connection)
Contamination
Design standards during
upgrades
Isolate area: Flush the system and
sample as appropriate.
Notify MOH and MECP Spill Action
Centre. If necessary, communicate
issuance of boil water advisory after
consultation with MOH.
See Contingency Plans (Backflow
Failure and AWQI) Section 5 of
Operations/Management Manual
1 2 3 6
No-Below risk
threshold for
CCP
Municipality of Bayham – Richmond Community Water Supply System
37
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP?
Sustained Loss
of Pressure
Adverse Water
Low pressure
/back-siphoning
Water hammer, consumer
complaints.
Backflow contamination
prevented by 2” double check
valves on all connections of
concerns.
Backflow preventor required
(residential & commercial)
through by law
Check pressure and chlorine residual.
Restore pressure and chlorine residual.
Conduct sampling per MOH and MECP
direction.
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, AWQI and Procedural
Guideline During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency Response
Plan – Procedure D QMS Operational
Plan
1 4 1 6
No – Below
Risk Threshold
for CPP – No
Control
Biofilms Adverse Water
Visual inspection of pipe
breaks, reduced flow in pipes,
inability to maintain chlorine
residual
Flushing and swabbing.
Replacement of old water
mains based on material,
age, observations.
Mapping
See Contingency Plans (Biofilm –
Taste/Colour/Odour/Other Customer
Complaints or Adverse Water and
AWQI) Section 5 of
Operations/Management Manual
2 2 1 5
No-Below risk
threshold for
CCP
Long Term
Impacts of
Climate Change
Adverse Water
Loss or reduction of source water
Potential for AWQI
Schedule maintenance Activities
Operational checks
Public Advisory –water ban or
restriction
Municipality to supply an
alternate source of drinking water
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, AWQI and Procedural
Guideline During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency Response
Plan – Procedure D QMS Operational
Plant
1 4 1 6
No – Below
Risk Threshold
for CPP – No
Control
Municipality of Bayham – Richmond Community Water Supply System
38
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP?
Extreme
Weather Events
(e.g., tornado,
ice storm)
Adverse Water
Loss or reduction of
source water
Potential for AWQI
Schedule maintenance
Activities
Operational checks
Public Advisory –water ban or
restriction
Municipality to supply an
alternate source of drinking
water
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, AWQI and Procedural
Guideline During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency Response
Plan – Procedure D QMS Operational
Plant
1 3 1 5
No – Below
Risk Threshold
for CPP – No
Control
Sustained Extreme
Temperatures
(e.g., heat wave,
deep freeze)
Adverse Water
Loss or reduction of
source water
Potential for AWQI
Schedule maintenance
Activities
Operational checks
Public Advisory –water ban or
restriction
Municipality to supply an
alternate source of drinking
water
See Contingency Plans (Contamination
of Source Water and/or Unable to
Supply Water, AWQI and Procedural
Guideline During A Prolonged Outage)
Section 5 of O/M Manual.
Water Supply Emergency Response
Plan – Procedure D QMS Operational
Plan
2 3 1 6
No – Below
Risk Threshold
for CPP – No
Control
Municipality of Bayham – Richmond Community Water Supply System
39
Operational Plan Revision 1.9 20-Aug-21
Table 1: Risk Assessment Table for the Richmond Community Drinking Water System
Activity or
Process
Step
Description of
Hazard
Potential Result
of Hazard
Available Monitoring &
Control Measures
Emergency Procedure or
Contingency Plans Likelihood Severity Detectability Total (High Risk CCP Threshold>7) CCP? Pandemic
Events
(e.g. COVID-19)
Loss of Personnel Coverage
Supply Issues
Potential for AWQI
Discussion of mutual aid with
ONWARN and surrounding municipalities at staffing
shortage
Personal protective
equipment (gown, masks,
face shields, gloves, hand
sanitizer) on hand for
operators
Stocking up on supplies contacting suppliers on
availability
Rescheduling of manpower
Working remotely
Staggered shifts.
Physical distancing
Individual assignments
Health and Safety Policy - Communicable Diseases (June 9,
2020)
COVID-19 Workplace Safety Guidelines
– October 16, 2020 Comprehensive update
Ontario Regulation 75/20 – Emergency
Management and Civil Protection Act –
March 25, 2020
Inform MECP SAC as soon as you
anticipate difficulties such as inability to
collect samples, lack of staffing, supply
issues or a break in continuity of operations.
3 2 1 6
No – Below
Risk Threshold for CPP – No
Control
Municipality of Bayham – Richmond Community Water Supply System
40
Operational Plan Revision 1.9 20-Aug-21
Table 2: Identified Critical Control Points (CCPs)
Identified Critical Control Points of the Richmond Community Drinking Water System
CCP Critical Control Limits Monitoring Procedures Response, Reporting and Recording
Procedures
Primary Disinfection
Free Chlorine Residual Alarms – Pre
Alarms
Low set point = 0.85 mg/L
High set point = 3.00 mg/L
SCADA (continuous on-line analyzers)
Weekly operator checks via plant data
tracker – trend, review and sign-off as per
O. Reg. 170/03
Operator on-site checks including CT
calculations if required
Refer to:
- Chemical Feed Pump Failure
Contingency Plan
- Low Chlorine Residual Contingency Plan
- AWQI Contingency Plan
Storage (Holding) Tanks
Storage (Holding) Tank Low Level Alarm
Low set point = 0.50 meters
SCADA (continuous on-line level
measurement)
Weekly operator checks via plant data
tracker – trend, review and sign-off as per
O. Reg. 170/03
Operator on-site checks including CT
calculations if required
Refer to:
- Contamination of Source Water and/or
Unable to Supply Water Contingency Plan
- AWQI Contingency Plan
Turbidity Analyzers Turbidity Analyzer High Level Alarm
High set point = 1.00 NTU
SCADA (continuous on-line analyzers)
Weekly operator checks via plant data
tracker – trend, review and sign-off as per
O. Reg. 170/03
Operator on-site checks including manual
confirmation using hand-held unit
Refer to:
- Contamination of Source Water and/or
Unable to Supply Water Contingency Plan
- AWQI Contingency Plan
UV Units UV Unit Failure Alarm SCADA (continuous on-line monitoring)
Operator on-site checks
Refer to:
- Contamination of Source Water and/or
Unable to Supply Water Contingency Plan
- AWQI Contingency Plan
Secondary Disinfection
Free Chlorine Residual – Post Alarms
Low set point = 0.40 mg/L
High set point = 4.00 mg/L
SCADA (continuous on-line analyzers)
Weekly operator checks via plant data
tracker – trend, review and sign-off as per
O. Reg. 170/03
Operator on-site checks including CT
calculations if required Distribution chlorine residuals as per O.
Reg. 170/03
Refer to:
- Chemical Feed Pump Failure
Contingency Plan
- Low Chlorine Residual Contingency Plan
- AWQI Contingency Plan
Municipality of Bayham – Richmond Community Drinking Water System
Operational Plan Revision 1.9 20-Aug-21
PROCEDURE C
PERSONNEL COVERAGE 24/7
REGULAR HOURS AFTER HOURS
Call
519-866-5521 or 519-874-4761
Office Staff
Call
519-866-5521
Follow Prompts
Manager of Public Works
receives
assesses
provides direction
Spectrum Communications
pages Manager of
Water/Wastewater Operations
bumps numbers until answered
Staff
Makes necessary repairs
Manager of Water/Wastewater
contacts On-Call Operator and
directs staff as required
Staff
makes necessary repairs
Municipality of Bayham – Richmond Community Water Supply System
42
Operational Plan Revision 1.9 20-Aug-21
PROCEDURE D
WATER SUPPLY EMERGENCY RESPONSE PLAN
AIM:
The aim of this plan is to:
Provide a guideline to assist the Municipality in responding to water supply
emergency affecting residents, community or infrastructure within the
Municipality of Bayham.
Define the roles and responsibilities of municipal staff and departments,
and supporting agencies during a water supply emergency.
AUTHORITY AND CUSTODIAN:
This plan is published as an Annex to the Corporation of the Municipality of
Bayham Emergency Response Plan as established under By-law 2006-113, and
the Emergency Management and Civil Protection Act, RSO 1990.
The Custodian of this plan shall be the Corporation of the Municipality of Bayham
Community Emergency Management Coordinator and Community Emergency
Management Program Committee, who are responsible for annual review,
revisions and testing of the plan.
WATER SUPPLY EMERGENCY DEFINITION:
A water supply emergency is defined as a situation where in the lives or property
of the Municipality of Bayham and residents of the municipality are threatened by
the effects of a water supply emergency from:
Contamination of the treated water supply
A major or prolonged loss of water supply (24 hours or greater)
NOTIFICATION AND IMPLEMENTATION:
This plan may be implemented in whole or in part, as required, by the
Municipality of Bayham
Head of Council
Chief Administrative Officer (CAO)
Manager of Water/Wastewater Operations
Community Emergency Management Coordinator (CEMC), or
Municipality of Bayham Community Control Group
with or without the declaration of an emergency by the Head of Council.
This plan may be activated through the notification of the Head of
Council, CAO or CEMC.
Upon implementation, all participating departments and agencies will respond in
accordance with the guidelines described within this plan.
Municipality of Bayham – Richmond Community Water Supply System
43
Operational Plan Revision 1.9 20-Aug-21
AGENCY/INDIVIDUAL ROLES & RESPONSIBILITIES:
Elgin St. Thomas Health Unit
Issuing a Seek Alternative Source Water Advisory or Boil Water Advisory
Request the activation of the Emergency Operation Centre(s) in the event
of an emergency resulting from a major or prolonged water supply event.
Act as lead agency to coordinate the County’s response during a
prolonged water supply emergency.
Contact known schools and day care facilities who may be at high risk of
severe health impacts due to water supply loss or contamination.
Print and distribute materials on the Seek Alternative Source Water
Advisory or Boil Water Advisory.
Provide 24/7 “on call” service to respond to public inquiries regarding
water related issues and refer concerned citizens’ calls, as appropriate.
Make necessary logistical arrangements for news conferences, as
required.
Water/Wastewater Department, Municipality of Bayham
Determine the source of the water supply emergency.
Immediate and ongoing consultation with the Ministry of Environment,
Conservation and Parks and the Medical Officer of Health and will advise
CEMC.
Coordinate the delivery of potable water where vulnerable people are
likely to gather, if required.
Coordinate the delivery of potable water to designated pick-up centers, as
required.
Once water supply is restored, flushing of the system and the collection of
samples for lab analysis until the Seek Alternative Source Water Advisory
or Boil Water Advisory is lifted.
Fire Department
Increase awareness of, and report on, persons who may be vulnerable to
the water supply emergency.
Increase vigilance of how the water supply emergency affects firefighters’
performing duties.
Arrange alternate supply sources for fire protection in areas normally
protected by municipal hydrants.
Emergency Management Ontario (if necessary)
Provide advice, assistance, and liaison with the EOC
Canadian Red Cross (if necessary)
Provide shelter management in times of declared disaster.
Train on recognition of potential illness, first aid and personal disaster
assistance training for staff and volunteers of community agencies who
serve vulnerable clients.
Municipality of Bayham – Richmond Community Water Supply System
44
Operational Plan Revision 1.9 20-Aug-21
Human Resources Manager (As Designated)
Register and coordinate volunteer assistance
Emergency Information Officer
Coordinate communications with County/Elgin St. Thomas Health Unit of
all press releases and information fact sheets issued.
Coordinate local public inquiry messaging for staff.
Develop public education strategies for vulnerable populations within the
Municipality.
Ontario Works
Liaison with Red Cross for co-ordination of evacuation and emergency
shelters
.
Municipality of Bayham – Richmond Community Water Supply System
45
Operational Plan Revision 1.9 20-Aug-21
NOTIFICATION GUIDELINE:
Elgin St. Thomas Public Health
The Medical Officer of Health (or designate) activates a Seek Alternative
Source Water Advisory or Boil Water Advisory and provides relevant fact
sheets by fax or email to the regional media if an extended alert is
anticipated.
Municipality of Bayham
The Medical Officer of Health notifies the Mayor or CAO when a Seek
Alternative Source Water Advisory or Boil Water Advisory.
The Municipality is responsible for internal notification of its staff and for
the notification of their external partnering services.
The Mayor, CAO and CEMC will consult with each other to determine if
the Municipality of Bayham Community Control Group (CCG) will
assemble to discuss the impacts of the issued Water Supply Emergency
Alert.
If the CCG is to be assembled CCG members shall be notified in
accordance with the Municipality of Bayham Emergency Response Plan
Notification Protocol.
Municipality of Bayham – Richmond Community Water Supply System
46
Operational Plan Revision 1.9 20-Aug-21
RESPONSE GUIDELINE:
When a major or prolonged water supply emergency event is declared by the
Warden of Elgin County and/or the Mayor of any municipality in Elgin County, the
lead will be the Emergency Community Control Group at Elgin County. The Elgin
County Community Control Group will provide direction to municipalities involved
in the emergency in accordance with the mandate of the Elgin County CCG.
The following guideline shall be followed when water supply conditions pose a
threat to municipal infrastructure, property and/or residents.
The Municipality of Bayham CCG will assemble upon request from the
Elgin County CCG.
The Municipality of Bayham Emergency Operation Center will be activated
upon receiving a request from the Elgin County CCG for assistance or
deployment of municipal resources.
Upon activation of the EOC, the CCG will determine the most appropriate
method of providing emergency response resources to facilitate effective
response pertaining to the request of the Elgin County CCG.
In the event the Elgin County CCG requests assistance from the Municipality of
Bayham and the Bayham EOC is activated, the roles and responsibilities of
municipal departments/representatives will include the following in addition to
roles and responsibilities outlined in the Bayham ERP:
Emergency Information Officer
Develop and issue emergency evacuation information
Coordinate communications with County of all press releases and
information fact sheets issued.
Coordinate local public inquiry messaging for staff.
Develop public education strategies for vulnerable populations within the
Municipality.
Water/Wastewater Department
Immediate and ongoing consultation with the Ministry of Environment,
Conservation and Parks and the Medical Officer of Health and will advise
CEMC.
Coordinate the delivery of potable water where vulnerable people are
likely to gather, if required.
Coordinate the delivery of potable water to designated centers, as
required.
Increase awareness of, and report on, persons who may be vulnerable to
the water supply emergency.
Increase vigilance of how the water supply emergency affect
water/wastewater employees working outside and performing duties
Municipality of Bayham – Richmond Community Water Supply System
47
Operational Plan Revision 1.9 20-Aug-21
Fire Department
Increase awareness of, and report on, persons who may be vulnerable to
the water supply emergency.
Increase vigilance of how the water supply emergency affects firefighters’
performing duties.
Arrange alternate supply sources for fire protection in areas normally
protected by municipal hydrants.
Roads Department
Increase awareness of, and report on, persons who may be vulnerable to
the water supply emergency.
Increase vigilance of how the water supply emergency affects road
employees working outside and performing duties.
Deputy Clerk
Set up of EOC
Coordinate connection of EOC communications (e.g. phones, fax, email,
etc.)
Coordinate set up of public inquiry avenues (e.g. website update, phone
inquiry messaging)
Administrative Support Staff
Registering members of public attending a water pick-up center(s)
Staffing public inquiry phone lines
Updating municipal website information and municipal sign
Monitoring of water pick-up center supplies
Clerk
Register and coordinate volunteer assistance
Coordinating volunteers and or municipal employees to staff (supervise)
water pick-up center(s)
RESOURCES
Water
Canadian Kool Water – 53104 Vienna Line, Port Burwell, ON – Ph. 519-765-4970
Roses Sandytown Variety – 9292 Plank Road, Straffordville, ON – 519-866-5800
Mudford Family Food Town – 54362 Heritage Line, Straffordville, ON – 519-866-5505
GFS Bulk Water Services – Greg – 519 633-1391
Water Pick-Up Facilities
Bayham Community Centre, 54164 Heritage Line, Straffordville, ON
Vienna Community Centre, 26 Fulton Street, Vienna, ON
Straffordville Fire Station, 55264 Third Street, Straffordville, ON
Port Burwell Fire Station, 55451 Nova Scotia Line, Port Burwell, ON
Municipality of Bayham – Richmond Community Water Supply System
48
Operational Plan Revision 1.9 20-Aug-21
TRAINING AND SUPPLIES
Each participating agency is responsible for defining and providing the training
required by its own staff in performing its emergency roles at its own cost.
All costs and/or damages resulting from a water supply emergency will be
forwarded to the Treasurer of the Municipality of Bayham for consideration and
resolution.
RECOVERY
Recovery procedures will be implemented in accordance with the Municipality of
Bayham Recovery/Business Continuity Plan.
Municipality of Bayham – Richmond Community Water Supply System
49
Operational Plan Revision 1.9 20-Aug-21
PROCEDURE E
INTERNAL AUDIT
Internal audits will be conducted to ensure that the QMS conforms to the
requirements of the Municipality of Bayham and of the DWQMS. These
requirements include ensuring that the QMS has been effectively implemented
and properly maintained.
The Municipality of Bayham may, from time-to-time, request that trained auditors
from a neighbouring municipality conduct internal audits. In turn, the Municipality
of Bayham may provide the same service to other municipalities as the case
arises.
Audits Conducted by Bayham
Auditors
All internal auditors must have successfully completed a recognized 14
hour Internal Auditor workshop
Internal Audit Schedule
Internal audits are scheduled throughout the year. The assigned auditor’s
name will appear on the schedule.
Internal audits are to be completed at least once every calendar year.
Audit Planning
The auditor shall review all related QMS documentation and obtain the
current version of the DWQMS checklist prior to the audit, which will
include results from the previous internal and external audits.
Conducting the Audit
The auditor shall observe activities, review records and interview
personnel as necessary to ensure that the status of the audited element of
the QMS has been effectively covered.
Reporting the Results
The auditor shall submit a completed checklist and report to the QMS
Representative.
Municipality of Bayham – Richmond Community Water Supply System
50
Operational Plan Revision 1.9 20-Aug-21
The report shall include any requirement for corrective actions. Corrective
actions shall be communicated to the responsible individual and included
as part of Management Review input.
Audits Conducted by Another Municipality
Auditors
Outside auditors must provide proof of competency prior to conducting an
audit.
Current version of the DWQMS checklist must be used during the audit.
Audit Schedule
Audits are to be conducted per the Municipality of Bayham schedule.
Planning and Conducting the Audit and Reporting the Results
Audits may be planned and conducted per the procedures of the auditing
Municipality. Prior approval by the Manager of Water/Wastewater
Operations.
Audit results may be reported per the procedures of the auditing
municipality as long as the results are documented. Requirements for
corrective action must be indicated.
A document management spreadsheet is used to track and document any
changes to documents, corrective action reports, opportunities for
improvement, management review, emergency response testing and
internal audit and/or actions taken.
Previous internal and external audits to be reviewed prior to the
commencement of a new audit.
Municipality of Bayham – Richmond Community Water Supply System
51
Operational Plan Revision 1.9 20-Aug-21
PROCEDURE F
MANAGEMENT REVIEW
This procedure defines the Management Review process to ensure the
continuing suitability, adequacy and effectiveness of the QMS.
Review Frequency
Management Reviews shall be conducted on an annual basis.
Review Participants
The QMS Representative convenes the management review. Attendees shall
include the QMS Representative and the Chief Administrating Office (Top
Management).
Review Input
The QMS Representative shall provide information and data concerning the
following categories, for the review:
Incidents of regulatory non-compliance
Incidents of adverse drinking water tests
Deviations from critical control point limits and response actions
Efficacy of the risk assessment process
Results of internal and 3rd party audits
Results of relevant emergency response testing
Operational performance and water quality trends including raw
water supply
Follow-up on actions items from previous management reviews
Status of action items (if any) identified between reviews
Changes in resource requirements, infrastructure, process,
personnel, Drinking Water Quality Management Standard or
regulations that could affect the QMS
Resources needed to maintain the Quality Management System
Operational plan currency, content and updates
Consumer feedback (including consumer complaint reports), and
Staff suggestions
Municipality of Bayham – Richmond Community Water Supply System
52
Operational Plan Revision 1.9 20-Aug-21
Review Process
The Management Review shall be a planned event. An appropriate time shall be
set aside by the participants to ensure a thorough review of the QMS is
conducted.
Each input category shall be reviewed in order to identify if, where and when
improvements to the QMS and its procedures are required.
The QMS Representative shall make note of any changes or action items
required during the course of the review.
Review Output
A list of changes required to be made to procedures or other QMS based
documentation and processes and/or amendments must be made prior to the
next annual internal audit.
Complete a list of “action” items if applicable. Action items shall identify the
individual responsible.
A list of recommendation(s) for any human or financial resources may be
required to maintain and improve the QMS.
The QMS Representative shall maintain minutes of management review. These
minutes shall include the date and time of the review activity and the name of
participants.
The QMS Representative shall review findings to the owner annually.
OPA-01/22 and ZBA-02/22
NOTICE OF PUBLIC MEETING
CONCERNING A PROPOSED REVISED
OFFICIAL PLAN AND
ZONING BY-LAW AMENDMENT
IN THE MUNICIPALITY OF BAYHAM
APPLICANT: MICHEAL AND RETA GLEN, C/O
BARRY WADE HOMES INC.
LOCATION: 2 ROBINSON STREET AND 3 ERIEUS
STREET, PORT BURWELL
TAKE NOTICE that the Municipality of Bayham has received a complete application for a revised
Official Plan amendment (OPA-01/22) and Zoning By-law amendment (ZBA-02/22). The County
of Elgin is the Approval Authority for Official Plan Amendments.
AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a
public meeting on Thursday, December 15, 2022 at 7:30 p.m. in the Municipal Council
Chambers, 56169 Heritage Line, in Straffordville to consider the proposed Official Plan and
Zoning By-law amendment under Section 17 and 34 of the PLANNING ACT.
THE PURPOSE of these Amendments is to change the land use designation on a portion of lands
with two parcels and combined lot area of 3,604 m2 (0.89 acre), to change the Official Plan
designation for 2,760 m2 (0.68 acres) of lands from “Residential” to “site-specific Multi-Unit
Residential” designation in the Official Plan of the Municipality of Bayham to permit the
development of a 13-unit townhouse block with density of 48 units per hectare and criteria for
slope development on the southern portion of the subject lands. The subject lands are located on
the east side of Robinson Street, west side of Erieus Street, south of Brock Street in the village
of Port Burwell and known as 2 Robinson Street and 3 Erieus Street.
And furthermore, to change the zoning of the townhouse block lands from Village Residential 1
(R1) and Holding Village Residential 1 (R1(h2)) Zones to Site-specific Village Residential 2 (R2-
xx) Zone to permit townhouse development and to permit specific to the townhouse lands: lot
area per unit of 212 m2 whereas 340 m2 is the permitted minimum; setback distance for a driveway
to a street intersection of 1.0 m whereas 9.0 m is the permitted minimum; front yard setback of
2.02 m whereas 6.0 m is the permitted minimum; and, to remove the ‘h2’ holding symbol by way
of entering into a development agreement with the municipality, in Zoning By-law Z456-2003.
THE EFFECT of these Amendments will be to permit a townhouse development with site-specific
zoning, either standard condominium or rental, in the form of 2 buildings with 13 total units,
proposed with reduced driveway setback from an intersection, reduced front yard setback, and
the removal of holding provisions requiring the applicant/owner enter into development or
subdivision agreement with the municipality.
ANY PERSON may attend the public meeting and/or make a written or verbal representation in
support of or in opposition to the proposed amendments. When possible, please consider utilizing
written correspondence. Written comments are to be submitted on or before 12:00 Noon on
Tuesday December 6, 2022 to munderhill@bayham.on.ca or at the municipal office.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make
written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body is not entitled to appeal the decision of the Council of the Corporation of the
Municipality of Bayham to the Ontario Land Tribunal.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or, make
written submissions to the Municipality of Bayham before the by-laws are passed, the person or
public body may not be added as a party to the
hearing of an appeal before the Ontario Land
Tribunal unless, in the opinion of the Tribunal,
there are reasonable grounds to do so.
IF YOU WISH to be notified of the adoption of the
proposed Official Plan or Zoning By-law
amendment, you must make a written request to
the undersigned.
ADDITIONAL INFORMATION relating to the
proposed amendments is posted to the municipal
website or may be obtained by contacting the
Municipal office.
Dated at the Municipality of Bayham this 23rd
day of November 2022.
Conceptual Site Plan is printed on the
back of this Notice.
OPA-01/22 and ZBA-02/22
Draft Plan Subdivision 34T-BA2201
1
REVISED
NOTICE OF A PUBLIC MEETING
CONCERNING A PROPOSED DRAFT PLAN OF SUBDIVISION
APPLICATION (APPROVAL AUTHORITY COUNTY OF ELGIN,
FILE NUMBER 34T-BA2201), IN THE MUNICIPALITY OF
BAYHAM
APPLICANT: WILLIAM, HANK, AND JAKE REDECOP, AND PETER WIEBE
LOCATED AT: LOT D NORTH OF KING STREET, EAST OF NORTH STREET, PART OF
LOT E, EAST OF NORTH STREET, PART OF LOT G SOUTH OF CHAPEL
STREET, REGISTERED PLAN NO. 54, VILLAGE OF VIENNA
TAKE NOTICE that the Municipality of Bayham has received a request from the County of Elgin (the
approval authority for Plan of Subdivision approvals for the Municipality of Bayham) to hold a public
meeting regarding a complete application for Draft Plan of Subdivision Application (file number 34T-
BA2201) submitted by CJDL Limited on behalf of the owners/applicants.
AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public
meeting on Thursday, December 15th, 2022, at 7:30 p.m. in the Municipal Council Chambers, 56169
Heritage Line in Straffordville to receive public comment for a proposed Draft Plan of Subdivision
Application under Section 51 of the Planning Act, R.S.O. 1990, as amended.
THE PURPOSE OF THIS MEETING is to inform the public of the nature of the Draft Plan of Subdivision
proposal, to invite public input and to answer questions regarding the application.
THE PURPOSE AND EFFECT of this Draft Plan of Subdivision will be to divide the subject parcel of
land into eight (8) single detached residential lots. The proposed lots will be accessed by North Street,
an existing local road, south of Chapel Street. The residential lots will be serviced by municipal sanitary
sewage disposal system, municipal water services and municipal storm water services. The subject
lands are designated ‘Residential’ in the Municipality of Bayham Official Plan and are zoned Holding
Village Residential 1 (R1(h2)) in the Municipality of Bayham Zoning By-law No. Z456-2003.
The applicants will be required to apply for and obtain Zoning By-law Amendment approval to remove
the Holding Provision (h2) subject to entering into subdivision agreement between the applicant and the
Municipality.
ANY PERSON may attend the public meeting and/or make a written or verbal representation in support
of or in opposition to the proposed Draft Plan of Subdivision. When possible, please consider utilizing
written correspondence. Written comments are to be submitted on or before 12:00 Noon on Tuesday
December 6, 2022 to munderhill@bayham.on.ca or at the municipal office.
IF A PERSON OR PUBLIC BODY does not make oral submissions at the public meeting or make written
submissions to Elgin County in respect of the proposed plan of subdivision before the approval authority
gives or refuses to give approval to the draft plan of subdivision, the person or public body is not entitled
to appeal the decision of Elgin County to the Ontario Land Tribunal.
IF A PERSON OR PUBLIC BODY does not make oral submissions at the public meeting or make written
submissions to Elgin County in respect of the proposed plan of subdivision before the approval authority
gives or refuses to give approval to the draft plan of subdivision, the person or public body may not be
added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the
Tribunal, there are reasonable grounds to do so.
IF YOU WISH to be notified of the decision to adopt the proposed draft plan of subdivision, you must make
a written request to the County of Elgin, c/o Brian Lima, General Manager of Engineering, Planning and
Enterprise/Deputy CAO, at 519-631-1460 or blima@elgin.ca or visit the County website at
https://www.elgincounty.ca. The County Office is located at 450 Sunset Drive, St. Thomas, ON, N5R 5V1.
FOR ADDITIONAL INFORMATION about this matter, including information about preserving your appeal
rights, contact the Municipal Office (contact information below) or Elgin County (contact information
above). The application was accompanied by the following studies/reports available for viewing at the
municipal office and with the Notice of Public Meeting on the municipal website:
Planning Justification Report prepared by CJDL Consulting Engineers, dated September 9, 2022.
Archeological Assessment, Stage 1 & 2 and supporting documents prepared by Lincoln
Environmental Consulting Corp., dated May 2022.
Functional Servicing Report prepared by CJDL Consulting Engineers, dated September 9, 2022.
Scoped Environmental Impact Study by Vroom and Leonard, dated September 2022.
Slope Stability Assessment by EXP., dated September 2022.
Dated at the Municipality of Bayham this 24th day of November 2022.
Draft Plan Subdivision 34T-BA2201
2
Proposed Draft Plan of Subdivision (copy; size reduced from original)
Margaret Underhill
Planning Coordinator/Deputy Clerk
Municipality of Bayham
56169 Heritage Line, P.O. Box 160
Straffordville, ON, N0J 1Y0
T: 519-866-5521 Ext 222
F: 519-866-3884
E: munderhill@bayham.on.ca
W: www.bayham.on.ca
Phone: (519)882-2350 Fax: (519)882-3373 Theatre: (800)717-7694
411 Greenfield Street, Petrolia, ON, N0N 1R0
www.town.petrolia.on.ca
December 1, 2022
Karine Pelletier
Clerk-Treasurer
Township of McGarry
Via email
RE: motion dated September 13, 2022 regarding misogyny and hatred, and strengthening
powers of the Integrity Commissioner the ability to recommend expulsion of members of
council. Dear Ms. Pelletier,
During the November 28, 2022 regular meeting of council, correspondence circulated to council
regarding the above was discussed, with the following resolution of support was passed:
Moved: Bill Clark Seconded: Joel Field
“THAT the Council of the Town of Petrolia support the Township of McGarry and their
resolutions in relation to strengthening the powers of the Integrity Commissioner and the
ability's to recommend the expulsion of councillors in circumstances of misogyny, hatred and all
forms of discrimination;
AND THAT this support also be forwarded to the Ministry of Municipal Affairs and Housing.”
Carried
Kind regards,
Original Signed
Mandi Pearson
Clerk/Operations Clerk
cc: Hon. Steve Clark, Minister of Municipal Affairs and Housing MMAH Bob Bailey, MPP Sarnia-Lambton Municipalities of Ontario
Lisa Post
Office of the Mayor
November 30, 2022 Hon. Steve Clark Ontario Ministry of Municipal Affairs and Housing 777 Bay Street, 17th Floor Toronto, ON M7A 2J3 Via Email: minister.mah@ontario.ca
Re: Bill 23, More Homes Built Faster Act
Dear Minister Clark,
Town of Orangeville acknowledges Bill 23, titled the More Homes Built Faster Act, 2022 is part of a long-term strategy to provide attainable housing options for families across Ontario. We at the Town understand that Bill 23 is focused on the provincial government’s stated goal of having 1.5 million homes built over the next 10 years and aims to do so by reducing bureaucratic costs and delays in construction. While the Province’s goals to resolve the housing crisis in the next decade is ambitious and necessary, it could potentially have unintended long-term financial and
planning related consequences on municipalities, such as the Town of Orangeville.
On behalf of the Town of Orangeville Council, I put forward a list of concerns of potential unintended consequences arising from Bill 23: 1. Bill 23 could have a direct impact on the state of good repair mandate rolled out by the
province in their recent legislation, O.Reg. 588/17. If growth is no longer paying for growth, that means we may have to reallocate some of our lifecycle asset management dollars, as required by the same legislation, towards growth related infrastructure. 2. Although we support the overarching message and intention of Bill 23 as it relates to
housing affordability, we do question whether overall quality of life and affordability of our citizens would be severely impacted due to higher taxes and user fees. The Town of Orangeville has limited cost-recovery avenues, meaning Bill 23 may require cost-recovery within the recent Asset Management plan, resulting in a more significant infrastructure funding gap. This situation will be further exasperated if specific provisions of Bill 23 dilute our ability to cover infrastructure improvements through Development Charges. 3. Town of Orangeville is a fast-growing community with a comprehensive economic outlook for Industrial and Commercial developments. This could be compromised if we find ourselves having to levy higher development charges for industrial, commercial
and institutional (ICI) developments to mitigate loss of Residential Development Charges.
2
4. Under the current climate of impending global inflation, the Town is already struggling to keep its service levels affordable. Without any direct financial incentive from the province such as interest-free loans from Infrastructure Ontario, we will lose our ability to build capacity for growth in service areas like Water and Wastewater. 5. Improving residential development efficiencies and costs by limiting the role and scope of Conservation Authorities (CA) in the planning approval process is unclear. Like many
municipalities, Orangeville relies on Conservation Authority support to provide guidance on natural hazard avoidance and ecological protection to ensure that the provincial policy framework around these issues is upheld in our planning decisions. If CAs are removed from this advisory role, we must find alternative means in assuring such policies remain adhered-to. It is unclear how this would improve approval timing efficiencies or save costs to residential developments. It could inevitably shoulder more
costs to development in subsidizing municipal costs and/or consultant peer review support. 6. Orangeville supports the province’s objectives of lowering costs and improving efficiency for residential development to deliver more housing to Ontarians; However, like many municipalities, our challenges for facilitating more housing within our community are not simply costs and process inefficiencies for developments. Instead, we are challenged by our limited municipal land availability and servicing capacity constraints. We ask that the province explore actionable measures and tangible resource deployment to support our efforts to increase our land supply and infrastructure servicing capacity.
According to the Association of Municipalities of Ontario’s (AMO) recent submission to the Steering Committee of Bill 23, it states “The province has offered no evidence that the radical
elements of the bill will improve housing affordability. It is more likely that the bill will enhance the profitability of the development industry at the expense of taxpayers and the natural environment.” As the frontline level of government, municipalities are also eager to resolve the housing crisis and are the most informed on what is needed to create complete communities that Ontarians want and expect. We ask that the province view us as one of the strategic partners in further refining the More Homes Built Faster Act, and open more robust channels of communication and consultation.
Sincerely,
Lisa Post
Mayor
CC Doug Ford, Premier of Ontario The Honourable Michael Parsa, Associate Minister of Housing The Hounourable Sylvia Jones, Dufferin-Caledon Member of Provincial Parliament
Association of Municipalities of Ontario (AMO) All Ontario Municipalities
Notice: Changes under the Oil, Gas and Salt Resources Act related to Geologic
Carbon Storage
Hello,
I am pleased to inform you that Bill 46, Less Red Tape, Stronger Ontario Act, 2022 was
introduced on November 23, 2022, which would make changes to the Oil, Gas and Salt
Resources Act to remove the prohibition on geologic carbon storage. We also released
a short Roadmap to further outline our plan to remove barriers for this activity in Ontario.
Last winter, the Ministry of Natural Resources and Forestry sought feedback on a
discussion paper (https://ero.ontario.ca/notice/019-4770) exploring possible legislative
changes which would remove potential barriers to the storage of carbon dioxide and
enable the creation of a regulatory framework to govern this and other new
technologies.
Informed by the feedback received on that discussion paper, we have developed a plan
to enable geologic carbon storage through a phased approach that would provide clarity
for businesses to plan and invest in Ontario, while ensuring safe and responsible
development.
To build a framework that works for Ontario, we plan to work together with stakeholders,
Indigenous communities and the public.
Bill 46 contains proposed changes to the Oil, Gas and Salt Resources Act and is
available for review on the Ontario Legislative Assembly website:
https://www.ola.org/en/legislative-business/bills/parliament-43/session-1/bill-46. The
province is also seeking feedback on the proposed change through the Environmental
Registry of Ontario: (https://ero.ontario.ca/notice/019-6296).
Feedback on the proposed changes can be provided directly to the ministry or through
the environmental registry.
A copy of the Roadmap has been attached for your information.
If you would like more information or have any questions about the proposed changes
or future phases, please contact Andrew Ogilvie, Manager of Resources Development
Section, at 705-761-5815 or through email: Resources.Development@ontario.ca.
Ministry of Natural Resources and
Forestry
Resources Planning and Development
Policy Branch
Policy Division
300 Water Street
Peterborough, ON K9J 3C7
Ministère des Richesses naturelles et
des Forêts
Direction des politiques de planification et
d'exploitation des ressources
Division de l’élaboration des politiques
300, rue Water
Peterborough (Ontario) K9J 3C7
Sincerely,
Jennifer Keyes
Director, Resources Planning and Development Policy Branch
Ontario’s Roadmap towards Regulating
Geologic Carbon Storage
One tool to help transition to a low-
carbon future
We plan to enable geologic carbon storage
through a phased approach that will provide
clarity for businesses to plan and invest in
Ontario while ensuring safe and responsible
development.
What is geologic carbon
storage?
Carbon capture, utilization and storage, or
CCUS, involves a broad suite of activities
that capture, transport, use and store
(sequester)carbon dioxide.
Geologic carbon storage is the permanent
storage, or sequestration, of carbon
dioxide in deep underground geologic
formations.
Ontario’s plan
Ontario's plan starts with proposing immediate action towards removing barriers to
carbon storage in the province.
Next, we plan to propose legislative and regulatory changes to allow testing and
demonstration projects so businesses can start exploring carbon storage while a
proposal for a regulatory framework for commercial-scale projects is developed.
Benefits of enabling carbon storage
•supports emissions reduction and production of
low-carbon hydrogen
•supports transition to a low-carbon economy
•allows businesses to take advantage of provincial
and federal initiatives for carbon storage
•attracts investment and encourages innovation
1
This roadmap outlines Ontario’s plan for creating a framework for
the regulation of geologic carbon storage.
The plan provides a clear path forward and the opportunity to
work together with stakeholders, Indigenous communities and the
public to build a framework that works for Ontario.
Discussion Paper
January to March 2022
Received feedback through
postings on the regulatory and
environmental registries of
Ontario.
Clarify Intent
Starting in: Fall 2022
Propose changes to the Oil, Gas
and Salt Resources Act to remove
the prohibition related to geologic
carbon storage.
Enable Demonstration
Anticipated start: Winter/Spring
2023
Propose legislative and regulatory
changes to allow projects to test
and demonstrate new activities,
such as geologic carbon storage,
initially on private land only.
Develop changes to enhance
public safety and corporate
accountability.
Design Framework
Anticipated start: Summer/Fall
2023
Design a framework to regulate
commercial-scale geologic carbon
storage projects on Crown and
private land.
Refine and Adapt
Anticipated start: 2025 and
beyond
Refine and adapt the framework
for new activities and emerging
technologies.
2
Ontario’s Roadmap towards Regulating
Geologic Carbon Storage
LONG POINT REGION CONSERVATION AUTHORITY
Board of Directors Meeting Minutes of November 2, 2022
Approved December 7, 2023
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 1 -
Members in attendance:
John Scholten, Chair Township of Norwich
Michael Columbus, Vice-Chair Norfolk County
Dave Beres Town of Tillsonburg
Robert Chambers County of Brant
Valerie Donnell Municipality of Bayham/Township of Malahide
Tom Masschaele Norfolk County
Stewart Patterson Haldimand County
Ian Rabbitts Norfolk County
Peter Ypma Township of South-West Oxford
Regrets:
Kristal Chopp Norfolk County
Ken Hewitt Haldimand County
Staff in attendance:
Judy Maxwell, General Manager
Aaron LeDuc, Manager of Corporate Services
Lorrie Minshall, Project Manager
Leigh-Anne Mauthe, Interim Manager of Watershed Services
Zachary Cox, Marketing Coordinator
Dana McLachlan, Executive Assistant
1. Welcome and Call to Order
The chair called the meeting to order at 6:30 p.m., Wednesday, November 2, 2022.
2. Additional Agenda Items
A-93/22
Moved by I. Rabbitts
Seconded by P. Ypma
THAT the LPRCA Board of Directors add Bill 23 and Legislative and Regulatory
Proposals affecting Conservation Authorities under New Business as item 9(f) to the
November 2, 2022 agenda.
CARRIED
3. Declaration of Conflicts of Interest
None were declared.
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 2 -
4. Minutes of the Previous Meeting
a) Board of Directors Meeting Minutes of October 5, 2022
There were no questions or comments.
A-94/22
Moved by V. Donnell
Seconded by T. Masschaele
THAT the minutes of the LPRCA Board of Directors Meeting held October 5, 2022 be
approved as circulated.
CARRIED
5. Business Arising
There was no business arising from the previous minutes.
6. Review of Committee Minutes
There were no committee minutes presented at the meeting.
7. Correspondence
a) From the Ministry of Natural Resources and Forestry re: MNRF Proposals
in support of More Homes Built Faster: Ontario’s Housing Supply Action
Plan 2022-23
b) Conservation Ontario Release re: Province Continues to Change Roles and
Responsibilities of Conservation Authorities
Staff will continue to evaluate the proposed Bills and assess the impact to the Authority.
A-95/22
Moved by M. Columbus
Seconded by I. Rabbitts
THAT the correspondence outlined in the Board of Directors Agenda of November 2,
2022 be received as information.
CARRIED
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 3 -
8. Development Applications
a) Section 28 Regulations Approved Permits
Through the General Manager’s delegating authority, 24 applications were approved in
the past month. LPRCA-91/22, LPRCA-206/22, LPRCA-208/22, LPRCA-209/22,
LPRCA-210/22, LPRCA-211/22, LPRCA-212/22, LPRCA-213/22, LPRCA-214/22,
LPRCA-215/22, LPRCA-216/22, LPRCA-217/22, LPRCA-219/22, LPRCA-220/22,
LPRCA-221/22, LPRCA-222/22, LPRCA-223/22, LPRCA-225/22, LPRCA-226/22,
LPRCA-228/22, LPRCA-229/22, LPRCA-230/22, LPRCA-231/22, and LPRCA-232/22.
All of the staff-approved applications met the requirements as set out in Section 28 of
the Conservation Authorities Act.
A-96/22
Moved by D. Beres
Seconded by T. Masschaele
THAT the LPRCA Board of Directors receives the Section 28 Regulations Approved
Permits report dated November 2, 2022 as information.
CARRIED
9. New Business
a) General Manager’s Report
The General Manager provided an overview of operations this past month.
The GM attended webinar sessions hosted by the MNRF to review the new changes
and requirements for conservation authorities in Phase 1 and Phase 2 of the
Conservation Authorities Act (CAA).
Campgrounds closed October 15 ending a successful camping season and all of the
campgrounds have been winterized. Hazard tree removal will be completed in the
coming weeks.
A-97/22
Moved by I. Rabbitts
Seconded by V. Donnell
That the LPRCA Board of Directors receives the General Manager’s Update for October
2022 as information.
CARRIED
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 4 -
b) Electronic Monitoring Policy
The Electronic Monitoring Policy, as required by the Workers for Working Act, provides
information and transparency to employees regarding how LPRCA may electronically
monitor employees and collect employee information.
A-98/22
Moved by S. Patterson
Seconded by P. Ypma
THAT the LPRCA Board of Directors approves the Electronic Monitoring Policy as
presented.
CARRIED
c) Right to Disconnect Policy
The Right to Disconnect Policy, as required by the Workers for Working Act, is to
encourage and support all employees in balancing their work and personal lives; and
encourage employees to disconnect from work outside of regular working hours.
A-99/22
Moved by V. Donnell
Seconded by I. Rabbitts
THAT the LPRCA Board of Directors approves the Right to Disconnect Policy
presented.
CARRIED
d) 3rd Quarter Financials
Operating revenues to September 30, 2022 totaled $4,479,018 and expenditures of
$3,276,362. Revenues represent 93.3% of the annual budget and expenditures 68.3%.
Planning revenue to September 30, 222 totaled $391,887, up 6.8% to date over the
prior year.
Forestry revenue is at $328,868 and has exceeded the budgeted revenue target by of
$300,000. Expenditures are $171,226 representing 70% of the annual budget.
Seasonal camping revenue to September 30, 2022 totaled $1,896,033 exceeding the
budget revenue target by 3.4%. There were 441 registered seasonal campers in
2022.The camping surplus at September 30, is $855,439.
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 5 -
A-100/22
Moved by P. Ypma
Seconded by D. Beres
THAT the LPRCA Board of Directors receives the Q3 Financial Report – September 30,
2022 for the period up to and including September 30th, 2022 as information.
CARRIED
e) Community Outreach – November 2022
Staff presented an overview of outreach activities for the year.
The Memorial Forest service was held in-person after two years of virtual events.
Staff participated in the Carolinian Forest Festival, hosted two fishing derbies, provided
a tour of a few LPRCA forest tracts for the Forest Stewardship Council (FSC®) working
group, gave a presentation to a local PROBUS club, and participated in the Long Point
Walsingham Forest Priority Place Project video as a project partner.
Upcoming initiatives include events to celebrate LPRCA’s 75 years in conservation and
the grand re-opening of the Conservation Education Centre at Backus.
A-101/22
Moved by T. Masschaele
Seconded by D. Beres
THAT the LPRCA Board of Directors receives the Community Outreach – November
2022 report as information.
CARRIED
f) Bill 23 and Legislative and Regulatory Proposals Affecting Conservation
Authorities
The Province introduced Bill 23, More Homes Built Faster Act on October 25, 2022, and
posted several Legislative, Regulatory, and Policy proposals on the Environmental
Registry of Ontario (ERO) for public comment.
Staff have reviewed the proposals and provided the concerns specific to LPRCA, as
detailed in the staff report, for the board’s review and comments.
There are still many unknowns and staff will be looking for clarity with respect to
numerous items relating to the regulatory proposals.
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma
- 6 -
A-102/22
Moved by M. Columbus
Seconded by P. Ypma
THAT the LPRCA Board of Directors receives the Staff Report on Bill 23 and directs
staff to submit comments on the Environmental Registry of Ontario (ERO) postings by
the due dates for the concerns specific to Long Point Region Conservation Authority.
CARRIED
The closed session began at 7:49 p.m.
10. Closed Session
A-103/22
Moved by I. Rabbitts
Seconded by V. Donnell
THAT the LPRCA Board of Directors does now enter into a closed session to discuss:
Labour relations or employee negotiations (Pay Equity & Compensation Review)
CARRIED
The board reconvened in open session at 7:50 p.m.
The Board approved the closed meeting minutes of October 5, 2022 in the closed
session.
Adjournment
The Chair adjourned the meeting at 7:50 p.m.
_______________________________ ________________________________
John Scholten Judy Maxwell
Chair General Manager/Secretary-Treasurer
/dm
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma
- 1 -
LONG POINT REGION CONSERVATION AUTHORITY
Board of Directors Budget Meeting of November 9, 2022
Approved December 7, 2022
Members in attendance:
Michael Columbus, Chair Norfolk County
John Scholten, Vice-Chair Township of Norwich
Dave Beres Town of Tillsonburg
Robert Chambers County of Brant
Valerie Donnell Municipality of Bayham/Township of Malahide
Tom Masschaele Norfolk County
Stewart Patterson Haldimand County
Ian Rabbitts Norfolk County
Peter Ypma Township of South-West Oxford
Regrets:
Kristal Chopp Norfolk County
Ken Hewitt Haldimand County
Staff in attendance:
Judy Maxwell, General Manager
Aaron LeDuc, Manager of Corporate Services
Leigh-Anne Mauthe, Interim Manager of Watershed Services
Lorrie Minshall, Project Manager
Dana McLachlan, Executive Assistant
* V. Donnell joined the meeting at 9:35 a.m.
1. Welcome and Call to Order
The chair called the meeting to order at 9:30 a.m., Wednesday, November 9, 2022.
2. Additional Agenda Items
A-104/22
Moved by D. Beres
Seconded by I. Rabbitts
THAT the LPRCA Board of Directors add Bill 23 Discussion as item 8 to the November
9, 2022 agenda.
CARRIED
3. Declaration of Conflicts of Interest
None were declared.
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma
- 2 -
4. Budget Overview Presentation
The General Manager and the Manager of Corporate Services provided a general
overview of the 2023 draft budget.
The Audit and Finance Committee met on August 18 and the Committee provided staff
direction to prepare a budget with a maximum 7.5% target increase on the levy. The
2023 Draft Budget was presented with a 6.82% or $143,551 overall general levy
increase. The operating levy increased by 21.76% or $375,251 and the capital levy
decreased by 60.7% or $231,000. There is no requirement for a special levy in 2023.
V. Donnell arrived.
Staff has been adjusting the budget since 2022 in anticipation to align with the new
regulations that are required starting with the 2024 budget. In the 2022 Budget,
programs and services were identified and segmented to align with the new regulations.
For 2023, the levy apportionment for mandatory and non-mandatory programs are
being further aligned with the regulations.
The following reports were reviewed and discussed:
1. Consolidated Operating Budget
2. Consolidated Budget Summary
3. Municipal Levy Consolidated
4. 5-year Summary by Municipality of Levy Apportionment
5. Current Value Assessment Apportionment (2022) and (2021)
The municipal levy accounts for 36.1% of total revenue.
5. 2023 Budget Package
Operations:
The Managers reviewed each of their department(s) draft budgets, action plans,
projects, and staffing requirements.
All LPRCA fees were reviewed.
Capital:
The 2023 total for capital spending is budgeted at $651,955 requiring $150,000 from the
general levy, $249,455 from the Current Year Surplus, $60,000 from the Capital Levy
Reserve, and 192,500 Federal/Provincial Grants.
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma
- 3 -
The following reports were reviewed and discussed:
1. One-Year 2023 Draft Capital Budget
2. Five-Year 2023 Draft Capital Budget
Maintenance work and necessary repairs for public safety are continuing on the major
water control structures. Two projects are planned for 2023 totaling $200,000. A 10-year
LPRCA Water Control Structure Capital Plan Summary was presented for information.
Gate replacement and repairs continue at the LPRCA forest tracts. Various projects,
including water system upgrades, a dump station expansion, a roof replacement, and a
culvert replacement, are required at the campgrounds. Annual computer upgrades, and
vehicle and equipment replacements are needed to ensure safety.
6. General Manager’s Report and Budget Recommendations
A-105/22
Moved by D. Beres
Seconded by T. Masschaele
THAT the LPRCA Board of Directors approves the following recommendations
regarding LPRCA’s 2023 Draft Operating and Capital budgets;
THAT the 2023 proposed Ontario Regulation 178/06 Permit Fees and Planning Act
Review Fees as set out in the budget be approved;
THAT the 2023 proposed Conservation Area User Fees as set out in the budget
be approved;
THAT the draft 2023 operating budget of $5,568,754 requiring $2,099,510 of general
levy representing an increase in the general levy of 21.76% or $375,251;
AND the draft 2023 capital budget of $651,955 requiring $150,000 of general levy
representing a decrease in the general levy of 60.7% or $231,000;
AND the total general municipal levy of $2,249,510 requiring an increase of 6.82% or
$143,511 overall compared to 2022 be circulated to member municipalities for review
and comment;
AND that staff be directed to present the Draft 2023 Budget to member municipalities
when requested.
CARRIED
FULL AUTHORITY COMMITTEE MEMBERS
Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma
- 4 -
7. Fee Policy
The Conservation Authorities Act now requires Conservation Authorities to have a Fee
Policy in place by January 1, 2023, along with posted fee schedules.
Going forward, all Fee Schedules will be included as part of the budget package for
approval.
A-106/22
Moved by M. Columbus
Seconded by P. Ypma
THAT the LPRCA Board of Directors receives the Draft Fee Policy as presented as
information;
And,
THAT the Draft Fee Policy be presented at the December 7th, 2022 meeting of the
Board of Directors for consideration and approval.
CARRIED
8. Bill 23 Discussion
D. Beres expressed concern about Bill 23: More Homes Built Faster Act as it seems to
affect current building laws. Staff agreed, the Bill touches on many different legislations.
There are seven Environmental Registry of Ontario (ERO) postings related to
conservation authorities and approximately 20 EROs affecting municipalities.
Staff was directed to send a letter in addition to LPRCA comments through the ERO
and copy the Association of Municipalities of Ontario (AMO).
The Chair adjourned the meeting at noon.
_______________________________ ________________________________
John Scholten Judy Maxwell
Chair General Manager/Secretary-Treasurer
/dm
Port Burwell Historical Society
P.O. Box 10
Port Burwell, Ontario
N0J 1T0
pbhistoricalsociety@gmail.com
November 28, 2022
The Municipality of Bayham
56169 Heritage Line, PO Box 160
Straffordville, ON
N0J 1Y0
Attention: Mr. Thomas Thayer
CAO / Clerk
Dear Sir,
The Port Burwell Historical Society would like to petition Council to reinstate the Bayham
Museums Board as part of their new term of office.
Preservation and promotion of local history and heritage is essential for economic
development, tourism, and the health of viable Bayham communities. The Bayham Museums
Board provides a vital link between the Municipality, local Historical Societies and our
Residents.
Given the ongoing developments around the preservation and conservation of the historic Port
Burwell Lighthouse, the Bayham Museums Board, with membership composed of Municipal
Staff and concerned citizens, can be an invaluable and arms length tool for Council to moderate
public discussion in the Lighthouse restoration project and provide a transparent
communications channel for the project and its processes.
The Bayham Museums Board can be positioned as an impartial to assist the Municipality’s Staff
with the review and prioritization of the initial Lighthouse studies and surveys proposed by
a+LiNK architecture inc. in their recent report to Council.
While our immediate concern is with the preservation of our iconic Lighthouse, we realize other
museums, historic buildings and pioneer cemeteries in Bayham have needs and concerns of
their own. Here again, the Bayham Museums Board can assist the Municipal Staff by acting as a
gateway for new or ongoing projects, reviewing and filtering submissions, ensuring all the
necessary information, financial backing and permits are in order before being placed on
Council’s agenda.
Bayham’s Museums have a promising future ahead of them. The Edison Museum in Vienna and
the Marine Museum and Historic Lighthouse in Port Burwell have strong collections and
important, compelling stories. We need to remember we are all in this together. We need each
other if we are going to move forward. The Bayham Museums Board can help guide these
important and endangered cultural resources toward this promising future, one that identifies
and reinforces the idea of the Museums being a cornerstone of our community.
We ask for your support in recommending to Council that the Bayham Museums Board be
designated one of this term’s Committees-of-Council.
If you have any questions, please do not hesitate to contact me.
Sincerely,
Ronald Bradfield
President
Port Burwell Historical Society
pbhistoricalsociety@gmail.com
cc:
Ed Ketchabaw, Mayor
Tim Emerson, Ward 1 Councillor
Margaret Underhill, Planning Coordinator/Deputy Clerk
450 Sunset Drive
St. Thomas, ON N54 5V1
www.elgincounty.ca
For additional information, please contact:
Ed Ketchabaw
Warden, Elgin County Council
warden@elgin.ca
FOR IMMEDIATE RELEASE
December 6, 2022
Ed Ketchabaw Elected as Elgin County Warden
Central Elgin, Ontario – Elgin County Council elected Ed Ketchabaw, Mayor of the
Municipality of Bayham, as Elgin’s Warden during its inaugural meeting held December
6, 2022. Warden Ketchabaw now serves as the head of Elgin County Council for the
2023 governance year, representing the first year of Council’s four-year term.
As the head of County Council, Warden Ketchabaw’s responsibilities include acting as
chair of Council meetings, providing leadership to Council, representing the County at
official functions, acting as the County’s spokesperson, and much more.
The most immediate past Warden, Councillor Duncan McPhail, Mayor of the
Municipality of West Elgin, will serve as Elgin’s 2023 Deputy Warden.
“It is an honour to have been elected by County Council to serve as Elgin County’s 2023
Warden,” said Warden Ketchabaw. “I look forward to working with Council to ensure
Elgin County continues to be a place where people want to live, work and play for years
to come.”
Elgin County is governed by County Council, which is comprised of nine Members from
Elgin’s seven local municipalities. County Council representatives for the 2022-2026
term are:
Councillor Duncan McPhail – Mayor, Municipality of West Elgin
Councillor Mike Hentz – Mayor, Municipality of Dutton Dunwich
Councillor Grant Jones – Mayor, Township of Southwold
Councillor Andrew Sloan – Mayor, Municipality of Central Elgin
Councillor Todd Noble – Deputy Mayor, Municipality of Central Elgin
Councillor Dominique Giguère – Mayor, Township of Malahide
Councillor Mark Widner – Deputy Mayor, Township of Malahide
Councillor Jack Couckuyt – Mayor, Town of Aylmer
Councillor Ed Ketchabaw – Mayor, Municipality of Bayham
For more information about Elgin County Council, visit:
https://www.elgincounty.ca/council/
-30-
Allison Adams, Manager of Legislative Services/Clerk
Township of Malahide
87 John Street South
Aylmer, ON N5H 2C3
November 10, 2022
Dear Ms. Adams,
On behalf of the Elgin Group Police Services Board (“PSB”), I am writing to request that
Malahide Council appoint by resolution an elected representative from the Township of
Malahide to the PSB following the municipal election. Please refer to the attached
sample council resolution.
In accordance with Section 27(5) of the Police Services Act and the Elgin Group Police
Services Board Governance and Procedural By-Law, the Board shall consist of five (5)
members:
(a) one (1) elected representative appointed by resolution from Eastern Elgin,
alternating every 3 years between the Township of Malahide and the
Municipality of Bayham;
(b) one (1) elected representative appointed by resolution of the Council of the
Municipality of Central Elgin for a 3-year term;
(c) one (1) community representative from Western Elgin, appointed by
resolution jointly by the Township of Southwold, the Municipality of
Dutton/Dunwich and the Municipality of West Elgin for a 3-year term; and
(d) two (2) persons appointed by the Lieutenant Governor In Council.
Under the Community Safety and Policing Act (CSPA), 2022, Section 10 municipalities
were required to submit a proposal indicating the preferred composition for a new OPP
detachment board. On behalf of the Elgin Group municipalities, the
Secretary/Administrator applied for status quo board composition in June 2021. Once
the Act comes into effect and the Ministry approves the board composition, the Elgin
Group Polices Services Board will be dissolved, and a new board will be established.
Although we anticipate hearing from the Ministry soon, the current Board structure will
remain in place until that time. The appointment of the elected representative from the
Township of Malahide will be for a three (3) year term or until such time that the Ministry
approves the new Board composition. At that time, the Board will dissolve; a new Board
will be formed; and new representatives will be appointed.
Please note that a letter will be sent to the Municipality of Bayham requesting that they
endorse the appointment of the elected representative from Malahide. Letters have also
been sent to the Municipality of Central Elgin and the Township of Southwold,
Municipality of Dutton/Dunwich and Municipality of West Elgin requesting that new
appointments be made for the elected representative from Central Elgin and the
community representative from Western Elgin.
I respectfully ask that you provide me with written confirmation of the appointment once
it is made. If you have any questions, do not hesitate to contact me directly.
Yours very truly,
Jenna Fentie
Manager of Administrative Services/Deputy Clerk
cc: Julie Gonyou, Chief Administrative Officer/Clerk – County of Elgin
Carolyn Krahn, Secretary/Administrator – Elgin Group Police Services Board
Elgin Group Police Services Board
Municipality of Bayham
SAMPLE COUNCIL RESOLUTION
THAT the Council of the Township of Malahide appoints _______________________
to the Elgin Group Police Services Board as the elected representative from Eastern
Elgin for a three (3) year term ending December 31, 2025 or until such time that the
Ministry approves the new Board composition under the Community Safety and
Policing Act (CSPA), 2022, whichever is earlier.
December 6, 2022
County of Elgin Attn: Jenna Fentie 450 Sunset Drive St. Thomas, Ontario N5R 5V1
Dear Ms. Fentie,
RE: Elgin Group Police Services Board The current Appointment By-law 22-88, which was approved by Malahide Township Council on December 1, 2022, appointed Dominique Giguère as the Elgin Group
Police Services Board elected representative effective December 1, 2022.
• Dominque Giguère – dgiguere@malahide.ca – 548-888-6252
Please do not hesitate to contact this office if you require any further information or documentation. Respectfully,
TOWNSHIP OF MALAHIDE ALLISON ADAMS
Manager of Legislative Services/Clerk
Township of Malahide 519-773-5344x222 aadams@malahide.ca
cc: Mayor – Dominque Giguère
Municipality of Bayham CAO/Clerk – Thomas Thayer
REPORT
CLERK
TO: Mayor & Members of Council
FROM: Meagan Elliott, Deputy Clerk
DATE: December 15, 2022
REPORT: CL-10/22 SUBJECT: 2022-2026 COMMITTEES OF COUNCIL AND COUNCIL APPOINTMENTS
BACKGROUND
Municipal Councils may establish and utilize different types of committees or boards to assist
with providing advice on respective matters and/or carrying out a specific function. The different
types of committees are:
Advisory Committees and Boards – a group of persons appointed to provide
knowledge, skills and non-binding advice on a specific issue or area of knowledge. At
least one (1) member of Council appointed. Makes recommendations to Council on
matters within their scope. Does not direct staff.
Ad-Hoc Committees – a committee or task force created by Council with a defined
ending that reports directly to Council on a specific matter. At least one (1) member of
Council appointed. Makes recommendations to Council on matters within their scope.
Does not direct staff.
Independent Committees and Boards – required to be enacted by Council under
specific legislation operating as quasi-judicial body. May provide correspondence to
Council on matters within their scope.
Standing Committees – Made up of entirely Bayham Council representative(s). Fully a
subcommittee of Council without public appointees to handle matters within specific
functions. Makes recommendations to Council on matters within their scope. Does not
direct staff.
External Committees – created outside of Bayham Council but includes Bayham
Council representative(s). May provide correspondence to Council on matters within
their scope.
Bayham currently utilizes Advisory, Independent and External Committees outlined in the chart
below:
Committee Type Authority By-law No. or Lead Entity
Bayham Joint
Cemetery Board
Advisory Funeral, Burial and
Cremation Services
Act
2019-003
2015-116
2016-057
Blue Flag Beach
Committee
Advisory Blue Flag
International
2019-003
Museums Bayham Advisory Council discretion 2019-003
Property Standards
Committee
Independent Ontario Building
Code Act
2019-003
2018-036
Committee of
Adjustment
Independent Planning Act Municipality of Bayham
Court of Revision Independent Drainage Act Municipality of Bayham
Long Point Region
Conservation
Authority (LPRCA)
External Conservation
Authorities Act
Long Point Region Conservation
Authority
Elgin Area Primary
Water Supply System
Joint Board of
Management
External Municipal Water &
Sewage Systems
Transfer Act
City of London
Port Burwell
Secondary Water
Supply System
External Municipal Water &
Sewage Systems
Transfer Act
Township of Malahide
Elgin County Land
Division Committee
External Planning Act County of Elgin
Elgin Group Joint
Police Services Board
External Police Services Act County of Elgin
South Central Ontario
Region (SCOR) EDC
Board of Directors
External Council discretion South Central Ontario Region
Joint Otter Valley
Utility Corridor Board
of Management
External Council discretion Town of Tillsonburg
As a new term of Council has begun, staff are presenting this report to discuss and obtain
direction for establishing Committees for the 2022-2026 Council term and streamlining various
aspects of how Committees function including procedure, appointments, and reporting to
Council.
DISCUSSION
Governing Documents
By-law No. 2019-003, being a by-law to establish an advisory board and committee policy,
houses the majority of committee information including appendices of committee Terms of
Reference. However, By-law No. 2022-003, being a by-law to govern the proceedings of the
Council of the Municipality of Bayham and of its committees and the conduct of its members,
also houses committee information.
With looking to streamline Advisory Committee documents, staff are recommending to have four
(4) main documents for a committee to reference – one (1) Committee Policy, one (1) for
procedural matters, one (1) for establishment and mandate, and one (1) for appointments. A
sample Terms of Reference template is attached that outlines the information that will be within
the individual establishing by-laws.
Independent Committees do not require Terms of Reference as their mandate is specified in
legislation such as Committee of Adjustment and Court of Revision but do require members to
be appointed by by-law and the meeting processes to be spoken to in the procedural by-law.
Committee Appointments
Committee appointments are required to be established by by-law and are reviewed each term
of Council. External committees that require Council representation are determined by the
Mayor speaking with the Council to gage interest and all of Council providing direction to enact
by by-law. Below outlines the suggested appointments to External Committees for the 2022-
2026 term for discussion:
Committee Representatives Required Suggested
Representative(s)
Long Point Region Conservation
Authority (LPRCA)
1 Member of Council
(representing Bayham and
Malahide)
Tim Emerson or Rainey
Weisler
Elgin Area Primary Water
Supply System Joint Board of
Management
1 Member of Council
(to be an alternate –
represents Bayham,
Malahide & Aylmer)
Rainey Weisler or Tim
Emerson (alternate)
Port Burwell Secondary Water
Supply System
2 Members of Council (1 to
be an alternate)
Rainey Weisler or Tim
Emerson (primary)
Dan Froese (alternate)
Elgin County Land Division
Committee
1 Member of the Public TBD – Applications closed
December 9, 2022 at noon.
Elgin Group Joint Police
Services Board
1 Member of Council
(representing Malahide &
Bayham)
Appointed by Malahide for
this term
SCOR EDC Board of Directors 2 Members of Council N/A at this time
Joint Otter Valley Utility Corridor
Board of Management
3 Members of Council Ed Ketchabaw
Susan Chilcott
Dan Froese
No appointments are required to SCOR for 2022-2026 as the County of Elgin is taking care of
this representation.
The Land Division Committee appointment is a member of the public that Council recommends
to Elgin County. This process is done through a formal application submitted to Council for
consideration.
Members of the public appointed to Advisory Committees follow the same application process
as Elgin County’s Land Division Committee. Prior to advertisement, however, Council is
required to determine what Committees of Council they wish for the 2022-2026 term.
Once determined which committees will be enacted for the 2022-2026 term and Terms of
References approved, staff will issue a “call for applications” to fill committee vacancies. The
application form on the Bayham website is currently a scan of a hard copy and completed
manually. Staff will be looking into creating an online form linked to the Bayham LaserFiche
system (like service requests) to modernize this process.
Appointments of Council members, identifying a Chair and Vice Chair to each Advisory
Committee, will also need to be established and reflected in the Committee Appointment By-law
and Terms of Reference. This process will be similar to the appointment of External Committees
by members of Council discussing with the Mayor then decided by all of Council.
Committees of Council for 2022-2026
Staff are looking for direction from Council of what Advisory Committees will be active for the
2022-2026 term. Staff do not recommend implementing Standing Committees for Bayham but
Ad-Hoc Committees could possibly be of interest for one-off matters requiring short-term
appointment.
During the last term of Council, Bayham Council authorized a Blue Flag Beach Advisory
Committee, Museums Bayham Committee, and Bayham Joint Cemetery Board. To ensure
proper and uniform handling of Bayham’s substantial cemetery file, staff recommend
continuation of the Bayham Joint Cemetery Board. Staff also recommend that a Committee
address the Blue Flag Beach within its mandate. The overall nature of this Committee may, if
Council chooses, be broader than just the Port Burwell East Beach however.
It should be reiterated that Committees of Council are for a specific purpose and to make
recommendations to Council. Committees are not to be formed to be “social clubs” with
meetings not resulting in recommendations for Council to consider.
Reporting to Council
Once Committees are established, governing documents streamlined, and meetings begin
taking place, staff intend to also streamline how information from Committees are presented to
Council and vice versa.
Committee minutes are in draft form until approved by the Committee. They will be put on a
Council agenda under “Other Business” to be received for information. Any motions from
committee minutes that include a formal recommendation to Council will be presented
separately under “Other Business” using a standardized template. Council’s decision on a
Committee recommendation will then be relayed back to the Committee in a similar format.
Volunteer Appreciation
Historically in the last year of a Council term, a volunteer appreciation gathering is hosted for
members serving on Committees. Staff were unable to arrange this prior to the end of 2022 but
are proposing an appreciation gathering on the evening of Thursday, January 26, 2023, where
volunteers and Council members can mingle and enjoy some light refreshments and snacks.
Official correspondence will be sent to volunteers and Councillors.
ATTACHMENTS
Attachment 1 – Sample Terms of Reference Template – Committee of Council.
RECOMMENDATION
1. THAT Report CL-10/22 re 2022-2026 Committees of Council and Council Appointments
be received for information;
2. AND THAT the Council of The Corporation of the Municipality of Bayham make the
following appointments:
The Council of the Corporation of the Municipality of Bayham be appointed as the
Committee of Adjustment;
The Council of the Corporation of the Municipality of Bayham be appointed as the Court
of Revision;
____ be appointed to the Long Point Region Conservation Authority Board of Directors;
____ (alternate) be appointed to Elgin Area Primary Water Supply System Board;
____ (primary) & ____ (alternate) be appointed to Port Burwell Secondary Water Supply
System Board; and,
____, ____ & ____ be appointed to the Joint Otter Valley Utility Corridor Board of
Management.
3. AND THAT Council provide direction to staff regarding Committees of Council for the
2022-2026 term.
Respectively Submitted by: Reviewed by:
___________________________ _____________________________
Meagan Elliott Thomas Thayer, CMO
Deputy Clerk CAO|Clerk
Terms of Reference
COMMITTEE
1. PURPOSE
2. DUTIES
3. MEMBERS AND APPOINTMENTS
4. MEETINGS
5. ADMINISTRATIVE SUPPORT
6. REPORTING RELATIONSHIP
7. TERMINATION AND AMENDMENTS
8. OTHER
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, CMO, CAO|Clerk
DATE: December 15, 2022
REPORT: CAO-69/22 SUBJECT: 2023 INSURANCE RENEWAL
BACKGROUND
On December 20, 2018, the Council of the Corporation of the Municipality of Bayham passed the
following resolution:
THAT Report CAO-78/18 re 2019 Insurance Renewal be received for information;
AND THAT the 2019 Municipal Insurance Program be obtained from Frank Cowan
Company Limited in accordance with the offer to renew dated October 29, 2018, at a total
premium of $126,649 plus applicable taxes.
AND THAT staff be directed to issue a Municipal Insurance Program Request for Proposals
(RFP) process in July 2019 for the 2020 Municipal Insurance Program.
The Municipality of Bayham retained Joy Jackson, FCIP, RF, Cunnart Associates to:
Review and advise on the draft RFP 19-01 Insurance & Risk Management Services
document; and
Upon receipt of responses to RFP 19-01 Insurance & Risk Management Services to provide
a written comparison of the responses along with a recommendation.
Based on the results of RFP 19-01, JLT Canada (now Marsh Canada Limited) was deemed the
successful bidder with a total annual premium (excluding HST) of $118,428.
Bayham has been renewing its insurance annually with Marsh Canada Limited since the 2020
calendar year.
At its September 15, 2022 meeting, Council received Report CAO-47/22 re 2023 Insurance Update.
The Report provided Council in interim update on discussions with our Municipal Insurer regarding
coverage and premiums for 2023. At the time, it was identified to Council that specific liability and
umbrella increases are projected at 7 and 10%, respectively, and property values were requested to
be inflated by a minimum of 10% to account for inflation.
The Report also identified:
“Staff, at this time, are recommending that Bayham renew with Marsh Canada Limited for 2023.
Renewal documentation is due to Marsh by the end of September and it is functionally too late into
the calendar to issue an RFP, and review and award same to a proponent.
When the renewal premium is known, a follow-up Report will come to Council for direction. Staff, at
that time, will also seek direction to go to market in 2023 for the 2024 renewal.”
Report CAO-47/22 was provided for information purposes.
DISCUSSION
On November 30, 2022, the Municipality of Bayham received its 2023 Municipal Insurance Renewal
in the amount of $203,681 plus applicable taxes from Marsh Canada Limited. This is a 16.4%
increase over the insurance renewal information received by Council for 2022. However, this is less
than the allocation accounted for in the 2023-2024 Operating Budget, to be considered by Council
on January 18, 2023.
The overall property insurance market pricing has been impacted by the events of 2020-2022.
Automobile coverage was up 3%, Municipal General Liability and Umbrella Liability were up 10-
15%, while property was up 32%. This is primarily due to Bayham’s loss ratio and claims history
being historically high, including a recent Public Works claim.
The 2023 Insurance Program is consistent with the 2020, 2021, and 2022 renewals, updated for
inflation and revisions to Auto, Building, and Contents as needed. Consistent with 2022, cyber
liability has been excluded from general liability. The Municipality of Bayham does not have
standalone cyber liability insurance at this time, however, it is being looked into and considered
outside of the general policy.
Since RFP 19-01 and the commencement of our current three-year relationship with Marsh Canada
Limited as the Municipal Insurer in 2020, the premium (before tax) has increased by $85,253 or
71.9%. This is an annual year-over-year increase of approximately 20%/annum, is unsustainable in
the long-term, and necessitates a market comparison to ensure Bayham is receiving the best
package possible for its insurance coverage.
Due to ongoing increases in premiums, staff have identified insurance and risk management as an
item for market review in 2023. Accordingly, the recommendation to Council is to obtain the renewal
from Marsh for the 2023 Municipal Insurance Program and review insurance coverages and
providers in 2023 for the 2024 Municipal Insurance Program.
RECOMMENDATION
1. THAT Report CAO-69/22 re 2023 Insurance Renewal be received for information;
2. AND THAT the 2023 Municipal Insurance Program be obtained from Marsh Canada Limited
in accordance with the offer to renew dated November 30, 2022, at a total premium of
$203,681 plus applicable taxes;
3. AND THAT staff be directed issue a Municipal Insurance Program Request for Proposals
(RFP) process in 2023 for the 2024 Municipal Insurance Program.
Respectfully Submitted by:
Thomas Thayer, CMO
CAO|Clerk
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, CMO, CAO|Clerk
DATE: December 15, 2022
REPORT: CAO-70/22 SUBJECT: AGREEMENT FOR BUILDING SERVICES SUPPORT – HILLENAAR – SIX (6)-
MONTH CONTRACT BACKGROUND The Municipality of Bayham employees a Chief Building Official (CBO) as the sole employee in the Municipality’s Building Services department. The CBO oversees general administration of
building services for the Municipality, including plans review and inspections under the Ontario Building Code. At its March 3, 2022 meeting, Council received Report CAO-05/22 re Agreement for Building Services Support and passed the following motion: Moved by: Councillor Donnell Seconded by: Councillor Chilcott
THAT Report CAO-05/22 re Agreement for Building Services Support be received for information;
AND THAT Council authorize an Agreement between the Municipality of Bayham and Hillenaar Consulting Inc. for the provision of building services for the Municipality of Bayham;
AND THAT Paul Hillenaar be appointed as Chief Building Official for the Municipality of Bayham, effective April 1, 2022; AND THAT Steve Adams be appointed as Drainage Superintendent for the Municipality of Bayham, effective April 1, 2022;
AND THAT the appropriate by-laws be brought forward for Council’s consideration.
In accordance, Council adopted By-law No. 2022-021 to adopt Paul Hillenaar as CBO for the
Municipality of Bayham, and By-law No. 2022-020 to enter into an Agreement for Building Services Support. The Agreement noted a four-month term from April 1, 2022 until August 1, 2022, where both parties may agree to either extend the Agreement on the agreed-upon terms or revise said Agreement, with the proposed changes presented to Council for consideration. In accordance and by way of Report CAO-30/22, received by Council on June 16, 2022, the applicable Agreement was extended until December 31, 2022 and included a revised mileage rate to recognize inflationary pressures on fuel costs. DISCUSSION
In November 2022, Hillenaar advised of his inability to provide Building Services Support himself as he is out of the country for a three (3)-month period in Q1 2023. However, Hillenaar is onboarding a new individual working under his corporate entity.
Chris Peck is joining Hillenaar Consulting Inc. effective January 1, 2023. Mr. Peck recently retired from the City of St. Thomas, where he was the City’s Chief Building Official (CBO). Mr.
Peck will be backfilling for Paul Hillenaar during his absence and as such a Report to Council is necessary to identify this temporary organizational change and authorize a By-law to appoint Mr. Peck as Deputy Chief Building Official. This arrangement will necessitate a new contract with Hillenaar for Buildng Services Support. The draft Agreement is attached hereto. While much of the new draft Agreement is the same as the current, the hourly rate has been revised to recognize the expansion of Hillenaar’s operation and additional operational overhead.
Hourly Mileage (per km)
Current Agreement $75 $0.64
Proposed $100 $0.64 It is worth noting that other Building Code Agencies such as Hillenaar utilizing hourly rates of
$135-145/hr so the rate provided herein is 30 percent less than competing organizations that provide these services. The Treasurer has been consulted and operationally the increased costs can be accounted for within the scope of the proposed 2023-2024 Operating Budget,
forthcoming to Council. As a further note for Council, Staff are in the final stages of a legal review with Malahide on a
comprehensive Shared Services Agreement encompassing Building, Planning, and By-law Services. It is expected that this will come to Council in January 2023. Thus, the six (6)-month term proposed in the draft Agreement would provide Building Services coverage to Bayham during such time as it would take to shift functions to the appropriate municipalities (Bayham or Malahide) per the Agreement. Staff are recommending approval to enter into the Agreement as drafted, which would take the Agreement through June 30, 2023, and appoint Chris Peck as Deputy Chief Building Official,
which gives Peck full powers under the Building Code Act and Ontario Building Code. It is expected the Mr. Peck will be on-site at the same agreed-upon rates for the same days of
the week. As Council is also aware, staff continue to review an Agreement and work with
Malahide on a shared servicing arrangement, including Building Services, to provide a more permanent solution.
ATTACHMENTS
1. Draft Agreement – Building Services – Hillenaar
RECOMMENDATION 1. THAT Report CAO-70/22 re Agreement for Building Services Support – Hillenaar – Six
(6)-Month Contract be received for information; 2. AND THAT Council enter into an Agreement between the Municipality of Bayham and
Hillenaar Consulting Inc. for the provision of building services for the Municipality of Bayham;
3. AND THAT the appropriate by-laws to enter into an Agreement for building service and to appoint a Deputy Chief Building Official be brought forward for Council’s consideration.
Respectfully Submitted by:
Thomas Thayer, CMO CAO|Clerk
CONSULTING SERVICES AGREEMENT
This consulting services agreement is between:
Municipality of Bayham (“ Bayham “)
- and-
Paul Hillenaar
(“Consultant “)
The parties agree as follows:
1. Retainer
(1) Bayham hereby retains the Consultant to provide the consulting services set out herein
(the "Services"), and the Consultant shall provide those Services to Bayham under the
general direction and control of Bayham and subject to the provisions of this agreement.
2. Services
(1) The Services include the following:
(a) Provide Building Official duties which includes dealing with staff and public,
(b) Complete plans examination and inspection services by reviewing plans and
corresponding with the public and staff;
(c) Building inspections and issuance of building permits where applicable.
(d) With the consent of the Consultant, the Municipality may, in writing, delete,
add to, vary or otherwise alter the Services.
(2) The Consultant shall, provide services in accordance with the work plan commencing
January 2, 2023 and ending June 30, 2023.
(3) The Consultant shall provide the Services skillfully, competently, efficiently, effectively
and economically, complete in every particular, in a good and worker like manner,
consistent with industry standards and current state of the art principles, law and
practice, to the satisfaction of the Municipality, and, unless approved by Bayham
otherwise, in accordance with the staffing schedule and within the estimated time lines
and estimated budgets.
3. Personnel
(1) The Consultant shall provide the Services through Personnel approved in writing by
Bayham. The Personnel approved for this project are as follows:
(a) Paul Hillenaar
(b) Chris Peck
(2) The Consultant shall ensure that its Personnel have the requisite competence,
knowledge, skill, ability, experience, expertise and Ministry of Housing Qualifications
and certifications required to provide the Services. Upon request, the Consultant shall
deliver to the Township confirmation that the Province of Ontario has certified that the
Consultant is authorized to provide the Services in a form satisfactory to Bayham, acting
reasonably.
4. Work Product
(1} All information in any form, prepared by or for the Consultant as part of the Services
(the "Work Product") shall be, unless approved by Bayham in writing to the
contrary, the sole property of Bayham and Bayham shall own the copyright to all such
information . If the Consultant owns any Work Product, or the copyright or any
intellectual property in any Work Product during the term of this Agreement, the
Consultant hereby transfers and assigns such ownership, copyright and intellectual
property rights to Bayham.
(2) The Consultant shall promptly sign all documents and take all actions that may be
necessary to ensure that Bayham owns the Work Product, the copyright and the
intellectual property rights in the Work Product. The Consultant further covenants that
it shall cause its representatives to duly transfer and assign any of their ownership,
copyrights and intellectual property rights to Bayham.
(3) The Consultant waives any and all moral rights arising under the Copyright Act, R.S.O.
1985, c. C-42 (the "Moral Rights") in the Work Product as against Bayham. The
Consultant shall ensure that anyone other than the Consultant, who has any Moral
Rights in the Work Product, shall waive all such Moral Rights as against the Consultant
and Bayham.
5. Use of Confidential Information (1) In this agreement the following terms have the corresponding meanings: (a) "Confidential Information" means any information, whether oral, written, visual,
electronic, or in any other form, which is identified as confidential or that would
reasonably be considered as being confidential;
(b} "Disclosing Party" means the party disclosing Confidential Information; (c) "Insider" means, in respect of a party, every director, officer, partner, associate,
employee, sub-consultant, contractor or agent of the party; and
(d) "Receiving Party" means the party receiving Confidential Information, and
includes all Insiders.
(e) The Receiving Party shall use Confidential Information relating to the Services
only for the purposes of this agreement.
(2) Except as provided in this agreement, the Receiving Party shall keep confidential all
Confidential Information disclosed to it by the Disclosing Party.
(3) The Receiving Party shall not copy or transcribe into another form, any Confidential
Information received from the Disclosing Party except as reasonably necessary.
(4) The Receiving Party shall protect the Confidential Information disclosed to it by the
Disclosing Party, in the same manner and to the same extent that it protects its own
Confidential Information.
(5) Upon the termination of this agreement, or earlier upon the request of the Disclosing
Party, the Receiving Party shall promptly return (as directed by the Disclosing Party) all
copies of the Confidential Information disclosed to the Receiving Party.
(6) The Receiving Party may disclose Confidential Information if: (a) The Disclosing Party consents; (b) The Receiving Party is required by law to disclose it; or (c) The Confidential Information is generally and publicly available.
(7) If the Receiving Party is required by law to disclose Confidential Information, it shall
promptly notify the Disclosing Party so that the Disclosing Party may intervene to
prevent the disclosure.
(8) The Receiving Party shall ensure that all Insiders of the Receiving Party comply with all
the foregoing provisions regarding the use of Confidential Information and the Receiving
Party shall be responsible for any failure by any Insider to do so.
(9) All the foregoing provisions regarding the use of Confidential Information shall remain in
effect for five years after the termination of this agreement.
(10) The harm that would be suffered by a party in the event of a breach of any of the
foregoing provisions regarding the use of Confidential Information by the other party
would not be compensable by monetary damages alone. Therefore, a party shall be
entitled, in addition to any other remedies, to seek an injunction against a breach or
threatened breach of any such provision.
6. Contacts and Communication
(1) The Consultant shall treat Paul Hillenaar as Bayham's principal contact and source of
instructions in respect of all aspects of this agreement, unless otherwise directed or
permitted in writing by Bayham.
(2) Bayham shall treat Paul Hillenaar as the Consultant's principal contact and source of
reporting in respect of all aspects of this agreement, unless otherwise directed or
permitted in writing by Bayham.
(3) The Consultant shall not communicate with the media about the Services except with
the prior written approval of Bayham.
7. Chargeable Amounts
(1) The Consultant shall, at its own sole cost, and at no cost to Bayham, except as
specifically provided in this agreement or agreed to by Bayham in writing, obtain and
supply all work, labour, Personnel, sub-consultants, travel, plant, accommodations,
equipment, materials, supplies and administrative, technical or other support necessary
to provide the Services, including insurance, local or long distance telephone, facsimile,
postage, courier or other transportation or communication costs, and photocopying,
printing or other reproduction costs. For greater certainty, the Consultant shall not,
unless specifically agreed to by Bayham in writing, charge any of such costs to
Bayham as disbursements.
(2) Bayham reserves the right to provide any of the above at no cost to the
Consultant
(3) The Consultant will be compensated at a rate of $0.64 per kilometer to and from the
Consultant’s home location and for travel within the Township when on Township
related business when a Municipal vehicle is not available.
(4) The Consultant may charge Bayham for the provision of the Services amounts
based on the following fee rates:
$ 100.00 per hour
or such other amounts, which are agreed to in writing by the parties for specific portions
of the Services. The Consultant shall not increase any fee rate unless Bayham has
provided its prior written consent.
(5) The Consultant may charge Bayham for any Harmonized Sales Tax payable on the fees
and disbursements charged to Bayham by the Consultant.
(6) The Consultant shall not charge Bayham for value-added or premium billing.
(7) Notwithstanding anything to the contrary contained in this agreement, if Bayham
decides at any time, for any reason, to discontinue a particular portion of the Services,
the Consultant shall not charge Bayham for any amount over and above payment,
including payment on a pro-rated basis if applicable, for the chargeable fees and
disbursements incurred in respect of such discontinued portion of the Services up to the
date that Bayham gives to the Consultant written notice of such decision to
discontinue that portion of the Services, or a later date if work, already commenced by
the Consultant, cannot reasonably be discontinued until such later date.
(8) Notwithstanding anything to the contrary contained in this agreement, if this agreement
is terminated prior to completion of the provision of the Services, the Consultant shall
not charge Bayham for any amount over and above payment, including payment on a
pro-rated basis if applicable, for the chargeable fees and disbursements incurred up to
the effective date of such termination, or a later date if work, already commenced by
the Consultant, cannot reasonably be discontinued until such later date.
8. Accounts
(1) The Consultant shall provide detailed monthly accounts of amounts charged for its
provision of the Services, including the following particulars:
(a) the number of hours worked and hourly rate, for each of its Personnel; (b} the amount of approved disbursements for which the Consultant is requesting
reimbursement; and
(c) The amount of Harmonized Sales Tax payable on its fees and disbursements. (2) If requested by Bayham, the Consultant shall make available to Bayham full accounts,
records, receipts, vouchers and documents for the purpose of substantiating its charges.
9. Payment (1) Bayham shall pay the Consultant the properly charged amounts incurred by the
Consultant in providing the Services.
(2) Despite any other provision in this agreement, Bayham may obtain a review of any
account rendered by the Consultant, and is not required to pay such account until the
review has been completed. Bayham is not required to pay any interest on any account
in respect of any time during which such account is under review.
10. Indemnification and Insurance
(1) The Consultant shall indemnify Bayham and members of council, officers, employees,
contractors and agents, against all losses and liabilities related to acts or omissions, in
connection with this agreement, of the Consultant or any person for whom the
Consultant is in law responsible. The Consultant shall, at Bayham's election, either
assume Bayham's defense of any proceeding brought in respect of such loss or liability,
or cooperate with Bayham in the defense, including providing Bayham with prompt
notice of any possible loss or liability and providing Bayham with all information and
material relevant to the possible loss or liability. This section will survive the termination
of this agreement.
(2) The Consultant shall not be liable for costs or damages arising from errors or omissions
in any of the information which is supplied to the Consultant by Bayham.
(3) Without restricting the generality of the provisions in this agreement related to
indemnification, the Consultant shall obtain, and for as long as this agreement is in
effect, maintain, pay for and, upon request by Bayham from time to time, provide
evidence, satisfactory to Bayham, of the following insurance coverages, all taken out
with insurers licensed to transact insurance business in Ontario and satisfactory to
Bayham:
(a) Professional Liability Insurance
i. To a limit of not less than two million dollars ($2,000,000) inclusive per
occurrence; and,
ii. Subject to an annual aggregate of two million dollars ($2,000,000).
11. Employment Insurance and Workplace Safety and Insurance Act The Consultant shall, at all times, pay or cause to be paid any assessment or compensation
required to be paid pursuant to the Workplace Safety and Insurance Act.
Bayham will accept responsibility for obtaining from or on behalf of a Proponent a current
Certificate of Clearance. The cost of this certificate will be deducted from any amounts owing to
the Consultant.
12. Compliance with Law and Policies (1) The Consultant shall comply with all applicable federal, provincial and local laws,
regulations and rules.
(2) If the Services include testimony by any Personnel, as an expert witness, before any
court or tribunal, the Consultant shall ensure that such Personnel sign such forms and
follow such procedures as may be required of expert witnesses before such court or
tribunal.
(3) The Consultant shall comply with Bayham's Occupational Health and Safety
policies, Workplace Safety and Insurance requirements and Human Rights policies.
(4) The Consultant shall comply with the provisions, to the extent that they are applicable,
of the Accessibility for Ontarians with Disabilities Act, 2005 and regulations thereunder,
in respect of all goods or services provided by the Consultant on behalf of Bayham.
Without limiting the generality of the foregoing, the Consultant shall ensure that all of its
Personnel, subcontractors and others for whom it is at law responsible, receive training
about the provision of the goods and services contemplated herein to persons with
disabilities, in accordance with section 6 of Ontario Regulation 429/07,Accessibility
Standards for Customer Service, made under the Accessibility for Ontarians with
Disabilities Act, 2005. This training includes, but is not limited to, training relating to,
and ensuring compliance with, the policies, practices and procedures of the Township
respecting the provision of goods and services to persons with disabilities.
(5) Any reference in this agreement to legislation, policies or rules is to such legislation,
policies or rules as amended, extended, re-enacted or replaced.
13. Relationship between Parties
(1) The Consultant is an independent contractor of Bayham. The Consultant shall not,
except as Bayham may specifically authorize in writing, enter into any contracts or
commitments in the name of or on behalf of Bayham, or bind Bayham in any respect
whatsoever. The Consultant is not a partner, joint venturer, agent or employee of
Bayham.
(2) This agreement constitutes the entire agreement between the parties with respect to
the subject matter hereof and supersedes any prior commitment, representation,
warranty, arrangement, understanding or agreement, written or oral, collateral or
other, with respect to the subject matter hereof, existing between the parties at the
date of execution of this agreement.
(3) Until five years after the termination of this agreement, the Consultant shall not, except
with the prior written approval of Bayham, enter into any relationship with any person,
other than Bayham, in respect of consulting services which touch on any of the matters
or issues which form the subject matter of the Services.
14. Bayham Responsibilities
(1) Bayham shall provide instructions, guidance and assistance to the Consultant
relating to the provision of the Services.
(2) Bayham shall use reasonable efforts to make available any relevant municipal reports,
background information, data, drawings, plans, surveys and any other materials relevant
to the Services, which are in its possession, for use by the Consultant, and shall make
available, at reasonable times, Bayham employees for the purpose of any necessary
consultation.
(3) Bayham shall provide the following equipment for use by the consultant when
carrying out his duties within Bayham:
a) Municipal owned vehicle (including fuel). If a vehicle is not available, the
Consultant will be compensated for the use of their own vehicle in accordance
with section 7. (3) of this agreement.
15. Notices
(1) A party required or permitted under this agreement to give any notification or
communication ("Notice") shall give it in writing and shall deliver it by personal delivery,
email, facsimile, courier or prepaid regular mail to an address of the other party
provided for herein.
(2) Either party may from time to time change any of its addresses by Notice given in
accordance with this section.
(3) The initial addresses for Bayham are as follows:
P.O. Box 160 56169 Heritage Line
Straffordville ON N0J 1Y0
(4) The initial addresses for the Consultant are as follows:
Paul Hillenaar
12 Melissa Court
Ayr ON N0B 1E0
16. Force Majeure
(1) Whenever and to the extent a party is unable to fulfil, or is delayed or restricted in
fulfilling, any of the obligations under this agreement by reason of any cause beyond the
party's reasonable control, then the time for fulfilling such obligation is to be extended
for such reasonable time as may be required by the party to fulfil such obligation,
provided that any such inability, delay or restriction does not relate to any extent to any
act or omission by such party or any of its employees, agents or others for whom it is at
law responsible, and further provided that the party seeking such extension submits
promptly to the other party a written Notice of extension of time and the specific
reason and expected duration of such extension.
17. Waiver (1) A party may waive any of its rights, powers or remedies hereunder. No waiver is
effective unless made in writing.
(2) The failure of either party to exercise any of its rights, powers or remedies hereunder or
its delay in doing so, does not constitute a waiver of any rights, powers or remedies. A
single or partial exercise of a right, power or remedy does not prevent its subsequent
exercise or the subsequent exercise of any other right, power or remedy.
18. Termination
(1) The Municipality may, with or without cause, terminate this agreement upon at least 30 days written notice with a minimum agreement length of 3 months.
(2) The Consultant may, with or without cause, terminate this agreement upon at least 30 days written notice.
19. Interpretation
(1)
(2) (3)
(4) (5)
20. Signing
This agreement is to be construed with all changes in number and gender as may be
required by the context.
The division of this agreement into sections, subsections and clauses is for convenience
of reference only and does not affect the interpretation.
The obligations of the parties contained herein have, where applicable, the status of
representations, warranties and covenants by the respective obligated party.
This agreement is to be governed by and construed in accordance with the laws of the
Province of Ontario and the laws of Canada applicable therein.
Time is to be of the essence of this agreement, including if any extension is permitted.
(1) The parties may sign this agreement in counterparts with the same effect as if the
parties had executed the same document. Any counterparts are to be construed
together and shall constitute one and the same original document. The parties shall
deliver any executed counterparts of this agreement in accordance with the provisions
set out in this agreement for delivery of Notices.
(2) This agreement will become effective when both parties have signed it. The date this
agreement is signed by the last party to sign it {as indicated by the date associated with
that party's signature) will be deemed the date of this agreement.
21. Miscellaneous
(1) All provisions of this agreement are severable, and if any provision is declared invalid,
void or unenforceable by a court of competent jurisdiction, the remaining provisions of
this agreement remain in full force and effect.
(2) This agreement is to enure to the benefit of and bind the parties and their respective
heirs, executors, administrators, successors and permitted assigns.
(3) No change or modification of this agreement is valid unless it is in writing and signed by
each party.
Each party is signing this agreement on the date stated opposite that party's signature.
Date Thomas Thayer
CAO|Clerk, Municipality Bayham
____________________ __________________________________
Date Ed Ketchabaw
Mayor, Municipality Bayham
Date Paul Hillenaar
Consultant
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2022-076
A BY-LAW TO PROVIDE FOR AN INTERIM TAX LEVY
WHEREAS Section 317 of The Municipal Act, 2001, Chapter 25, S.O. 2001, as amended,
provides for an interim levy for 2021 on the assessment of property in the municipality rateable
for local municipal purposes, subject to certain restrictions;
AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it
advisable and expedient that such a levy should be made;
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
BAYHAM ENACTS AS FOLLOWS:
1. THAT for the year 2023, the interim tax levying amounts to be levied, raised and
collected on all real property taxable within the residential, farmland, pipeline, multi-
residential, commercial and industrial classes, and liable to pay the same according to
the last revised assessment roll, shall be fifty (50) percent (%) of the total amount of
annualised taxes for municipal and school purposes levied on the property for the
previous year, that is for the year 2022;
2. THAT the said interim tax levying amounts shall be due and payable in two instalments
at the Municipality of Bayham Office at 56169 Heritage Line, Straffordville, on or before
the following dates:
FIRST INSTALMENT February 24, 2023
SECOND INSTALMENT May 26, 2023
Notice of such taxes due shall be sent by first class mail by the Tax Collector to those
persons or firms liable for the payment of taxes;
5. THAT a charge as a penalty of one and one-quarter per cent on the amount of any
outstanding taxes levied in 2023 shall be made on the first day of each calendar month
thereafter in which default continues, until December 31st 2023, and any such additional
amount shall be levied and collected in the same manner as if it had been originally
imposed with and formed part of such levy;
6. THAT interest of one and one-quarter per cent on the amount of any taxes due and
unpaid after December 31, 2023, shall be charged on the first day of each calendar
month thereafter in which the default continues;
7. THAT taxes may be levied, in accordance with the provisions of this by-law on the
assessment of property that is added to the assessment roll after this by-law is passed;
By-law 2022-076 -2-
8. THAT the provisions of the Municipal Act with respect to the levy of the yearly rates and
the collection of taxes apply mutatis mutandis to the levy of rates and collection of taxes
under this by-law;
9. THAT this by-law shall become effective as of the 1st day of January 2023.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 15th
DAY OF DECEMBER 2022.
___________________________ _____________________________
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2022-077
BEING A BY-LAW TO AUTHORIZE BORROWING
FROM TIME TO TIME TO MEET CURRENT
EXPENDITURES DURING THE FISCAL YEAR ENDING
DECEMBER 31, 2023
WHEREAS the Municipal Act, 2001 S.O. 2001, Chapter 25, s.407, provides authority for a
council by-law to authorize temporary borrowing, until taxes are collected, and until other
revenues are received, to meet the current expenditures of the municipality for the year;
AND WHEREAS the total amount which may be borrowed from all sources at any one time to
meet the current expenditures of the municipality, except with the approval of the Ontario
Municipal Board, is limited by Section 407 of the Municipal Act, 2001;
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
BAYHAM ENACTS AS FOLLOWS:
Borrowing 1) The head of Council and the Treasurer are hereby authorized to
Authority borrow from time to time by way of promissory note or bankers’
acceptance during the year 2023 (hereinafter referred to as the
current year) such sums as may be necessary to meet, until the
taxes are collected, and until other revenues are received, the
current expenditures of the municipality and the other amounts
that are set out in section 407 of the Municipal Act, 2001.
Instruments 2) A promissory note or bankers’ acceptance made under Section 1
shall be signed by the head of Council or such other person as is
authorized by by-law to sign it and by the Treasurer.
Lenders 3) The lenders from whom amounts may be borrowed under authority
of this by-law shall be the Royal Bank of Canada and such other
lender(s) and reserve funds of the municipality as may be
determined from time to time by resolution of the Council.
Limit on 4) The total amount which may be borrowed at any one time under
Borrowing this by-law, together with the total of any similar borrowings that
have not been repaid, shall not exceed, from January 1st until
September 30th of the current year, 50 percent of the estimated
revenues of the municipality as set forth in the estimates adopted
for that year. Such borrowing shall not exceed, from October 1st
until December 31st of the current year, 25 percent of the said
estimated revenues of the municipality as set forth in the
estimates adopted for that year. For purposes of this by-law, the
estimated revenues of the municipality shall not include revenues
derivable or derived from
B/L 2022-077 -2-
(a) borrowings or issues of debentures, or
(b) a surplus, including arrears of levies, or
(c) a transfer from the capital fund, reserve funds or reserves.
Borrowing 5) The Treasurer shall, at the time when any amount is borrowed
Documents under this by-law, ensure that the lender is or has been furnished
Required with a certified copy of this by-law, a certified copy of the
resolution mentioned in Section 3 determining the lender if
applicable and a copy of the estimates of the corporation adopted
for the current year and also showing the total of any other
amounts borrowed from any and all sources under authority of
Section 407 of the Municipal Act, 2001 that have not been repaid.
When 6) If the estimates for the current year have not been adopted at the
Estimates Not time an amount is borrowed under this by-law.
Adopted
(a) the limitation on total borrowing shall be calculated for the
time being upon the estimated revenues of the municipality
as set forth in the estimates adopted for the previous year.
The 2022 estimated amount of revenues applicable to the
limitation on total borrowing is $15.5m.
Charge on 7) All or any sums borrowed under this by-law shall, with interest
Revenues thereon, be a charge upon the whole of the revenues of the
municipality for the current year and for any preceding years as
and when such revenues are received but such charge does not
defeat or affect and is subject to any prior charge then subsisting
in favour of any other lender.
Directive to 8) The Treasurer is hereby authorized and directed to apply in
Treasurer payment of all or any sums borrowed under this by-law, together
with interest thereon, all or any of the money hereafter collected or
received, either on account of or realized in respect of the taxes
levied for the current year and preceding years or from any other
source, which may lawfully be applied for such purpose.
Effective Date 9) This by-law shall come into full force and effect the 1st day of
January, 2023.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 15th
DAY OF DECEMBER 2022.
___________________________ _____________________________
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2022-078
BEING A BY-LAW TO APPOINT BY-LAW ENFORCEMENT AND PROPERTY
STANDARD OFFICERS AND TO EXECUTE AN AGREEMENT WITH TENET
SECURITY GROUP INC. FOR THESE SERVICES WITHIN
THE MUNICIPALITY OF BAYHAM
WHEREAS Section 227 of the Municipal Act, 2022, as amended, provides for officers and
employees of the Municipality to carry out other duties required under this or any Act and other
duties assigned by the Municipality;
AND WHEREAS Section 15 of the Police Services Act, R. S. O. 1990, c. P.15, as amended,
authorizes the appointment of Municipal Law Enforcement Officers who shall be peace officers
for the purpose of enforcing the by- laws of the Municipality;
AND WHEREAS Section 447.4(1) of the Municipal Act, 2001, as amended, without limiting
Sections 9, 10 and 11, those sections authorize a Municipality to enter into agreements with a
person or body in relation to matters of a mutual interest for the purpose of coordinating the
enforcement of by- laws, statutes and regulations. 2006, c.32, Sched. A, S.184;
AND WHEREAS Subsection 15. 2(1) of the Building Code Act, 1992, S.O. 1992, c.23, indicates
where a by- law under section 15. 1 is in effect, an officer may, upon producing proper
identification, enter upon any property at any reasonable time without a warrant for the purpose
of inspecting the property to determine, (a) whether the property conforms with the standards
prescribed in the by- law; or (b) whether an order made under subsection (2) has been complied
with. 1997, c.24, s. 224(8);
AND WHEREAS the Council of the Municipality of Bayham deems it desirable to appoint
Municipal By- law Enforcement and Property Standard Officers;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
BAYHAM ENACTS AS FOLLOWS:
1. THAT Thomas Baker and any other employee of Tenet Security Group Inc. are hereby
appointed to be Municipal By-Law Enforcement and Property Standard Officers for the
Municipality of Bayham;
2. AND THAT the Mayor and Clerk be and are hereby authorized to execute the
Agreement attached hereto as Schedule “A” and forming part of this by-law;
3. AND THAT this by-law take effect on the day of its passing.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 15th
DAY OF DECEMBER 2022.
____________________________ _____________________________
MAYOR CLERK
Page 1 of 12
By-Law 2022-078
THIS AGREEMENT made the day of , 2022
B E T W E E N:
The Corporation of the Municipality of Bayham
(hereinafter referred to as the “Municipality”)
and
Tenet Security Group Incorporated
(hereinafter referred to as the “Service Provider")
WHEREAS:
1. The Municipality from time to time passes certain by-laws that include regulations,
restrictions, prohibitions or obligations that require enforcement;
2. The Municipality requires by-law enforcement officers and deems it expedient to enter
into an agreement for the provision of by-law enforcement officer services for the
purpose of enforcing municipal by-laws an provincial offences;
3. Section 2(1) of the Provincial Offences Act, RSO 1990, c. P. 33 states that a provincial
offences officer means a by-law enforcement officer of any municipality while in the
discharge of his or her duties, or, an officer, employee or agent of any municipality
whose responsibilities include the enforcement of a by-law, an Act or a regulation under
an Act, while in the discharge of his or her duties;
4. The Service Provider is prepared to provide by-law enforcement officer services to the
Municipality.
5. The Service Provider and its by-law enforcement officer staff have the requisite skill,
capability, experience and knowledge necessary to carry out the by-law enforcement
officer services required;
6. The parties wish to formalize their contractual relationship through this Agreement.
IN CONSIDERATION of the mutual covenants and other terms and conditions hereinafter
contained, the parties hereby covenant, promise and agree each with the other as follows:
Page 2 of 12
By-Law 2022-078
Definitions
1. In this Agreement,
a) “Confidential Information” shall mean any information that meets the definition of
Personal Information in the Municipal Freedom of Information and Protection of Privacy
Act, R.S.O. c. M. 56, as may be amended or replaced, or meets the definition of
Personal Health Information pursuant to the Personal Health Information Protection Act,
2004, S.O. 2004, c 3., as may be amended or replaced, or any other information that
contains financial, technical, commercial, policy or strategy detail(s), or any like or
similar information that having regard to its context should be reasonably understood to
be confidential including information that has any commercial value; however,
Confidential Information does not include any information that is already published in a
publicly available forum;
b) "CAO" means the person holding the position of Chief Administrative Officer of the
Municipality or their designate;
c) “Council” means the duly elected council of the Municipality;
d) "Services" means the by-law enforcement officer services pursuant to this Agreement
and as specified in clause 5 of this Agreement.
General
2. The Municipality is a municipal corporation governed by Mayor and Council and
operated by administration, who is hereby authorized to administer this Agreement save
for those areas specifically limited herein.
3. The Service Provider is an Ontario corporation duly incorporated to the laws of the
Province of Ontario.
4. The Schedules attached hereto are incorporated into and form part of this Agreement.
Services of the Service Provider
5. The Service Provider agrees to perform the by-law enforcement services described in
Schedule “A” to this Agreement.
6. The Parties hereto agree that where this Agreement has expired or terminated in
accordance with the provisions herein, but a hearing date or other legal proceeding that
may require the testimony or assistance of an employee or former employee of the
Service Provider, the Service Provider shall ensure that such employee or former
employee participates in such legal proceeding (including under Summons, where
applicable) and the Municipality shall pay to the Service Provider such hourly fees as
are set out in Schedule “B” to this Agreement, notwithstanding the Agreement has
otherwise expired or been terminated. This section shall survive the termination or
expiration of this Agreement.
Page 3 of 12
By-Law 2022-078
Fees and Disbursements
7. The Municipality shall pay to the Service Provider for its Services the rates set out in
Schedule “B” to this Agreement.
8. The Service Provider shall render an invoice for the Services that shall provide sufficient
detail for the Municipality to determine the nature, hours and type of Services performed.
9. The Municipality shall pay each monthly invoice within 30 days of receipt of the invoice and
upon satisfaction that the Services were rendered in accordance with the terms of this
Agreement.
Service Provider Covenants
10. The Service Provider hereby covenants as follows:
a) to comply with all applicable laws, legislation, directives, rules and orders, whether
International, Federal, Provincial, or local in providing the Services;
b) to comply with the Workplace Safety and Insurance requirements (WSIA) and Human
Rights policies;
c) to obtain and keep current WSIB insurance, if applicable to its business;
d) to ensure that the persons in their organizations who deal with members of the public or
other third parties on behalf of the Municipality or who participate in developing the
Municipality’s policies, practices and procedures governing the provision of goods and
services to members of the public or other third parties receive training about the
provision of goods or services to persons with disabilities as required by the
Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c.11, as amended;
e) to supply at its sole cost and expense all staff, equipment (save and except the basic
materials and specialized devices set out in Schedule “B”), accommodations and
technical assistance necessary to perform the Services and assume all overhead
expenses in connection with the Services;
f) that, in addition to complying with all applicable legislation, regulations, directions and
orders of any regulatory body, the Service Provider covenants to comply with all
policies of the Municipality applicable to consultants and contractors, which may
include particular policies with regard to COVID-19 saftey. Where there is any conflict
between applicable legislation, regulation, directions and orders, the Service Provider
agrees to adhere to the highest standard established. In addition, the Service
Provider agrees to review and execute any documents reasonably required by the
Municipality in relation to its policies, including but not limited to acknowledgment
agreements regarding the polices;
g) that the Municipality shall be permitted to monitor the Services in such ways as the the
Municipality CAO, or his or her designate, may determine; and
h) to co-operate with the the Municipality CAO, or his or her designate, and to do all things
necessary to enable the the Municipality CAO to evaluate the Services as required.
Page 4 of 12
By-Law 2022-078
Service Provider Representations
11. The Service Provider hereby represents as follows:
a) that it will not render Services that intentionally create a conflict of interest between
the Municipality and Service Provider and/or any Third Party or any combination
thereof;
b) that where a conflict of interest is foreseeable in the provision of Services, it will identify
the potential conflict as soon as practicable to the Director and the the Municipality
CAO;
c) that it understands that it must obtain its own financial, legal or other professional
advice regarding the Services, and this Agreement, and that it has had the
opportunity to do so;
d) that it will refrain from contacting members of Council, members of the Land Division
Committee, or the Warden without written approval from the the Municipality CAO, or
his or her delegate; and
e) that it will refrain from discussing the Services via the media or any social media
services without written approval from the the Municipality CAO, or his or her
delegate, provided that the Service Provider shall be entitled to mention the project
and the Services provided as proof of the Service Provider’s experience with this
type of work.
Term and Termination
12. Subject to any renewal provisions, the term of this Agreement shall be from the effective
date of this Agreement for a term of six (6) months, expiring on June 30, 2023 (the “Initial
Term”).
13. The Municipality may renew this Agreement for two, one-year terms (“Renewal Term(s)”),
in its sole discretion by providing written notice at least thirty (30) days prior the expiration
of the Initial Term or any Renewal Term(s).
14. Either party may terminate this Agreement in its sole and unfettered discretion by providing
sixty (60) days’ written notice of such termination.
Municipal Termination
15. The Municipality may immediately terminate the Agreement upon giving notice to the
Service Provider where:
a) the Service Provider breaches any provisions of this Agreement, including but not
limited to poor performance by the Service Provider in respect of the provision of
Services as contemplated by this Agreement, the final determination of which is held
by the Municipality in its unfettered discretion;
b) the Service Provider is adjudged bankrupt, makes a general assignment for the
benefit of its creditors or a receiver is appointed on account of the Service Provider’s
insolvency;
Page 5 of 12
By-Law 2022-078
c) the Service Provider breaches any confidentiality or conflict of interest obligation set
out in this Agreement;
d) the Service Provider, prior to or after executing the Agreement, makes a material
misrepresentation or omission or provides materially inaccurate information to the
Municipality;
e) the Service Provider undergoes a change in control which adversely affects the
Service Provider’s ability to satisfy some or all of its obligations under this
Agreement;
f) The Service Provider’s acts or omissions constitute a substantial failure of
performance; or
g) If the Service Provider assigns this Agreement without consent of the Municipality;
the above rights of termination are in addition to all other rights of termination available
under this Agreement, at law, or events of termination by operation of law.
Indemnity
16. The Parties hereby agree that they will, from time to time, and at all times, well and truly
save, keep harmless and fully indemnify the other party (the “Indemnified Party”), its
successors and assigns, from and against all actions, claims and demands whatsoever
which may be brought against or made upon the Indemnified Party and against all loss,
liability, judgments, claims, costs, demands or expenses which the Indemnified Party may
sustain, suffer or be put to:
a) resulting from or arising out of any breach, violation or non-performance of any
covenant, condition, agreement or other obligation in this Agreement to be fulfilled,
kept, observed and performed by the Party; and
b) resulting or occasioned by any wrongful act, default, omission or negligence of the
Party and those for whom it is in law responsible, including but not limited to any
damage to property and any injury to any person (including death).
Insurance
17. The Parties shall each maintain a policy of Commercial General Liability insurance that
shall:
a) have a limit of liability of not less than Two Million Dollars ($2,000,000) inclusive for
any occurrence;
b) include damage caused by vehicles owned by the Party and used in conjunction
with the work either within or outside the contract limits, and shall have a limit of
liability of not less than $2,000,000 inclusive for any one occurrence;
c) include Professional Liability / Errors and Omissions coverage of not less than Two
Million Dollars ($2,000,000).
d) be endorsed to include the other Party as additional insured.
Page 6 of 12
By-Law 2022-078
Subcontractors
18. The Service Provider will be solely responsible for the payment of any subcontractors
employed, engaged or retained by it for the purpose of assisting it in the discharge of its
obligations under this Agreement. The employment, engagement or retainer of any
subcontractors and/or sub-consultants must have received prior written approval from the
Municipality. The Service Provider shall co-ordinate the services of all subcontractors so
employed, engaged or retained by it, and the Service Provider shall be liable to the
Municipality for costs or damages arising from errors or omissions of the subcontractors, or
any of them.
Confidential Information
19. Upon termination or expiry of this Agreement, the Service Provider shall return to the
Municipality all written or descriptive matter, including but not limited to drawings, prints,
descriptions or other papers, documents or any other material maintained in any format,
including digital format, which contains any Confidential Information whatsoever.
20. The Service Provider shall ensure that upon termination or expiry of this Agreement, and in
conformance with Section 6 of this Agreement, its employees or former employees shall
keep their notebook as well as any and all notes contained therein in a secure location
accessible to the employee or former employee for the purpose of providing disclosure as
part of a Crown Brief or for providing evidence in any legal proceeding.
21. The Service Provider shall ensure that access to any information that meets the definition
of Personal Information in the Municipal Freedom of Information and Protection of Privacy
Act, R.S.O. c. M. 56, as may be amended or replaced, or meets the definition of Personal
Health Information pursuant to the Personal Health Information Protection Act, 2004, S.O.
2004, c 3., as may be amended or replaced, is only accessed by those employees of the
Service Provider that need to access such information in the performance of their duties
pursuant to this Agreement.
22. Except as expressly provided in this clause, no Confidential Information shall be disclosed
by the Service Provider in any manner whatsoever without the approval in writing of the
Director, and:
a) the Service Provider shall hold all Confidential Information obtained in trust and
confidence for the Municipality and shall not disclose any such Confidential Information,
by publication or other means, to any person, company or other government agency nor
use same for any other project other than for the benefit of the Municipality as may be
authorized by the the Municipality CAO in writing;
b) any request for such approval by the the Municipality CAO shall specifically state the
benefit to the Municipality of the disclosure of the Confidential Information;
c) any use of the Confidential Information shall be limited to the express purposes as set
out in the approval of the the Municipality CAO; and
d) the Service Provider shall not, at any time during or after the term of this Agreement,
use any Confidential Information for the benefit of anyone other than the Municipality.
Page 7 of 12
By-Law 2022-078
No Agency or Employment Relationship
23. The Service Provider and the Municipality agree that the Service Provider, its servants,
agents and employees shall under no circumstances be deemed agents or
representatives of the Municipality and except as the Municipality may specifically
authorize in writing, shall have no right to enter into any contracts or commitments in the
name of or on behalf of the Municipality or to bind the Municipality in any respect
whatsoever.
Right of Audit
24. The Service Provider shall furnish the Municipality and its authorized representatives with
all such information as it, or they, may from time-to-time require with reference to such
accounts, records, receipts, vouchers, and other documents. The Service Provider shall
cause all such accounts, records, receipts, vouchers, and other documents to be
preserved and kept available for audit and inspection at any reasonable time, and from
time-to-time, until the expiration two (2) years from the date of termination of this
Agreement or expiry of this Agreement, or until the expiration of such lesser or greater
period of time as shall be approved in writing by the Municipality.
Force Majeure
23. The performance of the respective parties hereto or their respective obligations
hereunder shall be subject to force majeure, including, but not limited to, insurrections,
riots, wars and warlike operations, explosions, governmental acts, epidemics, strikes,
fires, accidents, acts of any public enemy, or any similar occurrence beyond the
reasonable control of the party affected. Any party temporarily excused from
performance hereunder by any such circumstances shall use its best efforts to avoid,
remove or cure such circumstances and shall resume performance with utmost dispatch
when such circumstances are removed or cured. Any party claiming circumstances as
an excuse for delay in performance shall give prompt notice in writing thereof to the other
party.
Notices
24. Any notification or written communication required by or contemplated under the terms
of this Agreement shall be in writing and sent by Registered Mail, Return Receipt
Requested and which shall be deemed to have been delivered five business days after
the date of mailing. Addresses for such notices shall be:
If to the Service Provider:
Tenet Security Group
Attn: Ed Pimentel, President and Managing Director
34 Hardy Court
Lucan, ON, N0M 2J0
Page 8 of 12
By-Law 2022-078
If to the Municipality :
Thomas Thayer, CAO
56169 Heritage Line
Straffordville, ON, N0J 1Y0
Miscellaneous
25. The waiver of any provision hereof or the failure of any party hereto to enforce any right
hereunder shall apply to that provision or right only and shall not be deemed to affect
the validity of the remainder hereof.
26. No departure from or waiver of the terms of this Agreement shall be deemed to
authorize any prior or subsequent departure or waiver and the Municipality shall not be
obligated to continue any departure or waiver or to permit any subsequent departure or
waiver.
27. This Agreement shall be constructed with all changes in number and gender as may be
required by the context. Any titles used within this document are for reference purposes
only and not an aid to interpretation.
28. All obligations herein contained, although not expressed to be covenants, shall be
deemed to be covenants.
29. Whenever a statement or provision in this Agreement is followed by words denoting
inclusion or example and then a list of or reference to specific items, such list or
reference shall not be read so as to limit the generality of that statement or provision,
even if words such as “without limiting the generality of the foregoing” do not precede
such list or reference.
30. The parties agree that all covenants and conditions contained in this Agreement shall be
severable, and that should any covenant or condition in the Agreement be declared
invalid or unenforceable by a court of competent jurisdiction, the remaining covenants
and conditions and the remainder of the Agreement shall remain valid and not terminate
thereby.
31. This Agreement shall be governed by and construed in accordance with the laws of the
Province of Ontario and the federal laws of Canada applicable therein.
32. This Agreement embodies the entire agreement between the parties with regard to the
provision of deliverables and additional deliverables and supersedes any prior
understanding or agreement, collateral, oral or otherwise with respect to the provision of
the deliverables and additional deliverables, existing between the parties at the date of
execution of the agreement.
33. This Agreement shall not be assignable by the Service Provider without the prior written
consent of the Municipality, in its sole discretion.
34. This Agreement, executed in counterpart, may be exchanged by scanned or faxed copy.
A combination of counterparts shall be deemed to be an original.
Page 9 of 12
By-Law 2022-078
35. This Agreement shall enure to the benefit of, and be binding upon, the heirs, executors,
administrators, successors and permitted assigns of the parties hereto.
IN WITNESS WHEREOF, the Municipality and the Service Provider have respectively
executed and delivered this Agreement on the date set out above.
The Corporation of the Municipality of Bayham
_________________ ____________________________________
Date Ed Ketchebaw, Mayor
_________________ ____________________________________
Date Thomas Thayer, CAO|Clerk
I/We have the authority to bind the Corporation.
Tenet Security Group Incorporated
_________________ ____________________________________
Date Name/Title: Ed Pimentel, President
_________________ ____________________________________
Date Name/Title:
I/We have authority to bind the Corporation.
Page 10 of 12
By-Law 2022-078
Schedule 'A'
1. In performing the Services, the Service Provider shall ensure that the following duties,
responsibilities and obligations are carried out to the standard of a competent by-law
enforcement officer:
● Upon receiving a request or direction from the Municipality, investigate and/or
enforce all applicable municipal by-laws and/or provincial legislation as authorized by
the Municipality;
● Take appropriate enforcement action including issuing tickets, Orders and Swearing
of Information and other legal documents, prepare witness statements and conduct
interviews and if necessary, give evidence in Court;
● Provide uniformed response throughout the municipality including the provision of an
appropriate identification badge indicating that the officer(s) represent the
Municipality;
● Arrange for any law enforcement support for the purpose of keeping the peace or
investigation of criminal matters when required for health and safety, with best efforts
to consult with the CAO on where and when such law enforcement involvement may
be necessary;
● Provide by-law enforcement coverage and/or presence at municipal or other special
events, as directed by the CAO;
● Patrol municipal property, including parkways, for the purposes of by-law
compliance, to prevent crime and monitor for any acts of trespass and vandalism;
● Provide written reports and summary of activity within seventy-two (72) hours of the
end of a shift or call out to an enforcement matter;
● Provide monthly activity reports provided to the CAO or designate regarding open
files;
● In consultation with the CAO, work with Ontario Provincial Police and any other
agencies on municipal related matters and respond to any requests from the Ontario
Provincial Police and other agencies in regard to municipal by-law matters;
● In consultation with the CAO, assist in any emergency situations and co-operate with
all local emergency services.
● Work with the appointed solicitor of the Municipality for any legal/court proceedings,
as required
● Provide trained and knowledgeable staff to perform the duties of by-law enforcement
officer(s);
● Make recommendations to the Municipality about by-laws and municipal signage.
● Follow any enforcement policy set by the Council of the Municipality;
● Refrain from discussing the details of any by-law enforcement matter with the public
or any individual councilor of the Municipality;
● Educate the public, whenever, possible, regarding municipal by-laws and the
enforcement of such by-laws;
● Carry out any related duties as required and determined by the Municipality from
time to time;
● Provision of a patrol vehicle that is readily identifiable and a mountain bike to assist
with patrolling parks and trails if necessary;
Page 11 of 12
By-Law 2022-078
● Provision of a mobile phone and laptop to facilitate communications and by-law
references;
● Maintain accurate records of complaints, logs and document occurrence reports;
2. The Services shall be delivered for six (6) hours per calendar week, subject to the
following:
a. Flexibility is afforded to the Service Provider to perform the Services such that they
average six (6) hours per week, acknowledging that some calls for service may
require additional time during some weeks that can be averaged out the following
week. The Service Provider shall ensure that any intention to vary from the six (6)
hours per week is communicated to the Municipality in writing.
b. The Municipality shall have the ability, at any time and at its sole discretion, to limit
the number of hours performed in a given calendar week (and such limitation may
be expressed by a duration of multiple weeks) by so advising the Service Provider
in writing via e-mail. The Service Provider acknowledges and agrees that there is
no minimum guarantee of hours and that no compensation shall be paid where the
Services have been instructed to be limited and/or not provided.
3. The Service Provider shall, generally, work jointly with the CAO to create a mutually
agreeable service delivery model and coverage schedule. The Service provider
acknowledges and agrees that enforcement may require evening and weekend shifts and
may further require attendance at meetings of the Council of the Municipality, as
requested.
Page 12 of 12
By-Law 2022-078
Schedule 'B'
FEES AND RATES
1. The Service Provider shall be paid the following rates for the Services:
a) $70.00 per hour of by-law enforcement officer duty, exclusive of HST;
b) During any statutory holiday, the rate set out in section 1(a) shall be time and a
half, being $105.00 per hour, exclusive of HST;
c) Where two (2) by-law enforcement officers are on-duty in one (1) patrol vehicle,
then the rate for both by-law enforcement officers shall be $120.00 per hour,
exclusive of HST, rather than multiplying the rate set out in section 1(a) by two.
2. Any specialized devices (e.g. decibel meters) shall be at the expense and supply of the
Municipality;
3. The Municipality shall supply, at its own expense and in a volume adequate to the
Services the following items:
a) Administrative and operational forms/certificates, including office stationary, for
the purposes of enforcement and prosecution;
b) If applicable, end-user access to relevant software applications and information
owned, managed or licensed by the Municipality for the purpose of aiding an
investigation and incident documentation;
c) Municipal boundary map;
d) Postage for notices, orders and correspondence;
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW 2022-079
A BY-LAW TO AUTHORIZE THE EXECUTION
OF AN AGREEMENT BETWEEN THE
MUNICIPALITY OF BAYHAM AND RAMONA PEIDL
FOR PROVISION OF RECYCLING RECEPTACLE SERVICES
WHEREAS section 8(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, grants a
broad scope of powers to municipalities to govern their affairs as they consider appropriate;
AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of
entering into an agreement for the provision of recycling receptacle services in the Municipality
of Bayham;
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 Agreement
attached hereto as Schedule “A” and forming part of this by-law between the Municipality
of Bayham and Ramona Peidl for the provision of recycling receptacle services;
2. THAT By-Law No. 2021-004 is hereby repealed;
3. 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 15th DAY OF
DECEMBER 2022.
___________________________ _____________________________
MAYOR CLERK
AGREEMENT
RECYCLING RECEPTACLE SERVICES
THIS AGREEMENT DATED THE 1st DAY OF January, 2023.
BETWEEN:
The Corporation of the Municipality of Bayham
(Hereinafter called the “Municipality”
of the First Part
and
Ramona Peidl
(Hereinafter called the "Contractor")
of the Second Part
WHEREAS The Municipality contracts for Recycling Receptacle Services at various Municipally
owned locations within the Municipality of Bayham;
NOW THEREFORE IN CONSIDERATION OF the mutual covenants herein contained, the
payments required hereby, and such other consideration as the parties hereto deem
acceptable, the parties agree as follows:
Section 1- Definitions
For the purposes of this Agreement,
1.1 "Council" shall mean the Council of the Corporation of the Municipality of Bayham;
1.2 "CAO|Clerk" shall mean the Chief Administrative Officer|Clerk of the Municipality of
Bayham or designate;
Section 2 - General Provisions
2.1 The Contractor shall be solely responsible for Recycling Receptacle Services within
the Municipality of Bayham for a three (3) year time period from 2023 – 2025 in
accordance with this Agreement with an option to renew for further one (1) year
periods at mutually agreed prices and in accordance with the reasonable directions
given by the Manager of Public Works, or designate from time to time.
2.2 The Contractor hereby covenants to perform such services in accordance with the
Service Guideline attached hereto as Appendix ‘A’. This appendix may be modified
only upon mutual written agreement.
2.3 The Municipality hereby covenants to pay the agreed upon price as per Appendix ‘C’
to the Contractor within thirty (30) days from the receipt of invoice for services
Invoices will be based on actual services provided the previous month.
2.4 The Contractor shall be responsible for any damage made to Municipal or private
property. Any damage will be repaired at the expense of the Contractor and
approved by the Municipality.
2.5 The Contractor shall maintain and pay for Comprehensive General Liability
Insurance in an amount of not less than two million ($2,000,000.00) naming the
Municipality of Bayham as an additional insured in respect of all operations
performed by or on behalf of the Municipality. The coverage shall not be altered,
cancelled or allowed to expire or lapse without thirty (30) days prior written notice to
the Municipality. A Certificate of Insurance shall be filed with the Municipality upon
the signing of the Agreement and annually thereafter throughout the term of the
Agreement.
2.6 The Contractor shall furnish to the Municipality, upon the execution of this
Agreement, copies of the certificate of Insurance showing it has complied with the
provisions of Section 2.5 including naming the Municipality as an additional inured.
2.7 The Contractor shall agree to fulfil all of his obligations in compliance with the
Occupational Health and Safety Act and further agrees to take responsibility for any
health and safety violation that may occur. The Contractor shall indemnify and save
harmless the Municipality from any and all charges, fines, penalties and costs that
may be incurred or paid by the Municipality.
2.8 The Contractor shall provide a Certificate from Workplace Safety and Insurance
Board indicating that all payments by the Contractor to the WSIB in conjunction with
this Agreement have been made and that the Municipality will not be liable to the
Board for future payments in connection with the Agreement. The Certificate shall
be provided upon signing of the Agreement and yearly thereafter until the expiry or
termination of this Agreement.
2.9 The Contractor shall indemnify and save harmless the Municipality from all injuries
and accidents from any work undertaken as a result of this Agreement save and
except from damage caused by the negligence of the Municipality or their
employees.
Section 3 – Administration
3.1 This Agreement shall take effect on the 1st day of January, 2023 and shall
remain in effect for a period of three (3) years.
3.2 Payment shall be made in accordance with the attached Appendix ‘C’ net thirty
(30) calendar days following receipt of invoice.
3.3 The Municipality or Contractor may terminate this Agreement for any reason
upon giving eighty (80) days notice in writing to the other party. Such notice
may be mailed by ordinary prepaid mail to the other party, and this Agreement
shall terminate on the eightieth day following the date of the mailing.
3.4 Any notice required to be given under this Agreement must be in writing to the
applicable address set out below:
(a) in the case of the Municipality:
Attention: CAO|Clerk
Municipality of Bayham
PO Box 160
56169 Heritage Line
Straffordville, ON N0J 1Y0
Office: (519) 866-5521
cao@bayham.on.ca
(b) in the case of the Contractor:
Attention: Ramona Peidl
55867 Third Street
PO Box 54
Straffordville, ON N0J 1Y0
Phone: 519-866-5957
Cell: 519-550-4298
ramona.peidl1964@gmail.com
Section 4 - Agreement Definition
4.1 In construing this Agreement, words in the singular shall include the plural and vice
versa and words importing the masculine shall include the feminine, and the neuter and
vice versa, and words importing persons shall include corporations and vice versa.
IN WITNESS WHEREOF the parties have duly executed this Agreement this
_____ day of ___________, ______.
Authorized by )THE CORPORATION OF THE
Bayham By-law No. 2022-079 )MUNICIPALITY OF BAYHAM
)
)
) _____________________________
) Mayor
)
) _____________________________
) Clerk
WITNESS WHEREOF the part of the Second Part has hereunto set is hand and seal.
SIGNED, SEALED AND DELIVERED, this _____ day of ____________, ______.
In the presence of )
)
)
_______________________ ) ______________________________
Witness: ) Ramona Peidl
APPENDIX ‘A’
RECYCLING RECEPTACLE SERVICES
SCOPE OF WORK
1. GENERAL
1.1 Except as otherwise expressly provided herein, the contractor shall furnish all the
necessary labour, materials and equipment to perform the work specified in this
contract.
1.2 The contractor shall be solely responsible for loss or damage of his equipment and
for any material delivered to him from whatsoever source.
1.3 The contractor shall be responsible for all damages caused during the execution of
the work and shall impose as little inconvenience as possible on the residents during
the performance of this contract.
1.4 All work performed by the contractor shall be executed to the satisfaction of the
municipality.
1.5 Failure to provide and maintain a standard of service and workmanship acceptable to
the Public Works Manager will, at his discretion, result in an alternate contractor
being hired to do the work with the cost of the same deducted from payment to the
original contractor. Repeated failure to meet municipal standards of service and
workmanship will result in termination of the contract.
2. DESCRIPTION OF WORK – RECYCLING RECEPTACLE SERVICES
2.1 Empty refuse and recycling materials from the Public Space Receptacles throughout
Municipality and place in the appropriate bins provided by the Municipality at 8354
Plank Rd.
2.2 Provide general litter pick up around the municipal containers as required.
3. SUPPLIES
3.1 The Municipality will supply bags for the insertion in public space receptacles.
4. SERVICE PERIOD
4.1 The services shall be provided three (3) times per week, Monday, Wednesday and
Friday commencing annually on May 1st, and terminating October 31st. The service
period may be extended by mutual agreement in writing.
APPENDIX ‘B’
The Locations for the Public Space Receptacles would be as follows:
a. (1) Port Burwell Memorial Park
b. (2) Robinson Street, Port Burwell
c. (1) Port Burwell Gazebo
d. (1) Wellington Street, Port Burwell
e. (1) Port Burwell Ball Diamond/Playground
f. (1) Marine Museum, Port Burwell
g. (1) Port Burwell Library
h. (1) Vienna Memorial Park (Pavilion)
i. (1) Vienna Community Centre Playground
j. (1) Straffordville Library
k. (6) Straffordville Community Centre
i. New Front Doors
ii. Front Diamond
iii. Pavilion
iv. Rear diamond
v. Playground
vi. Garbage Transfer Bin
l. (1) Straffordville Intersection
m. (2) Corinth Park
i. Playground
ii. Pavilion
n. (1) Eden Playground
o. (1) Richmond Playground
The Municipality may add additional bins.
APPENDIX ‘C’
WEEKLY FEE FOR SERVICES
RECYCLNG RECEPTACLE SERVICES $375.30
SUB TOTAL $375.30
HST $ 48.79
WEEKLY TOTAL $424.09
At the request of the Municipality, the Contractor may perform additional services for the
Recycling Receptacle Services at a rate of $21.00/hr.
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2022-080
A BY-LAW TO AMEND BY-LAW 2022-011
BEING BY-LAW TO APPOINT MUNICIPAL
OFFICERS AND EMPLOYEES FOR THE
MUNICIPALITY OF BAYHAM
WHEREAS pursuant to the Municipal Act, 2001, S.O. 2001 c.25, as amended, municipalities may
appoint officers and employees as may be necessary for the purposes of the Corporation;
AND WHEREAS Subsection 3 (2) of the Building Code Act, S.O. 1992, c.23, as amended, provides
that the council of each municipality shall appoint a chief building official and such inspectors as are
necessary for the enforcement of the Act, in the areas in which the municipality has jurisdiction;
AND WHEREAS, the Council of the Municipality of Bayham deems it necessary and expedient to
amend By-law No. 2022-011, being a by-law to appoint municipal officers and employees for the
purposes of the Municipality of Bayham.
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
ENACTS AS FOLLOWS:
1. THAT By-law 2022-011 be amended to add the following:
Deputy Chief Building Official Chris Peck
3. THAT this by-law shall come into force and take effect on January 1, 2023.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 15th DAY OF
DECEMBER 2022.
______________________________ _____________________________
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2022-081
A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT
BETWEEN THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
AND HILLENAAR CONSULTING INC. (PAUL HILLENAAR)
WHEREAS section 8(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, grants a
broad scope of powers to municipalities to govern their affairs as they consider appropriate;
AND WHEREAS the Council of the Municipality of Bayham is desirable to enter into an
agreement with Paul Hillenaar for Chief Building Official duties;
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 Agreement
attached hereto as Schedule “A” and forming part of this by-law between the
Municipality of Bayham and Hillenaar Consulting Inc. (Paul Hillenaar);
2. AND THAT this by-law and agreement shall come into effect on January 1, 2023.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 15th DAY
OF DECEMBER 2022.
___________________________ _____________________________
MAYOR CLERK
CONSULTING SERVICES AGREEMENT
This consulting services agreement is between:
Municipality of Bayham (“ Bayham “)
- and-
Paul Hillenaar
(“Consultant “)
The parties agree as follows:
1. Retainer
(1) Bayham hereby retains the Consultant to provide the consulting services set out herein
(the "Services"), and the Consultant shall provide those Services to Bayham under the
general direction and control of Bayham and subject to the provisions of this agreement.
2. Services
(1) The Services include the following:
(a) Provide Building Official duties which includes dealing with staff and public,
(b) Complete plans examination and inspection services by reviewing plans and
corresponding with the public and staff;
(c) Building inspections and issuance of building permits where applicable.
(d) With the consent of the Consultant, the Municipality may, in writing, delete,
add to, vary or otherwise alter the Services.
(2) The Consultant shall, provide services in accordance with the work plan commencing
January 2, 2023 and ending June 30, 2023.
(3) The Consultant shall provide the Services skillfully, competently, efficiently, effectively
and economically, complete in every particular, in a good and worker like manner,
consistent with industry standards and current state of the art principles, law and
practice, to the satisfaction of the Municipality, and, unless approved by Bayham
otherwise, in accordance with the staffing schedule and within the estimated time lines
and estimated budgets.
3. Personnel
(1) The Consultant shall provide the Services through Personnel approved in writing by
Bayham. The Personnel approved for this project are as follows:
(a) Paul Hillenaar
(b) Chris Peck
(2) The Consultant shall ensure that its Personnel have the requisite competence,
knowledge, skill, ability, experience, expertise and Ministry of Housing Qualifications
and certifications required to provide the Services. Upon request, the Consultant shall
deliver to the Township confirmation that the Province of Ontario has certified that the
Consultant is authorized to provide the Services in a form satisfactory to Bayham, acting
reasonably.
4. Work Product
(1} All information in any form, prepared by or for the Consultant as part of the Services
(the "Work Product") shall be, unless approved by Bayham in writing to the
contrary, the sole property of Bayham and Bayham shall own the copyright to all such
information . If the Consultant owns any Work Product, or the copyright or any
intellectual property in any Work Product during the term of this Agreement, the
Consultant hereby transfers and assigns such ownership, copyright and intellectual
property rights to Bayham.
(2) The Consultant shall promptly sign all documents and take all actions that may be
necessary to ensure that Bayham owns the Work Product, the copyright and the
intellectual property rights in the Work Product. The Consultant further covenants that
it shall cause its representatives to duly transfer and assign any of their ownership,
copyrights and intellectual property rights to Bayham.
(3) The Consultant waives any and all moral rights arising under the Copyright Act, R.S.O.
1985, c. C-42 (the "Moral Rights") in the Work Product as against Bayham. The
Consultant shall ensure that anyone other than the Consultant, who has any Moral
Rights in the Work Product, shall waive all such Moral Rights as against the Consultant
and Bayham.
5. Use of Confidential Information
(1) In this agreement the following terms have the corresponding meanings:
(a) "Confidential Information" means any information, whether oral, written, visual,
electronic, or in any other form, which is identified as confidential or that would
reasonably be considered as being confidential;
(b} "Disclosing Party" means the party disclosing Confidential Information;
(c) "Insider" means, in respect of a party, every director, officer, partner, associate,
employee, sub-consultant, contractor or agent of the party; and
(d) "Receiving Party" means the party receiving Confidential Information, and
includes all Insiders.
(e) The Receiving Party shall use Confidential Information relating to the Services
only for the purposes of this agreement.
(2) Except as provided in this agreement, the Receiving Party shall keep confidential all
Confidential Information disclosed to it by the Disclosing Party.
(3) The Receiving Party shall not copy or transcribe into another form, any Confidential
Information received from the Disclosing Party except as reasonably necessary.
(4) The Receiving Party shall protect the Confidential Information disclosed to it by the
Disclosing Party, in the same manner and to the same extent that it protects its own
Confidential Information.
(5) Upon the termination of this agreement, or earlier upon the request of the Disclosing
Party, the Receiving Party shall promptly return (as directed by the Disclosing Party) all
copies of the Confidential Information disclosed to the Receiving Party.
(6) The Receiving Party may disclose Confidential Information if:
(a) The Disclosing Party consents;
(b) The Receiving Party is required by law to disclose it; or
(c) The Confidential Information is generally and publicly available.
(7) If the Receiving Party is required by law to disclose Confidential Information, it shall
promptly notify the Disclosing Party so that the Disclosing Party may intervene to
prevent the disclosure.
(8) The Receiving Party shall ensure that all Insiders of the Receiving Party comply with all
the foregoing provisions regarding the use of Confidential Information and the Receiving
Party shall be responsible for any failure by any Insider to do so.
(9) All the foregoing provisions regarding the use of Confidential Information shall remain in
effect for five years after the termination of this agreement.
(10) The harm that would be suffered by a party in the event of a breach of any of the
foregoing provisions regarding the use of Confidential Information by the other party
would not be compensable by monetary damages alone. Therefore, a party shall be
entitled, in addition to any other remedies, to seek an injunction against a breach or
threatened breach of any such provision.
6. Contacts and Communication
(1) The Consultant shall treat Paul Hillenaar as Bayham's principal contact and source of
instructions in respect of all aspects of this agreement, unless otherwise directed or
permitted in writing by Bayham.
(2) Bayham shall treat Paul Hillenaar as the Consultant's principal contact and source of
reporting in respect of all aspects of this agreement, unless otherwise directed or
permitted in writing by Bayham.
(3) The Consultant shall not communicate with the media about the Services except with
the prior written approval of Bayham.
7. Chargeable Amounts
(1) The Consultant shall, at its own sole cost, and at no cost to Bayham, except as
specifically provided in this agreement or agreed to by Bayham in writing, obtain and
supply all work, labour, Personnel, sub-consultants, travel, plant, accommodations,
equipment, materials, supplies and administrative, technical or other support necessary
to provide the Services, including insurance, local or long distance telephone, facsimile,
postage, courier or other transportation or communication costs, and photocopying,
printing or other reproduction costs. For greater certainty, the Consultant shall not,
unless specifically agreed to by Bayham in writing, charge any of such costs to
Bayham as disbursements.
(2) Bayham reserves the right to provide any of the above at no cost to the
Consultant
(3) The Consultant will be compensated at a rate of $0.64 per kilometer to and from the
Consultant’s home location and for travel within the Township when on Township
related business when a Municipal vehicle is not available.
(4) The Consultant may charge Bayham for the provision of the Services amounts
based on the following fee rates:
$ 100.00 per hour
or such other amounts, which are agreed to in writing by the parties for specific portions
of the Services. The Consultant shall not increase any fee rate unless Bayham has
provided its prior written consent.
(5) The Consultant may charge Bayham for any Harmonized Sales Tax payable on the fees
and disbursements charged to Bayham by the Consultant.
(6) The Consultant shall not charge Bayham for value-added or premium billing.
(7) Notwithstanding anything to the contrary contained in this agreement, if Bayham
decides at any time, for any reason, to discontinue a particular portion of the Services,
the Consultant shall not charge Bayham for any amount over and above payment,
including payment on a pro-rated basis if applicable, for the chargeable fees and
disbursements incurred in respect of such discontinued portion of the Services up to the
date that Bayham gives to the Consultant written notice of such decision to
discontinue that portion of the Services, or a later date if work, already commenced by
the Consultant, cannot reasonably be discontinued until such later date.
(8) Notwithstanding anything to the contrary contained in this agreement, if this agreement
is terminated prior to completion of the provision of the Services, the Consultant shall
not charge Bayham for any amount over and above payment, including payment on a
pro-rated basis if applicable, for the chargeable fees and disbursements incurred up to
the effective date of such termination, or a later date if work, already commenced by
the Consultant, cannot reasonably be discontinued until such later date.
8. Accounts
(1) The Consultant shall provide detailed monthly accounts of amounts charged for its
provision of the Services, including the following particulars:
(a) the number of hours worked and hourly rate, for each of its Personnel;
(b} the amount of approved disbursements for which the Consultant is requesting
reimbursement; and
(c) The amount of Harmonized Sales Tax payable on its fees and disbursements.
(2) If requested by Bayham, the Consultant shall make available to Bayham full accounts,
records, receipts, vouchers and documents for the purpose of substantiating its charges.
9. Payment
(1) Bayham shall pay the Consultant the properly charged amounts incurred by the
Consultant in providing the Services.
(2) Despite any other provision in this agreement, Bayham may obtain a review of any
account rendered by the Consultant, and is not required to pay such account until the
review has been completed. Bayham is not required to pay any interest on any account
in respect of any time during which such account is under review.
10. Indemnification and Insurance
(1) The Consultant shall indemnify Bayham and members of council, officers, employees,
contractors and agents, against all losses and liabilities related to acts or omissions, in
connection with this agreement, of the Consultant or any person for whom the
Consultant is in law responsible. The Consultant shall, at Bayham's election, either
assume Bayham's defense of any proceeding brought in respect of such loss or liability,
or cooperate with Bayham in the defense, including providing Bayham with prompt
notice of any possible loss or liability and providing Bayham with all information and
material relevant to the possible loss or liability. This section will survive the termination
of this agreement.
(2) The Consultant shall not be liable for costs or damages arising from errors or omissions
in any of the information which is supplied to the Consultant by Bayham.
(3) Without restricting the generality of the provisions in this agreement related to
indemnification, the Consultant shall obtain, and for as long as this agreement is in
effect, maintain, pay for and, upon request by Bayham from time to time, provide
evidence, satisfactory to Bayham, of the following insurance coverages, all taken out
with insurers licensed to transact insurance business in Ontario and satisfactory to
Bayham:
(a) Professional Liability Insurance
i. To a limit of not less than two million dollars ($2,000,000) inclusive per
occurrence; and,
ii. Subject to an annual aggregate of two million dollars ($2,000,000).
11. Employment Insurance and Workplace Safety and Insurance Act
The Consultant shall, at all times, pay or cause to be paid any assessment or compensation
required to be paid pursuant to the Workplace Safety and Insurance Act.
Bayham will accept responsibility for obtaining from or on behalf of a Proponent a current
Certificate of Clearance. The cost of this certificate will be deducted from any amounts owing to
the Consultant.
12. Compliance with Law and Policies
(1) The Consultant shall comply with all applicable federal, provincial and local laws,
regulations and rules.
(2) If the Services include testimony by any Personnel, as an expert witness, before any
court or tribunal, the Consultant shall ensure that such Personnel sign such forms and
follow such procedures as may be required of expert witnesses before such court or
tribunal.
(3) The Consultant shall comply with Bayham's Occupational Health and Safety
policies, Workplace Safety and Insurance requirements and Human Rights policies.
(4) The Consultant shall comply with the provisions, to the extent that they are applicable,
of the Accessibility for Ontarians with Disabilities Act, 2005 and regulations thereunder,
in respect of all goods or services provided by the Consultant on behalf of Bayham.
Without limiting the generality of the foregoing, the Consultant shall ensure that all of its
Personnel, subcontractors and others for whom it is at law responsible, receive training
about the provision of the goods and services contemplated herein to persons with
disabilities, in accordance with section 6 of Ontario Regulation 429/07,Accessibility
Standards for Customer Service, made under the Accessibility for Ontarians with
Disabilities Act, 2005. This training includes, but is not limited to, training relating to,
and ensuring compliance with, the policies, practices and procedures of the Township
respecting the provision of goods and services to persons with disabilities.
(5) Any reference in this agreement to legislation, policies or rules is to such legislation,
policies or rules as amended, extended, re-enacted or replaced.
13. Relationship between Parties
(1) The Consultant is an independent contractor of Bayham. The Consultant shall not,
except as Bayham may specifically authorize in writing, enter into any contracts or
commitments in the name of or on behalf of Bayham, or bind Bayham in any respect
whatsoever. The Consultant is not a partner, joint venturer, agent or employee of
Bayham.
(2) This agreement constitutes the entire agreement between the parties with respect to
the subject matter hereof and supersedes any prior commitment, representation,
warranty, arrangement, understanding or agreement, written or oral, collateral or
other, with respect to the subject matter hereof, existing between the parties at the
date of execution of this agreement.
(3) Until five years after the termination of this agreement, the Consultant shall not, except
with the prior written approval of Bayham, enter into any relationship with any person,
other than Bayham, in respect of consulting services which touch on any of the matters
or issues which form the subject matter of the Services.
14. Bayham Responsibilities
(1) Bayham shall provide instructions, guidance and assistance to the Consultant
relating to the provision of the Services.
(2) Bayham shall use reasonable efforts to make available any relevant municipal reports,
background information, data, drawings, plans, surveys and any other materials relevant
to the Services, which are in its possession, for use by the Consultant, and shall make
available, at reasonable times, Bayham employees for the purpose of any necessary
consultation.
(3) Bayham shall provide the following equipment for use by the consultant when
carrying out his duties within Bayham:
a) Municipal owned vehicle (including fuel). If a vehicle is not available, the
Consultant will be compensated for the use of their own vehicle in accordance
with section 7. (3) of this agreement.
15. Notices
(1) A party required or permitted under this agreement to give any notification or
communication ("Notice") shall give it in writing and shall deliver it by personal delivery,
email, facsimile, courier or prepaid regular mail to an address of the other party
provided for herein.
(2) Either party may from time to time change any of its addresses by Notice given in
accordance with this section.
(3) The initial addresses for Bayham are as follows:
P.O. Box 160 56169 Heritage Line
Straffordville ON N0J 1Y0
(4) The initial addresses for the Consultant are as follows:
Paul Hillenaar
12 Melissa Court
Ayr ON N0B 1E0
16. Force Majeure
(1) Whenever and to the extent a party is unable to fulfil, or is delayed or restricted in
fulfilling, any of the obligations under this agreement by reason of any cause beyond the
party's reasonable control, then the time for fulfilling such obligation is to be extended
for such reasonable time as may be required by the party to fulfil such obligation,
provided that any such inability, delay or restriction does not relate to any extent to any
act or omission by such party or any of its employees, agents or others for whom it is at
law responsible, and further provided that the party seeking such extension submits
promptly to the other party a written Notice of extension of time and the specific
reason and expected duration of such extension.
17. Waiver
(1) A party may waive any of its rights, powers or remedies hereunder. No waiver is
effective unless made in writing.
(2) The failure of either party to exercise any of its rights, powers or remedies hereunder or
its delay in doing so, does not constitute a waiver of any rights, powers or remedies. A
single or partial exercise of a right, power or remedy does not prevent its subsequent
exercise or the subsequent exercise of any other right, power or remedy.
18. Termination
(1) The Municipality may, with or without cause, terminate this agreement upon at least 30
days written notice with a minimum agreement length of 3 months.
(2) The Consultant may, with or without cause, terminate this agreement upon at least 30
days written notice.
19. Interpretation
(1)
(2)
(3)
(4)
(5)
20. Signing
This agreement is to be construed with all changes in number and gender as may be
required by the context.
The division of this agreement into sections, subsections and clauses is for convenience
of reference only and does not affect the interpretation.
The obligations of the parties contained herein have, where applicable, the status of
representations, warranties and covenants by the respective obligated party.
This agreement is to be governed by and construed in accordance with the laws of the
Province of Ontario and the laws of Canada applicable therein.
Time is to be of the essence of this agreement, including if any extension is permitted.
(1) The parties may sign this agreement in counterparts with the same effect as if the
parties had executed the same document. Any counterparts are to be construed
together and shall constitute one and the same original document. The parties shall
deliver any executed counterparts of this agreement in accordance with the provisions
set out in this agreement for delivery of Notices.
(2) This agreement will become effective when both parties have signed it. The date this
agreement is signed by the last party to sign it {as indicated by the date associated with
that party's signature) will be deemed the date of this agreement.
21. Miscellaneous
(1) All provisions of this agreement are severable, and if any provision is declared invalid,
void or unenforceable by a court of competent jurisdiction, the remaining provisions of
this agreement remain in full force and effect.
(2) This agreement is to enure to the benefit of and bind the parties and their respective
heirs, executors, administrators, successors and permitted assigns.
(3) No change or modification of this agreement is valid unless it is in writing and signed by
each party.
Each party is signing this agreement on the date stated opposite that party's signature.
Date Thomas Thayer
CAO|Clerk, Municipality Bayham
____________________ __________________________________
Date Ed Ketchabaw
Mayor, Municipality Bayham
Date Paul Hillenaar
Consultant
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2022-082
A BY-LAW TO CONFIRM ALL ACTIONS OF
THE COUNCIL OF THE CORPORATION OF
THE MUNICIPALITY OF BAYHAM FOR THE
COUNCIL MEETING HELD DECEMBER 15, 2022
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 Council meeting held December 15, 2022 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 15th
DAY OF DECEMBER 2022.
____________________________ _____________________________
MAYOR CLERK