HomeMy WebLinkAboutApril 16, 2026 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, April 16, 2026 7:00 p.m. The April 16, 2026 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 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held April 2, 2026 B. Special Meeting of Council held April 2, 2026 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-04/26 by Steve Adams, Manager of Public Works|Drainage Superintendent re 2026 Sidewalk Audit Report
Council Agenda April 16, 2026
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B. Report PS-05/26 by Steve Adams, Manager of Public Works|Drainage Superintendent re Sidewalk Replacement Contract – Sole Source Award 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
12.1 Correspondence
12.1.1 Receive for Information
A. Notice of Passing re Zoning By-Law Amendment, ZBA-03/26 Beach, 55695 Light Line,
Vienna B. Notice of Public Meeting re Elgincentives Community Improvement Plan (CIP), April 16, 2026 12.1.2 Requiring Action
12.2 Reports to Council
A. Report DR-04/26 by Steve Adams, Manager of Public Works|Drainage Superintendent re 2026 1st Quarter Drainage Report B. Report DS-12/26 by Scott Sutherland re Chief Building Official, 1st Quarter Report 13. FINANCE AND ADMINISTRATION
13.1 Correspondence
13.1.1 Receive for Information
A. Ministry of Municipal Affairs and Housing re Spring Housing Bill
B. Township of North Glengarry re Ontario Community Infrastructure Fund
C. Township of North Stormont re Ontario Community Infrastructure Fund D. City of Sarnia re Strengthening Municipal Accountability and Public Trust (Bill 9) E. Long Point Regional Conservation Authority re AGM Minutes – March 6, 2026 13.1.2 Requiring Action A. Snowbirds Event Request 13.2 Reports to Council A. Report CAO-18/26 by Thomas Thayer, CAO re Site Plan Agreement – 1498855 Ontario Inc. O/A Otter Creek Distilling – 92 Edison Drive, Vienna (Application No. SPA-06/25)
B. Report CAO-19/26 by Thomas Thayer, CAO re Endorsement of Operational Plan – Drinking Water Systems – Ontario Clean Water Agency
C. Report TR-12/26 by Lorne James, Treasurer re 2026 Q1 Variance Report
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D. Report CL-04/26 by Alan Bushell, Clerk re Bring-Your-Own Events – Update to Ontario Regulation 747/21 14. BY-LAWS 15. UNFINISHED BUSINESS 16. OTHER BUSINESS
A. John Mascarin, Bayham Integrity Commissioner / Closed Meeting Investigator re Report
on Closed Meeting Investigation 2025-01 B. Zoning By-law Review – Setting a Date for a Special Meeting 16.1 In Camera 16.2 Out of Camera 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2026-022 Being by-law to confirm all actions of Council 18. ADJOURNMENT
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, April 2, 2026 7:00 p.m. The April 2, 2026 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube.
PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS TIMOTHY EMERSON SUSAN CHILCOTT ABSENT: DAN FROESE STAFF PRESENT: CAO THOMAS THAYER CLERK ALAN BUSHELL
TREASURER LORNE JAMES PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL ELGIN COUNTY JUNIOR PLANNER EVAN MCKINSTRY 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. REVIEW OF ITEMS NOT LISTED ON AGENDA
Confidential Item re personal matters about an identifiable individual; labour relations, employee negotiations (Recruitment) 4. ANNOUNCEMENTS
Thomas Thayer, CAO, provided the following updates:
• Municipal Office closed Friday April 3rd and Monday April 6th to observe Easter.
• Informed Council and the public that he is stepping down as CAO, with May the 6th being his last day.
• Clarified that the closed item added under section 3 of this agenda is about CAO recruitment.
• Ed Ketchabaw, Mayor provided the following updates:
• Mayor Easter Egg hunt at the Straffordville Park at 10:00 am on Friday April 3rd
• Easter Egg hunt at the Trinity Parish Hall at 11:00 am on Saturday April 4th
• Wish residents, staff, and council a Happy Easter.
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5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held March 19, 2026
B. Statutory Planning Meeting held March 19, 2026
Moved by: Deputy Mayor Weisler Seconded by: Councillor Emerson THAT the minutes from the Regular Meeting of Council and the Statutory Planning Meeting held on March 19, 2026 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-03/26 by Steve Adams, Manager of Public Works | Drainage
Superintendent re Quotation Award – Supply of One (1) Roadside Tractor Mounted
Disc Mower
Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report PS-03/26 re Quotation Award – Supply of One (1) Roadside Tractor Mounted Disc Mower be received for information; AND THAT Council accepts the quote provided by Premier Equipment for the supply of one 2026 John Deere R280 Disc Mower with a 2.8-metre cutting width at a quoted price of $23,845.00 + HST. CARRIED
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12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
12.1 Correspondence
12.1.1 Receive for Information
A. Notice of Public Meeting re Elgincentives CIP – April 16, 2026 Moved by: Deputy Mayor Weisler
Seconded by: Councillor Emerson THAT items 12.1.1 A be received for information. CARRIED 12.1.2 Requiring Action
12.2 Reports to Council
A. Report DS-10/26 by Evan McKinstry, Junior Planner re Rezoning Application ZBA-03/26 Beach, 55695 Light Line, Vienna Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report DS-10/26 regarding the Beach rezoning application ZBA-03/26 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 March 19, 2026, associated with this application, there were no oral presentations and one written public submission regarding this matter; AND THAT all considerations were taken into account in Council’s decision passing this resolution; AND THAT Zoning By-law No. Z456-2003, as amended, be further amended by changing the zoning on the subject property municipally identified as 55695 Light Line, from Agricultural 1 (A1) Zone to Site-specific Agricultural (A1-56) to permit the use of the land for a dog kennel. AND THAT Zoning By-law No. Z823-2026 be presented to Council for enactment. CARRIED B. Report DS-11/26 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Official
Plan Conformity Review By-law No. 2026-019 Official Plan Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report DS-11/26 regarding the Official Plan Conformity Review be received for
information;
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AND THAT Council approves the Official Plan for the Municipality of Bayham as presented; AND THAT By-law No. 2026-019, being a by-law to provide for the adoption of the
Official Plan for the Municipality of Bayham, be presented to Council for enactment; AND THAT staff be directed to prepare the statutory record in accordance with the
requirements of the Planning Act to be submitted to the County of Elgin for approval. CARRIED
13. FINANCE AND ADMINISTRATION
13.1 Correspondence
13.1.1 Receive for Information
A. Township of Perry re Canada Post Rates for Libraries
B. Elgin County re Council Highlights – March 24, 2026 C. Elgin County re County Committee of the Whole Minutes – March 10, 2026 D. Elgin County re County Council Meeting Minutes – March 10, 2026 Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT items 13.1.1 A – D be received for information.
CARRIED 13.1.2 Requiring Action
13.2 Reports to Council A. Report CAO-16/26 by Thomas Thayer, CAO re Extension to Site Plan Agreement –
Dwayne and Nancy Weber – 53680 Heritage Line, Richmond (Application 0O. SPA-12/25) Moved by: Councillor Emerson Seconded by: Councilor Chilcott THAT Report CAO-16/26 re Site Plan Agreement – Dwayne and Nancy Weber – 53680 Heritage Line, Richmond (Application No. SPA-12/25) be received for information. CARRIED 14. BY-LAWS
A. By-law No. 2026-019 Being a by-law to provide for the adoption of the Official Plan for the Municipality of Bayham
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B. By-law No. Z823-2026 Being a by-law to amend By-law No. Z456-2003 – Beach Moved by: Councillor Chilcott
Seconded by: Councillor Emerson THAT By-law No. 2026-019, and Z823-2026 be read a first, second, and third time and finally
passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera Confidential Item re personal matters about an identifiable individual; labour relations, employee negotiations (Recruitment) Under Section 4. Announcements of this agenda, Thomas Thayer, CAO, provided clarification to the public that this item is related to CAO recruitment.
Moved by: Councillor Chilcott Seconded by: Councillor Emerson
THAT the Council do now rise to enter into an “In Camera” Session at 7:30 p.m. to discuss:
A. Confidential Item re personal matters about an identifiable individual; labour relations, employee negotiations (Recruitment) CARRIED 16.2 Out of Camera Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT the Council do now rise from the “In Camera” Session at 7:59 p.m. and report on:
Confidential Item re personal matters about an identifiable individual; labour relations, employee negotiations (Recruitment) CARRIED Moved by: Councillor Emerson
Seconded by: Councillor Chilcott THAT the following Confidential Items be received for information: Confidential Item re personal matters about an identifiable individual; labour relations, employee negotiations (Recruitment)
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AND THAT staff proceed as directed. CARRIED 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2026-021 Being by-law to confirm all actions of Council
Moved by: Councillor Emerson
Seconded by: Deputy Mayor Weisler THAT By-law No. 2026-021 be read a first, second, and third time and finally passed. CARRIED 18. ADJOURNMENT
Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Council meeting be adjourned at 8:00 p.m.
CARRIED
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM SPECIAL COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, April 2, 2026 6:00 p.m. The April 2, 2026 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube.
PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS TIMOTHY EMERSON SUSAN CHILCOTT ABSENT: DAN FROESE STAFF PRESENT: CAO THOMAS THAYER CLERK ALAN BUSHELL
MUNICIPAL SOLICITOR *SISKINDS LLP* PAULA LOMBARDI 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 6:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. REPORTS TO COUNCIL 4. OTHER BUSINESS
4.1. In Camera Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler
THAT the Council do now rise to enter into an “In Camera” Session at 6:01 p.m. to discuss:
A. Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; a position, plan, procedure, criteria, or instruction to be applied to any negotiations on or to be carried on by or on behalf of the municipality or local board (Licence Agreement /
Easement Rights)
CARRIED 4.2. Out of Camera Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott
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THAT the Council do now rise from the “In Camera” Session at 6:38 p.m. and report on advice that is subject to solicitor-client privilege, including communications necessary for that purpose; a position, plan, procedure, criteria, or instruction to be applied to any negotiations on or to be carried on by or on behalf of the municipality or local board (Licence Agreement / Easement
Rights). CARRIED Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT advice that is subject to solicitor-client privilege, including communications necessary for that purpose; a position, plan, procedure, criteria, or instruction to be applied to any negotiations on or to be carried on by or on behalf of the municipality or local board (Licence Agreement / Easement Rights). AND THAT staff proceed as directed. CARRIED 5. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2026-020 Being a by-law to confirm all actions of Council
Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler
THAT By-law No. 2026-020 be read a first, second, and third time and finally passed. CARRIED 6. ADJOURNMENT
Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Council meeting be adjourned at 6:39 p.m.
CARRIED
MAYOR CLERK
REPORT
PHYSICAL SERVICES
TO: Mayor & Members of Council
FROM: Steve Adams, Manager of Public Works|Drainage Superintendent
DATE: April 16, 2026
REPORT: PS-04/26 SUBJECT: 2026 SIDEWALK AUDIT
BACKGROUND
Since 2015, Council and staff have been working to update municipal sidewalks across the municipality. Each year, Council approves a Capital Budget that contains an allocation for sidewalk improvements or new installations. At its November 4, 2025 meeting, Council received Report TR-19/25 re 2026-2035 Capital Budget - Draft. The Report presented the draft 2026-2035 Capital Budget, which is based off
several background studies and standards that Bayham has historically and continues to rely upon when making capital recommendations to Council. 2026 included Capital Item No. PW-07 for $100,000 in sidewalk improvements. Council passed the following motion:
Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report TR-19/25 re 2026-2035 Capital Budget - Draft be received for information; AND THAT Council approve in principle the 2026-2035 Capital Budget presented with the following edits:
• Bring forward PR-09 to 2026 funded by the Parkland Reserve AND THAT consideration be given to funding East Beach capital items using Infrastructure Ontario (IO) debt, subject to receipt of a Report on the paid parking pilot program to come to Council on November 20, 2025 and Council establishing the paid parking program as a permanent revenue source for the East Beach; AND THAT a staff report be presented in 2026 for further discussion for locations of PR-
06.
At its February 19, 2026 meeting, Council received Report TR-10/26 re 2026 Budget Amendments. The Report provided Council with the option to allocate an additional $25,000,
which was left over from 2025’s allocation and reserved, to the sidewalk capital line item for 2026. Council passed the following motion:
Moved by: Councillor Chilcott
Seconded by: Councillor Emerson THAT Report TR-10/26 re 2026 Budget Amendments Report be received for information; AND THAT Council approves the Capital Budget amendments as noted in Appendix A; AND THAT the appropriate tax rates by-laws be presented for approval.
The current 2026 budget allocation for Capital Item No. PW-07 is $125,000. Staff are providing this update to present current conditions and identify priorities to support future planning.
DISCUSSION
This Report provides an overview of the condition of municipal sidewalks in 2025–2026,
identifying maintenance, reconstruction, and accessibility priorities. Findings support the
Municipality’s annual sidewalk program and the overall Asset Management Plan, helping
Council allocate funds efficiently, manage risk, and ensure compliance with accessibility
standards
Staff conducted foot inspections of all municipal sidewalks in late summer and fall of 2025. During these inspections, staff measured sidewalk widths, documented conditions through photographs, and recorded potential hazards, risks, and encroachments.
In compiling the data for this report, staff applied the following standards and guidelines to support a comprehensive risk management assessment: a) Ontario Minimum Maintenance Standards (MMS), 2018 b) Accessibility for Ontarians with Disabilities Act (AODA), 2005 c) Integrated Accessibility Standards Regulation (IASR), 2005
d) Geometric Design Guide for Canadian Roads (TAC), 2020
The Municipality of Bayham maintains approximately 18.7 kilometres of sidewalks across six villages and hamlets. Sidewalks located within County road allowances are included as part of
the municipal infrastructure and remain the responsibility of the Municipality. As noted in this report, sidewalk widths vary throughout the network depending on location and historical development.
Since the inception of the sidewalk reconstruction program in 2015, the Municipality prioritized the northern portion of the community while planned storm sewer upgrades and associated roadwork in Port Burwell were pending. As a result, most sidewalk panels in the northern areas have been replaced or removed, with only a few remaining sections. In contrast, a significant portion of sidewalks in Port Burwell still require replacement or removal.
The following outlines an overview of the condition assessment by village/hamlet:
Village Total Length Condition Summary Notes / Recommendations
Corinth 753 m Excellent Minor maintenance only
Eden 1.19 km Excellent / Fair /
Poor
285 m poor condition; partial
replacement recommended
Richmond 1.01 km Excellent Minimal maintenance required
Straffordville 5.75 km Good 260 m replacement; 40 m removal
deferred
Vienna 2.62 km Excellent Routine maintenance only
Port Burwell 7.37 km Fair/Poor 2.25 km poor; remove and phase
reconstruction
The municipality also has three staircases that are closed annually for winter months due to
enhanced liability. The following outlines an overview of the condition assessment be staircase.
Location Material Condition Recommendation
Pitt Street Concrete Excellent No action
Chatham St. Concrete Good Minimal maintenance required
Hurley Street Wood Poor Include in short term budgeting for replacement
Sidewalk maintenance is conducted year-round to ensure safety and accessibility. During the
summer months, staff perform sweeping, vegetation control, and repairs to address trip
hazards. In the winter, snow and ice removal is completed by a contractor in compliance with
the Ontario Minimum Maintenance Standards (MMS). In addition, routine inspections are
conducted to identify hazards, surface distress, and encroachments, allowing staff to address
issues promptly and maintain the sidewalks in a safe and usable condition.
Moving forward, staff will allocate additional funding to maintain sidewalks, ensuring their
lifespan is preserved and their condition remains optimal.
Staff are seeking direction regarding the removal of approximately 2,800 metres of poor-
condition sidewalks. Removing these sidewalks would eliminate the municipality’s liability for
sections that cannot be maintained in the immediate future. However, if all poor-condition
sidewalks are removed in the first year, connectivity in certain areas of villages and hamlets will
be negatively impacted, and full replacement of the deficient sidewalks is estimated to take
three to four years. During this period, pedestrians would need to walk on the streets, which are
all local, low-volume roadways. Additionally, this approach could result in some road frontages
being disturbed twice rather than once, due to subsequent reconstruction. Council may direct
removal of these sidewalks.
Alternatively, Council may direct that further sidewalk discussions be referred to the 2027-2036
Capital Budget discussions. Formal discussion regarding sidewalks during the Capital Budget
meeting will allow Council to see the entire Capital Budget and consider additional sidewalk-
related costs in the context of the full draft. Additionally, staff are awaiting formal information
regarding road rationalization through the Elgin County Transportation Master Plan (TMP).
Road rationalization involves the evidence-based transfer of County roads to local
municipalities, or vice-versa. Bayham is identified in the TMP as having the greatest proposed
download of County roads by linear kilometre, which would bring with it an undetermined
financial package to ensure Bayham has seed funds to upgrade and maintain its new linear
assets. This is an important consideration given the Port Burwell Stormwater Master Plan. Two
subphases have been completed to date with nine outstanding. The Plan includes stormwater
upgrades and road, curb, gutter, and sidewalk upgrades by phase. If the County does provide
funds as a part of the road rationalization downloading, these funds could be used in concert
with own-source funding mechanisms to reboot the Master Plan implementation. More
information on the road rationalization program may be known later in 2026, which may provide
Council with additional information to consider when deliberating sidewalk works during the
Capital Budget.
Whether it is directed now or at the time of the Capital Budget meeting, staff recommend that
the Municipality continue a phased approach for sidewalk upgrades. Over the medium term
(2026–2029), priority sections should be reconstructed in phases, with an estimated cost of
$400,000. Long-term planning includes replacement of the Hurley Street staircase and
associated sidewalks within the 5-10-year capital plan. Routine maintenance of fair-condition
sidewalks will continue through the Operating Budget to maintain or extend their lifespan and
usability.
A summary of the audit’s findings and these recommendations are in the 2026 Sidewalk Audit
Report, attached.
Below is the 250-metre radius focus area map. Staff used this map to identify the highest
pedestrian traffic areas and base replacement priorities accordingly. Intersecting circles,
reflecting adjacent sidewalk connections, helped prioritize locations for phased work over years
one to three.
The Municipality’s sidewalk network is a critical component of its transportation infrastructure, supporting accessibility, safety, and overall community connectivity. While significant progress has been made through past capital investments, the current assessment highlights the need for a balanced and strategic approach moving forward. Prioritizing the removal of high-risk, non-compliant infrastructure, while phasing in reconstruction based on demand, connectivity, and available funding, will allow the Municipality to manage liability and maintain service levels in a fiscally responsible manner. Continued integration of these findings into the Capital Budget and
asset management planning process will ensure that future investments are transparent, data-driven, and aligned with long-term municipal objectives.
STRATEGIC PLAN
1.1: Quality of Place > To invest in community infrastructure initiatives that create an effective foundation that contributes to Bayham’s quality of life and economic prospects. Initiative(s): Focus on core infrastructure based on the Asset Management Plan and
compliance with legislation
ATTACHMENTS
1. 2026 Sidewalk Audit Report
2. 2026 Sidewalk Condition Assessment
RECOMMENDATION 1. THAT Report PS-04/26 re 2026 Sidewalk Audit be received for information; 2. AND THAT Council provide direction regarding Municipal sidewalks. Respectfully Submitted by: Reviewed by: Steve Adams Thomas Thayer, CMO, AOMC
Manager of Public Works|Drainage Superintendent Chief Administrative Officer
Municipality of Bayham
2026 Sidewalk Audit Report
Municipality of Bayham 2026 Sidewalk Audit – Final Report Date: April 2026 Prepared by: Steve Adams, Manager of Public Works/Drainage Superintendent
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
1. Introduction/Background
This report was created as an informational aid for Municipal staff and Council in setting
our future sidewalk capital plans. The report provides a snapshot of sidewalk conditions,
improvement needs, as well as costing and funding estimates.
The findings of this report should serve as a decision-making tool for developing the
Municipality’s annual sidewalk maintenance and rehabilitation program, as well as for determining the estimated funding required to maintain the desired level of service. These findings should also be integrated into, and support, the Municipality’s overall asset management plan. In doing so, determinations regarding levels of service, decision-making criteria, and priorities will be established through a transparent public
process.
2. Methodology
All sidewalks within the Municipality were assessed for accessibility, connectivity, and
overall condition. These evaluations were conducted on foot, during which visible
defects, obstructions, measurements, and other relevant data were recorded.
The scoring of the sidewalk network was guided by criteria drawn from the following publications: a) Ontario Minimum Maintenance Standards (MMS), 2018
b) Accessibility for Ontarians with Disabilities Act (AODA), 2005
c) Integrated Accessibility Standards Regulation (IASR), 2005 d) Geometric Design Guide for Canadian Roads (TAC), 2020
Ontario Minimum Maintenance Standards (MMS), 2018
These standards are applied year-round and establish the minimum level of service that
municipalities must follow. The guidelines cover winter and summer maintenance, inspection protocols, and encroachments.
Accessibility for Ontarians with Disabilities Act (AODA), 2005
This legislation focuses on ensuring accessibility in new sidewalk construction and
rehabilitation projects. Requirements include accessible pedestrian crossings, curb ramps and depressed curbs, rest areas, surface treatments, and the removal of obstructions. Municipalities are required to comply with these standards when reconstructing or installing new pedestrian pathways.
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Integrated Accessibility Standards Regulation (IASR), 2005
The IASR is a regulation under the AODA that sets out specific rules municipalities and engineers must follow when designing or reconstructing pedestrian pathways. These regulations ensure that accessibility requirements are consistently applied in both new
construction and rehabilitation projects.
Geometric Design Guide for Canadian Roads (TAC), 2020 This national design guide serves as a key reference for reconstructing and designing sidewalks. It provides safety considerations for pedestrian and vehicular interactions
and offers guidance for creating functional, accessible, and safe pathways. Key design
considerations include pathway widths, alignment and placement, surface cross slopes, buffer zones, curb ramps, and appropriate materials.
3. Sidewalk Network and Inventory
This study inventoried and rated the municipal sidewalk network throughout Port
Burwell, Vienna, Straffordville, Eden, Richmond, and Corinth. Combining all villages, the municipality operates and maintains 18.7km of sidewalk network. This network includes roadside sidewalks and pathways between roadways and beach access routes. The municipality also owns and operates the sidewalks which are parallel to County of Elgin roadways and are responsible for replacement and maintenance of these sections.
Table 1: Linear Metres of Sidewalk
Village/Hamlet Linear Metres of Sidewalks Total Percentage
Port Burwell 7,377 39.45% Vienna 2,622.8 14.02%
Straffordville 5,751.9 30.75%
Richmond 1,013 5.42%
Eden 1,186 6.34%
Corinth 752.2 4.02%
Total 18,702.9 Metres 100%
All figures in Table 1 are located within the jurisdiction of the County of Elgin or on road allowances owned by the Municipality of Bayham.
The Municipality also owns and maintains the sidewalks that run parallel to roadways
under the authority of the County of Elgin and is responsible for the replacement and ongoing maintenance of these sections. The sidewalk network has a variety of sidewalk widths, reflecting differences in age, available right-of-way, and historical development patterns.
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Table 2: Sidewalk Widths
Village/Hamlet Widths of Sidewalks (Metres) <1 1.2 1.5 >2 Port Burwell 3,426 1,310 2,156 485
Vienna 0 0 2,438.4 184.4
Straffordville 264.8 2,091.4 3,261.9 133.8
Richmond 0 0 1,013 0
Eden 285 508 393 0
Corinth 0 0 752.2 0 Total 3,975.8 3,909.4 10,014.5 803.2
Table 2 identifies the widths of sidewalks within each village or hamlet and highlights the range of existing conditions across the network.
Our Municipality’s sidewalk system is generally designed to support walkability, with
pedestrian infrastructure present in the areas where most people walk. Sidewalks are
primarily located along collector and arterial roads, near schools and community facilities. These locations capture the greatest pedestrian activity and provide safe, accessible connections to these areas.
While coverage is not 100% throughout the Municipality, the sidewalk network reflects
where pedestrian demand is greatest. This approach ensures that most residents have
access to a functional sidewalk system that encourages walking as a safe, convenient, and sustainable mode of transportation.
Through strategic planning and future capital expenditures, the Municipality can build upon the existing sidewalk system by providing additional and better-connected
walkways throughout the community. Staff have identified and mapped potential
locations for new sidewalks that would enhance access to local businesses, Municipal facilities, and overall community walkability. These proposed areas have been prioritized based on current population patterns and anticipated growth.
Table 3: Proposed Future Sidewalk Networks
Village/Hamlet Future Sidewalk Locations (Metres) Road Area Length Port Burwell Libbye Ave. Chatham St. to Park Entrance 216
Chatham St. Cowper St. to Community Park 255
Chatham St. Bridge St. to Chatham St. Bend 50
Pitt St. Strachan St. and Victoria St. 272
Elizabeth St. Dead end South to Wellington St. 275 Lakeshore Line Elizabeth St. to McCord Lane 300 Elizabeth St. Wellington St. to dead end North 350
Hannah St. Elizabeth St. to Victoria St. 110
William St. Elizabeth St. to Victoria St. 120
Memorial Park Brock St. to Beach Parking Lot 140
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Total 2,088 Vienna Centre St. Center St. to Vienna Line 380
Union St. Ann St. to Chestnut St. 120
Chestnut St. Union St. to Oak St. 210
Elm St. Ann St. to Oak St. 196
Oak St. Ann St. to Queen St. 275 Queen St. Oak St. to Edison Drive 140 Edison Drive Ann St. to Queen St. 265 Plank Road Oak St. to King St. 500
Chapel St. North St. to Plank Rd. 215
King St. North St. to Plank Rd. 150
Walnut St. Plank Rd. to North St. 175
Total 2,626 Road Area Length Straffordville Heritage Line East St. to Tollgate Road 630 Sandytown Rd. Heritage Line to Stewart Rd. 485
Alward St. Heritage Line to Dead End 200
Wardwalk Lane Heritage Line to Dead End 285
Total 1,600
Eden Eden Line Eden Line East of Plank 750 Plank Rd. North of Eden Line to New development 300 Eden Line Travis and Ridge Line 560
Plank Rd. Gray St. and Bruce St. 190
Total 1,800
Corinth Best Line West of Rail Crossing to Park 180
Culloden Rd. Best line North 190 meters 190
Culloden Rd. Best Line South 500 meters 500 Total 870 Richmond Richmond Rd. Heritage to dead end Richmond Rd. 154
Heritage Line End of existing sidewalk West 360m 360
Total 514
Grand Total 4,784
Table 3 outlines potential future walkway projects, with corresponding maps provided in Appendix 2. All proposed potential future sidewalks identified in Tables 3 aim to improve walkability and ensure continuity of the sidewalk network throughout the villages. However, several challenges may arise during the reconstruction or installation of new sidewalks, including:
• Hydro pole placement
• Fibre terminal placement
• Laneway culverts and roadside ditches
• Existing vegetation
• Municipal utilities
Each of these obstacles introduces additional costs and may require coordination and pre-approval from utility providers. As a result, certain sections may not be feasible to construct without significant adjustments to the proposed routes.
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
4. Accessibility and Sidewalk Maintenance
Sidewalk Maintenance
Keeping sidewalks in good condition is just as important as building new ones. Over time, sidewalks can crack, shift, or settle, which can create tripping hazards or make them difficult to navigate. The Municipality annually inspects sidewalks to identify areas
that need repair or replacement and work is scheduled based on safety, condition and
budget restrictions. Routine maintenance such as cutting back overgrown vegetation, clearing debris, removing trip hazards and keeping sidewalks free of snow and ice ensures they remain safe and usable year-round. Ongoing attention to sidewalk maintenance supports accessibility, safety, and walkability throughout our villages.
When conducting and recording conditions of current sidewalks, inspections are based
on the following items:
• Hazards- visible identification of items that may cause a safety concern to a pedestrian.
• Distresses- Cracking, faulting, settlement, spalling, utility cuts are items to be aware of when conducting inspections.
• Observations- Overgrown vegetation, seasonal ice and snow, drainage, encroachments, missing components and narrow sidewalks are all items
inspectors are looking for when conducting and inspection.
Municipal Responsibility and Minimum Maintenance Standards Under Ontario’s Minimum Maintenance Standards (MMS), the Municipality is responsible for keeping sidewalks in a state of repair that is reasonable for their
intended use. These standards outline inspection frequencies, response times, and maintenance requirements to help reduce hazards and ensure public safety. Compliance with MMS helps guide municipal staff in prioritizing repairs, documenting inspections, and responding to issues such as cracks, surface irregularities, or obstructions. By following these standards, the municipality demonstrates its
commitment to providing safe, reliable, and accessible pedestrian infrastructure for the community.
Accessibility (AODA Standards)
The Municipality continues to review sidewalks with accessibility in mind, following the
requirements of the Accessibility for Ontarians with Disabilities Act (AODA). The goal is to make walking routes safe and easy for everyone to use, including people with wheelchairs, walkers, strollers, or visual impairments. When sidewalks are built or replaced, they are designed to meet AODA standards by ensuring proper width, smooth
and level surfaces, and safe crossings with curb ramps and tactile warning strips where
needed. Improving accessibility helps create a more inclusive and connected community for all residents. The municipality has taken steps to improve existing
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
sidewalks to insure when crossing curbs they are accessible to all types of accessible
aids.
Sidewalk Maintenance Operations The Municipality carries out sidewalk maintenance using both municipal staff and
outside contractors to ensure safety and accessibility year-round.
Summer Maintenance is typically conducted from March to December. During this period, staff perform sweeping, vegetation control, trip hazard inspections, concrete panel replacements, slope grinding to reduce trip edges, and curb repairs to maintain safe access to sidewalks.
Winter Maintenance is generally performed by an outside contractor in accordance with the MMS. This includes snow and ice removal, as well as the application of granular materials to improve traction. All winter maintenance activities are documented and reported to ensure compliance with MMS and to maintain safe walking conditions for the public.
5. Condition Report and Maintenance Required Locations
After inspecting the complete municipal sidewalk network, staff have tabulated a complete report, summarized in the 2026 Sidewalk Condition Assessment, attached. This Condition Assessment covers all sidewalks which includes length, width, condition level, replacement cost, year constructed, and estimated replacement cost.
Analyzing the field work
It is recommended that sidewalks continue to be inspected annually, with minor deficiencies remedied during the summer maintenance cycle. Any significant deterioration identified through future inspections should be brought forward through the capital budget process as required.
Corinth contains approximately 753 metres of municipal sidewalk infrastructure. The
network was reconstructed in 2015–2016 and is currently in excellent condition. Minor deficiencies, including small surface cracks and localized vegetation encroachment, have been identified; however, these can be addressed through routine operating maintenance.
Eden contains approximately 1.19 kilometres of municipal sidewalk infrastructure and is generally rated in excellent condition, as a significant portion of the network was reconstructed between 2016 and 2017. Approximately 508 metres of sidewalk are currently rated in fair condition; these segments are generally undersized and do not meet current AODA standards. In addition, approximately 285 metres are rated in poor
condition due to uneven surfaces and advanced deterioration.
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
From an asset management and risk perspective, staff recommend removal of the 285
metres identified as poor. Replacement is recommended for approximately half of this length where pedestrian connectivity and demand justify reinvestment. The remaining portion is supported by an existing sidewalk on the opposite side of the roadway, and therefore full replacement is not considered necessary at this time. This approach
supports accessibility improvements while maintaining fiscal responsibility and network efficiency.
Richmond contains approximately 1.01 kilometres of municipal sidewalk infrastructure. These sidewalks were reconstructed in conjunction with municipal watermain works and the reconstruction of Richmond Road completed by the County in 2017. As a result of
this coordinated capital investment, the sidewalk network is currently in excellent
condition. The infrastructure meets AODA standards and requires only minimal operating expenditures limited to routine inspection and seasonal maintenance activities.
Straffordville contains approximately 5.75 kilometres of municipal sidewalk infrastructure
and is overall rated in good condition. The majority of the network was reconstructed
between 2021 and 2023, with the exception of limited segments that were not yet at end of life at the time of replacement. Currently, approximately 300 metres of sidewalk are rated in poor condition. These segments consist primarily of narrow sidewalks that terminate as dead ends, as well as sections that have deteriorated due to heavy
vehicular traffic loading and/or inadequate subbase conditions.
From an asset management and risk perspective, staff recommend replacing approximately 260 metres of the deteriorated sidewalk where connectivity and pedestrian demand warrant reinvestment. The remaining 40 metre section located on Heritage Road east of East Street is recommended for removal at this time, with
replacement deferred until such time as future sidewalk extensions east of Straffordville are considered. This approach balances safety, connectivity, and fiscal responsibility while minimizing investment in isolated or low-utilization segments.
Vienna contains approximately 2.62 kilometres of municipal sidewalk infrastructure. The network is currently rated in excellent condition, largely due to significant sidewalk
replacements completed in 2022–2023. As a result of these recent capital
improvements, the sidewalk system meets applicable accessibility and safety standards and does not require rehabilitation at this time. Maintenance requirements are limited to routine operational activities, including inspection, cleaning, and seasonal maintenance.
Port Burwell contains approximately 7.37 kilometres of municipal sidewalk
infrastructure. Based on recent condition assessments, the overall sidewalk network in Port Burwell is rated lower than comparable areas within the municipality and presents notable compliance and asset management concerns.
Of the total inventory, approximately 1.7 kilometres (23%) are in excellent condition and meet or exceed AODA standards, requiring only routine maintenance. Approximately
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
3.45 kilometres (47%) are in fair condition and generally fall below full AODA
compliance requirements. These sections require more frequent and intensive maintenance than is currently supported through the operating budget. An additional 2.25 kilometres (30%) are rated in poor condition. These sidewalks are narrow, overgrown, and contain multiple surface deficiencies and safety obstacles. They do not
meet MMS or AODA requirements and represent increased accessibility, safety, and potential liability risks.
The poor-condition segments are considered the highest priority from a risk management perspective. Without capital intervention, the fair-condition sidewalks are expected to deteriorate further, increasing long-term rehabilitation and replacement
costs. It is recommended that sidewalks currently rated in poor condition be prioritized
for removal to mitigate safety and liability exposure, with replacement undertaken in high pedestrian traffic areas as capital funding permits.
6. Recommendations - Current and Future Budget Considerations for Infrastructure Liability and Compliance
6.1 Narrative Recommendations
Under the Municipal Act, 2001, municipalities are required to keep highways and roadways in a reasonable state of repair. Sidewalks are considered part of the highway under this definition, meaning that the same maintenance and repair standards apply. Section 44 of the Act establishes the municipality’s duty of care, requiring that all
infrastructure be maintained in a condition that is reasonable given the location,
character, and usage of the roadway. By addressing deteriorated or non-compliant sidewalks through removal and planned reconstruction, the Municipality is managing risk and fulfilling its obligations under the Act while prioritizing public safety.
Since the Municipality initiated a large-scale sidewalk reconstruction program, $1.5
million has been invested over the past 10 years, utilizing tax levy funding as well as
Federal and Provincial grant programs. Within the recent sidewalk assessment report, to remain on track and bring the existing sidewalk network into full standard compliance, Council will need to invest approximately $400,000–$500,000 to address all non-compliant and high-priority sections.
The sections identified I Appendix 3 should be removed as soon as possible in 2026–2027. This action would address current liability concerns during both summer and winter maintenance periods. Following the removal of the existing sidewalks, staff can prioritize and plan for reconstruction of high-priority areas as capital funding becomes available and based on current funding objectives, completion of these sections is
projected to occur over the next one to four years.
In 2017, as part of the Port Burwell Stormwater Master Plan, staff and engineers identified a phased construction program to be completed over a period of ten or more years. Since that time, grant funding has not been available and the planned project
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
phases have not proceeded. Under the Plan, the proposed reconstruction would include
all works within the road allowance, including sidewalks, subject to the final location and design of stormwater infrastructure and sidewalk alignment. As a result of these delays, several phased projects in Port Burwell remain incomplete, and the associated sidewalks are failing and deteriorating and non-compliant with the AODA standards.
These sections should be addressed at this time to prevent further deterioration and to maintain the overall integrity and safety of the sidewalk network.
Currently throughout the municipality, there are slightly more than 2,800 metres of sidewalks that should be removed as soon as practical. Utilizing our existing contractor for removal and replacement of topsoil and grass seed would cost near $80,000. With
replacement of the sidewalks near $400,000, a phased approach to the project and
removals over two years is recommended. This approach would distribute the overall cost more evenly and allow the rebuilding program to proceed within current budget allocations. While the program would take approximately four years to complete without additional grant funding, it would significantly reduce the municipality’s liability.
Due to the poor condition of several sidewalk sections and associated maintenance and
liability risks, staff recommend removing deteriorated and non-compliant sidewalks until funding is available for full reconstruction. This will reduce immediate safety hazards, winter maintenance challenges, and liability from uneven surfaces. While this may temporarily disrupt pedestrian connectivity and require some use of road shoulders, it is
a necessary risk management measure. These areas will remain a priority for future
reconstruction as funding allows.
The Municipality owns three staircases, constructed of wood and concrete, which provide access to municipal locations:
• Pitt Street Staircase
• Chatham Street Staircase
• Hurley Street Staircase
The Pitt Street staircase was constructed in 2019 to provide access to the municipal parking lot at the east end of Pitt Street. This structure is entirely concrete and, at the time of construction, cost approximately $32,000.
The Chatham Street staircase is a small concrete structure that remains in good condition with a substantial remaining service life.
The Hurley Street staircase, constructed in the mid-1990s, is made of pressure-treated wood. Although the structure has performed well over the past 30 years, staff carry out annual maintenance, including replacing boards and posts. A full replacement will be
required soon and should be included in a future capital budget. Although the staircase
is on municipal property, the connecting sidewalk from Chatham Street cross’s private land. To maintain public access, the municipality should either secure an agreement with the property owner or consider acquiring the property. Additionally, the sidewalk
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
leading to the base of the staircase is in poor condition, with sections missing. It is
recommended that the sidewalk be removed at both the top and bottom of the staircase until such time as an agreement with the landowner is in place.
Staff further recommend including the staircase replacement in the next 10 year capital budget, at which time Council can determine whether reinstating the sidewalk
connection is warranted. As an alternative to replacing the staircase, pedestrians could
be directed to continue along Chatham Street to connect with the Bridge Street sidewalk. To facilitate this option, a short section of new sidewalk would need to be constructed.
6.2 Recommendation Chart by Timeline
The following outlines a proposed schedule for sidewalk improvements, contingent on continued Council investment.
Year 1 2026 - remove
2026 - rebuild Year 2 2027 Year 3 2028
Road Section Rebuild Location Description Area to be Removed Length (m) Eden Line No West of Plank Road North side of Eden Line 186
Heritage Line No East St. Dead End North side of Heritage Line 34
Heritage Line No East St. to Dead
End
South Side of
Heritage Line
140
Cowper St. No Chatham to East to dead end South Side 78
Pitt St. No Victoria to Dead End North Side 20
Hurley St. Potential Future Bridge St. to Staircase West Side of Hurley St. 112
Chatham Staircase Potential Future Chatham St. to top of wooden stairs East side of Chatham St. 54
Erieus St. No Brock St. to dead
end
West side 47
Total to be removed in 2026, with replacement deferred until such time as it is deemed necessary. 671 Metres
Estimated cost to remove and replace with topsoil and seed. $20,000
Heritage Line Yes Plank Road to West St. North Side of Heritage Line 126
Eden Line Yes East of Plank Road North side of Eden
Line
99
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Wellington St. Yes Milton to Shakespeare St. North Side 96
Waterloo St. Yes Robinson to Erieus St. South side 106
Waterloo St. Yes Erieus St. to
Strachan St.
South Side 117
Total to be reconstructed 544 Metres
Estimated cost to complete $85,000-100,000
Erieus St. Yes Waterloo St. to
Wellington St.
West Side 110
Erieus St. Yes Brock St. to Pitt St. East side 118
Shakespeare
St.
Yes Robinson St. to
Newton St.
East Side 198
Shakespeare St. Yes Waterloo St. to Wellington St. East Side 95
Shakespeare St. Yes Newton St. to Waterloo St. East Side 113
Total to be reconstructed 634 Metres
Estimated cost to complete $82,000
Newton St. Yes Strachan St. to Shakespeare St. South Side 132
Newton St. Yes Shakespeare to Milton St. South Side 95
Newton St. Yes Milton St. to Victoria St. South Side 49
Erieus St. Yes Pitt St. to Wellington
St.
East side of Erieus
St.
113
Brock St. Yes Robinson St. to Erieus St. South Side 109
Strachan St. Yes Waterloo St. to Newton St. East Side 113
Strachan St. Yes Newton St. to Robinson St. East Side 131
Victoria St. Yes Wellington St. to Pitt St. East Side 243
Hurley St. Potential Future Bridge St. to
Staircase
West Side of Hurley
St.
112
Chatham St. to Staircase Potential Future Chatham St. to top of wooden stairs East side of Chatham St. 54
Total to be reconstructed 1151 Metres
Estimated cost to complete $161,000
Removal Only $35,000
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Appendix 1 – Existing Sidewalk
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Appendix 1 – Existing Sidewalks Continued
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Appendix 2- Future Proposed Sidewalks
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Appendix 2- Future Proposed Sidewalks Continued
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Appendix 3- Proposed Removal Sections
2026 MUNICIPALITY OF BAYHAM SIDEWALK AUDIT REPORT
Appendix 4: Staircase Pictures- Measurements and costing
Condition Level 3- Excellent 2- Fair 1- Poor
Sidewalk Location Intersection 1 Intersection 2 Condition Notes Length (M)Width Condition
Level Replacement Cost TimeLine for
Repairs
Year
Constructed
Corinth Completed - July 10
Best Line Rail Crossing to Culloden 70.7 1.5 3 $12,726.00 25+2015-2016
Best Line Culloden to Henry Couple Cracks 266.7 1.5 3 $48,006.00 1-3 Years 2015-2016
Best Line Henry to George 91.4 1.5 3 $16,452.00 25+2015-2016
George Stree Best to Dead End 187.8 1.5 3 $33,804.00 25+2015-2016
Henry Street Best to Dead End Encrouchments- Brushing 135.6 1.5 3 $24,408.00 1 year 2015-2016
752.2
0
0
Total 752.2 $135,396.00
Eden
Plank Line West side between Eden and Carson 97 1.2 2 $17,460.00 5-10 years Unknown
Plank Line West Side between Ridge and Eden 63 1.2 2 $11,340.00 5-10 years Unknown
Plank Line East Side between Eden and Gray St.76 1.2 2 $13,680.00 5-10 years Unknown
Plank Line East Side between Gray St. and Ridge 160 1.2 2 $28,800.00 5-10 years Unknown
Plank Line East Side between Eden and Carson 112 1.2 2 $20,160.00 5-10 years Unknown
Eden South Side between Plank and Travis 148 1.5 3 $26,640.00 25+2015-2016
Eden South Side between Travis and Utility Corridoor 109 1.5 3 $19,620.00 25+2015-2016
Eden North Side between Plank and Utility Corridoor Sidewalk directed into side of home 186 1 1 $33,480.00 1-3 years Unknown
Eden North Side Between Plank and Sandytown Sidewalk small and under water 99 1 1 $17,820.00 1-3 years Unknown
Eden South Side between Plank and Park 136 1.5 3 $24,480.00 25 years 2015-2016
393
508
285
Total 1,186 $213,480.00
Richmond
Heritage Line Richmond to Park Gate 127.2 1.5 3 $15,264.00 25+2017
Heritage Line Richmond to West Limits 171.8 1.5 3 $20,616.00 25+2017
Richmond Road Heritage to Church Street 82.3 1.5 3 $9,876.00 25+2017
Richmond Road Church St. to John Street 85.9 1.5 3 $10,308.00 25+2017
Richmond Road John Street to South Limits 250.3 1.5 3 $30,036.00 25+2017
John Street Richmond to Dead End 181.4 1.5 3 $21,768.00 25+2017
Church Street Richmond to Dead End 114.1 1.5 3 $13,692.00 25+2017
1,013
0
0
Total 1,013 $121,560.00
Straffordville
Heritage Line Old Chapel St. to SCC 72m 1.5 3 $12,960.00 25+2020-2021
Heritage Line SCC to Sandytown 130.1 1 2 $23,418.00 5-10 years Unknown
Heritage Line Sandytown to dead end West 324.4 1.2m 2 $58,392.00 5-10 years Unknown
Heritage Line Old Chapel St. to Duke St. North Side 89 1.2 2 $16,020.00 5-10 years Unknown
Heritage Line Duke St to Plank Rd. North Side 65.5 1.2 2 $11,790.00 5-10 years Unknown
Heritage Line Old Chapel to Plank South Side 199 1.2 2 $35,820.00 5-10 years Unknown
Heritage Line East St. to East dead end narrow/cracked 34.1 0.9 poor $6,138.00 1-3 years Unknown
Heritage Line East to West St.153.9 1.2 2 $27,702.00 5-10 years Unknown
Heritage Line Garnham to West 86.6 1.5 3 $15,588.00 25+2020-2021
Heritage Line Plank to Garnham south side 56.8 1.2- 2m 2 $13,632.00 5-10 years Unknown
Heritage Line Plank to West North Side 126.8 Po1.2 poor $22,824.00 1-3 years Unknown
Heritage Line West to East St. 143.2 1.5 3 $25,776.00 25+2020-2021
Heritage Line East to East dead end 140.5 1.2 1 $25,290.00 1-3 years Unknown
Sandytown Heritage to Plank Road 562.2 1.2-1.5 3 $101,196.00 25+2020-2021
Plank Line Sandytown to main St. east side 518.1 1.2 2 $93,258.00 5-10 years Unknown
Plank Line Main st. to Heritage East side 100.6 1184.4 2 $18,108.00 5-10 years Unknown
Plank Line Heritage to Main St. West side 77 1.5-2 2 $13,860.00 5-10 years Unknown
Plank Line Main St. to south dead end 109 1.2 2 $19,620.00 5-10 years Unknown
Plank Line Heritage to first St. East Side 116.7 1.5 3 $21,006.00 25+2020-2021
Plank Line First to Third St. East side 215 1.2 2 $38,700.00 5-10 years Unknown
Municipality of Bayham2026 Sidewalk Assessments
Condition Level 3- Excellent 2- Fair 1- Poor
Sidewalk Location Intersection 1 Intersection 2 Condition Notes Length (M)Width Condition
Level Replacement Cost TimeLine for
Repairs
Year
Constructed
Municipality of Bayham2026 Sidewalk Assessments
Plank Line Third St. to Fourth St. East Side 97.5 1.2 2 $17,550.00 5-10 years Unknown
Plank Line Heritage to North dead end 186.2 1.2 2 $33,516.00 5-10 years Unknown
First St Plank to West Couple Cracked 88.4 1.5 3 $15,912.00 25+2020-2021
First St West to East St. 171.6 1.5 3 $30,888.00 25+2020-2021
East St. First to Heritage Line 119.5 1.5 3 $21,510.00 25+2020-2021
West St. Heritage to first St. East Side 90.5 1.5 3 $16,290.00 25+2020-2021
West St. First St. to Second St.103.5 1.5 3 $18,630.00 25+2020-2021
West St. Second to Third St. 89.9 1.5 3 $16,182.00 25+2020-2021
West St. Heritage to Main St 84.1 1.5 3 $15,138.00 25+2020-2021
Third St.Short to dead end 89 1.5 3 $20,520.00 25+2020-2021
Third St.Short to Plank 114 1.5 3 $20,520.00 25+2020-2021
Short St. 85.4 1.5 3 $15,372.00 25+2020-2021
Main St. Plank to old Chapel 143.9 1.5 3 $25,902.00 25+2020-2021
Main St. West to garnham 87.1 1.5 3 $15,678.00 25+2020-2021
Main St. Garnham to Plank 107.9 1.5 3 $19,422.00 25+2020-2021
Main St. West to East St. 146.3 1.5 3 $26,334.00 25+2020-2021
Garnham Heritage to Main St.85.7 1.5 3 $15,426.00 25+2020-2021
Fourth Short to Dead end 99.4 1.5 3 $17,892.00 25+2020-2021
Fourth Plank to Short 72.2 1.5 3 $12,996.00 25+2020-2021
Second St.West to Dead End 115.5 1.5 3 $20,790.00 25+2020-2021
Old Chapel Hheritage to Donnelly 90 1.5 3 $16,200.00 25+2020-2021
Donnelly St Old Chapel to Duke St. 90 1.5 3 $16,200.00 25+2020-2021
Duke St. 73 1.5 3 $13,140.00 25+2020-2021
3,127.60
2,322.10
301.4
Total 5751.9 $1,043,106.00
Vienna
Vienna Community Walkway 149 1.5 3 $26,820.00 25+2022-2023
Center St.Fulton to Dead End 393.1 1.5 3 $70,758.00 25+2022-2023
Fulton St Center to Union 219.5 1.5 3 $39,510.00 25+2022-2023
Fulton St Union to Pine 71.3 1.5 3 $12,834.00 25+2022-2023
Fulton St Pine to Snow 91.4 1.5 3 $16,452.00 25+2022-2023
Fulton St Snow to Oak 94.5 1.5 3 $17,010.00 25+2022-2023
Fulton St Oak to Elm 83.8 1.5 3 $15,084.00 25+2022-2023
Fulton St Elm to Edison 108.5 1.5 3 $19,430.00 25+2022-2023
Edison St. Fulton to Plank 167 1.5 3 $30,060.00 25+2022-2023
Edison St. Ann to Fulton 152.4 1.5 3 $27,432.00 25+2022-2023
Union Fulton to Ann St. 156.9 1.5 3 $28,242.00 25+2022-2023
Ann St. Union to Oak 231.7 1.5 3 $41,706.00 25+2022-2023
Ann St. Oak to Elm 91.4 1.5 3 $16,452.00 25+2022-2023
Ann St. Elm to Edison 117.35 1.5 3 $21,123.00 25+2022-2023
Elm St Plank to Fulton 166 1.5 3 $29,880.00 25+2022-2023
Elm St Ann to Fulton 157 1.5 3 $28,260.00 25+2022-2023
Oak St. Ann to Fulton 156.9 1.5 3 $28,242.00 25+2022-2023
Plank Rd. At south Bridge 15m 1.5 3 $2,700.00 25+2018
Plank Oak and Elm 76.2 4.8-3m 3 $32,004.00 25+2018
Plank Elm to Edison 108.2 2.5-3 3 $35,706.00 25+2018
2,622.80
0
0
Total 2,622.80 $512,885.00
Port Burwell
Chatham St. Cowper to Southey St.missing pieces cracked panels 88.00 1.2 2 $15,840.00 5-10 years Unknown
Chatham St. Southey St. to Tennyson St. 116.00 1.2 3 $20,880.00 25+Unknown
Chatham St. Tennyson to Burwell St. 114.00 1.2 2 $20,520.00 5-10 years Unknown
Chatham St. Burwell to Libbeye St. 20m from Libbeye perfect rest could be replaced 112.00 1-1.2 2 $20,160.00 5-10 years Unknown
Condition Level 3- Excellent 2- Fair 1- Poor
Sidewalk Location Intersection 1 Intersection 2 Condition Notes Length (M)Width Condition
Level Replacement Cost TimeLine for
Repairs
Year
Constructed
Municipality of Bayham2026 Sidewalk Assessments
Cowper Chatham to Dead End Missing sections, leads down hill 78.00 1 1 $14,040.00 1-3 years Unknown
Bridge St. Chatham to Hurley St. 238.00 1-1.2 2 $42,840.00 5-10 years Unknown
Bridge St. Hurley St. to Robinson St. 114.00 1 2 $20,520.00 5-10 years Unknown
Hurley St. Bridge St. to Walkway Poor Condition/missing section 112.00 1 1 $20,160.00 1-3 years Unknown
Robinson St. Victoria to Shakespeare St. 188.00 1.2 2 $33,840.00 5-10 years Unknown
Robinson St. Submariners to Shakespeare Changes width 234.00 1 2 $42,120.00 5-10 years Unknown
Robinson St. Submariners to Shakespeare Changes width 64.00 1.5 2 $11,520.00 5-10 years Unknown
Victoria St. Robinson to Newton 337.00 1.5 3 $60,660.00 25+2023
Victoria St. Newton to Waterloo 114.00 1.5 3 $20,520.00 25+2023
Victoria St. Waterloo St. to Wellington St. 114.00 1.5 3 $20,520.00 25+2023
Robinson St. Erieus St. to Waterloo St. East Side 177.00 1.5 2 $31,860.00 5-10 years Unknown
Robinson St. Wellington St. to Waterloo St. 106.00 1.5 2 $19,080.00 5-10 years Unknown
Robinson St. Bridge St. to Pharmacy West Side 121.00 1.5 2 $21,780.00 5-10 years Unknown
Robinson St. Pharmacy to Pitt St. West side 173.00 2 2 $31,140.00 5-10 years Unknown
Robinson St. Wellington St. to Pitt St. West side 106.00 2 2 $19,080.00 5-10 years Unknown
Robinson St. Pitt St. to Brock St. 121.00 1.5 2 $21,780.00 5-10 years Unknown
Robinson St. Brock St. to beach Entrance 134.00 1.5 2 $24,120.00 5-10 years Unknown
Concrete walkway Chatham to Stairs Poor Condition 54.00 1 1 $9,720.00 1-3 years Unknown
Wood Staircase Chatham to Hurley St. Showing its age 49.00 1 2 $8,820.00 5-10 years Unknown
Wellington St.Victoria to Milton St. 52.00 1 2 $9,360.00 5-10 years Unknown
Wellington St.Milton to Shakespear St. 96.00 1 1 $17,280.00 1-3 years Unknown
Wellington St.Shakespeare to Strachan 101.00 1 3 $18,180.00 25+2025
Wellington St.Strachan to Erieus St. 122.00 1 2 $21,960.00 5-10 years Unknown
Wellington St.Erieues to Robinson St. 108.00 1.8 2 $19,440.00 5-10 years Unknown
Erieus St. Pitt St. to Wellington St. East Side Narrow couple trip hazards 113.00 0.9 1 $20,340.00 1-3 years Unknown
Erieus St. Pitt St. to Wellington St. West Side 113.00 1.5 2 $20,340.00 5-10 years Unknown
Erieus St. Brock St. to Dead End Narrow bad shape 47.00 0.9 1 $8,460.00 1-3 years Unknown
Erieus St. Brock to Pitt St. Narrow many bad spots 118.00 0.9 1 $21,240.00 1-3 years Unknown
Pitt St Erieus St. to Robinson St. 110.00 1.5 2 $19,800.00 5-10 years Unknown
Brock St.Robinson to Erieus St. Poor shape 109.00 0.9 1 $19,620.00 1-3 years Unknown
Pitt St. Staircase 40.00 1.5 3 $7,200.00 25+Unknown
Pitt St. Erieus to Strachan 109.00 1.2 2 $19,620.00 5-10 years Unknown
Pitt St. Strachan to Church 1.5 to .9 30.00 .9-1.5 2 $5,400.00 5-10 years Unknown
Beach Walkway 232.00 1.5 3 $41,760.00 25+2018
Strachan St.Dead End to Pitt 109.00 1.5 3 $19,620.00 25+2019
Strachan St.Pitt St. to Wellington St. 135.00 1.5 3 $24,300.00 25+2019
Strachan St.Wellington to Waterloo 98.00 1.8 3 $17,640.00 25+2025
Strachan St.Waterloo to Newton St. 113.00 1 1 $20,340.00 1-3 years Unknown
Strachan St.Newton to Robinson St. 131.00 1 1 $23,580.00 1-3 years Unknown
Erieus St. Robinson to Waterloo St. 133.00 1.2 2 $23,940.00 5-10 years Unknown
Erieus St. Waterloo St. to Wellington St. 110.00 1.2 1 $19,800.00 1-3 years Unknown
Waterloo St.Robinson St. to Erieus St.106.00 1 1 $19,080.00 1-3 years Unknown
Waterloo St.Erieus St. to Strachan St. 117.00 1 1 $21,060.00 1-3 years Unknown
Waterloo St.Strachan St. to Shakespeare St. 98.00 1.5 3 $17,640.00 25+2025
Waterloo St.Shakespeare to Milton St, 94.00 1.2 2 $16,920.00 5-10 years Unknown
Waterloo St.Milton St. to Victoria St. 50.00 1.2 2 $9,000.00 5-10 years Unknown
Shakespeare St. Robinson St. to Newton St.198.00 0.9 1 $35,640.00 1-3 years Unknown
Shakespeare St. Waterloo St. to Wellington St. 95.00 1 1 $17,100.00 1-3 years Unknown
Shakespeare St. Newton St. to Waterloo St. 113.00 1 1 $20,340.00 1-3 years Unknown
Newton St.Strachan St. to Shakespeare St. 132.00 0.9 1 $23,760.00 1-3 years Unknown
Newton St.Strachan St. to Shakespeare St. 196.00 1.2 2 $35,280.00 5-10 years Unknown
Newton St.Shakespeare St. to Milton St. 95.00 0.9 1 $17,100.00 1-3 years Unknown
Newton St.Milton St. to Victoria St. 49.00 0.9 1 $1,470.00 1-3 years Unknown
Victoria St. Wellington to Pitt St. 243.00 0.9 1 $43,740.00 1-3 years Unknown
Pitt St. Victoria to East dead end 20.00 0.9 1 $3,600.00 1-3 years Unknown
Wellington St. Victoria St. to Elizabeth St. 112.00 1.2 2 $20,160.00 5-10 years Unknown
Brock St. Strachan St. to Park 40.00 1.5 3 $7,200.00 25+2019
Strachan St.Wellington St. to Pitt St. West side 116.00 1.5 3 $20,880.00 25+2019
Strachan St.Pitt St. to Brock St. 110.00 1.5 3 $19,800.00 25+2019
Condition Level 3- Excellent 2- Fair 1- Poor
Sidewalk Location Intersection 1 Intersection 2 Condition Notes Length (M)Width Condition
Level Replacement Cost TimeLine for
Repairs
Year
Constructed
Municipality of Bayham2026 Sidewalk Assessments
Port Burwell Totals 1,659
3,469
2249
Total 7377 $1,320,510.00
Total Excellent Shape 9,567.60m
Total Fair Shape 6,299.10m
Total Poor Shape 2,835.40m
Grand Total 18,702.10 Meters
REPORT
PHYSICAL SERVICES
TO: Mayor & Members of Council
FROM: Steve Adams, Manager of Public Works|Drainage Superintendent
DATE: April 16, 2026
REPORT: PS-05/26 SUBJECT: SIDEWALK REPLACEMENT CONTRACT – SOLE SOURCE AWARD
BACKGROUND
The Municipality completes annual sidewalk replacement and maintenance to address deteriorated infrastructure, reduce liability, and improve pedestrian safety.
At its November 4, 2025 meeting, Council received Report TR-19/25 re 2026-2035 Capital
Budget - Draft. The Report presented the draft 2026-2035 Capital Budget. 2026 included Capital Item No. PW-07 for $100,000 in sidewalk improvements. Council passed the following motion:
Moved by: Councillor Emerson
Seconded by: Councillor Chilcott THAT Report TR-19/25 re 2026-2035 Capital Budget - Draft be received for information;
AND THAT Council approve in principle the 2026-2035 Capital Budget presented with the following edits:
• Bring forward PR-09 to 2026 funded by the Parkland Reserve
AND THAT consideration be given to funding East Beach capital items using Infrastructure Ontario (IO) debt, subject to receipt of a Report on the paid parking pilot program to come to Council on November 20, 2025 and Council establishing the paid parking program as a permanent revenue source for the East Beach; AND THAT a staff report be presented in 2026 for further discussion for locations of PR-06.
At its February 19, 2026 meeting, Council received Report TR-10/26 re 2026 Budget Amendments. The Report provided Council with the option to allocate an additional $25,000,
which was left over from 2025’s allocation and reserved, to Capital Item No. PW-07 for 2026. Council passed the following motion, which approved the additional sidewalk funding:
Moved by: Councillor Chilcott
Seconded by: Councillor Emerson THAT Report TR-10/26 re 2026 Budget Amendments Report be received for information;
AND THAT Council approves the Capital Budget amendments as noted in Appendix A; AND THAT the appropriate tax rates by-laws be presented for approval.
The current 2026 budget allocation for Capital Item No. PW-07 is $125,000.
Over the past ten years, the Municipality has retained Autoform Contracting as its contractor to complete sidewalk-related works through various projects in accordance with an Agreement for same. Throughout this time, the contractor has demonstrated:
• Consistent quality workmanship
• Reliable scheduling and responsiveness
• Strong understanding of municipal standards and expectations
• Ability to coordinate efficiently with staff and the public
This established working relationship has contributed to efficient project delivery, minimized operational challenges, and cost predictability.
DISCUSSION
Section 8.35 of the Municipality’s current Procurement Policy provides that Council may choose to Sole Source whenever Council deems it in the best interest of the municipality. Staff are recommending a Sole Source purchase for the sidewalk replacement program on a 5-year term based on the following benefits:
• Compatibility and Continuity The contractor has extensive familiarity with the Municipality’s existing sidewalk network, past repairs, and construction standards, ensuring consistency in materials,
installation practices, and overall system performance.
• Best Interest of the Municipality The contractor’s proven track record over a 10-year period provides confidence in cost
control, quality assurance, and timely completion. Engaging a new contractor may introduce risk related to performance, learning curve, coordination, and significant cost increases, which are discussed below.
• Operational Efficiency: Utilizing the current contractor allows for streamlined project delivery, reduced administrative effort, and continuity in addressing priority sidewalk locations.
Staff have completed a review of historical sidewalk replacement costs over the past 10 years. In 2015, staff issued RFQ-15-06 for Concrete Sidewalk Reconstruction and Repair. Only two quotations were received, with the lowest submission at $190.00 per square metre. Through Report CAO-61/15, staff recommended that Council not accept the either of the quotes received and instead pursue alternative procurement options. Council, instead, entered into a contract with Autoform Contracting (Agreement No. 0559).
In 2017, Autoform was the successful low bidder for the Richmond watermain and road
reconstruction project, which included sidewalk installation. Through this project, sidewalk construction was completed at approximately $75.00 per square metre.
Staff have worked with Autoform on various sidewalk projects through the Agreement,
completing over 10 kilometers of sidewalk infrastructure through capital and grant funding. Pricing between 2017 and 2025 has ranged from $51.88 to $81.93 per square metre, largely dependent on project quantities and scope. The larger the scope, the lower the per-unit cost, such as the years in which Bayham had received sidewalk grants through the Investing in Canadian Infrastructure Program (ICIP) COVID stream and the Canada Community Revitalization Fund (CCRF). The Agreement expired on May 31, 2025 with no furthers options for renewal.
While sidewalk replacement is typically procured through competitive bidding, staff are of the
opinion that, based on this historical analysis, issuing a new competitive procurement is unlikely to result in more competitive pricing. Instead, current market conditions suggest that re-tendering may result in increased costs aligning with falling market rates and increased full
costs. A Sole Source award represents a fair and reasonable approach.
The budget allocation for the 2026 Sidewalk Replacement Program is $125,000, fully funded through the approved capital budget. Staff have reviewed historical pricing and are satisfied
that the proposed rates remain consistent with recent projects and reflect rising market conditions. Notably, Autoform submitted their costing prior to recent fuel cost increases and have confirmed they will honor these rates for the 2026 season:
• Curb and Gutter Repair: $115.40 per linear metre
• Sidewalk 125mm: $77.47 per square metre (applies to areas over 200 sq. metres)
• Asphalt Restoration: $48.63 per square metre
Given the contractor’s performance, historical pricing, and current fuel-related cost pressures, staff recommend pursuing a long-term agreement with Autoform for sidewalk replacement services.
It is recommended that:
• The agreement be established for a five (5) year term.
• With additional one (1) year terms mutually agreed upon thereafter.
Staff believe this approach would be beneficial based on the following reasons:
• Cost stability and predictability
• Continued efficiency in project delivery
• Flexibility to adjust pricing in response to market conditions
STRATEGIC PLAN
1.1: Quality of Place > To invest in community infrastructure initiatives that create an effective foundation that contributes to Bayham’s quality of life and economic prospects. Initiative(s): Focus on core infrastructure based on the Asset Management Plan and
compliance with legislation
3.2: Quality of Governance > To continually demonstrate financial responsibility to the community.
Initiative(s): Not applicable
RECOMMENDATION 1. THAT Report PS-05/26 re Sidewalk Replacement Contract – Sole Source Award be received for information; 2. AND THAT staff be directed to engage Autoform Contracting on a sole source contract
for sidewalk reconstruction works on a five-year term commencing in 2026;
3. AND THAT the appropriate by-law be brought forward for Council’s consideration.
Respectfully Submitted by: Reviewed by: Steve Adams Thomas Thayer, CMO, AOMC
Manager of Public Works|Drainage Superintendent Chief Administrative Officer
ZBA-03/26
PLANNING ACT
NOTICE OF THE PASSING OF
ZONING BY-LAW Z823-2026 BY
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
APPLICANT: DEANNA BEACH
LOCATION: 55695 LIGHT LINE, VIENNA
TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By-Law No.
Z823-2026 on the 2nd day of April 2026 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 28th day of April 2026. 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 to rezone the subject land from the Agricultural 1 (A1) zone to
Agricultural 1 – Site Specific Provision 56 (A1-56) zone, to permit the lands to be used as a dog kennel.
• The A1-56 zone will permit the use of the subject lands for a dog kennel in addition to the
permitted uses of the A1 zone.
• No other site-specific provisions are required.
The subject property is known as 55695 Light Line, Bayham Concession 3 North Lot 16 & 17.
THE EFFECT of this By-law is permit the combination of existing structures and one proposed new structure
for a dog kennel. As required by the Municipality’s policies, the applicant must obtain a Zoning By-law
Amendment to permit the use of the land for a kennel and apply for Site Plan Control for the buildings and
structures proposed for the kennel.
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.
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 8th day of April 2026.
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
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.
MUNICIPALITY OF BAYHAM
NOTICE OF A PUBLIC MEETING REGARDING THE UPDATED
ELGINCENTIVES COMMUNITY IMPROVEMENT PLAN (BY-LAW 2026-021)
TAKE NOTICE that the Council of the Municipality of Bayham will hold a public meeting April 16th, 2026
at 6 PM to consider the updated Elgincentives Community Improvement Plan (CIP) pursuant to
Sections 17 and 28 of the Planning Act R.S.O., 1990, c. P.13, as amended. The meeting will take place
in the Council Chambers at 56169 Heritage Line, Straffordville in the lower level and will be
livestreamed via the Municipality of Bayham’s Youtube Channel (https://bit.ly/4uIPobe).
PURPOSE AND EFFECT
A Community Improvement Plan (CIP) is an economic development tool used by municipalities in
Ontario to guide strategic investment, development, and revitalization initiatives that support the
physical improvement of a municipality or areas within a municipality. This is typically accomplished
through the implementation of a combination of financial grants and municipal leadership initiatives.
The current Elgincentives CIP was adopted in 2015 and has supported a range of improvement projects
for over a decade through its incentive programming.
Building on the success of the 2015 CIP, the County undertook a review and update of the Plan in 2025
to ensure it responds to recent provincial policy changes, new trends in economic development, and
shifts in community priorities. An updated CIP has been prepared and is now being considered for
adoption, which includes the following highlights:
• A refreshed vision and goals to better guide the CIP’s implementation and priorities;
• Restructured incentive programs to improve clarity and effectiveness, including all-new incentive
programs targeting affordable housing;
• The introduction of several “Municipal Leadership Initiatives” that outline potential Council-led
improvements related to streetscape improvements, inventorying public land and brownfields,
supporting additional dwelling units (ADUs) and supporting climate resiliency improvements.
The entire Municipality of Bayham is designated a Community Improvement Project Area (CIPA)
under By-law 2019-066 and the Elgincentives CIP applies to all lands in the Municipality of Bayham.
A copy of the updated CIP can be viewed on the Municipality’s website here:
https://www.bayham.on.ca/governance/by-laws/ and on the County of Elgin’s Website here:
https://engageelgin.ca/elgincentives.
ANY PERSON may attend the public meeting and/or make written or verbal representation either in
support of or opposition to the updated Elgincentives CIP. If you wish to participate in the meeting
electronically, you must register with the Municipal Office by Thursday, April 16th, at noon to receive the
login information for the meeting. You may register by emailing clerk@bayham.on.ca.
WRITTEN SUBMISSIONS in respect of the updated Elgincentives CIP can be made to the Clerk of the
Municipality of Bayham. Submissions can be provided in person at the Municipal Office, by mail or by
e-mail to clerk@bayham.on.ca.
IF A PERSON OR PUBLIC BODY would otherwise have an ability to appeal the decision of the Council
of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal but the 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. 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.
ADDITIONAL INFORMATION about this matter, including information about appeal rights and the
updated Elgincentives CIP, is available for inspection during regular office hours at the Municipal
Offices at 56169 Heritage Line, Straffordville, ON N0J 1Y0 or by contacting the planning team at
clerk@bayham.on.ca
IF YOU WISH TO BE NOTIFIED of the decision of the Council of the Municipality of Bayham you must
make a written request to the Municipality of Bayham, 56169 Heritage Line, PO Box 160
Straffordville, ON N0J 1Y0.
DATED at the Municipality of Bayham on March 20, 2026.
REPORT
DRAINAGE
TO: Mayor & Members of Council
FROM: Steve Adams, Manager of Public Works|Drainage Superintendent
DATE: April 16, 2026
REPORT: DR-04/26 SUBJECT: 2026 1st QUARTER DRAINAGE REPORT
BACKGROUND:
This Report is to inform Council of Q1 2026 ongoing and completed to-date drainage activities. DISCUSSION: Drainage works regarding Q1 2026 new drains and drain maintenance are outlined below:
New Drains
Drain Name Status Pine St. Drain Petition Signed – November 6, 2025 Meeting to appoint engineer – November 20, 2025 Site Meeting held – December 3, 2025 VanQuaethem Extension Plank Road. Site meeting has been completed on August 15, 2023
Waiting on developer’s plans for future phases to submit to Spriets. Confirmed with applicant on Oct. 7, 2025 to hold until further notice.
Vienna Ridge Subdivision Complete, with exception of warranty period of one year. Security holdback will be kept until July 2026.
11:28 Properties Inc. Petition submitted and filed on Oct. 23, 2023 Council passed consideration of Petition on November 2, 2023 Engineer has been assigned to prepare report
Alex Visscher on February 26, 2024 has
signed the petition in regards to work being completed on the west side of Plank Road. Engineer is waiting on west side Plank development to complete report. Confirmed no change on October 7, 2025. Frank Wall - Sandytown Subdivision – Grewal Drain Extension Staff to award quotation submissions on October 16, 2025 for the construction of the
drains. Drain was completed in October with payment certificate from engineer Dated November 17, 2025 13% holdback will be held for one year. Bartley Drain Smith Drain Extension Major Improvement Notice Filed February 25, 2026. By Mike Chromczak
Council Awarded Spriet Associates Ltd on March 5, 2026. Site meeting held April 8, 2026
Little Jerry Creek Drain Major Improvement Major Improvement Notice Filed February 25,
2026. For the replacement of Best Line Culverts and ditch realignment. Council Awarded Spriet Associates Ltd on
March 5, 2026. Site meeting held April 8, 2026 Drain Maintenance
Drain Name Status
Peters Drain – On-going Contractors who were constructing the new houses at corner of Eden Line and Culloden Road struck the pipe. Notification has been sent to replace with inspection.
This was completed in March.
Carruthers – On-going Inspection of drain completed April 2, 2025 Found large washout in field near outlet. Contractor to repair spring 2026 Contractor to start in mid-April (approx.) 50m of pipe and outlet to be repaired. Smith Drain – On-going Landowner called in repair to large catch basin that outlet under the railroad tracks being washed out. On-site with the contractor we determined the pipe has collapsed under rail bed and will need replacing. Additionally two large catch basins would be added on either side of the tracks. Staff working through approvals with Geo-Rail. Chute Drain – On-going Landowner called to let us know slow back-up after rain event.
Staff waiting on contractor for cleanout and
investigation.
Bartley Drain-Sink Hole Roads department discovered large sink hole on the east side of Culloden Road. Locates and contractor have been notified.
STRATEGIC PLAN Not applicable. RECOMMENDATION
1. THAT Report DR-04/26 re 2026 1st Quarter Drainage Report be received for information.
Respectfully Submitted by: Reviewed by: Steve Adams Thomas Thayer, CMO, AOMC Manager of Public Works|Drainage Superintendent Chief Administrative Officer
REPORT
DEVELOPMENT SERVICES
TO: Mayor & Members of Council
FROM: Scott Sutherland, Chief Building Official
DATE: April 16, 2026
REPORT: DS-12/26 SUBJECT: 1st QUARTER REPORT
BACKGROUND
The purpose of this Report is to inform Council of the activities of Building Services for the first quarter of the year for 2026. DISCUSSION
The summary of building permits issued in the first quarter is listed in the chart below: Year 2026 2025 2024
No. permits issued 30 23 18
Permit fees $32,339 $38,570 $32,083
Construction Value $4,061,000 $3,915,230 $4,604,000
Houses 6 (+2 ARU) 5 (+3 ARUs) 6 Farm Buildings 1 1 1 ICI Building 1 0 3
Demolition 2 1 1
Other 18 13 7
Q1 2026 permit fees and construction values are consistent with the previous two first quarters. Eight housing units were approved, including six dwellings and 2 Additional Residential Units (ARUs). ARUs continue to be a popular permit application type received by the building department. Overall, the increase in the number of permits issued is encouraging. Staff are hopeful that increased building activity will translate through the summer, unlike 2025 which saw a decrease in activity in the middle of the calendar year. STRATEGIC PLAN
Not applicable.
RECOMMENDATION
1. THAT Report DS-12/26 re 1st Quarter Report be received for information.
Respectfully Submitted by: Reviewed by: Scott Sutherland, CBCO Thomas Thayer, CMO, AOMC Chief Building Official Chief Administrative Officer
omm
234-2026-1123
April 1, 2026 On March 30, 2026, our government introduced the Building Homes and Improving
Transportation Infrastructure Act, 2026, (Bill 98). Through this legislation and
accompanying measures, we are creating the conditions for Ontario to build the housing
and infrastructure it needs to grow and remain competitive. These changes will help get shovels in the ground faster for much-needed housing, and housing enabling-infrastructure projects, while improving the way people and goods move across Ontario.
A brief description of the proposals in this bill are included in this letter below. You are
also invited to review the Environmental Registry of Ontario and Regulatory Registry of Ontario posting links provided with this letter and share any feedback you may have. If you have any questions, please reach out to my Director of Stakeholder and Caucus Relations, Tanner Zelenko, at Tanner.Zelenko@ontario.ca
I look forward to our continued collaboration with our municipal partners as we build a more prosperous, resilient and competitive economy that will enhance affordability and the quality of life for Ontario residents and families.
Sincerely,
Hon. Robert J. Flack Minister of Municipal Affairs and Housing
c. Prabmeet Sarkaria, Minister of Transportation Todd McCarthy, Minister of the Environment, Conservation and Parks Graydon Smith, Associate Minister of Municipal Affairs and Housing
Robert Dodd, Chief of Staff, Minister’s Office Matthew Rae, Parliamentary Assistant, Municipal Affairs and Housing Laura Smith, Parliamentary Assistant, Municipal Affairs and Housing Brian Saunderson, Parliamentary Assistant, Municipal Affairs and Housing Martha Greenberg, Deputy Minister, Municipal Affairs and Housing David McLean, Assistant Deputy Minister, Municipal Affairs and Housing Laurie Miller, Assistant Deputy Minister, Municipal Affairs and Housing
Sean Fraser, Assistant Deputy Minister, Municipal Affairs and Housing
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
Development Charges Act, 1997 – Ministry of Municipal Affairs and Housing
Schedule 3 of the Bill would make amendments to the Development Charges Act, 1997.
New section 4.5 would provide that non-profit retirement home developments are exempt from development charges.
The Schedule would also make technical amendments to address out-of-date cross-references in
provisions related to front-ending agreements. You may provide your comments on the proposed changes to the Development Charges Act, 1997 through the Ontario Regulatory Registry
https://www.regulatoryregistry.gov.on.ca/proposal/52054 Municipal Act, 2001 – Ministry of Municipal Affairs and Housing The Schedule repeals and remakes section 93 of the Municipal Act, 2001, to address barriers to
the development of communal water and wastewater systems and increase housing supply across Ontario. New subsection 93 (1) of the Act provides that no person shall construct, maintain or operate a non-municipal water or sewage public utility without first applying for and obtaining the consent
of the municipality. Under new subsection 93 (2) of the Act, a municipality that receives an application for one of these utilities must review that application and either provide consent subject to conditions and limits that are agreed upon, or, in the case of a regulation having been made setting out criteria or conditions that must be met, and the municipality is of the opinion that regulated requirements have been met, the municipality must provide consent to the
application. Regulation-making authority would be made to establish the criteria or conditions related to applications for consent and for the proposed public utility. You may provide your comments on the proposed changes to the Municipal Act, 2001 through the Environmental Registry of Ontario (ERO) notice and the Ontario Regulatory Registry (ERO 026-
0302) from March 30, 2026 to April 29, 2026.
Planning Act – Ministry of Municipal Affairs and Housing Schedule 7 of the Bill proposes the following amendments to the Planning Act that would help
create the conditions necessary to support housing and community development. If passed, the
proposed changes would:
• Specify a standardized structure and a standardized set of land use designations for local official plans (i.e., lower- and single-tier municipalities and planning boards).
• Provide a two-phased implementation approach for the new official plan framework which focuses on the 29 large and fast-growing municipalities in the first phase,
• Remove redundant requirement for municipalities to include climate change policies in their
official plans,
• Provide the Minister with authority to exempt lower-tier municipalities from requirement to conform with upper-tier official plan to facilitate voluntary early implementation of the proposed official plan framework,
• Provide that for an already approved Protected Major Transit Station Area (PMTSA), only
official plan amendments changing the boundaries of the PMTSA or the planned population and jobs for the area would require the Minister’s approval,
• Remove the legislative requirement for the Minister to provide notice on proposed amendments to or revocations of Minister’s Zoning Orders (MZOs),
• Provide flexibility for removing Simcoe County’s planning responsibilities in up to three separate phases, based on municipal readiness, and
• Facilitate the implementation of provisions from Bill 23, the More Homes Built Faster
Act, 2022, that provide for a new framework for developer-identified land, including encumbered land and privately owned public spaces (POPS) arrangements, to count toward municipal parkland dedication requirements.
• Remove references to “sustainable design” from site plan control and restrict municipalities from requiring an owner of land to provide electric vehicle supply equipment in connection with off-street vehicular parking facilities, so that municipalities may not impose ’enhanced’ development standards at the lot level that are not required for health, safety, or environmental performance (e.g., stormwater).
• Provide the Minister with authority to establish a minimum lot size through regulation.
We are interested in receiving your comments on these proposed measures. Comments can be
made through the Environmental Registry of Ontario and the Ontario Regulatory Registry from March 30, 2026, to April 29, 2026:
• ERO 026-0300: Proposed Planning Act, City of Toronto Act, 2006, Building Code Act,
1992 and Municipal Act, 2001 Changes (Schedules 7, 2 and 1 of Bill 98, the Building Homes and Improving Transportation Infrastructure Act, 2026.
We are also interested in receiving any comments you may have on other associated proposals:
• ERO 026-0315: Consultation on upper-tier official plans, secondary plans, and site and
area-specific policies
• ERO 026-0310: Consultation on site plan control reform under the Planning Act and the
City of Toronto Act, 2006
• ERO 026-0305: Proposed Changes to Various Regulations Under the Planning Act to
Facilitate the Electronic Submission of Information and Materials to Approval Authorities
and Allow Notices to be Given Electronically to the Province
• ERO 026-0314: Proposed Changes to Various Regulations Under the Planning Act and the
City of Toronto Act, 2006 to Specify Additional “Prescribed Professions” for the Purposes of
a Complete Application
• ERO 026-0313: Streamlining the Information and Material that Planning Authorities can
Require as Part of a Complete Application
• ERO 026-0309: Proposed Regulation to Prohibit Mandatory Enhanced Development
Standards as a Condition of Land Division Approvals
• ERO 026-0311: Proposed Regulatory Approach to Establish a Minimum Residential Lot
Size in Urban Areas
• ERO 026-0304: Draft Projection Methodology Guideline to support the implementation of
the Provincial Planning Statement, 2024
• ERO 026-0312: Proposed Changes to Support Standardizing of Parkland Requirements
Under the Planning Act
The Environmental Registry postings provide additional details regarding the proposed changes. Building Code Act, 1992 – Ministry of Municipal Affairs and Housing
Schedule 1 amends the Building Code Act, 1992 to clarify that standards for the protection or conservation of the environment are included in the meaning of municipal by-laws respecting the construction or demolition of buildings for the purposes of section 35 of the Act.
ERO 026-0300: Proposed Planning Act, City of Toronto Act, 2006, Building Code Act, 1992 and Municipal Act, 2001 Changes (Schedules 7, 2 and 1 of Bill 98, the Building Homes and Improving Transportation Infrastructure Act, 2026. City of Toronto Act, 2006 – Ministry of Municipal Affairs and Housing
The proposed change would, through various amendments to section 114 of the City of Toronto
Act, 2006, remove references to “sustainable design” in site plan control. Changes would also be made to allow the Minister to establish a minimum lot size through regulation under the Planning Act.
ERO 026-0300: Proposed Planning Act, City of Toronto Act, 2006, Building Code Act, 1992 and Municipal Act, 2001 Changes (Schedules 7, 2 and 1 of Bill 98, the Building Homes and Improving Transportation Infrastructure Act, 2026
Water and Wastewater Public Corporations Act, 2025 – Ministry of Municipal Affairs and Housing
The ministry is proposing legislative amendments to the Water and Wastewater Public
Corporations Act, 2025. These include: o Explicitly prohibiting private ownership in any new Water and Wastewater Public Corporation
(WWPC) to align with the government’s intent to maintain 100% public sector ownership and
respond to the strong feedback we have heard on the issue from the public, unions,
associations and municipalities regarding privatization.
o Supporting the continuation of services and existing contracts – so that transferred contracts
and agreements are not affected by a transfer to a new WWPC. This includes contracts such
as employment or insurance, permits, licenses or a collective agreement, helping to support an
efficient transfer and continuity of service during the transfer process.
o Supporting labour and employment continuity by clarifying that certain rights (such as
successor, employment, and pay equity rights) are carried forward to a new WWPC.
o This would include regulation-making authority to help ensure continuity of services related to
contracts and employees that are transferred to a new WWPC.
o Prohibiting the transfer of long-term municipal water and wastewater debt to a WWPC to
provide clarity and reduce lender uncertainty, while creating new regulation-making authority to
enable future regulations to address other matters related to municipal debt.
You may provide your comments on the proposed changes to the Water and Wastewater Public Corporations Act, 2025 through the Environmental Registry of Ontario (ERO) notice and the
Ontario Regulatory Registry (026-0301) from March 30, 2026 to April 29, 2026. https://ero.ontario.ca/notice/026-0301 Safe Drinking Water Act, 2002 – Ministry of the Environment, Conservation and Parks
Schedule 8 of the Bill proposes a change to the Safe Drinking Water Act, 2002 (SDWA) to clarify
that a drinking water system owned by a WWPC would be considered a municipal drinking water system under the SDWA. This change would ensure that WWPCs are subject to the same public health and safety requirements under the SDWA that apply to all municipal drinking water systems.
The Bill also proposes changes to the Safe Drinking Water Act that would deem municipal consent to have been provided under the Safe Drinking Water Act for a proposed non-municipal drinking water system if consent has been provided by a municipality under the Municipal Act and regulated requirements under that Act were met. This avoids duplication of
the municipal consent and helps to remove a barrier to development on communal systems.
You may provide your comments on the proposed changes to the Safe Drinking Water Act,
2002 through the Environmental Registry of Ontario (ERO) notices related to the Municipal Act, 2001, 026-0302, and the Water and Wastewater Public Corporations Act, 2025, 026-
0301 from March 30, 2026 to April 29, 2026.
https://ero.ontario.ca/notice/026-0301 https://ero.ontario.ca/notice/026-0302
Fare Alignment and Seamless Transit Act, 2026 – Ministry of Transportation Schedule 4 of the bill enacts the Fare Alignment and Seamless Transit Act, 2026. The proposed legislation would authorize the Minister of Transportation to make regulations:
1. Prescribing local transit systems in the GTHA that are subject to the Act.
2. Establishing One Fare 2.0, including: setting fare prices and categories; defining eligibility
and fare discount policies; establishing fare and transfer policies between prescribed transit
systems (e.g., free transfers); requiring participation in a unified fare payment system
approved by the Minister (e.g., PRESTO); and determining how fares shall be apportioned
among prescribed transit systems in a geographic zone, which could result in the reallocation
of fare revenue collected in one prescribed transit system to another prescribed transit system
in a different municipality.
3. Improving service to key regional destinations by designating new and existing routes as
“priority routes”, including routes that may cross municipal boundaries; setting service
standards for priority routes; and prescribing requirements for service integration between
prescribed transit systems, including requiring a prescribed transit system to provide services
outside of its primary service area (i.e., in other municipalities).
4. Improving specialized transit service, including requiring prescribed specialized transit
systems to: participate in a unified trip booking system approved by the Minister; and provide
transportation a prescribed distance outside of its primary service area (i.e., in another
municipality) without requiring a person with a disability to transfer to a different passenger
transportation system.
5. Creating exemptions from the Act or regulations.
Metrolinx Act, 2006 – Ministry of Transportation
Schedule 5 amends the Metrolinx Act, 2006 to create a voluntary, streamlined compliance
reporting process for Metrolinx which will be more scoped than the traditional building permit process. The proposed compliance reporting process does not override the existing building permit process. Instead, it allows for more flexibility for Metrolinx by creating a streamlined process to get building science expertise from municipalities.
The proposed legislative amendments require municipalities, upon receiving a proposed construction or demolition notice from Metrolinx, to provide Metrolinx with a report that includes:
• An assessment of whether the proposal would contravene the Building Code.
ο Municipalities would not include a review of certain Planning Act requirements
such as municipal zoning bylaw and site plan approvals.
• An assessment of the applicability of the Architects Act or the Professional Engineers
Act.
• An assessment of whether every person who prepared the relevant building documents had the correct qualifications under the Building Code.
• Any other prescribed information.
The proposed legislation also enables the Minister of Transportation, through regulation, to prescribe additional exemptions to applicable law and specific timelines for municipal inspections and conveyance of occupancy reports, among other items.
Resolution No.¢é8 ‘QWIG
MOVED BY:
Mayor F.Landry
Deputy Mayor S.Densham
Councillor A.Bugelli
Councillor A.McDonald
Councillor C.Shane
SECONDED BY:
Mayor F.Landry
Deputy Mayor S.Densham
Councillor A.Bugelli
Councillor A.McDonald
Councillor C.Shane K
WHEREAS the Township of North Stormont acknowledges the municipal infrastructure
including roads,bridges,water and wastewater systems support public safety,vitality and
quality of life in Ontario's rural and small urban communities;and
WHEREAS the Ontario Municipal infrastructure Fund (OCIF)was created in 2015 to assist
these communities facing infrastructure deficits that exceed their local revenues;and
WHEREAS in 2022,the Government of Ontario committed to increase the annual OCIF
allotment from $100 million to $400 million over a five year term,that commitment scheduled
to expire at the end of 2026 fiscal year;and
WHEREAS fixed funding levels amid rising labour,materials and climate resilience costs
have eroded the purchasing power of the $400 million envelope jeopardizing smaller
municipalities'ability to sustain essential services without incurring unsustainable debt;and
WHEREAS predictable multi-year funding indeXed to real work costs is critical for
municipalities to develop,finance and execute long range asset management plans,reduce
emergency repair work and leverage complementary federal and private infrastructure
funding:and
WHEREAS the Township of North Stormont requires a dedicated provincial partner to
extend and enhance OCIF funding beyond 2026,ensuring fiscal stability to ensure
infrastructure resilience and equitable access for all small and rural municipalities;
NOW THEREFORE BE IT RESOLVED:
1.The Township of North Stormont calls upon the Government of Ontario to extend the
annual OCIF allotment of not less than $400 million beyond its five year term ending in 2026
with no reductions in subsequent provincial budgets.
2.The Province be requested to index the annual OCIF envelope and each individual
municipal allotment to the Ontario Consumer Price Index (CPI)calculated on a calendar yearbasisanddisbursedinthefirstquarterofeachyear.
3.The Ministr of Infrastructure establish a new five ear OCIF fundin framework that
The Corporation of the Township of Date:March 24,2026
NORTH STORMONT
RESOLUTION
guarantees allocation percentages to municipalities enabling Iong term capital planning and
stable cash flow management.
4.The Province undertake a form review ofthe OCIF allocation at least once every four
years incorporating municipal asset management,demographic projections,climate
resilience metrics and rural equity considerations.
5.A dedicated contingency reserve of five percent ofthe annual OCIF envelope be created
within the fund to address extraordinary cost escalations,emergency repairs of projectoverrunswithoutreallocatingcorefunding.
6.The Ministry of Infrastructure publish an annual OCIF performance report including
program disbursements,allocation adjustments and reserve expenditures in a transparent
publicly acceptable online dashboard.
FURTHERMORE,that the Council of the Township of North Stormont supports the
resolution ofthe Township of Edwardsburgh Cardinal dated September 29,2025;the
resolution ofthe Municipality of South Huron dated October 20,2025,the resolution ofthe
Township of Puslinch dated November 15,2025;the resolution ofthe County of North
Cumberland dated January 28,2026 resolution of the Township of North Glengarry dated
February 23,2026 regarding the Ontario Community infrastructure Fund (OCIF);and
FURTHERMORE that this supporting resolution and be circulated to the Premier ofOntario,
the Leader of the Official Opposition,the Minister of infrastructure,the Minister of Municipal
Affairs and Housing,the Association of Municipalities of Ontario (AMO)and all Ontario
municipalities.
'ARRIED Di DEFEATED mi DEFERRED
Ch‘air
Declaration of Conflict of Interest:A g“e/Hl
E/Disclosed His/Her/Their Interest
Wacated His/Her/Their Seat
RECORDED VOTE
Councillor C.Shane
CouncillorA.McDonald
Councillor A.Bugelli
Deputy Mayor S.Densham
Mayor F.Landry
'M4**saw SARNIAONTARIO
THE CITY OF SARNIA
Office of the Moyor
The Honourabte Doug Ford
Premier of Ontario
Legistative Buitding
Queen's Park
Toronto, ON M7A 141
March 25,2026
Re: Time-Sensitive: Strengthening Municipal,Accountabitity and Pubtic Trust (Bitt 9)
Dear Premier Ford,
When we met in Sarnia Last August, we discussed Bil,t 9 and its intent to strengthen
municipat accountabitity. At that time, I affirmed my support for the province's effort to
move this tegistation forward. The fundamentaI principtes of Bitt 9 are sound and provide an
important foundation; however, the Bitt requires a significant change before it becomes
Iaw.
The introduction of a standardized code of conduct and the proposed integrity
commissioner reforms are positive and necessary steps forward. However, based on more
than four decades of experience in municipaL pol,itics, I betieve the Bitt's greatest ftaw lies in
its mechanism for removing counciltors in serious cases of misconduct. Requiring [oca[
councits to participate in the removal of a peer, particutarty through unanimous agreement,
pl,aces councits in an inappropriate and untenabte position. On matters of serious
contention, unanimity is rarety achievabl,e, rendering the mechanism effectivety futil.e. This
approach undermines both fairness and pubtic confidence and faits to provide
municipatities with a meaningfut abitity to act in extreme cases.
ln circumstances of this magnitude, decisions shoutd not rest with a councit. lnstead, such
matters shoutd be heard and ruted upon by an independent, non-partisan authority,
removed from Local, pol.itical, dynamics and capabLe of making impartiat determinations in
the pu bl,ic's interest.
lf the provincial, government intends to maintain municipaI councits' responsibitity for
adjudicating such decisions, the threshol,d for action must be revised. A two-thirds
majority, or a simpte majority of council, exctudingthe subject member, woutd provide a
more reasonabte, fair, and workabte standard.
This is a time-sensitive issue, and the need for action is becoming more urgent as
municipatities continue to encounter situations they are powerl.ess to address. Without
meaningfuI change, the current conditions and lack of adequate protection wil,l. have a
chitting effect on those considering pubtic office at the municipaL l.evet. Capabte,
community-minded individuats may be discouraged from seeking etection if there is no
effective independent mechanism to address extreme misconduct, protect the integrity of
counciI and the wetl,-being of the community.
I am copying this letter to mayors and councits across Ontario in the hope that they witl,
atso raise their voices on this matter before the Legistation is finatized, to ensure this
serious ftaw is addressed in what is otherwise an important and necessary piece of
tegistation for the Province of Ontario and its municipatities for tne 2026-2030 councit term
of office.
Thank you for your consideration. I woutd wetcome the opportunity to discuss these
concerns and possibl.e paths forward at your convenience.
Sincerety,
Mike Bradl,ey
Mayor, City of Sarnia
Cc The Honourabte Rob Ftack, Minister of Municipal Affairs and Housing
John Fraser, MPR lnterim Leader, Ontario LiberaI Party
Marit Stil.es, MPR Leader of the OfficiatOpposition, Ontario NDp party
Bob Bail.ey, MPP for Sarnia-Lambton
Association of Municipal,ities of Ontario (AMO)
Mayor and CounciI for municipatities across Ontario
Sarnia City Councit
Lambton County CounciI
City of Sarnia Senior Management
255 Christino St N
Sornio ON NZT 7N2
P: 519-332-0330ext. 3312 F: 519-332-3995 moyor@sornio.co www.sornto.co
FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Ed Ketchabaw Tom Masschaele, Debera McKeen, Jim Palmer, Chris Van Paassen, Peter Ypma - 1 -
LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Annual General Meeting Minutes of March 6, 2026
Approved April 1, 2026 Members in attendance: Doug Brunton, Chair Norfolk County Chris Van Paassen, Vice-Chair Norfolk County Dave Beres Town of Tillsonburg Robert Chambers County of Brant Michael Columbus Norfolk County Ed Ketchabaw Municipality of Bayham/Township of Malahide
Tom Masschaele Norfolk County Debera McKeen Haldimand County Jim Palmer Township of Norwich Regrets: Peter Ypma Township of South-West Oxford
Shelley Ann Bentley Haldimand County Staff in attendance:
Judy Maxwell, General Manager Aaron LeDuc, Manager of Corporate Services Leigh-Anne Mauthe, Manager of Watershed Services
Saifur Rahman, Manager of Engineering and Infrastructure Jessica King, Social Media and Marketing Associate Nicole Sullivan, HR/Coordinator/Executive Assistant 1. Welcome and Call to Order Chair, Doug Brunton, introduced himself and welcomed everyone to the Long Point Region Conservation Authority’s 2026 Annual General Meeting. The meeting was called to order at 1:30 pm, Friday, March 6, 2026 in the Tillsonburg Administration Office Boardroom. 2. Declaration of Conflicts of Interest
None were declared. 3. Additional Agenda Items There were no additional agenda items.
4. Approval of the Agenda
A-32/26 Moved by T. Masschaele Seconded J. Palmer
That the Board of Directors approves the agenda as circulated. Carried
FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Ed Ketchabaw Tom Masschaele, Debera McKeen, Jim Palmer, Chris Van Paassen, Peter Ypma - 2 -
5. Minutes of the Previous Meeting a) Board of Directors Hearing Board Meeting of February 4, 2026 A-33/26
Moved by D. McKeen Seconded by E. Ketchabaw That the minutes of the Board of Directors Hearing Board Meeting held February 4, 2026 be adopted as circulated. Carried b) Board of Directors Meeting of February 4, 2026 A-34/26 Moved by M. Columbus Seconded by D. Beres
That the minutes of the Board of Directors Meeting held February 4, 2026 be adopted as circulated. Carried 6. Introduction of the Board of Directors and Committees The members of the Board and the community members of the Lee Brown Marsh Management
Committee and the Backus Museum Committee were introduced by Chair Brunton. 7. Introduction and Greetings from Special Guests Greetings were extended from Councillor Robert Chambers, County of Brant, Mayor Ed Ketchabaw, the Municipality of Bayham, Debera McKeen, Haldimand County, Mayor Jim
Palmer, Township of Norwich, Deputy Mayor Dave Beres, Town of Tillsonburg, and Mike Columbus, Norfolk County. Bonnie Fox, Conservation Ontario Director, Policy and Planning, spoke for Conservation Ontario and its support of Conservation Authorities and on the role of Conservation Ontario. 8. Remarks from Bobbi Ann Brady, MPP Haldimand-Norfolk Bobbi Ann Brady, MPP Haldimand Norfolk, acknowledged and thanked the Authority for the invitation and how nice it was to be back. MPP Bobbi Ann Brady spoke on the passion and commitment that the Authority staff has for their job and the region and acknowledged that the Authority always finds a way to work positively with the community. MPP Bobbi Ann Brady is happy to stand with Conservation Authorities in the coming year and supports the work carried out by LPRCA as environmental stewards. 9. Service Awards Presentation
The following staff were recognized for reaching service milestones with LPRCA this past year.
FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Ed Ketchabaw Tom Masschaele, Debera McKeen, Jim Palmer, Chris Van Paassen, Peter Ypma - 3 -
10-Year Service Award Leigh-Anne Mauthe, Manager of Watershed Services
Sarah Dancey, Norfolk Conservation Area Supervisor 15-Year Service Award
Dave Beres, Board member Michael Columbus, Board Member 50-year Special Recognition Tom Haskett, Lee Brown Marsh Management Committee Chair 10. Audit and Finance Committee The Chair called upon Dave Beres, Chair of the Audit and Finance Committee, to present the
financial statements. Dave Beres reported that the Committee met on February 20, 2026 and received and reviewed
the financial statements in detail. MNP issued a clean opinion of the Authority’s 2025 financial reports and found that the financial statements fairly presented the Authority’s position. The Chair introduced the auditors, Ray Mile and Julia Aubertin of MNP, and thanked MNP for their services. A–35/26 Moved by D. McKeen
Seconded by E. Ketchabaw THAT the minutes of the LPRCA Audit and Finance Committee’s meeting held February 20,
2026 be adopted as circulated. Carried
A–36/26 Moved by J. Palmer
Seconded by T. Masschaele
THAT the LPRCA Board of Directors receives the LPRCA 2025 Audit Findings Report from MNP, LLP Chartered Professional Accountants as information. Carried A–37/26
Moved by M. Columbus Seconded by R. Chambers THAT the LPRCA Board of Directors approves the financial statements for the year ended December 31st, 2025 audited by MNP, LLP, Chartered Professional Accountants. Carried A–38/26 Moved by D. McKeen Seconded by J. Palmer
FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Ed Ketchabaw Tom Masschaele, Debera McKeen, Jim Palmer, Chris Van Paassen, Peter Ypma - 4 -
THAT the LPRCA Board of Directors approves the appointment of MNP, LLP Chartered Accountants as LPRCA’s auditors for the 2026 fiscal period. Carried 11. Notice of Formal Motions
a) Designate Signing Officers A-39/26
Moved by D. Beres Seconded by J. Palmer
That the LPRCA Board of Directors approves the Chair, Vice-chair, General Manager, and Manager of Corporate Services as designated signing officers for Authority business for the year 2026. Carried b) Borrowing A-40/26 Moved by T. Masschaele Seconded by D. McKeen That the LPRCA Board of Directors authorizes the Chair or Vice-Chair and the General Manager or Manager of Corporate Services to borrow funds as required for the day-to-day operations of the Authority. Carried
c) Designate Conservation Ontario Council Representatives A-41/26
Moved by J. Palmer Seconded by R. Chambers
That the LPRCA Board of Directors designates the Authority Chair as the Authority’s representative to Conservation Ontario (CO), with the Vice-Chair designated as alternate, AND Further that the General Manager be directed to participate on appropriate committees of CO and be authorized to vote in the absence of the designated representatives. Carried 12. 2025 Annual Report
Judy Maxwell presented the 2025 Annual Report and provided an overview of the year’s activities and achievements. Hard copies are available at the head office and the report is
available on the LPRCA website; https://www.lprca.on.ca/wp-content/uploads/2026/03/2025-Annual-Report-LPRCA-bleed-compressed.pdf
On behalf of the staff, General Manager, Judy Maxwell, thanked staff, the Board, municipal partners, the various community partners, and customers for their continued support. A-42/26 Moved by M. Columbus Seconded by J. Palmer
FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Ed Ketchabaw Tom Masschaele, Debera McKeen, Jim Palmer, Chris Van Paassen, Peter Ypma - 5 -
That the LPRCA Board of Directors receives the 2025 Annual Report as information. Carried 13. Chair’s Remarks Chair, Doug Brunton, addressed the Board and guests to highlight the successes and
accomplishments of Long Point Region Conservation Authority in 2025. Chair, Doug Brunton, spoke on the announcement of the proposed amalgamations of
Conservation Authorities into 7 regional Conservation Authorities and reiterated that the Board of Directors does not support the Regional Conservation Authority consolidation proposal that was outlined in the Environmental Registry of Ontario. Doug Brunton is hopeful that our collective efforts have been heard and the importance of locally driven, watershed-based programs and services will continue into the future. The Chair then thanked the current and former members of the Board, the Lee Brown Marsh Management Committee, the Backus Museum committee, Norfolk Fibre Arts Guild Volunteers, and the staff for their dedication and support. 14. Stewardship Award Presentation Chair Brunton stated that the Long Point Region Conservation Stewardship award was created to recognize those individuals or groups who have made a commitment to
environmental sustainability and conservation. Jeff Tribe was selected as the recipient of the 2025 Long Point Region Conservation
Stewardship Award. Jeff, a proud resident of Oxford County, is a journalist, photographer, videographer and content creator who is passionate about the environment. Jeff, with the help of Ducks Unlimited Canada, facilitated a wetland restoration project on the Tribe Family Farm resulting in 1.4 acres of newly created wetland, including 2 wetland cells, several smaller water features and 8.9 acres of surrounding upland habitat. Around the wetland, Jeff planted 450 trees and shrubs. Most recently, Jeff planted another 550 trees on the farm through Forests Canada’s 50 Million Tree Planting Program facilitated by LPRCA. A plaque was presented to Jeff Tribe, who spoke briefly in appreciation of the Stewardship
Award. 15. Introduction of Keynote Speaker Chair Brunton introduced Gregg McLachlan, founder of WorkCabin Films and full-time conservation filmmaker. Gregg is not just the founder of WorkCabin films but also the Cinematographer, Writer, Editor, Executive Producer and handles Post-Production. Gregg has spent more than a decade pursuing his lifelong passion for nature and filmmaking.
FULL AUTHORITY COMMITTEE MEMBERS Shelley Ann Bentley, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Ed Ketchabaw Tom Masschaele, Debera McKeen, Jim Palmer, Chris Van Paassen, Peter Ypma - 6 -
16. Keynote Presentation – Destiny Wild: How Conservation Efforts Are Showing
Returns, Gregg McLachlan Gregg McLachlan’s presentation included the trailer for his upcoming film Destiny Wild, which follows biologists, conservationists, and community stewards in the Long Point Biosphere region as they document rare wildlife, fragile habitats, and the subtle signals that suggest the land is remembering what it once was.
Gregg McLachlan spoke on his other conservation documentaries, including Saving the Night Caller, which covers the Eastern Whip-poor-will in Walsingham Forest and Norfolk County. The
film explores the heart behind conservation science, helping viewers gain a deeper appreciation for the work it takes to ensure these species are still calling through the night for generations to come.
Mr. McLachlan spoke on the importance of Norfolk County’s environment and unique ecosystems and highlighted that through years of conservation effort, starting with the forestry station in 1909, many animals are returning and could return to Norfolk County. Gregg thanked the Board and the Authority for the opportunity to speak. Chari Brunton thanked and gave Gregg McLachlan a gift for his presentation. 14. Adjournment The Chair adjourned the meeting at 2:40 p.m.
_________________________________ ______________________________ Doug Brunton Judy Maxwell Chair General Manager
/ns
1
Subject: Request Confirmation for 25 Anniversary 21 June 2001, Port Burwell, 2026-06-
21
Good Day,
Thank you for requesting Royal Canadian Air Force participation at the 25 Anniversary 21
June 2001.
In addition to the information included in your original request, we will require the following
documents:
For a flyby:
1. A letter from the mayor or town council of agreeing with the flyby altitude of 500 ft (template
attached). In order to seek approval for the flyby to take place as low as 500 feet, your letter must
include the sentence completed below with the following information:
The Municipality of "event town" is supportive of a flyby by RCAF Aircraft as low as 500 feet,
for the "name of your event" being held in "event location" for transit, practice and shows
on "date".
2. A map showing the requested flyby routing (example attached).
For a static display with a helicopter:
1. A Google Earth image of the landing site that meets the requirements of paragraph 2.4.6
of the Air Display Organizers Manual; if not landing at an authorized airport.
2. A landing authorization letter (example attached); if not landing at an authorized airport.
3. A flyby Letter from the Mayor agreeing to a 500ft flyby -letter as attached.
4. A Google Earth image of the static display location.
For a static display with a fixed wing aircraft:
1. A map of the static display location.
For an air display or a demo:
1. A sterile air display area (SADA) (1000 x 3000ft for helicopters, and 3000 x 7000ft for fixed
wing).
Please email these documents back to us as soon as possible. (NLT 3 weeks prior to your
event)
Please review the attached Air Display Organizer Manual for more details. For static
displays, see Appendix 3A. For international events, please refer to section 2.4.1, Chapter
3 and 4.
If you wish to update any information, please don't hesitate to contact us by email with the
corrections/changes and we will amend our database.
2
If we are able to support, you will be notified by email 7 days prior to your event.
Please send all required documents to SpecialEvents.EvenementsSpeciaux@forces.gc.ca
Have a great day,
Special Events Division, 1 Canadian Air Division HQ - Canadian NORAD Region / CAOC
Canadian Armed Forces
<Flyby Map Carte Survol.pdf>
(Insert City/Town/R.M./Band Letterhead)
26 September 2019
Special Events 1 Canadian Air Division Headquarters PO Box 17000 Stn Forces
Winnipeg, MB R3J 3Y5
Flyby Letter – (Insert Event Name, Date, Location) The City of (Insert City) is supportive of a flyby by Canadian Armed Forces aircraft as
low as 500 feet, for the planned (insert event name) being held at (insert event location) for transit, practice, and shows on (insert date(s)). If you require any further information, please feel free to contact me at XXX-XXX-XXXX.
Sincerely, (Insert Electronic or Physical Signature) (Signature Block of Authorizing Official)
(Insert City/Town/R.M./Band Letterhead)
26 September 2019
Special Events 1 Canadian Air Division Headquarters PO Box 17000 Stn Forces
Winnipeg, MB R3J 3Y5
Helicopter Landing Authorization Letter – (Insert Event Name, Date, Location) The City of (Insert City) grants permission for the Canadian Armed Forces to land a
helicopter for a static display at (insert location/nearest geographical feature) on (insert date(s)). If you require any further information, please feel free to contact me at XXX-XXX-XXXX.
Sincerely, (Insert Electronic or Physical Signature) (Signature Block of Authorizing Official)
2026
1 CANADIAN AIR DIVISION
AIR DISPLAY
ORGANIZER MANUAL
2/32
PREFACE
The 1 Canadian Air Division (1 CAD) Air Display Organizer Manual provides information on the
Royal Canadian Air Force (RCAF) aircraft available for event support and the procedure for
requesting them, air operations rules/regulations, the organizer’s support obligations with respect
to participating aircrews, and public relations/communications.
431 Air Demonstration Squadron (the Snowbirds) and the CF-18 Demonstration (Demo) Team
schedules are developed one year in advance, approved by the Commander 1 CAD, and
released in the first week of December the year prior to the applicable season. For all other
RCAF aircraft, the amount of notice that can be provided with regards to committing resources
to a particular event will vary greatly with the time of year and the number of requests being
fielded by the 1 CAD Special Events office at the time.
Please be aware that event support is subject to national, operational and training
requirements as well as aircraft and aircrew availability. RCAF participation can be cancelled
at any time due to these circumstances. Notwithstanding, the 1 CAD Special Events office will
make every effort to seek out available resources.
Requests for all RCAF aircraft static displays, flybys, and flying demonstrations must be
submitted using the online request form, which can be found at https://www.canada.ca/en/air-
force/services/showcasing/events-ceremonies/request-demonstration.html
Thank you for your interest in the RCAF and may your event be safe, sunny, and successful.
3/32
Table of Contents
PREFACE .................................................................................................................................. 2
Chapter 1 GENERAL INFORMATION ................................................................................. 5
1.1 RCAF Air Display Policy ........................................................................................... 5
1.2 Special Events Contact Information .......................................................................... 5
1.3 Request Procedure/Deadlines .................................................................................. 5
1.4 Aircraft Request Sequence of Events ....................................................................... 5
1.5 Approval Process ..................................................................................................... 6
1.6 Foreign Military Participation at Canadian Sites........................................................ 6
Chapter 2 AIR OPERATIONS ............................................................................................. 7
2.1 Weather Limits ......................................................................................................... 7
2.2 Airspace Reservations .............................................................................................. 7
2.3 Notice to Airmen (NOTAM) Requirements: Canadian and American Shows ............ 7
2.4 Show Site Criteria ..................................................................................................... 8
2.5 Imagery of the Show Site ........................................................................................12
2.6 Practice Days for Snowbirds and CF-18 Demo........................................................12
2.7 Mobile Aircraft Arresting System (MAAS) ................................................................12
2.8 Flight Operations Director (Air Boss) .......................................................................13
2.9 Ground Support Coordinator (GSC) ........................................................................13
Appendix 2A - Mayor’s Letter – Helicopter Landing ............................................................14
Appendix 2B - Helicopter Landing Map ...............................................................................15
Appendix 2C - Land Use Authority Letter for Helicopter Landing – Landowner ...................16
Appendix 2D - Indemnification Letter ..................................................................................17
Appendix 2E - Mayor’s Letter (Air Show) ............................................................................18
Appendix 2F - Mayor’s Letter (Flyby) ..................................................................................19
Appendix 2G - City Official Letter (Flyby) ............................................................................20
Appendix 2H - SADA Map (Over Land)...............................................................................21
Appendix 2I - SADA Map (Over Water) ...............................................................................22
Appendix 2J - Flyby Map ....................................................................................................23
Chapter 3 LOGISTICAL SUPPORT ....................................................................................25
3.1 Organizer’s Responsibilities ....................................................................................25
3.1.1 Accommodation Standards .....................................................................................25
3.1.2 Transportation .........................................................................................................25
3.1.3 Meals ......................................................................................................................25
3.1.4 Specific Crew Requirements ...................................................................................25
3.2 Aircraft Security .......................................................................................................26
3.3 Aircraft Fuel .............................................................................................................26
3.4 Music Licenses ........................................................................................................26
3.5 Public Address (PA) System....................................................................................26
Appendix 3A - 1 CAD Security Requirements and Checklist ...............................................27
Appendix 3B - Airfield Classes ............................................................................................29
Chapter 4 PUBLIC RELATIONS / COMMUNICATIONS .....................................................31
4.1 Public Relations Procedures ....................................................................................31
4.2 1 CAD Public Affairs Office Contact Information ......................................................31
4.3 VIP / Sponsor’s / Air Show Performer’s Chalets ......................................................31
4.4 Weather Cancellations ............................................................................................31
4.5 Crisis Communications ............................................................................................31
4.6 Noise complaints .....................................................................................................32
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Chapter 1 GENERAL INFORMATION
1.1 RCAF Air Display Policy
To ensure that RCAF resources are properly allocated, support to air displays is coordinated by the 1 CAD
Headquarters Special Events office, hereafter referred to as Special Events.
1.2 Special Events Contact Information
Special Events | événements spéciaux
1 Canadian Air Division Headquarters | Quartier général de la 1re Division aérienne du Canada
Royal Canadian Air Force | L'Aviation royale canadienne
National Defence | Défense nationale
PO Box 17000 Stn Forces | CP 17000, succ. Forces
Winnipeg, Manitoba, Canada, R3J 3Y5
Office Numbers: (204) 833-2500 Ext 257-5206 and 257-5228
Email: SpecialEvents.EvenementsSpeciaux@forces.gc.ca
1.3 Request Procedure/Deadlines
To request RCAF aircraft support for air displays (flybys, static displays, and/or flying demonstrations),
please use the online request form at: https://www.canada.ca/en/air-force/services/showcasing/events-
ceremonies/request-demonstration.html
The less time between receiving the request and the date of the event, the less likely the event can be
supported. The following timelines are highly recommended and inability to meet them reduces the amount
of time available to properly coordinate support for your event:
• Snowbirds and CF-18 Demo Team Requests: 01 August (previous year)
• All other flying and static requests for RCAF aircraft: 90 days prior to event date
• SkyHawks: 31 August (previous year)
Note: To request the SkyHawks, contact them directly at skyhawks@forces.gc.ca. Special Events is not
involved in their scheduling process. The Army chain of command approves their schedule.
1.4 Aircraft Request Sequence of Events
• Follow the request procedure detailed in section 1.3.
• Once the request form is received, an “Initial Response” email reply will be sent to the email address on
the form and may request the following additional supporting documentation:
• Static display at an airport – fixed wing or helicopter
• A map showing the location of the static display.
• Static display other than at an airport – helicopter (see section 2.4.6)
• A Letter of Approval from the local authorities;
• A landowner authorization letter; and
• A map showing the landing zone where the helicopter will be on display.
• Flyby – fixed wing or helicopter
• A Letter of Approval from the local authorities (see section 2.4.7). This is not required if the
flyby will take place at an airport.
• A map showing the location of the event (see section 2.5).
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• Flying Demonstration – fixed wing or helicopter
• A map containing a depiction of the Sterile Air Display Area (SADA) (see section 2.4.1).
• Once the required documentation is received, approximately one month prior to the event a staff check
for available aircraft will be made to the Wing(s) located closest to where the event will occur:
• If a Wing confirms event support, and once the Commander 1 CAD has given approval
approximately 7-14 days prior to the event, Special Events will advise the organizer. The
squadron/aircrew will then contact the organizer directly to make final arrangements for such
things as timings, routings, accommodations and transportation, as required; or
• If your request cannot be supported, you will be notified by email indicating the reason why.
Note: If your request is outside the current calendar year, beside the initial response email, no other action
will be taken prior to the staff check one month prior. You may still send us any required documentation.
1.5 Approval Process
Approval is based on several factors including operational activity levels, location suitability, aircraft/aircrew
availability, proximity of resources, training value, and equitable regional distribution.
It is important to understand that any RCAF aircraft support of a special event request is determined at the
squadron level and is at the discretion of the squadron commanding officer. Squadrons will determine
support based upon their ability to use their training hours and still maintain an appropriate level of
readiness for operations. This is not normally known until approximately 30 days prior to the event. If a
squadron feels they cannot meet their readiness posture, they will decline the special event request.
1.6 Foreign Military Participation at Canadian Sites
All foreign military aircraft participation at a Canadian civilian or military air show must be authorized by
Special Events. It is important that timely action be taken to ensure proper authorization is finalized well in
advance of the display.
To request US military aircraft support, the organizer must use form DD2535 available at
https://www.esd.whs.mil/portals/54/documents/DD/forms/dd/dd2535.pdf.
If foreign units have indicated their attendance, the event organizer must send email notification to Special
Events with the details no later than 21 days prior to the event, with a finalized list of participants required
72 hours prior. If attendance is not confirmed, include the aircraft in the message as TBC (to be confirmed).
The format is as follows:
ROLE SERVICE
(COUNTRY)
AIRCRAFT TYPE
AND NUMBER HOME UNIT CONTACT INFO
FLY USAF
USN
1 X F15 DEMO
1 X P8 FLY-BY
173RD Fighter Wing
VP-40
EMAIL
CELL PHONE
STATIC
USN
USCG
RAF
1 X F18
1 X HC130 (TBC)
1 X TYPHOON
VFA-25
CGAS Kodiak
11 Sqn
EMAIL
CELL PHONE
Participation of all USAF/USN jet air display teams REQUIRES permanent aircraft arresting gear at the
event location or within a specific flight distance (approximately 50-80 NM) as specified in their applicable
support manuals. Otherwise, Mobile Aircraft Arresting Systems (MAAS) (See section 2.8) will be required.
This must be considered when requesting these units.
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Chapter 2 AIR OPERATIONS
2.1 Weather Limits
Regardless of the forecast weather, actual weather conditions present at the time of the display will be
assessed to arrive at a Go or No-Go decision. The aircraft commander or formation lead will have the final
say on whether or not a flying performance will be conducted. However, the Flight Operations Director (Air
Boss) may also cancel flying due to inclement weather. The RCAF will support this decision and will not be
held responsible for its impact.
Note: If a performance is cancelled, the air show organizer remains financially responsible for the items
detailed within this manual and must have a communications plan in place regarding weather
cancellations (see section 4.4).
2.2 Airspace Reservations
2.2.1 Canadian Show Site Restriction Requirements
RCAF aircraft require “Restricted” or “Class F” airspace to be reserved for all aerobatic performances (air
demonstrations). Specific time requirements for this reservation are detailed in each team’s support
manual. Despite the airspace classification, normal operations can be conducted up to the point that the
RCAF aircraft begins to taxi, but all traffic must be clear of the restricted area prior to take off.
2.2.2 United States Show Site Restriction Requirements
Anytime RCAF aircraft perform an aerobatic show/demonstration or low-level flight in the USA, an FAA
waiver is required. This waiver can be obtained by contacting the nearest Flight Standards District Office
(FSDO) and filling out FAA form 7711-2 “Application for Certificate of Waiver or Authorization”. This request
must be submitted at least 90 days prior to the demonstration or air show and must include a map or
diagram of the demonstration/show site.
The Federal Aviation Regulations (FARs) required to be waived are as follows: 91.117, 91.119, 91.127,
91.129, 91.130, and 91.303.
2.2.3 Dimensions of Restricted Airspace
The dimensions of the restricted airspace required in both Canada and the United States are as follows:
• Snowbirds: 10 NM radius centred on show centre with a height of 7500’ AGL.
Note: While a 10 NM radius is preferred, this may be reduced. Only the Snowbird Team Lead can accept
this reduction. If required, contact the team for approval and advise Special Events accordingly.
• CF-18 Demo Team / CF-18 Tac Demo Team: 5 NM radius centered on show centre with a height of
7500’ AGL minimum.
Note: During the show, VFR weather conditions permitting, the CF-18 climbs vertically to 18000’ AGL
and, therefore, must have this airspace coordinated with the appropriate ATC unit for the 3-minute
duration it takes to conduct this manoeuvre (CF-18 Demo Team only.)
2.3 Notice to Airmen (NOTAM) Requirements: Canadian and American Shows
Where Restricted / Class F airspace has been granted, Transport Canada or the FAA will issue a NOTAM
prior to the show date. However, there may be situations where Restricted Airspace is not available. If this
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is the case, it is important that Special Events be advised as soon as possible. As a minimum, a NOTAM
will still need to be issued by contacting the nearest Nav Canada Flight Information Centre. The request for
a NOTAM must be made a minimum of 60 days in advance of the event and it must be issued a minimum
of 7 days in advance of the event.
The following is an example of the NOTAM that is required to be in place for the CF-18 and Snowbirds
Demo Teams (as part of the 45 and 60 day checklists respectively). The organizer is to ensure that the
NOTAM includes the authority from air show control and the tower (if applicable) prior to permitting anyone
to fly into the airspace per the last line of the example below.
19XXXX CYAW HALIFAX/SHEARWATER (HELI)
CYAW PURSUANT TO SECTION 5.1 OF THE AERONAUTICS ACT, EXC FOR
CANADIAN FORCES AIRSHOW PARTICIPANTS AND MEDEVAC/RESCUE ACFT,
AIRSPACE WITHIN A 10 NM RADIUS OF AIRPORT IS RESTRICTED DURING THE
SHEARWATER INTERNATIONAL AIR SHOW. SFC TO 15000 FT MSL. NO PERSON
SHALL OPR AN ACFT WITHIN THE AREA DESCRIBED UNLESS AUTH BY AIR SHOW
CONTROL (###) ###-#### AND SHEARWATER TWR, VHF FREQ 126.2, UHF FREQ
340.2.
19MMDDHHMM TIL 19MMDDHHMM
Note: It is important that the NOTAM be worded exactly as this example.
For US NOTAMs, the request must be submitted to your regional FAA/FSDO office. Please note that
NOTAMs are required for the arrival manoeuvres, practice (if required) and the show(s) and will be issued
at least 30 days prior to the aerial demonstration. If a Temporary Flight Restriction (TFR) is required, you
must contact your local FAA office. The request for a TFR must be submitted 120 days prior to your
show/event and should cover the duration of the arrival manoeuvres, practice, and performances. The TFR,
in conjunction with the NOTAM, prevents all non-participant aircraft incursions during the applicable times.
2.3.1 Special Flight Operations Certificate (SFOC)
An SFOC is authorization for civilian air demonstrations and is obtained from Transport Canada. For
additional information, contact your Transport Canada Regional Manager of General Aviation. An SFOC is
not required for RCAF or foreign military aircraft.
2.4 Show Site Criteria
2.4.1 Sterile Air Display Area (SADA)
RCAF and foreign military aircraft performing a demonstration at an air display must adhere to specific
safety distances and other air display regulations, which vary depending upon the aircraft type, as outlined
in RCAF Flying Orders.
All performing RCAF aircraft require a SADA as detailed in the diagram below. It must measure 6000’ long
by 3000’ wide and have 500’ x 500’ extensions at both ends bringing the total length to 7000’. The 3000’
width is divided by the show line and adjacent to each side are the spectator areas; the primary spectator
area (near side) and the secondary spectator area (far side). This creates a show line 1500’ from the crowd
line. The barrier defining the crowd line must be no closer than 500’ from the closest edge of the active
runway. As aircraft may manoeuvre to the rear of the crowd, the crowd line should normally be no longer
than 5000’.
Event organizers are required to exercise access control over the SADA ensuring that it is accessible only
to essential personnel. This means that no other aircraft may operate within the airspace and/or no vehicle
may operate on the ground within the confines of the SADA while an aircraft is manoeuvring. Security
personnel must block access to roads that may enter or cross this area. Essential vehicles such as Aircraft
Rescue and Fire Fighting (ARFF) and Security Units are permitted access on a limited basis. Any buildings
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within the SADA must be vacant. These measures must be in place if military demonstrations are to be
performed, including all practice days as well as performances.
Maintaining security of the SADA is essential to providing a safe air show and 1 CAD/Special Events
expects compliance with this critically important requirement. In the event of a security breach of the SADA
during the show, the appropriate safety pilot shall be advised as soon as possible. Regrettably, there will
almost certainly be an immediate suspension of the demonstration. Both the RCAF safety pilot and/or the
Air Boss present have the authority and responsibility to suspend the show.
Show sites in Canada at which military aircraft perform must meet all RCAF requirements, which includes
the 5 markers designated in the image below:
• One show centre marker, situated on the show line at the centre of the SADA;
• Two show line markers, each approximately 1500’ either side of the show centre marker (if it is not
possible to locate each one 1500’ from the show centre marker, they need to be equidistant); and
• Stage left and stage right markers, each 500’ from the left and right edge of the crowd line.
The Show Line is a line on the ground that the pilots must not cross while performing aerobatic manoeuvres
during the show. Marking it can be accomplished in several ways but must be easily seen from the air.
Objects that make the best show lines are runways, taxiways, tractor trailers, and school buses. For military
jet teams and single ship demos, the markers used to designate the show line must be discernible at least
2 miles from show centre at an altitude of 300’ as well as from the highest altitude required by the applicable
team. The show line does not have to be a line drawn on the ground, however it must be three objects in a
row along the designated show line. If your proposed show line is in a field or in the trees without naturally
occurring geographical references, please inform Special Events as soon as possible. Close coordination
will be required to ensure acceptable show line marking.
All show markers must be set up prior to the arrival of RCAF aircraft so that an assessment and
familiarization of the show site can be made prior to any practices or performances. It is important
that the left, centre and right show line markers line up precisely along the designated show line. A GPS
should be used wherever possible to line up the markers. Inability to properly align your show line markers
will make providing a safe and effective show more difficult. The Snowbirds and/or the CF-18 Demo pilot
will provide feedback to the Point of Contact following their arrival at the event.
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2.4.2 SADA for Helicopters
The minimum size of the SADA for a helicopter demonstration is 3000’ in length (if required, this can be
reduced to 2000’ with approval) and 1000’ in width. The same criteria and safety requirements mentioned
in section 2.4.1 remain applicable to helicopters.
2.4.3 SADA for Over Water Shows
Show line requirements for an over-water show are the same as those for an over-land performance. This
means that the 1500’ show line must be marked in the same manner. The stage left/right markers may be
placed on shore or in the water as required by local geography.
Experience has proven that single anchored buoys are not easily visible, especially in rough water;
therefore, multiple buoys may be needed to ensure that the show line is visible from the air. Experience
has also shown that yellow markers are the easiest to see.
2.4.4 Reduced Show Line Waivers
Occasionally, a naturally occurring show line (a tree line or a river for example) is evident at a distance less
than 1500’ from the crowd line. If unable to provide a SADA as detailed above (but can meet the pre-
requisites outlined below), it may be possible to apply for a waiver to reduce the distance from the show
line to either the primary or secondary spectator area, but not both, to as little as 1200’ in order to take
advantage of the naturally occurring show line.
The conditions of a reduced show line waiver are:
• The show line must be a permanent, unique “prominent terrain feature”. Pilots must be able to easily
recognize it at 300 kts and 300’. Examples would be a runway, river, or unique tree line. Artificial markers
such as flags and fences etc., do not qualify;
• The intent is not to bring the crowd closer to the performance area but to take advantage of naturally
occurring features. To mitigate aircraft having to manoeuvre in a smaller area, it’s essential that the
reduced show line is a precise and very obvious feature.
• Detailed maps or aerial photographs must be submitted for approval;
• For show sites in the USA, a copy of either the FAA waiver or a letter from the FAA stating approval of
the show site must be obtained;
• Application does not equate to approval. A 90-day minimum lead time is required; and
• Each application will be handled on a case-by-case basis.
If it is determined that a reduced show line waiver would be beneficial, contact Special Events.
2.4.5 Other Flying Demonstrations
Other flying demonstrations are available as listed in the table below, subject to operational commitments
and training requirements. Consequently, the flying demos listed below cannot be confirmed until two weeks
prior to the requested event date. Also, please be aware that due to the possibility of higher priority missions,
1 CAD may have to cancel the flying demonstrations at any time.
Aircraft Demonstration Available
CC130H Hercules SAR Demo
CC130J Hercules Flying Demo
CC177 Globemaster III Flying Demo
CF188 Hornet Tactical (Non-Aerobatic) Demo
CH146 Griffon Tactical Flying Demo, SAR Demo
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CH149 Cormorant SAR Demo
CP140 Aurora Flying Demo
CT142 Dash 8 Flying Demo
CT156 Harvard II Flying Demo
2.4.6 Helicopter Landing Site Requirements
RCAF helicopters supporting air and static displays require a landing site that is no closer than 500’ to any
spectator or an area that is 1000’ in diameter. This is in the interests of spectator safety and protection from
flying debris caused by rotor wash. The diagram below details the minimum distances required for a
helicopter to land. In addition to the mayor’s approval letter (see Appendix 2A) and the map (see Appendix
2B) detailed in section 1.4, if the proposed landing site is not at an airport, permission from the landowner
must accompany the required documentation (see Appendix 2C).
If the helicopter will land within a secure area (such as private property) or will land at a time of day where
no spectators are present, then the distance requirement of the landing zone can be reduced. However,
Special Events will need verifiable proof to authorize these exceptions. A Google Earth image of the landing
site and a Land Use Authority letter can usually accomplish this requirement.
2.4.7 Flybys
RCAF aircraft are available for flybys such as Canada Day, Remembrance Day, events with either an
aviation or military connection, or a community event. They can consist of up to two passes. According to
RCAF regulations, the lowest altitude permitted over “built-up” areas (cities/towns) is 1000’ above the
highest obstacle within 2000’ of the aircraft’s track at a speed not to exceed 250 knots, or in accordance
with the aircraft operating instructions, whichever is higher.
Under certain circumstances, altitudes as low as 500’ can be authorized for the flybys mentioned above. In
those cases, two waivers must be obtained. One is a letter from the municipal authority (see Appendices
2E, 2F, and 2G for examples), which must specifically state “no lower than 500 feet” or “as low as 500 feet”
above ground. Some city councils will have a designated person, such as a city manager, who can sign on
behalf of the municipality. It is the responsibility of the Event Organizer to obtain this letter from the
municipal authority’s office and to forward it to Special Events. The other waiver comes from the
Commander 1 CAD. The Commander’s waiver would occur after the mayor’s approval has been received
Landing site
500’
500’
500’
500’ Crowd Line
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and will be requested by Special Events staff.
A map showing the location to be over flown (ideally via Google Earth with GPS coordinates) as well as the
routing must be forwarded to Special Events via email as soon as possible (see Appendix 2J).
If there are livestock in the vicinity of the flyby, Special Events will require a Letter of Indemnification from
the organizer absolving the Department of National Defence (DND) of any legal action should any harm
come to the livestock as a result of the flyby (see Appendix 2D). If an indemnification letter is not received
and livestock are present, we will be unable to conduct the flyby.
2.5 Imagery of the Show Site
For an air demonstration, Special Events requires a map of the SADA over which the aircraft will perform
(see Appendices 2H and 2I) and must include the GPS coordinates for show centre. The best tool for this
is Google Earth. Please email this diagram and any other show site maps to Special Events, the Snowbirds
and/or the CF-18 demo pilot (as required) at your earliest possible convenience.
2.6 Practice Days for Snowbirds and CF-18 Demo
The Snowbirds and the CF-18 Demo pilot must have a scheduled practice on the day prior to the air show.
This practice slot must be a minimum of 45 minutes for the Snowbirds and 25 minutes for the CF-18 Demo.
The above mentioned SADA and NOTAM, as well as all road closures, must be in effect for this practice.
If this cannot be arranged, please contact Special Events to discuss options. Ensure to review the
respective team’s support manual for more details.
2.7 Mobile Aircraft Arresting System (MAAS)
Under certain circumstances, at show sites where the runway length is less than 6000’, the CF-18 can only
operate from the runway when arresting gear is present to help recover the aircraft. For runways without
permanent arresting gear, the RCAF has MAAS that can be installed. The requirement for MAAS will be
determined by Special Events in coordination with the Event Organizer and, due to the level of coordination
required, will be determined early in the season.
The MAAS can be made available for all hook equipped military aircraft including US aircraft. Participation
of all USAF/USN jet display teams REQUIRES permanent aircraft arresting gear to be at the event location
or be within a specific flight distance (approximately 50-80 NM) as specified in their applicable support
manuals. Otherwise, MAAS will be required.
Typically, where MAAS is required, the cost of installation and recovery will be borne by the Event
Organizer. On average, the MAAS install is a minimum of $20,000 in incidental costs, with this number
fluctuating due to local mobilization, equipment, geography, and labour costs.
Specific requirements for each site will be coordinated by the MAAS Team Leader. Early in the season, the
Team Leader will contact the Event Organizer to establish dates for a pre-site visit, normally conducted one
to two months prior to the event. During this pre-site visit, if it is determined that the MAAS must be installed
within 200’ (61m) of the runway edge due to conditions on the airfield, an exemption must be sought with
Transport Canada. This exemption does take coordination and therefore must be pursued immediately.
For the event itself, the MAAS Team will generally arrive five to six days prior and will depart two days after
the event. Close communications/co-ordination between the (military) Air Display Director, (civilian) Flight
Operations Director, Air Traffic Control and the MAAS Team Leader is required.
2.7.1. MAAS Team Logistical Requirements
In the event MAAS is required, the Event Organizer will be responsible for providing accommodations and
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local transportation (i.e. rental vehicles) for the 6-8 person crew. In addition, organizers must be prepared
to provide the team with support equipment that includes the following:
• a 15 ton (minimum) capacity crane with operator for load and off load;
• a front end loader with forks (minimum 10000 lbs lift capacity/18000 lbs tow capacity);
• up to two ½ or ¾ ton 4x4 pick-up trucks available until departure, for use during system installation
and operation; and
• at some locations, a drilling rig may be required to facilitate installation of the anchors.
2.8 Flight Operations Director (Air Boss)
The International Council of Airshows (ICAS) Canadian Air Boss Committee (ICABC), a subcommittee of
the ICAS Safety and Operations Committee (ICAS-SOC), created a program to ensure that all those
working as an Air Boss within the Canadian air show industry are certified.
Effective January 1, 2022, any air show in Canada with military or civilian flying displays requires a certified
air boss.
2.9 Ground Support Coordinator (GSC)
At designated air display sites in Canada, where significant numbers of military aircraft are involved, a GSC
will be appointed to co-ordinate and supervise military ground support personnel and equipment. The cost
of transporting equipment from a military base to the air show site will be the responsibility of the Event
Organizer. The GSC will ensure all supporting equipment and personnel are properly requested and in
place for the air display. The GSC team shall be provided accommodations and transportation per section
3.1. Special Events can assist the GSC with initial contacts with applicable wings. The RCAF does not have
available all equipment required by US display teams and therefore these items may have to be sourced
from the USAF/USN.
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Appendix 2A - Mayor’s Letter – Helicopter Landing
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Appendix 2B - Helicopter Landing Map
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Appendix 2C - Land Use Authority Letter for Helicopter Landing – Landowner
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Appendix 2D - Indemnification Letter
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Appendix 2E - Mayor’s Letter (Air Show)
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Appendix 2F - Mayor’s Letter (Flyby)
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Appendix 2G - City Official Letter (Flyby)
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Appendix 2H - SADA Map (Over Land)
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Appendix 2I - SADA Map (Over Water)
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Appendix 2J - Flyby Map
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Chapter 3 LOGISTICAL SUPPORT
3.1 Organizer’s Responsibilities
Air display organizers are responsible for providing accommodations, ground transportation and all
associated fees (i.e. landing fees, parking fees). The minimum number of crew members you will be
required to host by aircraft type is outlined below. Organizers requesting a flyby may not be required to
provide any of the following items; please call Special Events for confirmation.
3.1.1 Accommodation Standards
Military crews spend a lot of time on deployed operations and training away from home. Therefore, the
minimum standard of accommodation for each crew member is to have a single hotel room that is modern,
clean, and quiet. Each room should be configured with:
• One queen sized bed with a separate bathroom;
• Standard media/communication (telephone, TV and Internet); and
• A functioning air conditioner
3.1.2 Transportation
Transportation can be either rental vehicles or courtesy cars with a full tank of gas (with sufficient space for
personnel, equipment and baggage) or crew transport that is both easily and frequently available. If rental
cars or courtesy cars are used, the organizer is responsible for providing the necessary insurance for all
crew members to drive the vehicles. For Snowbird and CF-18 Demo Team transportation requirements,
team coordinators will provide specific instructions on the number and size of rental vehicles required.
3.1.3 Meals
Provision of meals is not required. However, if crews are expected to remain at their aircraft through the
course of a day-long air show, then meal provision will need to be discussed with Special Events.
3.1.4 Specific Crew Requirements
The Snowbird and CF-18 Demo Team accommodation requirements do not vary much from location to
location. The organizer should be prepared to set aside 30 rooms for the Snowbirds and 8 for the CF-18
Demo Team. Team coordinators will confirm the actual number prior to the air show in sufficient time so
that the organizer can release any unused rooms.
The table below indicates specific crew complements for other than the Snowbirds and CF-18 Demo Team.
These are the minimum that the organizer is obligated to host unless arrangements are made through
Special Events and the participating unit. The organizer may host additional crewmembers but is not
obligated to do so.
AIRCRAFT
DESIGNATOR COMMON NAME CREW COMPLEMENT MINIMUM
RUNWAY
CC-130H HERCULES STATIC/FLY - 5 3000'
CC-130J HERCULES STATIC/FLY - 4 3000’
CC-138 TWIN OTTER STATIC/FLY - 4 2000'
CF-188 HORNET STATIC / FLY - Up to 2 6000' *
CH-146 GRIFFON STATIC/FLY - 4 Helo
CH-147F CHINOOK STATIC/FLY - 5 Helo
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CH-148 CYCLONE STATIC/FLY - 6 Helo
CH-149 CORMORANT STATIC/FLY - 5 Helo
CP-140 AURORA STATIC/FLY - 8 5000'
CT-142 DASH 8 STATIC/FLY - 6 5000'
RCAF LEASED AIRCRAFT
Bell 412CF OUTLAW STATIC - 2 Helo
BH-206 JET RANGER STATIC - 2 Helo
C-90B KING AIR STATIC - 2 4000’
CT-156 HARVARD II STATIC/FLY - 2 3500’
G120A GROB STATIC - 2 2000’
* MAAS is mandatory with less than a 6000’ runway or less than a 7000’ runway at high
elevation (3000’ elevation or greater).
3.2 Aircraft Security
Due to the operational/classified nature of military aircraft, aircraft security is required and is the Event
Organizer’s responsibility. Appendix 3A and 3B provide a detailed breakdown of the security requirements.
Costs for security shall be the responsibility of the air show.
3.3 Aircraft Fuel
For RCAF aircraft, fuel will be paid for using a Canadian Government or US DOD credit card. In some
cases, a corporate fuel credit card may be used. Most aircraft types use JP-8 or JET A and some aircraft
may require oxygen. Please confirm aircraft requirements with the pilot when contact prior to the event. At
an airport where a DND services contract is in place, refuelling must be carried out by that contractor
regardless of other sponsorship arrangements made by the air show. In all cases, the invoice must go
directly from the corporate supplier to the DND. At designated major air display sites, this can be
coordinated by the Ground Support Co-ordinator.
The government providing the NATO military aircraft pays for fuel using applicable NATO procedures.
Under no circumstances is fuel for Canadian or NATO military aircraft to be charged to or paid for by the
Event Organizer and subsequently billed to the Canadian Government. Mark-up of fuel sold to military
aircraft is not permitted.
Arrangements for non-NATO military aircraft are the responsibility of the Event Organizer and the providing
nation (e.g.: Eastern European, Middle Eastern, or Pacific nations).
3.4 Music Licenses
It is the Event Organizer’s responsibility to ensure the appropriate licences have been obtained for the
music used to accompany the air displays. This must be done well in advance. The Society of Composers,
Authors and Music Publishers of Canada (SOCAN, 800-557-6226, www.socan.com) is the agency
responsible for issue of the required licence in Canada. In the USA, the event organizer must contact BMI
at 877-264-2137, ASCAP at 800-505-4052 and SESAC at 800-826-9996 to obtain the licence.
3.5 Public Address (PA) System
The PA system is one of the most important items for a successful Air Show and is often one that is most
neglected. The PA system must be able to reach the majority of the crowd and extend the full length of the
crowd line. Not only is a PA system important for the show, but also for performer and crowd safety. The
PA system shall be set-up and fully functional for both practice and show days.
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Appendix 3A - 1 CAD Security Requirements and Checklist
Definitions
Armed Response: a security force that is in place at an air display to provide a response to an incident
affecting an RCAF aircraft. The air show shall use only Law Enforcement Agencies
(LEAs) such as RCMP, Provincial Police or local Police. Military air shows will use
Military Police and WASF personnel for security at the air show.
Bonded Cleared Security Guard: an employee of a security company that has met the CAN/CGSB-
133.1-2017 standard for security guards within Canada.
Enhanced Security Guard: a volunteer with the air show who has undergone a background check to
ensure suitability for the role of guarding aircraft.
General
1. Forward the security layout to Special Events no later than 30 days prior to the date of the event.
The required information shall include:
a. Verification of the security guards’ reliability;
b. Verification of the security force provider/employer reliability;
c. Identity of the armed response provider if other than the agency providing the security
guards;
d. Air show layout, detailing static parking plan, car parking plan and entry points to flight line
and static line; and
e. Plan for controlling the public. i.e. searching of hand carried items, not allowing coolers, etc.
2. At Schedule I Aerodromes (Appendix 3B) the static line shall be handed back to the airport
authority after air show hours thus meeting the restricted area requirement. If the
aforementioned is not the case, then "bonded cleared" security will be required to guard the
aircraft. At non-Schedule I Aerodromes, a "bonded cleared" security guard will be required to
guard the aircraft after the air show hours of operation. One guard per restricted area.
3. At all aerodromes, a 24 hour armed response must be capable of responding to an alarm affecting RCAF aircraft within 5 min.
Static Displays
4. A cordon is to be placed around the aircraft to a distance of 3.5m (10’). The distance for the CP-
140, CC-130H, CC-130J, and the CT-142 can be reduced so that the public is not able to touch
the aircraft and is not permitted under any part of the aircraft. This area will be considered a
restricted zone:
a. All RCAF aircraft may be contained within a single restricted zone;
b. After air show hours, one "bonded cleared" security guard shall be present for each restricted
zone. Access to the restricted zone after air show hours shall be limited to authorized
personnel;
c. No other aircraft are to be parked within 3.5m (10’) of the restricted zone; and
d. Hand carried items by visitors are subject to a physical search, which shall be carried out if
physical searches of hand carried items are not conducted as visitors enter the air show
grounds.
5. If the aircraft are to be open to the public, a single entry and exit point shall be established along
the cordon to control access.
6. If more than one aircraft is to be contained within a restricted zone, a cordon shall be in place to
ensure the flow of visitors is directly to and from the aircraft.
7. The entry and exit point shall be monitored with crewmembers and "enhanced security" air show
personnel. The number of visitors allowed within the restricted zone shall be no more than the
crew can effectively monitor.
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8. During air show hours, a crewmember shall be present at the aircraft at all times. For aircraft
where this is unrealistic, the air show organizer shall provide either a bonded security or
enhanced security guard to monitor the aircraft until such time that the crewmember returns.
9. The air show organizer shall provide security guards and crewmembers with communications
that are compatible with the armed response agency.
10. Ensure that vehicle traffic on the static line is restricted to the following:
a. Airfield service vehicles providing service and support for aircraft and aircrew;
b. Escorted crew vehicles;
c. Escorted concessions vehicles; and
d. Emergency vehicles.
Flying Displays
11. RCAF aircraft are to be placed within a restricted zone. A "bonded cleared" security guard shall
ensure that access to the restricted zone is limited to authorized personnel. The security guard
shall have communications that are compatible with the armed response.
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Appendix 3B - Airfield Classes
Reference: Canadian Aviation Security Regulations (https://laws-lois.justice.gc.ca/eng/regulations/SOR-
2011-318/)
1. Schedule I Aerodromes. The following airfields meet 1 CAD Airfield Operations Zone criteria
providing acceptable security for transient aircraft under normal circumstances:
a. Calgary CYYC;
b. Edmonton CYEG;
c. Halifax CYHZ;
d. Montréal CYUL;
e. Montréal CYMX
f. Ottawa CYOW;
g. Toronto CYYZ;
h. Vancouver CYVR; and
i. Winnipeg CYWG.
2. Schedule II Aerodromes. The following airfields may comply with the 1 CAD Airfield Operational
Security Zone security standards. However, additional arrangements for aircraft security may be necessary
or security deviation requested by aircraft commanders:
a. Charlottetown CYYG;
b. Fredericton CYFC;
c. Gander CYQX;
d. Iqaluit CYFB;
e. Kelowna CYLW;
f. London CYXU;
g. Moncton CYQM;
h. Prince George CYXS;
i. Quebec CYQB;
j. Regina CYQR;
k. Saint John CYSJ;
l. St Johns CYYT;
m. Saskatoon CYXE;
n. Sudbury CYSB;
o. Thunder Bay CYQT;
p. Toronto CYTZ;
q. Victoria CYYJ;
r. Whitehorse CYXY;
s. Windsor CYQG; and
t. Yellowknife CYZF.
3. Schedule III Aerodromes. The following airfields may comply with the 1 CAD Airfield Operational
Security Zone security standards. However, additional arrangements for aircraft security may be
necessary, or a security deviation request from the aircraft commander’s Wing Commander may be
appropriate:
a. Abbotsford CYXX;
b. Alma CYTF;
c. Bagotville CYBG;
d. Baie-Comeau CYBC;
e. Bathurst CYBF;
f. Brandon Municipal CYBR;
g. Campbell River CYBL;
h. Castlegar CYCG;
i. Charlo CYCL;
j. Chibougamau/Chapais CYMT;
k. Churchill Falls CZUM;
l. Comox CYQQ;
m. Cranbrook CYXC;
n. Dawson Creek CYDQ;
o. Deer Lake CYDF;
p. Fort McMurray CYMM;
q. Fort St. John CYXJ;
r. Gaspé CYGP;
s. Goose Bay CYYR;
t. Grande Prairie CYQU;
u. Hamilton CYHM;
v. Îles-de-Madeleine CYGR;
w. Kamloops CYKA;
x. Kingston CYGK;
y. Kitchener/Waterloo CYKF;
z. Kuujjuaq CYVP;
aa. Kuujjuarapik CYGW;
ab. La Grande Rivière CYGL;
ac. La Macaza/Mont-Tremblant CYFJ;
ad. Lethbridge CYQL;
ae. Lloydminster CYLL;
af. Lourdes-de-Blanc-Sablon CYBX;
ag. Medicine Hat CYXH;
ah. Mont-Joli CYYY;
ai. Nanaimo CYCD;
aj. North Bay CYYB;
ak. Penticton CYYF;
al. Prince Albert CYPA;
am. Prince Rupert CYPR;
an. Quesnel CYQZ;
ao. Red Deer CYQF;
ap. Roberval CYRJ;
aq. Rouyn-Noranda CYUY;
ar. St. Anthony CYAY;
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as. Saint-Léonard CYSL;
at. Sandspit CYZP;
au. Sarnia CYZR;
av. Sault St. Marie CYAM;
aw. Sept-Îles CYZV;
ax. Smithers CYYD;
ay. Stephenville CYJT;
az. Sydney CYQY;
ba. Terrace CYXT;
bb. Thompson CYTH;
bc. Timmins CYTS;
bd. Toronto CYKZ;
be. Val-d’Or CYVO;
bf. Wabush CYWK;
bg. Williams Lake CYWL; and
bh. Yarmouth CYQI.
4. Non-Schedule I, II, or III Aerodromes. To the extent possible, aircraft commanders should not leave
aircraft unattended at non-Schedule I, II, or III airfields; nor Schedule II, or III airfields that do not meet 1
CAD Airfield Operational Security Zone security standards. If this is not feasible then the aircraft
commander shall ensure security of the aircraft is commensurate with 1 CAD Orders or shall seek authority
to employ alternate security measures.
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Chapter 4 PUBLIC RELATIONS / COMMUNICATIONS
4.1 Public Relations Procedures
Whenever DND assets are used in any form of promotion for an event, approval must first be sought through
1 CAD Public Affairs (PA). For Snowbirds and CF-18 Demo Team specific events, please contact the
respective team public affairs officer for assistance. Their contact information can be found in each
respective team support manual.
4.2 1 CAD Public Affairs Office Contact Information
Email: 1cadpa@gmail.com
Office: (204) 833-2500 Ext 257-2030
4.3 VIP / Sponsor’s / Air Show Performer’s Chalets
Separate chalets, away from the public, are a common feature of most air shows. RCAF air crew in
attendance at air shows would typically fall under the “performer” category. Senior and General Officers
attending an air show would be considered VIPs.
Where chalets have been specifically designated, the following is provided as a guideline:
Performer’s Chalet VIP Chalet Sponsor’s Chalet
RCAF Air Crew Normal access At the invitation of the
Event Organizer At the invitation of the
Sponsor
Snr & General
Officers Normal access Normal access At the invitation of the
Sponsor
Where there are only VIP and Sponsors chalets, the following is provided as a guideline:
VIP Chalet Sponsor’s Chalet
RCAF Air Crew Limited access At the invitation of the
Sponsor
Snr & General
Officers Normal access At the invitation of the
Sponsor
The intent of the above guidance is not for crews to spend lengthy periods of time in a chalet, away from
their primary duties of being available to display RCAF aircraft to the public. Event Organizers are
encouraged to make VIPs and Sponsors aware that military air crews are available for invitation. A separate
participant’s chalet would meet the purpose of crew rest and meals but, if not available, then limited access
to the VIP chalet would meet this same purpose.
4.4 Weather Cancellations
Event organizers must have a communications plan in place for the public/media that openly addresses the
possibility that performances may be cancelled for weather, either by aircraft pilots or the Air Boss. This
plan must explain that weather cancellations are made in the interest of safety and must not assign blame
to the RCAF or its pilots. Any public/media inquiries related to weather cancellations must be handled by
the event organizer and not the RCAF.
4.5 Crisis Communications
In the event of an RCAF aircraft or personnel incident, the responsibility for all communications related to
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the incident falls to 1 CAD PA. An event organizer may acknowledge that there has been an incident and
that emergency crews are responding, but all other communication, including the release of incident details,
must be coordinated with and approved by 1 CAD PA. 1 CAD PA will provide the event organizer with
releasable information as it becomes available in order to ensure professional, responsive media relations.
If the Snowbirds and/or CF-18 Demo Team are at the event, the team Public Affairs Officer (PAO) will
become the main point of contact for 1 CAD PA and for 1 CAD PA to connect to event organizers. If the
aircraft incident involves the Snowbirds or CF-18 Demo, their respective PAO will take responsibility for all
communications related to the incident on behalf of and in coordination with 1 CAD PA. Any public/media
inquiries related to the incident will be directed to them.
If the event has an ADD or a representative from 1 CAD, they will be responsible for alerting 1 CAD PA that
there has been an incident. If the event does not have an ADD or 1 CAD rep then an emergency
communications point of contact (POC) must be provided to Special Events upon confirmation of RCAF
support. 1 CAD PA will then coordinate directly with that POC in the case of an emergency involving RCAF
assets. The PA POC must be responsive and available during an emergency and understand that 1 CAD
PA will require constant support for the duration of the incident and follow on actions. The POC should be
well versed in the event crisis management plan and should not hold a senior position within the event that
would preclude them from supporting 1 CAD PA in the case of an emergency.
4.6 Noise complaints
Event organizers are responsible for addressing all noise complaints related to their event. The RCAF is
attending the event at the organizer’s invitation and therefore it is the organizer’s responsibility to respond
to complaints even if they involve an RCAF asset.
[Back to Top]
Sgt David Wilson Story for the Pro Patria: Snowbird Down! Lake Erie 21 June 2001 It’s nice to be able to tell the story of what happened that fateful day June 21, 2001 just before the start of the Annual London International Airshow. I was asked to submit my story for posterity reasons. I suppose as a member of the NCO Corps and the Regimental Family to receive a Caterpillar Pin which is usually reserved for Pilots who save there own lives by ejecting safely from a disabled aircraft. There have been stories in all types of publications about the accident, but if you want to read the Flight Investigators report on their findings you can visit the CF web sight at www.airforce.forces.gc.ca/dfs/pdf/REPORTS/FSIR/CT114006/CT114006_e.pdf So, here’s the story… Working in recruiting we sometimes get the chance to experience first hand what the other two elements do 9 to 5 or during the average workday. This time the opportunity came up to go for a ride along with the CF Air demo team the Snowbirds. I was with eight other passengers, seven of whom were journalists. Once we were at our respective aircraft we met the pilots of our planes, I was with #1 “The Boss” and was sitting Port side. We then dressed and got strapped in to our planes. We were briefed that once in the cockpit we were to remove the ejection seat firing mech safety pin to arm the seat and get comfortable. I had prior civi flying time so most of the instruments I was familiar with. Items like the ejection seat and general layout of the cockpit I had never seen, so in case of an emergency I took the time I had before the pilot climbed in to familiarize my self with my new office. Visualizing, I think is something we all do as members of the CF as an expedient way to train, regardless what level of experience we’ve had. While sitting on the tarmac in silence, I noticed two things in the cockpit that weren’t out of place but were noteworthy. The first; was in the pilot side of the cockpit I notice out of my peripheral vision that there was a photo of a woman in a white sundress. Taking care to respect his side and space I didn’t look over at it. Knowing it was there it was nice enough; to experience the human condition and witness Airforce tradition first hand had been already good for one day. It brought me back to those romantic notions of WWI and WWII Aces in combat with there loved ones photo in plain sight. The second; was the CF plugger/GPS mounted to the dash. Here were these amazing antique aircraft that had the best maintainers on the planet servicing them and there was this eyesore mounted to the dash. I had a good chuckle. We then fired up, and took off. Once airborne we broke off to do a little “Emergency Driving” training (“take a Ferrari, and be able to drive it in any direction”). Because I was with #1, we also had a special PR photo tasking to take care of, so while #s 1 and 5 went off too do this the other seven vehicles were off doing some much needed PR with their passengers. We were flying over Lake Erie most of the flight. We started to head back to towards London Airport and re-join with the seven plains already in formation when I could feel a violent shimmy rock the airframe. Up to that point I had barley been listening to the headset and the aerodrome info that seemed constant. I now was listening for direction from the pilot as what action I should take next. The next thing I herd was “…Shit, I’m sorry, I’m going to have to put her down Eject, Eject…” On the first eject I started to lean forward to grab the inboard yellow and black candy striped handle I identified before we took off. On the second eject, I was about even with my knees when the white and yellow flash from the Starboard ejection seat rocket flash went by my face, scorching the hair on the right side of my face and arm. I thought to myself as I grabbed the handle “I guess it’s my turn” and I pulled. Once clear of the plane I remember thinking how glad I was to be out of there. I started to get that weightless feeling that you get just before your chute opens on a jump. Since the circumstances were a little different than planed exit, I started to look up. I was going to check my position before my canopy deployed only to see that I was flat, dumb, and happy but was inverted and only about 700ft AGL. I didn’t believe with my position, speed, and no chute yet in sight that I was going to make it. I closed my eyes and was at peace, but I lost the two or three seconds that I had before impact with the deck to think of my kids or what ever I was going to think of.
I woke up in the fridged waters of Lake Erie with three-foot waves crashing over my head. I knew I was knocked out in the air and later thought it had to be the ejection seat’s trajectory meeting my own, striking me in the back of the head. I could hear the roar of a jet and tried to duck under the water to avoid falling debris (most of a one ton jet) but the Personnel Floatation Device (PFD) or Maye West I was “wearing”, even though it was damaged, half deflated, taking on water, partially trailing behind me and sitting 90 degrees to my body parallel with the surface of the water, was preventing me from diving. So; I thought the “The Hell with it! If it’s going to hit me I’m not going to stop it.” And I carried on with my Priority of Work. There was blood in the water so I did a quick inventory of my limbs. To my relief I had everything, but I now wanted see their condition. But first had to get free of the chute before it sank taking me with it. I could see about 40% of chute floating of the water surface with my left arm entangled in the suspension lines. I could feel a tremendous amount of weight pulling from below. I noticed a Tutor overhead flying a counterclockwise circuit providing a sense of security for us below. Witch can definitely have an opposite effect in some cases. I moved the Quick Release Buckle (QRB) to the release position just incase I had no choice but to dump before I was sure I was free from all entanglements. I slowly treaded away from the rig with my legs while getting my left arm free. Once free, I removed my left boot, I was wearing Cbt pants underneath a flight suit and couldn’t feel something like wet 550 cord around my legs. I needed my one good arm to tread water and I needed to feel for suspension lines around my legs before dumping the rig. I treaded away from the chute too straighten the lines and once confident that I was free of entanglements I got into the HELP position and removed my leg straps. I then crossed my fingers and released the right shoulder strap I was holding freeing myself allowing the complete rig to drop to the bottom of the lake. I could feel the nylon beaver tail strap that ran from the bottom of the inflated left side of the PFD that was on the water surface, down between my legs. I knew something was wrong with my right arm but didn’t how bad it was. I was hoping that it was only wrenched from the strap of the PFD or a dislocation. It was immobilized and causing me pain, sticking strait out to the side, and was getting pounded by the waves. I thought of the photo of the white sundress and was concerned now with saving the pilot. I didn’t know his name at the time; so thinking he might be in ruff shape I yelled in a stern military voice “Hay you! Are you O.K.?!”. There was no answer, and the wind was strong so I yelled a few more times, still to no avail. I orientated my-self to shore. I could 30 degrees of trees that were about one and a half kilometers (km) away, which would take about forty minutes to swim in the shape I was in. To the right of that, trees that were about four kms away. Left, there was no land visible, and that is the direction the waves were going. Due to the wave obscuring my view, our direction of travel was heading towards shore before the ejection, and the pilot was in the air before I was. My concern was that if the pilot was in ruff shape and unable to swim, he would be blown out to sea. I tried to re-locate my arm by using the wave action as an assist by putting the waterline below the nipple line and jerking down relocating the shoulder jolting it back into place. At the same time I could have a quick look around for the pilot. It was a good idea in principal. As soon as I started to go up, I
realized it was at the very least broken and that it wasn’t such a good idea after all. Using clock-ray to describe my direction; I put the land to my 6 o’clock and set out at 2:30.
Tacking back and forth, to keep my arm down stream using the wave action as traction. I did a two hundred meter counter clockwise pattern to try and locate the pilot. I kept thinking a boat would run over me any minute trying to get to the seen quickly. I estimated it took me fifteen minutes to complete the circuit yelling that same cry. “Hay You! Are You O.K.?!”. When I got back to what I thought was my start point I
carried out a second circuit starting at three o’clock. I was going to continue a cloverleaf pattern until I went around the clock knowing that if unconscious the pilot could have been a couple of waves away and I
would have never known it. When I completed the second circuit my eyes felt a if they where rolling back in my head, so with my time appreciation at forty five minutes in the water, and a forty minute swim still
ahead, I made the conscious decision that I would deal with later to stop searching for the pilot and head in. I felt that even with the frigid water temperature slowing down both our metabolism with my deteriorating condition I felt there wasn’t a lot I would be able to do for him now.
There was three times when I thought I was going to die in the water. The first; when I first came out of unconsciousness it quickly left once I came out of it and realized the task ahead. The second time was after completion of the first circuit, I actually was thinking of “the guys”. Any time I ran waterman-ship training or made someone a stronger swimmer, I had sort of an out of body experience where I could see groups of twos and threes in the lobby of 3 Commando and the Z lines, them hearing for the first time what had happened and saying; “He died in the water?” I had I little chuckle, kicked myself in the ass and carried on. The third; I had completed the second circuit and had a strange felling come over me and knew it time to head in to shore. So I started for shore swimming about ten feet when I could hear the thud of the SAR Labrador. Once I identified where it was I turned putting my arm back down stream and splashed with my good arm too signal the SAR Techs in the back. When the accident happened there was a CF 114 Tutor overhead with that GPS/Plugger on the dash, so I knew they would have plugged the position and past it to RCC Trenton. Once the Tutor left I identified a Cessna 172 overhead. I knew it has a GPS in the dash and there was a good chance that it was a CASARA aircraft that would have also called our position into the RCC. I knew it was irrelevant if they saw my face or the back of my helmet. I thought the Labrador would follow the shore until on our line and then turn in. I could hear the pitch change, that told me they were turning in on our line. The pitch changed again so I thought they must be checking out some wreckage. I found out later that they were picking the pilot up. A few more minutes elapsed and the Lab dropped a SAR Tech off at my location. When he swam up to me I asked him “Where’s the pilot!” He told me they had him so with relief I did what I could to help the SAR Tech but said as little as possible. He chained me into the STOKE’S litter while performing a GLASCO Comma scale assessment asking all types of questions that I didn’t answer. Soon the Lab returned to pick us up. My time appreciation was fifty six minutes total time in the water, when the preliminary report was released it had said fifty-eight minutes, so I was close. Here’s a story for my Airborne bothers, “A funny thing happened to me on the way to the water.” When I was in the hospital the investigation team was their asking me what happened? I was recalling the events as best as I could when I was got to the part where I got hit by the seat. I told them I pulled my reserve and woke-up in the water. I stop my-self in mid sentence because I had a revelation. “I wasn’t warring a reserve”, I said and looked at the investigators to see them looking at each other with a raised eyebrow. After being knocked-out I had dreamed that I carried out my drills for jumping static line knowing something went wrong. Instinct took over in thought only but I’m sure if I were conscious I would have at least ditch my helmet. The photo of the team where I’m standing right of the Team Leader has a guy in RCMP coveralls. He is the pilot of the Mounties surveillance aircraft that was at 3000 AGL watching me search for the pilot. I only found out about them being there two years after the accident. This was our first meeting and it was interesting to hear each other’s story… Sgt. Dave Wilson
Pro Patria
Sgt.Wilson’s Chute: The ejection seat’s rockets burnt 6 cells as it past through the chute before striking Sgt Wilson. “Boss! Dee plane, dee plane!”
REPORT
CAO
TO:
FROM:
DATE:
REPORT:
Mayor & Members of Council
Thomas Thayer, Chief Administrative Officer
April 16, 2026
CAO-18/26
SUBJECT: SITE PLAN AGREEMENT – 1498855 ONTARIO INC. O/A OTTER CREEK
DISTILLING – 92 EDISON DRIVE, VIENNA (APPLICATION NO. SPA-06/25)
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 development agreements.
At its February 6, 2025 meeting, Council adopted By-law No. 2025-008, Site Plan Control By-law for the Municipality of Bayham. The CAO’s delegated authority is assigned under Section 6(1) of By-law No. 2025-008.
On July 10, 2025, a Site Plan Control Application was submitted by Tim Emerson on behalf of 1498855 Ontario Inc. (operating as Otter Creek Distilling) requesting a Site Plan Agreement for the property known municipally as 92 Edison Drive in Vienna. After multiple staff reviews and comments and a revised scope proposed by the applicant, the application was deemed complete on March 3, 2026.
DISCUSSION
The intent of the Site Plan application was to accommodate a microdistillery and information and interpretation/retail space within an existing structure on the subject lands. The
microdistillery and associated information/interpretation and retail space was approved by Council through Official Plan Amendment No. 39, and a Zoning By-law Amendment application and associated By-law No. Z811-2025, adopted by Council on June 19, 2025.
After months of discussion between the proponent and staff, staff were advised of a reduction in the intensity of the uses on February 5, 2026. The reduction was due to the obstacles identified regarding the requirements for a building permit for the microdistillery. The microdistillery use was formally excluded from the site plan and will be proceeding at a different location. Staff understand that it is a location outside of Bayham. The space will, instead, be used for information, interpretation, and retail only.
Comments on water testing and access were integrated into the Agreement to require compliance with all necessary regulations and testing requirements, and to ensure the
laneway’s development will support fire department rolling stock. Securities were also posted for
the development. The agreement was executed by all parties on April 7, 2026 and is attached to this Report.
As the CAO is the delegated authority for Site Plan Control approval and development agreement execution, this information is provided for informational purposes only.
STRATEGIC PLAN Not applicable. ATTACHMENTS 1. Site Plan Control Application – 1498855 Ontario Inc. o/a Otter Creek Distilling, 92 Edison
Drive, Vienna 2. Site Plan Agreement between The Corporation of the Municipality of Bayham and
1498855 Ontario Inc. o/a Otter Creek Distilling, 92 Edison Drive, Vienna RECOMMENDATION 1. THAT Report CAO-18/26 re Site Plan Agreement – 1498855 Ontario Inc. o/a Otter Creek Distilling – 92 Edison Drive, Vienna (Application No. SPA-06/25) be received for information. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer
REPORT
CAO
TO: Mayor & Members of Council
FROM: Thomas Thayer, Chief Administrative Officer
DATE: April 16, 2026
REPORT: CAO-19/26 SUBJECT: ENDORSEMENT OF OPERATIONAL PLAN – DRINKING WATER SYSTEMS –
ONTARIO CLEAN WATER AGENCY
BACKGROUND At its November 6, 2025 meeting, Council received Report CAO-43/25 re Ontario Clean Water Agency (OCWA) Transition for Water/Wastewater Operations. Part of the Report dealt with an Operational Plan for Bayham Drinking Water Systems, which required endorsement by Council as a part of the transition to OCWA for operations and maintenance services for its water and
wastewater systems:
• Port Burwell Wastewater Treatment Plant
• Port Burwell Wastewater Collection System
• Richmond Community Water Supply System
• Municipality of Bayham Distribution System
Council passed the following motion: Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report CAO-43/25 re Ontario Clean Water Agency (OCWA) Transition for Water/Wastewater Operations be received for information; 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; AND THAT Council endorses the Operational Plan for the Municipality of Bayham Drinking Water Systems;
AND THAT the Mayor and Clerk be authorized to endorse the Operational Plan on the
Municipality’s behalf; 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. DISCUSSION
The Operational Plan that was endorsed at the November 6, 2025 meeting was for the transition period to ensure that Bayham, as Owner, could transfer operations seamlessly from itself as an internal Operator to OCWA.
Since this time, staff have met with OCWA on an ongoing basis, culminating in a Q1 meeting in late-March, where OCWA presented its full Operational Plan for review and Council endorsement. The document being presented now represents the full operations approach and reflects the stable, long-term operating state following completion of the transition. This comprehensive Operational Plan is attached to this Report for endorsement. Under OP-03, any major update to the Operations Plan must be re-endorsed by both OCWA and the Owner. Major updates include moving from a transition plan to a full operations plan, as well as changes related to the Drinking Water Quality Management Standard. Re-endorsement may also be required when there is turnover in Top Management for OCWA, and if the Mayor
and Clerk turn over for the Municipality. In this case, since this version replaces the earlier transition-focused plan and reflects current requirements, re-endorsement is required.
Endorsing this Operations Plan ensures Council has a complete, current, and accurate document that reflects how the system is operated today and provides an appropriate foundation for ongoing operations, oversight, and regulatory compliance.
In the future, it is anticipated that these Reports will come forward from our new Water Systems Supervisor under the direction of the Manager of Public Works|Drainage Superintendent and after appropriate discussions with OCWA. STRATEGIC PLAN Not applicable. ATTACHMENTS
1. Operational Plan for the Municipality of Bayham Drinking Water Systems RECOMMENDATION 1. THAT Report CAO-19/26 re Endorsement of Operational Plan – Drinking Water Systems – Ontario Clean Water Agency be received for information; 2. AND THAT Council endorses the Operational Plan for the Municipality of Bayham Drinking Water Systems;
3. AND THAT the Mayor and Clerk be authorized to endorse the Operational Plan on the Municipality’s behalf. 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-01 2026-01-01 0 1 of 2
QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS)
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose To document OCWA’s Quality & Environmental Management System (QEMS). This Operational Plan defines and documents the QEMS for the Municipality of Bayham Drinking Water Systems operated by the Ontario Clean Water Agency (OCWA). It sets out the OCWA’s policies and procedures with respect to quality and environmental management in accordance with the requirements of Ontario’s Drinking Water Quality Management Standard (DWQMS). 2. Definitions
Drinking Water Quality Management Standard (DWQMS) – has the same meaning as Quality Management Standard for Drinking Water Systems approved under section 21 of
the Safe Drinking Water Act (SDWA).
Operational Plan – means the operational plan required by the Director’s Direction.
Quality & Environmental Management System (QEMS) – a system to: a) Establish policy and objectives, and to achieve those objectives; and b) Direct and control an organization with regard to quality. Ministry - means the Ontario government ministry responsible for the administration of the SDWA. 3. Procedure 3.1 The Municipality of Bayham Drinking Water Systems is owned by the Corporation of the
Municipality of Bayham. OCWA is the contracted Operating Authority for the [insert system name] which includes the following facilities:
• Bayham Distribution System
• Richmond Community Drinking Water System
3.2 OCWA’s Quality & Environmental Management System (QEMS) is structured and documented with the purpose of: 1. Establishing policy and objectives with respect to the effective management and
operation of water/wastewater facilities; 2. Understanding and controlling the risks associated with the facility’s activities and processes;
3. Achieving continual improvement of the QEMS and the facility’s performance. 3.3 The Operational Plan for the facilities listed above fulfils the requirements of Ontario’s DWQMS. The 21 QEMS Procedures within this Operational Plan align with the 21 elements of the DWQMS.
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-01 2026-01-01 0 2 of 2
QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS)
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
4. Related Documents Ontario’s Drinking Water Quality Management Standard, as amended from time to time All QEMS Procedures and Documents referenced in this Operational Plan 5. Revision History Date Revision # Reason for Revision
2026-01-01 0 Procedure issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-02 2026-01-01 0 1 of 2
QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS) POLICY
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To document a QEMS Policy that provides the foundation for OCWA’s Quality & Environmental Management System.
2. Definitions Quality Management System Policy – means the policy described in Element 2 developed
for the Subject System or Subject Systems 3. Procedure 3.1 The Ontario Clean Water Agency, its Board of Directors, Officers and entire staff are committed to the principles and objectives set out in our QEMS Policy.
OCWA’s Policy is to:
− Deliver safe water and wastewater services that protect public health, the environment, and the sustainability of communities.
− Comply with applicable legislation and regulations.
− Promote client, consumer and stakeholder confidence through service excellence, effective communications and reporting.
− Train staff on their QEMS responsibilities.
− Maintain and continually improve the QEMS.
Originally issued as Environmental Policy on June 8, 1995 Last revised, approved by OCWA’s Board of Directors on April 4, 2024 (This policy is annually reviewed)
3.2 Our Board of Directors, Officers and entire staff will act to ensure the implementation of this Policy and will monitor progress of the Quality & Environmental Management System (QEMS). 3.3 OCWA’s QEMS Policy is readily communicated and available to all OCWA personnel, through OCWA’s intranet. The Owner and members of the public can access the policy through OCWA’s public website (www.ocwa.com ). A hardcopy of the QEMS Policy is posted as specified in the OP-05 Document and Records Control procedure. 3.4 Essential suppliers and service providers are advised of OCWA’s QEMS Policy as per the OP-13 Essential Supplies and Services procedure.
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-02 2026-01-01 0 2 of 2
QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS) POLICY
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
3.5 Corporate Compliance coordinates the annual review and approval of the QEMS Policy by the Board of Directors and communicates the approval to all OCWA employees via an electronic communication.
3.6 The current version of the policy indicates the date of the last revision and that the policy is annually reviewed. Electronic and hard-copy documents that include the QEMS Policy will only be required to be updated in years when the Policy has been revised. A complete review/revision history of the QEMS Policy (documenting the annual policy review and/or revision approval date) is accessible to all staff on OCWA’s intranet and is available upon request for external stakeholders.
4.Related Documents
Current QEMS Policy (Posted on OCWA’s intranet and internet)QEMS Policy Revision History (Posted on OCWA’s intranet)OP-05 Document and Records ControlOP-13 Essential Supplies and Services
5.Revision History
Date Revision # Reason for Revision
2026-01-01 0 Procedure issued -The full revision history for the QEMS policy is available on OCWA’s intranet.
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 BayhamDrinking 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 managementlevel 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 forendorsement. 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 wouldrequire 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 thisoperational 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 EndorsementOP-05 Document and Records ControlOP-06 Drinking Water System
5.Revision History
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 2 of 2
COMMITMENT AND ENDORSEMENT
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
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 2026-04-08 1 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 Alan Bushell Clerk Date
The endorsement above is based on the Operational Plan that was current as of the revision date of this document (OP-03A).
04/08/26
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 WaterSystems 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 byensuring that processes and procedures needed for the facility’s QEMS areestablished and maintained;
•Reporting to Top Management on the facility’s QEMS performance and identifyingopportunities 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 areaware of all applicable legislative and regulatory requirements that pertain to theirduties 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-05 2026-01-01 0 1 of 5
DOCUMENT AND RECORDS CONTROL
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To describe how OCWA’s QEMS documents are kept current and how QEMS documentsand records are kept legible, readily identifiable, retrievable, stored, protected, retained anddisposed of. Applies to QEMS Documents and QEMS records pertaining to the Municipalityof Bayham Drinking Water Systems, as identified in this procedure.
2. Definitions
Document – includes a sound recording, video tape, film, photograph, chart, graph, map,
plan, survey, book of account, and information recorded or stored by means of any device
Record – a document stating results achieved or providing proof of activities performed
QEMS Document – any document required by OCWA’s QEMS as identified in thisprocedure
QEMS Record – any record required by OCWA’s QEMS as identified in this procedure
Controlled – managed as per the conditions of this procedure
Retention Period – length of time that a document or record must be kept; starts from thedate of issue for QEMS records or from the point of time when a QEMS document isreplaced by a new or amended document
3. Procedure
3.1 Documents and records required by OCWA’s QEMS and their locations are listed inAppendix OP-05A Document and Records Control Locations.
3.2 Internally developed QEMS documents and QEMS records (whenever possible) are generated electronically to ensure legibility and are identified through a header/title and revision date. Handwritten records must be legible and permanently rendered in ink or
non-erasable marker.
3.3 Controls for the Operational Plan include the use of an authorized approval and a header on every page that includes a title, alpha-numeric procedure code, revision date, revision number and page numbers. A revision history is also included at the end of each procedure.
The authorized personnel responsible for the review and approval of this Operational
Plan are:
Review QEMS Representative
Approval Operations Management
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-05 2026-01-01 0 2 of 5
DOCUMENT AND RECORDS CONTROL
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
The QEMS Representative ensures that updated documents are provided to the above authorized personnel for review or approval prior to issuance.
Authorized personnel authenticate their review/approval of this Operational Plan via email.
3.4 The QEMS Representative is responsible for ensuring that current versions of QEMS documents are being used at all times. Current QEMS documents and records are readily accessible to operations personnel and to internal and external auditors/inspectors at established document control locations. The currency of internal documents is ensured by comparing the date on the document to that of the master
hardcopy and/or electronic copy residing in the designated document control location(s) specified in Appendix OP-05A.
Document control locations are established in areas that provide adequate protection
to prevent unauthorized use/access, damage, deterioration or loss of QEMS documents and records. Copies of QEMS documents and records located outside of designated control locations are considered uncontrolled.
3.5 Access to OCWA’s computer network infrastructure is restricted through use of individually-assigned usernames and passwords and local area servers. Network security is maintained by OCWA’s Information Technology department through a number of established mechanisms and practices such as daily back-up of files stored on servers, password expiry, limitations on login attempts, multi-factor authentication and policies outlining specific conditions of use.
Access to facility QEMS records contained within internal electronic databases and applications (e.g., Wonderware, OPEX, PDM, WMS) is administered by designated application managers/trustees, requires the permission of Operations Management and is restricted through use of usernames and passwords. Records are protected by means of regular network back-ups of electronic files stored on servers and/or within
databases.
SCADA records are maintained as per Appendix OP-05A and are accessible to all staff when required.
3.6 Any employee of the drinking water system may request, in writing to the QEMS Representative, a revision be made to improve an existing internal QEMS document or the preparation of a new document. Written requests should indicate the reason for the
requested change. The need for new or updated documents may also be identified through the Management Review or system audits.
The QEMS Representative communicates any changes made to QEMS documents to relevant operations personnel and coordinates related training (as required). Changes to corporately controlled QEMS documents are communicated and distributed to facility QEMS Representatives by OCWA’s Corporate Compliance Group through e-mails, memos and/or provincial, regional hub/cluster or facility-level training sessions.
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-05 2026-01-01 0 3 of 5
DOCUMENT AND RECORDS CONTROL
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
3.7 When a QEMS document is superseded, the hardcopy and the electronic copy of the document (as applicable) are promptly removed from the applicable designated document control locations specified in OP-05A. The QEMS Representative ensures that the hardcopy and electronic copy are disposed of or retained (as appropriate). 3.8 The authorized method for disposal of hardcopy documents and records after the specified retention requirements have been met is shredding. Electronic records are retained as per the specified retention requirements. The authroized method for disposal of electronic documents and records after the specified retention requirements have been met is determined by the QEMS Representative. The QEMS
Representative will maintain obsolete files accordingly. The authorized method for disposal of electronic documents and records after the
specified retention requirements have been met is deleting.
3.9 QEMS documents and records are retained in accordance with applicable regulations and legal instruments. Relevant regulatory and corporate minimum retention periods are as follows:
Type of Document/Record Minimum Retention Time Requirement
Reference
Operational Plan (OP-01 to OP-21 and
appendices, including Schedule “C” – Subject
System Description Form)
FEP
Long term forecast of major infrastructure
maintenance, rehabilitation and renewal
activities
Sampling plan/schedule/ calendar
10 years Director’s Direction
under SDWA
Internal QEMS Audit Results 10 years OCWA Requirement
External QEMS Audit Results 10 years OCWA Requirement
Management Review Documentation 10 years OCWA Requirement
Documents/records required to demonstrate
conformance with the DWQMS (specifically
documents/records listed in OP-05A)
3 years*if no specified
legislative requirement
identified in this table or in the
facility’s legal instruments *
OCWA Requirement
Log Books or other record-keeping
mechanisms
5 years O. Reg. 128/04
Training Records for water operators and water
quality analysts
5 years O. Reg. 128/04
Operational checks, sampling and testing (e.g.,
chlorine residuals, turbidity, fluoride, sampling
2 years O. Reg. 170/03
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-05 2026-01-01 0 4 of 5
DOCUMENT AND RECORDS CONTROL
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
Type of Document/Record Minimum Retention Time Requirement
Reference
records), microbiological sampling and testing
and chain of custodies
Schedule 23 & 24 sampling, chain of custodies
and test results
6 years LMR
15 years SMR
O. Reg. 170.03
THM, HAA, nitrates, nitrites and lead program
(including pH and alkalinity) sampling, chain of
custodies, and test results, Section 11 Annual
Reports and Schedule 22 Summary Reports
6 years O. Reg. 170/03
Sodium sampling, chain of custody and test
results and related corrective action
records/reports, 60 month fluoride sampling,
chain of custody and test results (if the system
doesn’t fluoridate), Engineering Reports,
GUDI/Non-GUDI Reports
15 years O. Reg. 170/03
Corrective action records/reports for E. Coli,
Total Coliforms and bacterial species
2 years O. Reg. 170/03
Corrective action records/reports for chemical
and radiological parameters under SDWA O.
Reg. 169/03, pesticides not listed under O.
Reg. 169/03 and health-related parameters in
an order or approval
6 years LMR
15 years SMR
O. Reg. 170/03
Flow Meter Calibration Records, Analyzer
Calibration Reports Maintenance
Records/Work Orders
2 years O. Reg. 170/03
Records required by or created in accordance
with the Municipal Drinking Water Licence
(MDWL) or Drinking Water Works Permit
(DWWP). Except records specifically
referenced in O. Reg. 170/03 or otherwise
specified in the MDWL or DWWP.
5 years MDWL
Ministry forms referenced in the DWWP,
including Form 1, Form 2, Form 3 and Director
Notifications (applies to forms that have been
completed by OCWA as the authorized by the
owner)
10 years DWWP
3.10 The Operational Plan is reviewed for currency by the QEMS Representative during internal/external audit and Management Review processes. Other QEMS-related documents are reviewed as per the frequencies set out in this Operational Plan or as significant changes (e.g., changes in regulatory requirements, corporate policies or operational processes and/or equipment, etc.) occur. QEMS documents and records
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
OP-05 2026-01-01 0 5 of 5
DOCUMENT AND RECORDS CONTROL
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
are reviewed for evidence of control during each internal system audit as per OP-19 Internal QEMS Audits.
4.Related Documents
OP-05A Document and Records Control Locations
OP-19 Internal QEMS Audits
OP-20 Management Review Minutes
5.Revision History
Date Revision # Reason for Revision
2026-01-01 0 Procedure issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc: Rev Date: Rev No: Pages:
OP-05A 2026-01-01 0 1 of 5
DOCUMENT AND RECORDS CONTROL LOCATIONS
Reviewed by: QEMS Representative Approved by: Operations Management
Designated locations for documents and records required by OCWA’s QEMS
DRCC- Document and Records Control Centre (location specified in Table)
Type of Document/Record
Designated Document Control Location
(HC = Hardcopy, E = Electronic)
Internal QEMS Documents
Chain of Custody Forms E-S:\Aylmer Cluster\Hub Files\Chain of Custody\Area 4-Aylmer
Chemical Receiving Form E- S:\Regional\Forms
Community Complaint Form E-S:\Regional\Forms
Contingency Plan Review/Test Summary Form (FEP-01) E-S:\Regional\Forms
Corporate Emergency Response Plan (CERP) E - OCWA’s Sharepoint site
Essential/Emergency Service and Supply Contact List
E-S:\Aylmer Cluster\Hub Files\Contact List
Facility Emergency Plans E- S:\Aylmer Cluster\1193 Richmond Community DWS\8 FacilityEmergency Plan Binder
Internal Audit Protocol and Report E-\\OCWFILECORP\Everyone\PCT\DWQMS, MDWL andDWWP\DWQMS\Internal Audit Guidance Materials and Templates
On-Call Schedule HC – DRCC- Port Burwell WWTP Office
E – \\OCWFILEREG\Public\Southwest\Aylmer Cluster\Hub Files\Schedules--On call, rotations
Operations Manual HC- DRCC- Port Burwell WWTP Office
E – S:\Aylmer Cluster\1193 Richmond Community DWS \7 Operations Manual
E – S:\Aylmer Cluster\5502 Bayham DS \7 Operations Manual
Operational Plan (OP-01 to OP-21 and appendices, including Schedule “C” – Subject System Description Form)
E – S:\Aylmer Cluster\Richmond Community DWS\6 Operational Plan
Operations Report E- S:\Aylmer Cluster\1193 Richmond Community \3Correspondence\Client
E-Aylmer Cluster Operations Reports - OneDrive (sharepoint.com)
ORO Schedule HC – DRCC- Port Burwell WWTP Office
E – \\OCWFILEREG\Public\Southwest\Aylmer Cluster\Hub Files\Schedules--On call, rotations
QEMS Policy HC – DRCC Port Burwell WWTP Office
E - OCWA’s Sharepoint site and public website
Request for Staff Development E-\\OCWFILEREG\Public\Southwest\Regional\Forms\Administrative
Round Sheet Form E-S:\Aylmer Cluster\Hub Files\Rounds Sheets
Sampling Schedule E- S:\Aylmer Cluster\Hub Files\Sample Schedules
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc: Rev Date: Rev No: Pages:
OP-05A 2026-01-01 0 2 of 5
DOCUMENT AND RECORDS CONTROL LOCATIONS
Reviewed by: QEMS Representative Approved by: Operations Management
Type of Document/Record
Designated Document Control Location
(HC = Hardcopy, E = Electronic)
Standard Operating Procedures (referenced in Operational Plan and QEMS Procedures)
E- S:\Aylmer Cluster\ 1193 Richmond Community DWS \7 Operations Manual
E- S:\Aylmer Cluster\ 5502 Bayham DS \7 Operations Manual
HC – DRCC- Port Burwell WWTP Office
Summary Table of Action Items E- \\OCWFILECORP\Everyone\PCT\DWQMS, MDWL and DWWP\DWQMS\Management Review Guidance Materials and Templates
Training Record Form E- S:\Regional\Forms\Operations
Vacation Schedule E – Outlook Calendar (Admin)
Vacation Request Form E- S:\Regional\Forms\Operations
Disinfection Forms E- S:\Regional\Forms\Operations\Disinfection Forms
WMS Work Orders E - Maximo
External QEMS Documents
ANSI/NSF product registration documentation for
Chemicals/Materials Used
E- S:\Regional\Contractor Safety Program and Qualifications\Qualifications Certifications
Applicable federal and provincial legislation and municipal by-laws Provincial Online at www.e-laws.gov.on.ca
Federal online at www.laws.justice.gc.ca
AWWA Standards E –\\OCWFILECORP\Everyone\PCT\AWWA Standards
Drinking Water Works Permit E- S:\Aylmer Cluster\1193 Richmond Community DWS\1 ECA MDWL DWWP
E- S:\Aylmer Cluster\5502 Bayham DS\1 ECA MDWL DWWP
DWQMS Standard E - https://www.ontario.ca
Engineering
System schematics/plans/drawings/ diagrams
E- S:\Aylmer Cluster\1193 Richmond Community DWS\9 Drawings
E- S:\Aylmer Cluster\ 5502 Bayham DS\9 Drawings
HC – DRCC- Port Burwell WWTP Office
Maintenance/equipment manuals E-S:\Aylmer Cluster\ 1193 Richmond Community DWS \7 Operations Manual
E-S:\Aylmer Cluster\ 5502 Bayham DS \7 Operations Manual
HC – DRCC- Port Burwell WWTP Office
Municipal Drinking Water Licence E- S:\Aylmer Cluster\1193 Richmond Community DWS\1 ECA MDWL DWWP
E- S:\Aylmer Cluster\5502 Bayham DS\1 ECA MDWL DWWP
Ministry forms referenced in the Drinking Water Works Permit, including Form 1, Form 2, Form 3 and Director Notifications (applies to forms that have been completed by OCWA as the authorized by the Owner)
E- S:\Regional\Forms\Operations
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc: Rev Date: Rev No: Pages:
OP-05A 2026-01-01 0 3 of 5
DOCUMENT AND RECORDS CONTROL LOCATIONS
Reviewed by: QEMS Representative Approved by: Operations Management
Type of Document/Record
Designated Document Control Location
(HC = Hardcopy, E = Electronic)
Operator certificates E -S:\Aylmer Cluster\Hub Files\Operator Certificates and Licenses
HC- DRCC- Port Burwell WWTP Office
Ontario’s Watermain Disinfection Procedure E – https:www.ontario.ca
Notice of Adverse Test Results and Issue Resolution Form (Schedule 16) E- S:\Regional\Forms\Operations\Disinfection Forms
QEMS Records
Action & Analysis Plan Form E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\MECP Inspection Reports
E- S:\Aylmer Cluster\5502 Bayham DS \4 Reports\MECP InspectionReports
Annual Reports (Section 11, Schedule 22) E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\Annual Reports
E- S:\Aylmer Cluster\5502 Bayham DS \4 Reports\Annual Reports
AWQI Reports E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\AWQI-Non Compliance
E- S:\Aylmer Cluster\5502 Bayham DS \4 Reports\AWQI-NonCompliance
Back Flow Reports E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\Infrastructure Review and Reports
E- S:\Aylmer Cluster\5502 Bayham DS \4 Reports\Infrastructure Reviewand Reports
Call Back Reports E – Maintained through WMS
Chain of Custodies E- S:\Aylmer Cluster\1193 Richmond Community DWS \5 Yellow Folder
E- S:\Aylmer Cluster\5502 Bayham DS \5 Yellow Folder
Chemical Receiving Form E- S:\Aylmer Cluster\1193 Richmond Community DWS \5 Yellow Folder
E- S:\Aylmer Cluster\5502 Bayham DS \5 Yellow Folder
Community Complaint Records E – OPEX database
Contingency Plan Review/ Test Summary Form (FEP-01) E- S:\Aylmer Cluster\Miscellaneous\FEP Review and Tests
External Audit Reports E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\DWQMS Audit Reports\External Audits
E- S:\Aylmer Cluster\5502 Bayham DS \4 Reports\DWQMS AuditReports\External Audits
External Calibration Records E - S:\Aylmer Cluster\1193 Richmond Community DWS \4 Reports\Calibrations
Facility Logbook(s) E – https://ocwa.eriscloud.com/
Infrastructure Review (capital/maintenance works recommendations)
E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\Infrastructure Review and Reports
E- S:\Aylmer Cluster\5502 Bayham DS \4 Reports\Infrastructure Reviewand Reports
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
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Reviewed by: QEMS Representative Approved by: Operations Management
Type of Document/Record
Designated Document Control Location
(HC = Hardcopy, E = Electronic)
Internal QEMS Audit Reports E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\DWQMS Audit Reports\Internal Audits
E- S:\Aylmer Cluster\5502 Bayham DS \4 Reports\DWQMS AuditReports\Internal Audits
Internal Calibration records E - maintained through WMS
E - S:\Aylmer Cluster\1193 Richmond Community DWS \4 Reports\Calibrations
Internal and External QEMS Communications E- S:\Aylmer Cluster\1193 Richmond Community DWS \3Correspondence\DWQMS
E- S:\Aylmer Cluster\5502 Bayham DS \3 Correspondence\DWQMS
Laboratory analyses E - maintained through PDM
E- S:\Aylmer Cluster\1193 Richmond Community DWS \5 Yellow Folder
E- S:\Aylmer Cluster\5502 Bayham DS \5 Yellow Folder
Management Review Documentation E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\DWQMS Management Review
Maintenance Records E - maintained in WMS
Ministry Inspection Reports E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\MECP Inspection Reports
E- S:\Aylmer Cluster\5502 Bayham DS \4 Reports\MECP InspectionReports
Ministry forms referenced in the Drinking Water Works Permit, including Form 1, Form 2, Form 3 and Director Notifications (applies to forms that have been completed by OCWA as the authorized by the Owner)
E- S:\Aylmer Cluster\1193 Richmond Community DWS\1 ECA MDWLDWWP
E- S:\Aylmer Cluster\5502 Bayham DS\1 ECA MDWL DWWP
Results of emergency test exercises/emergency response debriefs
E - \\OCWFILEREG\Public\Southwest\Aylmer Cluster\Miscellaneous\FEP Review and Tests
Request for Staff Development HC – Southwest Regional Office
Round Sheets E- S:\Aylmer Cluster\1193 Richmond Community DWS \5 Yellow Folder
E- S:\Aylmer Cluster\5502 Bayham DS \5 Yellow Folder
E-Process data maintained electronically through PDM
Sampling Schedule E- S:\Aylmer Cluster\1193 Richmond Community DWS \5 Yellow Folder
E- S:\Aylmer Cluster\5502 Bayham DS \5 Yellow Folder
SCADA Report E- S:\Aylmer Cluster\1193 Richmond Community DWS \5 Yellow Folder
E- S:\Aylmer Cluster\5502 Bayham DS \5 Yellow Folder
Summary Table of Action Items E- S:\Aylmer Cluster\1193 Richmond Community DWS \4Reports\DWQMS Management Review
Training Records HC – DRCC- Southwest Regional Office
E - e-reports and OCWA’s Training Summary dB
Ontario Clean Water Agency
OPERATIONAL PLAN
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Vacation Request Forms HC- DRCC- Southwest Regional Admin Office
Vacation Schedule E-Outlook calendar
Disinfection Forms E- S:\Aylmer Cluster\1193 Richmond Community DWS \4 Reports\Infrastructure Review and Reports
E- S:\Aylmer Cluster\5502 Bayham DS \4 Reports\Infrastructure Review and Reports
Revision History
Date Revision # Reason for Revision
2026-01-01 0 Appendix issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Proc.: Rev Date: Rev No: Pages:
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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
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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
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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
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OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
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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 58 main valves 39 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 73 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
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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 Drinking Water 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 Drinking Water System.
Ontario Clean Water Agency
OPERATIONAL PLAN
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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 bedrock 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
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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
2025-10-31 0 Procedure issued
2026-02-19 1 Revised 3.1 as per EA OFI
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
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RISK ASSESSMENT
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1. Purpose To document the process for conducting a risk assessment to identify and assess potential hazardous events and associated hazards that could affect drinking water safety. 2. Definitions
Consequence – the potential impact to public health and/or operation of the drinking water system if a hazard/hazardous event is not controlled
Control Measure – includes any processes, physical steps or other practices that have been put in place at a drinking water system to prevent or reduce a hazard before it occurs
Critical Control Point (CCP) – An essential step or point in the subject system at which control can be applied by the Operating Authority to prevent or eliminate a drinking water
health hazard or reduce it to an acceptable level
Drinking Water Health Hazard – means, in respect of a drinking water system, a) a condition of the system or a condition associated with the system’s waters, including any thing found in the waters, i. that adversely affects, or is likely to adversely affect, the health of the users of the system, ii. that deters or hinders, or is likely to deter or hinder, the prevention or suppression of disease, or iii. that endangers or is likely to endanger public health, b) a prescribed condition of the drinking water system, or
c) a prescribed condition associated with the system’s waters or the presence of a prescribed thing in the waters
Hazardous Event – an incident or situation that can lead to the presence of a hazard
Hazard – a biological, chemical, physical or radiological agent that has the potential to
cause harm
Likelihood – the probability of a hazard or hazardous event occurring
3. Procedure 3.1 Operations Management ensures that operations personnel are assigned to conduct a risk assessment at least once every thirty-six months. At a minimum, the Risk Assessment Team must include the QEMS Representative, at least one Operator for the system and at least one member of Operations Management.
3.2 The QEMS Representative is responsible for coordinating the risk assessment and ensuring that documents and records related to the risk assessment activities are maintained.
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3.3 The Risk Assessment Team performs the risk assessment as follows: 3.3.1 OP-07 Risk Assessment and OP-08 Risk Assessment Outcomes are reviewed. 3.3.2 For each of the system’s activities/process steps, potential hazardous events and associated hazards (possible outcomes) that could impact the system’s ability to deliver safe drinking water are identified. At a minimum, potential hazardous events and associated hazard as identified in the most current version of the
Ministry document titled “Potential Hazardous Events for Municipal Residential Drinking Water Systems” (as applicable to the system type) must be considered. 3.3.3 For each of the hazardous events, control measures currently in place at the system to eliminate the hazard or prevent it from becoming a threat to public health are specified. Control measures may include alarms, monitoring
procedures, SOPs/contingency plans, preventive maintenance activities, backup equipment, engineering controls, etc. 3.3.4 To ensure that potential drinking water health hazards are addressed and minimum treatment requirements as regulated by SDWA O. Reg. 170/03 and the Ministry’s “Procedure for Disinfection of Drinking Water in Ontario” (as amended) are met, OCWA has established mandatory Critical Control Points (CCPs). As a minimum, the following must be included as CCPs (as applicable):
• Equipment or processes required to achieve primary disinfection (e.g., chemical and/or UV disinfection system, coagulant dosing system, filters, etc.)
• Equipment or processes necessary for maintaining secondary disinfection in the distribution system
• Fluoridation system
3.3.5 Additional CCPs for the system are determined by evaluating and ranking the hazardous events for the remaining activities/process steps (i.e., those not included as OCWA’s minimum CCPs). 3.3.6 Taking into consideration existing control measures (including the reliability and
redundancy of equipment), each hazardous event is assigned a value for the likelihood and a value for the consequence of that event occurring based on the following criteria:
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Value Likelihood of Hazardous Event Occurring
1 Rare – Estimated to occur every 50 years or more (usually no documented
occurrence at site)
2 Unlikely – Estimated to occur in the range of 10 – 49 years
3 Possible – Estimated to occur in the range of 1 – 9 years
4 Likely – Occurs monthly to annually
5 Certain – Occurs monthly or more frequently
Value Consequence of Hazardous Event Occurring
1 Insignificant – Little or no disruption to normal operations, no impact on public
health
2 Minor – Significant modification to normal operations but manageable, no impact on
public health
3 Moderate – Potentially reportable, corrective action required, potential public health
impact, disruption to operations is manageable
4 Major – Reportable, system significantly compromised and abnormal operations if
at all, high level of monitoring and corrective action required, threat to public health
5 Catastrophic – Complete failure of system, water unsuitable for consumption
The likelihood and consequence values are multiplied to determine the risk value
(ranking) of each hazardous event. Hazardous events with a ranking of 12 or greater are considered high risk.
3.3.7 Hazardous events and rankings are reviewed and any activity/process step is identified as an additional CCP if all of the following criteria are met:
The associated hazardous event has a ranking of 12 or greater;
The associated hazardous event can be controlled through control measure(s);
Operation of the control measures can be monitored and corrective actions can be applied in a timely fashion;
Specific control limits can be established for the control measure(s); and
Failure of the control measures would lead to immediate notification of Medical Officer of Health (MOH) or Ministry or both.
3.4 The outcomes of the risk assessment are documented as per OP-08 Risk Assessment Outcomes. 3.5 At least once every calendar year, the QEMS Representative facilitates the verification of the currency of the information and the validity of the assumptions used in the risk
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assessment in preparation for the Management Review (OP-20). When performing this review, the following may be considered:
• Process/equipment changes
• Reliability and redundancy of equipment
• Emergency situations/service interruptions
• CCP deviations
• Audit/inspection results
• Changes to the Ministry document “Potential Hazardous Events for Municipal Residential Drinking Water Systems” (as amended) 4. Related Documents OP-08 Risk Assessment Outcomes OP-20 Management Review Ministry’s “Potential Hazardous Events for Municipal Residential Drinking Water Systems” (as amended)
Ministry’s “Procedure for Disinfection of Drinking Water in Ontario” (as amended) 5. Revision History Date Revision # Reason for Revision
2026-01-01 0 Procedure issued
Ontario Clean Water Agency
OPERATIONAL PLAN
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RISK ASSESSMENT OUTCOMES
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1. Purpose To document the outcomes of the risk assessment conducted as per OP-07 Risk Assessment. 2. Definitions
Critical Control Point (CCP) – An essential step or point in the subject system at which control can be applied by the Operating Authority to prevent or eliminate a drinking water
health hazard or reduce it to an acceptable level
Critical Control Limit (CCL) – The point at which a Critical Control Point response procedure is initiated 3. Procedure
3.1 The QEMS Representative is responsible for updating the information in OP-08A Summary of Risk Assessment Outcomes as required. 3.2 The results of the risk assessment conducted as per OP-07 are documented in Table 1 of OP-08A. This includes:
• Identified potential hazardous events and associated hazards (possible outcomes) for each of the system’s activities/process steps;
Note: Hazards listed in the Ministry’s “Potential Hazardous Events for Municipal Residential Drinking Water Systems” (as amended) are indicated in the appropriate column using the reference numbers in Table 4 of OP-08A.
• Identified control measures to address the potential hazards and hazardous events; and
• Assigned rankings for the hazardous events (likelihood x consequence = risk value) and whether the hazardous event is a Critical Control Point (CCP) (mandatory or additional). Note: If the hazardous event is ranked as 12 or higher and it is not being identified as a CCP, provide rationale as to why it does not meet the criteria set out in section 3.3.7 of OP-07). 3.3 Operations Management is responsible for ensuring that for each CCP:
• Critical Control Limits (CCLs) are set;
• Procedures and processes to monitor the CCLs are established; and
• Procedures to respond to, report and record deviations from the CCLs are
implemented. The identified CCPs, their respective CCLs and associated procedures are documented in Table 2 of OP-08A.
Ontario Clean Water Agency
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3.4 A summary of the results of the annual review/36-month risk assessment is recorded in Table 3 of OP-08A. 3.5 Operations Management considers the risk assessment outcomes during the review of the adequacy of the infrastructure (Refer to OP-14 Review and Provision of Infrastructure). 4. Related Documents
OP-07 Risk Assessment OP-08A Summary of Risk Assessment Outcomes OP-14 Review and Provision of Infrastructure Ministry’s “Potential Hazardous Events for Municipal Residential Drinking Water Systems” (as amended) SOP# RIC-09 CCP Limits Reached
Facility logbook 5. Revision History Date Revision # Reason for Revision
2026-01-01 0 Procedure issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc.: Rev Date: Rev No: Pages:
OP-08A 2026-03-25 0 1 of 6
SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management Table 1: Risk Assessment Table for the Bayham Water Distribution Systems
Note: Processes referred to in section 3.3.4 of OP-07 Risk Assessment must be identified as mandatory Critical Control Points (CCPs) as applicable. Mandatory CCPs are not required to be ranked.
Activity/ Process Step Description of Hazardous Event
Possible Outcome (Hazards) Existing Control Measures
Ministry Potential Hazardous Event/Hazard Reference # (see Table 4)
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CCP?
Water Supply
Water Quality
Issue from Elgin Area Primary Water Supply System (EAPWSS)
-Adverse Water Quality Incident (AWQI)
-Drinking Water Advisory
-Incident Management System
through EAPWSS
-SOP#: BAY-03,
-Flushing
1,6 1 3 3 Yes – Mandatory CCP
Yes – Additional
CCP identified for facility
No – no control
responsibility of EAPWSS
5 2 3 6
7 3 4 12
3,4 3 3 9
13 1 4 4
Water Supply
issue from EAPWSS
-Unable to
supply water
-AWQI
-Short term supply from the Tower (Port Burwell).
- Incident Management System through EAPWSS
-The system can be back fed from the Elgin Middlesex Pump Station from the reservoir or through London water supply.
-SOP#: BAY-03, BAY-09
-Water hauling
-Pressure monitoring
6 1 3 3
Yes – Mandatory
CCP
Yes – Additional
CCP identified for facility
No – no control responsibility of EAPWSS
5 2 3 6
2,3,4 3 3 9
13
1 4 4
Vienna
Booster
Equipment Failure
-AWQI -Maintenance programs in WMS
-Short term supply from Tower
6
1 2 2 Yes – Mandatory
CCP
Ontario Clean Water Agency
OPERATIONAL PLAN
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QEMS Doc.: Rev Date: Rev No: Pages:
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management
Activity/ Process Step Description of Hazardous Event
Possible Outcome (Hazards) Existing Control Measures
Ministry Potential Hazardous Event/Hazard Reference # (see Table 4)
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Pumping Station -No Water/Low Pressure
Drinking Water Advisory
-bypass line for manual filling
-Reconfigure distribution system (i.e. open loop), if required
-SOP#: BAY-03, BAY-09, BAY-02
3,4
3 3 9
Yes – Additional CCP identified for facility
No –doesn’t meet criteria OP-07 3.3.7.1,4,5
Power Failure
AWQI
Low pressure
Drinking water advisory
-maintenance programs in WMS
-SOP#: BAY-03, BAY-05
Chlorination at Port Burwell tower and Lakeview
-Reconfigure distribution system (i.e. open loop), if required
6
1 3 3 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No– doesn’t meet
criteria OP-07 3.3.7.1,3,4
3,4
3 3 9
Distribution
Watermain Break
AWQI
Low pressure
Drinking water
advisory
-isolation of section of main
-manual operation of valve to maintain
pressure on part of system
-Tower (Port Burwell) supply to
maintain pressure
-Tankers to supply water
-Looping has improved ability to isolate areas and also maintain flow in
event of breaks.
-SOP#:BAY-03, BAY-12, BAY-02
6
1 3 3 Yes – Mandatory
CCP
Yes – Additional CCP identified for facility
No – doesn’t meet criteria OP-07 3.3.7.1,4,5
3, 4 3 3 9
Adverse from Routine Sampling
AWQI
Drinking Water Advisory
-Flushing
-Sample point maintenance
SOP#: BAY-03
6 1 3 3 Yes – Mandatory CCP 7,8 2 4 8
Ontario Clean Water Agency
OPERATIONAL PLAN
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QEMS Doc.: Rev Date: Rev No: Pages:
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management
Activity/ Process Step Description of Hazardous Event
Possible Outcome (Hazards) Existing Control Measures
Ministry Potential Hazardous Event/Hazard Reference # (see Table 4)
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4
3 3 9
Yes – Additional CCP identified for facility
No— doesn’t meet criteria OP-07 3.3.7.2,3
Failure of Backflow Preventor
AWQI
Drinking Water
Advisory
-Inspections and maintenance on backflows
- Municipal Bylaw NO 2019-061
-SOP#: BAY-03, BAY-02
6
1 3 3
Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No– doesn’t meet
criteria OP-07 3.3.7.1,3,4
4
3 3 9
Biofilm Formation
-Taste and
Odour concerns
-AWQI
-Flushing, swabbing of watermains
-monitoring of chlorine residuals
-monitoring of HPC
-SOP#: BAY-03, BAY-08, BAY-02
-HAA’s & THM
Quarterly sampling
1
1 3 3
Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No– doesn’t meet
criteria doesn’t meet criteria OP-07 3.3.7.1,3,4
4,7
2 3 6
Failure of Aging Infrastructure
-Failure of system (watermain breaks, flow control valve)
-Contamination (AWQI)
-Infrastructure replacement projects
-capital life cycle
-water loss monitoring
-maintenance programs
-SOP#: BAY-03, BAY-12
6
1 3 3
Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No– doesn’t meet criteria doesn’t meet criteria OP-07 3.3.7.1,3,4
3,4
3 3 9
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc.: Rev Date: Rev No: Pages:
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management
Activity/ Process Step Description of Hazardous Event
Possible Outcome (Hazards) Existing Control Measures
Ministry Potential Hazardous Event/Hazard Reference # (see Table 4)
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Failure with New Watermain/Service Installations
AWQI
Drinking Water Advisory
-training, qualified persons
-AWWA Standards, MDWL/DWWP requirements
-Municipal Bylaws
-SOP#: BAY-03, BAY-02
6
1 3 3
Yes – Mandatory CCP
Yes – Additional
CCP identified for facility
No– doesn’t meet
criteria doesn’t meet criteria OP-073.3.7.1,3
8
3 3 9
Illegal Hydrant Use
AWQI
Watermain Break
Low pressure
- Municipal Bylaw NO 2019-061
-some hydrants are banded
-SOP#: BAY-03, BAY-12
6
3 3 9
Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No– doesn’t meet
criteria OP-07 3.3.7.1,3,4
Illegal Cross
Connections
AWQI
Drinking Water
Advisory
- Municipal Bylaw NO 2019-061
-SOP#: BAY-03
6
2 3 6
Yes – Mandatory CCP
Yes – Additional
CCP identified for facility
No– doesn’t meet
criteria OP-07 3.3.7.1,3,4
2
3 3 9
Lake Erie bank erosion (west of Port Bruce) on Old Dexter Line
Unable to supply water
-erosion control
-can isolate area and redirect flow
-temporary supply from Port Burwell Tower and tanker supply
1,3
2 3 6
Yes – Mandatory CCP
Yes – Additional
CCP identified for facility
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OPERATIONAL PLAN
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QEMS Doc.: Rev Date: Rev No: Pages:
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management
Activity/ Process Step Description of Hazardous Event
Possible Outcome (Hazards) Existing Control Measures
Ministry Potential Hazardous Event/Hazard Reference # (see Table 4)
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CCP?
No– doesn’t meet criteria OP-07 3.3.7.3,4
Table 2: Identified Critical Control Points (CCPs)
CCP Critical Control Limits Monitoring Procedures Response, Reporting and Recording Procedures
N/A N/A N/A N/A
Note: Standard Operating Procedures (SOPs) referenced in Tables 1 and 2 are controlled as per OP-05 Document and Records Control. Table 3: Record of Annual Review/36-Month Risk Assessment The Drinking Water Quality Management Standard (DWQMS) requires that the currency of the information and the validity of the assumptions used in the risk assessment be verified at least once every calendar year. In addition, the risk assessment must be conducted at least once every thirty-six months.
Date of Activity Type of Activity Participants Summary of Results
2026-03-25 Initial Risk Assessment Stephanie Simpson, Matthew
Belding, Vitaliy Talashok, Sam Sianas, Robert Butler, Samantha Withers-Leeson, Thomas Thayer, Jeff Carsey, Steve Adams
Results captured in Revision 0 of this Summary of Risk
Assessment Outcomes . Annual Risk Assessment Review, included likelihood and consequence values. Complete 36 months Risk Assessment
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc.: Rev Date: Rev No: Pages:
OP-08A 2026-03-25 0 6 of 6
SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management Table 4: Potential Hazardous Event/Hazard Reference Numbers (based on the Ministry’s “Potential Hazardous Events for Municipal Residential Drinking Water Systems” dated April 2022) If the hazardous event/hazard is not applicable to this drinking water system (DWS), it will be noted in the first column of this table.
System Type (indicate all that apply to this DWS) Reference Number Description of Hazardous Event/Hazard
X All Systems 1 Long Term Impacts of Climate Change X All Systems 2 Water supply shortfall X All Systems 3 Extreme weather events (e.g., tornado, ice storm) X All Systems 4 Sustained extreme temperatures (e.g., heat wave, deep freeze) X All Systems 5 Chemical spill impacting source water X All Systems 6 Terrorist and vandalism actions X Distribution Systems 7 Sustained pressure loss X Distribution Systems 8 Backflow N/A Treatment Systems 9 Sudden changes to raw water characteristics (e.g., turbidity, pH)
N/A Treatment Systems 10 Failure of equipment or process associated with primary disinfection (e.g., coagulant dosing system, filters, UV system, chlorination system)
N/A
Treatment Systems and
Distribution Systems providing secondary disinfection 11 Failure of equipment or process associated with secondary disinfection (e.g., chlorination equipment, chloramination equipment)
N/A Treatment Systems using Surface
Water 12 Algal blooms
X All Systems 13 Cybersecurity threats Revision History
Date Revision # Reason for Revision
2026-03-25 0 Initial risk assessment conducted – Summary of Risk Assessment Outcomes issued
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc.: Rev Date: Rev No: Pages:
OP-08B 2026-03-25 0 1 of 7
SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management Table 1: Risk Assessment Table for the Richmond Community Drinking Water Systems
Note: Processes referred to in section 3.3.4 of OP-07 Risk Assessment must be identified as mandatory Critical Control Points (CCPs) as applicable. Mandatory CCPs are not required to be ranked.
Activity/
Process Step
Description of Hazardous Event
Possible Outcome (Hazards) Existing Control Measures
MECP Potential Hazardous Event/Hazard Reference #
(see Table 4) Li
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CCP?
Raw Water Supply
Water Quality Issue
-Drinking Water Advisory (DWA)
-AWQI
- Routine Sampling and Monitoring
- Municipal Bylaw NO 2019-061
- Source Protection Plan
- SOP RIC-03, RIC-01, RIC-19
1, 2, 4, 5, 9 3 3 9
Yes – Mandatory
CCP
Yes – Additional
CCP identified for facility
No – no control available at this point; therefore not a CCP
6 1 3 3
Well Pump
Failure
Loss of source
water
-Shut down a well/multiple well supply
-Well Inspection & Maintenance Plan
- SOP RIC-03, RIC-01, RIC-19, RIC-13
-CP Unsafe Water
-CP Loss of Service
2 2 2 4
Yes – Mandatory CCP
Yes – Additional
CCP identified for facility
No – no control
available at this point; therefore not a CCP
Water Supply Issue
-Drinking Water Advisory (DWA)
-AWQI
- Routine Sampling and Monitoring
- Municipal Bylaw NO 2019-061
- Source Protection Plan
1, 2, 4, 5, 9 2 3 6 Yes – Mandatory
CCP 6 1 3 3
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc.: Rev Date: Rev No: Pages:
OP-08B 2026-03-25 0 2 of 7
SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management
- SOP RIC-03, RIC-01, RIC-19
Yes – Additional CCP identified for facility
No – no control available at this point; therefore not a CCP
Primary Disinfection
Equipment or mechanical failure
Potential for Contamination and/or adverse water
- Alarmed Facility with Remote Monitoring
Capabilities
- Automatic shutdown solenoid valve
- UV Unit redundancy (Backup UV running at all times)
- Continuous chlorine residual analyzers equipped with high/low chlorine alarms
- Routine preventative maintenance
- Remote Monitoring
- Two (2) pre chlorine & two (2) post chlorine pumps for redundancy
-Worst Case Scenario Calculation
- SOP: RIC-10, RIC-03, RIC-06
2, 6 1 4 4
Yes –
Mandatory CCP
Yes –
Additional CCP
identified for facility
No
3, 4, 7, 8, 10 2 4 8
Solenoid Valve Failure AWQI
- Redundancy of UV, each UV includes its own solenoid valve
- Routine testing of each solenoid valve
- Backup UV running at all times
- SOP: RIC-10, RIC-03, RIC-11, RIC-06, RIC-13
6 1 3 3
Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
10 2 3 6
3, 4 3 3 9
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OPERATIONAL PLAN
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QEMS Doc.: Rev Date: Rev No: Pages:
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management
Secondary Disinfection
Failure of sodium hypochlorite System
Failure to Maintain Secondary Disinfection (low chlorine)
Potential for Adverse Water
- Continuous chlorine residual analyzers equipped with high/low chlorine alarms
- Routine preventative maintenance
- Remote Monitoring
- Two (2) pre chlorine & two (2) post chlorine pumps for redundancy
- SOP RIC-03, RIC-01, RIC-05
6, 9 1 3 3 Yes – Mandatory
CCP
Yes – Additional CCP identified for facility
No
7, 8 2 3 6
11 3 3 9
Control Systems
Generator Failure Water Supply Issue
- Routine maintenance on generator
- SOP RIC- 05, RIC-03
3, 4 3 3 9
Yes – Mandatory CCP
Yes – Additional
CCP identified for facility
No
6 1 3 3
Failure of Continuous Monitoring
(Data Logger)
-Non-Compliance
-AWQI
- Remote Monitoring
- SOP RIC-03, RIC01, RIC-06, RIC-05
- Alarmed Facility
3, 4 2 3 6
Yes – Mandatory CCP
Yes – Additional
CCP identified for facility
No
6, 13 2 3 6
Failure of
Dialer
-Loss of Monitoring
-AWQI
- Routine testing
- Continuous data monitoring
- Alarmed Facility
-Weekly testing
-UPS
3, 4 2 3 6 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
6,13 2 3 6
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QEMS Doc.: Rev Date: Rev No: Pages:
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management
Distribution
Water Main Break Potential for Contamination
--Isolation of section of main
-Manual operation of valve to maintain pressure on part of system
-SOP RIC14, RIC-13, RIC-03, RIC-18, RIC-01
4 3 3 9 Yes – Mandatory CCP
Yes – Additional
CCP identified for facility
No 6 1 3 3
Failure of Aging Infrastructure
Potential for
Contamination
- 6-year capital and major maintenance recommendations
- SOP RIC-03
- Emergency Contacts and Essential Supplies & Services List
4, 6 2 3 6
Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Adverse
Result on Distribution
System Samples (bacti and /or chemical
concerns)
Unsafe Water
- SOP RIC-03, RIC-01, RIC- 02
1, 3, 5, 6, 7, 8, 9 1 4 4 Yes – Mandatory
CCP
Yes – Additional CCP identified for facility
No 4, 10, 11 2 4 8
Low Secondary Free Chlorine Residuals
Potential for Contamination
- SOP RIC-03, RIC-05
- Routine monitoring of chlorine residuals
4 1 3 3 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No 11 2 3 6
Cross Connections to non-municipal
water
Potential for Contamination
-Municipal Bylaw NO 2019-061
- SOP RIC-03
-Regular sampling and monitoring
6, 7, 8 1 3 3
Yes – Mandatory
CCP
Yes – Additional
CCP identified for facility
No
Ontario Clean Water Agency
OPERATIONAL PLAN
Municipality of Bayham Drinking Water Systems
QEMS Doc.: Rev Date: Rev No: Pages:
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management Table 2: Identified Critical Control Points (CCPs)
CCP Critical Control Limits Monitoring Procedures Response, Reporting and Recording Procedures
Primary Disinfection
Pre- Chlorine Analyzer- Low Free Chlorine Residual
0.80mg/L (LO)
0.50mg/L (LOLO)
-SCADA Daily Report
-Weekly operational checks
-Alarms received on SCADA
-Continuous online analyzers
-System flushing
-Pocket Colorimeter
-Continuous online analyzers
-Alarms call to On Call Certified Operator
-Redundancy: Post Chlorine injection point for re-chlorination
-Facility logbook
-RIC-03: Reporting Adverse Water Quality
-RIC- 01: Primary Disinfection
-RIC- 05: Secondary Disinfection
-RIC-09: Critical Control Point (CCP) Limit Reached
-Facility Emergency Plan
-Worst Case Scenario calculation round sheet
Storage Tank -Low Level
0.55 meters (LO)
0.40 meter (LOLO)
-SCADA Daily Report
-Weekly operational checks
-Alarms received on SCADA
-Continuous online analyzers
- Miltronics level readings
-Alarms call to On Call Certified Operator
-Facility logbook
-RIC-03: Reporting Adverse Water Quality
-RIC- 01: Primary Disinfection
-RIC-09: Critical Control Point (CCP) Limit Reached
-Facility Emergency Plan
UV Failure
Bulb Intensity
- Alarms for Each UV Unit
- Multiple UV Units Running Continuously
- Remote Monitoring Capabilities
- Regular Scheduled Preventative Maintenance
-Alarms call to On Call Certified Operator
-Facility logbook
-RIC-03: Reporting Adverse Water Quality
-RIC- 01: Primary Disinfection
-RIC-09: Critical Control Point (CCP) Limit Reached
-RIC-10: UV Failure
-Facility Emergency Plan
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OPERATIONAL PLAN
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management
Secondary Disinfection
Post- Chlorine Analyzer- Low Free Chlorine Residual
0.40mg/L (LO alarm)
-SCADA Daily Report
-Weekly operational checks
-Alarms received on SCADA
-Continuous online analyzers
-System flushing
-Pocket Colorimeter
-Continuous online analyzers
-Alarms call to On Call Certified Operator
-Redundancy: Post Chlorine injection point for re-chlorination
-Facility logbook
-RIC-03: Reporting Adverse Water Quality
-RIC- 05: Secondary Disinfection
-RIC-09: Critical Control Point (CCP) Limit Reached
-Facility Emergency Plan
Note: Standard Operating Procedures (SOPs) referenced in Tables 1 and 2 are controlled as per OP-05 Document and Records Control. Table 3: Record of Annual Review/36-Month Risk Assessment The Drinking Water Quality Management Standard (DWQMS) requires that the currency of the information and the validity of the assumptions used in the risk assessment be verified at least once every calendar year. In addition, the risk assessment must be conducted
at least once every thirty-six months.
Date of Activity Type of Activity Participants Summary of Results
2026-03-25 Initial Risk Assessment Stephanie Simpson, Matthew Belding, Vitaliy Talashok, Sam
Sianas, Robert Butler, Samantha Withers-Leeson, Thomas Thayer, Jeff Carsey, Steve Adams
Results captured in Revision 0 of this Summary of Risk Assessment Outcomes . Annual Risk Assessment Review,
included likelihood and consequence values. Complete 36 months Risk Assessment
Table 4: Potential Hazardous Event/Hazard Reference Numbers (based on the Ministry’s “Potential Hazardous Events for Municipal Residential Drinking Water Systems” dated April 2022) If the hazardous event/hazard is not applicable to this drinking water system (DWS), it will be noted in the first column of this table.
Ontario Clean Water Agency
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QEMS Doc.: Rev Date: Rev No: Pages:
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: QEMS Representative Approved by: Operations Management
System Type (indicate all that apply to this DWS) Reference Number Description of Hazardous Event/Hazard
X All Systems 1 Long Term Impacts of Climate Change X All Systems 2 Water supply shortfall X All Systems 3 Extreme weather events (e.g., tornado, ice storm) X All Systems 4 Sustained extreme temperatures (e.g., heat wave, deep freeze) X All Systems 5 Chemical spill impacting source water X All Systems 6 Terrorist and vandalism actions X Distribution Systems 7 Sustained pressure loss X Distribution Systems 8 Backflow X Treatment Systems 9 Sudden changes to raw water characteristics (e.g., turbidity, pH)
X Treatment Systems 10 Failure of equipment or process associated with primary disinfection (e.g., coagulant dosing system, filters, UV system, chlorination system)
X Treatment Systems and Distribution Systems providing secondary disinfection 11 Failure of equipment or process associated with secondary disinfection (e.g., chlorination equipment, chloramination equipment)
N/A Treatment Systems using Surface Water 12 Algal blooms
X All Systems 13 Cybersecurity threats Revision History Date Revision # Reason for Revision
2026-03-25 0 Initial risk assessment conducted – Summary of Risk Assessment Outcomes issued
Ontario Clean Water Agency
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QEMS Proc.: Rev Date: Rev No: Pages:
OP-09 2025-10-31 0 1 of 6
ORGANIZATIONAL STRUCTURE, ROLES, RESPONSIBILITIES AND AUTHORITIES
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 [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:
Ontario Clean Water Agency
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QEMS Proc.: Rev Date: Rev No: Pages:
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ORGANIZATIONAL STRUCTURE, ROLES, RESPONSIBILITIES AND AUTHORITIES
Reviewed by: QEMS Representative Approved by: Operations Management
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
• 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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Date Revision # Reason for Revision
2025-10-31 0 Appendix issued
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1. Purpose To document a procedure that describes:
• the competencies required for personnel performing duties directly affecting drinking water quality;
• the activities to develop and/or maintain those competencies; and
• the activities to ensure personnel are aware of the relevance of their duties and how they
affect safe drinking water. 2. Definitions
Competence – the combination of observable and measurable knowledge, skills, and abilities which are required for a person to carry out assigned responsibilities
Operations Management – refers to the General Manager, Senior Operations Manager and/or Operations Manager that directly oversees a facility’s operations
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
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 following table presents the minimum competencies required by operations personnel.
Role/Position Required Minimum Competencies
Operations Management (Top Management) Valid operator certification; if required to act as Overall Responsible Operator (ORO), certification must be at the level of the facility or higher
Experience and/or training in managing/supervising drinking water system operations, maintenance, financial planning and administration
Training and/or experience related to drinking water system processes, principles and technologies
Training on OCWA’s QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies, guidelines and procedures
Experience using computers and operational computerized systems
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Role/Position Required Minimum Competencies
Safety, Process & Compliance (SPC) Manager (Top Management) (May also fulfill the role of Alternate QEMS Representative)
Valid operator certification required to fulfil certified operator duties (if assigned).
Experience in providing technical support and leading/managing programs related to process control and compliant operations
Experience and/or training in conducting compliance audits, and management system audits
Experience and/or training in preparing and presenting informational and training material
Training on OCWA’s QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies, guidelines and procedures
Experience using computers and operational computerized systems
Process & Compliance Technician, Operations and Compliance Team Lead (QEMS Representative)
Valid operator certification required to fulfil certified operator duties (if assigned)
Experience and/or training in resolving/addressing compliance issues for drinking water systems
Experience and/or training in monitoring, assessing and reporting on facility performance against legal requirements and corporate goals
Experience and/or training in preparing and presenting informational and training material
Experience in conducting management system audits or internal auditor education/training
Training on OCWA’s QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies, guidelines and procedures
Experience using computers and operational computerized systems
Certified Operator May include the following: Senior Water & Wastewater Operator Water & Wastewater Operator
Water & Wastewater Operator-in-Training
Operations Supervisor Water & Wastewater
Valid operator certification
If required to act as ORO, certification must be at the level of the facility or higher
If required to act as Operator-in-Charge (OIC), certification must be level 1 or higher
Training and/or experience in inspecting and monitoring drinking water system processes and performing/planning maintenance activities
Training on OCWA’s QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies, guidelines and procedures
Experience using computers and operational computerized systems
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3.2 The following table presents the minimum competencies required by staff that provide
administrative support to operations personnel.
Role and/or Position Required Minimum Competencies
Administrative Staff May include the following: Administrative Assistant Project Clerk
Experience and/or training related to procurement and business administration practices
Training on OCWA’s QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies, guidelines and procedures
Experience using computers
3.3 OCWA’s recruiting and hiring practices follow those of the Ontario Public Service (OPS). As part of the OPS, minimum competencies, which include education, skills, knowledge and experience requirements, are established when designing the job description for a particular position. As part of the recruitment process, competencies
are then evaluated against the job description. Based on this evaluation, the hiring manager selects and assigns personnel for specific duties.
3.4 OCWA’s Operational Training Program aims to:
• Develop the skills and increase the knowledge of staff and management;
• Provide staff with information and access to resources that can assist them in performing their duties; and
• Assist OCWA certified operators in meeting the legislative and regulatory requirements with respect to training. 3.5 The Program consists of Director Approved, continuing education and on-the-job training and is delivered using a combination of methods (e.g., traditional classroom
courses, e-learning/webinars and custom/program-based courses/sessions). A formal evaluation process is in place for all sessions under the Operational Training Program and is a critical part of the Program’s continual improvement.
3.6 Awareness of OCWA’s QEMS is promoted during the orientation of new staff, at facility/cluster/regional hub level training sessions and meetings and through OCWA’s Environmental Compliance 101 (EC 101) course. All new staff are required to complete the EC 101 course within their first year of joining OCWA. The purpose of the EC 101 course is to ensure staff are aware of applicable legislative and regulatory
requirements, to promote awareness of OCWA’s QEMS and to reinforce their roles and responsibilities under OCWA’s QEMS. 3.7 Staff are also required to complete the training listed in OCWA’s Mandatory Training Requirements procedure, based on their position and/or the duties they perform. This list includes mandatory environmental and health and safety compliance training, as well as the training deemed mandatory by OCWA corporate and Ontario Public Service (OPS) policies and is available on OCWA’s intranet (sharepoint site).
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3.8 Operations personnel also receive site-specific training/instruction on relevant operational and emergency response procedures to ensure effective operational control of processes and equipment which may impact the safety and quality of
drinking water. 3.9 As part of OCWA’s annual Performance Planning and Review (PPR) process, employee performance is evaluated against their job expectations. Professional development opportunities and training needs (which could include formalized courses as well as site-specific on-the-job training or job shadowing/mentoring) are identified as part of this process (and on an ongoing basis). In addition to this process, OCWA employees may at any time request training from either internal or external providers by obtaining approval from their Manager. 3.10 Certified drinking water operators are responsible for completing the required number of training hours in order to renew their certificates based on the highest class of drinking water subsystem they operate. They are also responsible for completing mandatory courses required by Safe Drinking Water Act (SDWA) O. Reg. 128/04
Certification of Drinking Water System Operators and Water Quality Analysts. The Operations Management takes reasonable steps to ensure that every operator has the opportunity to attend training to meet the requirements.
3.11 It is the responsibility of operations personnel to ensure Operations Management are aware of any change to the status/classification of their drinking water operator certificate(s), the validity of their driver’s licence (required to hold at a minimum a Class G license which is initially verified upon hire) and/or the validity of any other required certificates/qualifications. 3.12 Individual OCWA employee training records are maintained and tracked using a computerized system, the Training Summary database, which is administrated by OCWA’s Learning and Development Department. Training records maintained at the facility are controlled as per OP-05 Document and Records Control. 4. Related Documents
OCWA’s Learning and Development Resources (OCWA Intranet/sharepoint) OCWA’s Mandatory Training Requirements (OCWA intranet/sharepoint) Performance Planning and Review Database
OP-5 Document and Records Control OCWA Training Summary Database 5. Revision History
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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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1. Purpose
To describe the procedure for facility level internal and external QEMS-related communications between Top Management and:
• OCWA staff;
• the Owner;
• essential suppliers and service providers (as identified in OP-13); and
• the public. 2. Definitions
Operations Management – refers to the General Manager, Senior Operations Manager and/or Operations Manager that directly oversees a facility’s operations
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 Operations Management and the QEMS Representative are responsible for identifying and coordinating any site-specific communications in relation to the status/
development of the facility’s QEMS. 3.2 Internal and external communication responsibilities and reporting requirements for
emergency situations are set out under OCWA’s Emergency Management Program (i.e., Facility Emergency Plan and OCWA’s Corporate Emergency Response Plan). Refer to OP-18 Emergency Management for more information.
3.3 Communication with OCWA staff: 3.3.1 Within the first year of hire, all staff are required to complete the Environmental Compliance 101 (EC 101) course, upon availability and scheduling. All staff are required to complete an EC Refresher course every three years, upon availability and scheduling. The objective of the EC 101 course is to ensure that staff are aware of applicable legislative and regulatory requirements and of OCWA’s QEMS and to reinforce their roles and responsibilities under OCWA’s QEMS. 3.3.2 Operations Management are responsible for ensuring operations personnel
receive site-specific training on the Operational Plan, the organizational structure for the facility including the roles and responsibilities and authorities (outlined in OP-09 Organizational Structure, Roles, Responsibilities and Authorities), QEMS
Procedures and other related operating instructions and procedures as part of the
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orientation process and on an on-going basis as required.
3.3.3 The SPC Manager is responsible for ensuring training is provided for the
Regional Hub (in consultation with Operations Management as required) on applicable legislative and regulatory requirements and the QEMS. 3.3.4 The QEMS Representative assists Operations Management and/or the SPC Manager in the coordination/delivery of training as required. 3.3.5 Revisions to the QEMS and associated documentation are communicated as per OP-05 Document and Records Control. 3.3.6 The QEMS Policy is available to all OCWA personnel through OCWA’s intranet and as outlined in 3.6.2 of this procedure. 3.3.7 Operations personnel are responsible for identifying potential hazards at the facility that could affect the environmental and/or public health, and
communicating these to Operations Management. They may also recommend changes be made to improve the facility’s QEMS by making a request to the QEMS Representative (as per OP-05).
3.3.8 The QEMS Representative is responsible for ensuring that the Operations Management and the Safety, Process and Compliance Manager are informed regarding the compliance/quality status of the facility and QEMS implementation and any need for improved processes/procedures at the cluster/facility level. 3.3.9 The SPC Manager reports to the Regional Hub Manager on the compliance status, the QEMS performance and effectiveness, any need for improvement and on issues that may have Agency-wide significance. Operations Management reports to the Regional Hub Manager on facility operational performance. 3.4 Communication with the Owner: 3.4.1 The Operations Management ensures that the Owner is provided with QEMS
updates and that they are kept informed of the status of the facility’s operational and compliance performance during regularly scheduled meetings and/or through electronic and/or verbal communications. The QEMS Representative assists in the coordination of these meetings and with communicating the updates as directed. 3.4.2 The continuing suitability, adequacy and effectiveness of OCWA’s QEMS are communicated to the Owner as part of the Management Review process (refer to OP-20 Management Review).
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3.5 Communications with Essential Suppliers and Service Providers: 3.5.1 Communication requirements to ensure essential suppliers and service providers
understand the relevant OCWA QEMS policies, procedures and expectations are described in OP-13 Essential Supplies and Services. 3.6 Communication with the Public: 3.6.1 Media enquiries must be directed to the facility’s designated media spokesperson as identified in the Facility Emergency Plan. The media spokesperson coordinates with local and corporate personnel (as appropriate) and the Owner in responding to media inquiries. 3.6.2 OCWA’s QEMS and QEMS Policy are communicated to the public through OCWA’s public website ( www.ocwa.com ). The QEMS Policy is also posted as identified in OP-05A.
3.6.3 Facility tours for interested parties must be approved in advance by the Operations Management.
3.6.4 All complaints, whether received from the consumer, the community or other interested parties, are documented in the OPEX database. As appropriate, the Operations Management ensures that the Owner is informed of the complaint
and/or an action is developed to address the issue in a timely manner. The QEMS Representative ensures that consumer feedback is included for discussion at the Management Review. 4. Related Documents OP-05 Document and Records Control OP-09 Organizational Structure, Roles, Responsibilities and Authorities OP-13 Essential Supplies and Services OP-18 Emergency Management OP-20 Management Review
Facility Emergency Plan Corporate Emergency Response Plan OPEX Incident Reports - Community Complaints 5. Revision History Date Revision # Reason for Revision
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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
2025-10-31 0 Procedure issued
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OPERATIONAL PLAN
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REVIEW AND PROVISION OF INFRASTRUCTURE
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1. Purpose To describe OCWA’s procedure for reviewing the adequacy of infrastructure necessary to operate and maintain the Municipality of Bayham Drinking Water Systems. 2. Definitions Infrastructure – the set of interconnected structural elements that provide the framework for supporting the operation of the drinking water system, including buildings, workspace, process equipment, hardware, software and supporting services, such as transport or
communication 3. Procedure 3.1 At least once every calendar year, Operations Management in conjunction with operations personnel conducts a review of the drinking water system’s infrastructure to
assess its adequacy for the operation and maintenance of the system. Operations personnel assist with identifying the need for infrastructure repairs, replacements or alterations and with prioritizing each identified item. Documents and records that are reviewed may include:
• Maintenance records
• Call-in reports
• Adverse Water Quality Incidents (AWQIs) or other incidents
• Health & Safety Inspections
• Ministry Inspection Reports
• Best Management Practices
• OP-08A Summary of Risk Assessment Outcomes 3.2 The outcomes of the risk assessment documented as per OP-08 are considered as part of this review. 3.3 The output of the review is a six year rolling Capital and Major Maintenance
Recommendations Report to assist the Owner and OCWA with planning infrastructure needs for the short and long-term. This report is submitted, at least once every calendar year by Operations Management, to the Owner for review and approval. Together with the Owner, Operations Management determines and documents timelines and responsibilities for implementation of priority items.
3.4 The final approved Capital and Major Maintenance Recommendations forms the long term forecast for any major infrastructure maintenance, rehabilitation and renewal activities as per OP-15.
3.5 Operations Management ensures that results of this review are considered during the Management Review process (OP-20).
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4. Related Documents Capital and Major Maintenance Recommendations Report OP-08 Risk Assessment Outcomes OP-15 Infrastructure Maintenance, Rehabilitation and Renewal OP-20 Management Review Management Review Minutes 5. Revision History Date Revision # Reason for Revision
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OPERATIONAL PLAN
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INFRASTRUCTURE MAINTENANCE, REHABILITATION AND RENEWAL
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1. Purpose To describe OCWA’s infrastructure maintenance, rehabilitation and renewal program for the Municipality of Bayham Drinking Water Systems. 2. Definitions Infrastructure – the set of interconnected structural elements that provide the framework for supporting the operation of the drinking water system, including buildings, workspace, process equipment, hardware, software and supporting services, such as transport or
communication Rehabilitation – the process of repairing or refurbishing an infrastructure element.
Renewal – the process of replacing the infrastructure elements with new elements. 3. Procedure 3.1 OCWA, under contract with the Owner, maintains a computerized Work Management System (WMS) to manage maintenance, rehabilitation and renewal of infrastructure for which it is operationally responsible. The major components of the WMS consist of planned maintenance, unplanned maintenance, rehabilitation, renewal and program monitoring and reporting. 3.1.1 Planned Maintenance Routine planned maintenance activities include: flow meter calibrations, valve
inspection, hydrant flushing and inspections Planned maintenance activities are scheduled in the WMS that allows the user to:
• Enter detailed asset information;
• Generate and process work orders;
• Access maintenance and inspection procedures;
• Plan preventive maintenance and inspection work;
• Plan, schedule and document all asset related tasks and activities; and
• Access maintenance records and asset histories. Planned maintenance activities are communicated to the person responsible for completing the task through the issuance of WMS work orders. Work orders are automatically generated on a daily, weekly, monthly, quarterly and annual
schedule as determined based on manufacturer’s recommendations and site specific operational and maintenance needs and are assigned directly to the appropriate operations personnel. This schedule is set up by WMS. Work orders are completed and electronically entered into WMS by the person responsible for completing the task. Records of these activities are maintained as per OP-05 Document and Records Control.
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The Operations Management maintains the inventory of equipment in WMS and ensures that appropriate maintenance plans are in place. Maintenance plans are developed according to the manufacturer’s instructions, regulatory requirements, industry standards, and/or client service requirements. Equipment Operation and Maintenance (O&M) manuals are accessible to operations personnel at the locations specified in OP-05 Document and Records Control. 3.1.2 Unplanned Maintenance
Unplanned maintenance is conducted as required. All unplanned maintenance activities are authorized by the Operations Management. Unplanned maintenance activities are recorded on corrective work orders and are entered
into WMS by the person responsible for completing the unplanned maintenance activity.
3.1.3 Rehabilitation and Renewal Rehabilitation and renewal activities including capital upgrades (major infrastructure maintenance) are determined at least once every calendar year in consultation with Operations Management and the Owner A list of required replacement or desired new equipment is compiled and prioritized by Operations Management in conjunction with operations personnel and is presented to the Owner for review and comment. All major expenditures require the approval of the Owner. In addition to the short-term facility needs (i.e. current year), the Six (6) Year Recommended Capital/Major Maintenance Summary also provides a long-term list of major maintenance recommendations. (Refer to OP-14 Review
and Provision of Infrastructure).
3.1.4 Program Monitoring and Reporting Maintenance needs for the facility are determined through review of
manufacturer’s instructions, regulatory requirements, industry standards, and/or client service requirements and are communicated by means of work orders. Additionally, Operations Management conducts a review of the drinking water
system’s infrastructure to assess its adequacy for the operation and maintenance of the system. (Refer to OP-14 Review and Provision of Infrastructure). The Operations Report is provided to the Owner on a quarterly basis to provide an overview of maintenance activities for the system. To assist in monitoring the effectiveness of the program review summary reports for the system
3.1 OCWA’s infrastructure maintenance, rehabilitation and renewal program is initially communicated to the Owner through the operating agreement. OCWA’s program is communicated to the Owner once every calendar year through submission of the Six (6)
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Year Recommended Capital/Major Maintenance Summary and through the results of the Management Review. 4. Related Documents Minutes of Management Review Capital and Major Maintenance Recommendations Report & Acknowledgement/Approval from the Owner OP-05 Document and Records Control OP-14 Review and Provision of Infrastructure 5. Revision History
Date Revision # Reason for Revision
2026-01-01 0 Procedure issued
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OPERATIONAL PLAN
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SAMPLING, TESTING AND MONITORING
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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
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5. Revision History Date Revision # Reason for Revision
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OPERATIONAL PLAN
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MEASUREMENT AND RECORDING EQUIPMENT CALIBRATION AND MAINTENANCE
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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 WMS# Frequency
Flow Meter
Meter Flow Well TW2-12 0000448576
Annually
Meter Flow Well TW3-12
Meter Flow Well TW1-10 0000448575
Meter Flow Treated West 0000448557
Meter Flow Treated East 0000448558
Turbidity Meters Filter #1 Turbidity 0000448538 Annually
Filter #2 Turbidity 0000448539 Annually
Chlorine Analyzer Pre-Chlorination 0000448556 Monthly
Post Chlorination 0000448536 Monthly
Storage (holding) Tanks
Level
Storage Tank #1 0000448537 Annually
Storage Tank #2 Annually
UV
UV Module #1 Sensor 0000448528 Annually
UV Module #2 Sensor 0000448529 Annually
UV Module #3 Sensor 0000448530 Annually
UV Module #4 Sensor 0000448531 Annually
Portable Chlorine Analyzer DR300 0000448524 Monthly
Pocket Colorimeter II Monthly
Portable Turbidity Analyzer 2100Q 0000448525 Monthly
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Bayham Distribution System
Type of Instrumentation Instrument ID WMS# Frequency
Portable Chlorine Analyzer DR300 0000449545 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
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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
2026-02-02 1 Revised table in sec 3.2
2026-03-26 2 Revised
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EMERGENCY MANAGEMENT
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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
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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
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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
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INTERNAL QEMS AUDITS
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1. Purpose To describe the procedure for conducting internal audits at the facility level that evaluate the
conformance of OCWA’s Quality & Environmental Management System (QEMS) to the requirements of the Drinking Water Quality Management Standard (DWQMS). This procedure applies to Internal QEMS Audits conducted at the Municipality of Bayham Drinking Water Systems for the purpose of meeting the DWQMS requirements for internal audits. Note: This procedure does not apply to internal compliance audits conducted in accordance with OCWA’s Internal Audit Program. 2. Definitions
Audit Team – one or more Internal Auditors conducting an audit
Internal Auditor – an individual selected to conduct an Internal QEMS Audit Internal QEMS Audit – a systematic and documented internal verification process that
involves objectively obtaining and evaluating documents and processes to determine whether a quality management system conforms to the requirements of the DWQMS
Lead Auditor – Internal Auditor responsible for leading an Audit Team
Non-conformance – non-fulfillment of a DWQMS requirement
Objective Evidence – verifiable information, records or statements of facts. Audit evidence is typically based on interviews, examination of documents, observations of activities and conditions, reviewing results of measurements and tests or other means. Information gathered through interviews should be verified by acquiring supporting information from
independent sources
Opportunity for Improvement (OFI) – an observation about the QEMS that may, in the opinion of the Internal Auditor, offer an opportunity to improve the effectiveness of the
system or prevent future problems; implementation of an OFI is optional
3. Procedure 3.1 Audit Objectives, Scope and Criteria
3.1.1 In general, the objectives of an internal QEMS audit are:
• To evaluate conformance of the implemented QEMS to the requirements of the DWQMS;
• To identify non-conformances with the documented QEMS; and
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• To assess the effectiveness of the QEMS and assist in its continual improvement.
3.1.2 The scope of an internal QEMS audit includes activities and processes related to the QEMS as documented in the Operational Plan.
3.1.3 The criteria covered by an internal QEMS audit include:
• Drinking Water Quality Management Standard (DWQMS)
• Current Operational Plan
• QEMS-related documents and records 3.1.4 The audit scope and criteria may be customized as necessary to focus on a particular process/critical control point and/or any elements of the DWQMS which may warrant specific attention. The results of previous internal and external
audits should also be considered. 3.2 Audit Frequency
3.2.1 Internal QEMS audits may be scheduled and conducted once every calendar year or may be separated into smaller audit sessions scheduled at various
intervals throughout the calendar year. However, all elements of the DWQMS must be audited at least once every calendar year. 3.2.2 The QEMS Representative is responsible for maintaining the internal QEMS audit schedule. The audit schedule may be modified based on previous audit results. 3.3 Internal Auditor Qualifications 3.3.1 Internal QEMS audits shall only be conducted by persons approved by the QEMS Representative and having the following minimum qualifications:
• Internal auditor training or experience in conducting management system audits; and
• Familiarity with the DWQMS requirements. 3.3.2 Internal Auditors that do not meet the qualifications in s.3.3.1 may form part of the Audit Team for training purposes, but cannot act as Lead Auditor.
3.3.3 Internal Auditors must remain objective and, where practical, be independent of the areas/activities being audited. It may not be possible for internal auditors to be fully independent of the activity being audited, but every effort should be made
to remove bias and encourage objectivity. Auditors should maintain objectivity throughout the audit process to ensure that the audit findings and conclusions are based only on the audit evidence. Objectivity can be demonstrated by
obtaining sufficient appropriate evidence to provide a reasonable basis for the
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audit findings. 3.4 Audit Preparation
3.4.1 Together, the QEMS Representative and the Lead Auditor:
• Establish the audit objectives, scope and criteria;
• Confirm the audit logistics (locations, dates, expected time and duration of audit activities, any health and safety considerations, availability of key personnel, audit team assignments, etc.).
3.4.2 Each Internal Auditor is responsible for:
• Reviewing documentation to prepare for their audit assignments including:
o the Operational Plan and related procedures;
o results of previous internal and external QEMS audits; o the status and effectiveness of corrective and preventive actions implemented; o the results of the management review; o the status/consideration of OFIs identified in previous audits; and
o other relevant documentation.
• Preparing work documents (e.g., checklists, forms, etc.) for reference
purposes and for recording objective evidence collected during the audit 3.5 Conducting the Audit 3.5.1 Opening and closing meetings are not required, but may be conducted at the discretion of the QEMS Representative and the Lead Auditor taking into account expectations of Top Management. 3.5.2 The Audit Team gathers and records objective evidence by engaging in activities that may include conducting interviews with Operations Management and staff (in person, over the phone and/or through e-mail), observing operational activities
and reviewing documents and records. 3.5.3 The Audit Team generates the audit findings by evaluating the objective
evidence against the audit criteria (s. 3.1.3). In addition to indicating conformance or non-conformance, the audit findings may also lead to the identification of opportunities for improvement (OFIs). The Lead Auditor is
responsible for resolving any differences of opinion among Audit Team members with respect to the audit findings and conclusions. 3.6 Reporting the Results 3.6.1 The Lead Auditor reviews the audit findings and conclusions with the QEMS Representative and Top Management. Other audit participants may also take part in this review as appropriate. This review may take place in person (e.g.,
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during a closing meeting) or through other means (phone call, email, etc.). Any diverging opinions regarding the audit findings and conclusions should be discussed and, if possible, resolved. If not resolved, this should be noted by the
Lead Auditor. 3.6.2 The Lead Auditor submits a written report and/or completed work documents to the QEMS Representative. The submitted documentation must identify (at a minimum):
• Audit objectives, scope and criteria;
• Audit Team member(s) and audit participants;
• Date(s) and location(s) where audit activities where conducted;
• Audit findings including:
o Related objective evidence for each element; o Any non-conformance identified referencing the requirement that was not met; and
o OFIs or other observations.
• Audit conclusions. 3.6.3 The QEMS Representative distributes the audit results to Top Management and
others as appropriate. 3.6.4 The QEMS Representative ensures that results of internal QEMS audits are
included as inputs to the Management Review as per OP-20 Management Review.
3.7 Corrective Actions and Opportunities for Improvement (OFIs) 3.7.1 Corrective actions are initiated when non-conformances are identified through internal QEMS audits and are documented and monitored as per OP-21 Continual Improvement. 3.7.2 OFIs are considered, and preventive actions initiated, documented and monitored as per OP-21 Continual Improvement. 3.8 Record-Keeping
3.8.1 Internal QEMS audit records are filed by the QEMS Representative and retained as per OP-05 Document and Records Control. 4. Related Documents Internal Audit Records (checklists, forms, reports, etc.)
OP-05 Document and Records Control OP-20 Management Review OP-21 Continual Improvement
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Summary of Actions Items Table Management Review Minutes 5. Revision History Date Revision # Reason for Revision
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1. Purpose To describe the procedure for conducting a Management Review of the Quality & Environmental Management System (QEMS) at the facility level. 2. Definitions Management Review – a formal (documented) meeting conducted at least once every calendar year by Top Management to evaluate the continuing suitability, adequacy and effectiveness of OCWA’s Quality & Environmental Management System (QEMS)
Operations Management – refers to the General Manager, Senior Operations Manager and/or Operations Manager that directly oversees a facility’s operations
Top Management – a person, persons or 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. OCWA has defined Top Management for the Municipality of Bayham Drinking Water Systems as:
• Operations Management – Aylmer Cluster
• Regional Hub Manager – Southwest Region
• Safety, Process & Compliance (SPC) Manager – Southwest Region
3. Procedure 3.1 Top Management ensures that a Management Review is conducted at least once every calendar year. Management Reviews for more than one drinking water system may be conducted at the same meeting provided the systems belong to the same owner and the
considerations listed in section 3.4 below are taken into account for each individual system and documented in the Management Review meeting minutes. 3.2 At a minimum, the QEMS Representative, at least one member of Top Management must attend the Management Review meeting. Other members of Top Management may participate though their attendance is optional.
3.3 Other staff may be invited to attend the Management Review meeting or to assist with presenting information or in reviewing the information presented, where they offer additional expertise regarding the subject matter. 3.4 The standing agenda for Management Review meetings is as follows: a) Incidents of regulatory non-compliance; b) Incidents of adverse drinking water tests; c) Deviations from critical control limits and response actions; d) The effectiveness of the risk assessment process;
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e) Internal and third-party audit results (including any preventive actions implemented to address Opportunities for Improvement (OFI) or rationale as to why OFIs were not implemented); f) Results of emergency response testing (including any OFIs identified); g) Operational performance; h) Raw water supply and drinking water quality trends; i) Follow-up on action items from previous Management Reviews; j) The status of management action items identified between reviews; k) Changes that could affect the QEMS; l) Consumer feedback;
m) The resources needed to maintain the QEMS; n) The results of the infrastructure review; o) Operational Plan currency, content and updates;
p) Staff suggestions; and q) Consideration of applicable Best Management Practices (BMPs).
3.5 In relation to standing agenda item q), applicable BMPs, if any, to address drinking water system risks discussed during other agenda items, are identified and documented in the Management Review minutes. Review and possible adoption of applicable BMPs are revisited during subsequent Management Reviews and are incorporated into preventive and/or corrective actions as per OP-21 as appropriate. 3.6 The QEMS Representative coordinates the Management Review and distributes the agenda with identified responsibilities to participants in advance of the Management Review meeting along with any related reference materials. 3.7 The Management Review participants review the data presented and make
recommendations and/or initiate action to address identified deficiencies as appropriate as per OP-21.
3.8 The QEMS Representative ensures that minutes of and actions resulting from the Management Review meeting are prepared and distributed to the appropriate OCWA Top Management, personnel and the Owner/municipal representative(s).
3.9 The QEMS Representative monitors the progress and documents the completion of actions resulting from the Management Review by updating the Summary Table of Action Items. 4. Related Documents Management Review Reference Materials Minutes and actions resulting from the Management Review OP-21 Continual Improvement Summary Table of Action Items
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5. Revision History Date Revision # Reason for Revision
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1. Purpose To describe the procedure for tracking and measuring continual improvement of the Quality
& Environmental Management System (QEMS) for the Municipality of Bayham Drinking Water Systems. 2. Definitions Continual Improvement - recurring activity to enhance performance (ISO 14001:2014)
Corrective Action – action to eliminate the cause of detected nonconformity of the QMS with the requirements of the DWQMS or other undesirable situation Non-conformance – the non-fulfilment of a DWQMS requirement
Preventive Action – action to prevent the occurrence of nonconformity of the QMS with the requirements of the DWQMS or other undesirable situation
3. Procedure
3.1 OCWA strives to continually improve the effectiveness of its QEMS for this drinking water system(s) through the identification and implementation of corrective/preventive actions and, as appropriate, through review and consideration of applicable Best
Management Practices (BMPs). 3.2 Corrective Actions 3.2.1 Non-conformances may be identified through an internal or external QEMS audit(s) conducted for this drinking water system. They may also be identified as a result of other events such as:
• an incident/emergency;
• community/Owner complaint;
• other reviews; and
• operational checks, inspections or audits.
3.2.2 The QEMS Representative (in consultation with Operations Management and/or the SPC Manager) investigates the need for a corrective action to eliminate the
root cause(s) so as to prevent the non-conformance from recurring. The investigation may also include input from the operators and other stakeholders and the consideration of BMPs as appropriate.
3.2.3 The QEMS Representative determines the corrective action needed based on this consultation. The Operations Management (or designate) assigns
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responsibility and a target date for resolution. 3.2.4 The QEMS Representative ensures corrective actions are documented using
Summary of Action Items spreadsheet The QEMS Representative monitors the progress of corrective action(s) and provides status updates to Top Management. 3.2.5 The implementation and effectiveness of corrective actions are verified during subsequent internal QEMS audits and are considered during the Management Review. If there is evidence that the action taken was not effective, the Operations Management (or designate) initiates further corrective action and assigns resources as appropriate until the non-conformance is fully resolved. 3.3 Preventive Actions 3.3.1 Potential preventive actions may be identified through an internal or external QEMS audit as Opportunities For Improvement (OFIs), during the Management Review or through other means such as:
• staff/Owner suggestions;
• regulator observations;
• evaluation of incidents/emergency response/tests;
• the analysis of facility/Regional Hub or OCWA-wide data/trends;
• non-conformances identified at other drinking water systems; or
• a result of considering a BMP.
3.3.2 The QEMS Representative (in consultation with Operations Management and/or the SPC Manager) considers whether a preventive action is necessary. The review may also include input from the operators and other stakeholders and the
consideration of BMPs as appropriate. 3.3.3 If it is decided that a preventive action is necessary, the QEMS Representative determines the action to be taken based on this consultation and the Operations Management (or designate) assigns responsibility and a target date for implementation. 3.3.4 The implementation of preventive actions are tracked by the QEMS Representative using the using Summary of Action Items spreadsheet 3.3.5 The implementation and effectiveness of preventive actions are verified during
subsequent internal QEMS audits and are considered during the Management Review. If there is evidence that the action taken was not effective, the Operations Management (or designate) may consider further preventive actions
and assigns resources as appropriate.
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3.4 The QEMS Rep. and Operations Management monitor corrective/preventive actions on an ongoing basis and review the status and effectiveness of the actions during subsequent Management Review meetings.
3.5 Best Management Practices (BMPs) 3.5.1 The QEMS Representative and/or Operations Management in consultation with the SPC Manager will review and consider applicable internal and/or external BMPs identified by internal and/or external sources as part of the Management Review (OP-20) and in the corrective and preventive action processes described above. 3.5.2 BMPs may include, but are not limited to:
• Facility/Regional Hub practices developed and adopted as a result of changes to legislative or regulatory requirements, trends from audit findings or drinking water system performance trends;
• OCWA-wide BMPs/guidance or recommended actions;
• Drinking water industry based standards/BMPs or recommendations; or
• Those published by the Ministry of the Environment and Climate Change.
3.5.3 At a minimum, applicable BMPs must be reviewed and considered once every 36 months.
4. Related Documents OP-05 Document and Records Control OP-20 Management Review Internal Audit Records Summary of Action Items spreadsheet 5. Revision History Date Revision # Reason for Revision
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REPORT
TREASURY DEPARTMENT
TO: Mayor & Members of Council
FROM: Lorne James CPA, CA, Treasurer
DATE: April 16, 2026
REPORT: TR-12/26 SUBJECT: 2026 Q1 VARIANCE REPORT BACKGROUND The Q1 (first quarter) financial reports are provided for Council’s fiduciary review. This Report provides a summary of current revenue and expenditure to March 31, 2026, and variances to the Operating Budget and Capital Budget. DISCUSSION
The Operating Budget and Capital Budget are both at expected levels given the cyclical nature of operations and current trade war and tariff impacts.
Capital expenses have commenced in some departments, and with the early adoption of Capital and Operating Budgets, departments have been able to secure competitive pricing and availability of service providers. Key projects are identified below: Straffordville Community Centre Expansion Works are now occurring in earnest. Construction costs are currently on target based on the tender award. Architecture and engineering costs are approximately $35,000 over estimated due to pre-tender design work associated with the new well, cistern, and water system design for the expansion. However, the actual cash allowance costs are currently projecting under the allocated amount so it appears these numbers will balance. The project is currently on target for an August/September substantial completion. Facility Audit This is now back in procurement review and development phase with staff.
Wastewater Treatment Plant (WWTP) There are funds allocated in the Capital Budget for a potential land acquisition in support of the WWTP expansion. Thus far, Council has not provided direction for an expansion. Staff are in internal discussions about how best to use these funds. Staff expect to engage the Ontario
Clean Water Agency (OCWA) on a potential optimization review of the WWTP to investigate more cost-effective options for increasing the design capacity without expending significant costs or needing to expand the WWTP’s footprint. OCWA offers these services as an add-on to
the current Operations and Maintenance Agreement. 2026 Q1 variance information for capital and operating items are attached to this Report. STRATEGIC PLAN 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community.
Initiative(s): Not Applicable ATTACHMENTS 1. Appendix A: 2026 Q1 Operating Revenue & Expense Variance Report 2. Appendix B: 2026 Q1 Capital Expense Variance Report RECOMMENDATION
1. THAT Report TR-12/26 re 2026 Q1 Variance Report be received for information. Respectfully submitted: Reviewed by:
Lorne James, CPA, CA Thomas Thayer, CMO, AOMC Treasurer Chief Administrative Officer
Revenues
05.10 General Taxation $1,727,625 $6,910,500 25%
05.20 Other Revenues $352,105 $1,249,516 28%
10.10 General Government $3,575 $190,815 2%management fee and reserve transfer not booked yet
10.20 Council $0 $60,000 0%transfer not booked yet
20.10 Fire Services $3,117 $22,000 14%no grants or recovery yet
20.20 Police Services $4,000 $12,000 33%
20.30 Conservation Authority
20.40 Building Services $33,014 $197,000 17%
20.50 Bylaw Enforcement Services $12,848 $46,000 28%timing of Malahide billing
25.10 Roads $184,067 $622,180 30%
25.20 Winter Control $2,682 $6,500 41%seasonality
25.40 Street Lights
30.10 Water $141,823 $869,200 16%timing of billing
30.15 Richmond Water $17,963 $104,267 17%timing of billing
30.30 Waste Disposal $10,648 $40,000 27%
30.20 Waste Water $173,993 $1,094,500 16%timing of billing
35.20 Cemeteries $540 $2,000 27%seasonality
40.10 General Assistance
45.10 Parks & Recreation $350 $2,600 13%seasonality
45.20 Straffordville Community Centre $1,195 $5,000 24%
45.40 Libraries $21,882 $80,482 27%
45.50 Museums $0 $13,200 0%
50.10 Planning, Development & Tourism $34,366 $126,000 27%
50.15 Tourism & Marketing $19,902 $143,035 14%
50.20 Environmental Services $0 $9,000 0%
Capital $275,929 $7,017,750 4%refer to capital sheet
Expenditures
05.10 General Taxation
05.20 Other Revenues
10.10 General Government $348,359 $1,245,079 28%
10.20 Council $29,315 $173,243 17%
20.10 Fire Services $121,587 $671,796 18%
20.20 Police Services $273,361 $1,089,177 25%
20.30 Conservation Authority $53,695 $112,411 48%timing of LPRCA billing
20.40 Building Services $2,191 $197,000 1%no shared cost billing yet
20.50 Bylaw Enforcement Services $42,673 $158,881 27%
25.10 Roads $758,168 $2,134,703 36%increased costs pressures in fuel
25.20 Winter Control $113,998 $129,816 88%seasonality
25.40 Street Lights $12,251 $44,000 28%
30.10 Water $18,960 $869,201 2%timing of water billing
30.15 Richmond Water $7,051 $104,267 7%timing of billing
30.20 Waste Water $163,528 $1,094,500 15%timing of billing
30.30 Waste Disposal $76,077 $500,000 15%seasonality
35.20 Cemeteries $690 $22,500 3%seasonality
40.10 General Assistance $7,000 $9,000 78%
45.10 Parks & Recreation $31,345 $109,774 29%
45.20 Straffordville Community Centre $26,843 $62,693 43%
45.40 Libraries $11,842 $80,482 15%
45.50 Museums $11,731 $60,672 19%
50.10 Planning, Development & Tourism $63,997 $257,200 25%
50.15 Tourism & Marketing $7,194 $183,058 4%seasonality
50.20 Environmental Services $0 $8,591 0%
Capital $387,424 $9,454,000 4%refer to capital sheet
Municipality of BayhamAppendix A: 2026 Q1 Operating Revenue and Expense Variance Report
2026 Actuals 2026 Budget % Consumed
2026 2026 %
Actuals Budget Consumed
General Government
Council Computers 10,000$ 10,000$ 100%booked
Liability Reserve Transfer 15,000$ 15,000$ 100%booked
Working Capital Transfer 10,000$ 10,000$ 100%booked
Election Reserve Transfer 15,000$ 15,000$ 100%booked
Fire
Bunker Gear 16,000$ 0%
Tanker 1 Replacement 215,987$ 680,000$ 32%chassis
Radio System Reseve 30,000$ 0%not booked yet
Thermal Imaging Cameras 7,250$ 0%
Portable Radios 6,000$ 0%
Roads
Best Line Culvert 50,000$ 0%
Tandem 540,000$ 0%yet to be delivered
Tandem 540,000$ 0%yet to be delivered
Mower 27,000$ 0%
Murray Rd.72,000$ 0%
Chute Line 5,467$ 15,000$ 36%ongoing
Gravel Program 182$ 215,000$ 0%
Carson Line 13,080$ 300,000$ 4%
North Street 151$ 35,000$ 0%
Sidewalks 125,000$ 0%
Road Signs 9,000$ 0%
Guardrails 12,500$ 0%
Climate Risk Assessment 85,000$ 0%
Pre Engineering - Port Burwell Stormwater 35,000$ 0%
B & C Inspection 13,000$ 0%
Road Side Brushing 65,000$ 0%
Hill Management 60,000$ 0%
Lakeshore 10,108$
Waste Water
Manhole rehab 27,000$ 0%
System Equipment 21,000$ 0%
Air Blowers 28,000$ 0%
Alarm Communic.50,000$ 0%
Wastewater treatment plant land 530,000$ 0%under internal review
Parks
East Pier Rehabilitation 50,000$ 0%on hold, may be reserved
Utility Corridor Repairs 125,000$ 0%
Eden Pavilion 100,000$ 0%
Port Burwell Ball Diamond 200,000$ 0%pending OTF grant for SCP diamond
Facilities
Facility Audit 60,000$ 0%procurement in development
SCC Expansion 149,175$ 3,614,000$ 4%ongoing
PB Lighthouse 1,506,250$ 0%on hold
PB East Beach Washroom Exp 75,000$ 0%
Marine Museum PL 75,000$ 0%
Planning and Development
Zoning By-law Review 6,355$ 45,000$ 14%
Municipality of Bayham
Appendix B: 2026 Q1 Capital Expense Variance Report
REPORT
CLERK
TO: Mayor & Members of Council
FROM: Alan Bushell, Clerk
DATE: April 16, 2026
REPORT: CL-04/26 SUBJECT: BRING-YOUR-OWN EVENTS – UPDATE TO ONTARIO REGULATION 747/21
BACKGROUND
Ontario Regulation 747/21 (Permits) sets out requirements for Special Occasion Permits and other liquor-related permits issued by the Alcohol and Gaming Commission of Ontario (AGCO). In January 2026, the Province announced amendments to O.Reg 747/21 to modernize language,
expand the scope of eligible public events, and clarify municipal roles in events designation and documentation.
Key amendments replace the term “tailgate event” with “bring- your-own event” and revise notice, documentation, and permit condition requirements. These changes are intended to reflect a broader range of public, community- based events across Ontario. DISCUSSION The amendment changing “tailgate event” status to “bring-your-own event”, indicates that this is a slightly different designation than the traditional “municipally significant event”, which still exists both prior to and after the changes. Events held on municipal property remain subject to applicable municipal approvals and alcohol policies. These changes are not intended to alter those requirements. This means an event could still be designated as municipally significant but not permitted to be a “bring- your-own” event. For example, EdisonFest or Watermelonfest could have been declared municipally significant, but at this time, staff would not interpret our existing facility and alcohol policies as them having a “bring- your-own” designation. Moving
forward, a request would have to be made to Council with the understanding that this is for the express purposes of making an application to the Alcohol and Gaming Commission of Ontario (AGCO) to “bring-your-own”.
Municipalities are not required to approve a request for designation of “Community” or “Cultural” event and through that allowing a “bring-your-own” designation, but if they were to consider such a designation, the Province provided the following examples of what a “Community” or “Cultural” Events may include, but are not limited to:
• Community festivals or fairs (e.g., fall fairs, heritage festivals)
• Cultural celebrations (e.g., Indigenous cultural gatherings, multicultural festivals, holiday celebrations)
• Municipal or community- led events (e.g., Canada Day celebrations, anniversary events)
• Fundraising events for local charities or non- profit organizations
• Outdoor concerts, art shows, or performances open to the public
• Agricultural or rural community events
• Sporting or recreational tournaments where alcohol is not sold but brought by attendees Municipalities are beginning to research and/or implement policies, as well as delegate authority
to staff members to make these designations. For example, recently, the Municipality of Clarington has implemented a by-law to delegate decision-making to their Clerk, as well as implementing changes to their facility and alcohol policies. Staff believe that the Municipality of
Bayham does not warrant urgent delegations of duties to staff, as a request could be considered by Council with reasonable consistency and expediency. Staff also believe that undertaking a major cross-department project, such as Bayham leading a new, comprehensive review of alcohol-related and facility-use policies is not advisable at this time. Additionally, given the size of the municipality and when considering previous years’ Municipal Assistance applications as a basis, staff are not anticipating a significant intake of applications to justify delegation of authority. Unless Council directs otherwise, the plan is to move forward with the following actions: 1. If a request for a “bring-your-own” designation is received, it will be included on the next available Council Agenda in line with the procedural by-law. *Note: This does not exclude the event from the current Municipal Alcohol Policy, or
Special Occasions Permits. The AGCO requires urgent decisions to start their process of review for a licence.*
2. Monitoring of peer municipalities for policy and by-law updates, as well as post-event concerns to establish best practices. 3. Inform Council if requests start increasing, possibly warranting change in process or
even cost recouperation measures. 4. In the event the Province expresses concern with the process taking too long, bring a further report outlining possible delegation of duties as well as a by-law for Council’s review. STRATEGIC PLAN Not applicable RECOMMENDATION 1. THAT Report CL-04/26 re Bring-Your-Own Events – Update to Ontario Regulation 747/21 be received for information;
Respectfully Submitted by: Reviewed by: Alan Bushell Thomas Thayer, CMO, AOMC
Clerk Chief Administrative Officer
John Mascarin Direct: 416.865.7721 E-mail:jmascarin@airdberlis.com
REPORT ON CLOSED MEETING INVESTIGATION 2025-01
THE CORPORATION OF
THE MUNICIPALITY OF BAYHAM
Aird & Berlis LLP
John Mascarin
March 31, 2026
-i-
TABLE OF CONTENTS
A. INTRODUCTION ................................................................................................. 1
B. APPOINTMENT AND AUTHORITY .................................................................... 1
C. THE REQUEST ................................................................................................... 2
D. STATUTORY & PROCEDURAL FRAMEWORK ................................................ 2
E. REVIEW OF MATERIALS & INVESTIGATIVE PROCESS ................................ 5
F. ANALYSIS & DETERMINATIONS ...................................................................... 6
G. CONCLUSIONS .................................................................................................. 8
MUNICIPALITY OF BAYHAM
REPORT ON CLOSED MEETING INVESTIGATION 2025-01
A. INTRODUCTION
1. Aird & Berlis LLP is the appointed Closed Meeting Investigator (“Investigator”) for The Corporation of the Municipality of Bayham (the “Municipality”).
2. A formal request for a closed meeting investigation was filed directly with our office on
December 18, 2025 pursuant to section 239.1 of the of the Municipal Act, 20011 (the “Request”). Section 239.1 provides as follows:
Investigation
239.1 A person may request that an investigation of whether a municipality or local board has complied with section 239 or a procedure by-law under subsection 238 (2) in respect of a meeting or part of a meeting that was closed to the public be
undertaken,
(a) by an investigator referred to in subsection 239.2 (1); or
(b) by the Ombudsman appointed under the Ombudsman Act, if the municipality has not appointed an investigator referred to in subsection 239.2 (1).
3. The Request seeks an investigation into whether Council improperly relied on the open meeting exceptions under subsection 239(2) of the Municipal Act, 2001 to hold in camera sessions during two meetings of Council held on October 3, 2024 and July 17, 2025 (the “Meetings”).
4. We have conducted an investigation into the allegations raised in the Request (the “Investigation”), the findings of which are set out in this Report.
B. APPOINTMENT AND AUTHORITY
5. Aird & Berlis LLP was appointed as the Municipality’s Investigator pursuant to subsection 239.2(1) of the Municipal Act, 2001.
6. In our capacity as Investigator, we are responsible for independently investigating requests made by any person as to whether the Municipality has complied with section 239 of the
Municipal Act, 2001 or a procedure by-law enacted under subsection 238(2) of the statute in respect of a meeting or part of a meeting that was closed to the public, and for reporting on our findings together with any recommendations we consider appropriate.
7. The scope of our jurisdiction is limited under sections 239.1 and 239.2. Our role as Investigator does not extend to assessing the merits of any particular item of municipal business, and it does not include questioning the policies or priorities of the Municipality.
1 Municipal Act, 2001, S.O. 2001, c. 25.
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8. Before accepting any investigation mandate, we conduct a thorough conflict search and make any other necessary inquiries to ensure that our firm is able to carry out the investigation independently and impartially. We have completed these steps with respect to this Investigation and are satisfied that no conflict exists.
C. THE REQUEST
9. The Request arises from concerns regarding Council’s use of in camera sessions to
consider matters relating to a municipally owned asset and focuses on portions of the Meetings that were closed to the public pursuant to subsection 239(2) of the Municipal Act, 2001. In each instance, Council passed a resolution to convene in camera by citing specific statutory exceptions,
followed only by the parenthetical descriptor “Municipal Property”.
10. The Request alleges that these parenthetical descriptions did not identify the specific property under consideration, that these minimal descriptions obscured from the public the property being considered, and allowed Council to advance the matter outside meaningful public scrutiny.
11. The Request asks that we determine whether Council properly relied on the closed meeting exceptions under subsection 239(2) of the Municipal Act, 2001 in relation to the in camera portions of the Meetings, and whether Council complied with the statute’s procedural requirements governing such meetings, including the requirement that the resolution authorizing an in camera session state the general nature of the matter to be considered.
D. STATUTORY & PROCEDURAL FRAMEWORK
(a) Open Meeting Rule
12. Ontario’s “open meeting” rule is enshrined in subsection 239(1) of the Municipal Act, 2001, which requires that all meetings of a municipal council be open to the public. The rule is intended
to promote democratic governance, increase transparency, and enhance public confidence in local government.2
(b) Exceptions to Open Meeting Rule
13. There are a number of exceptions to the open meeting rule that permit meetings or portions of meetings to be closed to the public where confidentiality is required. These exceptions reflect an attempt to balance the need for confidentiality with the public’s right to information about
the decision-making processes of local government.
14. Subsection 239(2) of the Municipal Act, 2001 sets out eleven subject-matter exceptions that permit a municipal council to hold a meeting or part of a meeting closed to the public.
15. Relevant to this Report and the present Investigation are the following two exceptions, which were cited by Council in its resolutions to proceed in camera at the Meetings:
2 London (City) v. RSJ Holdings Inc., 2007 SCC 29 at para. 38. The Court observed that “When a municipal government improperly acts with secrecy, this undermines the democratic legitimacy of its decision, and such decisions, even when intra vires, are less worthy of deference.”
March 31, 2026 Bayham Report on Closed Meeting Investigation 2025-01 Page 3
Exceptions
239 (2) A meeting or part of a meeting may be closed to the public if the subject matter being considered is,
…
(f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose;
…
(k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality
or local board.
(c) Solicitor-Client Privileged Advice
16. The exception set out in clause 239(2)(f) of the Municipal Act, 2001 protects the
municipality’s interests as a client seeking legal advice.
17. For the exception to apply, the communication must:
1) be between a client (i.e., the municipality) and their lawyer;
2) entail the seeking or giving of legal advice; and
3) be considered confidential by the parties.3
18. The presence of legal counsel at a meeting, on its own, is not sufficient to bring a meeting or part of a meeting within this exception.4
19. Conversely, the exception may apply where legal counsel is not present, such as in circumstances where municipal staff convey legal advice from a lawyer to council or a committee.5
(d) Information Regarding Municipal Negotiations
20. The exception respecting municipal negotiations set out in clause 239(2)(k) of the Municipal Act, 2001 is relatively new. 6
3 Solosky v. R., 1979 CarswellNat 4 at para. 28.
4 Investigation into the closed meeting held by the City of Niagara Falls on February 10, 2015, Ontario
Ombudsman (November 2016) at paras. 36-38.
5 Investigation into whether council for the City of Greater Sudbury held illegal closed meetings on March
2, March 23, and April 26, 2016, Ontario Ombudsman (January 2017).
6 Clause 239(2)(k) was added to the statute by the Modernizing Ontario’s Municipal Legislation Act, 2017,
S.O. 2017, c. 10, Sched. 1, s. 26 and is modelled on its counterpart in s. 11(e) of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56.
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21. The exception seeks to protect information relating to municipal negotiations whose disclosure could undermine a municipality’s bargaining position or provide the public with an unfair advantage over the municipality in negotiations.7
22. For a matter to constitute a “position, plan, procedure, criteria or instruction,” there must be evidence that a course of action or manner of proceeding has been pre-determined; that is, that some organized structure or definition has been given to the course of action to be taken.8
23. A “plan” has been described as “a formulated and especially detailed method by which a thing is to be done; a design or scheme.”9 Similarly, the terms “position,” “procedure,” “criteria,” and “instruction” refer to pre-determined courses of action or defined ways of proceeding.10
(e) Resolutions to Proceed in Camera
24. Clause 239(4)(a) of the Municipal Act, 2001 provides that, before holding a meeting or part of a meeting that is to be closed to the public, a municipality must pass a resolution stating
both the fact that the meeting will be held in camera and the general nature of the matter to be considered:
Resolution
239 (4) Before holding a meeting or part of a meeting that is to be closed to the public, a municipality or local board or committee of either of them shall state by resolution,
(a) the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting;
…
25. The resolution authorizing a closed session should describe the subject matter to be considered in a manner that maximizes the information available to the public while at the same time preserving the confidentiality that justifies excluding the public.11
7 Investigation into a complaint about a closed meeting held by the City of St. Catharines on June 25, 2018, Ontario Ombudsman (February 2019) at para. 30; Saugeen Shores (Town of) (Re), 2020 ONOMBUD 3 at
para. 22.
The term “negotiation” has been interpreted by the Ontario Ombudsman with reference to the ordinary
dictionary definition of the word: i.e., to negotiate is “to confer (with another) for the purpose of arranging some matter by mutual agreement; to discuss a matter with a view to a settlement or compromise”: Leeds
and the Thousand Islands (Township of) (Re), 2022 ONOMBUD 5 at para. 52.
8 John Mascarin & Rebecca Hines, “The Ins and Outs of In Camera Meetings in Ontario” (2021) 10:1, The
Digest of Municipal & Planning Law at 6, citing IPC Order PO-2034 (2002), affirmed on appeal by the Divisional Court in Ontario (Ministry of Community & Social Services) v. Ontario (Information & Privacy
Commissioner), 2004 CarswellOnt 1779. This decision was made in the context of an appeal from a decision made under the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, but
s.18(1)(e) of that statute is substantively the same as s. 239(2)(k) of the Municipal Act, 2001.
9 Ibid.
10 Ibid.
11 Farber v. Kingston (City), 2007 ONCA 173 at paras. 18-21.
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26. Decisions of the Office of the Ombudsman of Ontario (the “Ontario Ombudsman”) have determined that the requirement in clause 239(4)(a) of the Municipal Act, 2001 obliges municipalities to include a “level of informative detail” in the resolution authorizing a meeting or portion of a meeting to be closed to the public.12 The requirement is intended to enhance the transparency of local democracy and ensure that decision-makers remain accountable when matters are discussed behind closed doors.13
(f) Council & Committee Procedural By-law
27. The Municipality’s Council and Committee Procedural By-law,14 codifies several aspects of the statutory open meeting framework. In particular, it incorporates the open meeting rule at
subsection 4.7.1, the eleven statutory exceptions to that rule at subsection 4.8.2, and the requirement to pass a resolution stating both the fact that the meeting will be held in camera and the general nature of the matter to be considered at subsection 4.8.3.
(g) Reporting Out from Closed Session
28. Once an in camera session has concluded and the open session has resumed, Council should report publicly on the matters actually discussed in camera. Although this practice is not statutorily mandated by the Municipal Act, 2001, it is commonly followed by municipalities in Ontario and has been recommended by the Ontario Ombudsman as a best practice.15
29. The Ontario Ombudsman has indicated that reporting back generally involves advising the public, in open session, that Council met in camera, identifying the general nature of the matters discussed, and indicating whether any direction was provided to staff or whether any procedural votes occurred, while preserving the confidentiality of information properly considered in
camera.16
E. REVIEW OF MATERIALS & INVESTIGATIVE PROCESS
30. In order to undertake our Investigation into the Request, we reviewed the following materials:
the Request and its accompanying attachments;
the agenda and minutes of the open portion of the Meetings;
the agenda and minutes of the in camera portion of the Meetings; and
the Municipality’s Procedural By-law.
12 Brockville (City of), 2016 ONOMBUD 12, at para 45.
13 Casselman (Municipality of) (Re), 2022 ONOMBUD 14 at para.18.
14 Council and Committee Procedural By-law, By-law 2023-021 (the “Procedural By-law”).
15 Brockville (City of), 2016 ONOMBUD 12, at para 49.
16 Ibid.
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31. We also conducted virtual interviews with Alan Bushell, the Municipality’s Acting Clerk, and Thomas Thayer, the Municipality’s Chief Administrative Officer, both of whom were cooperative and forthcoming during our discussions.
32. Finally, we also considered and had recourse to such applicable jurisprudence, reports of other closed meeting investigators, and secondary source materials as we believed pertinent to our Investigation and necessary to arrive at our determinations.
F. ANALYSIS & DETERMINATIONS
(a) Scope of Investigation
33. As set out above, the Request concerns the in camera portions of the Meetings, and
Council’s reliance on the exceptions under subsection 239(2) of the Municipal Act, 2001 in respect of those portions of the Meetings.
34. The scope of this Investigation is therefore confined to determining whether Council was
entitled to rely on the cited statutory exceptions, and whether Council complied with the requirements governing closed meetings, including the requirement to state, by resolution, the general nature of the matter to be considered.
(b) Meeting of Council – October 3, 2024
35. The minutes of the open session of Council’s meeting on October 3, 2024 indicate that the meeting was called to order by the Mayor and proceeded through the agenda until it was recessed to hold a statutory planning meeting. Following that recess, Council resumed consideration of the agenda and subsequently reached item 16, “Other Business”.
36. At that time, Council adopted a resolution to convene in camera to discuss two matters: an “agreement” and “municipal property.” The resolution read as follows:
16. Other Business
16.1 In Camera
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT the Council do now rise to enter into an “In Camera” Session at 8:31 p.m. to discuss:
A. Confidential item re a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization (Agreement)
B. Confidential item re a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (Municipal Property)
CARRIED
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37. Having reviewed the closed session agenda and minutes, we find that Council properly relied on the open meeting exception set out in clause 239(2)(k) of the Municipal Act, 2001 in considering item 16.1 B concerning “Municipal Property” (the item relating to “Agreement” is not applicable to our inquiry).
38. In assessing whether Council complied with the requirements of clause 239(4)(a) of the Municipal Act, 2001, we have considered the wording of the resolution alongside the factual
context in which it was adopted.
39. The evidence before us establishes that Council was engaged in confidential negotiations in which the identity of the subject matter and the identity of the negotiating counterparty were
closely intertwined. In these circumstances, providing additional descriptive detail in the resolution would have enabled the public, through reasonable inference, to identify the existence, focus, and participants of the negotiations, thereby risking disclosure of the confidential negotiating context.
40. We are satisfied that this risk could have reasonably undermined the confidentiality interests that clause 239(2)(k) exists to protect. Therefore, it is our opinion that in this particular case, Council’s use of a high‑level descriptor struck an appropriate balance between the
transparency objectives underlying clause 239(4)(a) and the need to preserve the confidentiality necessary to permit meaningful negotiations.
(c) Meeting of Council – July 17, 2025
41. The minutes of the open session of Council’s meeting on July 17, 2025 indicate that the meeting proceeded through the agenda until Council recessed to hold a Statutory Planning Meeting and a Court of Revision Meeting. The meeting subsequently resumed, followed by a brief
recess before continuing with the remainder of the agenda.
42. With respect to item 16 of the open session agenda, “Other Business”, Council adopted a resolution to enter into a closed session to discuss two matters: an “Municipal Property” and “Human Resources”. The resolution read as follows:
16. Other Business
16.1 In Camera
Moved by: Councillor Emerson
Seconded by: Councillor Froese
THAT the Council do now rise to enter into an “In Camera” Session at 9:44 p.m. to discuss:
A. Confidential item re Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the Municipality or Local Board
(Municipal Property)
B. Personal matters about an identifiable individual; Labour relations, employee negotiations (Human Resources)
CARRIED
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43. Having reviewed the closed session agenda and minutes, we have determined that Council properly relied on the open meeting exceptions set out in clauses 239(2)(f) and (k) of the
Municipal Act, 2001 in considering item 16.1 A concerning “Municipal Property” (the item relating to “Human Resources” is not applicable to our inquiry).
44. In assessing compliance with clause 239(4)(a) of the Municipal Act, 2001 in relation to the July 17, 2025 meeting, we have again considered the wording of the resolution in light of the
factual context in which it was adopted.
45. The evidence before us establishes that Council was considering confidential legal advice and negotiation strategy in a context where the subject matter under discussion and the identity
of the negotiating counterparty were closely intertwined. In these circumstances, providing additional descriptive detail in the resolution would have enabled the public, through reasonable inference, to identify the existence, focus, and participants of an active negotiating process,
thereby risking disclosure of information protected by both solicitor‑client privilege and the negotiations exceptions.
46. We are satisfied that this risk could have reasonably undermined the confidentiality interests that clauses 239(2)(f) and (k) exist to protect. Therefore, it is also our opinion that in this
particular case, Council’s use of a high‑level descriptor struck an appropriate balance between the transparency objectives underlying clause 239(4)(a) and the need to preserve the confidentiality necessary to permit Council to receive legal advice and pursue negotiations
effectively.
(d) Municipality’s Reporting Back Practices
47. During our telephone interview with the Municipality’s Clerk, we inquired about the Municipality’s practice of reporting back, which generally involves advising the public, in open session, that Council met in closed session camera, identifying the general nature of the matters discussed, and indicating whether any direction was provided to staff or whether any procedural votes occurred, while at the same time, striving to preserving confidentiality with respect to the matters that were actually considered in closed session.
48. The open session minutes of both Meetings indicate that Council rose from its in camera sessions and did report on the confidential items discussed. However, we understand from the Clerk that this reporting was necessarily limited so as not to undermine the confidentiality of those discussions.
49. In these circumstances, we find that the level of reporting was not inappropriate and was consistent with the confidentiality interests engaged.
G. CONCLUSIONS
50. For the reasons set out above, it is our opinion that Council did not contravene section 239 of the Municipal Act, 2001 or its Procedural By-law in respect of the in camera portions of the
Meetings. We are satisfied that Council properly relied on the exemptions in clauses 239(2)(f) and (k) of the Municipal Act, 2001 to hold those portions of the Meetings in camera.
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51. As Investigator, we have discretion under the Municipal Act, 2001 to disclose in this Report such matters as, in our opinion, ought to be disclosed in order to support our conclusions and any recommendations. We have exercised that discretion to disclose only those matters necessary to address the issues raised in the Request.
52. This Report has been prepared for and is submitted to Council for its consideration pursuant to subsection 239.2(10) of the Municipal Act, 2001.
53. We recommend that this Report be made public by including it on a Council agenda.
Respectfully submitted,
AIRD & BERLIS LLP
John Mascarin
JM/JMB
67992315.3
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2026-022 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF
THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD APRIL 16, 2026 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 April 16, 2026 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 16th DAY OF APRIL, 2026.
____________________________ _____________________________ MAYOR CLERK