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HomeMy WebLinkAboutMarch 17, 2016 - Council THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 9344 Plank Road, Straffordville, ON Council Chambers Thursday, March 17, 2016 7:00 p.m. 6:00 p.m. — Committee of Adjustment—A01/16 — Elliott, A-04/16— Latimer, A-05/16 — Gauthier/Howard, A-06/16 - Zacharias 1. CALLTO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS A. Raise the flag for World Autism Awareness Day ceremony will be held at the Municipal Office at 10:00 a.m. on April 2, 2016 5. DELEGATIONS A. 7:05 p.m. — Jim Staples re Road Construction and Tree Cutting on Maple Grove Line 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held March 3, 2016 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 8.1 Correspondence 8.1.1 Receive for Information 8.1.2 Requiring Action 8.2 Reports to Council 9. PHYSICAL SERVICES — EMERGENCY SERVICES 9.1 Correspondence 9.1.1 Receive for Information A. Ministry of Agriculture, Food and Rural Affaires re Important Information about Barn Fires and Other Farm Emergencies B. Ministry of Community Safety and Correctional Services re compliance with the Emergency Management and Civil Protection Act C. Port Burwell Master Drainage Study Municipal Class Environmental Assessment Notice of Study Commencement 2016 Council Agenda January 7, 2016 9.1.2 Requiring Action 9.2 Reports to Council A. Report BL-02/16 by Randy White, Fire Chief/By-law Officer re Animal Rescue Facility 10. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION 10.1 Correspondence 10.1.1 Receive for Information A. Notice of Public Meeting re Elliott Minor Variance application B. Notice of Public Meeting re Latimer Minor Variance application C. Notice of Public Meeting re Gauthier/Howard Minor Variance application D. Notice of Public Meeting re Zacharias Minor Variance application 10.1.2 Requiring Action 10.2 Reports to Council 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Concerned Residents of Huron County re Health Concerns from Industrial Wind Turbines B. Minister Responsible for Seniors Affairs re 2016 Senior of the Year Award C. Township of Minden Hills re Request for Review of the New OPP Billing Model D. Township of Gillies re Resolution from the Town of Northeastern Manitoulin and the Islands E. Source Protection Committee approved minutes of meeting held December 3, 2015 F. Elgin St. Thomas Public Health re Active Elgin Community Challenge 11.1.2 Requiring Action A. St. Thomas Local Immigration Partnership re St. Thomas-Elgin Welcoming Communities Initiative B. Susan Morrell, Elgin County Committee re Annual Teddy Bear Picnic C. Straffordville Hall Committee re Municipal Assistance Application 11.2 Reports to Council A. Report CAO-21/16 by Paul Shipway, CAO re 31 Elizabeth St. Port Burwell, ON B. Report CAO-22/16 by Paul Shipway, CAO re Tree Removal Policy C. Report CAO-23/16 by Paul Shipway, CAO re Renewable Energy D. Report CAO-24/16 by Paul Shipway, CAO re Straffordville Community Centre E. Report CAO-25/16 by Paul Shipway, CAO re RFT16-02 Corinth Pavilion 2016 Council Agenda January 7, 2016 12. BY-LAWS 13. UNFINISHED BUSINESS 14. OTHER BUSINESS 14.1 Discussion A. Verbal discussion re Straffordville Batting Cage 14.2 In Camera A. Confidential Item regarding a proposed or pending acquisition or disposition of land by the municipality or local board (31 Elizabeth Street) B. Confidential Item regarding personal matters about an identifiable individual, including municipal or local board employees (Public Works Organization) 14.3 Out of Camera 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-Law 2016-021 Being a By-law to confirm all actions of Council 16 ADJOURNMENT Events Calendar 2016 Date Events — For more details visit our website www.bayham.on.ca Events Calendar Feb 13 - 15 Ontario License Free Family Fishing Weekend —for more info visit www.ontariofamilyfishing.com Apr 1 Raise the Flag for World Autism Awareness Day Apr 2 —ceremony at municipal office 10 am Port Burwell Marine Museum & Historic Lighthouse, 20 Pitt & 17 Robinson 519-874-4807 May - Sep Children's Summer Program in July—Advance registration please. Open daily Mid-May— Labour Day. For off-season tours call 519-866-5521 or email bavham(a�bavham.on.ca The Edison Museum of Vienna is closed to the public. May 1 - 7 Emergency Preparedness Week—See www.getprepared.gc.ca Wind Energy Outdoor Info Kiosk - Erie Shores Wind Farm —5361 Brown Road—Outdoor Year-Round kiosk self-guided tour at your leisure year-round. Wind Farm Tours by appointment by contacting John at 519-874-1461 or jkirby(c�capstoneinfra.com Vienna EdisonFest —7:30 am —6:00 pm Memorial Park 6226 Plank Road. Family fun festival June 4 Music, food & refreshments, cross-cut saw challenge, youth talent, vendors, skateboarding, air TENTATIVE bouncers, games, draws, fire safety house. However, without a strong commitment of sufficient Volunteer support by March 15th, EdisonFest 2016 will be cancelled. Offer your support by calling 519-866-5521 or see our website for details & APPLY NOW! Canada Day Parade & Celebrations Port Burwell - Parade 11:30 am — Legion to Cenotaph, July 1 flag raising, dignitary greetings, children's activities, music, fun, free parking at the beach, refreshments & lunch available. Visit the Marine Museum & Historic Lighthouse. Details on the website or contact cbuchanan(a7,amtelecom.net July 2 - 10 Ontario License Free Family Fishing Week—for more info visit www.ontariofamilyfishinq.com Bayham Beachfest Port Burwell — Holiday weekend family fun games & activities on the Jul 29 —31 beach, air bouncers, volleyball, sand castles, swimming, fishing, boating, vendors, food & music. Fireworks Sunday at dusk. Details contact John jkirby(c�capstoneinfra.com or 519-550- 4119 or www.bavhambeachfest.com Sep 24 Doors Open East Elgin — 10am-4pm, check website www.doorsopenontario.on.ca/eastelgin for participating locations. Contact bgibbons@bayham.on.ca for more information. MUSEUMS BAYHAM VOLUNTEERS URGENTLY NEEDED!! Port Burwell Marine Museum & Historic Lighthouse EdisonFest 2016 will be cancelled this year UNLESS we have your help!!! 20 Pitt St & 17 Robinson St Open daily Mid-May- Labour Day from 10am-5:30pm Volunteers of all ages are needed to help For info call 519-874-4807 or with our community festival! Emaii: bayham(c�bayham.on.ca Students earn your c^mmunity hours! To book a tour, contact the municipal office or If you have time, ideas to share &want to have Museum during operating hours. The Edison Museum fun, please join us NOW in organizing EdisonFest of Vienna at 14 Snow St. is closed to the public. and/or sign-up to volunteer for June 4th before the MARCH 15TH DEADLINE. BAYHAM CEMETERIES Call 866-3525 (Matt) or 866-5759 (Hellen), Email The Municipality is seeking assistance in contacting ImillardAbayham.on.ca or lwalsh(cr7,bayham.on.ca any person who purchased a family burial plot Job description/Application at www.bayham.on.ca (multiple lots) that still has empty lots in Bayham WITHOUT SUFFICIENT VOLUNTEER SUPPORT West, Calton, Eden, Guysboro, Straffordville or EDISONFEST WILL BE CANCELLED! ACT NOW!! Smuck Cemeteries. Efforts are being made to ensure Persons entitled to interment rights are able to Thanks for your time & consideration! exercise that right. If you have any such knowledge , - or may be affected, please contact the Clerk. THE MUNICIPALITY OF BAYHAM IS SEEKING Cemeteries By-law 2015-116 recently passed by LOCAL BUSINESSES, ENTREPRENEURIAL Council is awaiting approval by the Cemeteries ESTABLISHMENTS, TOURIST Regulations Branch. PLEASE NOTE: No more than ATTRACTIONS AND SITES OF HISTORICAL & one marker/monument is permitted on a burial lot. RECREATIONAL INTEREST TO PARTICIPATE IN Flowers placed at a funeral or for Decoration Day are tb be removed from a grave site within eleven days. "DOORS OPEN EAST ELGIN" No other placements are permitted between April 1- TO BE HELD ON SATURDAY, SEPTEMBER 24 November 1. Persons interested in participating are encouraged to BAYHAM COMMUNITY CENTRES contact Brenda at bgibbons(a�bayham.on.ca or Vienna Community Centre & Straffordville 519-866-5521 by February 19th. Community Park Pavilion Rentals This event is a partnership between the Municipality of Contact Manager Jackie 519-866-3427 Bayham, Township of Malahide and Town of Aylmer to Straffordville Community Centre is currently assist in the promotion of local businesses and undergoing renovations and is tentatively scheduled attractions at home and beyond our borders through the Doors Open program initiated by the Ontario fpr reopening in January 2017. Eden & Area Community Centre is currently closed Heritage Trust. Details at: www.doorsopenontario.on.ca and the building for sale through Morgan Realty. Look for a list of participating sites in the August Newsletter. Doors Open Ontario's Theme is "Medical Did you know you can subscribe to RSS (Really Science & Innovation in Ontario", however, sites not Simple Syndication) news feeds on our website? representing this theme are still most welcome to See www.bayham.on.ca/blogs/news for info participate. March 3, 2016 Karen Vecchio. MP, Elgin-Middlesex Deputy Mayor, Tom Southwick Jeff Yurek, MPP, Elgin-Middlesex Ed Ketchabaw, Councillor Mayor Paul Ens, Bayham Township Wayne Casier, Councillor Paul Shipway, CAO Randy Breyer, Councillor Lorne James, Treasurer Ed Bradfield,Road Superintendent Greetings, My name is Jim Staples, I am a taxpayer in Bayham Township, and I reside at 54330 Maple Grove Line with my wife Faye. We also represent the majority of landowners who will be affected by the Road Needs Study Report presented by Spriet Associates. First of all, let me be clear that we are impressed with their cogent analysis, we agree with their review of our road condition, and support their recommendation, that there be "repair road base, as needed and resurface with tar and chip."However, we most assuredly do not agree with Township representatives who have taken those words to mean that dozens of healthy, 100+ year old trees, must be cut down immediately, and the rest be stripped, wholesale of all roadside branches, in order for these repairs to be properly implemented as outlined in the report. My wife and I are both qualified horticulturists, so we remain concerned that, since each time one of us refute a reason given for their needed removal, a new reason is put forth. At last count we are at seven, since four trees were initially marked on February 12, in front of our property. On Monday February 28th, after my wife spoke with Mr. Bradfield, a dozen more trees were marked for removal near our property. We then met with our Councillor, Ed Ketchabaw, and Road Superintendent, Ed Bradfield the next day to address the reason for the marking of more trees, and the concerns of other residents as well. As a result, Mr. Bradfield asked CAO, Paul Shipway to hold off on the cutting of trees on this section, until a core sample analysis of the road base is completed, and Paul has kindly agreed to that request. We have since then, had a professional arborist evaluate the condition of the marked trees bordering on this, and our neighbour's property. He has indicated that one maple, located east of our shop, has a health issue where a branch has fallen in the past, which should be monitored, and one other, adjacent to the centre of the property, has a dead branch in its canopy that should be removed. The others are all healthy, and include a 150 year old oak tree with a tap root, and the rest are mostly 100 year old Hickory trees, which are prized for being one of the most wind-firm trees available and having a deep tap root which does not interfere with the base of adjacent roads. He will provide us with a written certification to that effect. 1 As well, we have since that time been studying the Road Needs Study Project Report, and have found that there is no mention of trees, or tree removal anywhere in the eighty some pages of the authors', observations and recommendations. Nor is there mention of Maple Grove Line needing extensive drainage amendment as has been suggested by officials. The only mention of drainage in the Plan, not unexpected given our sandy soil, is on page B7, where it's advised that the maintenance of Section 7 of Sandytown Road include "spot ditching," and that the "shoulders be widened" on section 1 of Howey Line. To have begun the wholesale trimming and destruction of the few trees remaining Most importantly, the budget suggested by Spriet Associates, and approved by council for $227,771 , barely covers the cost of pulverizing and resurfacing, let alone the kind of rebuilding that might include any tree removal. According to the Estimated Unit Costs for Road Upgrade Items, as outlined on page 29 of the document, a B1 surface, composed of single layer tar and chip, after pulverizing, would cost $190,000+ for the 6 KM. In addition, the cutting and removal of trees, already underway on Maple Grove 1 , at $250 to $500 per tree, and branch cutting and removal, at $300 per hour for Zap's Services, and $150 per hour for a municipal truck and two employees to assist, has already in one week, most likely used at least $15,000 of this budget. I have also consulted with representatives of neighbouring townships in charge of roads, and have learned that trees are considered valuable additions to their roadsides. With the full support of their councils, financial and otherwise, they work around healthy trees on the edge of road allowances, if possible when ditching, and go so far as to replant trees along both sides of roads that have be rebuilt. Oxford and Norfolk Counties enjoy being green, so to speak, and their programs mirror that pride. For officials to have begun the wholesale trimming and destruction of the few trees remaining, on this once richly tree lined road, without regard to necessity of doing so, is not in the best interests of Bayham Township or residents and tourists who run, bike and drive down this road, and appreciate the beauty of its landscape. We would therefore ask that the resurfacing of Maple Grove Line, west of Stewart Line, be completed as outlined by Spriet Associates, meaning that healthy trees be left standing, and only trimmed where necessary, not as has been done already, to many trees between #19 and Baldwin Line. It is my purpose herein, to formally familiarize Bayham Township officials with these concerns on behalf of many landowners along our beautiful road. We feel strongly that our concerns are fully justified, given the following. 1 .The stated observations and recommendations of the consultant's report. 2.The expert opinions regarding the health and benign structure of the trees lining the road. 3.The policies of other jurisdictions regarding the viability of trees adjacent to roads. 4.The unnecessary spending, to the detriment of the aesthetics and environment. 2 In closing, I call your attention to the following statement in the Bayham Official Plan Policies. "The Policy in 5.2.8 (Impacts on Heritage Resources) might apply to some road improvements: In the case of extensions to roads and other necessary road improvements in general, including realignment and road widening, consideration will be given to the impact of such extensions or improvements on heritage resources, especially on the character of streetscapes and major crossroads or intersections." I would encourage Council to take a drive down our quiet, little road before you consider a decision. I can be available to appear before Council at its next meeting, to answer any questions, or to provide more information regarding this submission. Thank you for your consideration in this matter. Sincerely, Jim and Faye Staples 54330 Maple Grove Line, RR #1 , Eden, ON NOJ 1H0 Home: 519 866-5466 3 March 3, 2016 Karen Vecchio, MP Elgin-Middlesex Deputy Mayor, Tom Southwick Jeff Yurek, MPP, Elgin-Middlesex Ed Ketchabaw, Councillor Mayor Paul Enns, Bayham Township Wayne Casier, Councillor Paul Shipway, CAO Randy Breyer, Councillor Lorne James, Treasurer Ed Bradfield , Road Superintendent Hello: Our names are Darlene and Drew Mulholland and we own the property at 54332 Maple Grove Line, Eden, Ontario. We are among the landowners who will be affected by the Road Needs Study Report presented by Spriet Associates. We have read and fully agree with the Staple's letter that is dated March 3, 2016 and sent to the above named individuals. Further to the Staples letter, we want to lodge our complaint that we feel that the cutting down of the trees lining Maple Grove Line will negatively impact the safety of the residents and school buses travelling on this road as the trees act as a screen for debris, ice, and snow. In the past, there has been cutting down of trees lining this road and we have consistently seen in these areas, every winter, a pile up of drifting snow on the road, which has been a safety concern for ourselves and many residents of Maple Grove Line as it creates dangerous driving conditions. Our road is not well serviced in winter and adding this hindrance, in our opinion, is negligent of the council adding more danger to the already precarious situation. We are also concerned with the amount of erosion from farmer's fields that would be wind carried to create dirt and debris issues impacting our homes and cars. From what we understand, our road will not be resurfaced for up to 2 years after the demolition of the existing surface and we find this to be totally unacceptable. We are very disappointed that this plan and execution of such, was carried out without consulting the residents of Maple Grove, or even informing them of the decision made. As tax payers of substantial amounts of money, we feel that this council disregarded and dishonoured its residents by not consulting the opinions of the people it will affect. In closing, we are asking that the tree cutting cease and desist at this time in order to have a meeting to discuss this important manner with the citizens of this township. We are saddened that the name Maple Grove will potentially not be able to fulfill its intended meaning, Sincerely, Darlene and Drew Mulholland FIGURE 4-1 BAYHAM RURAL AREA-ROAD UPGRADE PLAN BAY ,- 7 TOWN Of \ r II SOUTH-WEST'` I i /�I Gt ARV E IL-LS O N B O R G ' ®� 1;; iiI�OXFORD TOWNSHIP EVROAD /� _ II PRESS I= CLEA-, \ ,I, L_ _ / - ®�SOO_E®GREE- 'I'm BAYH-2/ - \ ���j PRES'2 a ®�i=- 1/ LIN �BAYH3 - - / PRESSEYLINE ' / pooI j ©GRIEE2'4W® ,._' BEST-2 m BEST.3 P\L,"\UM`°®W O I w �� j BAYH-4 O j I ��E�Ts -1 'C ,� J ID. �/ - p Iw a I CdNTH •__I_e�--. ") I �R/ "\ ..y / z - �./ 1 I1w �"' A'. to 'Z' -.72/'!!! i 7_(- �__. _ O Q I`BEST-5 re I ==a1 �� , _. _�.__._. j---_.-.. a �, �� lig mI'7c"-- \ h CARSON r • A,/• COLLEGE LINE \�. w. EDEN•1 NORTH Y }Irc' \J � LINE ev*y0y N;ORFO L\K �� f 5= HALL G z 2 Z ��L�, Po!COUNT . a (� rn I �w I/ a jJ PETERS C• RTI ICI w ��'.yy�� A \ PE E-1/. 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ROAD WIDTHS SHOWN ARE NOT TO SCALE \ .� SPRIET ASSOCIATES-213200M02F04-1-2014.09.12 BAYHAM ROAD NEEDS STUDY,MUNICIPALITY OF BAYHAM Road Section Road Condition Budget Estimates (Description) Surface Review Notes Rating BR-Boundary Road CODE Upgrade Plans CODE Y1-3 Y4-6 Y7-9 Y10 Total 01 BAYH-2 BR A-ASP Review: industrial road;minor edge cracking, RR crossing with Y:U10+ $ 0 Bayham Drive signals,no gates(revised section length) (Railway track to Talbot) Plan: Y10+:resurface as required 01 -BAYHAM RURAL AREA-TAR and CHIP ROADS B-T&C 01 VIEN-3 B-T&C Review: short section of old T&C road surface,serves as residence Y:100 $ 0 Vienna Line /farm access road (Centre Street to end) Plan: RC100: maintain as needed, no resurfacing planned 01 BEST-1 B-T&C Review: numerous cracks and patches,generally rough surface Y:1-3 139,776 $ 139,776 Best Line (Springer Hill to west Plan: Y1-3:pulverize,add gran.A,resurface with double T&C side of Lot 5,Con.9(before George)) 01 CARS-1 B-T&C Review: patched surface, bridge approaches are rough Y:1-3 135,845 $ 135,845 Carson Line Plan: Y1-3:reconst.bridge approach/valley areas,resurface (Plank to Talbot) with single T&C 01 EDEN-1 B-T&C Review: some patched road areas and narrow shoulders Y:1-3 58,628 $ 58,628 Eden Line Plan: Y1-3:resurface with single T&C (Springerhill to Culloden) 01 MAPL-1 B-T&C Review: older T&C,some rough patches, cracking,unevn areas Y:1-3 83,353 $ 83,353 Maple Grove Line Plan: Y1-3: repairs to road base,resurface with slurry seal (Plank to Baldwin) (or equivalent) 01 MAPL-2 B-T&C Review: older T&C,some rough patches, cracking,uneven areas Y:1-3 138,824 $ 138,824 Maple Grove Line Plan: Y1-3:repairs to road base,resurface with slurry seal (or (Baldwin to Heritage) equivalent) 01 SCHA-1 B-T&C Review: recent patching near Eden,some rough patches Y:1-3 25,507 $ 25,507 Schafer Road Plan: Y1-3:repair and resurface with single T&C (Eden to Goshen) 01 SPRI-3 BR B-T&C Review: older T&C surface,approx.20%patched Y:1-3 133,245 $ 133,245 Springer Hill Road Plan: Y1-3:resurface with double T&C (Glencolin to Pressey) 01 BANO-4 BR B-T&C Review: narrow bridge-approach needs guard rails,2MC,O.Hall Y:4-6 56,090 $ 56,090 Bayham Norfolk Boundary Road int.,Coyle int.,two 90 deg.bends,review curve signage (Eden to Heritage Line) Plan: Y1-3:some cracks,patches needed(maint.);add guide rails to bridge approaches(bridge item);Y4-6:resurface with single T&C 01 BROW-1 B-T&C Review: some surface cracking Y:4-6 62,942 $ 62,942 Brown Road Plan: Y1-3:crack repairs to preserve surface(maint.);Y4-6: (Vienna to Nova Scotia) resurface with single T&C SPRIET ASSOCIATES-2014.09.16-213200MB02_Appendix-B.wpd B-2 Bayham Official Plan Policies Subsection 5.2 of the Official Plan outlines transportation policies. The adequacy of the existing road system is indicated in Official Plan policy 5.2.2: The road system serving the Municipality of Bayham is comprised of a Provincial Highway, County Roads and Municipal Roads. With the exception of new roads created as a result of a plan of subdivision and/or a site plan agreement for a major development, the existing County and Municipal road system is considered adequate to meet the needs of the Municipality over the planning period. No significant changes apart from normal maintenance and improvements are expected or considered necessary. The road classification system is outlined in 5.2.3.1: The Provincial Highway is designated as such and County roads are arterial roads on Schedules Al", "B", "C"and"D". Both the Provincial Highway and the County roads are designed to connect the major traffic generating areas of the Municipality and to be capable of carrying large to medium volumes of traffic within and through the Municipality. All other roads are local roads which are intended to provide access to abutting properties, to serve destination as opposed to through traffic, and to act as feeders to the arterial road system. Minimum road allowance widths are given in 5.2.4: The required road allowance of a road or highway shall be determined by the authority having jurisdiction. Generally, arterial roads shall have a right-of-way ranging from 20 metres to 30 metres. Local roads shall have a right-of-way ranging from 20 metres to 26 metres. In some cases, such as cul-de-sacs and short streets, consideration may be given to road allowances that are less than 20 metres in width; however, in no case shall a road allowance be created that is less than 15 metres in width. There is a policy on boundary-area roads in 5.2.5 (Neighbouring Municipalities): The road system of the Municipality shall be compatible and co-ordinated with the road system of neighbouring municipalities. The policy in 5.2.8 (Impacts on Heritage Resources) might apply to some road improvements: In the case of extensions to roads and other necessary road improvements in general, including realignment and road widening, consideration will be given to the impact of such extensions or improvements on heritage resources, especially on the character of streetscapes and major crossroads or intersections. The policy on unopened road allowances in 5.2.9 is also relevant: The location of existing unopened road allowances are indicated on Schedules "B", "C"and`D"to prevent possible encroachment from future development. Actual alignment of these new roads or streets will be established at the time of survey. An amendment to this Plan will not be considered necessary to close an existing road allowance where considered desirable to do so by Municipal Council, or alternatively to establish a new road allowance. SPRIET ASSOCIATES -2014.09.16 -213200M02_Project-Report.wpd 3 • ) prIci\P Qt t /1/41484): 6111 , FILM- • Tree Farm • Bayham Township Council Re:Jim and Fay Staples Road Frontage Trees Members of Council: Please accept this written statement on behalf of the Bayham residents Jim and Fay Staples.The Staples respectfully request that the removal of the trees from the frontage of their property be reconsidered. In support of the Staples petition to council, I offer my expertise as a forestry contractor. I have 25 years of experience and offer my opinion without prejudice. There are eight trees marked for removal,these include 4 Bitternut Hickory trees, 1 White Oak tree, 1 Sugar Maple tree, 1 Black Cherry tree, and 1 Red Cedar tree. Of these trees the Sugar Maple, Black Cherry and Red Cedar could be removed due to the condition of the tree.The Hickory trees and Oak tree should however not be removed as they are sturdy strong trees. The Bitternut Hickory trees are deep tap root trees, making them the most wind firm trees in Canada, and they are the most resilient to ice damage as well. The White Oak tree in my estimation is approximately 200 years old, and therefore could be considered a heritage resource.The tree is in excellent health and presents no immediate danger to the area. In accordance with the Bayham Township by-law 5.2.8: "Impacts on Heritage Resources In the case of extensions to roads and other necessary road improvements in general, including realignment and road widening, consideration will be given to the impact of such extensions or improvements on heritage resources, especially on the character of streetscapes and major crossroads or intersections.,"we respectfully request that the removal of these trees be reconsidered. Respectfully yours, k4e1AAL- Jeff Scott THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 9344 Plank Road, Straffordville, ON Council Chambers Thursday, March 3, 2016 7:00 p.m. Council recessed at 7:43 p.m. for a short break and reconvened at 7:55 p.m. PRESENT: MAYOR PAUL ENS COUNCILLORS WAYNE CASIER RANDY BREYER ED KETCHABAW ABSENT DEPUTY MAYOR TOM SOUTHWICK STAFF PRESENT: CAO PAUL SHIPWAY DEPUTY CLERK/PLANNING COORDINATOR MARGARET UNDERHILL FIRECHIEF/BYLAW ENFORCEMENT OFFICER RANDY WHITE TREASURER LORNE JAMES CLERK'S ASSISTANT BRENDA GIBBONS 1. CALLTO ORDER Mayor Ens called the meeting to order at 7:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA A. By-Law 2016-017 added as item 12-E B. By-Law 2016-018 added as item 12-F 4. ANNOUNCEMENTS A. World Autism Awareness Day is April 2, 2016. Raise the Flag for World Autism Awareness Day ceremony will be held at Municipal Office April 1, 2016 at 10:00 a.m. B. Thank you from Council to the Straffordville group for the hard work involved in setting up and organizing the successful Ice Rink 5. DELEGATIONS None 2016 Council Minutes March 3, 2016 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held February 18, 2016 B. Statutory Planning Meeting held February 18, 2016 Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT the minutes of the regular meeting held February 18, 2016 and the statutory planning meeting held February 18, 2016 be adopted. CARRIED 7. MOTIONS AND NOTICE OF MOTION 8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 8.1 Correspondence 8.1.1 Receive for Information 8.1.2 Requiring Action 8.2 Reports to Council 9. PHYSICAL SERVICES — EMERGENCY SERVICES 9.1 Correspondence 9.1.1 Receive for Information 9.1.2 Requiring Action 9.2 Reports to Council A. Report BL-01/16 by Randy White, Fire Chief/By-law Enforcement Officer re New Traffic & Parking By-law Moved by: Councillor Breyer Seconded by: Councillor Casier THAT Report BL-01/16 re New Traffic & Parking By-law be received for information; AND THAT staff be directed to bring forward a By-law to Regulate Traffic and Parking on Highways, Private Property and Municipal Property within the Municipality of Bayham for Council consideration; AND THAT Section 3.6.13 be removed from the by-law. CARRIED 2016 Council Minutes March 3, 2016 10. DEVELOPMENT SERVICES — SUSTAINABILITY AND CONSERVATION 10.1 Correspondence 10.1.1 Receive for Information A. Committee of Adjustment Certified Notice of Decision re File No. A-02/16, Pihokker, 58126 Calton Line B. Elgin County Shoreline Management Plan re Technical Advisory Committee meeting held February 9, 2016 Moved by: Councillor Casier Seconded by: Councillor Breyer THAT correspondence items 10.1.1-A— 10.1.1-B be received for information. CARRIED 10.1.2 Requiring Action 10.2 Reports to Council A. Report DS-09/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Rezoning Application — Berkel Holdings Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT Report DS-09/16 re Berkel Holdings Rezoning Application be received for information; AND THAT Zoning By-law Z456-2003, as amended, be further amended by changing the zoning on the lands owned by Berkel Holdings, known municipally as 56129 Green Line, Rural Residential Exception (RR-28) Zone to reflect the reduced minimum lot frontage of 42 metres on the retained lands; AND THAT Zoning By-law Z647-2016 be presented to Council for enactment. CARRIED B. Report DS-10/16 by Margaret Underhill, Deputy Clerk/Planning Coordinator re Road Allowance Stop Up, Close & Convey Request— Baldwin Moved by: Councillor Breyer Seconded by Councillor Casier THAT Report DS-10/16 re Road Allowance Stop Up, Close and Convey Reqest — Baldwin be received for information; AND THAT Staff be directed to contact the interested parties to obtain confirmation of their interest to proceed; AND THAT once confirmed Staff be directed to continue the process to stop up, close and convey lands pursuant to the municipal policy with respect to the sale and other disposition of 2016 Council Minutes March 3, 2016 land. CARRIED 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Communities in Bloom Ontario re Canada's 150th Anniversary B. Ontario Small Urban Municipalities re 2016 OSUM Conference and Trade Show and Executive Committee Nominations C. Municipal Property Assessment Corporation re Important Changes for the 2016 Assessment Update D. Elgin County OPP re 2015 Year End Report E. Municipality of Bluewater re Physician Recruitment resolution Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT correspondence items 11.1.1-A— 11.1.1-E be received for information. CARRIED 11.1.2 Requiring Action A. Rose Gardner re Watermelon Fest Moved by: Councillor Breyer Seconded by: Councillor Casier THAT correspondence from Rose Gardner re Watermelon Fest be received for information; AND THAT it is believed the majority of the Straffordville Community park space will remain unaffected by the potential Straffordville Community Centre renovations excepting the east part of the parking lot; AND THAT Straffordville Watermelon Fest organizers have access to hydro panels for their requirements; AND THAT Straffordville Watermelon Fest organizers arrange for the portable and accessible washrooms and handwash stations required with a service provider and have the invoice sent directly to the organizer for appropriate payment as stated in the resolution of Council dated January 21, 2016. CARRIED 2016 Council Minutes March 3, 2016 11.2 Reports to Council A. Report TR-08/16 by Lorne James, Treasurer re 2015 Q4 Variance Report Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT Report TR-08/16 re 2015 Q4 Variance Report be received for information; AND THAT Council confirm the Sale of Asset Report attached to the report as Appendix 'D'. CARRIED B. Report TR-09/16 by Lorne James, Treasurer re 2015 Surplus Allocation Moved by: Councillor Casier Seconded by: Councillor Breyer THAT Report TR-09/16 re 2015 Surplus Allocation be received for information; AND THAT Council confirm the 2015 Surplus Transfer Report attached to the report as Appendix 'A' and direct the treasurer to create Reserve Account '2365 —Winter' AND THAT Council direct the treasurer to write off the unfinanced capital using $89,673.44 of the operating surplus. CARRIED C. Report CAO-14/16 by Paul Shipway, CAO re Vienna Community Centre Moved by: Councillor Casier Seconded by: Councillor Breyer THAT Report CAO-14/16 re Vienna Community Centre be received for information; AND THAT staff be directed to proceed as outlined within Report CAO-14/16. CARRIED D. Report CAO-15/16 by Paul Shipway, CAO re CBO Shared Services Moved by: Councillor Breyer Seconded by: Councillor Ketchabaw THAT Report CAO-15/16 re CBO Shared Services Agreement be received for information; AND THAT Council direct staff to bring forward a By-law to authorize a CBO Shared Services Agreement with the Town of Aylmer to provide for plans review, building permit issuance and related inspections, for Council consideration. CARRIED 2016 Council Minutes March 3, 2016 12. BY-LAWS A. By-law Z647-2016 Being a By-law to further amend By-law Z456-2003 (Berke) Holdings) B. By-Law 2016-013 Being a By-law to authorize the execution of an agreement between The Corporation of the Municipality of Bayham and The Corporation of the Town of Aylmer for the Sharing of Chief Building Official (CBO) Services C. By-Law 2016-014 Being a By-law to regulate traffic and parking on highways, private property and municipal property within the Municipality of Bayham D. By-Law 2016-015 Being a By-law to authorize the execution of an agreement between The Municipality of Bayham and The County of Elgin for provision of legal services E. By-Law 2016-017 Being a By-law to authorize the execution of an Ontario Transfer Agreement between The Corporation of the Municipality of Bayham and Her Majesty the Queen in Right of Ontario regarding The Source Protection Municipal Fund F. By-Law 2016-018 Being a By-law to authorize the execution of an amending agreement between The Corporation of the Municipality of Bayham and Product Care Association Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT By-laws Z647-2016, 2016-013, 2016-014 as amended, 2016-015, 2016-017 and 2016- 018 be read a first, second and third time and finally passed. CARRIED 13. UNFINISHED BUSINESS 14. OTHER BUSINESS 14.1 Discussion A. Verbal Discussion re Multi Use of Straffordville Community Centre Moved by: Councillor Casier Seconded by: Councillor Breyer THAT staff be directed to investigate the multi-use of the Straffordville Community Centre for future Council Chambers and Municipal Office purposes and report back to Council. CARRIED 2016 Council Minutes March 3, 2016 14.2 In Camera Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT the Council do now rise to enter into an "In Camera" Session of Committee of the Whole at 7:55 p.m. to discuss: • litigation or potential litigation including matters before administrative tribunals, affecting the municipality or local board; • proposed or pending acquisition(s) or disposition(s) of land by the municipality or local board • the security of the property of the municipality or local board • labour relations or employee negotiations CARRIED A. Confidential item regarding litigation or potential litigation including matters before administrative tribunals, affecting the municipality or local board (Tax Sale) B. Confidential Item regarding a proposed or pending acquisition or disposition of land by the municipality or local board (Harbour) C. Confidential Item regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Project Ojibwa) D. Confidential Item regarding a proposed or pending acquisition or disposition of land by the municipality or local board (Eden Community Centre) E. Confidential Item regarding labour relations or employee negotiations (Teamsters) 14.3 Out of Camera Moved by: Councillor Ketchabaw Seconded by: Councillor Casier THAT the Committee of the Whole do now rise from the "In Camera" session at 8:45 p.m. with nothing to report. CARRIED 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-Law 2016-016 A By-law to confirm all actions of Council Moved by: Councillor Ketchabaw Seconded by: Councillor Breyer THAT confirming By-law 2016-012 be read a first, second and third time and finally passed. CARRIED 2016 Council Minutes March 3, 2016 16 ADJOURNMENT Moved by: Councillor Casier Seconded by: Councillor Ketchabaw THAT the Council meeting be adjourned at 8:47 p.m. CARRIED MAYOR CLERK Subject: Important Information about Barn Fires and Other Farm Emergencies The Ontario Office of the Fire Marshal and Emergency Management estimates that barn fires cost Ontario farmers more than $25 million per year(2012-2014 average) Barn fires, natural disasters, equipment failures and diseases are devastating events for farmers,their families and workers, and the neighbouring community. Planning ahead to reduce risks,and preventing accidents with a safe operation will help to protect employees,family members and animals. Emergency events can cause substantial loss to a farm operation, creating unique challenges for farmers, including the disposal of large volumes of deadstock. We encourage you to inform your members and clients about their responsibilities around deadstock disposal. The Disposal of Dead Farm Animals Regulation under the Nutrient Management Act was developed by the Ministry of Agriculture, Food and Rural Affairs (OMAFRA)to manage on-farm livestock deaths.The regulation provides deadstock management options for farmers to minimize environmental impacts and biosecurity hazards. While burial was historically the chosen option for barn debris and deadstock,the increase in the number of animals per facility and changes in the building materials increase the risks of doing so. Collection of deadstock by a licensed collector is recognized as the most effective and sustainable disposal method. Farmers can apply to OMAFRA for an Emergency Authorization for the storage, disposal or transportation of deadstock when emergency conditions exist that make it difficult to dispose of deadstock according to the regulation. OMAFRA works with farmers, commodity groups, insurance companies, municipalities and trucking companies to ensure that deadstock is disposed of as soon as possible. In granting an exemption, OMAFRA considers the various factors of the situation,such as: • the urgency of the situation • the number and size of animals to be disposed • biosecurity risks • time of year • the condition of the deadstock and building debris • site conditions, including proximity to tile drains, location of surface water and wells, and depth to groundwater Planning ahead can help alleviate some of the stress during an emergency. We encourage farmers to develop a contingency plan for emergency situations. Visit ontario.ca/deadstock for information on contingency deadstock planning and the regulation. Visit ontario.ca/farmsafety for useful resources, including information on preventative maintenance for farm buildings and our book, "Reducing the Risk of Fire on Your Farm." Attached you'll find a poster that can be used to record emergency contact information. Distribute the poster to your clients and members—we recommend that it be displayed along with other emergency information. OMAFRA environmental specialists and engineers can give you and your members and clients guidance on managing deadstock.You can also contact the Agricultural Information Contact Centre at 1-877-424- 1300 or ag.info.omafra@ontario.ca. Thank you for your continued efforts to encourage safe farms and to help protect our province's soil and water. Sincerely, George McCaw Director, Environmental Management Branch Ontario Ministry of Agriculture, Food and Rural Affairs fl� DO YOU KNOW WHAT TO DO IN AN EMERGENCY? Barn fires, natural disasters and diseases are devastating events for farmersa -0, REDUCE the risk of accidents and fires on your operation. tzittli ER it. NifY " PLAN ahead. Develop a contingency plan for your operation to help you during an emergency. .........®............................................ a PROTECT your family, your ........................................s,....,. employees and your livestock. We can help you reduce the risk of farm emergencies, make contingency plans and manage deadstock. Contact our Agricultural Information Contact Centre at .. „a ...... .. .... .... ..... .... . .. .. ..®®.. 1-877-424-1300 or ag.info.omafra©ontario.ca for more information. ontario 'aideadstock Don't forget to contact your local deadstock collector. ontarionea/farmsafety ...........s.......... .............m....................F ;�x � �FIs 't': a „&a�„ ? .J tr; 7 h '"p.¢�d� 'x`1��y$x�:M,x-��r� �S i fa.. -s.»�,�» c�,�Rd �x z'� 7 3p,�� `4���'w63aar�'�#tx;"�x T �'?_3� �5 4�W,' " � wok"�'a�{ " �• ,w>s¢aka e'. £ �.i ,,,i rd�l"R6"", r s:� s'...4 .. i toBitr a e �,al�r�,I �j `,. ,�.�� :x W ',s '.c - t § �?+ ;.� j sg>">�a rs P.. *,r �ry_", '{•x, z.p r !,�, .,'€ 7 . `a � "'4 P � � 3 � n re }. i �r Ontario Ministry of Ministere de la ///r Q nta ri o Community Safety and Securite communautaire et Correctional Services des Services correctionnels Office of the Bureau du Fire Marshal and commissaire des incendies et Emergency Management de la gestion des situations d'urgence Suite 6 Suite 6 3767 Hwy.69 South 3767, route 69 sud Sudbury,ON P3G 0A7 Sudbury,ON P3G 0A7 Tel: 1-800-565-1842 Tel: 1-800-565-1842 Fax: (705)564-4555 Telec: (705)564-4555 March 01, 2016 Dear Mayor: It is the responsibility of municipalities to ensure they are in compliance with the Emergency Management and Civil Protection Act (EMCPA) and its associated Regulation, Ontario Regulation 380/04. The Office of the Fire Marshal and Emergency Management (OFMEM) has determined that your municipality has complied with the Act and the Regulation for 2015. Completed Community Emergency Management Coordinator (CEMC) appointed (O.Reg.380/04,s.10(1)) yes CEMC completed the required training (O.Reg.380/04,s.10(2)) and Fire Marshal & Chief, Emergency Management Guidance: 2015-01-08 (0. Reg 380/04 Training Requirements) yes The Municipality Emergency Management Program Committee met at least once this year (0. Reg. 380/04, s.11 (6)) yes Current by-law for the municipality's adoption of its emergency management program (EMCPA s. 2.1(1)) yes Municipal Community Risk Profile reviewed by the Emergency Management Program Committee (EMCPA s. 2.1(3)) yes Municipality's Emergency Response Plan reviewed and the most current copy submitted to EMO (EMCPA s.3(1), s.3(6) s. 6.2 (1)) yes Current by-law for the municipality's Emergency Response Plan? (EMCPA s. 3(1)) yes Municipal Emergency Operations Centre designated (O.Reg.380/04,s.13 (1)) yes Municipality's EOC communications system deemed to be appropriate (0. Reg. 380104,s.13 (2)) yes Municipality's Critical Infrastructure reviewed by the Emergency Management Program Committee (EMCPA s. 2.1 (3)) yes Four (4) hours of annual municipal training conducted for the Municipal Emergency Control Group, staff and others identified in the ER Plan (EMCPA s.2.1(2), O. Reg. 380/04,s.12 (3)) yes Municipal annual Exercise for the Municipal Emergency Control Group, staff and others identified in the ER Plan (EMCPA s.2.1(2), O.Reg.380/04 s. 12 (6)) and Fire Marshal & Chief, Emergency Management Guidance: 2015-01-08 (0. Reg 380/04 Training Requirements) yes Municipal designated employee appointed to act as Emergency Information Officer (O.Reg.380/04, s. 14 (1)) yes Public Education Strategy completed (EMCPA s. 2.1 (2c)) yes Municipality's Emergency Management Program Committee conducted an Annual Review of the Program (O.Reg.380/04,s.11 (6) yes The safety of your citizens is important, and one way to increase that safety is to ensure that your municipality is prepared in case of an emergency and is compliant with the applicable legislation and regulation. You are to be congratulated on your municipality's efforts in achieving compliance in 2015. I hope and trust that you will continue your efforts to be compliant in 2016. If you have any questions regarding the monitoring process, please contact your Emergency Management Field Officer. Sincerely, .5c4/___ /74,4 . Art Booth Operations Manager Field and Advisory Services cc: CEMC CAO/Clerk Field Officer Notice issued: February 26, 2016 PORT BURWELL MASTER DRAINAGE STUDY MUNICIPAL CLASS ENVIRONMENTAL ASSESSMENT NOTICE OF STUDY COMMENCEMENT The study The Municipality of Bayham has initiated the development of a master drainage study for Port Burwell to lay out a long-term strategy for the repair and replacement of the storm sewer network. The master drainage study will be carried out by Meritech Engineering, who have recently identified that the storm sewer system throughout Port Burwell is deficient and does not currently serve the Municipality's or its residents' needs. The purposes of the study are to investigate alternatives for storm drainage in Port Burwell and produce a master drainage plan that will guide the Municipality to a future storm drainage network (pipes and outlets) that will be able to serve the Municipality's and residents' needs. The study will enable the Municipality of Bayham to identify opportunities to repair/replace the storm sewer network together with road repair and reconstruction projects. The study area includes most of 1 i / I Port Burwell. 22 ca ' c�€nT ro 9 PORT 1 --.'� BURWELL The study was authorized by c,OVVP£�v,. r ,rDE R MAPS Bayham Council on December 17, 2015 and will follow the — :!, f Master Plan process described in the Municipal Class r rI'Y,0N, d h, P NEV ON z" Environmental Assessment PORT p B RWELL , t- PR PARK . (MCEA) manual, October 2000, BURWELL 0 as amended 2007 & 2011. The 7S e�z v , study is being undertaken as aE,` ji Schedule C project. u .' �_ WE U«r1r We want to hear from you �. ; E Public consultation is a key part II j rF „.: of this stud The proposed • - ° " ' " Y P Pr , { ��._. .... P '�11P i (. f 2, ! consultation plan provides for `AR 4- �, ; izrat rr o ....m 5 k m public information centres at :.:, two points in the study: Spring 2016 — to review the problem statements; and early Fall 2016 — to review preliminary alternatives and examine the recommended design. In addition, there will be an opportunity to review the final Master Drainage Study report prior to completion. The first public information centre (PIC) date and details will be advertised and posted in the calendar at bayham.on.ca. Meeting notices will also be circulated to neighbourhood residents. Study contacts All those with an interest in the study are urged to attend. If you have any questions or wish to be added to the study mailing list, please contact: Project Manager: Mr. Paul Shipway, CAO Consultant: Ms. Amanda Froese, P.Eng. FEC Municipality of Bayham Meritech Engineering 9344 Plank Road 1315 Bishop Street North, Suite 202 Straffordville, ON NOJ 1Y0 Cambridge, ON N1R 6Z2 (519) 866-5521 (519) 623-1140 pshipway@bayham.on.ca amandaf@meritech.ca $AYHAA,j- REPORT BY-LAW DEPARTMENT -440 poltunity IS�o TO: Mayor & Members of Council FROM: Randy White, Fire Chief/By-law Officer DATE: March 17, 2016 REPORT: BL-02/16 FILE NO. C07 SUBJECT: ANIMAL RESCUE FACILITY BACKGROUND: As Council will recall, at the meeting held October 3, 2013, ZONING By-Law Z624-2013 was passed to rezone the property known as 54726 Calton Line, owned by Teresa Pressey and permit an animal kennel with a maximum of three (3) domesticated animals. It is the intent of Ms. Pressey to continue to operate an Animal Rescue Facility which is permitted as per the Municipality of Bayham Dog Control By-Law 2009-059 upon annual written approval from the Council of the Municipality of Bayham. In order to continue to operate an approved Animal Rescue Facility, Ms. Pressey must provide annually: • A report to the Municipality with information, as outlined in By-Law 2009-059 regarding the adoption of dogs • A letter from the primary veterinarian confirming the continued provision of medical care for the pets to continue to qualify as an Animal Rescue Facility. DISCUSSION: Ms Pressey has provided the required information. Therefore, Council is requested to provide approval that the facility located at 54726 Calton Line, owned by Teresa Pressey be recognized as an Animal Rescue Facility for the year ending December 31, 2016 and is exempt from the requirement to pay a dog licence fee for dogs that are in possession of the Animal Rescue Facility for the purpose of rescue and adoption for less than a one year period. RECOMMENDATION 1. THAT Report BL-02/16 be received for information; 2. AND THAT according to By-Law 2009-059, Section 4.6, the Council of the Municipality of Bayham authorizes Teresa Pressey to operate an approved Animal Rescue Facility at 54726 Calton Line, for up to three dogs at a time, for the year ending December 31, 2016; 3. AND THAT the Animal Rescue Facility is exempt from the requirements to pay a licence fee for dogs in the facility for the purpose of rescue and adoption for the first year from the date such dog is harboured by or in the possession of the Rescue Facility. Respectfully Submitted by: Reviewed by: Randy White ' '' • -y Fire Chief/By-Law Enforcement Officer ministra 0 mot, NOTICE OF A PUBLIC MEETING , ice CONCERNING A PROPOSED ' MINOR VARIANCE 041W.!,fr < IN THE MUNICIPALITY OF BAYHAM PPorrunity Is�°4 APPLICANT: ELLIOTT TAKE NOTICE that the Municipality of Bayham has received a complete application for a Minor Variance (Application A-01/16). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday March 17, 2016 at 6:00 p.m. (as deferred from February 18, 2016 for the purpose of obtaining additional information) in the Municipal Council Chambers in Straffordville to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. THE PURPOSE of the variances is to grant relief from Section 10.11 Village Residential (R1) Regulations for Accessory Buildings, a) No accessory building located less than 6.0 m from a public street; and Section 4.2 Accessory Uses b) Shall not be closer to a front lot line than the minimum required for the main building; and c) shall not be located in the front yard for a property with 1,409 m2 (0.34 acres) of lot area located on the south side of McCord Lane in Port Burwell. THE EFFECT of the variances will be to allow for the construction of a two vehicle garage with a floor area of 62.4 m2 (672 ft2) and a height of 4.25 m (14 feet) in the front yard of the lot. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained at the Municipal Office. DATED at the Municipality of Bayham this 26th day of February 2016. KEY MAP MUNICIPALITY OF BAYHAlv1 T Margaret Underhill y Deputy Clerk/Planning Coordinator Municipality of Bayham l�llr' P.O. Box 160, 9344 Plank Rd. Straffordville, ON, NOJ 1Y0 T: 519-866-5521 Ext. 222 f F: 519-866-3884 IHANNAH" ST E: munderhill@bayham.on.ca + 1 W: www.bayham.on.ca I -I,(4 F 15 t. iI 44u 1.(II 13 -1'T c.1,0 E 1111:-Pliea, te _ 1 SUBJECT LANDS ----------,./'r'sr 1 ,�.f r lu1 13- - Village of Port Burwell NOTICE OF A PUBLIC MEETING `11 ice CONCERNING A PROPOSED MINOR VARIANCE ( tv4 / IN THE MUNICIPALITY OF BAYHAM PPOrtunity IsY° APPLICANT: LATIMER TAKE NOTICE that the Municipality of Bayham has received a complete application for a Minor Variance (Application A-04/16). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday March 17, 2016 at 6:00 p.m. in the Municipal Council Chambers in Straffordville to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. THE PURPOSE of the variance is to grant relief from the Estate Residential (ER) Zone, Section 8.10.2 to permit a total Accessory Building area of 215.0 square metres in two buildings whereas the maximum accessory building area is 55.0 square metres, for a property with 4308 m2 (1.06 acres) of lot area located on the north side of Heritage Line, just west of Culloden Road, known as 54296 Heritage Line. THE EFFECT of the variance will be to allow the construction of an addition to an existing accessory building of 9.1 m by 17.1 m for a total area of 155.6 m2 (30 feet by 56 feet 1680 square feet)to be used for personal storage. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained at the Municipal Office. DATED at the Municipality of Bayham this 4th day of March 2016. KEY MAP MUNICIPALITY OF BAYHAM Margaret Underhill oral Deputy Clerk/Planning Coordinator 1.0:1:11., Municipality of Bayham oyvy P.O. Box 160, 9344 Plank Rd. >io \ RJ Straffordville, ON, NOJ 1Y0 441%, I'`"1'11' T: 519-866-5521 Ext. 222 Lor 113 F: 519-866-3884 E: munderhillbayham.on.ca W: www.bayham.on.ca 41111" ‘1111 1,01'111 SUBJECT LANDS I,O'f 112 : 1,0'1 113 W N gq LOT 11 I,AYH NOTICE OF A PUBLIC MEETING `I� =11 P41 ,►% CONCERNING A PROPOSED MINOR VARIANCE O ( 4470, IN THE MUNICIPALITY OF BAYHAM PpOrtunity IOC° APPLICANT: GAUTHIER/HOWARD TAKE NOTICE that the Municipality of Bayham has received a complete application for a Minor Variance (Application A-05/16). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday March 17, 2016 at 6:00 p.m. in the Municipal Council Chambers in Straffordville to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. THE PURPOSE of the variance is to grant relief from the Estate Residential (ER) Zone, Section 8.10.2 to permit a total Accessory Building area of 126.7 square metres in two buildings whereas the maximum accessory building area is 55.0 square metres, for a property with 12756 m2 (3.15 acres) of lot area located on the south side of Ridge Line, east of Plank Road, known as 11050 Ridge Line. THE EFFECT of the variance will be to allow the construction of a new accessory building of 7.3 m by 11.2 m for an area of 81.7 m2 (30 feet by 56 feet for an areas of 1680 square feet) to be used for personal equipment and materials and retain the existing accessory building of 45 m2 (484.3 square feet). ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained at the Municipal Office. DATED at the Municipality of Bayham this 4th day of March 2016. KEY MAP MUNICIPALITY OF BAYHAM �'4�~�����/r4 Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham ♦ P.O. Box 160, 9344 Plank Rd. Straffordville, ON, NOJ 1Y0 �`�� .�� T: 519-866-5521 Ext. 222 F: 519-866-3884 � E: munderhill@bayham.on.ca Q W: www.bayham.on.ca LOT 21 Z /L"INE 1.8 7 ~` (71( V SUBJECT LANDS, 4111/ LOT 19 !.O't:211 LOT 21 LOT 22 ,, NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE rap!, IN THE MUNICIPALITY OF BAYHAM PPOrtunity I5*0 APPLICANT: ZACHARIAS TAKE NOTICE that the Municipality of Bayham has received a complete application for a Minor Variance (Application A-06/16). TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday March 17, 2016 at 6:00 p.m. in the Municipal Council Chambers in Straffordville to consider a proposed minor variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. THE PURPOSE of the variance is to grant relief from the Hamlet Commercial (HC) Zone, Section 16.8 to permit a rear yard setback of 1.2 m (4.0 feet) whereas the minimum rear yard setback abutting a residential zone is 6.0 m (19.6 feet), for a property with 0.19 hectares (0.47 acres) of lot area located at the south east corner of Richmond Road and Calton Line known as 6692 Richmond Road. THE EFFECT of the variance will be to allow the construction of a new accessory garage building of 6.0 m by 7.3 m for an area of 43.8 m2 (20 feet by 24 feet for an areas of 480 square feet) to be used for the storage of vehicles and personal equipment. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained at the Municipal Office. DATED at the Municipality of Bayham this 4th day of March 2016. KEY MAP MUNICIPALITY OF BAYHAM Margaret Underhill Deputy Clerk/Planning Coordinator Municipality of Bayham P.O. Box 160, 9344 Plank Rd. Straffordville, ON, NOJ 1Y0 T: 519-866-5521 Ext. 222 F: 519-866-3884 E: munderhill@bayham.on.ca LOI 3 W. www.bayham.on.ca SUBJECT LANDS ill kr I,OT2 I:0,1 1.OT3 LOT 14 Hamlet of Calton March 4, 2016 TO: All concerned FROM: Area-wide Concerned Residents of Huron County: Jeanne Melady, Gerry Ryan, Patti Kellar, Carla & Mike Stachura SUBJECT: Huron County Health Unit - Health Concerns from IWT's On March 1, 2016, the Huron County Health Unit stated it will investigate the concerns of residents regarding potential health effects of wind turbines, in keeping with their legislative duty to investigate potential population health hazards. - The Health Unit plans to launch an online and paper survey in May 2016. - information from the survey will help the HCHU decide the next steps to investigate concerns. - Health Unit staff will present their action plan to the Board of Health as part of a report in April, 2016. The HCHU made this decision as a result of correspondence from numerous residents of Huron County to the Huron County Health Unit (HCHU) describing negative health impacts from living close to Industrial Wind Turbines (IWTs). A delegation had been formed to make a presentation to the Huron County Board of Health on March 3, 2016. As our delegation was requesting information and the decision by HCHU to proceed with the health investigation, the HCHU scheduled two meetings on March 1, 2016. The first meeting on March 1, 2016, the HCHU met with Carmen Krogh to further discuss the complaint tracking form that was developed with Public Health Ontario in the fall of 2015. Dr. Clark and Carmen Krogh have been working together since introduced by Safe Wind Energy for All Residents (SWEAR) in 2014. Later the same day, the HCHU - Dr. Janice Owen (Medical Officer of Health), Dr. Erica Clark (epidemiology) and Jean-Guy Albert (environmental health) met with Jeanne Melady, Gerry Ryan, Carla and Mike Stachura. 1 At the meeting, the HCHU detailed their plan to implement an investigation on health complaints from Industrial Wind Turbines. The following is a synopsis: Phase 1 - The health unit is developing a survey to track wind turbine complaints. Carmen Krogh and Tanya Christidis (University of Waterloo) are involved in developing the survey. A small number of affected individuals (5-10) will have input into the survey development during the pilot testing phase in April 2016. The survey will be available electronically (using FluidSurvey) and also as a paper survey. The survey is expected to launched in May 2016. Those wanting to participate will need to register with the health unit first. The initial interview will be done by Dr. Erica Clark and/or additional health unit staff members. Note: Information provided on this survey is owned by the individual. This means that the health unit cannot share individual responses without permission from the person who provided those responses. If a person wants to withdraw from the investigation, they have the right to ask the health unit to delete all of the information he/she provided. Only aggregate (grouped) data will be published. Registering will involve answering an initial series of questions including age, gender, address, health conditions that existed before the IWTs were turned on, how many IWTs are visible from the house, etc. These initial questions will not be part of the wind turbine complaint tracking. After completing the survey, individuals will receive a personal code known only to them. When they enter information into the complaint tracking survey, they will use their personal code so that they do not need to enter information included in the initial interview. When an individual is experiencing negative impacts, they complete the survey online or on paper. The survey can be accessed without the code; however, there will be a question that asks for the code. The personal code is a substitute for answering questions about name, gender, age, address, etc. every time the survey is completed. The survey will consist of "tick" boxes and a 1-5 "Likert" scale. The survey should take less than 10 minutes to complete. It will include weather conditions, noise description (i.e. whining, whooshing, wooing, thumping, crashing, whumping, swooshing, tonal sound etc.), the health complaints being experienced at that moment for example - headache, ear pain/pressure, tinnitus, nausea, anxiety, pressure in the head and chest, 2 bloody nose, heart palpitations, high blood pressure, vertigo, sleep disturbances including quality and quantity of sleep, shadow flicker etc. Resident's will be encouraged to complete a survey each time they are experiencing negative health impacts. This could be up to several times a day if the weather is changing etc. Resident's that do not have access to the internet will be provided paper forms to complete that will later be entered into the system. Information will be gathered for each person for a year. This is necessary because negative health effects are often dependent on seasonal weather patterns. Data will be analyzed seasonally to determine trends. The process will be open and transparent and results will be made available to the public on a seasonal basis. The HCHU will be attempting to determine patterns of when and under what conditions people are experiencing difficulty. Phase 2 — Analysis of the phase 1 results will help the HCHU determine the next steps of the investigation. The health unit stated next steps may include acoustical testing of both audible noise and infrasound inside and outside of homes of agreeable participants. The details of phase 2 are still being developed so there is no further information available on phase 2 at this time. Dr. Owen stated that the HCHU's mandate does not include setting up a medical referral centre or designating a referral physician; however, Dr. Owen is aware that Carmen Krogh is making inquiries on that issue. If a physician is found that is willing to take referrals, area physicians could refer people to him or her for further testing. Timeline: The HCHU will require two "point people" from the "health affected resident group" to communicate with committed residents willing to participate in the development/ testing phase of the survey. HCHU expects the initial draft survey will be completed by the end of March. 3 HCHU will need a committed group of 5-10 people to "test" the survey beginning in April. HCHU expects a final version of the survey to be available by May 1st and to begin a long term/full year investigation by May 1st. Note: HCHU inquired as to the best method to find participants. Interested individuals can contact the HCHU @ (519) 482-3416 or email @ hchu@huroncounty.ca We also discussed press releases, news media, radio, newspaper, door to door, flyers in the affected area, various email lists, and the HCHU website. This is the first county health unit investigation, in Ontario, regarding industrial wind turbines, where the affected resident's health complaints will be tracked long term. Note: Dr. Owen stressed that this is NOT a research study. It is an investigation. It will not prove causality. The HCHU is required to do an investigation when there appears to be a community environmental health issue. Due to the number of complaints the HCHU is receiving from the community, they believe they must do an investigation. The Health Unit is not making a judgement on wind turbines with the survey. They are only investigating whether there is a potential population health hazard. On March 3, 2016 Jeanne Melady and Gerry Ryan made a presentation detailing the health effects being experienced by Huron County residents. Statements of 26 households were displayed on a screen. There were over 80 people in attendance. It was standing room only. This board meeting is rarely attended by the public. On March 3, 2016, The Huron County Board of Health voted: "to direct staff to prepare a report regarding the presentation by "Concerned Citizens of Huron County" about concerns of health complaints by Huron County citizens exposed to Industrial Wind Turbines". 4 Minister Ministre delegue Responsible for aux Affaires des Seniors Affairs personnes agees -- 6'h Floor 6e etage • 400 University Avenue 400,avenue University Toronto ON M7A 2R9 Toronto ON M7A 2R9 Ontario Tel.: (416)314-9710 Tel.: (416)314-9710 Fax: (416)325-4787 Telec.:(416)325-4787 March 2016 Dear Mayor, Reeve and Members of Council: I am pleased to invite you to participate in the 2016 Senior of the Year Award. This annual award was established in 1994 to give each municipality in Ontario the opportunity to honour one outstanding local senior, who after the age of 65 has enriched the social, cultural or civic life of his or her community. Pay tribute to a Senior of the Year award recipient and show how seniors are making a difference in your community! Make a nomination for Senior of the Year! Deadline is April 30,2016. A certificate, provided by the Ontario government, is signed by Her Honour the Honourable Elizabeth Dowdeswell, Lieutenant Governor, myself as Minister Responsible for Seniors Affairs, and the local Head of Council. The Government of Ontario is proud to offer this partnership with the municipalities. Seniors have generously offered their time, knowledge, expertise and more to make this province a great place to live. It is important to recognize their valuable contributions. If you have questions, please contact the Ontario Honours and Awards Secretariat: Email: ontariohonoursandawards@ontario.ca Phone: 416 314-7526 Toll-free: 1 877-832-8622 TTY: 416 327-2391 Thank you in advance for taking the time to consider putting forward the name of a special senior in your community. Sincerely, The Honourable Mario Sergio Minister MTHE TOWNSHIP OF INDEN rELLs IN SEASON, EVERY SEASON 7 Milne Street, P.O. Box 359, Minden, Ontario KOM 2K0 Telephone: 705-286-1260 Website: www.mindenhills.ca Email: admin@mindenhills.ca March 1, 2016 The Honourable Yasir Naqi Minister of Community Safety and Correctional Services 25 Grosvenor Street, 18th Floor Toronto, ON M7A 1Y6 Dear Minister Naqi: Re: Request for Review of the New OPP Billing Model Council, at its Regular Council meeting held on February 25, 2015 passed resolution #16-95 requesting the Minister of Community Safety and Correctional Services to: • Review and reconsider the new OPP Billing Model; • Reconsider assuming a larger portion of the overall budget for all Ontario Municipalities services by OPP; • Perform an in-depth review of the current expenditures in order to reduce the cost per household. Enclosed is a certified true copy of Resolution #16-95. If you have any questions please contact me at (705) 286-1260 ext. 205 or email dnewhook(amindenhills.ca Sincerely, k//,(404(16?"(-- Dawn Newhook, Clerk CC: The Honourable Kathleen O. Wynne, Premier of Ontario The Honourable Charles Sousa, Minister of Finance Laurie Scott, MPP Haliburton-Kawartha Lakes-Brock Gary McNamara, AMO President Ontario Municipalities served by the OPP Encl. Administration, CAO, Clerk Finance, Building, Planning & By-Law Fax: 705-286-4917 Fax: 705-286-6005 .\ ' S 1.1 i �� The Corporation of the Township of Minden Hills i. „� '•t ` ' ,a Regular Council HTT a Ales)wider the hared of MINDEN ,Ls Resoluti�,o DPP seaVebruary 25, 2016 township of moon Hills 2\ to be a true copy ofd�-h�,,\ 1 b-qS r Moved by: _ r>1% : �, Dated this�dayof ilia- .p // Seconded by: � ! 1.`.11. - . ��.�_ ��rictor uU, l � �� __'����� ;i�aerie.,Township of Minden Hills 1 Whereas the new OPP billing model was implemented in 2015 and will be phased in over a four (4) year period; And Whereas the Township of Minden Hills' 2015 OPP Services invoice was $1,460,470, an increase of $260,518 over 2014; And Whereas the 2016 OPP invoice for the Township of Minden Hills increases another $391,801 to a total of$1,852,271; And Whereas the 2016 OPP services increase results in a 6.24% increase to the tax levy for OPP services alone; Be it resolved that the Township of Minden Hills requests that the Minister of Community Safety and Correctional Services: • Review and reconsider the new OPP Billing model; • Reconsider assuming a larger portion of the overall OPP budget for all Ontario municipalities serviced by the OPP; • Perform an in-depth review of the current expenditures in order to reduce the cost per household. And further that a copy of this resolution be forwarded to the Honourable Kathleen Wynne, Premier of Ontario; The Honourable Yasir Naqi, Minister of Community Safety and Correctional Services; The Honourable Charles Sousa, Minister of Finance; Laurie Scott, MPP Haliburton-Kawartha Lakes- Brock; AMO; and to all municipalities serviced by the OPP. CARRIED � � ' ` DEFEATED DEFERRED RECORDED VOTE ABSTAIN YEA VOTING NAY ANTHON /r/ MURDOCH (:))/CL, REEVE NESBITT NEVILLE SAYNE MOTION NO.: /I' fi ".) SCHELL DEVOLIN TOWNSHIP OF GILLIES RR#1, 1092 Hwy. 595, Kakabeka Falls, Ontario POT IW0 Tel: (807)475-3185 . Fax: (807)473-0767 . E-Mail: gillies(a.tbavtel.net . www.qilliestownship.com March 1, 2016 Re: Resolution from the Town of Northeastern Manitoulin and the Islands At the regular meeting of the Township of Gillies held February 22'1, 2016, Council considered correspondence regarding a resolution adopted by the Town of Northeastern Manitoulin and the Islands Council supporting the request to the Province to increase funding to Long Term Care Facilities. Please be advised that the following resolution was passed at the meeting: RESOLUTION NO. 2016/047 Moved by Councillor Wendy; Seconded by Councillor Groenheide: BE IT RESOLVED THAT Council supports the resolution as passed by The Town of Northeastern Manitoulin and the Islands on February le 2016 which supports a request to the Province to increase funding to Long Term Care Facilities AND THAT copies of this Resolution be sent to the Minister of Health, MPP Bill Mauro, UCCMM and all municipalities in Ontario CARRIED If you require further information, please do not hesitate to contact the undersigned at 807-475-3185 or gillies@tbaytel.net. Sincerely Shara Lavallee Clerk 6. 3-a The Town of NOR?IIEASTERNMANI?OULIN and the/STANDS' Municipal Office PO Box 608 14 Water Street East Little Current, ON POP 1K0 Resolution No.34-02-15 Moved by: M. Erskine Seconded by: D. On Resolved that the Council of the Corporation of the Town of Northeastern Manitoulin and the Islands supports the following resolution forwarded from the Manitoulin Centennial Manor and forward a copy of this resolution on to Minister of Health,Dr.Ens Hoskins,MPP Michael Mantha,other municipalities, First Nations and UCCMM for support. Whereas funding requests from member municipalities was frozen from 2010-2011 resulting in a zero growth budget; And Whereas funding increases from the Ministry of Health and Long Term Case has been increased but not kept pace with increases in costs to Long Term Care Facilities including staff salaries and benefits; And Whereas Long Term facilities are one of the most important aspects of eldercare in the Province's care scheme; And Whereas Capital renewal funding needs to be provided to ensure facility standards are maintained; And Whereas additional funding is required by the LTC's to meet increased costs for Behavioral Services Ontario(BSO)to better manage dementia and mental health care; And Whereas funding has not been provided to provide Alternate Care for complex health conditions requiring specialized staff and equipment such as IV therapy or tube feeding especially in smaller facilities; And Whereas attracting and maintaining adequate staff requires recognition of the partnerships that exist between the LTC's and the health sector; And Whereas fundraising campaigns have not met the needs of the Manitoulin Centennial Manor in its efforts to maintain superior care for its residents; Be it resolved that the Board request its member municipalities support a request to the Province to increase funding to Long Term Care Facilities in keeping with the foregoing; And Further that this request be forwarded to the Manitoulin Municipal Association for whatever action they deem necessary; Carried 0 - Telephone (705) 368-3500 Fax (705) 368-2245 .\' SEIEDRINKING WATER, OURC SOURCE PROTECTION PROTECTION ACT FOR CLEAN WATER REGION LAKE ERIE REGION SOURCE PROTECTION COMMITTEE MEETING MINUTES Thursday December 3, 2015 The following are the minutes of the Lake Erie Region Source Protection Committee meeting held on Thursday, December 3, 2015 at the Grand River Conservation Authority Office, 400 Clyde Road, Cambridge. Members Present: W. Wright-Cascaden (Acting Chair); H. Cornwell; A. Dale; P. General; R, Haggart; K. Hunsberger; *C. King; J. Kirchin; R. Krueger; I. Macdonald; J. Oliver; D. Parker; L. Perrin; P. Rider; G. Schneider; *B. Strauss; B. Ungar; M. Wales; P. Wilson; D. Woolcott; Members Regrets: A. Henry; D. Hill; D. Murray; T. Schmidt Proxy Representatives: L. Perrin (A. Henry); D. Murray (D. Parker); T Schmidt (*E. Hodgins) Liaisons: J. Mitchell (SPA Liaison); B. Forrest (Provincial Liaison); D. Young (Public Health Liaison) Region Management M. Columbus (LPRCA); C. Evanitski (LPRCA); J. Farwell (GRCA); B. Mackie (KKCA); S. Martyn (CCCA); K. Smale (CCCA); E. Van Hooren (KKCA) Committee: Staff: D. Boyd, GRCA; S. Brocklebank, GRCA; N. Davy, GRCA; J. Etienne, GRCA; I. Feldmann, GRCA; M. Keller, GRCA; D. Schultz, GRCA; T. Seguin, GRCA; K. Smith, GRCA; L. Stocco, GRCA 1. Call to Order W. Wright-Cascaden called the meeting to order at 1 p.m. 2. Roll Call and Certification of Quorum — 17 Members Constitute a Quorum (2/3 of members) The Recording Secretary called the roll and certified quorum with 22 members present. 3. Chairman's Remarks W. Wright-Cascaden welcomed members, staff and guests to the meeting and reported that she and M. Keller attended a province-wide Source Protection Program chairs meeting in October in Toronto. During the two-day event, W. Wright-Cascaden met with chairs from source protection committees across Ontario and noted many of Lake Erie Region Source Protection Committee Meeting Minutes- December 3, 2015 the other committees do not meet as frequently as the Lake Erie Source Protection Committee. W. Wright-Cascaden also attended a Lake Erie Source Protection Region Management Committee meeting at Long Point Region Conservation Authority November 9, 2015. M. Keller followed W. Wright-Cascaden's remarks by introducing I. Feldmann, the new Source Protection Program Assistant and Beth Forrest, Ministry of the Environment and Climate Change (MOECC) Liaison Officer. M. Keller congratulated the committee for years of dedication to the program and the approval of the Grand River Source Protection Plan. 4. Review of Agenda Moved by: M. Wales Seconded by: B. Strauss carried unanimously THAT the agenda for the Lake Erie Region Source Protection Committee Meeting of December 3, 2015 be approved as revised. 5. Declarations of Pecuniary Interest There were no declarations of pecuniary interest made in relation to the matters to be dealt with. 6. Minutes of the Previous Meeting -September 3, 2015 Res. No. 31-15 Moved by: B. Ungar Seconded by: J. Oliver carried unanimously THAT the minutes of the previous meeting on September 3, 2015 be approved as distributed. 7. Hearing of Delegations None 8. Presentations None 9. Correspondence Lake Erie Region Source Protection Committee Meeting Minutes—December 3, 2015 a) Copies for Members Correspondence from Correspondence from Heather Malcolmson, Source Protection Programs Branch, Ministry of the Environment and Climate Change to Wendy Wright-Cascaden, Source Protection Committee Chair (A), Lake Erie Source Protection Region, Michael Columbus, Chair, Long Point Region Conservation Authority, Cliff Evanitski, General Manager/Secretary Treasurer, Long Point Region Conservation Authority and Jane Mitchell, Chair, Grand River Conservation Authority regarding approval of the Long Point Region Assessment Report. ii. Correspondence from Glen Murray, Minister of the Environment and Climate Change to Wendy Wright-Cascaden, Source Protection Committee Chair (A), Lake Erie Source Protection Region, Michael Columbus, Chair, Long Point Region Conservation Authority, Cliff Evanitski, General Manager/Secretary Treasurer, Long Point Region Conservation Authority and Jane Mitchell, Chair, Grand River Conservation Authority regarding approval of the Long Point Region Source Protection Plan. iii. Correspondence from Glen Murray, Minister of the Environment and Climate Change to Chief M. Bryan LaForme, Mississaugas of New Credit First Nation regarding approval of the Long Point Region Source Protection Plan. iv. Correspondence from Glen Murray, Minister of the Environment and Climate Change to Chief G. Ava Hill, Six Nations of the Grand regarding approval of the Long Point Region Source Protection Plan. v. Correspondence from Graham Milne, Deputy Clerk and Supervisor of Council and Committee Services, Regional Municipality of Halton to Sue Lo, Ministry of the Environment and Climate Change, Robert Edmondson, Halton-Hamilton Source Protection Committee, Susan Self, Credit Valley, Toronto Region & Central Lake Ontario (CTC) Source Protection Committee, Wendy Wright-Cascaden, Lake Erie Region Source Protection Committee, Donna Bryce, County of Wellington, Dina Lundy, Town of Erin, Angela Morgan, City of Burlington, Suzanne Jones, Town of Halton Hills, Troy McHarg, Town of Milton and Vicki Tytaneck, Town of Oakville regarding the adoption of resolution PW-34-15/LPS113-15 — Source Protection Plan Implementation Requirements Under the Clean Water Act, 2006. vi. Correspondence from Heather Malcolmson, Source Protection Programs Branch, Ministry of the Environment and Climate Change to Wendy Wright-Cascaden, Source Protection Committee Chair (A), Lake Erie Source Protection Region, Joe Farwell, Chief Administrative Officer, Grand River Conservation Authority and Jane Mitchell, Chair, Grand River Conservation Authority regarding approval of the Grand River Assessment Report. Lake Erie Region Source Protection Committee Meeting Minutes—December 3, 2015 vii. Correspondence from Glen Murray, Minister of the Environment and Climate Change to Wendy Wright-Cascaden, Source Protection Committee Chair (A), Lake Erie Source Protection Region, Joe Farwell, Chief Administrative Officer, Grand River Conservation Authority and Jane Mitchell, Chair, Grand River Conservation Authority regarding approval of the Grand River Source Protection Plan. In response to the approval letters for the Long Point Region Assessment Report and Source Protection Plan, M. Keller commented that monitoring continues at the Richmond drinking water system and results will be shared with the committee when they become available. W. Wright-Cascaden added that it was wonderful to see the Long Point Region Source Protection Plan approved. M. Keller noted that correspondences regarding the approval of the Grand River Assessment Report and Source Protection Plan contained references to Tier 3 water budget studies; MOECC shared that they looked forward to receiving the amended Source Protection Plan once Tier 3 work is complete. M. Keller commented that currently there is not a work plan or process in place for water budget policy development. Tier 3 work is estimated to be complete in 18 months. The MOECC also made specific reference to Centre Wellington — the reference will require follow up with the Ministry for further clarification. b) Not Copied None Res. No.32-15 Moved by: R. Kreuger Seconded by: L. Perrin carried unanimously THAT the correspondence be received as information. 9. Reports a) SPC-15-12-01: Program Update M. Keller presented report SPC-15-12-01. M. Keller shared that the Long Point Region and Grand River Source Protection Plans were approved — all 22 plans in the province are now approved. The effective date for both plans is July 1, 2016. Staff would like to have a celebration in the New Year to recognize eight years of collaborative work to complete the first set of approved source protection plans in the Lake Erie Region. The committee will be notified of celebration details as they become available. *B. Strauss left the meeting at 1:30pm. Regarding the potential inclusion of communal drinking water systems in future plan updates, D. Parker commented that not all communal systems, e.g. community halls, retirement communities and trailer parks, are equal in size and therefore, would not influence drinking water sources to the same degree. M. Keller agreed and indicated that variability among communal systems and determining which systems are a priority, would be part of future discussions. Lake Erie Region Source Protection Committee Meeting Minutes—December 3, 2015 J. Oliver referenced the change to Ontario Reg. 288/07 and was surprised that the Lake Erie Region Management Committee recommended that the Lake Erie Source Protection Committee maintain its current size. J. Oliver questioned that decision and indicated that he would like to see more rationale as to why the committee could not be reduced. J. Oliver also expressed concern with regard to the number of reportables and performance measures detailed in the MOECC's draft Annual Progress Report and asked if all 70 reportables would need to be reported to the Ministry. M. Keller responded yes — all 70 reportables would need to be collected and reported to MOECC. J. Oliver commented that he finds that number unacceptable and would like the committee express their concern to the MOECC. W. Wright-Cascaden agreed that the number of required reportables seems excessive. J. Oliver added that he would like to put forward a motion with respect to the potential number of reportable items that would be included in the Annual Progress Report; M. Wales agreed with J. Oliver's suggestion. W. Wright-Cascaden stated that the Committee could convey their concern regarding the number of reportables in the Annual Progress Report that are over and above requirements listed in the Clean Water Act, 2006. B. Forrest added that the Committee is not alone in their concern. MOECC has been collaborating with a Working Group during the development of the reportables and performance measures, but it is still a work in progress. M. Keller shared that the exact timeline for finalizing the reportables is still unknown, but supports a clear resolution to share with the MOECC. J. Oliver put forward a motion that the committee express concern to the MOECC with regard to the number of reportable items that could be required by the Ministry in the annual progress process. I. Macdonald stated that perhaps a letter of concern is somewhat premature. R. Haggart suggested that the committee share their concern during an Ontario chairs meeting; a collective voice of concern from multiple committees would be far more impactful than one. M. Keller commented that may be an option if the committee does not receive enough information from the Ministry in the next few months — the committee could share their concern with the provincial chairs in March, 2016. M. Keller cautioned against bringing the committee's concern to the chairs before all proposed reportables and performances measure details are known. A. Dale commented that the committee should err on the side of caution and draft a letter to the Ministry to start the discussion process. H. Cornwell agreed that it would be good to send a letter of concern to the Ministry before the reportables are finalized. J. Oliver added that he would agree to the addition of the phrase "over and above" with regard to the number of required reportables in the letter to the Ministry. W. Wright- Cascaden indicated that the letter will include the phrase "over and above" for added clarification. W. Wright-Cascaden turned the conversation to O. Reg. 288/07 and expressed that the committee could be smaller in size, but must retain a balance of the sectors. P. General asked why committees reducing numbers to nine members may only have one First Nations representative. B. Forrest responded that it is likely due to proportionality. Res. No.33-15 Moved by: J. Oliver Seconded by: M. Wales carried unanimously THAT the Lake Erie Region Source Protection Committee expresses their concern about the overall number of reportables and performance measures with regard to the Annual Progress Report Lake Erie Region Source Protection Committee Meeting Minutes—December 3, 2015 [specifically what is required] over and above the items mandated through legislation to the Ministry of the Environment and Climate Change, with a copy of the letter of explanation sent to the provincial Source Protection Committee Chairs. Res. No.34 -15 Moved by: I. Macdonald Seconded by: L. Perrin carried unanimously THAT the Lake Erie Region Source Protection Committee receives report SPC-15-12-01 - Source Protection Program Update - for information. b) SPC-15-12-02: Water Quantity Update J. Etienne presented report SPC-15-12-02. Res. No. 35-15 Moved by: J. Kirchin Seconded by: D. Parker carried unanimously THAT the Lake Erie Region Source Protection Committee receives report SPC-15-12-02- Water Quantity Update -for information. c) SPC-15-12-03: Aggregate Resources Act, A Blueprint for Change M. Keller presented report SPC-15-12-03. G. Schneider commented that the report presented by M. Keller was appreciated and that the majority of industry members are supportive of the Aggregate Resources Act, a Blueprint for Change. However, G. Schneider did not support the GRCA's recommendation that the province should prohibit extraction within a two-year time of travel (WHPA A/B) of municipal drinking water wells. There would be circumstances where prohibition on extraction would not apply. G. Schneider questioned whether this decision was science-based and shared with the committee that there are municipalities which currently have aggregate operations within a two-year time of travel - are those operations expected to shut-down and the municipalities prohibited from taking water? The industry would not support such an action. D. Parker questioned whether the prohibition of aggregate extraction within WHPAs should also include Intake Protection Zones (IPZ). J. Kirchin supported the GRCA's recommendations and emphasized the importance of proceeding in a cautionary manner. E. Hodgins shared that Waterloo Region's Official Plan included a ban on extraction within a two-year time of travel of a WHPA and found it would affect only a small area. Waterloo felt the ban was applicable to their circumstances but did not agree with the province's indication that it would become a default standard across watersheds. The Ministry of Natural Resources (MNR) then requested that Waterloo's Official Plan be changed. Waterloo ultimately decided not to include a recommendation to ban aggregate extraction within a two-year time of travel in their comments on A Blueprint for Change, but rather refrain from comment until they received further guidance from risk assessment studies. It is neither the spills nor the extraction of material that pose a threat to water supplies, rather the subsequent use of the site. E. Hodgins supported the policy principal and agreed with G. Schneider that there may be circumstances where the prohibition of aggregate extraction would not apply, e.g. where there is sufficient separation between extraction and the water Lake Erie Region Source Protection Committee Meeting Minutes—December 3, 2015 supply. E. Hodgins felt the GRCA's recommendation was a proactive response, but also understood why the issue may not be favoured by all parties. P. General asked why the GRCA recommended a complete ban on takings below the water table where a breach of the aquitard could impact drinking water sources rather than within a two-year time of travel. M. Keller responded that the recommendation proposed by the GRCA referred to situations in which extraction would impact municipal drinking water. In such instances, one should not extract water from a well. Res. No. 36-15 Moved by: A. Dale Seconded by: J. Kirchin carried, G. Schneider opposed THAT the Lake Erie Region Source Protection Committee receives report SPC-15-12-03 — A Blueprint for Change — A proposal to modernize and strengthen the Aggregate Resources Act policy framework—for information; AND THAT the Lake Erie Region Source Protection Committee direct staff to submit report SPC-15-12-03 to the Ministry of Natural Resources and Forestry through Environmental Registry Number 012- 5444. d) SPC-15-12-04: Municipal Implementation Approaches M. Keller presented report SPC-15-12-04. *C. King left the meeting at 3:11 pm. *E. Hodgins left the meeting at 3:14pm R. Krueger noted that Haldimand County was not included in the municipal implementation approaches table. M. Keller responded that Haldimand was not included because it did not have Part IV responsibilities. J. Oliver asked if Oxford County was the only municipality attaching a surcharge to water consumption rates to fund source protection implementation. M. Keller responded that Halton and Waterloo are also applying surcharges to finance the program but their approach is buried within their budgeting process. J. Oliver added that in the early days of the Clean Water Act, 2006 there was an additional act passed called the Sustainable Water and Sewage Systems Act, 2002 which stated that municipalities would have to account for the cost of implementation and detail how it was to be funded; J. Oliver was unsure if this Act had come into effect. D. Parker shared a recent headline which stated that there was a municipality in which every household would have an additional $2.50 added to their monthly water charge for the next ten years to fund sewage improvements. Res. No. 37-15 Moved by: J. Kirchin Seconded by: D. Parker carried unanimously THAT the Lake Erie Region Source Protection Committee receives report SPC-15-12-04 - Municipal Approaches to Source Protection Plan Implementation -for information. e) SPC-15-12-05: Lake Erie Region Source Protection Committee: Roles and Responsibilities Lake Erie Region Source Protection Committee Meeting Minutes—December 3, 2015 M. Keller presented report SPC-15-12-05. A. Dale suggested that the committee could focus on blue-green algae across the Lake Erie Region. J. Oliver added that prior to the Source Protection Program, conservation authorities worked together to tackle algal blooms in Lake Erie; there may be a role for source protection committees on the east, west and north shores of Lake Erie to address the issue of blue-green algae. B. Ungar reported that blue- green algae are on MOECC's and the Ministry of Agriculture, Food and Rural Affairs' (OMAFRA) radar. With regard to climate change data, H. Cornwell indicated that he would like the committee to receive monitoring reports annually from MOECC and that the committee not become involved in data collection. M. Keller responded that the committee would not collect data. M. Wales noted that phosphorus loading is also an issue of great concern and will require consistent data collection and monitoring throughout the Lake Erie basin. M. Wales then asked if there were any updates from the Ministry with regard to future Source Protection Program funding. M. Keller replied that the Ministry recently asked source protection Project Managers and representatives of the Joint Advisory Committee to help inform the development of the list of eligible activities for the 2016/17 program. The Ministry has indicated that there will be continued Source Protection Program funding but no additional funding opportunities. There is also a process underway led by Conservation Ontario to work towards establishing a multi-year funding program. M. Wales added that under the guidance of the Great Lakes Protection Act, 2015 there may be legislation that requires the committee's input; it would be prudent to keep the Great Lakes Protection Act, 2015 on the Committee's radar. M. Keller agreed with M. Wales' recommendation. Res. No. 38-15 Moved by: R. Krueger Seconded by: L. Perrin carried unanimously THAT the Lake Erie Region Source Protection Committee receives report SPC-15-12-05 - Municipal/Source Protection Committee Plan Implementation:Roles and Responsibilities -for information. 10. Business Arising from Previous Meetings a) Lake Erie Region Source Protection Committee request under Technical Rule 119, from February 3, 2011, Re: rehabilitation activities at an aggregate operation within a vulnerable area of a municipal drinking water system that allows ponding of water. 11. Other Business a) Question and Answer Period None 12. Closed Meeting Not applicable 13. Next Meeting —Thursday, March 3, 2016 at 1:00 p.m. GRCA Administration Centre, 400 Clyde Road, Cambridge, ON Lake Erie Region Source Protection Committee Meeting Minutes- December 3, 2015 14. Adjourn The Lake Erie Region Source Protection Committee meeting of December 3, 2015 adjourned at 3:33 pm. Moved by: D. Parker Seconded by: M. Wales carried unanimously THAT the Lake Erie Source Protection Committee meeting of December 3, 2015 be adjourned. Chair Recording Secretary March 9, 2016 The Active Elgin Community Challenge needs you to show us your moves! The Active Elgin Community Challenge is an invitation to all members of Elgin County&St.Thomas to track their"moves" (minutes of physical activity) daily it'sYour Moves• for four weeks, February 22nd to March 20th. It is also designed to encourage ACTIVE ELGIN COMMUNITY CHALLENGE residents to discover all of the diverse opportunities for active living available to us. It is hoped that families with children will be especially interested in taking part. However, people of all ages are encouraged to participate. The Activity Challenge is just one of a wide range of initiatives available through Active Elgin,the Healthy Communities Partnership and the Healthy Kids Community Challenge. Now, "It's Your Move!"Your help would be invaluable. It's easy. Go to www.activeelgin.ca to track your minutes. Share a picture of your physical activity on Facebook or Twitter using#ActiveElgin "_kepllIllkmo Here's an example: "Today I'm making snow angels with kids!" s Now IT'S YOUR MOVE! Go to www.activeelgin.ca to track your minutes and have a chance to win some awesome prizes! Don't forget to share your moves#activeelgin. Please feel free to share this email with others in your organization. Thank-you so much for your leadership in helping to create an active and energized community in Elgin St.Thomas. _ <, < Laura Crandall Health Promoter Elgin St.Thomas Public Health 1230 Talbot Street St. Thomas, ON N5P 1G9 Ph: 519-631-9900 Ext. 1324 Fax: 519-633-0468 Email:lcrandall@elginhealth.on.ca Website: www.elginhealth.on.ca " s kiST . THOMAS • ELGIN d Local Immigration Partnership Building Welcoming, Caring, and Inclusive Communities a ST. THOMAS-ELGIN WELCOMING COMMUNITIES INITIATIVE BACKGROUND DOCUMENT The Goal of the St. Thomas-Elgin Welcoming Communities Declaration of Intent: • To promote the Strategy to individuals, service providers, businesses, and other stakeholders throughout Bayham; • To create opportunities for discussion, action, and engagement related to the economic, social, and civic integration of newcomers/immigrants; • To enhance sustainability of the St. Thomas Elgin Settlement Strategy; and • To highlight the interdependence of diverse sectors in the community towards the achievements and benefits of a welcoming, caring, and inclusive community. Things to Consider Before Signing the Declaration of Intent: • How can you and/or the organization you represent contribute to the creation of a "welcoming, caring and inclusive community?" • Do your organizational vision, mission, mandate and policies align with the vision of a welcoming, caring and inclusive community? • What other stakeholders/partners can be involved in working towards the economic and social inclusion of newcomers/immigrants? • What other information or support do you/your organization require to support your efforts towards the achievement of a "welcoming, caring and inclusive community?" Funded by: Finance par: I*, Citizenship Immigration Canadaand ImmigrationCiitoyennete Canada 6 ST . THOMAS • ELGIN Local Immigration Partnership Building Welcoming, Caring, and Inclusive Communities Action Items The St.Thomas Elgin Local Immigration Partnership (STELIP) would like to express its gratefulness for the ongoing support received in the past and look forward to an ongoing mutual collaboration. We would like to suggest ways for the STELIP and the Municipality of Bayham to collaborate with this worthwhile initiative. We kindly request the Municipality of Bayham to: • Facilitate network opportunities between the STELIP and the Municipality of Bayham, its institutions, and departments to increase communication and collaboration. • Promote the activities organized by the STELIP through different communication mediums (i.e. website, mailings, newsletters). • Actively participate and support the STELIP and the Cultural Diversity Committee in their efforts to promote and celebrate multiculturalism and cultural diversity in the Municipality of Bayham and the County of Elgin. • Declare the Municipality of Bayham a "Welcoming, Caring, and Inclusive Community" by displaying the STELIP logo on the Service Club Billboard or on other material the municipality distributes. Funded by: Finance par: Citizenship and Citoyennete et • Immigration Canada Immigration Canada oma"^ ST . THOMAS • ELGIN Local Immigration Partnership Building Welcoming, Caring, and Inclusive Communities ST. THOMAS-ELGIN WELCOMING COMMUNITIES INITIATIVE Community Proclamation This municipality is increasingly diverse in the makeup of its people. The welcoming, caring and inclusive attitude of residents of Bayham has been crucial in the integration of its newcomers/immigrants and a key determinant to the future success and prosperity of Bayham. Consistent with the vision of the St. Thomas-Elgin Settlement Strategy we, the undersigned, do hereby endorse the priorities and actions set out in the Settlement Strategy. This strategic framework enables us to manage and influence the impact of immigration for the benefit of all residents of Bayham. We will co-operate and collaborate in measures, actions, and policies which will effectively contribute to the identified strategic directions in the priority areas of Coordination of Services; Employment, Entrepreneurship, and Labour Market Access; Settlement and Integration; Public Awareness; and Language, ESL, and Communication. As stakeholders in the economic, social and civic life of Bayham, we will take a proactive and collaborative approach in integrating immigrant settlement issues in all our strategic planning and business processes and will encourage those with whom we work to do the same. We are committed to actively working towards the building of Welcoming, Caring, and Inclusive Communities. Name Municipality of Bayham Signature Date Funded by: Finance par: I Citizenship and Citoyennete et Immigration Canada Immigration Canada 7,,„„,„,.w t.,,,, Elgin February 22nd, 2016 Paul Shipway CAO Municipality of Bayham 9344 Plank Rd. Straffordville, ON NOJ 1Y0 Office: (519) 866-5521 pshipway(c�bayham.on.ca Dear Mr. Shipway, I am writing on behalf of a committee consisting of the Ontario Early Years Centre, Elgin-St. Thomas Public Health, Elgin County Library, and a number of other organizations. We partner to present the annual Teddy Bear Picnic in several locations across Elgin County. This picnic provides a fun day of activities for young children, and encourages literacy and learning. This year, we would like to hold the East End Teddy Bear Picnic at the Straffordville Park, as we have in previous years. The date we are considering is Wednesday, July 13th, 2016. We would also require access to washroom facilities in the park for this day. I appreciate consideration of this request, and look forward to hearing from you. Sincerely, n VCk ,k_) iO r're Susan Morrell Branch Supervisor, Straffordville Library Fred Bodsworth Library of Port Burwell 519 631-1460 ex. 453 smorrellelqin.ca County of Elgin Community and Cultural Services 450 Sunset Drive St.Thomas,On N5R 5V1 Phone:519-631-1460 www.elgin-county.on.ca Progressive by Nature -MarC.h ) 2_01 La Mayor Ens and Members of Council, The Straffordville Hall Committee is planning a talent show on April 30, 2016.This is a fundraising initiative in support of the Straffordville Community Centre rehabilitation. We sincerely apologize for the untimely submission of our application. We are seeking a reduced rate or that the fees are waived for the use of the Vienna Community Centre as a host for this event. Thank you for your consideration. Best Regards, Marni Wolfe . c/o ECEIVE The Straffordville Hall Committee MAR C 2015 Contact for Event: Dorothy Neville 519-866-3675 MUNICIPALITY BAYHAM Page 2 RECEIVE MAR 0 8 2016 Municipality of Bayham MUNICIPALITY BAYHAM Municipal Grant/Assistance Application Form *Note: Grants or other assistance in any one year or over several years is not to be interpreted as a commitment of future years funding. A. Name of Organization and Mailing Address: ShrOfOldVi lI e� NCS ( Cor(7m i ff Contact Person r(\CIS((I UOCTWei Position Ufa'r` r5 Telephone# ('519 8112(0 131 Z� B: Categories of Request for Assistance (check appropriate box(es)): • Financial Grant ❑ $ • Fee Waiver(s) [2' • Staff Support ❑ • Equipment/Materials Supply ❑ • Insurance Coverage • Use of Municipal Property/Facilities • Other ❑ C: Details of Request for Assistance: Note: If this application includes any assistance other than direct financial grant, please outline details of request (ie: type and estimated hours of staff support; facilities to be used; dates; etc.) V I en nck , C irn. t,r' ' C_Qxi` - Scu-tur .cI V1 135//67 i tine LL of vv r� koai bay.( feo. fa'6,01-n 00 o nn — I ( iO ry\ . 01/4,4- �l (��u.r.wt. ,�'o & o �e e,sw as��� .. OU j c h eiVt( Cal r l s e, ,f .� 0€ s NU to/ cr. tve_P. Page 3 D: Purpose of Grant/Assistance: (ie: services to be provided, donations, etc) j d s cLpPo(f fiikr ctrai s p i di' fi L -r co trywnbuiE: Organization Background: (Note: Group Constitution/By-laws may be submitted in place of completing items 1 and 2) 1. Provide a brief outline of your organization, and indicate if it is incorporated as a non-profit organization. 2. What are the general objectives/services of your organization? 3. How many volunteers participate in your program? 4. Does your organization provide a service to: a) All citizens b) A specific group c) A specific area 5. In what geographical area does your organization operate? 6. For what specific purposes are the requested grant funds to be utilized within your organization? 7. Has your organization requested financial assistance in the last 12 months from other government organizations? If so, please list with amounts received. k!C 8. What other steps are being taken to increase revenues? (ie: admission fees etc) r1nr) - a1 C G iry) bf2, c -e�� Q.1. 0(- 5V O4c ko 6015 Page 4 9. Have you received funding from the Municipality in prior years? If so, how much? IL}J 10. Will your organization ever be self supporting? 11. List of Executive of your Organization A z,CLC C' 1 c o#+ VI Co_ UI ,Ips2 r- n da 4 E:) TRA5 a[eT O r\r IJP' vi _ CY-P� 12. Submit an estimate of operating revenues and expenditures for your organization for the current fiscal year on the attached form. (Note: Prior years Statements can be submitted or completed on attached form) Date: fl/ akn ) 1, I Ofr Name and Title of Officer making Application Itire a/ (15)9) IT Telephone Number Page 5 Statement of Revenues and Expenditures (name of organization) For the Year Ending Sources of Revenue Current Budget Last Year Actuals From Operations (list separately) $ $ (Include ticket sales, user fees, fundraising events, service charges, etc.) From Grants—include all municipal, provincial, federal Total Revenues: $ $ Page 6 Expenditures Employment Costs: Administration Costs: (List separately) Include utilities, maintenance, supplies, repairs, permit fees, etc. Donations etc.—List All: (Individual donations may be summarized) Total Expenditures: $ $ Surplus/Deficit: Surplus/Deficit from prior year: Cash on hand: File: Forms/Application-Municipal Assistance 4411 Pi14.4°"; prikgsse % REPORT oft icy CAO Ortunity o * TO: Mayor & Members of Council FROM: Paul Shipway, CAO DATE: March 17, 2016 REPORT: CAO-21/16 SUBJECT: 31 ELIZABETH ST. PORT BURWELL, ON BACKGROUND On November 19, 2015 the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT Report CAO-85/15 re Municipal Property Inventory be received for information On January 21, 2016 the Council of the Corporation of the Municipality of Bayham provided staff direction to bring a report to Council for consideration to surplus the Port Burwell Public Works Yard property. On February 4, 2016 the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT Report CAO-05/16 re Port Burwell Public Works Yard be received for information; AND THAT the Council of the Corporation of the Municipality of Bayham declare 31 Elizabeth St, being Plan 30, Lots 12-13, being the Port Burwell Public Works Yard surplus to the needs of the Municipality for the purpose of sale; AND THAT Council direct staff to list the property with the Municipal Realtor. On February 8, 2016, pursuant to the Sale & Disposition of Land Policy, Notice was posted, the comment period closed on March 7, 2016 at 4:30 PM and no comments were received. RECOMMENDATION 1. THAT Report CAO-21/16 re 31 Elizabeth St. Port Burwell, ON be received for information; Respectfully Submitted by: Paul Shipway CAO v,xymtivi or," , r REPORT o ,�� CAO Portunity is ' ° TO: Mayor & Members of Council FROM: Paul Shipway, CAO DATE: March 17, 2016 REPORT: CAO-22/16 SUBJECT: TREE REMOVAL POLICY BACKGROUND In 2015 the Municipality reestablished a formal, structured ditching program. In the 2016 Operating Budget, Council further reestablished additional formalized, structured programs including a brushing program and a large tree removal program with $60,000 and $30,000 allocated to each program respectively. In the 2016 Capital Budget Council approved substantial road works on Stafford Road and Maple Grove Line. As part of the road works staff commenced works to complete the projects. Specifically pertaining to Maple Grove Line, said capital works include brushing and tree removal. It has been a number of years since the Municipality conducted large scale formal, structured brushing and tree removal activities, versus prior employed tactics of reactive sporadic brushing and tree removal. As a result, this report outlines the current issues to date and respectfully recommends a standardized policy approach moving forward, to ensure efficient and effective Public Works operations continue. The report will utilize the current situation pertaining to Maple Grove Line as an example of concerns regarding tree removal and brushing, however the policy decision which is requested of Council, to be operationalized by staff, would be applicable to any and all situations, including Maple Grove Line, moving forward. DISCUSSION In late February the Public Works Department commenced works on Maple Grove Line, including marking trees for removal and brushing areas. During the same time period, the Public Works Department and the municipal tree removal contractor commenced removing trees along Maple Grove Line. Subsequently, staff, the Ward Councillor and Council as a whole have been contacted by concerned residents regarding tree removal within the municipal road allowance. As a result the Road Operations Supervisor and the Ward Councillor, Councillor Ketchabaw, met with residents to hear issues regarding tree removal. At said meeting a general compromise of waiting for the drainage assessment and core samples to be completed was agreed to. As a note, the assistance of the Ward Councillor to date has been greatly appreciated. Although the decision to suspend operations in an attempt to bring clarity to the situation was enacted, it is not an efficient or financially effective manner to deal with concerns regarding tree removal and brushing within municipal road allowances. Further concerned residents entering the job site to discuss concerns is a danger to the residents and the crews on the job site. Much the same way that the Road Operations Supervisor utilizes legislation, best practices and knowledge to deploy winter maintenance activities, staff propose a Tree Removal Policy, attached hereto as Appendix 'A', for the Road Operations Supervisor to rely upon when conducting brushing or tree removal activities. In theory the attached policy would create a transparent approach to tree removal and brushing, while also providing staff a framework to efficiently and effectively progress with operating and capital activities. In drafting the attached policy, staff utilized the municipal insurer, partner Elgin County municipalities, the municipal road engineer and applicable legislation and best practices. From a public perspective, as evidenced by the experience of the Municipality of Bayham, and that of those persons consulted, the removal of trees and brushing is an activity which is personal to a number of residents and evokes strong comments and feelings opposing the same from those persons affected. Conversely, from an operations perspective the following are key consideration points, all aimed at safety and creating the best possible environment for the linear assets of the Municipality to remain in good condition for the longest period of time: 1) Road Shading —Tree shading within road allowances creates operational issues for winter maintenance as shaded areas melt and become free from road cover at a different rate than those areas not shaded. During non-winter seasons shaded surfaces may prematurely deteriorate as the roads cannot dry out as effectively. The aforementioned issues may increase operational costs as a result of increased material usage and/or repair maintenance activities. 2) Drainage—When maintenance or rebuilding activities occur, drainage is established to drain the road surface and road base. Although not always possible, best practice is for ditches to be 2-3 feet lower than the edge of the road shoulder, to drain the road base, convey surface flows and provide snow storage. This concept in practice is visible in the north end of the Municipality where in 2015 the Public Works staff conducted large scale ditching activities and shoulder reclamation activities. These two activities work to reduce saturation of the road and road base which has the potential to create conditions for edge creep and surface deterioration. Similarly, removal of tree roots which may impact the road base or road surface and is also conducted during ditching activities. On certain tree species this may also result in future operational maintenance as the trees die when the root system is cut. 3) Clear Zone Offset Distances - The Ontario Roadside Safety Manual, a Ministry of Transportation, document, provides guidance regarding Clear Zone Offset Distances. Clear Zone Offset Distances is simply the distance from the edge of pavement where fixed objects (such as trees) are recommended to not exist for the safety of motorists. A simplified example of the concept is as follows: a. Maple Grove Line has a default speed of 80km/hour (HTA Section 128), with less than 750 Average Annual Daily Traffic (AADT). The Roads Needs Study indicates, utilizing AADT calculations, not actual counts, an AADT of class 400 (400-999 AADT). For this classification the Ontario Roadside Safety Manual would indicate a 4 metre Clear Zone Offset Distance be provided from the edge of the pavement. As a hypothetical, a posted speed of 50km/hour with the same AADT would provide for a 3 metre Clear Zone Offset Distance. On lower AADT roads the Clear Zone Offset Distance may be reduced to 1 metre. i. On narrow, right-of-ways, where there is minimal municipally owned shoulder and ditch area the above specified distances may not be possible. Further, items such as signs and utility structures may also inhibit a completely clear zone. The above points are over simplifications of factors which are subjective and require interpretation, in the case of the Municipality, interpretation by the Roads Operations Supervisor to balance consideration of each available point and condition to achieve an effective outcome for the Municipality from a financial and operational perspective. The same manner as the Municipality entrusts the Public Works Department, specifically the Roads Operations Supervisor, to deploy winter maintenance services in a manner to provide for a safe transportation network. As additional information to the points listed above, the municipal insurer also provided staff with the Ontario Roadside Safety Manual for consideration and noted when considering liability in regards to trees within road allowances, the liability issue would be present 'if[the municipality]failed to properly clear the road allowance...the claims would come from not clearing them'. As Council knows the Municipality is in a constant state of exposure to liability due to joint and severable liability, so the goal is to minimize exposure to liability where possible. Lastly, the municipal road engineer has reviewed Report CAO 22/16 re Tree Removal Policy and concurs with its findings and assertions. Should Council not be in agreement with the justifications and Tree Removal Policy attached hereto, it is respectfully requested Council establish a policy decision on the matter of Tree Removal for staff to operationalize to continue projects. Lastly, Council may also encourage residents to replace trees, onto non-road allowance property, through the LPRCA `Trees for Roads' Program where annually, in the spring, tall stock trees, approximately 4-5 feet are available for purchase for approximately $25.00 from the LPRCA. RECOMMENDATION 1. THAT Report CAO-22/16 re Tree Removal Policy be received for information; 2. AND THAT Council approve the Tree Removal Policy, attached hereto as Appendix 'A', as the official Tree Removal Policy of the Municipality of Bayham; 3. AND THAT staff be directed to resume all tree removal activities, including Maple Grove Line, effective March 18, 2016, in accordance with the approved Tree Removal Policy; Respectfully Submitted by: Paul Shipway CAO APPENDIX 'A' Por tunity Is Tree Removal Policy The Council of the Corporation of the Municipality of Bayham respects the value of trees and plantings in municipal parks and other municipal owned lands, to promote a healthy and vibrant well treed community. Trees are valuable assets to the municipality as they: i. contribute in the reduction of carbon dioxide levels; ii. act as noise and visual buffers; iii. moderate climate conditions by providing shade and moderating wind and snow levels; iv. provide shelter and food sources to wildlife; and v. contribute to the Municipality of Bayham's aesthetic values through their colour and form. However municipalities must adopt a pragmatic approach to tree removal within opened municipal road allowances considering public safety, durability of assets and reduction of exposure to liability. The purpose of this policy is to provide a policy framework for the Public Works Department to interpret and operationalize when conducting tree removal and brushing activities. 1) The decision to remove trees and conduct brushing activities from a municipal road allowance is a subjective decision which shall be made utilizing the sole, absolute and unfettered discretion of the Public Works Department, via the Road Operations Supervisor or designate, considering any and all of the following factors: a. Road Shading; b. Ditching/Drainage Requirements c. Clear Zone Offset Distances d. The Ontario Roadside Safety Manual, and sector best practices; e. Applicable Legislation; f. any other relevant document or information as may be deemed prudent by the Road Operations Supervisor or designate. 2) Reconsideration of the Municipality of Bayham Tree Removal Policy shall be conducted by Council, at the discretion of Council, at a policy level. IOC HAA,/ AIPIPPIfrs°*'44c;" TV, REPORT � ��y CAO portunity Ismo TO: Mayor & Members of Council FROM: Paul Shipway, CAO DATE: March 17, 2016 REPORT: CAO-23/16 SUBJECT: RENEWABLE ENERGY BACKGROUND On December 17, 2016 the Council of the Corporation of the Municipality of Bayham passed the following resolution: THAT Report CAO-91/15 re Renewable Energy be received for information. AND THAT staff be directed to negotiate a draft renewable energy agreement for Council consideration; AND THAT staff be directed to bring back a report, following the draft agreement, outlining steps to move forward with potential renewable energy projects. DISCUSSION Staff conducted negotiations on the following facilities: Address Facility 55451 Nova Scotia Line Port Burwell Fire Hall 55748 Third St Straffordville Fire Hall Facility KW/Year Revenue/KW Annual 20 Year Annual FIT Annual 10% Rental Contract Contract Value FIT Revenue Revenue Revenue to OSM to Bayham Port Burwell 432,000 $0.225 $9,225 $184,500 $101,520 $10,152.00 Fire Hall Straffordville 72,900 $0.242 $1,276 $25,524 $18,370.80 $1,837.08 Fire Hall OSM-Bilagot agreed, in principle, to 10% FIT profit/revenue sharing. OSM-Bilagot also requires the Municipality of Bayham to be on the lease which OSM-Bilagot may potentially get for the FIT contract (As a result of FIT rules). OSM-Bilagot would be 100% responsible for all payments. Any name that is on the FIT contract must also be included in the lease agreement. OSM-Bilagot has indicated they can create a third party document releasing the Municipality from all financial responsibilities and stating that OSM-Bilagot would be completely responsible for all payments. Upon review of the proposed arrangement the Municipal Solicitor has concern from a liability point of view for the Municipality, in utilizing contracts provided by the potential proponent and recommends the Municipality draft its own agreements and contracts. Staff agree with this approach. As a result the following steps remain which require Council direction since this project is not within the 2016 Budget: 1) Draft an appropriate agreement and contract; 2) Conduct the Connection Impact Assessment (Approximately $12,000 — Municipal Expense) 3) Engineer Roof Assessment (OSM-Bilagot Expense) 4) Make application to FIT program. Another consideration would be for Council to direct staff to conduct an RFP for the same services. RECOMMENDATION 1. THAT Report CAO-23/16 re Renewable Energy be received for information; 2. AND THAT Council provide staff direction. Respectfully Submitted by: Paul Shipway CAO v,xymttivi • REPORT o icy CAO Portunity co* TO: Mayor & Members of Council FROM: Paul Shipway, CAO DATE: March 17, 2016 REPORT: CAO-24/16 SUBJECT: STRAFFORDVILLE COMMUNITY CENTRE BACKGROUND On February 4, 2016 at the regular meeting of Council, Council provided staff direction for a discussion item concerning the potential multi-use of the Straffordville Community Centre to be placed on the March 3, 2016 Council Agenda. On the March 3, 2016 meeting of Council the following resolution was passed: THAT staff be directed to investigate the multi-use of the Straffordville Community Centre for future Council Chambers and Municipal Office purposes and report back to Council. DISCUSSION On March 7, 2016 staff met with the consultant team to discuss tender preparation and the possibility of incorporating the Council Chambers and the Municipal Office into the Straffordville Community Centre in the future. As per the rough sketches attached hereto as Appendix `A', the future inclusion of the Municipal Office and the Council Chambers into the Straffordville Community Centre would be possible and offer comparable space to the existing facility (while utilizing the `Lion's Den' as a Committee Room. The direct impact on the current tender would be as follows: 1) Conduit for future services would be placed; 2) Leaving the upstairs and basement locations in a `tenant move in' situation; a. All structural work would be completed with the area left for final finishes (walls, cabling etc.) for when any potential move would take place. From a financial prospective in theory, this addresses some of the items for consideration outlined within Report CAO 01/16 re Straffordville Community Centre in regards to space utilization and vacancy. The Municipality is already heating and cooling the location, a full time tenant in theory creates operational efficiencies. Although high level at this point in time, in theory a move would save a majority of capital and operating costs expended on the current municipal office by lowering the municipality's overall facility footprint into a consolidated `Community Hub'. RECOMMENDATION 1. THAT Report CAO-24/16 re Straffordville Community Centre be received for information; 2. AND THAT Council provide staff direction. Respectfully Submitted by: Paul Shipway CAO WATER SERVICE-A,L. i 1 Ili , ■■ ■■ R;C7M i1i11•i r� re. 1 Minn 9 Q w i 9 ,„ M . IL I I , _ ,,,,,,,„ , I14'-CR U E - i ;9M Q no P a �•0�u - 9 ate. , � .. ,. E' A • -0I r _ht O.7 KY+C Inumgoo L. F P Inn 15 4—mtmocrwo I!i« 0 uuiiii��� y 17,AYHAdv? 114nP14'4.°";" shrwiing\'% REPORT o 4111= ° •cy CAO �poJ tunity j9/C TO: Mayor & Members of Council FROM: Paul Shipway, CAO DATE: March 17, 2016 REPORT: CAO-25/16 SUBJECT: RFT 16-02 CORINTH PAVILION BACKGROUND In the 2016 Capital Budget Item PR-5 Corinth Pavilion was allocated $20,000. On Wednesday February 10, 2016 RFT-16-02 Corinth Pavilion was posted. RFT 16-02 Corinth Pavilion closed on Thursday March 10, 2016. The results of RFT 16-02 Corinth Pavilion are as follows: Company Price (includes HST) Reid & DeLeye Contractors Ltd. $65,291.00 Oscar Temple & Sons Ltd. $38,985.00 Rainbow Painting & Decorating Inc. $22,225.56 Rail Tech Enterprises Ltd. $25,450.99 The Municipal Engineer has reviewed the tender and confirms award to Rainbow Painting & Decorating in the amount of$19,668.64 +HST. RECOMMENDATION 1. THAT Report CAO-25/16 re RFT 16-02 Corinth Pavilion be received for information; 2. AND THAT Council direct that RFT 16-02 be awarded to Rainbow Painting & Decorating Inc. in the amount of$19,668.64 +HST. Respectfully Submitted by: Paul Shipway CAO THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2016— 021 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE REGULAR MEETING HELD MARCH 17, 2016 WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of a municipal corporation are to be exercised by the Council of the municipality; AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be exercised by by-law; AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it advisable that the proceedings of the meeting be confirmed and adopted by by-law. THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the actions of the Council of the Corporation of the Municipality of Bayham in respect of each recommendation and each motion and resolution passed and other action by the Council at the regular meeting held March 17, 2016 is hereby adopted and confirmed as if all proceedings were expressly embodied in this by-law. 2. THAT the Mayor and Clerk of the Corporation of the Municipality of Bayham are hereby authorized and directed to do all things necessary to give effect to the action of the Council including executing all documents and affixing the Corporate Seal. READ A FIRST, SECOND AND THIRD TIME and finally passed this 17th day of March, 2016. MAYOR CLERK