HomeMy WebLinkAboutNovember 06, 2025 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING AGENDA
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers – HYBRID
Thursday, November 6, 2025
7:00 p.m.
The November 6, 2025 Council Meeting will allow for a hybrid meeting function.
You may attend in person or virtually through the live-stream
on the Municipality of Bayham’s YouTube Channel
1. CALL TO ORDER
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
4. ANNOUNCEMENTS
5. PRESENTATIONS
A. Waterfront Photo Contest Awards
6. DELEGATIONS
7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Regular Meeting of Council held October 16, 2025
8. MOTIONS AND NOTICE OF MOTION
9. OPEN FORUM
10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
10.1 Correspondence
10.1.1 Receive for Information
10.1.2 Requiring Action
10.2 Reports to Council
11. PHYSICAL SERVICES – EMERGENCY SERVICES
11.1 Correspondence
11.1.1 Receive for Information
11.1.2 Requiring Action
11.2 Reports to Council
12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
12.1 Correspondence
12.1.1 Receive for Information
Council Agenda November 6, 2025
2
A. Notice of Passing re Zoning By-law Amendment ZBA-14/25 Countryside Communities Inc.
B. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-22/25 Weber
C. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-23/25 Heritage
Grown Inc.
12.1.2 Requiring Action
12.2 Reports to Council
A. Report DS-44/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent
Application E61-25 Rempel, 6657 and 6659 Plank Road
B. Report DS-45/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent
Application E58-25 and E59-25 J&S Family Farms Inc. 15 Oak Street
C. Report DS-46/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Civic
Addressing Policy and Road Naming Policy
13. FINANCE AND ADMINISTRATION
13.1 Correspondence
13.1.1 Receive for Information
A. Town of Plympton-Wyoming re Conservation Fee Freeze
B. Municipality of Wawa re Accessible and Effective Alcohol Container Return System in
Ontario
C. Municipality of Bluewater re Keep Climate Change as a Foremost National Priority
D. Halton Region re Public Safety Requirements to Protect our Communities
E. Township of Edwardsburgh Cardinal re Ontario Community Infrastructure Fund (OCIF)
F. City of Cambridge re Rent Protection for Tenants
G. Ministry of Municipal Affairs and Housing re Amendments to the Development Charges
Act
H. County of Elgin re Fall 2025 Economic Development Update
I. County of Elgin re New Livestream for Council & Committee Meetings
13.1.2 Requiring Action
A. Clara and Vio Koczi re Water on Glen Erie Line
Council Agenda November 6, 2025
3
13.2 Reports to Council
A. Report CAO-42/25 by Thomas Thayer, CAO re Elgin County Centralized Planning
Services
B. Report CAO-43/25 by Thomas Thayer, CAO re Ontario Clean Water Agency (OCWA)
Transition for Water/Wastewater Operations
C. Report CAO-44/25 by Thomas Thayer, CAO re Temporary Use and Demolition
Agreement, Baird, 56869 Howey Line
14. BY-LAWS
A. By-law No. 2025-064 Being a by-law to authorize the execution of an agreement
between the Corporation of the Municipality of Bayham and P.B.R. Excavating for Grewal
Drain Works
B. By-law No. 2025-065 Being a by-law to authorize the execution of an agreement
between the Corporation of the Municipality of Bayham and 1904730 Ontario Inc. o/a
Simply Scoops
15. UNFINISHED BUSINESS
16. OTHER BUSINESS
A. Draft Minutes of the October 20, 2025 Waterfront Advisory Committee Meeting
B. Draft Minutes of the October 22, 2025 Museum Advisory Committee Meeting
C. Recommendations to Council from the Waterfront Advisory Committee
16.1 In Camera
16.2 Out of Camera
17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2025-066 Being a by-law to confirm all actions of Council
18. ADJOURNMENT
Waterfront Photo
Contest
2025
Details
Photographers of the Otter Valley (POV)
partnered with Bayham’s Waterfront Advisory
Committee, the Aylmer Express and the
Straffordville Library to host a Waterfront Photo
Contest. The contest ran from June 15 to
September 22 where images were submitted
and judged on regional significance, originality,
technical excellence, composition, overall impact,
and artistic merit.
th
nd
Prizes
1st Prize
$100
2nd Prize
$75
3rd Prize
$50
4th Prize
$25
4th Place
Mike Emberson
Beautiful Port Burwell
East Beach
3rd Place
Stacey Scott
Feather at Sunset
2nd Place
Destiny Moore
The Ripple Effect
1st Place
Virginia Wymenga
The Old Pier
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers – HYBRID
Thursday, October 16, 2025
7:00 p.m.
The October 16, 2025 Council Meeting was held using hybrid technologies via Zoom and
livestreamed on YouTube.
PRESENT:
MAYOR ED KETCHABAW
DEPUTY MAYOR RAINEY WEISLER
COUNCILLORS DAN FROESE
SUSAN CHILCOTT
ABSENT: TIMOTHY EMERSON
STAFF PRESENT:
CAO THOMAS THAYER
CLERK MEAGAN ELLIOTT
PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL
TREASURER LORNE JAMES
MANAGER OF PUBLIC WORKS / DRAINAGE
SUPERINTENDENT STEVE ADAMS
CHIEF BUILDING OFFICIAL SCOTT SUTHERLAND
1. CALL TO ORDER
Mayor Ketchabaw called the meeting to order at 7:00 pm.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest declared.
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
Removal of 16.1 A. Confidential Item re Personal matters about an identifiable individual;
Labour relations, employee negotiations (Human Resources)
4. ANNOUNCEMENTS
Mayor Ketchabaw reminded residents that breakfast at the Vienna Masonic Lodge is from 8 am
to 1 pm on Sundays.
5. PRESENTATIONS
6. DELEGATIONS
7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
Council Minutes October 16, 2025
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A. Regular Meeting of Council held October 2, 2025
B. Special Meeting of Council held October 9, 2025
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT the minutes of the Regular Meeting of Council held October 2, 2025 and the minutes
of the Special Meeting of Council held October 9, 2025 be approved as presented.
CARRIED
8. MOTIONS AND NOTICE OF MOTION
9. OPEN FORUM
10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
10.1 Correspondence
10.1.1 Receive for Information
10.1.2 Requiring Action
10.2 Reports to Council
11. PHYSICAL SERVICES – EMERGENCY SERVICES
11.1 Correspondence
11.1.1 Receive for Information
11.1.2 Requiring Action
11.2 Reports to Council
A. Report PS-10/25 by Steve Adams, Manager of Public Works/Drainage Superintendent re
Proposal Award – RFP 25-03 2026-2028 Concession Food Booth Port Burwell Municipal
Beach
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT Report PS-10/25 re Proposal Award – RFP 25-03 – 2026-2028 Concession Food
Booth – Port Burwell Municipal Beach be received for information;
AND THAT staff be directed to bring forward a by-law to enter into an Agreement with
5046827 Ontario Inc. o/a Simply Scoops for provision of a Concession Food Booth at the
Port Burwell Municipal Beach.
CARRIED
B. Report PS-11/25 by Steve Adams, Manager of Public Works/Drainage Superintendent re
2025-2026 Winter Operations Plan – Level of Service
Council Minutes October 16, 2025
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Moved by: Councillor Froese
Seconded by: Deputy Mayor Weisler
THAT Report PS-11/25 re Winter Operations Plan - Level of Service be received for
information;
AND THAT the Council of The Corporation of the Municipality of Bayham approve the
Municipality of Bayham Winter Operations Plan – Level of Service Policy and associated
mapping, as attached hereto.
CARRIED
12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
12.1 Correspondence
12.1.1 Receive for Information
A. Notice of Passing re ZBA-12/25 Coblentz
B. Notice of Passing re ZBA-21/25 Municipality of Bayham
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT items 12.1.1 A & B be received for information.
CARRIED
12.1.2 Requiring Action
12.2 Reports to Council
A. Report DR-10/25 by Steve Adams, Manager of Public Works/Drainage Superintendent re
Quotation Award – Grewal Drain Extension
Moved by: Councillor Froese
Seconded by: Deputy Mayor Weisler
THAT Report DR-10/25 regarding the Grewal Drain Extension Award Contract be received
for information;
AND THAT the Council of The Corporation of the Municipality of Bayham accept the tender
for the Grewal Drain Extension, as submitted by PBR Excavating Inc., in the amount of
$25,156.49 + HST, with work to commence on or before October 20, 2025 and be completed
on or before October 24, 2025;
AND THAT a by-law to authorize the execution of contract documents with PBR Excavating
Inc. be presented to Council for enactment.
CARRIED
Council Minutes October 16, 2025
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B. Report DR-11/25 by Steve Adams, Manager of Public Works/Drainage Superintendent re
2025 3rd Quarter Drainage Report
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT Report DR-11/25 re 2025 3rd Quarter Drainage Report be received for information.
CARRIED
C. Report DS-42/25 by Scott Sutherland, CBO re 2025 3rd Quarter Building Report
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT Staff Report DS-42/25 re 3rd Quarter Report be received for information.
CARRIED
D. Report DS-41/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Declare
Lands as Part of the Open Public Highway System – Part 2 11R-11368, Part of Coyle
Road
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT Report DS-41/25 regarding Declaring of Lands as Part of the Open Public Highway
System (part of Coyle Road) be received;
AND THAT By-law No. 2025-061, being a by-law to authorize and to declare lands in the
Municipality of Bayham as part of the Open Public Highway System, described as Part 2 of
Registered Plan 11R-11368, part of Coyle Road, be presented for enactment.
CARRIED
E. Report DS-43/25 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Draft Plan
of Subdivision Application 34T-BA2501 Countryside Communities Inc.
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT Staff Report DS-43/25 regarding the Draft Plan of Subdivision 34T-BA2501
Countryside Communities Inc. be received for information;
AND THAT pursuant to Planning Act Regulations Bill 73 Smart Growth for our Communities
Act, 2015, it be pointed out that at the public participation meeting held July 17, 2025, for the
zoning by-law amendment associated with this application only the appointed agent made an
oral presentation;
AND THAT all considerations regarding this matter were taken into account in Council’s
decision passing this resolution;
Council Minutes October 16, 2025
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AND THAT Zoning By-law No. Z456-2003, as amended, be further amended to rezone the
Subject Lands from Holding –Village Residential 1 (R1(h2)) to Holding – Site-Specific Village
Residential ‘R1-24(h2)’ with the following site-specific provisions:
• Section 10.12.24 to permit a minimum Lot Area of 755m² for proposed Lot 12 of Draft
Plan of Subdivision 34T-BA2501, whereas 800m² is required for Single Detached
Dwellings, under Section 10.3;
• Section 10.12.24 to permit a minimum Lot Area of 375m² for proposed Lots 3 and 4 of
Draft Plan of Subdivision 34T-BA2501, whereas 400m² is required for Interior Semi-
Detached Dwellings under Section 10.3;
• Section 10.12.24 to permit a maximum Building Coverage of 35% for all Lots proposed
within Draft Plan of Subdivision 34T-BA2501, whereas a maximum of 30% is required
under Section 10.6;
• Section 10.12.24 to permit a maximum Building Height of 8.0 metres for all Lots
proposed within Draft Plan of Subdivision 34T-BA2501, whereas a maximum of 7 metres
is required under Section 10.5;
• Section 10.12.24 to permit a maximum Driveway Coverage of 60% for all Semi-detached
Lots proposed within Draft Plan of Subdivision 34T-BA2501, whereas a maximum of 50%
is required under Section 4.34.1.
AND THAT Zoning By-law No. Z817-2025 be presented to Council for enactment;
AND FURTHER THAT Council supports the Draft Plan of Subdivision to divide the subject
parcel of land into eight (8) single detached residential lots and four (4) semi-detached
residential lots, provided the approval authority, County of Elgin, include in their decision the
following conditions to be fulfilled by the applicant in the Draft Plan of Subdivision Agreement:
1. That this Draft Plan approval applies to the Countryside Communities Inc. (the
“Subdivider”) Subdivision Application 34T-BA2501,referred to as Concession 3, Lot 14 in
the Municipality of Bayham, County of Elgin as modified and shown in Appendix X
(hereinafter also referred to as the “Draft Plan”) of Report XX, and further that the final
plan(s) to be registered in two (2) phases and includes the following:
• Phase 1: Lots 1-4- each consisting of 1 semi-detached dwelling for a total of 8 dwelling
units
• Phase 2: Lots 5-12- consisting of 1 single-detached dwelling on each lot;
• Block 13 for a road widening
• Street A
2. Unless otherwise stated, all conditions listed below shall be addressed to the satisfaction
of the Municipality and at no cost to the Municipality of Bayham, sometimes referred to by
these Conditions as the "Municipality".
Council Minutes October 16, 2025
6
3. That prior to registration of each Phase, that the Owner/Developer shall submit a draft
Plan of Subdivision to be registered showing the final lot layout for all lots, blocks, and
easements to the satisfaction of the Municipality and County.
4. That prior to registration of Phase 1, the Owner/Developer shall enter into a Subdivision
Agreement with the Municipality, which addresses financial and servicing impacts of the
proposed development to the Municipality and registered on title.
5. Further, the Owner/Developer shall apply to remove the “h2” holding symbol for the
entirety of the lands by way of Zoning By-law Amendment, with such amendment being
adopted and in effect prior to registration of Phase 1.
Roads
6. That the Owner/Developer shall agree through the Subdivision Agreement to construct
“Street A” in accordance with the Municipality’s Design and Construction Standards and
will dedicate “Street A” to the Municipality as public highway to the satisfaction of the
Municipality.
7. That the Owner/Developer shall agree through the Subdivision Agreement to construct a
maintenance access road within the Queen Street road allowance in accordance with the
Municipality’s Design and Construction Standards to the satisfaction of the Municipality.
8. That the streets on the Draft Plan of Subdivision shall be named to the satisfaction of the
Municipality.
9. That the Owner/Developer shall agree through the Subdivision Agreement to construct
sidewalks and streetlights in accordance with the Municipality’s Design and Construction
Standards at no cost to the Municipality, to the satisfaction of the Municipality.
10. That prior to registration of Phase 2, the Owner/Developer shall dedicate Block 13 as
shown on the Draft Plan of Subdivision to the Municipality.
Servicing, Infrastructure, Grading, and Stormwater Management
11. That prior to any grading or construction of the site and prior to registration of each phase,
the Owner/Developer shall submit to the Municipality for review and approval for the
entirety of the site:
• A final Grading and Drainage Plan.
• A final Stormwater Management Report
• A final Servicing Plan.
• A final Erosion and Sediment Control Plan.
12. That prior to any grading or construction of the site and prior to registration of Phase 1,
the Owner/Developer shall submit to the Municipality an interim storm water management
report for review and approval.
Council Minutes October 16, 2025
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13. That the Owner/Developer shall agree through the Subdivision Agreement to design and
construct the extension of the municipal sanitary sewer and provide individual connections
to each proposed lot or, in the case of the semi-detached dwellings on Lots 1-4, two
connections, subject to written confirmation of available downstream capacity by the
Municipality, in accordance with the Municipality’s Design and Construction Standards, to
the satisfaction of the Municipality.
14. That the Owner/Developer shall agree through the Subdivision Agreement to design and
construct the extension of the municipal water main and provide individual connections to
each proposed lot or, in the case of the semi-detached dwellings on Lots 1-4, two
connections, subject to written confirmation of available capacity by the Municipality, in
accordance with the Municipality’s Design and Construction Standards, to the satisfaction
of the Municipality.
15. That the Owner/Developer shall agree through the Subdivision Agreement to design and
construct stormwater management infrastructure, including storm sewers, catch basins,
and underground storage with outlet to the existing municipal storm system in accordance
with the Municipality’s Design and Construction Standards to the satisfaction of the
Municipality.
16. That prior to registration of each Phase, that the Owner/Developer shall provide
easements as may be required for utility, access or drainage purposes in a form
satisfactory to the Municipality or utility.
Other
17. That the Owner/Developer shall agree to pay Cash-in-Lieu of Parkland in accordance with
the Municipality of Bayham By-law No. 2025-007.
18. That the Owner/Developer shall submit an updated Tree Inventory and Tree Preservation
Plan prior to any disturbance or grading of the site and prior to the registration of the Final
Plan. Said plan shall identify all existing trees on-site proposed to be removed, impacted
or retained as a result of the development of the Subject Lands to the satisfaction of the
Municipality and County.
19. That prior to any grading or construction of the site and prior to registration of Phase 1,
the Owner/Developer shall provide an acknowledgement letter from the Ministry of
Tourism, Culture, and Sport confirming the Ministry is satisfied the Stage 1-2
Archaeological Assessment of the lands prepared by Lincoln Environmental Consulting
Group and dated November 2021 is consistent with the Ministry’s standards and
guidelines and no further archaeological assessment is recommended/required.
CARRIED
13. FINANCE AND ADMINISTRATION
13.1 Correspondence
13.1.1 Receive for Information
Council Minutes October 16, 2025
8
A. City of Kitchener re Postage
B. Town of Newmarket re Automated Speed Enforcement
C. Niagara Region re Respecting State of Emergency on Mental Health, Homelessness and
Addictions
D. County of Elgin re Speeding on County Roads
E. Long Point Region Conservation Authority re September 3, 2025 Minutes
F. Elgin OPP Detachment Board re June 25, 2025 Minutes
G. Elgin OPP Detachment Board re September 16, 2025 Minutes
H. St. Thomas-Elgin Social Services re Community Living Elgin Concludes 20+ Years
Leading EarlyON Programs
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT items 13.1.1 A-H be received for information;
AND THAT Council for the Corporation of the Municipality of Bayham supports item B.
CARRIED
13.1.2 Requiring Action
A. Elgin OPP Detachment Board re Request for Proposals – Financial Management Services
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT the correspondence from the Elgin OPP Detachment Board re Request for Proposals
– Financial Management Services be received for information.
CARRIED
13.2 Reports to Council
A. Report TR-18/25 by Lorne James, Treasurer re 2025 Q3 Variance Report
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT Report TR-18/25 re 2025 Q3 Variance Report be received for information;
AND THAT staff be directed to present a 2026 preliminary budget levy increase of 1.9% with
a list of discretionary options for removal for further levy relief.
CARRIED
Council Minutes October 16, 2025
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14. BY-LAWS
A. By-law No. 2025-061 Being a by-law to authorize and to declare lands in the
Municipality of Bayham as part of the open public highway system (Part 2 of 11R-11368 –
Part of Coyle Road)
B. By-law No. Z817-2025 Being a by-law to amend By-law No. Z456-2003 –
Countryside Communities Inc.
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT By-law Nos. 2025-061 and Z817-2025 be read a first, second, and third time and
finally passed.
CARRIED
15. UNFINISHED BUSINESS
16. OTHER BUSINESS
16.1 In Camera
16.2 Out of Camera
17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2025-062 Being a by-law to confirm all actions of Council
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT Confirming By-law No. 2025-062 be read a first, second and third time and finally
passed.
CARRIED
18. ADJOURNMENT
Moved by: Councillor Froese
Seconded by: Councillor Chilcott
THAT the Council meeting be adjourned at 8:03 p.m.
CARRIED
MAYOR CLERK
ZBA-14/25
PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z817-2025 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: COUNTRYSIDE COMMUNITIES INC. LOCATION: LOTS 22-30 EAST OF UNION STREET, LOTS 25-29 WEST OF JOHN STREET, LOTS 22-24 WEST OF SNOW STREET, LOT 20 NORTH OF CHESTNUT STREET, REGISTERED PLAN 54, VILLAGE OF VIENNA TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By-
Law No. Z817-2025 on the 16th day of October, 2025 under Section 34 of the Planning Act.
AND TAKE NOTICE that any person or agency as described below may appeal to the Ontario
Land Tribunal in respect of all or part of this By-law by filing with the Clerk of the Municipality of
Bayham either via the OLT e-file service (first-time users will need to register for a My Ontario
Account) at https://olt.gov.on.ca/e-file-service by selecting the Municipality of Bayham as the
Approval Authority or by mail to the Municipality of Bayham at the address listed below no later
than 4:30 p.m. on 5th day of November, 2025. The filing of an appeal after 4:30 p.m., in person
or electronically, will be deemed to have been received the next business day. The appeal fee
of $1,100 can be paid online through e-file or by certified cheque/money order to the Minister of
Finance, Province of Ontario. If you wish to appeal to the Ontario Land Tribunal (OLT) or
request a fee reduction for an appeal, forms are available from the OLT website at
www.olt.gov.on.ca. If the e-file portal is down, you can submit your appeal to
munderhill@bayham.on.ca. The notice of appeal must set out the objection to the By-law and
the reasons in support of the objection.
THE PURPOSE of this By-law Amendment is to rezone the subject property from ‘Village
Residential 1 (R1(h2))’ Zone to a ‘Site Specific Village Residential 1 (R1-24(h2))’ Zone to permit
the development of eight (8) single detached and eight (8) semi-detached residential dwellings
on the subject property as part of a Draft Plan of Subdivision, application reference 34T-BA2501;
which requires the additional following provisions:
• Section 10.12.24.2 to permit a minimum Lot Area of 755m² for proposed Lot 12 of Draft
Plan of Subdivision 34T-BA2501; whereas 800m² is required for Single Detached
Dwellings, under Section 10.3;
• Section 10.12.24.3 to permit a minimum Lot Area of 375m² for proposed Lots 3 and 4 of
Draft Plan of Subdivision 34T-BA2501; whereas 400m² is required for Interior Semi-
Detached Dwellings under Section 10.3;
• Section 10.12.24.4 to permit a maximum Building Coverage of 35% for all Lots proposed
within Draft Plan of Subdivision 34T-BA2501; whereas a maximum of 30% is required
under Section 10.6;
• Section 10.12.24.5 to permit a maximum Building Height of 8.0 metres for all Lots
proposed within Draft Plan of Subdivision 34T-BA2501; whereas a maximum of 7 metres
is required under Section 10.5;
• Section 10.12.24.6 to permit a maximum Driveway Coverage of 60% for all Semi-detached
Lots proposed within Draft Plan of Subdivision 34T-BA2501; whereas a maximum of 50%
is required under Section 4.34.1.
The subject property is located on the north side of Chestnut Street and beyond the end of the
paved section of Union Street.
THE EFFECT of this By-law is to permit the development of eight (8) single detached and eight
(8) semi-detached residential dwellings on the subject property as part of Draft Plan of
Subdivision, application 34T-BA2501 and to retain the Holding Provision (h2) until such time as
there is a subdivision agreement between the applicant and the Municipality.
ONLY THE APPLICANT, SPECIFIED PERSONS, PUBLIC BODIES, REGISTERED OWNERS
OF LAND TO WHICH THIS BY-LAW WOULD APPLY, AND THE MINISTER may appeal a by-
law to the Ontario Land Tribunal. A notice of appeal may not be filed by an unincorporated
association or group. However, a notice of appeal may be filed in the name of an individual who
is a member of the association or the group on its behalf.
ZBA-14/25
NO SPECIFIED PERSON PUBLIC BODY, OR REGISTERED OWNER OF LAND TO WHICH
THIS BY-LAW WOULD APPLY SHALL be added as a party to the hearing of the appeal
unless, before the by-law was passed, the specified person, public body, or registered owner of
land to which the by-law would apply made oral submissions at a public meeting or written
submissions to the council or, in the opinion of the Ontario Land Tribunal, there are reasonable
grounds to add the person or public body as a party.
The complete By-law is available for inspection by contacting the municipal office.
DATED at the Municipality of Bayham this 17th Day of October 2025.
Village of Vienna
NOTE: For information regarding the fees associated with an appeal to the Ontario Land Tribunal, please see
the following link: https://olt.gov.on.ca/appeals-process/fee-chart/ or contact the Municipality.
Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca
W: www.bayham.on.ca
ZBA-22-25 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: DWAYNE AND NANCY WEBER LOCATION: 53680 HERITAGE LINE, RICHMOND
TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-22-25).
AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, November 6th, 2025, at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the Planning Act. Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel
THE PURPOSE of this By-law Amendment is to rezone a part the subject property from ‘Agricultural (A1)’ Zone to a ‘Site-Specific Farm Commercial (FC-XX)’ Zone to permit the construction of a new building on the subject property for the storage and distribution of feed and seed, which requires relief from the following provisions:
• Section 13.10.XX to zone an area of 5,329m² (as shown hatched on the Key Map) as Farm Commercial (FC); and,
• Section 13.3, to permit a ‘Minimum Lot Frontage’ of 20m; whereas 30m is required under the FC zone;
The subject property is known as 53680 Heritage Line, north side, and west of Richmond Road.
THE EFFECT of this By-law is to permit a new building for the storage and distribution of agricultural feed and seed.
ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments submitted on or before 12:00 Noon on Wednesday, October 29th, 2025 to munderhill@bayham.on.ca or at the municipal office will be included in the public meeting agenda.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so.
IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned.
ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office.
Dated at the Municipality of Bayham this 17th day of October 2025.
Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca
ZBA-23-25 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT AGENT: JESSE FROESE OWNER: HERITAGE GROWN INC. LOCATION: 57238 LIGHT LINE
TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-23-25).
AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, November 20th, 2025, at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the Planning Act. Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel
THE PURPOSE of this By-law Amendment is to rezone two portions of the subject lands as a result of a surplus farm dwelling severance in Zoning By-law Z456-2003. The proposed Severed Lot is to be rezoned from ‘Agricultural (A1-1)’ to Site-Specific ‘Rural Residential (RR-XX)’ Zone, which requires relief from the following provisions:
• Section 7.3 to permit a Minimum Lot Area of 0.26 hectares, whereas 0.4 hectares is required; • Section 7.4 to permit a Minimum Lot Frontage of 34.5 metres, whereas 50.0 metres is required; and,
• Section 7.10 to permit a Minimum Rear Yard Depth of 5.5 metres, whereas 15.0 metres is required.
The proposed Retained Lot is to be rezoned from ‘Agricultural (A1-1)’ to a Site-Specific ‘Special Agricultural (A2-XX)’ Zone to prohibit new dwellings, and requires relief from the following provision:
• Section 6.9 to permit a Minimum Side Yard Width of 7.7 metres, whereas 10.0 metres is required.
The subject lands are known as 57238 Light Line, north side, and west of Elgin County Road 55.
THE EFFECT of this By-law will be to recognize the residential nature of the newly created residential lot and to prohibit new dwellings on the retained farm parcel in accordance with the Official Plan, as part of the clearing of Consent Conditions for Elgin Land Division Committee file number E24-25.
ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments submitted on or before 12:00 Noon on Wednesday, November 12, 2025 to munderhill@bayham.on.ca or at the municipal office will be included in the public meeting agenda.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the
Tribunal, there are reasonable grounds to do so.
IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned.
ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office.
Dated at the Municipality of Bayham this 31st day of October 2025.
Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca
REPORT
DEVELOPMENT SERVICES
TO: Mayor & Members of Council
FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk
DATE: November 6, 2025
REPORT: DS-44/25 FILE NO. C-07 / D09.25REMP
Roll # 3401-000-002-06010SPLIT
SUBJECT: Consent Application E61-25 Rempel
6657 and 6659 Plank Road, Vienna
BACKGROUND
Consent application E61-25 was received from the Elgin County Land Division Committee, as submitted
by Appointed Agent Ben Rempel on behalf of landowners, Jacob Rempel, Margratha Rempel, and
Johan Rempel, Power of Attorney (POA) for Jacob and Margratha Rempel, proposing to sever a parcel
to create one (1) residential lot for each semi-detached unit at 6657 and 6659 Plank Road, west of Plank
Road in the village of Vienna. The lands are designated as ‘Residential’ in Schedule ‘C’ Vienna of the
Municipality of Bayham Official Plan and is zoned ‘Village Residential 1 (R1)’ on Schedule ‘H’ Vienna in
Zoning By-law No. Z456-2003.
The proposed severed lot has a lot frontage of 14.192 m (46.5 ft) and lot depth of 75.624 m (248.110 ft)
to accommodate the existing semi-detached dwelling that will remain as it exists today. The proposed
retained lot has a lot frontage of 14.192 m (46.5 ft) and lot depth of 76.130 metres (249.77 feet) to
accommodate the existing semi-detached dwelling that will remain as it exists today.
Elgin County Land Division Committee will consider the application on November 26, 2025.
DISCUSSION
The planner’s memorandum attached, dated October 28, 2025, analyzes the application subject to the
Bayham Official Plan and Zoning By-law. The separation of a semi-detached dwelling is an acceptable
proposal providing the application meets Official Plan policies and Zoning By-law regulations.
Specifically pertaining to drainage, an engineered storm water management drainage plan is required.
Each unit must contain their surface water or connect to a legal outlet and not permit water to drain to
neighbouring properties and/or the County Road. A connection to the Soper Road Drain may be
possible pending confirmation of the current design capacity. Under the Drainage Act, this would fall
under Section 78 – Major Improvement. At the appropriate time, the owner can find the Notice of
Request for Major Improvements form on the Ontario Ministry of Agriculture, Food and Rural Affairs
Staff Report DS-44/25 Rempel 2
(OMAFRA) website. This process is basically the same as initiating a new petition under Section 4 of the
Drainage Act, requiring Council to appoint an engineer and proceed through the standard drainage
procedures.
Staff and municipal planner recommend the support of the consent application for the severance to
separate the semi-detached dwelling into two individual units with the recommended conditions.
STRATEGIC PLAN
Not Applicable.
ATTACHMENTS
1. Consent Application E61-25 Rempel
2. Arcadis Memorandum, dated October 28, 2025
RECOMMENDATION
THAT Report DS-44/25 regarding the Consent Application E61-25 submitted by Ben Rempel be
received;
AND THAT Council recommends to the Elgin County Land Division Committee that Consent
Application E61-25 proposing the creation of a new lot be granted subject to the following conditions
and considerations:
1. That the Owner initiate and assume, if required, all engineering costs associated with the
preparation of Stormwater Management / Drainage Plan and works to the subject lands to the
approval of the Municipality and the County Engineering Departments, including identifying a
legal drain outlet and the preparation of a revised assessment schedule in accordance with
the Drainage Act, RSO 1990, as amended with a deposit to be paid in full to the Municipality
prior to the condition being fulfilled, if required. Note that if a revised assessment schedule is
required and the deposit does not cover the costs of the revised assessment schedule, the
Owner will be billed for any additional costs incurred.
2. That the Owner provides appropriate access for each parcel onto Plank Road to the
satisfaction of the County and provide any applicable documentation, plans and permits to the
satisfaction of the County and copies to the Municipality.
3. That the Owner provides confirmation from a qualified septic designer on the location of each
private septic system to ensure the locations meet Ontario Building Code requirements for
setbacks from property lines.
4. That the Owner resolves the non-conforming deck, either by removal, reconstruction to meet
Zoning standards, or application and approval of a Minor Variance to legalize its location.
5. That the Owner pays fees as required in By-law No. 2025-007 Cash-in-lieu of Parkland for the
creation of a lot to the Municipality.
6. That the Owner provides a digital copy of a survey of the subject lands.
7. That the Owner provides a Planning Report Fee payable to the Municipality, upon the
granting of the consent.
Respectfully Submitted by: Reviewed by:
Margaret Underhill Thomas Thayer, CMO, AOMC
Planning Coordinator|Deputy Clerk Chief Administrative Officer
420 Wes Graham Way, Suite 106 Waterloo, ON, N2L 0J6
Memorandum
To/Attention Municipality of Bayham Date October 28, 2025
From Jeff Henry, RPP, MCIP Project No 1019
cc
Subject 6657 and 6659 Plank Road - Application for Consent E61-25
Background and Summary
1. We have completed our review of Consent Application E61-25 submitted by Ben
Rempel and Johan Rempel for the subject property identified as 6657 and 6659 Plank
Road, west side, in the Village of Vienna. The applicant is requesting Consent to
sever an approximate land area of 0.108ha (0.267ac) and to retain 0.108ha
(0.267ac). The intent is to sever the existing semi-detached dwellings between the
common wall into two (2) distinct lots. One semi-detached dwelling would therefore
be located on each lot.
2. The proposed severed lot has a lot frontage of 14.192 m (46.5 ft) and lot depth of
75.624 m (248.110 ft) to accommodate the existing semi-detached dwelling that will
remain as it exists today. The proposed retained lot has a lot frontage of 14.192 m
(46.5 ft) and lot depth of 76.130 metres (249.77 feet) to accommodate the existing
semi-detached dwelling that will remain as it exists today.
3. The subject property is designated as a ‘Residential’ land use as per Schedule ‘C’ of
the Municipality of Bayham Official Plan and is zoned ‘Village Residential 1 (R1)’ on
Schedule ‘H’ of Zoning By-law Z456-2003.
Subject Property and Surrounding Area
4. An existing semi-detached building (two dwelling units) with attached garages are
located on the subject property to remain as they exist today. Each dwelling on the
subject property is separately serviced by municipal water (via Soper Road, to the
rear of the property) and private sanitary services (in the form of a septic system),
given that the subject property is located within the Village of Vienna and municipal
sanitary services are not available in the vicinity of the property. Based on drawings,
it appears the water services will not cross the proposed new lot line, and the private
septic beds are within the respective boundaries of and appropriately setback from
the existing and proposed lot lines. The dwellings share one access onto Plank Road
via a common driveway that splits approximately 14m from the road, leading to each
ARCADIS MEMORANDUM
Municipality of Bayham – October 28, 2025
2
separate garage. To the rear of the existing building is an existing wooden deck, that
spans across the center of the building.
5. The subject property is surrounding by existing low-rise residential uses to the north,
south and west. Across Plank Road to the east is a small, cultivated field with a
wooded area beyond.
Municipality of Bayham Official Plan
6. Section 4.2.2.1 of the Municipality of Bayham Official Plan provides direction with
respect to ‘General Policies Applicable to all Settlement Areas’, specifically residential
uses. As such, this policy of the Official Plan encourages new residential development
within existing settlement areas, like the Village of Vienna, by filling in the vacant
areas and locating new residential development adjacent to existing built-up areas in
a compact and contiguous fashion. Further, Section 4.2.4 of the Official Plan provides
further direction with respect to the ‘Intensification and Redevelopment’ within
settlement area boundaries on vacant or underutilized sites in order to efficiently
utilize designated settlement area land and available municipal services.
Comment: It is our opinion that the creation of one (1) new residential lot within the
Village of Vienna makes efficient use of the existing municipal water services and is
in conformity with the Official Plan general residential policies.
7. Section 4.5.2 of the Official Plan, pertaining to the ‘Residential’ land use designation
in Villages, states that the primary use of land in settlement areas is intended for
single-detached dwellings or other low-density types of dwellings, including semi-
detached dwellings. Further, Section 4.5.2.1 indicates that proposals for new dwelling
lots should target a gross density of 20 units per hectare (uph) and shall be serviced
with municipal sewer and water, where one or both services are available.
Comment: The existing semi-detached dwellings to remain are permitted and
encouraged within the ‘Residential’ land use designation. The dwellings are also
serviced by existing municipal water servicing. However, with the need for a septic
system, the lots require a greater area reducing achievable density below 20 uph.
The constraints of the existing lot fabric and buildings will provide a density of 9 uph.
It is our opinion that the proposed severance is in conformity with Section 4.5.2.1 of
the Official Plan.
8. Section 4.5.2.8 of the Official Plan provides the following criteria regarding proposals
for new single unit and two-unit dwellings in the ‘Residential’ land use designation:
a) Lot frontage, depth and size: The lot frontage, lot depth, and lot size of any lots
proposed to be used or created for residential purposes shall be appropriate to
the development being proposed and consistent, wherever desirable and
feasible, to adjacent and surrounding lots. In no case shall lots be created or
dwelling units constructed which do not conform to the provisions of the Zoning
By-law unless the By-law is otherwise amended or a variance granted.
ARCADIS MEMORANDUM
Municipality of Bayham – October 28, 2025
3
Comment: The proposed lot frontage, depth, and size of the proposed retained
and severed lot is consistent with the surrounding residential lots along Plank
Road. In addition, both the proposed severed and retained lots meet the required
minimum lot area of 695 m2 (for a semi-detached unit, where no sewer services
are available) and the required minimum lot frontage of 10.0 metres (for a semi-
detached, internal lot).
Therefore, it is our opinion that the proposed lots would comply to the provisions
outlined in the Municipality of Bayham Zoning By-law.
b) Natural Features: Natural site features including vegetation, tree cover, and
topography shall be protected, enhanced, and incorporated into the design of the
proposed development to the greatest extent possible.
Comment: There are no sensitive natural features identified on the subject
property, as per the Official Plan Schedules.
Design: Innovative housing design and site layout including energy-saving
measures will be encouraged. To achieve energy savings, particular regard shall
be had to building form and size, density, lot and building orientation, and on-site
landscaping.
Comment: The applicant intends to sever the existing semi-detached dwellings
between the common wall into two (2) distinct lots. No changes are proposed to
the buildings.
c) Open space: Open space including parkland shall be provided in accordance with
the policies of Section 4.5.8.
Comment: Parkland dedication in accordance with the municipal Parkland By-
law will be required as a Condition of Approval for the creation of a new residential
lot.
d) Adjacent and surrounding land use: The proposed development shall be
compatible with existing (or proposed) neighbouring land uses. Where necessary
or desirable, the proposed development shall be adequately screened from
adjacent land uses by the provision of landscaping and/or buffering.
Comment: Being that the subject property is located within a settlement area, the
subject property is surrounded by a mix of low-rise residential uses. As such, the
existing semi-detached dwellings to remain are consistent in built-form and use
with the existing low-rise residential uses adjacent to and surrounding the subject
property.
e) Facilities and services: Existing or proposed municipal services (including potable
water supply, sanitary sewage treatment and disposal, solid waste disposal, storm
and surface drainage, roads, sidewalks, and street lighting) shall be adequate to
serve the proposed development. If these services or facilities are deemed
ARCADIS MEMORANDUM
Municipality of Bayham – October 28, 2025
4
inadequate, the Municipality may require that an agreement be entered into with
the developer as to the design and cost apportionment of any public works
required to bring these services or facilities up to the appropriate standard.
Comment: Each dwelling unit is serviced by its own municipal water lateral
service from Soper Road. Each unit has a separate septic sanitary system. These
services have been inspected as part of this application and reported to be in
good working order.
f) Storm drainage: Adequate provision for stormwater management/drainage and
surface runoff subject to the requirements of the Municipality, and the statutory
approval authority having jurisdiction, shall be provided. Where in the opinion of
the Municipality it is deemed necessary or desirable, the Municipality may require
the submission of a grading plan and/or stormwater management plan to ensure
surface water runoff does not adversely affect neighbouring properties or
receiving watercourses.
Comment: Plank Road is a County Road. As such, comment was requested from
the County Engineering Department to confirm if the existing stormwater
management / drainage and grading is acceptable. Peter Dutchak, Director of
Engineering commented that the existing grading has not been approved and
would need a legal drain outlet. As a Condition of Approval, a Stormwater
Management / Drainage and Grading Plan will be required along with necessary
technical designs and fees under the Drainage Act.
g) Vehicular access: Vehicular access shall be available or made available from a
public highway or public street of reasonable construction and maintenance to
permit year round access and shall be subject to the approval of the authority(ies)
having jurisdiction. In no case shall access be permitted where traffic hazards
could result due to poor sight lines or proximity to a traffic intersection. In new
residential subdivisions, the use of a curvilinear street pattern, cul-de-sacs, and
other similar design features to minimize through traffic movements shall be
encouraged.
Comment: As Plank Road is a County Road, comment from the County was
requested. Peter Dutchak, Director of Engineering commented that shared
access is not generally supported as it limits parking opportunities and can cause
conflict of responsibilities. As a Condition of Approval, the applicant will be
required to provide appropriate access for each parcel onto Plank Road to the
satisfaction of the County.
h) The Planning Act: In the case of a residential subdivision, all matters contained
within Section 50 and 51 of the Planning Act as amended or revised from time to
time shall be complied with.
Comment: The applicant is not proposing a residential subdivision.
ARCADIS MEMORANDUM
Municipality of Bayham – October 28, 2025
5
Based on the above, the proposed Consent Application can be in conformity with the
criteria listed in Section 4.5.2.8 of the Official Plan with the addition of Conditions of
Approval.
Municipality of Bayham Zoning By-law
9. The subject property is located within the ‘Village Residential 1 (R1)’ Zone as per
Schedule ‘H’ of the Municipality of Bayham Zoning By-law Z456-2003. As per Section
10.1 of the Zoning By-law, the existing semi-detached dwellings to be located on each
of the proposed lots are a permitted use.
10. As per Section 10.3 of the Zoning By-law, the Minimum Lot Area for a semi-detached
dwelling is 695 m2 where no public water supply or sanitary sewage disposal service
are available. Given the subject property only has access to municipal water, the
Minimum Lot Area of 695 m2 per lot for a semi-detached dwelling would apply.
11. The proposed Retained Lot and Severed Lot would both meet the Minimum Lot
Frontage requirement of 10 m for a semi-detached, interior Lot, per Section 10.4 of
the Zoning By-law. Note that for the purpose of the Zoning By-law for a through lot,
the shorter street frontage (Plank Road) is the front lot line and the longer street
frontage (Soper Road) is the rear lot line.
12. The existing building is under the Maximum building height of 7 m, as per Section
10.5.
13. Section 10.6 permits a maximum Lot Coverage of 30%, which is met when calculated
for each unit on the retained and severed lots.
14. The required building setbacks for a semi-detached dwelling as stated in Sections
10.8, 10.9 and 10.10 are also met by the existing building.
15. The required setback for ‘accessory uses’ in Section 4.2e) is a minimum of 1.0m from
any lot line. The existing wooden deck shown on the survey (included with the
application), spans across the proposed severance line.
16. Comment: The existing wooden deck on the spanning across the proposed Lot line
would not be in accordance with the Zoning By-law. The options to resolve this issue
are:
i) Remove the deck
ii) Reconstruct the deck to provide at least a 1.0m setback from all property
boundaries
iii) Apply for a Minor Variance to permit the deck to remain as is, with a 0m setback
to the interior lot line that forms the party wall.
Conclusion and Recommendations
17. Based on the above review of Consent Application E5-25, we have no objection to
approval of the proposed consent for the creation of one (1) new residential lot to
ARCADIS MEMORANDUM
Municipality of Bayham – October 28, 2025
6
sever the existing semi-detached dwellings between the common wall, subject to the
following conditions:
a) That the owner initiate and assume, if required, all engineering costs associated
with the preparation of Stormwater Management / Drainage Plan and works to the
subject lands to the approval of the Municipality and the County Engineering
Departments, including identifying a legal drain outlet and the preparation of a
revised assessment schedule in accordance with the Drainage Act, RSO 1990,
as amended with a deposit to be paid in full to the Municipality prior to the
condition being fulfilled, if required. Note that if a revised assessment schedule is
required and the deposit does not cover the costs of the revised assessment
schedule, the applicant will be billed for any additional costs incurred;
b) That the owner provides appropriate access for each parcel onto Plank Road to
the satisfaction of the County and provide any applicable documentation, plans
and permits to the satisfaction of the County;
c) The owner resolves the non-conforming deck, either by removal, reconstruction
to meet Zoning standards, or application and approval of a Minor Variance to
legalize its location;
d) That the owner pays fees as required in Municipal By-law No. 2020 – 053 Cash-
in-lieu of Parkland;
e) That the owner provides a digital copy of a survey of the subject lands; and
f) That the owner provides a Planning Report Fee payable to the Municipality of
Bayham.
Jeff Henry
Arcadis Professional Services (Canada) Inc. Jeff Henry, RPP, MCIP Consulting Planner to the Municipality of Bayham
REPORT
DEVELOPMENT SERVICES
TO: Mayor & Members of Council
FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk
DATE: November 6, 2025
REPORT: DS-45/25 FILE NO. C-07 / D09.25JSFAM
Roll # 3401-004-001-19000
SUBJECT: Consent Application E58-25 and E59-25 J & S Family Farms Inc. c/o John Friesen
15 Oak Street, Vienna
BACKGROUND
Consent applications E58-25 and E59-25 were received from the Elgin County Land Division Committee,
as submitted by Appointed Agent Pillon Abbs Inc. on behalf of landowners J & S Family Farms Inc.,
proposing to sever and create two (2) new residential lots from 15 Oak Street, north west corner lot at
Fulton Street. The lands are designated as ‘Residential’ in Schedule ‘C’ Vienna of the Municipality of
Bayham Official Plan and is zoned ‘Village Residential 1 (R1)’ on Schedule ‘H’ Vienna in Zoning By-law
No. Z456-2003.
Elgin County Land Division Committee will consider the applications on November 26, 2025.
DISCUSSION
The planner’s memorandum attached, dated October 28, 2025, analyzes the application subject to the Bayham Official Plan and Zoning By-law highlighting two key issues as follows:
• Parcel A has a lot frontage of 22.0 metres (72.2 feet) and lot depth of 40.6 metres (133.2 feet).
As per the Applicant’s Severance Sketch, there is one (1) existing garage located on Parcel A,
which will be required to be removed as a Condition of Approval.
• Parcel B has a lot frontage of 21.3 metres (69.9 feet) and lot depth of 38.9 metres (127.6 feet).
The Survey of the Subject Property and adjacent lands provided by the Applicant demonstrates
that the air conditioning unit and eaves of the roof on the single-detached dwelling located at 24
Fulton Street encroach onto Parcel B, notwithstanding that 24 Fulton Street has an existing
rectangular area (1.829 metre x 10.820 metre) carving into the Subject Property 9.272 metres
from the Fulton Street lot line that encompasses the building footprint. The existing water
Staff Report DS-45/25 J S Family Farms 2
servicing connection to 24 Fulton Street also crosses the western property line of Parcel B to
reach the portion of the building within this rectangular carve-out. As a Condition of Approval, an
easement will be required along the western property line of Parcel B to address these
encroachments.
Driveway access for Parcel B from Fulton St is a concern for municipal staff given the restrictive sight lines, however, County staff will provide comments and recommendations to the Land Division Committee on access from County Road 41. A driveway access from Oak St will require a road access permit from the Municipality. Staff are also aware of landscaping encroachments into the Vienna Community Park, including armour stone and vegetation associated with 15 Oak Street and the abutting property to the west. A survey is attached that shows the affected Part, being Part 11, which has since been registered as Plan 11R-11261. The survey was completed in 2024 in association with Council’s direction to create four buildable lots on Ann Street. Staff confirmed the continued presence of the encroaching landscape features in
October 2025. Options to address the encroachments include full removal at the Owner’s cost, an encroachment
agreement, or acquisition of the affected lands. Staff recommend that the Owners either remove all encroachments or acquire the encroached-upon portion(s) of Part 11 to eliminate the encroachments. The applicable parts of Part 11 with encroachments associated with two properties are approximated
below. Disposition to the Owners would be subject to the Municipality’s Sale of Surplus Municipal Lands Policy. Any landscaping or other encroachments remaining on Municipal land would have to be removed at the Owner’s sole expense.
Staff Report DS-45/25 J S Family Farms 3
Staff and municipal planner recommend support of the consent applications to create two (2) residential building lots on full services within the village of Vienna with the recommended conditions. If Council is supportive of the Consent and it receives approval from Elgin County Land Division, staff will also engage the landowner of the abutting lands regarding acquisition of their portion of the encroached lands or the removal of all encroachments. The abutting landowner has previously voiced an interest in acquiring their portion.
STRATEGIC PLAN
Not Applicable. ATTACHMENTS 1. Consent Applications E58-25 and E59-25 J & S Family Farms Inc. 2. Arcadis Memorandum, dated October 28, 2025 3. Survey showing Part 11 with landscape features identified. RECOMMENDATION
THAT Report DS-45/25 regarding the Consent Applications E58-25 and E59-25 submitted by Pillon
Abbs Inc. on behalf of J & S Family Farms Inc. be received; AND THAT Council recommends to the Elgin County Land Division Committee that Consent Applications E58-25 and E59-25 propose the creation of two new lots be granted subject to the following conditions and considerations: 1. That the Owner removes the detached garage on the proposed Severed Lot, Parcel A. 2. That the Owner obtains approval from the Municipality for a road entrance permit (Oak Street) for a new access to the proposed Severed Lot (Parcel A). 3. That the Owner obtains approval from the County of Elgin for a road entrance permit (Fulton Street) for a new access to the proposed Severed Lot (Parcel B).
4. That the Owner demonstrates that an easement has been registered in favour of the lands known as 24 Fulton Street along the western portion of Parcel B that addresses the existing water servicing connection to 24 Fulton Street and the encroachment of the air conditioning unit and eaves of the roof of the single-detached dwelling to the satisfaction of the Municipality. 5. That the Owner obtains a permit from the Municipality for the installation of a new municipal water and sanitary service connection to the proposed Severed Lots (Parcel A and B).
6. That the Owner provides an engineered grading, drainage and storm water management plan for each parcel to demonstrate that the lands will drain properly with no negative impacts on the neighbouring lands or the street, all to the satisfaction of the Municipality and the County. 7. That the Owner provides confirmation with respect to the location of the existing municipal water and sanitary service connections to the Retained Lot. Should the existing municipal servicing laterals cross the proposed property lines or do not have sufficient clearance, the owner shall obtain a permit from the Municipality for the installation of a new municipal water and sanitary service connection to the Retained Lot. 8. That the Owner submits a spatial separation report to the satisfaction of the Municipality to verify that the requirements of the Ontario Building Code can be met for the interface of the existing dwelling at 24 Fulton Street with the maximum building envelope shown in the application for
Parcel B. 9. That the Owner either acquires lands from the Municipality in the Vienna Community Park that have been encroached upon by landscaping features, being parts of Part 11 on Plan 11R-11261,
Staff Report DS-45/25 J S Family Farms 4
subject to the Municipality’s Sale of Surplus Municipal Lands Policy, including survey, appraisal, and comment period, or the Owner removes all encroachments from the Vienna Community Park lands at their sole expense. 10. That the Owner pays fees as required in By-law No. 2025-007 Cash-in-lieu of Parkland to the Municipality. 11. That the Owner provides a digital copy of a survey of the subject lands. 12. That the Owner provides a Planning Report Fee payable to the Municipality, upon the granting of
the consent. Respectfully Submitted by: Reviewed by:
Margaret Underhill Thomas Thayer, CMO, AOMC
Planning Coordinator|Deputy Clerk Chief Administrative Officer
420 Wes Graham Way, Suite 106 Waterloo, ON, N2L 0J6
Memorandum
To/Attention Municipality of Bayham Date October 28, 2025
From Jeff Henry, RPP, MCIP Project No 3404 – 1015 & 1016
cc
Subject J & S Family Farms Inc. - 15 Oak Street, Vienna - Application for Consent E58-25 & E59-25
Background and Summary
1. We have completed our review of Consent Applications E58-25 & E59-25 submitted
by Pillon Abbs Inc., on behalf of the owners J & S Family Farms Inc. of the Subject
Property identified as 15 Oak Street in the Village of Vienna. The applicant is
requesting to sever two (2) parcels of land and retain 1,543.1 m2 of land (16,609.8 ft2)
(‘Parcel C’) with the intent to create two (2) new residential lots. Application E58-25
is requesting to sever an approximate land area of 893.4 m2 (9,616.5 ft2) (‘Parcel A’)
and application E59-25 is requesting to sever an approximate land area of 842.5
m2 (9,068.6 ft2) (‘Parcel B’). Both Parcel A and B are intended to be developed for a
residential dwelling in the future.
2. Parcel A has a lot frontage of 22.0 metres (72.2 feet) and lot depth of 40.6 metres
(133.2 feet). As per the Applicant’s Severance Sketch, there is one (1) existing garage
located on Parcel A, which will be required to be removed as a Condition of Approval.
3. Parcel B has a lot frontage of 21.3 metres (69.9 feet) and lot depth of 38.9 metres
(127.6 feet). The Survey of the Subject Property and adjacent lands provided by the
Applicant demonstrates that the air conditioning unit and eaves of the roof on the
single-detached dwelling located at 24 Fulton Street encroach onto Parcel B,
notwithstanding that 24 Fulton Street has an existing rectangular area (1.829 metre
x 10.820 metre) carving into the Subject Property 9.272 metres from the Fulton Street
lot line that encompasses the building footprint. The existing water servicing
connection to 24 Fulton Street also crosses the western property line of Parcel B to
reach the portion of the building within this rectangular carve-out. As a Condition of
Approval, an easement will be required along the western property line of Parcel B to
address these encroachments.
4. The proposed Retained Lot is a corner lot bound by an estimated lot frontage of 39.0
metres (128.0 feet) along Oak Street and 39.6 metres (129.9 feet) along Fulton Street
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Municipality of Bayham – September 9th, 2024
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to accommodate the existing one-storey single-detached dwelling, as per the
applicant’s Severance Sketch.
5. The applicant’s Severance Sketch further shows maximum building envelopes based
on Zoning regulations, which includes showing interior side yard setbacks for Parcel
B from 24 Fulton Street relative to the irregular shared lot line. However, the existing
encroachments may further limit the maximum building envelope based on Ontario
Building Code requirements regarding spatial separation. As a Condition of Approval,
a spatial separation report will be required to the satisfaction of the Municipality.
6. The Subject Property is designated as a ‘Residential’ land use as per Schedule ‘C’ of
the Municipality of Bayham Official Plan and is zoned ‘Village Residential 1 (R1)’ on
Schedule ‘H’ of Zoning By-law Z456-2003.
Subject Property and Surrounding Area
7. An existing one-storey single-detached dwelling with a detached garage is located on
the Subject Property. The owner is proposing to maintain the existing single-detached
dwelling as it exists today on the proposed Retained Lot. The existing detached
garage is located on the proposed Severed Lot, Parcel A, and is proposed to be
demolished by the applicant. This is included as a Condition of Approval.
8. The Subject Property is currently serviced by municipal water and sanitary services,
given that the Subject Property is located within the Village of Vienna. The proposed
Retained Lot and dwelling would continue to be serviced by municipal water and
sanitary services. The owner will need to demonstrate the existing water and sanitary
laterals do not cross the proposed property lines and are in accordance with the
Municipality of Bayham standards as a Condition of Approval.
9. Parcel A and B will require the installation of new municipal water and sanitary
connections in order to service the future dwelling on the lot. As a Condition of
Approval, the owner would be required to obtain a permit from the Municipality of
Bayham to authorize the installation of the new municipal water and sanitary
connections. As previously detailed in Paragraph 2 of this Memorandum, the existing
water servicing connection to 24 Fulton Street crosses the western property line of
Parcel B. As a Condition of Approval, an easement will be required along the western
property line of Parcel B to address these encroachments.
10. There is an existing access along Oak Street and a driveway to the existing single-
detached dwelling. The existing access to the proposed Retained Lot will remain
unaltered as it exists today. As a Condition of Approval, the owner will be required to
obtain approval from the Municipality of Bayham for a road entrance permit to create
a new access to Parcel A. For Parcel B, the owner will be required to obtain approval
from the County of Elgin for a road entrance permit to create a new access.
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Municipality of Bayham – September 9th, 2024
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11. With respect to the surrounding area, there are existing single-detached dwellings in
all directions of the Subject Property. Being in the Village of Vienna, a mix of
institutional and commercial uses exist within close proximity of the Subject Property.
Municipality of Bayham Official Plan
12. Section 4.2.2.1 of the Municipality of Bayham Official Plan provides direction with
respect to ‘General Policies Applicable to all Settlement Areas’, specifically residential
uses. As such, this policy of the Official Plan encourages new residential development
within existing settlement areas, like the Village of Vienna, by filling in the vacant
areas and locating new residential development adjacent to existing built-up areas in
a compact and contiguous fashion. Further, Section 4.2.4 of the Official Plan provides
further direction with respect to the ‘Intensification and Redevelopment’ within
settlement area boundaries on vacant or underutilized sites in order to efficiently
utilize designated settlement area land and available municipal services.
Comment: It is our opinion that the creation of two (2) new residential lots within the
Village of Vienna makes efficient use of underutilized lands and existing municipal
services and is in conformity with the Official Plan general residential policies.
13. Section 4.5.2 of the Official Plan, pertaining to the ‘Residential’ land use designation
in Villages, states that the primary use of land in settlement areas is intended for
single-detached dwellings or other low-density types of dwellings. Further, Section
4.5.2.1 indicates that proposals for new dwelling lots should target a gross density of
20 units per hectare (uph) and shall be serviced with municipal sewer and water.
Comment: The proposed Severed Lots and Retained Lot are intended to support
single-detached dwellings, which are permitted and encouraged within the
‘Residential’ land use designation. It is our opinion that the proposed density and lot
sizes will make efficient use of underutilized lands in the existing settlement area
boundary, as well as the existing municipal sewer and water services. Therefore, it is
our opinion that the proposed severance is in conformity with Section 4.5.2.1 of the
Official Plan.
14. Section 4.5.2.8 of the Official Plan provides the following criteria regarding proposals
for new single unit and two-unit dwellings in the ‘Residential’ land use designation:
a) Lot frontage, depth and size: The lot frontage, lot depth, and lot size of any lots
proposed to be used or created for residential purposes shall be appropriate to
the development being proposed and consistent, wherever desirable and
feasible, to adjacent and surrounding lots. In no case shall lots be created or
dwelling units constructed which do not conform to the provisions of the Zoning
By-law unless the By-law is otherwise amended or a variance granted.
Comment: The proposed lot frontage, depth, and size of the Severed Lots (Parcel
A and B) and the proposed Retained Lot is consistent with the surrounding
residential lots along Oak and Fulton Street and the surrounding neighbourhood.
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Municipality of Bayham – September 9th, 2024
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In addition, both the proposed Severed and Retained Lot meet the required
minimum lot area of 800 m2 (for fully serviced lots) and the required minimum lot
frontage of 15.0 metres (for fully serviced lots). Therefore, it is our opinion that the
proposed lots would comply to the provisions outlined in the Municipality of
Bayham Zoning By-law.
b) Natural Features: Natural site features including vegetation, tree cover, and
topography shall be protected, enhanced, and incorporated into the design of the
proposed development to the greatest extent possible.
Comment: There are no sensitive natural features identified on the Subject
Property, as per the Official Plan Schedules.
Design: Innovative housing design and site layout including energy-saving
measures will be encouraged. To achieve energy savings, particular regard shall
be had to building form and size, density, lot and building orientation, and on-site
landscaping.
Comment: The applicant intends to sever the Subject Property and utilize the
existing single-detached dwelling on the proposed Retained Lot. In the future,
regard for design measures shall be addressed for the proposed dwellings on the
Severed Lots at the Building Permit Application stage.
c) Open space: Open space including parkland shall be provided in accordance with
the policies of Section 4.5.8.
Comment: Parkland dedication in accordance with the municipal Parkland By-
law will be required as a Condition of Approval for the creation of a new residential
lot.
d) Adjacent and surrounding land use: The proposed development shall be
compatible with existing (or proposed) neighbouring land uses. Where necessary
or desirable, the proposed development shall be adequately screened from
adjacent land uses by the provision of landscaping and/or buffering.
Comment: Being that the Subject Property is located within a settlement area,
the Subject Property is surrounded by a mix of low-rise residential, institutional
and commercial uses. As such, the existing single-detached dwelling on the
proposed retained lot is consistent in built-form and use with the existing low-rise
residential uses adjacent to and surrounding the subject property along Oak and
Fulton Street. Further, it is our opinion that a future dwelling on the Severed Lots
would be compatible with the adjacent and surrounding land uses.
e) Facilities and services: Existing or proposed municipal services (including potable
water supply, sanitary sewage treatment and disposal, solid waste disposal, storm
and surface drainage, roads, sidewalks, and street lighting) shall be adequate to
serve the proposed development. If these services or facilities are deemed
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Municipality of Bayham – September 9th, 2024
5
inadequate, the Municipality may require that an agreement be entered into with
the developer as to the design and cost apportionment of any public works
required to bring these services or facilities up to the appropriate standard.
Comment: The proposed Retained Lot would continue to utilize the existing
municipal water and sewer service connections. As a Condition of Approval, the
owner would be required to obtain a permit from the Municipality of Bayham to
authorize the installation of the new municipal water and sanitary connections for
the proposed Severed Lots (Parcel A and B)
f) Storm drainage: Adequate provision for stormwater management/drainage and
surface runoff subject to the requirements of the Municipality, and the statutory
approval authority having jurisdiction, shall be provided. Where in the opinion of
the Municipality it is deemed necessary or desirable, the Municipality may require
the submission of a grading plan and/or stormwater management plan to ensure
surface water runoff does not adversely affect neighbouring properties or
receiving watercourses.
Comment: The owner is responsible for adequate provision of stormwater
management/drainage and surface runoff subject to the requirements of the
Municipality, including the submission of a grading plan and/or stormwater
management plan for each lot to ensure surface water runoff does not adversely
affect neighbouring properties or receiving watercourses. This is included as a
Condition of Approval.
g) Vehicular access: Vehicular access shall be available or made available from a
public highway or public street of reasonable construction and maintenance to
permit year round access and shall be subject to the approval of the authority(ies)
having jurisdiction. In no case shall access be permitted where traffic hazards
could result due to poor sight lines or proximity to a traffic intersection. In new
residential subdivisions, the use of a curvilinear street pattern, cul-de-sacs, and
other similar design features to minimize through traffic movements shall be
encouraged.
Comment: For the proposed Severed Lot (Parcel A), as a Condition of Approval,
the owner would be required to obtain an access permit from the Municipality of
Bayham to create a new independent access along Oak Street. The owner will
also be required to obtain an access permit from the County of Elgin to create a
new independent access along Fulton Street for Parcel B, as a Condition of
Approval. For the proposed Retained Lot (Parcel C), no change to the existing
access is proposed, which complies with sight restriction for corner lot regulations
in the Zoning By-law.
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Municipality of Bayham – September 9th, 2024
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h) The Planning Act: In the case of a residential subdivision, all matters contained
within Section 50 and 51 of the Planning Act as amended or revised from time to
time shall be complied with.
Comment: The applicant is not proposing a residential subdivision.
Based on the above, Consent Application E58-25 and E59-25 is in conformity with
the criteria listed in Section 4.5.2.8 of the Official Plan.
Municipality of Bayham Zoning By-law
15. The Subject Property is currently zoned ‘Village Residential (R1)’ as per Schedule ‘H’
of the Municipality of Bayham Zoning By-law Z456-2003. As per Section 10.1 of the
Zoning By-law, the existing single-detached dwelling on the proposed Retained Lot
is considered a permitted use. The intended use and development of a future dwelling
on the proposed Severed Lots would also be permitted.
16. As per Section 10.3 of the Zoning By-law, both the proposed Retained and Severed
Lots would meet the Minimum Lot Area requirement of 800 m2 for lots located in the
Village of Vienna on full municipal servicing. As per Section 10.4 of the Zoning By-
law, the proposed Retained Lot would meet the minimum lot frontage requirement of
18.0 metres for a corner lot, while the proposed Severed Lots would meet the
Minimum Lot Frontage requirement of 15.0 metres for internal lots. In addition, the
existing single-detached dwelling on the Retained Lot will continue to maintain
compliance with the required side yard width, front yard depth and rear yard depth
setbacks.
17. Therefore, the proposed Retained and Severed Lots comply with the Zoning By-law
and a Minor Variance Application is not required.
Conclusion and Recommendations
18. Based on the above review of Consent Application E58-25 and E59, we have no
objection to approval of the proposed consents for the creation of two (2) new
residential lots subject to the following conditions:
a) That the owner removes the detached garage on the proposed Severed Lot,
Parcel A;
b) That the owner obtains approval from the Municipality of Bayham for a road
entrance permit (Oak Street) for a new access to the proposed Severed Lot
(Parcel A);
c) That the owner obtains approval from the County of Elgin for a road entrance
permit (Fulton Street) for a new access to the proposed Severed Lot (Parcel
B);
d) That the owner demonstrates that an easement has been registered in favour
of the lands known as 24 Fulton Street along the western portion of Parcel B
that addresses the existing water servicing connection to 24 Fulton Street and
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Municipality of Bayham – September 9th, 2024
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the encroachment of the air conditioning unit and eaves of the roof of the
single-detached dwelling to the satisfaction of the Municipality.
e) That the owner obtains a permit from the Municipality of Bayham for the
installation of a new municipal water and sanitary service connection to the
proposed Severed Lots (Parcel A and B);
f) That the owner provides an engineered grading, drainage and storm water
management plan for each parcel to demonstrate that the lands will drain
properly with no negative impacts on the neighbouring lands or the street, all
to the satisfaction of the Municipality of Bayham;
g) That the owner provides confirmation with respect to the location of the
existing municipal water and sanitary service connections to the Retained Lot.
Should the existing municipal servicing laterals cross the proposed property
lines or do not have sufficient clearance, the owner shall obtain a permit from
the Municipality of Bayham for the installation of a new municipal water and
sanitary service connection to the Retained Lot;
h) That the owner submits a spatial separation report to the satisfaction of the
Municipality to verify that the requirements of the Ontario Building Code can
be met for the interface of the existing dwelling at 24 Fulton Street with the
maximum building envelope shown for Parcel B;
i) That the owner pay fees as required in Municipal By-law No. 2025 – 007 Cash-
in-lieu of Parkland;
j) That the owner provides a digital copy of a survey of the subject lands;
k) That the owner provides a Planning Report Fee payable to the Municipality of
Bayham, upon the granting of consent.
Jeff Henry
Arcadis Professional Services (Canada) Inc. Jeff Henry, RPP, MCIP Consulting Planner to the Municipality of Bayham
REPORT
DEVELOPMENT SERVICES
TO: Mayor & Members of Council
FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk
DATE: November 6, 2025
REPORT: DS-46/25 FILE NO. C-07
SUBJECT: CIVIC ADDRESSING POLICY AND ROAD NAMING POLICY
BACKGROUND
Historically, the Municipality has relied upon the County of Elgin Municipal Addressing Program Guidelines, which was set out in 1994 and provided assistance regarding assignment of property identification numbers to properties within the County of Elgin. The purpose of the Guidelines established was to provide a framework for use by lower-tier municipalities prior to the implementation of the 9-1-1 P.E.R.S Addressing System. Shifts in economic conditions and policy changes to the provincial planning framework mean that housing forms are changing, with higher-density residential forms happening more often and Additional Residential Units (ARUs) becoming more common. The increased prevalence of denser housing forms, coupled with changes to NG911 emergency notification requirements, means that a Civic Addressing Policy is needed for the Municipality of Bayham’s unique needs.
Higher-density residential development, including ARUs, row housing, condominiums, and subdivisions are becoming more common. These changes demand a more flexible and comprehensive approach to civic addressing that ensures consistency, supports emergency response, and meets utility and service
provider needs. The Townships of Malahide and Southwold have also adopted stand-alone policies. The attached
policies are very similar with additions and inclusions customized to our municipality. The Municipality does not have an official Road Naming Policy and so also attached to this Report is a draft policy to establish road naming processes and criteria. DISCUSSION Civic Addressing Policy The proposed Civic Addressing Policy retains relevant elements from the original Elgin County framework while incorporating updated municipal standards unique to the municipality. It emphasizes clear
procedures for assigning and communicating addresses and includes provisions for both rural and settlement areas.
DS-46/25 Municipality of Bayham 2
The proposed Civic Addressing Policy introduces several key updates and enhancements to better reflect current needs and practices, with notable differences from the existing County policy including:
• Definitions and scope, including coverage of ARUs, gated roads, condominiums, subdivisions,
and shared driveways.
• Improved clarity regarding the placement and format for address signage.
• A formalized notification process to ensure address changes are communicated to emergency services and utility providers in a timely and consistent manner.
• Alignment with Next Generation 9-1-1 (NG911) standards to support improved emergency response.
• Support for modern land use planning, including subdivisions, infill development, and evolving needs. Road Naming Policy
The new Road Naming Policy represents a consistent approach and provides a series of principles for naming municipal roads along with a process for notification and signage. By formalizing notification processes, clarifying signage standards, and aligning with NG911, the policies strengthen the consistency and quality of service delivery. It supports clear expectations for residents,
developers, and emergency responders—contributing to timely and effective municipal services. STRATEGIC PLAN Not Applicable. ATTACHMENTS 1. Draft Civic Addressing Policy 2. Draft Road Naming Policy RECOMMENDATION
THAT Report DS-46/25 re Civic Addressing Policy and Road Naming Policy be received for information; AND THAT Council approve the Civic Addressing Policy and the Road Naming Policy as presented.
Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator/Deputy Clerk Chief Administrative Officer
Municipality of Bayham Civic Addressing Policy
1.0 DEFINITIONS & INTERPRETATION Wherever a word is used in this Policy with its first letter capitalized, the term is being used as it is defined in this Section. Where any word appears
in ordinary case, its regularly applied meaning in the English language is
intended. Defined terms may be used throughout this policy in different grammatical contexts.
1.1. Building – means the principal structure or structures on a property, and
includes a dwelling, business premises, school, place of public assembly,
place of worship, hospital, arena, retirement or nursing home, or building associated with an agricultural use unless a dwelling or business premises is situated on the same property as such building.
1.2. Chief Building Official – means the Chief Building Official of The Corporation of the Municipality or designate.
1.3. Civic Address - means the Civic Number, including the Unit number and letter where applicable, and road name assigned to a particular Building
or lot.
1.4. Civic Number - means the number (including the unit number and letter, where applicable) assigned by the Municipality for the purpose of identifying the Building, dwelling or lot.
1.5. Highway - means a common and public highway or a portion thereof under the jurisdiction of the Municipality, County, or Province and includes any bridge, trestle, viaduct or other structure forming part of the highway.
1.6. Manager of Public Works – means the Manager of Public Works of The Corporation of the Municipality or designate.
1.7. Municipality - means the Corporation of the Municipality of Bayham.
1.8. Number Blade - means a sign that is affixed to a support structure adjacent
to the Private Road or Highway for the purpose of displaying the Civic Number of the Building or lot to which the sign relates (blue/white 9-1-1 sign).
1.9. Official Plan – means the Official Plan of the Municipality, as amended from
time to time.
1.10. Owner - means a person having any right, title, interest, or equity in land or their agent.
1.11. Private Road - means single or multi-lane path accessible to vehicles that
is not under the jurisdiction of the Municipality, County, or the Province.
1.12. Property - means any land divided into lots as defined in the Land Titles Act, 1990.
1.13. Public Road – means a single or multi-lane path accessible to vehicles that is under the jurisdiction of the Municipality, County, or Province.
1.14. Road - means a Highway/Public Road or a Private Road.
1.15. Settlement Area – means a developed area of land on which Buildings and/or non-building structures are present, and more specifically defined as the lands identified as existing within the Settlement Areas of the Official Plan.
1.16. Street/Road Name Sign – means a type of traffic sign used to identify named roads and are most often found posted at intersections and are usually in perpendicularly oriented pairs identifying each of the intersecting Roads.
1.17. Unit - means an independently used space within a Building (e.g. a store within a shopping plaza or an apartment within a residential complex).
2.0 PURPOSE
2.1. The purpose of this policy is to provide a uniform approach regarding assignment of Civic Addresses within the Municipality.
2.2. The procedures to assign a Civic Address are established to provide an accurate
and simple system of property identification to assist with the delivery of
emergency and other services and which is capable of accommodating growth.
3.0 GENERAL SCOPE
3.1. That the procedures to assign a Civic Address is developed and the address
mapping prepared by the Municipality, as updated from time to time, be hereby
implemented to achieve a Municipal-wide system of property identification to
assist with the delivery of emergency and other services which are adaptable to
future needs.
3.2. The policies outlined will, in the long term, provide the County of Elgin and local
municipalities with a complete and consistent system of property identification.
3.3. The system, as outlined in this framework, has seven general objectives:
(1) To develop an accurate, universally agreed upon system of property
identification.
(2) To provide assistance to emergency personnel.
(3) To be a simple, logical system, understandable by all user groups
including the general public. (4) Be flexible, in order to allow for future growth and infilling. (5) Be easily maintained at minimal cost. (6) Be compatible with Next Generation 9-1-1 (NG911). (7) Where feasible, to comply with previously adopted, existing Elgin County
municipal addressing guidelines.
4.0 GUIDING PRINCIPLES
4.1. Eligibility
(1) The Owner of the following types of properties shall be required to post an
identifying Civic Address:
a) Any property containing a residence (permanent, seasonal, or
otherwise);
b) Any government, commercial, industrial, recreational, religious and
educational property which has the facilities on the site from which to
report an emergency and/or to which there is a reasonable exception
that emergency vehicles could be dispatched;
c) Any property with facilities under construction;
d) The Municipality encourages voluntary addressing and identifying of all
vacant agricultural properties through the installation of Number Blades
at an approved Road entrance.
4.2. Property Identification Standards:
(1) Rural Areas
a) All rural properties must have a Number Blade on their own post.
Number Blades are to be installed on their own post, must be on
private property and no more than 3 metres (10 feet) from the property
line and within 3 metres (10 feet) of the edge of the driveway
(unobscured by mailboxes, hedges, vegetation, etc.), perpendicular to
the fronting Road. The Number Blade must be a minimum of 1.4
metres (54 inches) above grade, and a maximum of 2 metres (6 feet, 6
inches) above grade.
b) In all cases, the first priority for a Number Blade and post placement
shall be clear visibility from both directions of the travelled portion of
the Road to allow reflection by the low beam of vehicle headlights and,
secondly, the post should be sufficiently far back to prevent damage by
Road maintenance activities.
c) The number blade shall be a minimum of 150mm (6 inches) in height x
360mm (14 inches) in width. The numbers shall be a minimum of
120mm (4.75 inches) high, reflective and on both sides of the plate on
which it is attached to.
d) The numbers shall be of white, engineering grade, reflectorized 3M
Scotchlite or approved equivalent over a blue, engineering grade,
reflectorized 3M Scotchlite or approved equivalent background.
e) IMPORTANT: Property owners are reminded to be aware of any
underground utilities before installing posts (i.e. gas, telephone, hydro,
fibre, etc.)
(2) Settlement Areas
a) New subdivisions, authorized under Section 50 of the Planning Act,
which exist within the settlement areas of Vienna and Port Burwell as
identified in the Official Plan, shall have numbers affixed to the main
Building/dwelling, if this is agreed in the subdivision agreement. These
numbers must be a minimum of 130 millimetres (5 inches) in height
and clearly visible from the Road, including at night. New subdivisions
in all other settlement areas as identified in the Official Plan shall be
assigned the Number Blade to be posted at the Road.
4.3. Time Limit
(1) Due to the importance of properly identifying properties (Emergency
response), residents will be required to erect or permanently attach (in
areas where this applies) to the Building the appropriate property
identification sign numbers bearing the Civic Address assigned by the
Municipality prior to receiving occupancy permits. Properties found to be
occupied without appropriate Civic Addresses may be installed by the
Municipality at the Owner's expense.
(2) It is the responsibility of the Owner of the property to which the Civic
Number applies to ensure the upkeep and maintenance of ALL property
identification signs.
(3) Upon receipt of all applicable fees for Civic Addressing, pursuant to the
Municipality’s Rates & Fees By-Law, the Municipality shall supply and
install a post and Number Blade displaying the property’s designated Civic
Address.
5.0 GENERAL NUMBERING SYSTEM
5.1. The civic addressing system throughout the County generally follows the "Crown
Survey" within the County of Elgin. A sequence of numbers has historically been
assigned to each municipality, pre-amalgamation.
5.2. West-East numbers, in the County of Elgin, begin at a baseline west of the
County at 20,000. These numbers increase towards the east.
5.3. From a known point of origin (i.e. intersection, property line, or numbered
building), a linear measurement shall be taken parallel to the front property line,
to the centre of the driveway. When there are two or more driveways for a lot, the
address will be allocated based on the primary driveway access leading to the
main structure.
5.4. In assigning new Civic Addresses in rural areas, two Civic Numbers shall be
allotted for every 5 meters (16.5 feet) of frontage (one odd number and one even
number on each side).
5.5. In assigning new Civic Numbers in the settlement areas, Civic Numbers will
increase by intervals as determined by the Manager of Public Works.
5.6. As much as is practical in both rural and settlement areas, even Civic Numbers
shall be allotted for the east and north sides of the Road.
5.7. As much as is practical in both rural and settlement areas, odd Civic Numbers
shall be allotted for the west and south sides of the Road.
5.8. The same Civic Number shall not be repeated when the prefix to a Road name is
the same. For example, if there is a 510 Highland Road, there cannot be a 510
Highland Street.
6.0 NEW ROADS
6.1. Upon creation of a plan of subdivision, consent, etc., a new Road may be created based on the requirements of the Municipality’s Road Naming Policy.
6.2. The creation of Civic Numbers for a new Road will be based on this policy,
establishing a Civic Address for each property along the new Road.
7.0 GATED/PRIVATE ROADS (Created via Vacant Land Condo)
7.1. Properties located on a gated road will receive a Civic Number in the same
manner as properties on any other Roads.
7.2. If a gate is locked, the Municipality has the authority as per Section 436(1) of the Municipal Act, 2001, as amended and Section 13(1) of the Fire Protection and Prevention Act, of forcing entry to the property or until such a time as the Owner is available to provide access.
8.0 BOUNDARY AND COMMON ROADS
8.1. Municipal boundary Roads may need to be numbered independently from other Roads, to be consistent with neighbouring municipalities. In
circumstances where Road access to a property crosses a municipal
boundary, the Municipality will coordinate with the neighbouring municipality to ensure consistency. Civic Numbers on both sides of the Road should be uniform where possible.
9.0 MULTIPLE DWELLINGS
9.1. Additional Residential Units (ARU), Secondary Suites: (1) In the Municipality where Number Blades are used, an ARU within a
dwelling shall have the Number Blade affixed in a permanent fashion at
the Road and on the front of the primary dwelling in accordance with signage standards in Section 9.1 (7) with a directional indicator showing the location of the ARU at the side or at the rear of the dwelling to the satisfaction of the Chief Building Official.
(2) In the Municipality where Number Blades are not used and numbers are affixed to the front of the dwelling, ARUs shall be numbered in accordance with signage standards in Section 9.1 (7) with a directional indicator showing the location of the ARU at the side or at the rear of
the dwelling to the satisfaction of the Chief Building Official.
(3) In the case of detached ARUs on a property, approved signage is required to be near the front door of the primary dwelling showing that there is an ARU around the side or rear of the building and additional signage on the front of the detached ARU.
(4) ARUs shall be numbered in the following manner:
a) ####-1 (main floor units)
b) ####-2. (for basement units)
c) ####-3 (for second storey units)
d) ####-4 (for detached accessory units) (5) Multiple separate dwellings on the same level will be identified by unit letters along with the numbering outlined above. (e.g. Two units on the
main floor of a residence would be identified as: 5668-1A Named Lane,
and 5668-1B Named Lane, while a third basement unit at the same address would be 5668-2 Named Lane). (6) The ARU address sign shall be a minimum of 30.48 centimetres (12
inches) in height x 30.48 centimetres (12 inches) in width. The numbers
shall be a minimum of 120 millimetres (4.75 inches) height, reflective on a white background with black numbering. The sign shall be purchased through the Municipality by application with the fee in accordance with the Municipality’s current Rates and Fees By-law.
9.2. Apartment Building or Multiple Attached Dwelling (1) An apartment Building or multiple attached dwelling (e.g. building composed of row/townhouse units, units that form part of a vacant land
condominium) on one apparent block of land with a common access is
given one Civic Number, and each Unit(s) is assigned a unit number. (2) An apartment Building that has multiple floors with Units on each floor may be numbered as Basement (B1, B2, etc.); First Floor (101, 102,
etc.); Second Floor (201, 202) etc.
(3) On-street housing projects (e.g. semi-detached or townhouse dwellings, vacant land condos which front on municipal roads)) which have direct access to the Road (except private roads) for each Unit will
be assigned a separate Civic Number.
9.3. Single Family Dwellings Part of Vacant Land Condominium Plan (1) Single Family Dwellings that are part of a Vacant Land Condominium
will be assigned Civic Numbers for Units. Private roads within a Vacant
Land Condominium may be named in conjunction with the Municipality’s Road Naming Policy, however, Civic Addressing will be assigned based on the number assigned at the public Road with units being allocated within the condominium plan (i.e. private Roads may be
used for marketing a development but do not relate to civic addresses).
Vacant Land Condominium buildings that front on a public Road will follow the established numbering sequence along the public Road.
10.0 MOBILE HOME PARKS
10.1. The whole of the Mobile Home Park may be assigned one Civic Number to the fronting Road with each Mobile Home given a Civic Number per Unit provided there are intersection signs on all internal roads to show the street name and ranges of the Unit numbers (e.g. #1001 Mobile Home Park Named Road, Unit
#).
11.0 COTTAGE RESORT, TRAILER/RV PARKS OR CAMPGROUNDS
11.1. A cottage resort, trailer park, or recreational vehicle park or campground shall
be assigned one Civic Number to the fronting street and the individual Units or
sites may be identified by their internal unit or site numbers for a large unit range (e.g. #1001 Trailer Park Named Road, Site #).
12.0 MULTIPLE COMMERCIAL/INDUSTRIAL
12.1. A multiple occupancy commercial/industrial building, such as a shopping plaza, on one apparent block of land with a common access to the Road is given one Civic Number and each unit is assigned a Civic Number for each Unit (#1001 Shopping Plaza Road, Unit #).
12.2. A multiple occupancy commercial/industrial building with no common access but individual entrances with direct access to the Road shall be assigned a separate Civic Number for each Unit (e.g. #1001 Shopping Plaza Road, #1003 Shopping Plaza Road, etc.).
13.0 SPLIT DRIVEWAYS
13.1. A “split driveway” is one common entrance from the Road but splits into two separate driveways, still within view of the Road.
13.2. When travelling on the Road approaching the property, the first Number Blade is placed at the first side of the entrance and the second Number Blade is placed on the opposite side of the entrance in sequential order.
13.3. The first Civic Number is derived from the actual measurement point distance
calculations, while the second Civic Number is assigned based on the first Civic Number’s calculations.
13.4. Residents with dwellings serviced by split driveways are required to install an
additional Number Blade on the front of each respective residence, with clear
visibility from the driveway.
14.0 SHARED DRIVEWAYS
14.1. A “shared driveway” is one common entrance for two or more properties, but
the driveway split is not visible from the rRoad.
14.2. When travelling on the road approaching the property, one Number Blade is
placed on one post where the shared driveway entrance meets the Road. A
separate Number Blade is assigned and is placed on the opposite side of the
entrance.
14.3. Residents with dwellings serviced by shared driveways are required to install an additional Number Blade on the front of each respective residence, with clear visibility from the driveway.
15.0 CORNER LOTS
15.1. Corner lots will be allocated a Civic Address on the Road which provides the approved entrance to the property.
16.0 CONTINUITY OF NUMBERING
16.1. Civic Numbers will continue consecutively along the full length of a Road, even if the Road crosses a Municipal boundary (unless otherwise decided upon by the Manager of Public Works).
16.2. In general, where there is a jog in a Road, or two Roads meet with a section in
common, the Civic Numbers will continue consecutively on the higher (public)-order Road.
17.0 COORDINATION WITH EXISTING CIVIC ADDRESS NUMBERING IN SETTLEMENT AREAS
17.1. An established Civic Number system within a Settlement Area will remain and be
utilized, so long as they have sequential numbering with odd and even numbers
on opposite sides of the Road and they can be worked into the surrounding
number sequences.
18.0 CURVILINEAR STREETS
18.1. Crescents (1) The general orientation of a crescent is used to determine whether it is on the north-south or east-west axis. Odd and even Civic Numbers are
assigned accordingly.
18.2. Cul-De-Sacs (1) The general orientation of the cul-de-sac is used to determine whether
it is on the north-south or east-west axis. Odd and even Civic Numbers
are assigned accordingly. (2) The mid-point in the bulb of the cul-de-sac is used to define the split.
(3) Where the Road name of the dead-end circle is the same as the Road
name of the main street, the Civic Numbers from the main street are carried into the circle.
19.0 ISSUING NEW/REVISED CIVIC NUMBERS & NOTIFICATION
19.1. Civic Numbers for existing vacant lots and for new lots created by consent (severance) will be issued when the Owner or contractor submits a request for a Civic Address.
19.2. In order to determine a Civic Number, the location of the driveway must be
shown on a plan and approved by the Municipality, County, or Ministry of Transportation.
19.3. For new Civic Numbers, every attempt will be made to ensure that the new
number is consistent and logical with any current numbering system on that
section of Road as shown on addressing maps. The Manager of Public Works will make every attempt to create a new Civic Address that does not directly
affect established Civic Addresses on the Road. However, if necessary, other Owners may be affected by said new Civic Numbers and may be subject to the costs associated with updating their Civic Address should a revised number be issued.
19.4. For a Civic Address that is reassigned by the Municipality, the affected Owner(s) is invoiced for the new Number Blade. All affected Owner(s) are notified in writing of any Civic Address change.
19.5. Where a property is addressed with a Civic Number and Unit number, the
Manager of Public Works will ensure that any new or existing Number Blade at the end of the driveway reflects the unit numbering.
19.6. If a driveway entrance is moved/relocated, the Civic Address may require
adjustment (initiated by either the property owner and/or the Municipality) and
the cost of a new sign is the responsibility of the Owner.
19.7. No Owner shall determine, erect, modify or replace a Civic Number and/or Number Blade not authorized by the Manager of Public Works.
19.8. A fee for new Civic Number and/or Number Blade, as per the current Municipal Rates and Fees By-law, per affected property will be charged to the proponent of a road alignment change which is due prior to any changes being carried out by the Municipality.
19.9. The Manager of Public Works, in conjunction with the municipal Clerk’s department is responsible for notifying emergency services within five (5) days of any new or revised Civic Addresses, by circulating a notice to the contact list below, as amended from time to time:
(1) County of Elgin
(2) Municipal Staff (3) Bell Modifications (911 Service Provider) (4) Ministry of Health (5) OPP
(6) Central Ambulance Communications (London)
(7) Elgin St. Thomas EMS (8) Tillsonburg Fire Dispatch (9) Southwestern Ontario Student Transportation Services (STS) (10) Canada Post
(11) Hydro One
(12) Bell Canada (13) Enbridge Gas (14) Statistics Canada (15) Garbage Collection Services
(16) Recycling Collection Services
(17) MPAC
19.10. The “Application for 9-1-1 P.E.R.S. Signage” is available at the Municipal office, from the Municipal webpage, and included as Appendix “A” of this
policy.
20.0 REQUESTING AND INSTALLING CIVIC ADDRESSING NUMBERS
20.1. An Owner may request a Civic Address by completing the “Application for 9-1-1 P.E.R.S. Signage” form.
20.2. Upon assigning a new Civic Number, the Manager of Public Works will place an order for a Number Blade.
21.0 FEES
21.1. A fee, as per the current Municipality’s Rates and Fees By-law, to cover the cost of the Civic Number, Number Blade and/or post will be paid by the Owner or their representative at the time the application is submitted.
21.2. Fees may be waived at the discretion of the Manager of Public Works.
22.0 INSTALLATION
22.1. Municipal staff or agent is responsible for the installation of all Number Blades
and posts, where applicable.
22.2. The Owner or agent will be responsible for the installation in the following instances:
(1) Replacement Number Blades (supplied by the municipality);
(2) In Settlement Areas where the address is affixed to a building; (3) Multiple unit buildings/properties; (4) Where the sign is attached directly to a structure;
22.3 Municipal staff or agents may inspect the installation to ensure compliance
with installation instructions. 22.4 At the time of the occupancy inspection, municipal addressing is to be in place
and permanently affixed at the Road and/or to the dwelling units in a manner
as prescribed in Section 4 and 9.1 of this policy to the satisfaction of the Chief Building Official.
23.0 MAINTENANCE (1) All owners of properties affected by provisions of this policy shall keep and maintain in good condition their Civic Number, Number Blade,
and/or post, as the case may be.
(2) Every Owner or occupant shall ensure that the Number Blade and civic address is always visible and kept unobstructed by vegetation, structures, snow accumulation or any other screening.
24.0 PROHIBITION
24.1. No Owner or any person shall relocate a Number Blade or a Number Blade and post without prior authorization by the Municipality or remove a Number Blade or Number Blade and post, once posted, except for immediate repair by
the owner or the Municipality.
25.0 REPLACEMENT OF CIVIC ADDRESS NUMBER BLADES AND/OR POSTS
25.1. Where a Number Blade and/or post is missing or illegible due to actions of the
Owner or his/her agents, the Owner shall be responsible for the repair or the
replacement of the Number Blade and/or post immediately.
25.2. If the property does not have a Number Blade posted in accordance with the provisions of this policy, the Manager of Public Works may give the owner
written notification that the Number Blade (and/or post) is missing, illegible or
otherwise not in compliance with this By-law and that the Owner is required to rectify, within 30 days of the mailing or personal delivery of notice.
25.3. If after thirty (30) days of the mailing or personal delivery of the notice, the
situation is not rectified in compliance with this By-law, the Municipality may
make any installations or repairs that it deems appropriate, at the cost of the Owner and in an amount sufficient to cover labour, administration, and material costs.
25.4. A Number Blade and/or post requiring replacement on Public Roads as a
result of Municipal maintenance operations shall be replaced by the Municipality through the Municipal tax levy. A Number Blade and/or post requiring replacement on Private Roads as a result of the Owner’s contractor operation shall be replaced at the Owner’s expense. A Number Blade and/or
post requiring replacement on Public Roads as a result of a vehicular accident
shall be replaced by the Municipality at the request of the property owner at the Owner’s expense.
26.0 LIABILITY
26.1. That the Municipality shall not be liable for any loss, cost, or expense which the Owner(s) of land may incur as a result of a Street/Road Name Sign (for private roads) or Number Blade and/or post being damaged, missing, obstructed or illegible.
27.0 COSTS AND SUPPLIER
27.1. The Owner of the sign shall be charged, as per the current Municipal Rates and Fees By-law, by the Municipality for:
(1) Number Blade, post and installation; (2) The replacement of a Number Blade only, or post only. (3) ARU signage
27.2. The Treasurer of the Municipality is authorized to apply to the property owner
of the sign to have any uncollected costs associated with the provision of a
new Civic Address, Number Blade, post, and/or the installation or replacement of the Number Blade, post, to the corresponding property roll in the current tax roll for collection in the same manner as municipal taxes.
28.0 RECORDS OF CIVIC ADDRESS
28.1. That, for the purposes of civic addressing and public safety, the Manager of Public Works, in conjunction with the Planning Department and Clerk’s Department, shall keep a record of Civic Numbers assigned. Once the Civic
Addressing By-law is passed, only the approved 9-1-1 Street/Road Names
and Civic Numbers shall be displayed.
Municipality of Bayham Road Naming Policy
1.0 PURPOSE
1.1. This policy establishes the processes and criteria for naming, renaming, or
dedicating Municipal highways, including the methods by which the public may
provide suggestions and comments.
2.0 DEFINITIONS & INTERPRETATION
2.1 Highway – means a common and public roadway or a portion thereof under the
jurisdiction of the Municipality and includes any bridge, trestle, viaduct or other
structure forming part of the roadway.
2.2 Manager of Public Works – means the Manager of Public Works of Municipality
or designate.
2.3 Municipality – means The Corporation of the Municipality of Bayham
2.4 Private Road – means single or multi-lane path accessible to vehicles that is not
under
the jurisdiction of the Municipality, County, or Province.
2.5 Road - means a Highway/Public Road or a Private Road
3.0 GENERAL PROVISIONS
Staff may, at any time, recommend that a specific name be used for a specific
Highway. The intent of naming is for permanent recognition. The renaming of
Highways is strongly discouraged as it significantly impacts numerous individuals,
Municipal departments, and the community.
4.0 ROAD NAME PROCEDURES
4.1. The naming, renaming, and dedication of Roads shall be the responsibility of
staff of the Municipality. Public consultation is not required for the naming of a
Road unless such process is recommended to be appropriate by the Manager of
Public Works.
4.2. Municipal staff may, at any time, recommend to Council that a specific name be
used for a specific Road.
4.3. Along with the legal requirements of giving notice of the registration of any by-law
to name or rename a Road, the surrounding municipalities located both inside
and outside of the County of Elgin should be notified of the proposed Road
names.
4.4. Every attempt should be made to avoid duplication of Road names (particularly
within the Municipality and the neighbouring municipalities) unless they are
continuous in nature.
5.0 GUIDING PRINCIPLES
5.1. There are several general guidelines which should be followed:
(1) The Council of the Municipality makes all final decisions concerning what
is placed or occurs on municipal property.
(2) Roads with sequential numbering should have one name.
(3) Roads without sequential numbering should not have one name.
(4) Municipal boundary Roads should have one name.
(5) If a Road is separated by a river, or other barriers, two separate names
should be assigned.
(6) Road name changes should only occur at intersections.
(7) If a Road is stopped by an unopened road allowance, not likely to be
opened, then separate names should be assigned. If the Road is likely to
be completed, one name may be sufficient but special directional signs
may be required.
(8) “Concession” and “Sideroad” names shall be avoided.
(9) Roads with common names and different suffixes should be avoided. For
example, if there is a Vantage Street there should not be a Vantage Court.
However, to address existing legal Road names, a maximum of two
derivatives of the same Road name but having different suffixes may be
used where alternatives are not acceptable.
(10) The prefixes or suffixes "North, South, East and West” shall be avoided.
(11) When there is a significant jog in a Road, a separate name for each
Road segment may be needed.
(12) The use of a common indicator shall be required as follows: North-South
Roads shall be "Road" and West-East Roads shall be "Line".
(13) Cul-de-sac Roads shall be named “Court”, short form “Crt”
(14) Road names shall be unique and phonetically similar names or similarly
spelled names shall be avoided. This includes for jurisdictions immediately
adjacent to the Municipality, whenever possible. For example, if there is a
Lynwood, there should not be a Linwood.
(15) Roads associated with condominium or subdivision developments, the
request submitted by the proponent or developer for a name(s) shall
include:
• a sketch of the proposed Road location(s)
• the suggested name(s) that shall be a name other than that of the
proponent or developer’s own name(s)
The suggested name(s) will be vetted by staff through the investigation
and criteria evaluation process of this policy.
Staff may recommend changes to any proposed Road name.
(16) Consideration should be given to local landmark names such as schools,
churches, hamlets, etc.
(17) Road names that are difficult to spell and difficult to pronounce should be
avoided.
(18) Road names shall not be discriminatory, derogatory, or political in nature;
names conveying a secondary negative or offensive connotation, any
sexual overtones, inappropriate humour, slang or double meanings shall
be avoided.
(19) Road names with hyphens, apostrophes, or dashes shall be discouraged
but may be considered on an individual basis.
(20) Road names may, on an exceptional basis, honour the significant
contributions of an individual or family.
(21) Road names to honour elected or appointed public officials, Municipal
administrative officials, or staff shall occur posthumously.
(22) Road names should not exceed a maximum of 26 characters in total.
Total number of characters includes any spaces between each element of
the Road name. The elements of the Road name are:
• Road Name - maximum 15 characters (including any spaces), one
space,
• Road Suffix - maximum 7 characters (when abbreviated), one space;
and
(23) The form of signage shall be consistent with the Municipality’s signage
guidelines.
6.0 PROVINCIAL HIGHWAYS
4.1 Provincial Highways are named as any other Road, and the highway identifier is
maintained.
7.0 PRIVATE ROADS
5.1 Where Municipal approval is given for the usage of a Private Road, the name
shall:
(1) Not contain a prefix.
(2) Have the designation of "/PRIV." after its name, and
(3) Not be the same as any Road name in or adjacent to the Municipality.
5.2 Where a Private Road is in existence or is proposed to be constructed, the owner
may apply for the numbering or renumbering of the buildings and lots or units
along the Private Road and for the naming or renaming by filing an application with
the Municipality together with:
(1) A copy of the deed and description of the land,
(2) The plans of the land in duplicate indicating:
• the location of the buildings on the site
• the location of the main entrances to the buildings or the units and the
number of units served by each entrance
• the location of all Private Roads, walks, parking areas, aisles and
driveways
• the location of Private Road signs
• a key plan to indicate how the Private Roads tie into the network of public
Roads, and
• the proposed name of the Road
(3) A processing fee in accordance with the Municipality’s current Rates and Fees
By-law.
8.0 ROAD NAMING DISPUTE ARBITRATION
In the event of a boundary Road naming dispute between municipalities, the County will
be consulted to mediate and arbitrate a final name selection.
9.0 ROADWAY IDENTIFICATION SIGNS
7.1 Provincial Highways
Signs on or at Provincial Highways are subject to Ministry of Transportation
standards.
7.2 County of Elgin Roads
The County of Elgin will assist in the co-ordination of the purchase/production of
Road Identification Signs. Signs on or at County of Elgin Roads are subject to
County standards.
7.3 Local Municipal Roads
(1) Road name signs are to be located on the southwest corner of all
intersections unless the Manager of Public Works otherwise specifies.
(2) New Road name signs should be mounted on separate poles from regulatory
signs at the discretion of the Manager of Public Works. At "Tee" intersections,
where it is not possible to locate a roadway identification sign on the southwest
corner, the roadway sign poles shall generally be located across the intersection
opposite the centre line of the intersecting road.
(3) Road name plates shall be extruded aluminum blades with heat activated
application of "engineering grade" reflective vinyl to the blank. Lettering shall be
reflective white on a reflective blue background. Lettering should be on both
sides of the sign where applicable and in accordance with municipal standards.
7.4 Private Roads
(1) Municipal approval of the Private Road name is required prior to usage. Any
municipal number assignment other than a unit number and any sign being
erected shall be a manner approved by the Manager of Public Works. Filing in
the County registry will be required and will always indicate the road name with
______/PRIV".
(2) Road sign colouring will be white lettering on a reflective blue background in
accordance with municipal standards.
(3) Lettering on the sign shall be "ROAD NAME/PRIV".
(4) Shall be located at all intersections in a manner approved by the Manager of
Public Works.
(5) Be maintained by the Private Road owner.
✔
Carried Defeated Deferred
Yay Nay
Gary L. Atkinson
Netty McEwen
Alex Boughen
Kristen Rodrigues
John van Klaveren
Mike Vasey
Bob Woolvett
Date: 8 October 2025 ______2________
Moved By:
Councillor Kristen Rodrigues
Seconded By:
Councillor Alex Boughen
Whereas conservation authorities serve a critical function in safeguarding Ontario's natural heritage,
overseeing watershed management, mitigating flood risks, and advancing climate resilience;
And whereas the Province of Ontario's recent mandate to freeze conservation authority fees has
significantly hindered their capacity to deliver essential services;
And whereas Conservation Authorities are now expected to process an increasing volume of permit
applications under a fee structure that remains frozen, despite rising costs of living and wage
pressures, further compounding operational and fiscal challenges;
And whereas municipalities are increasingly compelled to absorb the resulting financial shortfalls,
leading to unsustainable downloading of costs onto local taxpayers;
And whereas the intent behind the provincial fee freeze was to reduce development-related expenses
and accelerate housing supply;
And whereas this policy has inadvertently shifted the financial burden from a user-pay cost recovery
model to the municipal tax base, thereby straining local budgets and compromising the principle of
fair and equitable funding;
Now Therefore, be it resolved that the Council of the Town of Plympton-Wyoming urges the Province
of Ontario to reconsider the fee freeze mandate and to implement a funding framework that protects
municipal taxpayers from cost recovery deficits, while supporting a sustainable and balanced
approach to conservation authority financing.
Municipality of Bluewater • 14 Mill Avenue, Zurich, ON N0M 2T0 1 of 2
P: 519.236.4351 • F: 519.236.4329 • W: municipalityofbluewater.ca
October 16, 2025 Resolution Urging the Federal Government to Keep Climate Change as a Foremost National Priority WHEREAS, the impacts of climate change—such as rising temperatures, extreme weather events, flooding, droughts, wildfires, and sea-level rise—are already affecting communities across Canada; WHEREAS, climate change poses a serious threat to public health, infrastructure, local
economies, biodiversity, and future generations; WHEREAS, municipalities are on the front lines of climate change, often bearing the burden of disaster response, infrastructure adaptation, and long-term community resilience; WHEREAS, despite local action, meaningful progress on climate change requires bold and coordinated leadership at the federal level, including policies, legislation, funding, and international cooperation; WHEREAS, Canada has made national and international climate commitments, including under
the Paris Agreement, and must continue to strengthen its role in mitigating greenhouse gas emissions and supporting adaptation; NOW THEREFORE BE IT RESOLVED THAT the Municipality of Bluewater Council urges the Government of Canada to:
1. Maintain climate change as a top national priority, reflected in legislation, national planning, funding, and public policy; 2. Prioritize investments in the clean energy transition in the upcoming Federal budget; 3. Continue to support municipalities in their efforts to mitigate and adapt to climate change, including through sustainable infrastructure funding, disaster preparedness
support, and clean energy investments since municipalities have the ability to influence change in ~50% of emissions within Canada; 4. Accelerate the transition to a low-carbon economy, ensuring that it is just, inclusive, and economically beneficial for all regions and communities; 5. Engage in transparent, science-based policymaking that reflects the urgency of the
climate crisis and the lived experiences of Canadians; 6. Collaborate with Indigenous communities and respect Indigenous knowledge and leadership in addressing climate change including obtaining free, prior and informed consent; and 7. Continue to report annually on national progress in reducing emissions and implementing
adaptation strategies.
Municipality of Bluewater • 14 Mill Avenue, Zurich, ON N0M 2T0 2 of 2
P: 519.236.4351 • F: 519.236.4329 • W: municipalityofbluewater.ca
BE IT FURTHER RESOLVED THAT a copy of this resolution be forwarded to the Prime
Minister of Canada, the Minister of Environment and Climate Change, local Members of Parliament, the Federation of Canadian Municipalities, the Premier of Ontario, the
Association of Municipalities of Ontario as well as local MPPs and all municipalities for their consideration.
Sincerely,
Chandra Alexander
Manager of Corporate Services/Clerk cc: The Right Honourable Mark Carney, Prime Minister of Canada
The Honourable Doug Ford, Premier of Ontario The Honourable Julie Dabrusin, Minister of Environment and Climate Change
Lisa Thompson, Huron-Bruce MPP Ben Lobb, Huron-Bruce MP Federation of Canadian Municipalities
Association of Municipalities of Ontario All Ontario Municipalities
VIA EMAIL
Friday, October 3, 2025
Corporate Services Department Legal Services Office of the Regional Clerk 1151 Bronte Road Oakville, ON L6M 3L1
The Right Honourable Mark Carney, Prime Minister of Canada
The Honourable Sean Fraser, Minister of Justice and Attorney General
The Honourable Gary Anandasangaree, Minister of Safety
The Honourable Ruby Sahota, Secretary of State
The Honourable Doug Ford, Premier of Ontario
The Honourable Doug Downey, Attorney General
The Honourable Michael Kerzner, Solicitor General
Please be advised that at its meeting held on Wednesday, September 17, 2025, the
Council of The Regional Municipality of Halton unanimously adopted the following
resolution:
RESOLUTION: Public Safety Requirements to Protect Our Communities
WHEREAS community safety is the foremost responsibility of all levels of
government, including federal, provincial/territorial, and municipal authorities;
AND WHEREAS recent violent home invasions in Halton Region and across
Canada highlight the ongoing need to evaluate and strengthen bail laws and the
administration of justice to better protect communities;
AND WHEREAS repeat violent offenders continue to be granted bail in some
instances, placing victims, families, and first responders at risk, and public
confidence in the justice system is undermined when such offenders are quickly
returned to the community;
AND WHEREAS the federal government passed Bill C-48, which came into force
in January 2024, introducing key reforms to the Criminal Code, including:
• A new reverse onus provision targeting repeat violent offending involving
weapons,
• An expanded list of firearms offences triggering reverse onus,
Halton Region Correspondence Public Safety Requirements to Protect Our Communities
Page 2
• Requirements for courts to consider an accused’s violent history and state
on the record their consideration of community safety;
AND WHEREAS the federal government has committed to tabling additional
legislation during the Fall 2025 session of Parliament to further strengthen
community safety, including reforms related to bail and sentencing;
AND WHEREAS the provinces and territories are responsible for the
administration of justice, including:
• Appointing justices of the peace and judges,
• Managing court operations and bail monitoring,
• Hiring and managing Crown Attorneys,
• Funding and overseeing provincial police services and detention centres;
AND WHEREAS on November 13, 2024, the Police Association of Ontario
(PAO), the Ontario Provincial Police Association (OPPA), and the Toronto Police
Association (TPA), representing 35,000 police members in Ontario, called for
urgent action to ensure violent and repeat offenders are not released pending
trial, and similar calls have been echoed by the Canadian Association of Chiefs
of Police and Canada’s Premiers;
AND WHEREAS strengthening bail provisions and the broader justice system
requires ongoing collaboration across all levels of government, and doing so
would reduce pressures on local police services, the courts, and municipalities;
NOW THEREFORE IT BE RESOLVED:
THAT Halton Regional Council:
1. Recognizes the steps already taken by the federal government through
Bill C-48 and acknowledges the commitment to introduce further
legislation in Fall 2025;
2. Calls on the Government of Canada to prioritize and expedite the
introduction of its promised bail and sentencing reforms in the upcoming
session of Parliament;
3. Calls on the Province of Ontario to invest in and strengthen the
administration of justice, including:
o Enhancing bail enforcement and monitoring,
Halton Region Correspondence Public Safety Requirements to Protect Our Communities
Page 3
o Increasing resources for Crown prosecutors and court operations,
including the previously announced courthouse for Halton
o Expanding judicial capacity and detention infrastructure;
4. Encourages a national, coordinated approach involving all levels of
government to ensure community safety is not compromised by gaps in
bail or sentencing systems.
AND BE IT FURTHER RESOLVED:
• THAT Halton Regional Council calls for the following policy considerations in
future reforms:
o Expanding reverse onus provisions for repeat violent offenders,
o Establishing stronger mandatory bail conditions, including firearm
prohibitions, curfews, electronic monitoring, and no-contact orders,
o Limiting multiple bail releases for individuals with histories of serious
violent offences,
o Improving inter-agency information sharing among police, Crown
prosecutors, and corrections,
o Prioritizing victim and community impact in bail decisions;
• THAT Halton Regional Council calls on the federal and provincial governments to
review Criminal Code time limits and rules for stay of proceedings in cases
involving serious and violent offences;
• THAT this motion be forwarded to:
o The Prime Minister of Canada, the Minister of Justice and Attorney
General of Canada, the Minister of Public Safety, the Secretary of State
(Combatting Crime),
o The Premier of Ontario, Attorney General of Ontario, the Solicitor General
of Ontario,
o All federal and provincial parties in the House of Commons and Ontario
Legislature;
o Halton’s Members of Parliament and Members of Provincial Parliament,
o The Canadian Association of Chiefs of Police, the Ontario Association of
Chiefs of Police, the Police Association of Ontario, and the Ontario
Provincial Police Association;
o Ontario Association of Police Service Boards (OAPSB) and Canadian
Association of Police Governance (CAPG);
Halton Region Correspondence Public Safety Requirements to Protect Our Communities
Page 4
o Halton’s Local Municipalities;
• THAT this motion be shared with the Association of Municipalities of Ontario
(AMO), the Federation of Canadian Municipalities (FCM), and all municipalities
across Ontario and Canada, encouraging them to pass similar motions in a spirit
of collaborative, cross-jurisdictional reform.
If you have any questions, please contact me at the email address below.
Sincerely,
Graham Milne
Regional Clerk
Graham.Milne@halton.ca
c.
The Honourable Pierre Poilievre, Leader of Official Opposition
Yves-François Blanchet, Leader of Bloc Québécois
Don Davies, Interim Leader of NDP
Elizabeth May, Leader of Green Party
Halton MPs
Halton MPPs
Canadian Association of Chiefs of Police
Ontario Association of Chiefs of Police
Police Association of Ontario
Ontario Provincial Police Association
Ontario Association of Police Boards
Canadian Association of Police Governance
City Clerk’s Office, City of Burlington
Valerie Petryniak, Town Clerk & Director, Legislative Services, Town of Halton Hills
Meaghen Reid, Director, Legislative & Legal Services/Town Clerk, Town of Milton
William Short, Town Clerk, Town of Oakville
Association of Municipalities of Ontario (AMO)
Federation of Canadian Municipalities (FCM)
all municipalities across Ontario and Canada
VIA EMAIL
Tuesday, October 14, 2025
The Honourable Doug Ford, Premier of Ontario
The Honourable Kinga Surma, Minister of Infrastructure
The Honourable Rob Flack, Minister of Municipal Affairs and Housing
The Honourable Francois-Phillipe Champagne, Minister of Finance
Association of Municipalities of Ontario (AMO)
Ontario Small Urban Municipalities (OSUM)
Federation of Canadian Municipalities (FCM)
The United Counites of Leeds and Grenville
All Upper- and Lower-Tier Municipalities in Ontario
Please be advised that at its Regular Council meeting held on Monday, September 29, 2025,
the Council of the Township of Edwardsburgh Cardinal unanimously adopted the following
resolution:
RESOLUTION: Ontario Community Infrastructure Fund (OCIF)
WHEREAS the Township of Edwardsburgh Cardinal acknowledges that municipal
infrastructure—roads, bridges, water and wastewater systems—underpins public safety,
economic vitality and quality of life in Ontario’s rural and small urban communities;
WHEREAS the Ontario Community Infrastructure Fund (OCIF) was created in 2015 to assist
small and rural municipalities facing infrastructure deficits that exceed their local revenue
capacities;
WHEREAS in 2022 the Government of Ontario committed to increase the annual OCIF
envelope from $100 million to $400 million over a five-year term, with that commitment
scheduled to expire at the end of fiscal 2026;
WHEREAS fixed funding levels amid rising labour, materials and climate resilience costs
have eroded the purchasing power of the $400 million envelope, jeopardizing municipalities’
ability to deliver and sustain essential services without incurring unsustainable debt;
WHEREAS predictable, multi-year funding indexed to real-world cost drivers is critical for
municipalities to develop, finance and execute long-term asset management plans, reduce
emergency repairs and leverage complementary federal and private infrastructure financing;
WHEREAS the Township of Edwardsburgh Cardinal requires a steadfast provincial partner to
extend and enhance OCIF beyond 2026, ensuring infrastructure resilience, fiscal
sustainability and equitable access for all small and rural municipalities;
NOW THEREFORE BE IT RESOLVED THAT
1. The Township of Edwardsburgh Cardinal calls upon the Government of Ontario to
extend the annual OCIF envelope at not less than $400 million beyond its current five-
year term ending in 2026, with no reductions in subsequent provincial budgets.
2. The Province be requested to index the total annual OCIF envelope—and each
individual municipal allocation—to the Ontario Consumer Price Index (CPI), calculated
on a calendar-year basis and disbursed in the first quarter of each fiscal year.
3. The Ministry of Infrastructure establish a new five-year OCIF funding framework that
guarantees annual envelopes and allocation percentages by municipality, enabling
long-term capital planning and stable cash-flow management.
4. The Province undertake a formal review of the OCIF allocation formula at least once
every four years, incorporating current municipal asset management data,
demographic projections, climate resilience metrics and rural equity considerations.
5. A dedicated contingency reserve equal to 5 percent of the annual OCIF envelope be
created within the fund to address extraordinary cost escalations, emergency repairs
or project overruns without reallocating core funding.
6. The Ministry of Infrastructure publish an annual OCIF performance report—including
program disbursements, allocation adjustments and reserve expenditures—in a
transparent, publicly accessible online dashboard.
7. The Clerk of the Township of Edwardsburgh Cardinal forward this resolution to:
o The Honourable Doug Ford, Premier of Ontario
o The Honourable Kinga Surma, Minister of Infrastructure
o The Honourable Rob Flack, Minister of Municipal Affairs and Housing
o The Honourable Francois-Phillipe Champagne, Minister of Finance
o Association of Municipalities of Ontario (AMO)
o Ontario Small Urban Municipalities (OSUM)
o Federation of Canadian Municipalities (FCM)
o The United Counties of Leeds and Grenville
o All upper- and lower-tier municipalities in Ontario
If you have any questions, please contact me at the email address below.
Sincerely,
Natalie Charette
Interim Clerk
clerk@twpec.ca
The Corporation of the City of Cambridge
Corporate Services Department
Clerk’s Division
shawj@cambridge.ca
October 30, 2025
Re: Rent Protection for Tenants
At its Council Meeting of October 28, 2025, the Council of the Corporation of the
City of Cambridge passed the following Motion:
WHEREAS this council understands that the need for affordable rental housing
not only applies to new builds but also to the protection of existing affordable
units.
WHEREAS the removal of rent control in 2018 on any new residential rental unit
opened the door to excessive year over year rent increases and the resulting
anxiety and mental anguish that come with unpredictable rental costs and loss of
housing security.
WHEREAS the loss of rent control has caused a high number of people across
Ontario to be forced out of their homes due to their inability to afford their rent
increases.
AND WHEREAS without protection from excessive and malicious rent increases,
many Cambridge renters will also be at risk of being priced out of their own
homes.
WHEREAS unlimited rent increases can be used as a tool by landlords acting in
bad faith to remove existing tenants in order to replace them with new tenants at
increased rates.
WHEREAS providing housing stability, maintaining affordable housing stock, and
protecting renters from unfair rent increases is of utmost importance to this
council.
AND WHEREAS This council recognizes that landlords are essential to a
flourishing and affordable housing system,
AND WHEREAS maintaining Ontario as a location that is attractive to landlords is
of utmost importance.
NOW THEREFORE BE IT RESOLVED that:
1. Cambridge City Council request the Province of Ontario provide
adequate protection against excessive and malicious rent increases for all
rental units occupied for residential purposes while maintaining the ability
for landlords to operate a viable and sustainable business, and that the City
Clerk for the City of Cambridge send a letter to Honourable Doug Ford
Premier of Ontario, MPP Jess Dixon, MPP Brian Riddell, and other
municipalities throughout Ontario for their endorsement consideration.
Should you have any questions related to the approved resolution, please contact me.
Yours Truly,
Jennifer Shaw
City Clerk
CC: (via email)
Honourable Doug Ford, Premier of Ontario
MPP Jess Dixon
MPP Brian Riddell
Ontario Municipalities
234-2025-4923
October 30, 2025
Dear Head of Council:
I am writing to update you on amendments to the Development Charges Act, 1997 (DCA) that
were made by Bill 17, the Protect Ontario by Building Faster and Smarter Act, 2025, and
corresponding changes to Ontario’s Building Code.
As you recall, our government introduced Bill 17 to help speed up the construction of new
homes and infrastructure by streamlining development processes and reducing costs, in
partnership with municipalities. Among the changes, the Bill:
• Amended the DCA to provide for payment of development charges (DCs) for non-
rental residential developments to be made in full at the earlier of the date an
occupancy permit is issued and the date a development is first occupied. This deferral
would encourage residential construction activity by enhancing a developer’s cashflow
flexibility.
• Removed authority for municipalities to charge interest on any legislated DC deferral
amounts, except to the extent such interest has accrued prior to these changes
coming into force.
The amendments noted above require a commencement order to come into force. Following
consultations with municipal and industry experts, the government has issued a
commencement order to bring these changes into force on November 3, 2025.
To support the implementation of deferred development charges, I will be amending the
Building Code to require that all non-rental residential buildings subject to a deferred
development charge will now require an occupancy permit, which can only be issued once
these deferred development charges have been paid. These targeted changes will establish
a clear, enforceable payment trigger for municipalities while leaving all life-safety
requirements for occupancy unchanged. These Building Code amendments will take effect
alongside the DCA amendments on November 3, 2025. Municipalities without development
charges, and requirements for other buildings, are unaffected.
… /2
Ministry of
Municipal Affairs
and Housing
Office of the Minister
777 Bay Street, 17th Floor
Toronto ON M7A 2J3
Tel.: 416 585-7000
Ministère des
Affaires municipales
et du Logement
Bureau du ministre
777, rue Bay, 17e étage
Toronto (Ontario) M7A 2J3
Tél.: 416 585-7000
-2-
I look forward to continuing to work together to get shovels in the ground to build more
homes that Ontarians can afford. Please accept my best wishes.
Sincerely,
Hon. Robert J. Flack
Minister of Municipal Affairs and Housing
c. Municipal Chief Administrative Officer
Robert Dodd, Chief of Staff
Martha Greenberg, Deputy Minister
Caspar Hall, Assistant Deputy Minister, Local Government Division
David McLean, Assistant Deputy Minister, Housing Policy and Planning Division
Elgin County’s Economic Development Department continues to play a central role in strengthening the
regional economy, supporting business growth, and promoting long-term prosperity across all seven
Municipalities. Through collaboration, research, and direct engagement with local business owners and
partners, the department ensures that every part of the County benefits from coordinated efforts to attract
investment, create opportunities, and support community vitality.
The following provides an overview of key achievements and initiatives throughout the last several months.
ELGIN COUNTYECONOMIC DEVELOPMENTUPDATE
Planning for Elgin County’s Economic Future
Elgin County is developing a new Economic Development and Tourism Strategy Action Plan to guide
the region’s growth over the next several years. The plan is being created with input from local businesses,
community leaders, and Municipal partners to ensure that it reflects both shared priorities and the unique
strengths of each community.
This year, the department gathered feedback through business surveys, focus groups, and interviews,
culminating in an Action Planning Session held in the fall. This process generated valuable insights that will
inform a focused, measurable plan designed to grow key industries, strengthen tourism, and enhance
Elgin’s reputation as a place to live, work, and invest.
The completed Strategy will be presented to County Council in December 2025, providing a clear
framework for action and collaboration across the region.
Fall 2025
Elgin County is working with Re:Public Urbanism, a consulting firm specializing in community planning
and revitalization, to update the Elgincentives Community Improvement Plan (CIP). This program
supports economic development across the County by offering financial incentives for property
improvements, downtown revitalization, and redevelopment projects.
The updated plan will reflect new economic priorities, community feedback, and opportunities that have
emerged since the program was first launched in 2015. Background research and stakeholder
consultations have been completed, and the department is now reviewing a Recommendations Brief that
outlines proposed updates to the program.
Each local Municipality will have an opportunity to participate in this process. A webinar will be hosted to
explain how Community Improvement Plans work and to highlight the benefits of the Elgincentives
program. In addition, representatives from Re:Public Urbanism will attend upcoming Municipal council
meetings to present the draft plan and gather local input.
Residents and business owners can learn more or share feedback by visiting engageelgin.ca/elgincentives
and completing a short questionnaire.
Updating the Elgincentives - CommunityImprovement Plan
Celebrating the Business Community –Cultivating Success 2025
In October, Elgin County hosted the Cultivating Success Business Networking Event at the Elgin
International Club in West Lorne, drawing more than 150 business owners, entrepreneurs, and community
leaders from across the County.
This successful event celebrated innovation, collaboration, and the entrepreneurial spirit that drives Elgin
County’s economy. The County extends thanks to the Economic Development Committees of Dutton
Dunwich, Southwold, and West Elgin for helping make this regional celebration possible.
Planning is already underway for next spring’s event, which will continue to foster connections and share
success stories from across the County. Stay tuned!
Elgin County’s Business Enterprise Facilitator meets regularly with entrepreneurs and business owners in
every Municipality, providing one-on-one support, identifying funding opportunities, and helping connect
businesses with the tools they need to succeed.
These visits not only strengthen relationships with local business operators but also allow the department to
highlight community success stories. Recent business spotlights have included:
The Yarmouth Group Inc. (Central Elgin): A trusted name in fabrication, craning, and heavy equipment
services for more than 60 years.
NovoMar Construction & Renovations (West Elgin): A growing business known for quality
craftsmanship and community pride.
Campbells II (Aylmer): A locally owned lifestyle shop offering thoughtful gifts and home décor with
personalized service.
These stories are shared through the County’s social media channels, helping to promote local businesses
and build community pride throughout the region.
Supporting and Showcasing Local Businesses
Elgin County and the City of St. Thomas once again partnered for the 16th
Annual Bridges to Better Business Event, hosted by the St. Thomas Elgin
Small Business Enterprise Centre. Held at the Elgin County Railway Museum.
This signature event brought together business owners, industry partners, and
community leaders from across the region, fostering valuable connections and
highlighting the resources available to help businesses grow and thrive.
Celebrating Local Success at
Bridges to Better Business
Sharing Knowledge and Resources
The Elgin County Economic Development Newsletter continues to serve as a valuable communication tool
for Council members, Municipal staff, and community partners. Issued quarterly, it provides updates on
regional economic activity, funding programs, tourism initiatives, and business development news.
You can sign up for the quarterly newsletter here, and read the Fall 2025 Edition here.
Each year, it provides a platform to recognize the achievements of local entrepreneurs whose work
strengthened the economy across Elgin County and St. Thomas. The evening also featured the TASTE
Food Showcase, highlighting culinary and beverage businesses from across the County, and celebrated
local entrepreneurship and innovation.
Elgin County was proud to present the Economic Development Award to Platinum Foodz of Aylmer, a new
business recognized for its innovative, locally sourced “Not Ordinary” chips and strong commitment to giving
back to the community.
Congratulations also go to:
• Pepper Tree Spice Co. Inc. – Small Business Award
• Maximum Diesel – Starter Company Plus Award
meet the team - contact us for support
CAROLYN KRAHN
Manager of Economic
Development, Tourism &
Strategic Initiatives
ckrahn@elgin.ca
(519) 631-1460 x 133
lindsey duncan
Tourism Officer
lduncan@elgin.ca
(519) 631-1460 x 163
Staff Engagement and Regional Collaboration
Our team has been busy connecting with the community! Over the past few months, we’ve attended
several local events to meet with business owners, learn about their work, and share resources that support
growth and innovation.
Here’s where we’ve been:
St. Thomas & District Chamber of Commerce Business After 5 (August)
Aylmer & Area Chamber of Commerce Business After 5 (September)
Young Entrepreneurs’ Initiative Event in St. Thomas (August)
Canada’s Outdoor Farm Show with Malahide’s Community Relations Manager and the Elgin Federation
of Agriculture President (September)
Aylmer & Area Chamber of Commerce and Mainstreet Aylmer AGM (October)
These visits help us stay connected, inform our programming, and ensure local businesses know about
available supports, from grants and funding to training and mentorship.
Anne Kleinsteuber
Business Enterprise
Facilitator
akleinsteuber@elgin.ca
(519) 631-1460 x 199
Nominate a Business for the Impact Awards!
Do you know a business in Elgin County that deserves to be recognized? The St. Thomas & District
Chamber of Commerce Impact Awards are now open for nominations!
While many members are based in Central Elgin and Southwold, several eligible businesses operate in
other parts of Elgin County. Help us celebrate the hardworking entrepreneurs who make our community
thrive.
More information and nomination forms are available here.
ELGIN COUNTYTOURISM UPDATE
Elgin County Tourism is responsible for promoting the County as a year-round destination, supporting local
tourism businesses, and strengthening the visitor economy across all seven municipalities. Through
marketing, partnership development, and visitor services, the department works to attract visitors, increase
spending at local businesses, and showcase the unique character and experiences found throughout the
region.
The following information provides an overview of key initiatives and outcomes from summer 2025, along
with early fall highlights.
FALL 2025
Throughout the summer, Elgin County Tourism focused on
promoting the full range of experiences available across the
County. From our lakeshore communities and rural
landscapes to heritage towns and family attractions, the
department’s marketing efforts emphasized that every corner
of Elgin offers something special for visitors to discover.
Marketing Assistant Arden Doupe joined the team for the
summer season, supporting the promotion of more than 100
local businesses through photography, video storytelling,
and digital content. These efforts captured authentic local
experiences such as farm visits, outdoor recreation, dining,
and arts and culture, helping to inspire new visitors and
encourage exploration across all municipalities.
This initiative also underscored the importance of student
employment in building local capacity for tourism marketing
and developing future talent within Elgin County. To read
Arden’s recap of her summer experience and how she
helped promote the region, click here.
Showcasing the Entire Region
In November, Elgin County Tourism will promote the region at the National Women’s Show in Toronto,
Canada’s largest consumer show for women. This major event provides a platform to showcase the
County’s culinary, shopping, and leisure experiences to thousands of potential visitors.
Participation in high-profile events like this ensures Elgin County’s destinations remain visible in competitive
markets and builds awareness among key audiences.
Promoting Elgin County in Toronto
The Port Stanley Visitor Centre served as a regional gateway once again this
summer, welcoming 6,726 visitors in 2025, compared to 6,231 in 2024. Guests
arrived from across Ontario and Canada, as well as internationally from countries
such as Germany, Australia, and the United States.
Visitor Centre staff provided information about businesses, attractions, and events
throughout the County, helping travelers discover destinations beyond the
lakeshore and encouraging them to explore more of Elgin’s communities.
As summer transitioned into fall, the #FallforElgin Backroad Adventures
Map encouraged residents and visitors to experience autumn in Elgin
County. The campaign featured farms, markets, and seasonal events that
highlighted the County’s agricultural roots and rural charm.
Working with Ontario’s Southwest (the non-profit Regional Tourism
Organization (RTO) for our region, funded by the provincial Ministry of
Tourism, Culture and Gaming) and the Culinary Tourism Alliance, the
department extended the campaign’s reach beyond local audiences to
attract visitors from across the region. The map was available online,
through the Visitor Centre, and at participating businesses, helping to drive
foot traffic and local spending during the fall season.
Encouraging Local ExplorationThrough #FallforElgin
Welcoming Visitors Across the County
Elgin County is a member of the Culinary Tourism Alliance, which promotes local
food and beverage experiences across Ontario. This year, Two Forks in Port Stanley
achieved Feast On certification, recognizing their commitment to using Ontario-
grown ingredients and supporting local suppliers. This achievement reinforces Elgin’s
growing reputation for authentic, locally sourced culinary experiences.
Culinary Tourism Leadership
Strengthening Collaboration andIndustry Learning
Elgin County continues to participate in tourism networks and
learning opportunities that benefit the region as a whole. Staff
and local businesses will attend the Southern Ontario Tourism
Conference in March 2026 to connect with peers, learn best
practices, and share insights. These opportunities help
strengthen the regional tourism economy and encourage
collaboration between partners.
Municipal councils can help support these efforts by sharing
information about the conference with tourism-related
businesses in their communities that may benefit from attending.
In addition to summer and fall initiatives, Elgin County Tourism is preparing the Shop Elgin holiday
campaign. This program encourages residents and visitors to shop locally during the holiday season,
highlighting unique gifts, artisan products, and local services across all municipalities.
The campaign provides a platform to celebrate and promote businesses throughout the County, helping to
drive holiday spending and showcase the variety of local offerings to both residents and visitors.
Supporting Local Businesses Through #ShopElgin
Supporting Business Growthand Experience Development
Elgin County Tourism continued its work supporting local tourism businesses
in developing authentic visitor experiences. Two local businesses, Misty
Glen Creamery and Evelyn’s Sausage Kitchen, participated in the Idea to
Experience: Experience Development Course offered through Ontario’s
Southwest.
This seven-week program helped participants design market-ready visitor
experiences, creating new opportunities to attract guests and diversify the
region’s tourism offerings. Supporting innovation and entrepreneurship
remains a key focus for the department as tourism continues to evolve.
Staying Connected with Local Insight
Elgin County Tourism values the strong partnerships it has with municipal staff and councils across the
County. Local insights are an important part of tourism development. If your municipality is aware of new
tourism-related businesses, attractions, or projects, please connect with the tourism team. This helps
ensure that new operators are supported and included in regional marketing and visitor promotion efforts.
meet the team - contact us for support
CAROLYN KRAHN
Manager of Economic
Development, Tourism &
Strategic Initiatives
ckrahn@elgin.ca
(519) 631-1460 x 133
lindsey duncan
Tourism Officer
lduncan@elgin.ca
(519) 631-1460 x 163
Anne Kleinsteuber
Business Enterprise
Facilitator
akleinsteuber@elgin.ca
(519) 631-1460 x 199
Looking Ahead to 2026
Planning is now underway for the 2026 Elgin County Visitor’s Guide and Taste Guide, which highlight
experiences and businesses across all municipalities. Both guides continue to be key marketing tools for
promoting Elgin County.
Due to strong demand, additional copies of the 2025 editions were printed and distributed through the Port
Stanley Visitor Centre, local businesses, and regional events.
The 2026 editions will be shared at next year's consumer shows including the 2026 National Women’s
Show and the 2026 London Wine and Food Show, helping to attract more visitors to the County.
Municipalities are encouraged to share event dates and new tourism-related developments for possible
inclusion in future guides.
If you have a major event planned for 2026, please
send your dates to tourism@elgin.ca for possible
inclusion in the Visitor’s Guide.
Haven’t seen this year’s guides yet?
Check them out here:
Visitor’s Guide
Taste Guide
Elgin County, ON – Elgin County is making it easier than ever to follow local decision-making.
Beginning with the October 28, 2025 Council meeting, all Council and Committee meetings will be
livestreamed directly through the County’s website, offering residents a more reliable and user-friendly
viewing experience.
This change means Council and Committee meetings will no longer be streamed on Facebook, and
future recordings will be available exclusively on the County’s website following each meeting. Past
recordings already uploaded to YouTube will remain available for viewing.
Through the County’s livestream platform, viewers can watch meetings live or revisit recordings
afterward. The platform also includes timestamping, which allows users to navigate directly to specific
agenda items, making it simple to find topics of interest within each meeting. All upcoming meeting
agendas and livestream links can be found at www.elgincounty.ca/council.
After navigating to www.elgincounty.ca/council, viewers will be required to select the meeting they are
interested in viewing. The video stream will appear alongside the agenda for that meeting. Council and
Committee of the Whole meetings are held consecutively; however, viewers will need to click out of the
Council meeting and into the Committee of the Whole meeting once the first meeting is complete.
To ensure a smooth transition between consecutive meetings, there may be a brief pause in the
livestream as staff close and reopen sessions. Please note that the “View Livestream” link will appear
shortly before the meeting begins.
Notice of all Council and Committee meetings, and links to the livestream site, will continue to be shared
on Facebook in advance of the meetings.
Members of the public are invited to tune in live through the County’s website to follow Council
discussions and decisions as they happen.
When: Tuesday, October 28, 2025, 9:00 a.m.
Where to Watch: www.elgincounty.ca/council
Elgin County Launches New Livestream for Council
and Committee Meetings
www.elgincounty.ca · 450 Sunset Drive, St. Thomas, ON N5R 5V1 · 519-631-1460
Media Advisory
October 20, 2025
For additional information, please contact:
Katherine Thompson
Manager of Administrative Services/Deputy Clerk
kthompson@elgin.ca
519-631-1460 x 164
To whom this may concern on the town council,
I'm writing to voice my concerns about water on Glen Erie line. My husband and I are both
seniors and worry about our access to water over the long term.
When we moved to our address there was a motion to have a municipal water line put in on
our street. We had anticipated that the water line would be put in and we were counting on
that water. As it stands our cistern has run out of water multiple times leaving us without
any water until we can pay someone to refill our water storage. We worry that we will run
out of water at times and it makes us second guess if we:
1. Can I or should I take a shower today?
2. Do I do dishes or wait until tomorrow?
3. Is it going to rain soon (and refill our cistern)?
4. Are the rain barrels full?
5.Can we water our vegetable garden?
6. Do the animals have water?
It is our understanding that there are road repair/expansion plans in the upcoming town
plans. Could you consider adding a water line in at the same time you do the road work. It
would likely be cheaper to add it in while the road is already ripped up and it would benefit
us immensely. We love living near Port Burwell and want to live here as long as we can.
Please consider adding a water line to Glen Erie Line.
Thank you for taking the time to read my email and take us into consideration.
We look forward to hearing about the project.
Regards,
Clara and Vio Koczi
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, Chief Administrative Officer
DATE: November 6, 2025
REPORT: CAO-42/25 SUBJECT: ELGIN COUNTY CENTRALIZED PLANNING SERVICES
BACKGROUND
At its November 2, 2023 meeting, Council received a presentation from Don Shropshire and
Carolyn Krahn from Elgin County. The presentation was partially about the County establishing a
centralized planning service, housed at Elgin County, which would serve interested lower-tier
municipalities. Council passed the following motion:
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler THAT the presentation from Carolyn Krahn, County of Elgin Manager of Economic
Development, Tourism & Strategic Initiatives and Don Shropshire County of Elgin CAO/Clerk re Planning for Growth be received for information.
At its December 21, 2023 meeting, Council received Report CAO-68/23 re Agreement with Arcadis
for Third-Party Planning Services. The Report presented an agreement to Council to formalize the
planning support arrangement with Arcadis due to their acquisition of the Municipality’s predecessor
planning consultant, IBI Group. IBI and Arcadis have a history of providing development and policy
planning support to the Municipality. Council passed the following motion:
Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report CAO-68/23 re Agreement with Arcadis for Third-Party Planning Services be
received for information; AND THAT the appropriate by-law to authorize an Agreement between the Municipality of
Bayham and Arcadis be brought forward for Council’s consideration. By-law No. 2023-097 was adopted later in the same meeting.
At its September 16, 2025 meeting, Council received a presentation from Mat Vaughan, regarding
the same topic. Mr. Vaughan provided an update on the centralized planning service, identifying
that Dutton Dunwich and Southwold had been onboarded thus far, and the County was currently in
the process of expanding its policy planning capacity. The presentation also noted that cost savings
to participating lower-tier municipalities had been greater than anticipated. Council passed the
following motion:
Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the presentation from Mat Vaughan re Elgin County Centralized Planning Services be
received for information; AND THAT staff be directed to report back to Council in Q4 of 2025 with further information on
transitioning to centralized Planning Services. DISCUSSION
This Report considers the possibility of transitioning to Elgin County for primary professional planning support, including potential cost implications and outlining at a high-level how a transition may occur
to ensure ongoing capacity and level of service. Currently, the Municipality receives these services from Arcadis Professional Services Inc. (Arcadis), previously IBI Group. Arcadis has been responsible for primary professional planning support and planner’s opinions since mid-2023. Arcadis handles both development planning and policy planning for Bayham. Cost Comparison
To approximate a cost comparison between Elgin County and Arcadis, consideration was given to the amount of consultant effort currently put towards various types of development planning
applications along with the current hourly rates for each entity. Development planning files were used as the basis for the comparison between Arcadis and Elgin County as policy planning files are generally handled through the capital budget as a pre-budgeted set amount rather than as operating
expenditures. As Bayham’s planning consultant of record, Arcadis provided the following time estimates based on the type of development planning file: Consultant Effort Planning Application Hour Range Median for Analysis
Official Plan Amendment 12-18 hours 15
Zoning By-law Amendment 10-14 hours 12
Consents 8-12 hours 10
Minor Variances 6-10 hours 8
Site Plan 2-5 hours 3.5
Plan of Subdivision 14-24 hours 19
2025 Development Planning Applications So far in 2025, Bayham has received the following number of development applications by type, which has been further extrapolated to provide a number for the year for analysis purposes: Development Planning Application 2025 (so far) 2025 (projected/rounded) Hours per Application Hours per File Type
Official Plan Amendment 2 2 15 30
Zoning By-law Amendment 24 29 12 348
Consents 13 16 10 160
Minor Variances 7 8 8 64
Site Plan 9 11 3.5 38.5
Plan of Subdivision 3 4 19 76
70 716.50
Hourly Rates – Arcadis and Elgin County Planning
Arcadis Elgin County Planning
Position Hourly Rate Position Hourly Rate
Senior Planner $205 Director $115.93
Intermediate Planner $120 Senior Planner $80.66
GIS Planner $112 Planner $66.94 Junior Planner $81.30 Junior Planner $66.20 Admin $65-110 ($87.50 avg) Planning Admin $50.03
Average $121.16 Average $75.94
Elgin County’s average hourly rate is approximately 38 percent less than the current rates through Arcadis. When applied to the total hours (716.50 hours) currently estimated, the following cumulative
cost estimates may be reasonable to consider so both providers can be compared on the same general basis:
Planning Service Provider Development Planning Hours (estimated 2025)
Average Hourly Rate (2025) Estimated 2025 Development Planning Costs Arcadis 716.50 $121.16 $86,811.14 Elgin County Planning 716.50 $75.94 $54,411.01 Cost Difference $32,400.13
In the 2025 Operating Budget, Council allocated $105,000 in Consulting Fees for Planning and Development, which includes Arcadis and other professional consultants as deemed necessary to meet statutory requirements for Planning Act applications. Of this amount, staff estimate between $77,000 and $87,000 will be attributed to Arcadis development planning applications in 2025. This means the estimates, calculated above, are reasonable.
Therefore, based on numbers provided by both entities including comparisons with YTD actuals, staff further believe it is reasonable to state that roughly $32,000 can be saved in the Planning and Development budget, relative to current spending levels, should we transition development planning applications to Elgin County. This is up to a 0.46-percent levy savings. Should Bayham transition gradually, as described below, cost savings will likely be realized in 2026, but to a lesser degree. The 0.46-percent levy savings is likely to be realized in full in 2027. The presence of potential savings is
consistent with information presented by the County on September 16, 2025. There have been realized savings thus far for the lower-tiers that have transitioned from their previous planning models, and given Council’s 2026 tax levy target of 1.9 percent from the October 16, 2025 meeting1, finding savings where reasonable to do so may be a prudent approach to consider. Transition Should Council be interested in transitioning to Elgin County centralized planning services in 2026, staff recommend a gradual transition, where new development planning applications shift over in the first half of the year as County capacity allows. Legacy development planning files would remain with Arcadis until completion. Policy planning would stay with Arcadis to complete the ongoing Official
Plan Conformity Review and begin the five-year comprehensive zoning by-law review. Staff anticipate that policy planning would transition over to the County upon completion of the upcoming zoning by-law review, which is currently slated for 2026-2027 in the Draft 2026-2035 Capital Budget
(Item No. PD-02 at $55,000). There is still some consultant effort and staff time required to bring the Official Plan Conformity Review to completion in early 2026.
1 Council provided direction after receiving Report TR-18/25 re 2025 Q3 Variance Report for a 1.9 percent tax levy
target for 2026.
This plan has certain benefits, including the ability to gradually increase County uptake relative to
their ability to build internal capacity. An immediate transition for all development planning applications may mean County Planning is over capacity and therefore not able to handle files in a timely fashion, which impacts timeline compliance under the Planning Act. The gradual shift for policy planning after the comprehensive zoning by-law review allows for Arcadis to be the planning consultant on both policy files, which is beneficial in terms of consistent policy review and application. The County is the approval authority for a variety of planning applications that Bayham receives, including Plans of Subdivision, Plans of Condominium, Consents, and Official Plan Amendments. These types of planning applications go to both Bayham and County Council for consideration and approval, or refusal. If the County takes on Bayham’s primary development planning support, there is
the opportunity to streamline the application and review process for these four application types, including consistent recommendations for the two Councils involved in the process and consistent messaging for the applicants.
Staff do not recommend terminating the Arcadis agreement. Arcadis would remain on for overflow purposes in cases where the County does not have the capacity to address all files and requires
additional support. This may happen during times of staff turnover or vacation. This is a similar arrangement to the agreement that Bayham carries with RSM Building Services in support of overflow capacity for shared building services. Bayham will continue to staff an internal Planning Coordinator or similar role to provide for on-site primary intake and coordination for any third-party planning service. Subject to office capacity, a County Planner may be able to attend the Bayham office as well, as deemed necessary, to meet with applicants and staff. RECOMMENDATION
1. THAT Report CAO-42/25 re Elgin County Centralized Planning Services be received for information;
2. AND THAT Council provide direction regarding Elgin County centralized planning services for 2026.
Respectfully Submitted by: Thomas Thayer, CMO, AOMC
Chief Administrative Officer
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, Chief Administrative Officer
DATE: November 6, 2025
REPORT: CAO-43/25 SUBJECT: ONTARIO CLEAN WATER AGENCY (OCWA) TRANSITION FOR
WATER/WASTEWATER OPERATIONS
BACKGROUND The Ontario Clean Water Agency (OCWA) is a Crown agency that specializes in water and wastewater operations in Ontario. They provide services to municipalities, including additional support in emerging areas such as stormwater, capital efficiency, and energy efficiency.
The Municipality has its own internal water/wastewater department, which was developed in 2004 by the current Manager of Capital Projects/Water and Wastewater. Comprised of four positions, it has operated since 2004 after transitioning from OCWA, and is responsible for the
operations, maintenance, and capital improvements for four (4) specific licenced systems:
• Port Burwell Wastewater Treatment Plant
• Port Burwell Wastewater Collection System
• Richmond Community Water Supply System
• Municipality of Bayham Distribution System In June 2025, Council was made aware of the upcoming retirement of the Manager of Capital Projects/Water and Wastewater after a combined 32 years with Bayham and, prior to amalgamation, the village of Port Burwell. Council received a pair of Confidential Reports regarding Physical Services and Water/Wastewater presenting options for how to proceed with service delivery in these functional areas. DISCUSSION
In accordance with Council’s direction from the September 4, 2025 meeting, staff have been proceeding to negotiate and formalize an agreement with OCWA for a five-year term,
commencing on January 1, 2026, for operations and maintenance of Bayham’s water and wastewater systems. Once ready, the agreement will require Council’s approval.
The agreement identifies standard levels of service to be provided, based on Bayham’s current level of service and OCWA standard operating procedures. Based on discussions with OCWA,
the level of service is not expected to change; only the operating body changes. OCWA will also take on Drinking Water Quality Management System (DWQMS) reporting responsibilities and Overall Responsible Operator (ORO) functions for Bayham, while also handling other
operational tasks including but not limited to locates and hydrant flushing duties. Bayham will work with OCWA on standard, minor, and emergency maintenance, with Bayham coordinating known capital upgrades where required. While most of the operating and standard maintenance costs will be contained within the contract, Bayham will still be responsible for various utility and Facility-related costs. Bayham also retains ownership of the Facilities and, as Owner, will receive annual reports from OCWA on suggested capital improvements, which will be taken into account during annual budgetary processes and five-year financial plan updates. The agreement notes no known capital deficiencies at this time.
Fixed Price Proposal Service Total Cost
Water Treatment and Distribution $299,992
Wastewater Treatment and Collection $325,967
Total Fixed Price $625,959 Cost-Plus Proposal
Service Base Cost Management Fee Total Cost
Chemicals (wastewater) $55,000 $6,875 $61,875
Biosolids (wastewater) $25,000 $3,125 $28,125 Total Cost-Plus Price $90,000 The agreement will include proposed pricing for water and wastewater functions as listed above.
The CAO, Treasurer, and Manager of Capital Projects/Water and Wastewater analyzed the potential cost implications of a service shift based on function. By function, the OCWA water cost is $299,992 and the wastewater cost is $415,967. Wastewater costs include cost-plus
items for biosolids and chemicals. There is the potential that additional cost savings could be found and reconciled annually, particularly with chemicals and leveraging the buying power of a much larger operating body.
For a direct comparison of actual costs under OCWA, certain additional costs have to be considered. These are Owner-related costs related to reserve transfers, water purchases from the Primary and Secondary systems, and general administrative costs related to utilities, taxes, and overhead. Staffing costs for the restructured Supervisor role are also included. They are broken down as follows, along with the Total Cost: Service OCWA Cost Administrative & Staffing Cost Total Cost
Water Treatment and Distribution $299,992 $607,999 $907,991
Wastewater Treatment and Collection $415,967 $425,564 $841,531
When comparing the projection versus 2024 actuals, we have the following, approximate savings based on the Municipality’s last set of full-year actual expenditures:
Service 2026 OCWA (projected) 2024 Actuals Savings (projected)
Water Treatment and
Distribution
$907,991 $900,760 $2,769
Wastewater Treatment and Collection $841,531 $973,522 $131,991
$134,760
The annual projected savings are for rate users on the water and wastewater system, which may result in greater reserve transfers. The Municipality will also be able to reduce its fleet by
two trucks, resulting in additional, capital-related cost savings within the 10-Year Capital Plan. These projected savings apply to water and wastewater rate users. Transitioning to OCWA gives Bayham access to other emerging areas of interest, including stormwater compliance as this area of municipal operations becomes more important across the province. Currently Bayham does not have a dedicated position for stormwater purposes. Capital and energy efficiency for water and wastewater facilities may be beneficial in reducing environmental footprints and overall facility financial costs, which align with the Municipality’s current Energy Conservation and Demand Management Plan. It is also worth noting that OCWA provides access to in-house capital optimization studies, which may allow Bayham to save short-term costs associated with a Wastewater Treatment Plant expansion if efficiencies can be found on the current site footprint, or if emergent technologies can be implemented as a lesser cost to increase the operational capacity of the Plant.
To support the OCWA contract and related water/wastewater customer service and provide capital and procurement support to the Manager of Public Works, the former Water/Wastewater Operations Supervisor position was restructured accordingly and it is currently being recruited
for. To support operations for the last 2.5 months of 2025, staff executed a Temporary ORO agreement with OCWA to ensure the system continues to have an Overall Responsible Operator for all systems. This is a non-union role and, given ongoing and upcoming turnover, necessitated a temporary agreement to aid the transition and facilitate OCWA attending our facilities prior to formal take-over of operations. Finally, to ensure documentation is in place prior to January 1, 2026, attached to this Report is the 2026 OCWA Operational Plan for the Bayham and Richmond drinking water systems. It is a Ministry requirement to have an endorsed Operational Plan between all Owners and operating entities. Staff have reviewed the Operational Plan and have no concerns with the proposed operating and maintenance approach. Mayor and Clerk authorizations are required on the
document in accordance with Page OP-03A. In light of previous direction and staff action, staff recommend endorsement of the Operational
Plan as presented, and presentation of a by-law to enter into a five-year agreement with OCWA for operations and maintenance services for Bayham’s water and wastewater systems. The agreement is currently in its second legal review and is anticipated in front of Council with its
authorizing by-law on November 20, 2025.
STRATEGIC PLAN
Not applicable. ATTACHMENTS
1. Operational Plan for the Municipality of Bayham Drinking Water Systems RECOMMENDATION 1. THAT Report CAO-43/25 re Ontario Clean Water Agency (OCWA) Transition for Water/Wastewater Operations be received for information; 2. AND THAT Council authorizes the transition of water and wastewater operations and maintenance for the Richmond Community Water Supply System, the Municipality of Bayham Distribution System, the Port Burwell Wastewater Collection System, and the
Port Burwell Wastewater Treatment Plant to OCWA, effective January 1, 2026; 3. AND THAT Council endorses the Operational Plan for the Municipality of Bayham Drinking Water Systems;
4. AND THAT the Mayor and Clerk be authorized to endorse the Operational Plan on the Municipality’s behalf;
5. AND THAT the appropriate by-law to enter into an agreement with OCWA for Operations and Maintenance of the Richmond Community Water Supply System, the Municipality of Bayham Distribution System, the Port Burwell Wastewater Collection System, and the Port Burwell Wastewater Treatment Plant on a five-year term be presented to Council for enactment. Respectfully Submitted by:
Thomas Thayer, CMO, AOMC Chief Administrative Officer
OPERATIONAL PLAN
For the Municipality of Bayham Drinking
Water Systems
This Operational Plan is designed for the exclusive use of the system(s) specified in this Operational Plan. This Operational Plan has been developed with OCWA’s operating practices in mind and utilizing OCWA personnel to implement it. Any use which a third party makes of this Operational Plan, or any part thereof, or any reliance on or decisions made based on information within it, is the responsibility of such third parties. OCWA accepts no responsibility for damages, if any, suffered by any third party as a result of decisions made or actions taken based on this Operational Plan or any part thereof.
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-03 2025-10-31 0 1 of 2
COMMITMENT AND ENDORSEMENT
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose To document the endorsement of the Operational Plan for the Municipality of Bayham Drinking Water Systems by OCWA Top Management and the Corporation of the
Municipality of Bayham (Owner) and to set out when re-endorsement would be required. 2. Definitions
Top Management – a person, persons or a group of people at the highest management level within an Operating Authority that makes decisions respecting the QMS and
recommendations to the Owner respecting the Subject System or Subject Systems 3. Procedure 3.1 The Operational Plan is provided to OCWA Top Management and to the Owner for endorsement. The signed written endorsement is presented in Appendix OP-03A. At a minimum, two members of Top Management must endorse the Operational Plan; however, the Operational Plan is made available to all members of Top Management in the specified document control location (refer to OP-05 Document and Records Control). Endorsement by OCWA’s Top Management is represented by Senior Operations Manager and or Regional Hub Manager.
3.2 Any major revision of the operational plan will be re-endorsed by OCWA Top Management and the Owner. Major revisions include:
1. A revision to OCWA’s QEMS Policy; 2. A change to both representatives of the facility’s Top Management and/or both of
the Owner’s representatives that endorsed the Operational Plan; 3. A modification to the drinking water system processes/components that would require a change to the description in OP-06 Drinking Water System; 4. The addition of a drinking water subsystem owned by the same Owner to this operational plan. Any other changes would be considered a minor change and would not require the Operational Plan to be re-endorsed.
4. Related Documents
OP-03A Signed Commitment and Endorsement OP-05 Document and Records Control OP-06 Drinking Water System
5. Revision History
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
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COMMITMENT AND ENDORSEMENT
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Date Revision # Reason for Revision
2025-10-31 0 Procedure issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc: Rev Date: Rev No: Pages:
OP-03A 2025-10-31 0 1 of 1
SIGNED COMMITMENT AND ENDORSEMENT
This Operational Plan sets out the framework for OCWA’ Quality & Environmental Management System (QEMS) that is specific and relevant to your drinking water system(s) and supports the overall goal of OCWA and the Corporation of the Municipality of Bayham (Owner) to provide safe, cost-effective drinking water through sustained cooperation. OCWA will be responsible for
developing, implementing, maintaining and continually improving its QEMS with respect to the operation and maintenance of the Municipality of Bayham Drinking Water Systems and will do so in a manner that ensures compliance with applicable legislative and regulatory requirements. Through the endorsement of this Operational Plan, the Owner commits to work with OCWA to facilitate this goal. OCWA Top Management Endorsement
Owner Endorsement
Sam Sianas Regional Hub Manager, Southwest Region
Date Ed Ketchabaw Mayor Date
Vitaliy Talashok Senior Operations Manager, Aylmer Cluster
Date Meagan Elliott Clerk Date
The endorsement above is based on the Operational Plan that was current as of the revision date of this document (OP-03A).
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-04 2025-10-31 0 1 of 1
QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS)
REPRESENTATIVE
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To identify and describe the specific roles and responsibilities of the QEMS
Representative(s) for the Municipality of Bayham Drinking Water Systems. 2. Definitions None 3. Procedure
3.1 The role of QEMS Representative for the Municipality of Bayham Drinking Water Systems is the Process and Compliance Technician (PCT). The Safety, Process and Compliance Manager will act as an alternate QEMS Representative when required. 3.2 The QEMS Representative is responsible for:
• Administering the QEMS for the Municipality of Bayham Drinking Water Systems by ensuring that processes and procedures needed for the facility’s QEMS are established and maintained;
• Reporting to Top Management on the facility’s QEMS performance and identifying opportunities for improvement;
• Ensuring that current versions of documents related to the QEMS are in use;
• Promoting awareness of the QEMS to all operations personnel; and
• In conjunction with Top Management, ensuring that operations personnel are aware of all applicable legislative and regulatory requirements that pertain to their duties for the operation of the system. 4. Related Documents
None 5. Revision History Date Revision # Reason for Revision
2025-10-31 0 Procedure issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-06A 2025-10-31 0 1 of 5
DRINKING WATER SYSTEM
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose To document the following for the Bayham Water Distribution Systems:
• The name of the Owner and Operating Authority; and
• Provide a description of the system, including all applicable water sources, treatment system processes and distribution system components.
2. Definitions
Distribution System - means the part of a drinking water system that is used in the distribution, storage or supply of water and that is not part of a treatment system.
Primary Disinfection - means a process or series of processes intended to remove or inactivate human pathogens such as viruses, bacteria and protozoa in water.
Secondary Disinfection - means a process or series of processes intended to provide and maintain a disinfectant residual in a drinking water system’s distribution system, and in
plumbing connected to the distribution system, for the purposes of: (a) protecting water from microbiological re-contamination; (b) reducing bacterial regrowth;
(c) controlling biofilm formation; (d) serving as an indicator of distribution system integrity; and includes the use of disinfectant residuals from primary disinfection to provide and maintain a
disinfectant residual in a drinking water system’s distribution system for the purposes described in clauses (a) to (d).
Treatment System - means any part of a drinking water system that is used in relation to the treatment of water and includes, (a) any thing that conveys or stores water and is part of a treatment process, including any treatment equipment installed in plumbing, (b) any thing related to the management of residue from the treatment process or the management of the discharge of a substance into the natural environment from the system, and (c) a well or intake that serves as the source or entry point of raw water supply for the system; 3. Procedure
3.1 Drinking Water System Overview
The Bayham Water Distribution System (Waterworks# 260004748) is owned by the Corporation of the Municipality of Bayham. The Ontario Clean Water Agency (OCWA), Aylmer Cluster is the Operating Authority for the Bayham Water Distribution System. The Bayham Water Distribution System transmit and distributes portable drinking water to the communities of Port Burwell and Vienna. The system is supplied potable water from the Elgin Area Water Treatment Plant through Port Burwell Area Secondary
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
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DRINKING WATER SYSTEM
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System. The Elgin Area Water Treatment Plant (EAWTP), which provides the necessary primary and secondary disinfection residuals to the system. The EAWTP is located on the north shore of Lake Erie east of the community of Port Stanley. The source for the EAWTP is Lake Erie. The Elgin Area Primary Water Supply System Joint Board of Management owns and governs the Elgin Area Water Treatment Plant and the City of London is the Administering Municipality. The Ontario Clean Water Agency (Huron Elgin Region) is the Operating Authority for this system. The re-chlorination facilities maintain secondary disinfection residuals throughout the system. The first re-chlorination facility is located at the Port Burwell elevated water
tank. The second and final re-chlorination facility, called Lakeview Re-chlorination Facility, is located east of the elevated water tank near the Bayham/Malahide municipal boundary. Both of these facilities maintain secondary disinfection using sodium
hypochlorite complete with continuous on-line analyzers, data loggers and alarms.
The Port Burwell Area Secondary Water Supply System (PBASWSS) is owned by the Port Burwell Area Secondary Water Supply System Joint Board of Management. The
Joint Board of Management is comprised of three Municipalities: The Corporation of the Township of Malahide, the Corporation of the Municipality of Bayham and the Corporation of the Municipality of Central Elgin. The Township of Malahide is the Administering Municipality. The distribution system is maintained and operated by the Ontario Clean Water Agency under contract to the PBASWSS Joint Board of Management. The Bayham Distribution System is not a part of the PBASWSS Joint
Board of Management.
The Bayham Water Distribution System consists of two components, the Port Burwell
and Vienna water systems that are interconnected. These are two main meter chambers containing flow meters an associated valves. Within the two systems there are 5 air relief chambers and four valve slash train chambers.
The Bayham Water Distribution is a dependent customer of a larger regional water network. Therefore, the Bayham Water Distribution System has no control over fluctuations that occur upstream at their source. Taste and odor events start at the Elgin Area Water Treatment Plant, while pressure changes are caused by water level variations in the Port Burwell Area Secondary System's water tower. The Municipality of Bayham relies on these partner systems for the consistent quality and delivery of
water. The following Table shows the owner, operating authority and administering municipality to
which the for the Bayham Water Distribution System receives water from:
Distribution System Owner Administering
Municipality
Operating
Authority
DWS#
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
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Elgin Area Primary Water
Supply System
-Elgin Area Water
Treatment Plant
Elgin Area Primary Water
Supply System Joint Board
of Management
City of London
Ontario Clean
Water Agency
(Huron Elgin
Region)
210000871
Port Burwell Area
Secondary Water Supply
System (PBASWSS)
Port Burwell Area
Secondary Water Supply
System Joint Board of
Management
The Corporation of
the Township of
Malahide
Ontario Clean Water Agency (Southwest Region)
260004735
The following table provides information regarding primary and secondary disinfection residuals:
Distribution System Owner Administering Municipality Operating Authority Disinfection type
Elgin Area Primary Water Supply System (EAPWSS)
Elgin Area Primary Water Supply System Joint Board of Management
City of London Ontario Clean Water Agency (Huron Elgin Region)
Primary and Secondary
Port Burwell Area Secondary Water Supply System (PBASWSS)
Port Burwell Area Secondary Water Supply System Joint Board of Management
The Corporation of the Township of Malahide
Ontario Clean Water Agency (Southwest Region)
Secondary disinfection residuals maintained through re-chlorination facilities throughout the system
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
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3.2 Distribution System Process Flow Chart
Elgin Area Water Treatment Plant
Valve House
Dexter Line Re-chlorination Facility
Port Burwell Tower (Re-chlorination)
Lakeview Re-chlorination Facility
Bayham Distribution System
Malahide Distribution System-Waneeta Beach-Port Bruce-Copenhagen (Imperial Rd north)-Nova Scotia West-Pede -Granger
Central Elgin Distribution System
-Dexter Line
Central Elgin Distribution System
Bayham Distribution System
Elgin Area Primary Water Supply Systtem
Port Burwell Area Secondary Water Supply System
Malahide Distribution System
LEGEND
Ontario Clean Water Agency
OPERATIONAL PLAN
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3.3 Description of the Distribution System Components The Vienna water system consists of approximately 5 km of PVC an concrete duck tile iron water main ranging in size from 6” to 12”. The system currently has 52 main valves 38 hydrants and 270 curb stops. An in-line booster pump station/chamber with associated valving, rated at 45 liters per second stabilizes the systems water pressure. The Port Burwell water system consists of approximately 12 km of PVC water main ranging in size from 6” to 10”. The system has 71 main valves 46 fire hydrants and 496
curb stops. 4. Related Documents SOP BAY-02 Reporting a Non-Compliance SOP BAY-03 Reporting AWQ 5. Revision History Date Revision # Reason for Revision
2025-10-31 0 Procedure issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-06B 2025-10-31 0 1 of 5
DRINKING WATER SYSTEM
Reviewed by: QEMS Representative Approved by: Operations Management
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1. Purpose To document the following for the Richmond Community Drinking Water Systems:
• The name of the Owner and Operating Authority; and
• Provide a description of the system, including all applicable water sources, treatment system processes and distribution system components.
2. Definitions
Distribution System - means the part of a drinking water system that is used in the distribution, storage or supply of water and that is not part of a treatment system.
Primary Disinfection - means a process or series of processes intended to remove or inactivate human pathogens such as viruses, bacteria and protozoa in water.
Secondary Disinfection - means a process or series of processes intended to provide and maintain a disinfectant residual in a drinking water system’s distribution system, and in
plumbing connected to the distribution system, for the purposes of: (a) protecting water from microbiological re-contamination; (b) reducing bacterial regrowth;
(c) controlling biofilm formation; (d) serving as an indicator of distribution system integrity; and includes the use of disinfectant residuals from primary disinfection to provide and maintain a
disinfectant residual in a drinking water system’s distribution system for the purposes described in clauses (a) to (d).
Treatment System - means any part of a drinking water system that is used in relation to the treatment of water and includes, (a) any thing that conveys or stores water and is part of a treatment process, including any treatment equipment installed in plumbing, (b) any thing related to the management of residue from the treatment process or the management of the discharge of a substance into the natural environment from the system, and (c) a well or intake that serves as the source or entry point of raw water supply for the system; 3. Procedure
3.1 Drinking Water System Overview
The Richmond Community Water Distribution System (Waterworks# 60074854) is a Small Municipal Residential System supplied by groundwater and is owned by the Corporation of the Municipality of Bayham. The Ontario Clean Water Agency
(OCWA), Aylmer Cluster is the Operating Authority for the Richmond Community Water Distribution System.
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
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. 3.2 Source Water A total of three (3) wells are connected to the water distribution system, one bedrock well (TW1-10) and two overburden wells (TW2-12 & TW3-12) controlled by
PLC based on operating level in the on-ground storage tanks. Under normal operation, one overburdened well operates at a time period. The bed walk well is in place but does not typically operate due to aesthetic issues within the source water.
The Ministry has classified all three wells as Ground Water Under Direct Influence of Surface Water (GUDI) without effective in-situ filtration. Enters the well house from separate piping, one for bedrock and one for
overburden, which then combines into a common raw water supply header.
Common Fluctuations Due to elevated nitrate levels in the overburden wells, a softener and nitrate filtration (ion exchange based) are in place prior to the storage tanks. Threats
The potential for contamination of the source water supply in the Richmond Community Drinking Water System through accidental waste water contamination or chemical spills is minimal. Potential threats have been identified by the Source Protection Plan by the Long Point Regional Conservation Authority and are monitored by routine checks and sampling of the system. In terms of a municipal water supply, groundwater sources are considered to be well protected from pollution. 3.3 Treatment System Description Well TW1-10 (Bedrock) Component Appurtenances Well TW1-10 consists of 152mm diameter, 81.4 meters deep drilled groundwater
production well (NAD 83; UTM Zone 17: 512612 m E, 4734233 m N) equipped with a submergible well pump rated 0.63 L/s (10 GPM). Well TW2-12 (Overburden) Component Appurtenances Well TW2-12 consists of 152mm diameter, 17.4 meters deep drilled groundwater production well (NAD 83; UTM Zone 17: 512605 m E, 4734487 m N) equipped with a submergible well pump rated 0.63 L/s (10 GPM). Well TW3-12 (Overburden) Component Appurtenances
Ontario Clean Water Agency
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Municipality of Bayham Drinking Water Systems
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Well TW2-12 consists of 152mm diameter, 18.0 meters deep drilled groundwater production well (NAD 83; UTM Zone 17: 512594 m E, 4734493 m N) equipped with a submergible well pump rated 0.63 L/s (10 GPM). Raw water enters the treatment building through separate piping (one for bedrock, one for overburden) which then combines into a common raw water supply header each equipped with a magnetic flow meter prior to connection to the common header (one flow meter for both overburden wells, as only one is in operation at a time). Separate sample taps located on each line to allow for sampling of each source prior to mixing. Richmond Community Water Treatment Plant Due to elevated nitrate levels within the overburden wells, a softener and nitrate
filtration system (ion exchange based) are in place prior to the storage tanks. Two softeners (42.0 L/hr) operate in duty/standby through alternating valves. Downstream of the softeners are two nitrate ion exchange filters (0.32 L/s each)
installed in parallel. A nitrate analyzer is located within the common raw water header downstream of the filters to ensure treatment effectiveness. Regular regeneration of the softeners and filters occur to ensure efficiency, wastewater from the regeneration cycle is directed to a rip tap area outside the water treatment plant. Part of primary disinfection is achieved through the use of sodium hypochlorite that is injected between the nitrate filters and storage tanks. Sufficient contact time is achieved within the storage tanks. Chlorinated water enters Storage Tank #1 (5,678 L) through a top discharge spray bar. The purpose of this spray bar is to aid in aeration of the raw water. Water then travels to Storage Tank #2 (7,571L) through bottom
discharge piping which maintains hydraulic connection between the two tanks. The treated water is then drawn to the common header followed by three high lift booster pumps (16 gpm) operating in duty/standby. Flow is then directed to two (2) separate filtration systems mounted in parallel, consisting of one (1) five micron filter and one (1) one micron filter. The filters are to provide the equivalent of ins-stu filtration
before the UV’s. Primary disinfection is then achieved through two (2) ultraviolet disinfection units in series each capable of operating at a flow rate of 1.9 L/s and providing a minimum dose of 40 mJ/cm2. Secondary disinfection is achieved through the use of sodium hypochlorite that is injected downstream of the UV disinfection system. The treated water that has undergone both primary and secondary disinfection is then distributed to the disinfection distribution system.
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The facility is operated and monitored by the SCADA system. There is standby power provided by a 21kW natural gas generator. 3.4 Treatment System Process Flow Chart
3.5 Description of the Distribution System Components The Richmond Community Drinking Water System distribution system consists of six (6) blow offs, eighteen (18) 100mm valves and two (2) sample locations at: 53927 John St. and 53695 Heritage Line. Each residence is served with a one inch surface line with a meter pit that has a 5 eighth water meter and a non testable dual check backflow preventer.
4. Related Documents SOP RIC-02 Reporting a Non-Compliance
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SOP RIC-03 Reporting AWQ 5. Revision History Date Revision # Reason for Revision
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OPERATIONAL PLAN
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ORGANIZATIONAL STRUCTURE, ROLES, RESPONSIBILITIES AND AUTHORITIES
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1. Purpose To document the following for the [Drinking Water System]:
• Owner;
• Organizational structure of the Operating Authority;
• QEMS roles, responsibilities and authorities of staff, Top Management and individuals/groups that provide corporate oversight; and
• Responsibilities for conducting the Management Review 2. Definitions
Operations Management – refers to the General Manager, Senior Operations Manager and/or Operations Manager that directly oversees a facility’s operations Senior Leadership Team (SLT) – members include President and CEO, Executive Vice President and General Counsel, Vice Presidents of OCWA’s business units and Regional Hub Managers
Top Management – a person, persons or a group of people at the highest management level within an operating authority that makes decisions respecting the QMS and recommendations to the owner respecting the subject system or subject systems
Operations Personnel – Employees of the drinking water system who perform various activities related to the compliance, operations and maintenance of the drinking water system that may directly affect drinking water quality 3. Procedure 3.1 Organizational Structure The Municipality of Bayham Drinking Water Systems is owned by the Corporation of the Municipality of Bayham and is represented by the Mayor. The organizational structure of OCWA, the Operating Authority, is outlined in appendix OP-09A: Organizational Structure.
3.2 Top Management
Top Management for the Municipality of Bayham Drinking Water Systems consists of:
• Operations Management – Aylmer Cluster
• Regional Hub Manager – Southwest Region
• Safety, Process & Compliance Manager – Southwest Region Irrespective of other duties (see Table 9-2 below), Top Management’s responsibilities
and authorities include:
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• Endorsing the Operational Plan as per the Commitment and Endorsement procedure (OP-03);
• Ensuring that the QEMS meets the requirements of the DWQMS;
• Ensuring staff are aware of the applicable legislative and regulatory requirements;
• Communicating the QEMS according to the Communications procedure (OP-12);
• Providing resources needed to maintain and continually improve the QEMS;
• Appointing and authorizing a QEMS Representative (OP-04); and
• Undertaking Management Reviews as per the Management Review procedure (OP-20). Note: Specific responsibilities of the individual members of Top Management are identified in the referenced procedures.
3.3 Corporate Oversight Roles, responsibilities and authorities for individuals/groups providing corporate oversight of OCWA’s QEMS are summarized in Table 9-1 below. Table 9-1: Corporate QEMS Roles, Responsibilities and Authorities Role Responsibilities and Authorities Board of Directors • Set the Agency’s strategic direction, monitor overall performance
and ensure appropriate systems and controls are in place in accordance with the Agency’s governing documents
• Review and approve the QEMS Policy Senior Leadership Team (SLT) • Establish the Agency’s organizational structure and governing
documents and ensure resources are in place to support strategic initiatives
• Monitor and report on OCWA’s operational and business performance to the Board of Directors
• Review the QEMS Policy and recommend its approval to the Board
• Approve corporate QEMS programs and procedures Corporate Compliance • Manage the QEMS Policy and corporate QEMS programs and procedures
• Provide support for the local implementation of the QEMS
• Monitor and report on QEMS performance and any need for
improvement to SLT
• Consult with the Ministry and other regulators and provide compliance support/guidance on applicable legislative, regulatory and policy requirements
• Manage contract with OCWA’s DWQMS accreditation body
3.4 Regional Hub Roles, Responsibilities and Authorities
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QEMS roles, responsibilities and authorities of Regional Hub personnel are
summarized in Table 9-2 below. This information is kept current as per the Document and Records Control procedure (OP-05) and is communicated to staff as per the Communications procedure (OP-12).
Additional duties of employees are detailed in their job specifications and in the various QEMS programs and procedures that form, or are referenced in, this Operational Plan. Table 9-2: QEMS Roles, Responsibilities and Authorities for the Southwest Region
Role/Position Responsibilities and Authorities
All Operations Personnel
• Perform duties in compliance with applicable legislative and regulatory requirements
• Be familiar with the QEMS Policy and work in accordance with QEMS programs and procedures
• Maintain operator certification (as required)
• Attend/participate in training relevant to their duties under the QEMS
• Document all operational activities
• Identify potential hazards at their facility that could affect the environmental and/or public health and report to Operations Management
• Report and act on all operational incidents
• Recommend changes to improve the QEMS
Regional Hub Manager
(Top Management)
• Oversee the administration and delivery of contractual water/wastewater services on a Regional Hub level
• Fulfill role of Top Management
• Ensure corporate QEMS programs and procedures are implemented consistently throughout the Regional Hub
• Manage the planning of training programs for Regional Hub
• Report to VP of Operations/SLT on the regional performance of the QEMS and any need for Agency-wide improvement
Operations Management
(Top Management)
• Manage the day-to-day operations and maintenance of their assigned facilities and supervise facility staff
• Fulfill role of Top Management
• Ensure corporate and site-specific QEMS programs and procedures are implemented at their assigned facilities
• Determine necessary action and assign resources in
response to operational issues
• Report to the Regional Hub Manager on facility operational performance
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Role/Position Responsibilities and Authorities
• Ensure operational training is provided for the cluster (in consultation with the SPC Manager as required)
• Act as Overall Responsible Operator (ORO) when required (based on certification). Refer to SOP BAY-06 ORO Designation & SOP RIC-08 ORO Designation.
Safety, Process & Compliance (SPC) Manager
(Top Management)
• Supervise facility compliance staff and provide technical and program support to the Regional Hub related to process control and compliant operations
• Fulfill role of Top Management
• Ensure corporate/regional QEMS programs and procedures are implemented consistently throughout the Regional Hub
• Assist in the development of site-specific operational procedures as required
• Ensure training on applicable legislative and regulatory requirements and the QEMS is provided for the Regional
Hub (in consultation with Operations Management as required)
• Monitor and report to the Regional Hub Manager and Operations Management on the compliance status and QEMS performance within their Regional Hub and any need for improvement
• Act as alternate QEMS Representative (when required)
• May act as Operator-in-Charge (OIC) and/or ORO when required (based on certification). Refer to SOP BAY-06 ORO Designation SOP BAY-07 OIC Designation, SOP
RIC-08 ORO Designation & SOP RIC-07 OIC Designation.
Process & Compliance
Technician (PCT)/ Operations & Compliance
(O&C) Team Lead
(QEMS Representative)
• Implement, monitor and support corporate programs relating to environmental compliance and support management by evaluating and implementing process control systems at their assigned facilities
• Fulfill role of QEMS Representative (OP-04)
• Monitor, evaluate and report on compliance/quality status of their assigned facilities
• Implement facility-specific QEMS programs and procedures consistently at their assigned facilities
• Participate in audits and inspections and assist in developing, implementing and monitoring action items to respond to findings
• Report to the SPC Manager on QEMS implementation and identify the need for additional/improved processes and procedures at the Regional Hub/cluster/facility level (in consultation with the Operations Management as required)
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Role/Position Responsibilities and Authorities
• Communicate to Owners on facility compliance and DWQMS accreditation as directed
• Deliver/participate in/coordinate training including applicable legislative and regulatory requirements and the QEMS
• May fulfil role of Certified Operator when required (based on certification)
Certified Operator May include the following positions:
• Operations
Supervisor Water & Wastewater
• Water & Wastewater Lead
• Water & Wastewater Operator
• Water & Wastewater Operator-In-Training
(OIT)]
• Perform duties outlined under Operations Personnel
• Monitor, maintain and operate facilities in accordance with applicable regulations, approvals and established operating procedures
• Collect samples and perform laboratory tests and equipment calibrations as required
• Regularly inspect operating equipment, perform routine preventive maintenance and repairs and prepare and complete work orders as assigned
• Ensure records of adjustments made to the process under their responsibility, equipment operating status during their shifts and any departures from normal operations observed and actions taken are maintained within facility logs/record keeping mechanisms (as per O. Reg. 128)
• Participate in facility inspections and audits
• May act as OIC and/or ORO when required (based on certification). SOP BAY-06 ORO Designation SOP BAY-07
OIC Designation, SOP RIC-08 ORO Designation & SOP RIC-07 OIC Designation. NOTE: OITs cannot act as OIC and/or ORO. OITs perform the
above duties under the direction of the OIC/ORO and as assigned by Operations Management or designate.
Administrative Assistant/Project Clerk • Support the administrative functions of the Regional Hub/cluster/facility including coordinating delivery of training as directed
• Assist with entering operational data (including operational training records, process data and maintenance records) into the appropriate database as directed
4. Related Documents OP-03 Commitment and Endorsement OP-04 QEMS Representative OP-05 Document and Records Control OP-09A Organizational Structure
OP-12 Communications
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OP-20 Management Review
OCWA Position Descriptions/Job Specifications SOP BAY-06 ORO Designation SOP BAY-07 OIC Designation SOP RIC-08 ORO Designation SOP RIC-07 OIC Designation 5. Revision History Date Revision # Reason for Revision
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OPERATING AUTHORITY
Ontario Clean Water Agency
Board of Directors
*President & Chief Executive
Officer
*Vice President of Operations *Vice President of Operations
Corporate Oversight
Director of Operational Support
Services
QEMS Coordinators
Compliance Systems
Coordinators
*Regional Hub Manager Southwest Region Top Management
Corporate Compliance
OWNER
Municipality of
Bayham
Administrative
Support
Operations Management
Aylmer Cluster Top Management
Safety, Process &
Compliance Manager Top Management
Alternate QEMS
Representative
Process & Compliance
Technician/
Operations & Compliance
Team Lead QEMS Representative
OPERATIONS PERSONNEL
• Operations Supervisor, Water & Wastewater
• Water & Wastewater Lead
• Water & Wastewater Operator
• Water & Wastewater Operator in Training
Day-to-Day Operations of the Municipality of Bayham Drinking Water Systems
*NOTE: Members of OCWA’s
Senior Leadership Team (SLT)
include:
− President and CEO &
Executive Vice President and
General Counsel
− Vice Presidents of OCWA’s
business units (includes VPs of
Operations)
− Regional Hub Managers
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Revision History
Date Revision # Reason for Revision
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PERSONNEL COVERAGE
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1. Purpose To describe the procedure for ensuring that sufficient and competent personnel are available for duties that directly affect drinking water quality at the Municipality of Bayham Drinking Water Systems. 2. Definitions
Competency – an integrated set of requisite skills and knowledge that enables an individual
to effectively perform the activities of a given occupation ∗
Essential Services – services that are necessary to enable the employer to prevent, (a) danger to life, health or safety, (b) the destruction or serious deterioration of machinery, equipment or premises, (c) serious environmental damage, or (d) disruption of the administration of the courts or of legislative drafting. (Crown Employees Collective Bargaining Act, 1993) 3. Procedure 3.1 Operations Management ensures that personnel meeting the competencies identified
in OP-10 Competencies are available for duties that directly affect drinking water quality.
3.2 The Municipality of Bayham Drinking Water Systems is staffed by OCWA personnel as follows: Aylmer Cluster hours of operation are 07:30 to 16:00 Monday to Friday. On call operators are available after hours. 3.3 Operations personnel are assigned to act as and fulfill the duties of Overall Responsible Operator (ORO) and Operator-in-Charge (OIC) in accordance with SDWA O. Reg. 128/04. The overall responsible operator (ORO) is designated for the facility and is recorded in
the facility logbook. When the designated ORO is unavailable, a replacement ORO is assigned and designated as such in the facility logbook.
The designated OIC for each shift is recorded in the facility logbook. 3.4 Operations Management assigns an on-call operator for the time that the facility is
unstaffed (i.e., evenings, weekends and Statutory Holidays). The on-call schedule is
∗ Based on the 2005 National Occupational Guidelines for Canadian Water and Wastewater Operators and International Board of Standards for Training, Performance and Instruction
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maintained by the QEMS Representative and consists of a weekly rotation and is available as per OP-05 Documents and Records Control. The on-call shift change is the start of business day on Monday except on Statutory Holidays. Any changes or adjustments must be authorized by the Operations Management or designate. 3.5 The on-call operator’s duties are to respond to issues and alarms at the facility or SCADA system after hours. Details of the issue/alarm and corrective actions are recorded in the facility or SCADA logbook 3.6 The SCADA system is programmed to contact the on-call operator. The on-call
operator logs into SCADA to obtain the details of the alarm to determine the appropriate response. If the nature of the alarm requires additional staff, the on-call operator can request assistance from any of the other certified operators. The on-call
operator records details of the call-in in the facility logbook and in the Call-In Report form.
3.7 Each manager (e.g. Operations Management/SPC Manager) is responsible for approving vacation time for their staff in a manner which ensures sufficient personnel are available for the performance of normal operating duties. 3.8 OCWA’s operations personnel are represented by the Ontario Public Service Employees Union (OPSEU). In the event of a labour disruption, Operations Management, together with the union, identifies operations personnel to provide “essential services” required to operate the facility so that the quality of drinking water is not compromised in any way. 3.9 A contingency plan for Critical Shortage of Staff is included in the Facility Emergency
Plan. This plan provides direction in the event that there is a severe shortage of operations personnel due to sickness (e.g., pandemic flu) or other unusual situations. 4. Related Documents OP-10 Competencies
Facility Logbook Daily Round Sheets On-Call Schedule Call-In Reports Shift/Vacation Schedule Critical Shortage of Staff Contingency Plan (Facility Emergency Plan) SOP BAY-06 ORO Designation
SOP BAY-07 OIC Designation
SOP RIC-08 ORO Designation
SOP RIC-07 OIC Designation
5. Revision History
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ESSENTIAL SUPPLIES AND SERVICES
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1. Purpose To describe OCWA’s procedures for procurement and for ensuring the quality of essential supplies and services. 2. Definitions Essential Supplies and Services – supplies and services deemed to be critical to the delivery of safe drinking water 3. Procedure 3.1 Essential supplies and services for the Municipality of Bayham Drinking Water Systems
are contained in the Facility Emergency Plan and the Emergency Contact/Essential Supplies and Services List. The list is reviewed and updated at least once every calendar year by the QEMS Representative or designate. 3.2 Purchasing is conducted in accordance with OCWA’s Corporate Procurement and Administration policies, procedures and guidelines, which are adopted from those of the Ontario Public Service. Purchases of capital equipment are subject to formal approval by the facility’s owner. 3.3 As part of the corporate procurement process, potential suppliers/service providers are informed of relevant aspects of OCWA’s QEMS through the tendering process and through specific terms and conditions set out in our agreements and purchase orders. Essential suppliers and service providers (including those contracted locally) are sent a
letter that provides an overview of the relevant aspects of the QEMS. 3.4 Contractors are selected based on their qualifications and ability to meet the facility’s needs without compromising operational performance and compliance with applicable legislation and regulations.
Contracted personnel including suppliers may be requested or required to participate in additional relevant training/orientation activities to ensure conformance with facility procedures and to become familiar with OCWA workplaces. If necessary, appropriate control measures are implemented while contracted work is being carried out and communicated to all relevant parties to minimize the risk to the integrity of the drinking water system and the environment. 3.5 All third-party drinking water testing services are provided by accredited and licensed laboratories. The Ministry has agreement with The Canadian Association for Laboratory Accreditation (CALA) for accreditation of laboratories testing drinking water.
The QEMS Representative is responsible for notifying the Ministry of any change to the drinking water testing services being utilized.
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3.6 Internal verification and calibration activities (e.g. chlorine analyzer, turbidimeter, etc.) are conducted by operations personnel in accordance with equipment manuals and/or procedures (Refer to OP-17 Measurement Recording Equipment Calibration and Maintenance). 3.7 External calibration activities (e.g. flow meters) are conducted by qualified third-party providers. Qualifications of the service provider are verified during the procurement process. The service provider is responsible for providing a record/certificate of all calibrations conducted.
3.8 Chemicals purchased for use in the drinking water treatment process must meet AWWA Standards and be ANSI/NSF certified as per the Municipal Drinking Water
Licence (MDWL). 3.9 The facility orders and receives ongoing deliveries of chemicals to satisfy current short-
term needs based on processing volumes and storage capacities. Incoming chemical orders are verified by reviewing the manifest or invoice in order to confirm that the product received is the product ordered. 3.10 Process components/equipment provided by the supplier must meet applicable regulatory requirements and industry standards for use in drinking water systems prior to their installation. 4. Related Documents Emergency Contact/Essential Supplies and Services List
OP-17 Measurement Recording Equipment Calibration and Maintenance ANSI/NSF Documentation AWWA Standards MDWL Calibration Certificates/Records 5. Revision History Date Revision # Reason for Revision
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1. Purpose To describe the procedure for sampling, testing and monitoring for process control and
finished drinking water quality. 2. Definitions
Challenging Conditions – any existing characteristic of the water source or event-driven fluctuations that impact the operational process as identified and listed under OP-06 Drinking Water System 3. Procedure 3.1 All sampling, monitoring and testing is conducted at a minimum in accordance with SDWA O. Reg. 170/03, the facility’s Municipal Drinking Water License (MDWL) as well as sampling/testing and monitoring requirements listed within the operating agreement with the owner, Ministry orders/inspection reports, etc.
3.2 Sampling requirements for the facility are defined in the facility’s sampling schedule which is available to operations personnel, at the location(s) noted in OP-05 Document
and Records Control. The sampling schedule is maintained by the PCT and is updated as required. 3.3 Samples that are required to be tested by an accredited and licensed laboratory, are collected, handled and submitted according to the directions provided by the licensed laboratory(ies) that conducts the analysis. The laboratory(ies) used for this facility are listed in the Essential Supplies and Services List (within the Facility Emergency Plan (FEP)). Electronic and/or hardcopy reports received from the laboratory are maintained as per OP-05 Document and Records Control. Analytical results from laboratory reports are
uploaded into OCWA’s Process Data Management system (PDM). 3.4 Continuous monitoring equipment is used to sample and test for the following
parameters at each facility; Bayham
System pressure Richmond
Flow (raw & treated), Turbidity (filter), free chlorine (Storage Tank #2 and treated), Nitrate, pH (Storage Tank #2).
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Test results from continuous monitoring equipment are captured by the SCADA system
and are reviewed by a certified operator in accordance with the requirements of SDWA O. Reg. 170/03.
The SCADA system also collects and records information on the following parameters related to process control and finished drinking water quality: Richmond
• Raw and treated water flow rates, Temperature and pH
• Nitrate Residual
• Storage Tank depth
• Free Chlorine Residuals
• Turbidity
• System pressures
• Process control analyzers
3.5 Adverse water quality incidents are responded to and reported as per SOP# BAY-03 Reporting AWQ & SOP# RIC-03 Reporting AWQ. 3.6 In-house process control activities are conducted on a regular basis by the certified operator(s) on duty and at a minimum are conducted as follows:
Operational
Parameter
Location Minimum Frequency
Richmond Community Drinking Water System
Turbidity WTP Minimum of once monthly
Well Measurement Well Monthly
Free Chlorine WTP Continuous
Level WTP Continuous
pH WTP Continuous
Pressure WTP Continuous
Flow Rates WTP Continuous
UV Intensity WTP Monthly
Free Chlorine Distribution 2x Week
Bayham Distribution System
Free Chlorine Distribution 2x Week In-house samples are analyzed following approved laboratory procedures. The sampling results are recorded on the facility round sheet. The results are entered into PDM. Any required operational process adjustments are recorded in the facility log book.
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3.7 Additional sampling, testing and monitoring activities related to the facility’s/system’s
most challenging conditions are included in the existing in-house program as described in this procedure
3.8 Upstream sampling, testing and monitoring activities take place within the systems that supply water to the Bayham Distribution System as per regulatory requirements. Communication between the operating authorities/owners of these systems and the operating authority/owner of the Bayham distribution system is conducted to ensure that all parties are notified should the quality/quantity of water supplied to the distribution system change. The Bayham distribution system relies on the Elgin Area Primary Water Supply System and the Port Burwell Area Secondary Water Supply System to supply the distribution system with safe drinking water that meets regulatory requirements. A summary of results are provided to the Municipality of Bayham Drinking Water Systems by the upstream suppliers of water to the system through the Section 11 Annual Reports. 3.9 Sampling, testing and monitoring results are readily accessible to the Owner at the by request to the QEMS Representative of Operations Management.
At a minimum, Owners are provided with an annual summary of sampling, testing and monitoring results through the SDWA O. Reg. 170/03 Section 11 Annual Report, the
Schedule 22 Municipal Summary Report and through the Management Review process outlined in OP-20 Management Review.
In addition, updates regarding sampling, testing and monitoring activities are provided as per the operating agreement and during regular client meetings. 4. Related Documents Facility Logbook OP-05 Document and Records Control OP-06 Drinking Water System OP-20 Management Review Laboratory Analysis Reports Laboratory Chain of Custody Forms
Annual Report (O. Reg. 170 Section 11) Municipal Summary Report (O. Reg. 170 Schedule 22) Process Data Management System (PDM) records
Emergency Contact List and Essential Supplies & Services List (Contacts section of FEP) Facility Emergency Plan (FEP) Binder SOP# BAY-03 Reporting AWQ
SOP# RIC-03 Reporting AWQ Roundsheets Sampling Schedule SCADA Records WMS Records
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-16 2025-10-31 0 4 of 4
SAMPLING, TESTING AND MONITORING
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
5. Revision History Date Revision # Reason for Revision
2025-10-31 0 Procedure issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-17 2025-10-31 0 1 of 3
MEASUREMENT AND RECORDING EQUIPMENT CALIBRATION AND MAINTENANCE
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose To describe the procedure for the calibration and/or verification and maintenance of measurement and recording equipment at the Municipality of Bayham Drinking Water
Systems. 2. Definitions None 3. Procedure 3.1 All measurement and recording equipment calibration and maintenance activities must be performed by appropriately trained and qualified personnel or by a qualified third-party calibration service provider (refer to OP-13 Essential Supplies and Services). 3.2 A list of measurement and recording devices and associated calibration and/or verification schedules is established and maintained using the automated Work
Management System (WMS). The following schedule is followed for the required equipment:
Richmond Community Drinking Water System
Type of Instrumentation Instrument ID Frequency
Flow Meter
Meter Flow Well TW2-12
Annually
Meter Flow Well TW3-12
Meter Flow Well TW1-10
Meter Flow Treated West
Meter Flow Treated East
Turbidity Meters AIT03 Annually
AIT04 Annually
Chlorine Analyzer
AIT02 Monthly
Post Chlorination Monthly
AIT05 Monthly
Storage (holding) Tanks
Level
Storage Tank #1 Annually
Storage Tank #2 Annually
UV
UV Module #1 Sensor Annually
UV Module #2 Sensor Annually
UV Module #3 Sensor Annually
UV Module #4 Sensor Annually
Portable Chlorine Analyzer DR300 Monthly
Pocket Colorimeter II Monthly
Portable Turbidity Analyzer 2100Q Monthly
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-17 2025-10-31 0 2 of 3
MEASUREMENT AND RECORDING EQUIPMENT CALIBRATION AND MAINTENANCE
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
Bayham Distribution System
Type of Instrumentation Instrument ID Frequency
Portable Chlorine Analyzer DR300 Monthly
3.3 When a new device is installed, it is added to the WMS system. The new device is tagged with a unique identification number and the maintenance schedule is set up. Work orders are then automatically generated as per the schedule (refer to OP-15 Infrastructure Maintenance, Rehabilitation and Renewal).
3.4 Details regarding the results of the calibration and/or verification are recorded within
each individual work order generated by the WMS. 3.5 Calibration and maintenance activities are carried out in accordance with procedures specified in the manufacturer’s manual, instructions specified in WMS. All flow measuring devices and measuring instrumentation that form part of the monitoring system for CT shall be checked and where necessary calibrated in accordance with the conditions listed in the MDWL Schedule C s.3.0 Calibration of Flow Measuring Devices and s.4.0 Calibration of CT Monitoring System. 3.6 Standards, reagents and/or chemicals that may be utilized during calibration and/or
verification and/or maintenance activities are verified before use to ensure they are not expired. Any expired standards, reagents and/or chemicals are appropriately disposed of and are replaced with new standards, reagents and/or chemicals as applicable.
3.7 Any measurement device which does not meet its specified performance requirements during calibration and/or verification must be removed from service (if practical) until
repaired, replaced or successfully calibrated. The failure must be reported to the Operations Management as soon as possible so that immediate measures can be taken to ensure that drinking water quality has not been compromised by the malfunctioning device. For failures of continuous monitoring equipment used for filter effluent turbidity, primary disinfection or distribution residuals, adequate steps must be taken to ensure regulatory minimum testing and recording frequencies are met and documented. Any actions taken as a result of the failure are recorded in the facility logbook. The QEMS Representative ensures that any notifications required by applicable legislation are completed and documented within the specified time period. 3.8 Calibration and maintenance records and maintenance/equipment manuals are
maintained as per OP-05 Document and Records Control. 4. Related Documents Facility Logbook WMS Records
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-17 2025-10-31 0 3 of 3
MEASUREMENT AND RECORDING EQUIPMENT CALIBRATION AND MAINTENANCE
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
Calibration/Maintenance Records
Maintenance/Equipment Manuals OP-05 Document and Records Control OP-13 Essential Supplies and Services
OP-15 Infrastructure Maintenance, Rehabilitation and Renewal Municipal Drinking Water Licence (MDWL) 5. Revision History Date Revision # Reason for Revision
2025-10-31 0 Procedure issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-18 2025-10-31 0 1 of 3
EMERGENCY MANAGEMENT
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose To describe the procedure for maintaining a state of emergency preparedness at the facility
level under OCWA’s Emergency Management Program. 2. Definitions
Corporate Emergency Response Plan (CERP) – a corporate-level emergency preparedness plan for responding to and supporting serious (Level 3) operations emergencies
Facility Emergency Plan (FEP) – a facility-level emergency preparedness plan for responding to and recovering from operations emergencies Operations Management – refers to the General Manager, Senior Operations Manager and/or Operations Manager that directly oversees a facility’s operations 3. Procedure 3.1 The Facility Emergency Plan (FEP) is the corporate standard for emergency management at OCWA-operated facilities. The FEP supports the facility-level
response to and recovery from Level 1, 2 and 3 events related to water and wastewater operations and directly links to the Corporate Emergency Response Plan (CERP) for management of Level 3 events that require corporate support. Operations Management is responsible for establishing a site-specific FEP that meets the corporate standard for this drinking water system. 3.2 OCWA recognizes three levels of events: Level 1 is an event that can be handled entirely by plant staff and regular contractors. The event and the actions taken to resolve it (and to prevent a reoccurrence, if possible) are then included in regular reporting (both internally and externally).
Examples may include response to an operational alarm, first aid incident, small on-site spill, or a process upset that can be easily brought under control. Level 2 is an event that is more serious and requires immediate notification of others (regulator, owner). Examples may include minor basement flooding, injury to staff that requires medical attention, or a spill that causes or is likely to cause localized, off-site
adverse effects. If the event reaches this level, the instructions indicate the need to contact the Safety, Process and Compliance Manager/Regional Hub Manager. Level 3 is an actual or potential situation that will likely require significant additional resources and/or threatens continued operations. It may require corporate-level support including activation of the OCWA Action Group and opening of an Emergency Operations Centre (EOC) as described in the CERP. Level 3 events usually involve
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-18 2025-10-31 0 2 of 3
EMERGENCY MANAGEMENT
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
intervention from outside organizations (client, emergency responders, Ministry, media, etc.). Examples may include:
• Disruption of service/inability to meet demand;
• Critical injury including loss of life;
• Breach of security that is a threat to public health;
• Intense media attention;
• Community emergency affecting water supply/treatment;
• Declared pandemic; or
• Catastrophic failure that could impact public health or the environment or cause significant property damage. 3.3 Potential emergency situations or service interruptions identified for the Municipality of Bayham Drinking Water Systems include:
• Unsafe Water
• Spill Response
• Critical Injury
• Critical Shortage of Staff
• Loss of Service
• Security Breach
3.4 The processes for responding to and recovering from each potential emergency /service disruption are documented within a site-specific contingency plan (CP). The CPs and related standard operating procedures (SOPs) are contained within the FEP.
3.5 OCWA’s training requirements related to the FEP are as follows:
Training Topic Training Provider Type of Training Frequency Required For
Establishing and
maintaining a FEP that meets the corporate standard
Safety, Process
and Compliance Manager and/or Corporate Compliance (as
required)
On-the-Job
Practical
Upon hire and
when changes are made to the corporate standard*
PCTs (or others
identified by the Operations Management)
Contents of the site-specific FEP Facility Level (coordinated by
QEMS Representative)
On-the-Job Practical Upon hire and when changes
to the FEP are made*
All operations personnel with
responsibilities for responding to an emergency
*Note: Changes to the corporate standard or site-specific FEP may only require the change to be communicated to Operations for implementation. Therefore, not all changes will require training. 3.6 At least one CP must be tested each calendar year and each CP must be reviewed at least once in a five-calendar year period. The reviews and tests are recorded on the FEP-01 Contingency Plan Review/Test Summary Form and in WMS as appropriate.
This record includes the outcomes of the review/test, and identifies any opportunities for improvement and actions taken. A scheduled test of a CP may be regarded as a review of that particular CP as long as the outcomes are evaluated using the FEP-01
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-18 2025-10-31 0 3 of 3
EMERGENCY MANAGEMENT
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
form. A CP-related response to an actual event may also be considered a review or a test. A review of the incident including lessons learned should be recorded on FEP-01 following the resolution of the actual event, along with any opportunities for
improvement/actions identified. 3.7 Revisions to the CPs, SOPs and other FEP documents are made (as necessary) following a review, test, actual event or other significant change (e.g., changes in regulatory requirements, corporate policy or operational processes and/or equipment, etc.). Results of the emergency response testing and any opportunities for improvement/actions identified are considered during the Management Review (OP-20). 3.8 Roles and responsibilities for emergency management at OCWA-operated facilities are set out in the FEP. Specific roles and responsibilities related to a particular emergency or service interruption (including those of the Owner where applicable) are set out in the relevant site-specific CP. A general description of the respective responsibilities of the Owner and the operating authority in the event an emergency occurs is included in
the service agreement with the Owner (as required by the Safe Drinking Water Act). 3.9 Where they exist, any relevant sections of the Municipal Emergency Response Plan
(MERP) are included or referenced in the appendices section of the FEP. Measures specified in the MERP are incorporated into CPs where appropriate. 3.10 An emergency contact list in conjunction with the essential supplies and services list is contained within the FEP and is reviewed/updated at least once per calendar year. An emergency communications protocol is contained within the FEP. Specific notification requirements during emergency situations or service interruptions are set out in the individual CPs and in the CERP. 4. Related Documents
Facility Emergency Plan Corporate Emergency Response Plan FEP-01 Contingency Plan Review/Test Summary Form
WMS Municipal Emergency Response Plan (as applicable) Emergency Contact List/Essential Supplies & Services List (Contacts section of FEP)
OP-20 Management Review 5. Revision History
Date Revision # Reason for Revision
2025-10-31 0 Procedure issued
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, Chief Administrative Officer
DATE: November 6, 2025
REPORT: CAO-44/25 SUBJECT: TEMPORARY USE AND DEMOLITION AGREEMENT – BAIRD – 56869
HOWEY LINE, BAYHAM
BACKGROUND At its August 15, 2024 meeting, Council adopted By-law No. 2024-049. By-law No. 2024-049
amended a municipal Delegation of Authority By-law to delegate authority to the Chief Administrative Officer (CAO) for purposes of executing temporary use agreements. DISCUSSION A Building Permit application has been received from Owen and Renee Baird. The landowners are proposing to construct a new dwelling on the property known municipally as 56869 Howey Line, Bayham. The applicants are desirous of continuing to live in the existing dwelling on the property while construction occurs. To facilitate this request, a Temporary Use and Demolition Agreement was required. The Agreement requires the issuance of the building permit within three (3) months of signing the Agreement. It also requires that the existing dwelling be demolished either six (6) months after receiving occupancy for the new dwelling or within two (2) years of the completion of
construction, whichever comes first. The new dwelling is required to be constructed in full within a two-year period.
The applicants must post with the Municipality a security deposit of $10,000, which will be returned to the applicant upon demolition and inspection by the Chief Building Official. If the applicants fail to comply with the Agreement, including the requirement to demolish the existing
structure, the Municipality can use the securities to fund the demolition and removal of waste materials from the property. Any costs over and above the $10,000 security amount can be added to the tax roll. The Agreement was executed by all parties on October 27, 2025, and is attached to this Report. As the CAO is the delegated authority for Temporary Use Agreements, this information is provided for informational purposes only.
STRATEGIC PLAN
Not applicable. ATTACHMENTS 1. Temporary Use and Demolition Agreement between The Corporation of the Municipality
of Bayham and Owen and Renee Baird, 56869 Howey Line, Bayham RECOMMENDATION 1. THAT Report CAO-44/25 re Temporary Use and Demolition Agreement – Baird – 56869 Howey Line, Bayham be received for information. Respectfully Submitted by:
Thomas Thayer, CMO, AOMC
Chief Administrative Officer
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2025-064
A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
AND P.B.R. EXCAVATING INC. FOR GREWAL DRAIN WORKS
WHEREAS section 8(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, grants a
broad scope of powers to municipalities to govern their affairs as they consider appropriate;
AND WHEREAS on June 19, 2025 the Municipality of Bayham passed By-law No. 2025-046
being a by-law to provide for drainage works in the Municipality of Bayham in the County of
Elgin known as the Grewal Municipal Drain;
AND WHEREAS the Council or the Corporation of the Municipality of Bayham awarded a
quotation to P.B.R. Excavating Inc. in the amount of $25,156.49 +HST on October 16, 2025;
AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous of
entering into an agreement with P.B.R. Excavating Inc. for these drainage works;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY
OF BAYHAM ENACTS AS FOLLOWS:
1. THAT the Mayor and Chief Administrative Officer be and are hereby authorized to
execute the Agreement attached hereto as Schedule “A” and forming part of this by-
law between The Corporation of the Municipality of Bayham and P.B.R. Excavating Inc.
for Grewal Drain works;
2. AND THAT this by-law shall come into full force and effect as of October 16, 2025.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 6th DAY OF
NOVEMBER, 2025.
___________________________ _____________________________
MAYOR CLERK
Page 1 of 3
THIS AGREEMENT DATED THE 6th DAY OF NOVEMBER, 2025
BETWEEN:
The Corporation of the Municipality of Bayham
(Hereinafter called the “Municipality”
of the First Part
and
P.B.R. Excavating Inc.
(Hereinafter called the "Contractor")
of the Second Part
Section 1 - General Provisions
1.1 A general description of work is to provide all the labour, equipment and materials required for
the Grewal Drain works as outlined in the Request for Quotations attached to this Agreement.
1.2 In respect of such work and except as otherwise specifically provided, the Contractor, at his own
expense, shall provide all and every kind of labour, machinery, plant, structures, roadways and
materials necessary for the due execution and completion of all the work set out in this Contract
and shall forthwith according to the instructions of the Municipality commence the works and
diligently execute the respective portions thereof; and deliver the works complete in every
particular to the Municipality within the time specified in the Quotation.
1.3 The Contractor shall be responsible for any damage made to Municipal or private property. Any
damage will be repaired at the expense of the Contractor and approved by the Municipality.
1.4 The Contractor shall maintain and pay for Comprehensive General Liability Insurance in an
amount of not less than two million ($2,000,000.00) naming the Municipality of Bayham as an
additional insured in respect of all operations performed by or on behalf of the Municipality. The
coverage shall not be altered, cancelled or allowed to expire or lapse without thirty (30) days
prior written notice to the Municipality. A Certificate of Insurance shall be filed with the
Municipality upon the signing of the Agreement and be maintained in place for the duration of the
agreement.
1.5 The Contractor shall agree to fulfil all of his obligations in compliance with the Occupational
Health and Safety Act and further agrees to take responsibility for any health and safety violation
that may occur. The Contractor shall indemnify and save harmless the Municipality from any and
all charges, fines, penalties and costs that may be incurred of paid by the Municipality.
1.6 The contractor shall provide a Certificate from Workplace Safety and Insurance Board indicating
that all payments by the Contractor to the WSIB in conjunction with this Agreement have been
made and that the Municipality will not be liable to the Board for future payments in connection
with the Agreement. The Certificate shall be provided upon signing of the Agreement.
Page 2 of 3
Section 2 – Administration
2.1 This Agreement shall take effect on the 16th day of October, 2025 and shall remain in
effect until November 28, 2025.
2.2 Payment shall be made net thirty (30) calendar days following receipt of invoice.
2.3 Any notice required to be given under this Agreement must be in writing to the
applicable address set out below:
(a) in the case of the Municipality:
Municipality of Bayham
PO Box 160
56169 Heritage Line
Straffordville, ON N0J 1Y0
Office: (519) 866-5521
Email: sadams@bayham.on.ca
(b) in the case of the Contractor:
P.B.R. Excavating Inc.
47 Clearview Drive
Tillsonburg, ON N4G 4G8
519-808-4407
2.4 In construing this Agreement, words in the singular shall include the plural and vice versa and
words importing the masculine shall include the feminine, and the neuter and vice versa, and
words importing persons shall include corporations and vice versa.
Page 3 of 3
IN WITNESS WHEREOF the parties have duly executed this Agreement this 6th day of November, 2025.
Authorized by ) THE CORPORATION OF THE
Bayham By-law No. 2025-064 ) MUNICIPALITY OF BAYHAM
)
)
) _____________________________
) Mayor
)
) _____________________________
) Chief Administrative Officer
)
WITNESS WHEREOF the part of the Second Part has hereunto set is hand and seal.
SIGNED, SEALED AND DELIVERED, this 6th day of November, 2025.
In the presence of )
)
)
_______________________ ) ______________________________
Witness: ) P.B.R. Excavating Inc.
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2025-065
A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN
THE MUNICIPALITY OF BAYHAM AND
1904730 ONTARIO INC. O/A SIMPLY SCOOPS
WHEREAS section 8(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, grants a
broad scope of powers to municipalities to govern their affairs as they consider appropriate;
AND WHEREAS the Municipality of Bayham issued RFP 25-03 Concession Food Booth –
Port Burwell Municipal Beach on September 10, 2025
AND WHEREAS 1904730 Ontario Inc. o/a Simply Scoops was awarded RFP 25-03 on
October 16, 2025;
AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous
of entering into an agreement with 1904730 Ontario Inc. o/a Simply Scoops for Provision
of Concession Food Booth Services;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY
OF BAYHAM ENACTS AS FOLLOWS:
1. THAT the Mayor and Chief Administrative Officer be and are hereby authorized to
execute the Agreement attached hereto as Schedule “A” and forming part of this by-
law between 1904730 Ontario Inc. o/a Simply Scoops and the Municipality of Bayham;
2. AND THAT this by-law shall come into full force and effect upon final passing.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 6th DAY OF
NOVEMBER, 2025.
___________________________ _____________________________
MAYOR CLERK
THIS AGREEMENT DATED THE 6th DAY OF NOVEMBER, 2025
BETWEEN:
1904730 Ontario Inc. o/a Simply Scoops
(Hereinafter referred to as the “Vendor”)
of the First Part
-and-
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
(hereinafter referred to as the “Municipality”)
of the Second Part
WHEREAS the Municipality is the registered owner of the lands legally described as
(the East Beach area), Plan 12 Lots 2 to 5, W/S Erieus Street, Plan 12 Lots 3 to 5, E/S
Robinson Street, being 1.10 Acre, in the Village of Port Burwell, Municipality of Bayham,
County of Elgin, hereinafter referred to as the “lands”;
AND WHEREAS the Vendor wishes to operate one Concession Food Booth on a
specific area of the said lands;
AND WHEREAS in consideration of the payment of the sum of monies as described
within the context of this agreement by the Vendor to the Municipality and other good
and valuable consideration, the sufficiency of which is hereby acknowledged, the parties
hereto agree as follows:
1. The Municipality grants permission to the Vendor the rights to operate a
Concession Food Booth, hereinafter referred to as the “Concession” fixed in
the said location adjacent to the public washroom facility as determined by
the Municipality.
2. The Vendor agrees to operate the Concession for the sale of food and
beverages for the months of May through September unless otherwise
terminated in accordance with Section 14 of this Agreement.
3. The Vendor agrees to pay the Municipality $2300/month at the start of beach
season beginning in May and ending in September, inclusive, for the term of
the agreement.
4. The Vendor agrees to indemnify the Municipality and save it harmless from
and against any and all claims, actions, damages, liability and expenses, in
connection with loss of life, personal injury, or damage to property arising
from any occurrence on said lands howsoever such claims may arise,
providing proof of liability insurance not less than $2,000,000 (Two Million
Dollars) upon signing of contract and that the insurance shall name The
Corporation of the Municipality of Bayham as an additional insured.
5. The Vendor agrees to provide at least two (2) garbage and/or recycling
receptacles to be located in the immediate vicinity of the Concession.
6. The Vendor shall be responsible for maintaining the grounds in a neat and
tidy condition, including daily collection and proper disposal of litter and debris
etc. Garbage and recycling cannot be placed in municipal receptacles and
cannot be stored on site.
7. The Vendor will observe and fulfill the lawful provisions and requirements of
all statutes, by-laws, rules and regulations of Municipal, Provincial or Federal
Governments, relating to the said lands and upon request, shall provide the
Municipality with confirmation of inspection approvals from the Southwestern
Public Health and Fire Chief.
8. The Vendor shall not impede parking, pedestrian, or vehicular traffic to the
subject lands.
9. The Vendor shall at all times have a valid WSIB certificate.
10. The Municipality shall have access to the site and surrounding area at all
times.
11. The Vendor shall be permitted to connect to the existing water and hydro
service provided in the public washroom facility at its own expense. Neither
party shall be held responsible for any interruption of service due to weather,
breakdown, and maintenance, or for any other reason.
12. The Vendor agrees that no other Concession owned by him/her shall be
erected on the site whether connected to either the hydro or water service or
operated by generator or propane without first having received written
permission from the Municipality.
13. The Vendor understands and has no objection to the placement of other
mobile Concessions by community service clubs and municipal event
organizers as part of planned celebrations for a limited period of time
authorized by the Municipality.
14. This Agreement may be terminated at any time by either party giving the
other party 30 days written notice of termination.
15. The term of this contract is for three (3) years, with a mutual option to renew
for two (2) additional one (1) year periods at mutually agreed upon terms.
16. The Vendor shall remove the Concession from the beach at the end of the
contract season (September 30) of each year, leaving the site in as good a
condition or better upon arrival.
IN WITNESS WHEREOF the parties have duly executed this Agreement this 6th day of
November, 2025.
Authorized by ) THE CORPORATION OF THE
Bayham By-law No. 2025-065 ) MUNICIPALITY OF BAYHAM
)
)
) _____________________________
) Mayor
)
) _____________________________
) Chief Administrative Officer
)
WITNESS WHEREOF the part of the Second Part has hereunto set is hand and seal.
SIGNED, SEALED AND DELIVERED, this 6th day of November, 2025.
In the presence of )
)
)
_______________________ ) ______________________________
Witness: ) 1904730 Ontario Inc. o/a Simply Scoops
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
WATERFRONT ADVISORY COMMITTEE MINUTES
TRACKLESS LOUNGE
56169 Heritage Line, Straffordville, ON
Monday, October 20, 2025
5:00 p.m.
PRESENT:
CHAIR RAINEY WEISLER
COMMITTEE MEMBERS MARNI WOLFE
VAL DONNELL
ED KETCHABAW *Ex-Officio
ABSENT: ASHLEY CARDINAL
DEAN FRANKLIN
STAFF ATTENDANCE:
CLERK MEAGAN ELLIOTT
MANAGER OF PUBLIC WORKS / DRAINAGE
SUPERINTENDENT STEVE ADAMS
1. CALL TO ORDER
Committee Chair Weisler called the meeting to order at 5:00 p.m.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared.
3. DELEGATIONS
4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S)
A. Minutes of the Waterfront Advisory Committee Meeting held July 21, 2025
Moved by: Committee Member Wolfe
Seconded by: Committee Member Donnell
THAT the minutes of the Waterfront Advisory Committee Meeting held July 21, 2025 be
approved as presented.
CARRIED
5. MATTERS OF BUSINESS
A. Memo WAC-12/25 re Council Decisions – WAC Recommendations to Council
Moved by: Committee Member Wolfe
Seconded by: Committee Member Donnell
2
THAT Memo WAC-12/25 re Outcomes of Recommendations to Council be received for
information.
CARRIED
B. Memo WAC-13/25 re Paid Parking
Moved by: Committee Member Donnell
Seconded by: Committee Member Wolfe
THAT Memo WAC-13/25 re Paid Parking be received for information.
CARRIED
C. Memo WAC-14/25 re 2025 Education Sessions / 2026 Blue Flag Application
Moved by: Committee Member Wolfe
Seconded by: Committee Member Donnell
THAT Memo WAC-14/25 re 2025 Education Sessions / 2026 Blue Flag Application be received
for information;
AND THAT the Waterfront Advisory Committee recommends to Council to approve $250 in the
2026 Operating Budget to partner with the Otter Valley Photographers for another photography
contest and for Committee Member Wolfe to communicate this interest to the Otter Valley
Photographers.
CARRIED
D. Memo WAC-15/25 re 2026 Committee Meeting Schedule
Moved by: Committee Member Donnell
Seconded by: Committee Member Wolfe
THAT Memo WAC-15/25 re 2026 Committee Meeting Schedule be received for information;
AND THAT the first meeting of 2026 will take place on January 19, 2026.
CARRIED
6. ADJOURNMENT
Moved by: Committee Member Donnell
Seconded by: Committee Member Wolfe
THAT the Waterfront Advisory Committee Meeting be adjourned at 5:35 p.m.
CARRIED
3
CHAIR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
MUSEUM ADVISORY COMMITTEE MINUTES
TRACKLESS LOUNGE
56169 Heritage Line, Straffordville
Wednesday, October 22, 2025
5:00 p.m.
PRESENT:
CHAIR SUSAN CHILCOTT
COMMITTEE MEMBERS ROY SULLIVAN
DIANE SOPER
ROBERT PONZIO
RON BRADFIELD
ED KETCHABAW *Ex-Officio
STAFF ATTENDANCE:
CLERK MEAGAN ELLIOTT
PLANNING COORDINATOR/DEPUTY CLERK MARGARET UNDERHILL
CURATOR JENNIFER BEAUCHAMP
1. CALL TO ORDER
Chair Chilcott called the meeting to order at 5:00 pm.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared.
3. DELEGATIONS
4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S)
A. Minutes of the Museum Advisory Committee Meeting held July 23, 2025
Moved by: Committee Member Sullivan
Seconded by: Committee Member Ponzio
THAT the minutes from the Museum Advisory Committee Meeting held July 23, 2025 be
approved as presented.
CARRIED
5. MATTERS OF BUSINESS
A. Curator Monthly Reports: July, August, September 2025
Moved by: Committee Member Sullivan
Seconded by: Committee Member Soper
THAT the Curator Monthly Reports: July, August, September 2025 be received for information.
CARRIED
2
B. Student Monthly Reports: July & August 2025
Moved by: Committee Member Soper
Seconded by: Committee Member Ponzio
THAT the Student Monthly Reports: July & August 2025 be received for information.
CARRIED
C. Memo MAC-06/25 re Museum Attendance and Revenue
Moved by: Committee Member Ponzio
Seconded by: Committee Member Sullivan
THAT Memo MAC-06/25 re Museum Attendance and Revenue be received for information.
CARRIED
D. Memo MAC-07/25 re Curator’s 2025 Summer Season Summary Report
Moved by: Committee Member Bradfield
Seconded by: Committee Member Soper
THAT Memo MAC-07/25 re Curator’s 2025 Summer Season Summary Report be received for
information.
CARRIED
E. Memo MAC-08/25 re January 2026 Meeting Date
Moved by: Committee Member Sullivan
Seconded by: Committee Member Ponzio
THAT Memo MAC-08/25 re Museum Advisory Committee January Meeting date be received for
information;
AND THAT the first Regular Meeting for the Museum Advisory Committee in 2026 be
Wednesday, January 21, 2026 at 5:00 pm in the Trackless Lounge.
CARRIED
6. ADJOURNMENT
Moved by: Committee Member Ponzio
Seconded by: Committee Member Soper
THAT the Museum Advisory Committee Meeting be adjourned at 5:41 p.m.
CARRIED
3
CHAIR CLERK
ADVISORY BOARD &
COMMITTEE RESOLUTION
Date: November 6, 2025
To: Mayor & Members of Council
From: Waterfront Advisory Committee
Subject: Recommendations from October 20, 2025 WAC Meeting
The Waterfront Advisory Committee respectfully requests the following motion be
considered by the Council of the Municipality of Bayham:
Moved by: Committee Member Wolfe
Seconded by: Committee Member Donnell
THAT Memo WAC-14/25 re 2025 Education Sessions / 2026 Blue Flag Application be
received for information;
AND THAT the Waterfront Advisory Committee recommends to Council to approve $250
in the 2026 Operating Budget to partner with the Otter Valley Photographers for another
photography contest and for Committee Member Wolfe to communicate this interest to the
Otter Valley Photographers.
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2025-066
A BY-LAW TO CONFIRM ALL ACTIONS OF
THE COUNCIL OF THE CORPORATION OF
THE MUNICIPALITY OF BAYHAM FOR THE
COUNCIL MEETING HELD NOVEMBER 6, 2025
WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of
a municipal corporation are to be exercised by the Council of the municipality;
AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be
exercised by by-law;
AND WHEREAS the Council of The Corporation of the Municipality of Bayham deems it
advisable that the proceedings of the meeting be confirmed and adopted by by-law.
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
BAYHAM ENACTS AS FOLLOWS:
1. THAT the actions of the Council of The Corporation of the Municipality of Bayham in
respect of each recommendation and each motion and resolution passed and other
action by the Council at the Council meeting held November 6, 2025 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 6th DAY
OF NOVEMBER, 2025.
____________________________ _____________________________
MAYOR CLERK