02-17-15 Council (including Admin & PW) Agenda

THE CORPORATION OF THE TOWNSHIP OF WEST LINCOLN

COUNCIL AGENDA

MEETING NO. FIVE HELD: **TUESDAY**, February 17, 2015 – Township Administration Building, 318 Canborough Street, Smithville, Ontario, Ontario - 7:00 p.m.

1. SINGING OF “O CANADA”:

2. INVOCATION: Councillor Joann Chechalk

3. CHANGE IN ORDER OF ITEMS ON AGENDA:

4. DISCLOSURE OF PECUNIARY INTEREST AND/OR CONFLICT OF INTEREST:

5. REQUEST TO ADDRESS ITEMS ON THE AGENDA:NOTE: Requests to address items on the agenda are restricted to specific items asfollows per Section 6.7 of the Procedural By-law:

6.7 Public Comment at Council: There shall be no comments from the public permitted at Council unless: (a) a specific appointment has been scheduled; or, (b) an item is included under the “Other Business” or “Communications”

section of the agenda and relates to a matter which would normally be dealt with at Committee.

Chair to inquire if there are any members of the public present who wish to address a specific item on the agenda as permitted by Section 6.7 of the Procedural By-law.

6. APPOINTMENTS/PRESENTATIONS:

(a) Mayor Douglas Joyner Re: Presentation to Inaugural Ceremony Participant - Jim Green, Town Crier

(b) Melissa Jefferson Re: Speed Limits on Silver Street, Caistor Centre (Submission of Petition) Resolution Councillor Mike Rehner

(c) Michael Jankowski –Chairman, West Lincoln Glanbrook Wind Action Group Inc (WLGWAG) & Bonnie Tuson, Mothers against Wind Turbines Inc. (MAWT Inc.) Re: Request for Additional Funds to be added to the 2015 Budget Resolution Councillor Jason Trombetta

318 Canborough St. P.O. Box 400 Smithville, ON L0R 2A0 T: 905-957-3346 F: 905-957-3219 www.westlincoln.ca

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Council February 17, 2015 Page 2

(d) Rick Hein, P.Eng, Associated Engineering Ont. Ltd. & Director of Public Works & Engineering (Brent Julian) Re: (1) Presentation of 2014 Roads Needs Study & Execution Plan (Rick Hein)

(2) Report RFD-PW-08-2015–2014 Roads Needs Study & Execution Plan 2014 ROADS NEEDS STUDY & EXECUTION PLAN AND POWERPOINT PRESENTATION UNDER SEPARATE COVER Resolution Councillor Terry Bell

7. CONFIRMATION OF MINUTES:

(a) Special Council Minutes – Training - Budget Workshop Re: January 26, 2015 Resolution Councillor Dave Bylsma

(b) Council Minutes – Regular Re: January 26, 2015 CONFIDENTIAL MINUTES UNDER SEPARATE COVER Resolution Councillor Joann Chechalk

(c) Public Meeting under the Planning Act Re: February 9, 2015 Minutes Resolution Councillor Mike Rehner

(d) Special Council Minutes – Training - Budget Workshop Re: February 10, 2015 Resolution Councillor Jason Trombetta

8. COMMUNICATIONS:

9. MAYOR’S REMARKS:

10. REPORT OF COMMITTEE:

(a) Planning/Building/Environmental Committee Re: February 9, 2015 Minutes CONFIDENTIAL MINUTES UNDER SEPARATE COVER Resolution Councillor Alex Micallef

11. RECONSIDERATION:(“Definition”) This section is for a Member of Council to introduce a motion toreconsider action taken at this Council Meeting or the previous regular Council meeting.A motion to reconsider must be made by a Council Member who voted in the majority onthe matter to be reconsidered. The Chair may rule that a motion to reconsider will bedealt with at the next following Council Meeting if for some reason it cannot be dealt withat this meeting.

12. NOTICE OF MOTION TO RESCIND:(“Definition”) This section is for Council Members to serve notice of intent to introducea motion to rescind action taken previously by Council. Notice served at this meetingwill be for a motion to rescind at the next regular meeting.

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13. OTHER BUSINESS:

SECTION A – Administration/Finance/Fire Items:

(1) Fire Chief (Dennis Fisher) Re: Fire Department Monthly Update – January 2015

(2) Treasurer/Director of Finance (Donna DeFilippis) Re: Report RFD-T-01-15 – 2015 Corporate Sponsorships and Cemetery and Hall Boards Grants APPLICATIONS & FINANCIAL INFORMATION UNDER SEPARATE COVER Resolution Councillor Terry Bell

(3) Grant Thornton Re: Report to Council - Initial Communication on Audit Planning for the year ended December 31, 2014 Resolution Councillor Joann Chechalk

(4) Members of Council Re: Verbal Updates from Members of Boards and Committees - If required

SECTION B – Public Works/Recreation/Arena Items:

(5) Director of Public Works & Engineering (Brent Julian) Re: Report RFI PW-04-2015 – Township of West Lincoln 2014 DWQMS Management Review Summary Resolution Councillor Dave Bylsma

(6) Director of Public Works & Engineering (Brent Julian) Re: Report RFI PW-05-2015 – Township of West Lincoln 2014 Water Quality Annual Summary Report Resolution Councillor Alex Micallef

(7) Director of Public Works & Engineering (Brent Julian) Re: Report RFI PW-06-2015 – Township of West Lincoln 2014 Water Quality Report Resolution Councillor Mike Rehner

(8) Director of Public Works & Engineering (Brent Julian) Re: Report RFI PW-07-2015 – 2014 MOE Annual Water Inspection Resolution Councillor Jason Trombetta

(9) Director of Public Works & Engineering (Brent Julian) Re: Report RFD PW-08-2015 – 2014 Road Needs Study and Execution Plan ATTACHMENT UNDER SEPARATE COVER DEALT WITH ABOVE UNDER APPOINTMENTS

(10) West Lincoln Public Library Board Re: January 13, 2015 Minutes Resolution Councillor Terry Bell

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SECTION C – Miscellaneous Items:

(11) Mayor Joyner Re: Revised March Meeting Schedule Resolution Councillor Dave Bylsma

(12) Members of Council Re: Council Remarks

14. NEW ITEMS OF BUSINESS:NOTE: Only for items that require immediate attention/direction from Council and mustfirst approve a motion to introduce a new item of business.

15. BY-LAWS:

(a) By-law 2015-15 To confirm proceedings of January 26, 2015 special (Training/Budget Workshop), January 26, 2015 regular, February 10, 2015 special (Training/Budget Workshop) Council meetings

(b) By-law 2015-16 Zoning By-law Amendment - John Ricker

(c) By-law 2015-17 To repeal By-law 2013-83 which By-law authorized an amending Subdivision Agreement with Phelps Homes Ltd.

Resolution Councillor Alex Micallef

16. CONFIDENTIAL MATTERS:

CLOSED SESSION EXEMPTIONS:NOTE: Closed session item(s) relate to the following allowable exception:

1. personal matters about an identifiable individual, including municipal or local boardemployees;

2. labour relations or employee negotiations;3. litigation or potential litigation, including matters before administrative

tribunals, affecting the municipality or local board;4. advice that is subject to solicitor-client privilege, including communications

necessary for that purpose;

Resolution (into closed session) Councillor Joann Chechalk Resolution (out of closed session) Councillor Mike Rehner

(a) CAO (Chris Carter) Re: Personnel Matter - Organizational Review VERBAL UPDATE

(b) CAO (Chris Carter) Re: Legal Matter – Financial Issue VERBAL UPDATE

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(c) Mayor Douglas Joyner Re: Personal Matter – Identifiable Individual(s) VERBAL UPDATE

(d) Mayor Douglas Joyner Re: Personnel Matter- Performance Appraisal Resolution Councillor Jason Trombetta

17. ADJOURNMENT:

The Mayor declared the meeting adjourned at the hour of _______.

From: MELISSA COE Sent: January-29-15 1:07 PM To: Carolyn Langley Subject: Request to speak at council Hi Carolyn, I am requesting an appointment to speak at the council meeting on Tuesday February 17 2015, regarding the speed limit on Silver St. Caistor centre. Thank you, Melissa Jefferson

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From: Anne Fairfield Sent: Friday, February 06, 2015 3:56 PM To: Joanne Scime Subject: Re: Corporate Sponsorship Issue

Hi again Joanne,

Thank you for sending these attachments. The Grant Application form is the same one I completed and returned by December 12, 2014, and is currently under consideration. We look forward to Council's recommendations for these Grants on February 17th. I wish to register West Lincoln Glanbrook Wind Action Group Inc. (WLGWAG Inc.) and Mothers Against Wind Turbines Inc. (MAWT Inc.) as joint presenters to address the Committees and Council on February 17th. We wish to ask the Administration & Finance Committee and Council for additional funds to be added to the Budget for the year, which will be considered March 16th before the Budget is passed by Council on March 23rd. The WLGWAG Inc. spokesperson will be Chairman Michael Jankowski, and the MAWT Inc. will appoint a spokesperson at its next meeting. Please advise the length of time allotted for this presentation. Overheads will be used as part of the presentation. Please advise if the Grant Application form should be completed again, but for a different purpose this time. Thank you for explaining that usually the Administration and Finance Committee and the Planning and Public Works Committee meet that evening, but that Council is added on Feb. 17th because of the cancellation of the usual Council Meeting on Feb. 23rd due to the Good Roads Conference that week, which most will be attending. I look forward to your favourable reply.

Sincerely,

Anne L. Fairfield, Secretary

WLGWAG Inc.

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SPECIAL COUNCIL TRAINING – BUDGET WORKSHOP

MINUTES MEETING NO. TWO HELD: MONDAY, January 26, 2015 - Township Administration Building, 318 Canborough Street, Smithville, Ontario. 6:00 p.m. PRESENT Council: Mayor Douglas Joyner Councillor Terry Bell

Councillor Dave Bylsma Councillor Joann Chechalk

Councillor Alexander Micallef Councillor Mike Rehner Councillor Jason Trombetta

Staff: Chris Carter, CAO Carolyn Langley, Clerk Donna DeFilippis, Treasurer/Director of Finance 1. DISCLOSURE OF PECUNIARY INTEREST AND/OR CONFLICT OF INTEREST:

There were no disclosures of pecuniary interest/conflicts of interest declared by any Member of Council.


Moved by Councillor Terry Bell and seconded by Councillor Dave Bylsma:

That, the next portion of this meeting be closed to the public to consider the following pursuant to Section 239(2) of the Municipal Act 2001: - for the purpose of educating or training the members where no member discusses or

otherwise deals with any matter in a way that materially advances the business or decision-making of the council, local board or committee.

- Carried (6:00 p.m.)

3. TRAINING ITEMS:

(a) CAO / Treasurer/Director of Finance Re: Continuation of Budget Training Session Training Items: 1. Overview of Budget Process (PowerPoint - to be distributed at meeting) 2. Review of 2014 Estimated Results – attached as Appendix A 3. Review of 2014 Reserve Balances – attached as Appendix B 4. Review of 2015 Budget Forecast – Assumptions – attached as Appendix C 5. Review of Initial Forecast of 2015 Budget – attached as Appendix D 6. Review of 10 Year Capital Plan – Summary – attached as Appendix E 7. Review of 10 Year Capital Plan – Detail – attached as Appendix F


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Budget Workshop Page 2

Review and discussion continued regarding issues relating to the above noted items. Staff responded to questions from Members of Council regarding various items.

Moved by Councillor Dave Bylsma and seconded by Councillor Alex Micallef:

That, this Council meeting does now resume in open session at 7:00 p.m. - Carried

4. ADJOURNMENT: The Mayor declared the meeting adjourned at the hour of 7:00 p.m. ___________________________ ____________________________ CAROLYN LANGLEY, CLERK MAYOR DOUGLAS JOYNER

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COUNCIL MINUTES MEETING NO. THREE HELD: Monday, January 26, 2015 – Township Administration Building, 318 Canborough Street, Smithville, Ontario, Ontario - 7:05 p.m. PRESENT Council: Mayor Douglas Joyner Councillor Terry Bell Councillor Dave Bylsma

Councillor Joann Chechalk Councillor Alexander Micallef

Councillor Mike Rehner Councillor Jason Trombetta

Staff: Chris Carter, CAO Carolyn Langley, Clerk Brian Treble, Director of Planning & Building * Others: Eric Leith * Kim Leith * John Leith * Sharon Beaty * Arnold Beaty * Victoria McRae * His Worship Justice Bruce Phillips * Katie Trombetta * Approx. 2 other Members of the Public * * IN ATTENDANCE PART TIME 1. SINGING OF “O CANADA”: 2. INVOCATION: Councillor Dave Bylsma 3. CHANGE IN ORDER OF ITEMS ON AGENDA: There were no changes to the order of items on the agenda. 4. DISCLOSURE OF PECUNIARY INTEREST AND/OR CONFLICT OF INTEREST:

(a) Councillor Mike Rehner - (1) Item P02-15 – MHBC Recommendation Report –

Zoning By-law Amendment – 811 Caistor Centre Road (Eric Leith) (File No. 1601-005-14) AND (2) Public Meeting #2 - Zoning By-law Amendment – 811 Caistor Centre Road (Eric Leith) - held the mortgage for the lands


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Council January 26, 2015 Page 2

(b) Mayor Douglas Joyner - Confidential Item P13-15 - Legal Matter – Quarterly By-law Enforcement Update Report

5. APPOINTMENTS/PRESENTATIONS:

(a) Mayor Douglas Joyner Re: Presentation to Inaugural Ceremony Participants 1) Victoria McRae, Piper 2) Jim Green, Town Crier, 3) His Worship Justice Bruce Phillips

Mayor Douglas Joyner read from a prepared statement which is attached as

Schedule A to these minutes and then presented a gift to Victoria McRae and His Worship Justice Bruce Phillips.

(b) Sharon Beaty

Re: Eric Leith Rezoning Application

Ms. Sharon Beaty read from a prepared statement which is attached as Schedule B to these minutes.

6. CONFIRMATION OF MINUTES:

(a) Council Minutes – Regular Re: December 15, 2014

CONFIDENTIAL MINUTES UNDER SEPARATE COVER


That, the minutes of the open session portion of the December 15, 2014 regular Council meeting be accepted.

That the confidential minutes relating to the closed session portion of the December 15, 2014 regular Council meeting be accepted; and that the minutes remain confidential and restricted from public disclosure in accordance with exemptions provided in the Municipal Freedom of Information and Protection of Privacy Act.

- Carried (b) Special Council Minutes – Training - Budget Workshop Re: January 20, 2015

Moved by Councillor Jason Trombetta and seconded by Councillor Joann Chechalk:

That, the minutes of the January 20, 2015 Special Council Meeting (Training - Budget Workshop) be accepted.

- Carried

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(c) Public Meeting under the Planning Act Re: January 12, 2015 Minutes – Set 1 – Dobrucki Rezoning

Moved by Councillor Mike Rehner and seconded by Councillor Joann Chechalk:

That, the minutes of the public meeting held on January 12, 2015 under Section 34 of the Planning Act, with respect to: - Proposed Amendment to the Township of West Lincoln’s Zoning By-law

– Richard Dobrucki (File # 1601-016-14) be accepted.

- Carried (d) Public Meeting under the Planning Act

Re: Jan. 12, 2015 Minutes–Set 2–Leith Rezoning (Councillor Rehner Conflict) Councillor Rehner’s Conflict:

NOTE: Councillor Mike Rehner declared a conflict of interest/disclosure of pecuniary interest with respect to the above noted matter as he and his wife held the mortgage for the subject lands, being 811 Caistor Centre Road, which was the subject of a Zoning By-law Amendment application. Councillor Rehner did not take part in discussion nor voting with respect to this matter.

Moved by Councillor Terry Bell and seconded by Councillor Alex Micallef:

That, the minutes of the public meeting held on January 12, 2015 under Section 34 of the Planning Act, with respect to: - Proposed Amendment to the Township of West Lincoln’s Zoning By-law

– Eric Leith (File # 1601-005-014) be accepted.

- Carried

7. COMMUNICATIONS: There were no communications. 8. MAYOR’S REMARKS:

There were no Mayor’s remarks.

9. REPORT OF COMMITTEE: (a) Planning/Building/Environmental Committee Re: January 12, 2015 Minutes

CONFIDENTIAL MINUTES – 2 SETS - UNDER SEPARATE COVER

SUMMARY OF RECOMMENDATIONS: (a) ITEM P02-15

(1) That, the Recommendation Report regarding the zoning by-law amendment application for 811 Caistor Centre Road, dated January 9, 2015, BE RECEIVED; and,

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(2) That, the Revised Zoning By-law Amendment application for 811 Caistor Centre Road, BE APPROVED.

(b) ITEM P01-15

(1) That, report PD-008-15, regarding “Richard Dobrucki application for Rezoning”, dated January 9, 2015 BE RECEIVED; and,

(2) That, application for Zoning By-law Amendment 1601-016-14 submitted by Richard Dobrucki, BE APPROVED.

(c) ITEM P03-15

(1) That, report PD-006-15, regarding “Consultant Selection for Urban Design Manual and Downtown Streetscape Design Project”, dated January 12, 2015 be received; and,

(2) That, Council approves the hiring of MBPD to complete the project within budget and in accordance with their RFP submission.

(d) ITEM P04-15

That, report PD-004-15, regarding “Update on New Township of West Lincoln Zoning By-law”, dated January 12, 2015 be received for information purposes.

(e) ITEM P05-15

That, Report PD-003-15, regarding “By-law Review as it relates to Industrial Wind Turbines”, dated January 12, 2015, be received for information purposes.

(f) ITEM P06-15

(1) That, report PD-002-15, regarding “Regional Corridor Protection Policies - ROPA 6”,dated January 12, 2015 be received; and,

(2) That, Township Planning/Building/Environmental Committee and Council hereby endorse the Regional Corridor Protection Policies (ROPA 6) as attached to this report; and,

(3) That, Staff be authorized to write a letter to the Region to inform them of the Township of West Lincoln’s support.

(g) ITEM P12-15

(1) That, report PD-007-15, regarding a Legal Matter, dated January 12, 2015 BE RECEIVED; and,

(2) That, Staff be authorized to proceed as directed in closed session.

Moved by Councillor Alex Micallef and seconded by Councillor Dave Bylsma:

That, the minutes relating to the open session portion of the Planning/Building/ Environmental Committee meeting held on January 12, 2015, be accepted and that the recommendations contained therein, be approved, with the exception of Items no. P02-15, P13-15. That the confidential minutes - Set 1, of the closed session portion of the January 12, 2015 Planning/Building/Environmental Committee meeting be

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received and approved; and that the minutes remain confidential and restricted from public disclosure in accordance with exemptions provided in the Municipal Freedom of Information and Protection of Privacy Act. - Carried Item P02-15–Councillor Rehner’s conflict Item – Rezoning Application - Leith:

Councillor Mike Rehner - (1) Item P02-15 – MHBC Recommendation Report – Zoning By-law Amendment – 811 Caistor Centre Road (Eric Leith) (File No. 1601-005-14) AND (2) Public Meeting #2 - Zoning By-law Amendment – 811 Caistor Centre Road (Eric Leith) - held the mortgage for the lands


That, Item P02-15 from the January 12, 2015 Planning/Building/ Environmental Committee meeting be approved: (ITEM P02-15

(1) That, the Recommendation Report regarding the zoning by-law amendment application for 811 Caistor Centre Road, dated January 9, 2015, BE RECEIVED; and,

(2) That, the Revised Zoning By-law Amendment application for 811 Caistor Centre Road, BE APPROVED.

- Carried Confidential Minutes – Set 2 - Mayor Joyner's conflict: Mayor Joyner declared a conflict of interest/pecuniary interest with respect to the January 12, 2015 Confidential Minutes – set 2, as they related to a confidential matter for which he had a conflict (Item P13-15 (legal matter) regarding a by-law enforcement matter contained in the Quarterly By-law Enforcement Update Report). Mayor Joyner did not take part in discussion nor voting with respect to this item. Mayor Joyner stepped down as Chair and Acting Mayor Terry Bell assumed the position of Chair in order to deal with the two items for which Mayor Joyner had a conflict (at approximately 7:25 p.m.). Moved by Councillor Joann Chechalk and seconded by Councillor Alex Micallef: That the confidential minutes Set 2 of the closed session portion of the January 12, 2015 Planning/Building/Environmental Committee meeting be received and approved; and that the minutes remain confidential and restricted from public disclosure in accordance with exemptions provided in the Municipal Freedom of Information and Protection of Privacy Act.

- Carried

Item P13-15 - Mayor Joyner's conflict - Legal Matter – Quarterly By-law Enforcement Update Report

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Mayor Joyner declared a conflict of interest/pecuniary interest with respect to Item P13-15 (legal matter) regarding a by-law enforcement matter contained in the Quarterly By-law Enforcement Update Report. Mayor Joyner did not take part in discussion nor voting with respect to this item.

Moved by Councillor Joann Chechalk and seconded by Councillor Jason Trombetta:

That, Item P13-15 from the January 12, 2015 Planning/Building/ Environmental Committee meeting be approved:

(ITEM P13-15 Director of Planning & Building (Brian Treble) Re: Legal Matter – Quarterly By-law Enforcement Update Report The Committee rose without reporting.)

- Carried

Acting Mayor Terry Bell stepped down as Chair and Mayor Joyner re-assumed the position of Chair at approximately 7:28 p.m..

(b) Administration/Finance/Fire Committee Re: January 19, 2015 Minutes

CONFIDENTIAL MINUTES UNDER SEPARATE COVER

SUMMARY OF RECOMMENDATIONS:

(a) ITEM A02-15 That, the “Team Niagara - Economic Development Action Plan (2015-2018)”, dated December 18, 2014, submitted by the Region of Niagara, be received and endorsed.

(b) ITEM A04-15

1. That, Report RFD-CAO-01-15 “Provision of Canine Control and Humane Services”, dated January 19, 2015 be received; and,

2. That, the Township renew the agreement with the Welland & District

Humane Society for one year to December 31, 2015, and, 3. That, a by-law authorizing the Mayor and Clerk to sign an

agreement with the Welland & District Humane Society be presented to Council.

(c) ITEM A05-15

1. That, report WLFD-01-15 regarding “Updating West Lincoln Township Health and Safety Policy By-Law”, dated January 19, 2015 be accepted, and,

2. That Council adopt a bylaw to establish a Municipal Health and

Safety Statement for the Corporation of the Township of West Lincoln and that By-Law 2014-05 be repealed.

(d) ITEM A06-15

1. That, Report RFD-CAO-02-2015 “Workplace Dress Code Policy”, dated January 19, 2015 be received; and,

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2. That, the Dress Code Policy attached as Schedule A to this report be and is hereby approved.

(e) ITEM A07-15

(1) That, Report RFD-C-01-15 “Code of Conduct Annual Report and proposed Minor Amendment”, dated Jan. 19, 2015 be received; and,

(2) That, the Code of Conduct amended by deleting Section 3.(6) and replacing it with the following revised Section 3.(6): 3.(6) The Clerk shall only report to Council if an annual

report is submitted by the Integrity Commissioner. (f) ITEM A08-15

That, the minutes of the September 25, 2014 Joint Accessibility Advisory Committee meeting be accepted.

(g) ITEM A09-15

That, the correspondence from the City of St. Catharines, dated October 15, 2014, requesting that the Premier and the Provincial Government of Ontario act with urgency and expedite a decision to expand GO Rail services to year-round daily services in the Niagara Region; be received and supported.

(h) ITEM A10-15

That, the issue relating to a Site Alteration By-law be included on the February Planning/ Building/Environmental Committee agenda for discussion; and,

That, staff include a copy of Report PD-010-12 “Draft Site Alteration Bylaw implementation, Enforcement and Budget Options” dated May 14, 2012, and a copy of the minutes of the public meeting held regarding the Site Alteration By-law issue, in the agenda package for Council’s information and review.

(i) ITEM A13-15

That, the Mayor be and is hereby authorized to obtain information as outlined in closed session regarding the performance appraisal issue and report back in closed session at the next Administration Committee meeting.

Moved by Councillor Mike Rehner and seconded by Councillor Jason Trombetta: That, the minutes of the Administration/Finance/Fire Committee meeting held on January 19, 2015 be accepted and that the recommendations contained therein, be approved. That the confidential minutes of the closed session portion of the January 19, 2015 Administration/Finance/Fire Committee meeting be received and approved; and that the minutes remain confidential and restricted from public disclosure in accordance with exemptions provided in the Municipal Freedom of Information and Protection of Privacy Act. - Carried

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(c) Public Works/Recreation/Arena Committee Re: January 19, 2015 Minutes

SUMMARY OF RECOMMENDATIONS: (a) ITEM PW01-15

1. That, Report RFD PW-01-2015, re: Parking and Stopping Restrictions – Industrial Park Road, dated January 19, 2015 be received; and,

2. That, Township Consolidated Traffic By-Law 89-2000 be amended by deleting Schedule “A”, and inserting the attached new Schedule “A” (Stopping Prohibitions), in lieu thereof; and,

3. That, Township Consolidated Traffic By-Law 89-2000 be amended

by deleting Schedule “C”, and inserting the attached new Schedule “C”, (Parking Restrictions), in lieu thereof; and,

4. That, the Township increase By-Law enforcement presence at

peak times, for public awareness and education.

(b) ITEM PW02-15 1. That, Report RFD PW-03-2015, re: Environmental Assessment

Report - Bridge 34, dated January 19, 2015 be received and accepted; and,

2. THAT, Council direct Staff to file the Notice of Completion for the mandatory 30 day review period in accordance with the Municipal Environmental Assessment requirements.

(c) ITEM PW03-15

1. THAT, Report RFD PW-02-2015, re: 2014 Roof Repairs Request For Proposal (RFP) Authorization, dated January 19, 2015 be received; and,

2 THAT, Council accept the RFP submission by D.F. Brown Roofing in the amount of $63,850.00 (plus HST); and,

3. THAT, a By-Law be passed to authorize the Mayor and Clerk to enter into an agreement with D.F. Brown Roofing.

(d) ITEM PW04-15

That the minutes of the West Lincoln Public Library Board meeting held on November 8, 2014, be received for information.

(e) ITEM PW05-15

That Councillor Dave Bylsma be appointed as the Council representative on the AD Hoc Facility Committee of the West Lincoln Public Library Board; and,

That, By-law 2014-117 be amended to provide for this appointment.

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That, the minutes of the Public Works/Recreation/Arena Committee meeting held on January 19, 2015 be accepted and that the recommendations contained therein, be approved, with the exception of Item # PW01-15.

- Carried Item PW01-15 - RFD PW-01-2015 “Parking and Stopping Restrictions –Industrial Park Road”

The Clerk advised that Schedule C as contained in Report RFD PW-01-2015 (Parking and Stopping Restrictions – Industrial Park Road), was the wrong schedule and then provided a copy of the correct Schedule.


That, Item PW01-15 from the January 19, 2015 Public Works/Recreation/Arena Committee meeting be approved:

(ITEM PW01-15 1. That, Report RFD PW-01-2015, re: Parking and Stopping Restrictions –

Industrial Park Road, dated January 19, 2015 be received; and, 2. That, Township Consolidated Traffic By-Law 89-2000 be amended by

deleting Schedule “A”, and inserting the attached new Schedule “A” (Stopping Prohibitions), in lieu thereof; and,

3. That, Township Consolidated Traffic By-Law 89-2000 be amended by deleting Schedule “C”, and inserting the attached new Schedule “C”, (Parking Restrictions), in lieu thereof; and,

4. That, the Township increase By-Law enforcement presence at peak times, for public awareness and education.)

- Carried AS AMENDED (see below)

Moved by Councillor Mike Rehner and seconded by Councillor Joann Chechalk: That, Report RFD PW-01-2015, “Parking and Stopping Restrictions – Industrial Park Road” (Item PW01-2015), be amended by replacing Schedule C with a revised Schedule C as provided by the Clerk. - Carried

10. RECONSIDERATION:

There were no items for reconsideration.

11. NOTICE OF MOTION TO RESCIND: There were no notices of motion to rescind any items.

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Council January 26, 2015 Page 10 12. OTHER BUSINESS:

(a) Treasurer

Re: Memo – Interim Tax Rate By-law Received for Information

(b) Members of Council Re: Council Remarks 1. Councillor Joann Chechalk

Re: Parking Restrictions in West Lincoln In response to Councillor Chechalk’s concern regarding ticketing for parking infractions on Northridge Drive during construction and on other streets for overnight parking when there was no snow removal required, and the confusion this has caused residents, Mayor Joyner advised that a message could be communicated to residents through the Township Newsletter.

13. NEW ITEMS OF BUSINESS:

There were no new items of business.

(a) CAO

Re: Legal Matter - Financial Issue(s), Administrative fees

The CAO advised that he had a legal matter that he needed to discuss in closed session relating to a financial issue(s)/administrative fees.


That, leave be granted to introduce a new item of business, being a confidential legal matter, relating to a legal matter / financial issue(s), administrative fees. - Carried

14. BY-LAWS:

Moved by Councillor Joann Chechalk and seconded by Councillor Alex Micallef:

That, leave be granted to introduce the following by-laws, by number only, and the same be now read a first time:

(a) By-law 2015-01 To confirm proceedings of December 15, 2014 regular

Council meeting and January 20, 2015 Special Council meeting (Training/Budget Workshop)

(b) By-law 2015-02 To authorize an agreement between the Corporation of the

Township of West Lincoln, the Corporation of the Town of Grimsby, the Corporation of the Town of Lincoln, the

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Corporation of the Town of Niagara-on-the-Lake, the Corporation of the Town of Pelham and the Corporation of the City of Thorold and The Herrington Group Ltd. for the provision of consulting services relating to the administration of the Joint Accessibility Advisory Committee

(c) By-law 2015-03 To amend By-law 2013-58 which adopted rules for

procedures of Council and Committees thereof (revise Section 6.7–Public Comment at Council)

(d) By-law 2015-04 To establish a Municipal Health and Safety Policy

Statement for the Corporation of the Township of West Lincoln and to repeal By-Law 2014-05

(e) By-law 2015-05 To provide for an interim tax levy and to provide for the

payment of taxes and to provide for penalty and interest of fifteen percent

(h) By-law 2015-08 Zoning By-law Amendment – Richard Dobrucki

(i) By-law 2015-09 To authorize an agreement between the Corporation of the

Township of West Lincoln and the Welland & District Humane Society for the provision of canine control, humane and poundkeeping services in the Township of West Lincoln

(j) By-law 2015-10 To amend By-law 2010-60 which adopted a Code of

Conduct for Members of the Council of the Municipality of the Township of West Lincoln and of local boards (and advisory committees) of the Municipality of the Township of West Lincoln (amend requirement relating to annual reporting by the Clerk)

(k) By-law 2015-11 To authorize an agreement with D.F. Brown Roofing for Roof Repairs (Caistor Fire Hall and Smithville Public Works Buildings)

(l) By-law 2015-12 To amend by-law 2014-117 which confirmed various

appointments and/or recommendations for appointments to Boards, Committees and Municipal positions (provide for an appointment to the AD Hoc Facility Committee of the West Lincoln Public Library Board - Councillor Dave Bylsma)

(m) By-law 2015-13 To adopt a Dress Code Policy for the Corporation for he

Township of West Lincoln (n) By-law 2015-14 To amend Township Consolidated Traffic By-Law

89-2000 by deleting Schedule “A”, and inserting the

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attached new Schedule “A” (Stopping Prohibitions), in lieu thereof; and deleting Schedule “C”, and inserting the attached new Schedule “C”, (Parking Restrictions), in lieu thereof (change restrictions on Industrial Park Road)

- Carried

Moved by Councillor Joann Chechalk and seconded by Councillor Alex Micallef:

That, By-laws 2015-01, 2015-02, 2015-03, 2015-04, 2015-05, 2015-08, 2015-09, 2015-10, 2015-11, 2015-12, 2015-13 and 2015-14 just read a first time be now read a second and third time and finally passed and that the Mayor and Clerk do sign and seal the same, any rule of this Council to the contrary notwithstanding.

- Carried By-laws 2015-06 and 2015-07 – Councillor Rehner’s Conflict Item:


That, leave be granted to introduce the following by-laws and the same be now read a first time:

(f) By-law 2015-06 Zoning By-law Amendment – Eric Leith

(g) By-law 2015-07 Zoning By-law Amendment – Eric Leith (Temporary Use)

- Carried


That, By-laws 2015-06 and 2015-07 just read a first time be now read a second and third time and finally passed and that the Mayor and Clerk do sign and seal the same, any rule of this Council to the contrary notwithstanding.

- Carried 15. CONFIDENTIAL MATTERS:

Moved by Councillor Jason Trombetta and seconded by Councillor Mike Rehner:

That, the next portion of this meeting be closed to the public to consider the following pursuant to Section 239(2) of the Municipal Act 2001: - litigation or potential litigation, including matters before administrative

tribunals, affecting the municipality or local board; - advice that is subject to solicitor-client privilege, including communications

necessary for that purpose; - Carried (7:43 p.m.)



Page 16


(a) CAO (Chris Carter) Re: Legal Matter – Financial Issue


The CAO be and is hereby authorized to proceed as directed in closed session with respect to a legal matter / Financial Issue. - Carried

(b) CAO (Chris Carter)

Re: NEW ITEM OF BUSINESS - Legal Matter – Financial Issue – Administrative Fees

Moved by Councillor Joann Chechalk and seconded by Councillor Mike Rehner:

The CAO be and is hereby authorized to proceed as directed in closed session with respect to a legal matter / financial issue(s), administrative fees. - Carried


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SCHEDULE "A" TO JANUARY 26, 2015 COUNCIL MINUTES

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SCHEDULE "B" TO JANUARY 26, 2015 COUNCIL MINUTES

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TOWNSHIP OF WEST LINCOLN PUBLIC MEETINGS UNDER THE PLANNING ACT

MINUTES

AMENDMENT TO TOWNSHIP OF WEST LINCOLN’S ZONING BY-LAW Zoning By-law Amendment – John Ricker (File No. 1601-002-15) &

Zoning By-law Amendment – 1521115 Ontario Inc. (File No. 1601-001-15) PUBLIC MEETING: Monday, February 9, 2015, Township Administration Building, 318 Canborough Street, Smithville – 6:35 p.m. PRESENT: Council: Councillor Alex Micallef – Chair Mayor Douglas Joyner Councillor Terry Bell Councillor Dave Bylsma Councillor Mike Rehner

Councillor Jason Trombetta Staff: Chris Carter, CAO Brian Treble, Director of Planning & Building Joanne Scime, Deputy Clerk Others: John Ricker* Robert Loffelmann* Mrs. Loffelmann* Dave Willis* ABSENT: Councillor Joann Chechalk (absent with notification) * IN ATTENDANCE PART-TIME PURPOSE OF PUBLIC MEETINGS BEING HELD THIS EVENING: The purpose of the public meetings being consider this evening is to address the following Zoning By-law Amendment applications under Section 34 of the Planning Act as submitted by: (a) Mr. John Ricker (File No. 1601-002-15); and (b) 1521115 Ontario Inc (File No. 1601-001-15). (a) PROPOSED AMENDMENT TO THE TOWNSHIP OF WEST LINCOLN’S ZONING

BY-LAW – Zoning By-law Amendment – John Ricker(File No. 1601-002-15) The Chair advised that this was a public meeting to consider an amendment to the Township of West Lincoln’s Zoning By-law as submitted by Mr. John Ricker (File No. 1601-002-15)


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Public Meetings Under the Planning Act – (1) Ricker & (2) 1521115 Ontario Inc. February 9, 2015 Page 2

EXPLANATION OF THE PURPOSE AND EFFECT OF THE APPLICATION: A complete application for a Zoning By-law Amendment has been made for lands legally described as Part of Lot 1, Broken Front Concession, and Part of Lot 1, Concession 1 in the former Township of Gainsborough, now in the Township of West Lincoln. The property is known municipally as 6992 South Chippawa Road and is located on the south side of the road, north of Chippawa Creek. Application for a Zoning By-law Amendment was made to fulfill a condition of Consent application B7/2014WL which created a surplus farm severance. This application is required to rezone the agricultural property to Agricultural Purposes Only with exception to recognize a broken lot frontage of 295 metres as neither section of the broken frontage meets the minimum requirement of 180 metres. The residential lot is to be rezoned to Rural Residential with exception to recognize a lot frontage of 6.3 metres and to recognize two separate living units in the existing dwelling. The Chair stated that the Planning Act requires in Section 34(12) that before passing a Zoning By-law Amendment, Council must hold at least one public meeting for the purpose of informing the public in respect of the proposed Zoning By-law Amendment. The Chair noted that the purpose of this public meeting is to receive comments and answers questions from the public regarding the proposed amendment to the Township of West Lincoln Zoning By-law. The Chair stressed that, at this point, no decision had been made on the proposed amendment being considered this evening and that any comments received would be taken into account by Council in their consideration. The Chair advised that the Planning Act requires in Section 34(13) that Council advise the public that if a person or public body does not make oral submissions at a public meeting or make written submissions to the Township of West Lincoln before the by-law is passed, the person or public body is not entitled to appeal the decision of Council for the Township of West Lincoln to the Ontario Municipal Board.

The Chair requested that the Deputy Clerk advise of the method and dates by which notice of the public meeting was given. The Deputy Clerk advised that proper notice of the public meeting was given by way of individual notice dated January 9th, 2015. The Chair requested the Director of Planning & Building, Mr. Brian Treble, to please explain the purpose and reason for the proposed Zoning By-law Amendment for the Township of West Lincoln for property municipally known as 6992 South Chippawa Road as owned by Mr. John Ricker. The Director of Planning & Building reviewed Recommendation Report No. PD-013-15 dated February 9, 2015. The Chair asked if the applicant or his authorized agent was present and wished to speak to the proposed Zoning By-law Amendment application.

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Mr. John Ricker advised that he was the owner of the property; however, he noted that he had no comments at this time. The Chair asked if there were any oral or written submissions from anyone present regarding the proposed Zoning By-law Amendment. The Chair advised that this may be the final Public meeting being held with respect to this application; therefore, he noted that if any Members of the Public have comments they should state them now as the OMB may not consider comments made during any other Council and/or Committee meetings. There were no oral or written submissions from any member of the public present regarding the proposed Zoning By-law Amendment. The Chair asked if any Members of the Committee had any oral or written submissions on the proposed Zoning By-law Amendment. The Chair advised that this may be the only Public meeting being held with respect to this application; therefore, he noted that if any Members of the Committee had any comments they should state them now as the OMB may not consider comments made during any other Council and/or Committee meetings. There were no oral or written submissions from any Members of the Committee regarding the proposed Zoning By-law Amendment. The Chair advised that if the Zoning By-law Amendment is approved by Council, a notice of its passing will be circulated with an appeal period. The Chair advised that a public meeting attendance sign in sheet was located along the wall near the exit doors which he asked all present to sign if they wished to be notified of Council’s decision with respect to this application.

The Chair advised that the owner and public was invited to stay in attendance to hear the Planning Committee’s comments and/or decision on this application which will take place following this public meeting being held this evening. The Chair advised that this public meeting with respect to the proposed Zoning By-law Amendment is concluded at the hour of 6:42 p.m.

(b) PROPOSED AMENDMENT TO THE TOWNSHIP OF WEST LINCOLN’S ZONING BY-LAW – Zoning By-law Amendment – 1521115 Ontario Inc. (Bruce Leyburn) (File No. 1601-001-15) The Chair advised that this was a public meeting to consider an amendment to the Township of West Lincoln’s Zoning By-law as submitted by 1521115 Ontario Inc. (Bruce Leyburn) (File No. 1601-001-15) EXPLANATION OF THE PURPOSE AND EFFECT OF THE APPLICATION: This proposal is made for a Zoning By-law Amendment to rezone lands described as Part Lot 38, Plan M-92, in the Former Township of South Grimsby, now in the Township of West Lincoln, known municipally as 137-141 Griffin Street from Commercial to Residential Multiple ‘RM3’ to recognize the presence of an existing apartment dwelling with 13 units. An additional 3 residential units are proposed to be

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placed in the southerly portion of the building, with no commercial space remaining. The property is located within the urban boundary of Smithville and would be subject to Site Plan Control.

The subject lands are also situated within the area of Smithville that is designated for an increased density of residential development.

A record of site condition, Phase I, assessment has been completed and has deemed that the property complies with Provincial environmental standards for residential development. The Chair stated that the Planning Act requires in Section 34(12) that before passing a Zoning By-law Amendment, Council must hold at least one public meeting for the purpose of informing the public in respect of the proposed Zoning By-law Amendment. The Chair noted that the purpose of this public meeting is to receive comments and answers questions from the public regarding the proposed amendment to the Township of West Lincoln Zoning By-law. The Chair stressed that, at this point, no decision had been made on the proposed amendment being considered this evening and that any comments received would be taken into account by Council in their consideration. The Chair advised that the Planning Act requires in Section 34(13) that Council advise the public that if a person or public body does not make oral submissions at a public meeting or make written submissions to the Township of West Lincoln before the by-law is passed, the person or public body is not entitled to appeal the decision of Council for the Township of West Lincoln to the Ontario Municipal Board.

The Chair requested that the Deputy Clerk advise of the method and dates by which notice of the public meeting was given. The Deputy Clerk advised that proper notice of the public meeting was given by way of individual notice dated January 9th, 2015. The Chair requested the Director of Planning & Building, Mr. Brian Treble, to please explain the purpose and reason for the proposed Zoning By-law Amendment for the Township of West Lincoln for property municipally known as 137-141 Griffin Street as owned by 1521115 Ontario Inc. (Bruce Leyburn). The Director of Planning & Building reviewed Recommendation Report No. PD-012-15 dated February 9, 2015. The Chair asked if the applicant or his authorized agent was present and wished to speak to the proposed Zoning By-law Amendment application. The owner of the property nor his authorized agent were in attendance at the meeting. The Chair asked if there were any oral or written submissions from anyone present regarding the proposed Zoning By-law Amendment. The Chair advised that this may be the final Public meeting being held with respect to this application; therefore, he

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noted that if any Members of the Public have comments they should state them now as the OMB may not consider comments made during any other Council and/or Committee meetings. There were no oral or written submissions from any member of the public present regarding the proposed Zoning By-law Amendment. The Chair asked if any Members of the Committee had any oral or written submissions on the proposed Zoning By-law Amendment. The Chair advised that this may be the only Public meeting being held with respect to this application; therefore, he noted that if any Members of the Committee had any comments they should state them now as the OMB may not consider comments made during any other Council and/or Committee meetings. The following issues and/or concerns were raised by Members of the Committee regarding the proposed Zoning By-law Amendment and responses were provided by the Director of Planning & Building: (1) Whether a second Public meeting would be required due to the fact that a

technical report was being considered this evening? (Response = as long as the recommendation report is consistent with the nature of the discussion at the first public meeting, a second public meeting would not be required).

(2) Confirmation regarding whether the total number of units within the subject apartment complex was 16 units or 13 units (Response = 16 total units (13 existing units and 3 proposed additional units) – (10 apartment units at 137 Griffin Street and 6 apartment units at 141 Griffin Street)

(3) Niagara Region staff advised that the residential building would receive a maximum limit of 12 bags of garbage each week for the entire apartment complex and that additional bags beyond this limit would not be accepted and if the apartment complex required more than the 12 garbage bag limit they would need to get a private collection service (Response = residential apartment complex currently has an existing private collection service, which will continue for the residents).

(4) The southern portion of the subject lands (residential) abuts a commercial property to the south (Niagara Grain & Feed) questioned whether this was the reason why the Region has requested the property to be under site plan control (Response = further discussion was needed between Township and Regional staff on this matter).

(5) Are there adequate parking spaces on the subject lands to accommodate for 16 apartment units? (Response = further discussion was needed between Township staff and the applicant to determine the number of parking spaces on the subject lands as there is rear yard parking and spaces to the south of the complex; however, staff are unable to provide an exact number of parking spaces this evening).

(6) Concerns regarding the exemption of the provision of parking spaces within the “Central Business District, which this property is contained within (Response = foresee this as an issue that will be considered as part of the Township’s new Zoning By-law).

(7) The issue of insufficient parking in the downtown core and whether this is an issue that the Township could make the applicant address based on the parking space exemption.

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(8) An Explanation was provided regarding the zoning and configuration of the subject lands and the severance of the two parcels of land (137 Griffin Street and 141 Griffin Street which has a joint entrance).

The Chair advised that a Technical Report was being considered this evening by the Planning Committee and that a recommendation report would be forthcoming to a future Planning/Building/Environmental Committee and/or Council Meeting. The Chair noted that once the Planning/Building/Environmental Committee and/or Council has made a decision with respect to the Zoning By-law Amendment and if approved by Council, a notice of its passing will be circulated with an appeal period. The Chair advised that there was a Public Meeting Attendance Sign in sheet, which was located along the wall near the exit doors, which he asked all present to sign if they wished to be notified of Council’s decision with respect to this application.

The Chair advised that the public was invited to stay in attendance to hear the Planning/Building/Environmental Committee’s comments and/or decision on this application which will take place following the public meetings being held this evening. The Chair advised that this public meeting with respect to the proposed Zoning By-law Amendment is concluded at the hour of 7:01p.m.

______________________________ __________________________________ Deputy Clerk (Joanne Scime) Councillor Alex Micallef (Chair)

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SPECIAL COUNCIL TRAINING – BUDGET WORKSHOP

MINUTES MEETING NO. FOUR HELD: TUESDAY, February 10, 2015 - Township Administration Building, 318 Canborough Street, Smithville, Ontario. 6:13 p.m. PRESENT: Council: Mayor Douglas Joyner Councillor Terry Bell

Councillor Dave Bylsma Councillor Joann Chechalk

Councillor Alexander Micallef Councillor Mike Rehner * (refer to Page 2) Councillor Jason Trombetta

Staff: Chris Carter, CAO Carolyn Langley, Clerk Donna DeFilippis, Treasurer/Director of Finance

* IN ATTENDANCE PART TIME 1. DISCLOSURE OF PECUNIARY INTEREST AND/OR CONFLICT OF INTEREST:

There were no disclosures of pecuniary interest/conflicts of interest declared by any Member of Council.

2. CONFIDENTIAL MATTERS: Moved by Councillor Terry Bell and seconded by Councillor Dave Bylsma:

That, the next portion of this meeting be closed to the public to consider the following pursuant to Section 239(2) of the Municipal Act 2001: - for the purpose of educating or training the members where no member discusses or

otherwise deals with any matter in a way that materially advances the business or decision-making of the council, local board or committee.

- Carried (6:13 p.m.) 3. TRAINING ITEMS:

(a) CAO / Treasurer/Director of Finance Re: Continuation of Budget Training Session Training Items: 1. Overview of Budget Process (PowerPoint - to be distributed at meeting) 2. Review of 2014 Estimated Results – attached as Appendix A 3. Review of 2014 Reserve Balances – attached as Appendix B 4. Review of 2015 Budget Forecast – Assumptions – attached as Appendix C


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Budget Workshop Page 2

5. Review of Initial Forecast of 2015 Budget – attached as Appendix D 6. Review of 10 Year Capital Plan – Summary – attached as Appendix E 7. Review of 10 Year Capital Plan – Detail – attached as Appendix F

Review and discussion continued regarding issues relating to the above noted items. Staff responded to questions from Members of Council regarding various items.

Councillor Rehner left the meeting at approximately 7:50 p.m.




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_______________________________________________________________________________________________ TOWNSHIP OF WEST LINCOLN

PLANNING/BUILDING/ENVIRONMENTAL COMMITTEE SUMMARY

DATE OF MEETING: FEBRUARY 9, 2015 SUMMARY OF RECOMMENDATIONS:

(a) ITEM P14-15

(1) Information Report No. PD-015-15 – Regional Employment Lands Policies (ROPA 9) – Note: Employment Lands Strategy for Non-Gateway Communities approved by Niagara Region in January 2014 attached Under Separate Cover

(2) Information Report No. PD-011-15 – Regional Phasing Policies (ROPA 8-2013) (3) Recommendation Report No. PD-016-15 – Repeal of Authorizing By-law to amend

Anastasio Subdivision Agreement (ITEM P14-15 (1) That, report PD-015-15, regarding “Regional Employment Lands Policies

(ROPA 9)”, dated February 9, 2015 BE RECEIVED FOR INFORMATION. (2) That, report PD-011-15, regarding “Regional Phasing Policies (ROPA 8-2013)”,

dated February 9, 2015 be RECEIVED FOR INFORMATION. (3) (1) That, report PD-016-15, regarding “Repeal of Authorizing By-law to

amend Anastasio Subdivision Agreement”, dated February 9, 2015 be received; and,

(2) That, authorizing By-law 2013-83 be and is hereby repealed.) (b) ITEM P15-15

(1) That, report PD-013-15, regarding John Ricker Application for Rezoning, dated February 9, 2015 BE RECEIVED; and

(2) That, Zoning By-law Amendment application 1601-002-15 submitted by John Ricker,

BE APPROVED. (c) ITEM P16-15

RECOMMENDATION #1: (1) That, report PD-012-15, regarding 1521115 Ontario Inc. (Bruce Leyburn) Public

Meeting and Proposed Zoning By-law Provisions, dated February 9, 2015 BE RECEIVED; and,

(2) That a Recommendation Report be presented at a future Planning/Building/

Environmental Committee Meeting once all agencies and departments have been consulted and comments received.

RECOMMENDATION #2 - AMENDMENT: That, a second Public Meeting be held with respect to Zoning By-law Amendment Application, File No. 1601-001-15, in the name of 1521115 Ontario Inc. (Bruce Leyburn) in order that staff may address concerns and comments raised by Members of the Committee and commenting agencies.


Page 28

Planning/Building/Environmental Committee February 9, 2015 Page 2 (d) ITEM P17-15

(1) That, report PD-014-15, regarding Application for WaterSmart Funding for the Construction of the North Creek Trail, dated February 9, 2015 BE RECEIVED; and,

(2) That, Township Staff be authorized to apply for funding from the WaterSmart funding

for the amount of $50,000.00 for the construction of the North Creek Trail; and (3) That $50,000 be and is hereby allocated and approved for inclusion in the 2015

budget for construction of the North Creek Trail. (4) That this recommendation be and is hereby approved prior to ratification by Township

Council. (e) ITEM P18-15

RECOMMENDATION #1 (1) That, Report PD-010-15, regarding “Ministry of Transportation Noise By-law

Exemption Request”, dated February 9, 2015,be received; and, (2) That, in accordance with Section 5 of the Township of West Lincoln Noise By-law

(2013-50), truck deliveries, to business and industry in the Township between June 26 and August 15, 2015 be and are hereby exempted from the provisions of the Noise By-law (By-law 2013-50) due to the Pan Am Games and the Parapan Am Games, with the exception of any proponent operating in accordance with an existing Road Use Agreement.

RECOMMENDATION #2 – AMENDMENT: That, the recommendation contained in Report No. PD-010-15 (Ministry of Transportation Noise By-law Exemption Request) be amended by adding the following additional recommendations: (3) That, the public be notified, by way of advertisement (at a minimal cost) as deemed

appropriate by staff (i.e. posting of notices in Township Office and/or Libraries, posting on Township web site, Township newsletter etc.), advising of the exemption to the provisions of the Noise By-law (2013-50) between June 26 and August 15, 2015, due to the Pan Am Games and the Parapan Am Games which would allow truck deliveries to businesses and industries in the Township outside the permitted hours contained in the Noise By-law; and,

(4) That, the Niagara Regional Police and any other agencies as deemed appropriate by staff, be advised of the exemption to the Noise By-law and the timeframe as noted in recommendation 3

(f) ITEM P19-15

That, staff be hereby directed to obtain copies of regulatory site alteration by-laws adopted by other municipalities and bring this matter back to a future Committee meeting for further review and discussion.

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_______________________________________________________________________________________________ TOWNSHIP OF WEST LINCOLN

PLANNING/BUILDING/ENVIRONMENTAL COMMITTEE MINUTES

MEETING NO. TWO HELD: Monday, February 9, 2015, Township Administration Building, 318 Canborough Street, Smithville – 6:34 p.m. PRESENT: Council: Councillor Alex Micallef – Chair Mayor Douglas Joyner Councillor Terry Bell Councillor Dave Bylsma Councillor Joann Chechalk* (refer to pages 1 & 2) Councillor Mike Rehner Councillor Jason Trombetta

Staff: Chris Carter, CAO Brian Treble, Director of Planning & Building Joanne Scime, Deputy Clerk Others: John Ricker* Robert Loffelmann* Mrs. Loffelmann* Dave Willis* * IN ATTENDANCE PART-TIME 1. CHAIR: Councillor Alex Micallef (Chair)

The Chair noted that Councillor Chechalk had arrived for this evening’s Planning/Building/ Environmental Committee meeting; however, she was in the main office speaking to a staff member and would be joining the meeting shortly.

2. CHANGE IN ORDER OF ITEMS ON AGENDA:

There was no change to the order of items on the agenda. 3. DISCLOSURE OF PECUNIARY INTEREST AND/OR CONFLICT OF INTEREST:

There were no disclosures of pecuniary interest and/or conflicts of interest declared by any Members of the Committee.

NOTE: PUBLIC MEETINGS UNDER THE PLANNING ACT

The Planning/Building/Environmental Committee meeting recessed at 6:35 p.m. in order to deal with the following Public Meetings under the Planning Act: (a) Zoning By-law Amendment – John Ricker (File No. 1601-002-15) (b) Zoning By-law Amendment – 1521115 Ontario Inc. (File No. 1601-001-15)

The Planning/Building/Environmental Committee meeting reconvened at 7:01 p.m.


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Planning/Building/Environmental Committee February 9, 2015 Page 2 4. APPOINTMENTS: There were no appointments. 5. REQUEST TO ADDRESS ITEMS ON THE AGENDA:

There were no members of the public present who wished to address any items on the Planning/Building/Environmental Committee agenda.

6. CONSENT AGENDA ITEMS: (a) ITEM P14-15

(1) Information Report No. PD-015-15 – Regional Employment Lands Policies (ROPA 9) – Note: Employment Lands Strategy for Non-Gateway Communities approved by Niagara Region in January 2014 attached Under Separate Cover

(2) Information Report No. PD-011-15 – Regional Phasing Policies (ROPA 8-2013) (3) Recommendation Report No. PD-016-15 – Repeal of Authorizing By-law to

amend Anastasio Subdivision Agreement

SUMMARY OF RECOMMENDATIONS: (1) That, report PD-015-15, regarding “Regional Employment Lands Policies

(ROPA 9)”, dated February 9, 2015 BE RECEIVED FOR INFORMATION. (2) That, report PD-011-15, regarding “Regional Phasing Policies (ROPA 8-2013)”,

dated February 9, 2015 be RECEIVED FOR INFORMATION. (3) (1) That, report PD-016-15, regarding “Repeal of Authorizing By-law to

amend Anastasio Subdivision Agreement”, dated February 9, 2015 be received; and,

(2) That, authorizing By-law 2013-83 be and is hereby repealed.

Moved by Councillor Dave Bylsma and seconded by Councillor Terry Bell: The Planning/Building/Environmental Committee hereby approve the following Consent Agenda Items: 1. Items 1 & 2 be hereby received for information; and, 2. Item 3 be hereby received and that the recommendations contained therein be

adopted. - Carried.

Councillor Chechalk entered the meeting at approximately 7:04 p.m.

7. COMMUNICATIONS: There were no communications. 8. STAFF REPORTS:

(a) ITEM P15-15 Planner II (Rachelle Larocque) & Director of Planning & Building (Brian Treble) Re: Report No. PD-013-15 – Recommendation Report – Zoning By-law Amendment – John Ricker (File No. 1601-002-15) Page 31

Planning/Building/Environmental Committee February 9, 2015 Page 3

Moved by Councillor Mike Rehner and seconded by Mayor Douglas Joyner: (1) That, report PD-013-15, regarding John Ricker Application for Rezoning, dated

February 9, 2015 BE RECEIVED; and

(2) That, Zoning By-law Amendment application 1601-002-15 submitted by John Ricker, BE APPROVED.

- Carried.

(b) ITEM P16-15 Planner I (Lauren Vraets) & Director of Planning & Building (Brian Treble) Re: Report No. PD-012-15 – Technical Report – Zoning By-law Amendment – 1521115 Ontario Inc. (Bruce Leyburn) (File No. 1601-001-15) The Director of Planning & Building addressed the following questions, concerns and/or issues brought forward by Members of the Committee: (a) Whether the Township could put a provision in the Zoning By-law Amendment

to require the applicant to provide sufficient on-site parking spaces for all 16 apartment units or due to the fact that 13 units were existing, could the Township only request the applicant to provide parking spaces for the 3 additional units being created?

(b) Whose responsibility is it to provide parking in the Central Business District (i.e. Township or the commercial businesses in the Central Business District)?

(c) Does the Township need to establish a parking standard for the Central Business District and/or any other districts?

Moved by Mayor Douglas Joyner and seconded by Councillor Jason Trombetta: (1) That, report PD-012-15, regarding 1521115 Ontario Inc. (Bruce Leyburn) Public

Meeting and Proposed Zoning By-law Provisions, dated February 9, 2015 BE RECEIVED; and,

(2) That a Recommendation Report be presented at a future Planning/Building/

Environmental Committee Meeting once all agencies and departments have been consulted and comments received.

- Carried AS AMENDED (see below).

Moved by Mayor Douglas Joyner and seconded by Councillor Dave Bylsma: That, a second Public Meeting be held with respect to Zoning By-law Amendment Application, File No. 1601-001-15, in the name of 1521115 Ontario Inc. (Bruce Leyburn) in order that staff may address concerns and comments raised by Members of the Committee and commenting agencies. - Carried.

(c) ITEM P17-15

Planner II (Rachelle Larocque) & Director of Planning & Building (Brian Treble) Re: Report No. PD-014-15 – Recommendation Report – Application for WaterSmart Funding for the Construction of the North Creek Trail Page 32


Moved by Mayor Douglas Joyner and seconded by Councillor Terry Bell: (1) That, report PD-014-15, regarding Application for WaterSmart Funding for the

Construction of the North Creek Trail, dated February 9, 2015 BE RECEIVED; and,

(2) That, Township Staff be authorized to apply for funding from the WaterSmart

funding for the amount of $50,000.00 for the construction of the North Creek Trail; and

(3) That $50,000 be and is hereby allocated and approved for inclusion in the 2015

budget for construction of the North Creek Trail.

(4) That this recommendation be and is hereby approved prior to ratification by Township Council.

- Carried.

(d) ITEM P18-15 Director of Planning & Building (Brian Treble) Re: Report No. PD-010-15 – Recommendation Report – Ministry of Transportation Noise By-law Exemption Request Councillor Micallef advised that he wished to put forward an amendment to the recommendation relating to Report No. PD-010-15; therefore, he stepped down as Chair at approximately 7:42 p.m. and Councillor Chechalk assumed the position of Chair for the remainder of discussions relating to this matter. Moved by Councillor Jason Trombetta and seconded by Councillor Terry Bell: (1) That, Report PD-010-15, regarding “Ministry of Transportation Noise By-law

Exemption Request”, dated February 9, 2015,be received; and, (2) That, in accordance with Section 5 of the Township of West Lincoln Noise By-

law (2013-50), truck deliveries, to business and industry in the Township between June 26 and August 15, 2015 be and are hereby exempted from the provisions of the Noise By-law (By-law 2013-50) due to the Pan Am Games and the Parapan Am Games, with the exception of any proponent operating in accordance with an existing Road Use Agreement.

- Carried AS AMENDED (see below). Moved by Councillor Alex Micallef and seconded by Councillor Jason Trombetta:

That, the recommendation contained in Report No. PD-010-15 (Ministry of Transportation Noise By-law Exemption Request) be amended by adding the following additional recommendations: (3) That, the public be notified, by way of advertisement (at a minimal cost) as

deemed appropriate by staff (i.e. posting of notices in Township Office and/or Libraries, posting on Township web site, Township newsletter etc.), advising of the exemption to the provisions of the Noise By-law (2013-50) between June 26 and August 15, 2015, due to the Pan Am Games and the Parapan Am Games

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which would allow truck deliveries to businesses and industries in the Township outside the permitted hours contained in the Noise By-law; and,

(4) That, the Niagara Regional Police and any other agencies as deemed appropriate by staff, be advised of the exemption to the Noise By-law and the timeframe as noted in recommendation 3.

- Carried.

Councillor Micallef resumed to his position as Chair at approximately 7:55 p.m.

9. OTHER BUSINESS:

(a) ITEM P19-15 Councillor Terry Bell Re: Site Alteration

Moved by Councillor Terry Bell and seconded by Councillor Mike Rehner: That, Item P19-15 regarding “Site Alteration” be referred to “Confidential Matters” in

order to allow Members of the Committee to review and discuss the Township’s Solicitor’s legal opinion with respect to this matter, which had been provided under separate cover. - Carried.

(b) ITEM P20-15

Members of Committee Re: Other Business Matters of Information Nature (1) Mayor Douglas Joyner

(i) Re: Township Family Day Events – Monday, February 16, 2015 Mayor Joyner reminded Members of Committee that a full day of activities will be held on Family Day, being Monday February 16, 2015 at the West Lincoln Community Centre, including on the ice in the arena, in the upstairs hall and outside in the fairgrounds/park area.

(ii) Re: Winterfest – Municipal Hockey Tournament - City of Port Colborne

Mayor Joyner advised that this weekend (Friday to Sunday) was the City of Port Colborne’s Winterfest which includes a Municipal Hockey Tournament which the Township will be participating in.

(iii) Re: Big Brothers/Big Sisters Bowl-a-Thon Fundraiser – February 28, 2015 Mayor Joyner asked that if there were any Members of Committee that wished to participate in the Big Brothers/Big Sisters Bowl-a-Thon Fundraiser, which will be held on Saturday February 28th, 2015 at 12:30 p.m. Mayor Joyner asked that they advise him this evening, following the Committee Meeting.

(2) Councillor Alex Micallef Re: West Lincoln Chamber of Commerce Annual Meeting Page 34


Councillor Alex Micallef advised that he will be attending the upcoming West Lincoln Chamber of Commerce Annual General Meeting and that if there are any other Members of Committee that wish to attend, they should contact the Chamber office very soon.

(3) Councillor Chechalk Re: Resolution From Another Municipality regarding Protecting Rural Broadband Councillor Chechalk noted that Members of Committee had received a resolution for another municipality regarding the issue of protecting rural broadband due to the fact that Industry Canada was proposing changes that would affect rural Internet service and provide more cell phone opportunities. Councillor Chechalk advised that she would look for this correspondence and provide copy to the Clerk’s Department for inclusion on a future agenda for consideration.

10. NEW BUSINESS:

There were no new business items brought forward by any Members of the Committee.


Moved by Councillor Joann Chechalk and seconded by Mayor Douglas Joyner:

That, the next portion of this meeting be closed to the public to consider the following pursuant to Section 239(2) of the Municipal Act 2001: (a) Litigation or potential litigation, including matters before administrative tribunals,

affecting the municipality or local board; and, (b) Advice that is subject to Solicitor-client privilege, including communications necessary

for that purpose. (8:03 p.m.) - Carried. Prior to commencing with Confidential Matters, the Chair called a brief recess at approximately 8:03 p.m. and the meeting reconvened at 8:11 p.m. All of the Members of the Committee as well as the CAO, the Director of Planning & Building and the Deputy Clerk were in attendance during discussion of all of the confidential matters. Moved by Councillor Mike Rehner and seconded by Councillor Terry Bell:

That, this Council meeting does now resume in open session at 9:17 p.m. - Carried. (a) ITEM P19-15 (Continued)

Councillor Terry Bell Re: Site Alteration

Moved by Councillor Terry Bell and seconded by Councillor Mike Rehner: Page 35


That, staff be hereby directed to obtain copies of regulatory site alteration by-laws adopted by other municipalities and bring this matter back to a future Committee meeting for further review and discussion. - Carried.

(b) ITEM P21-15

CAO (Chris Carter) & Director of Planning & Building (Brian Treble) Re: Legal Matter – Plympton-Wyoming By-law

The Committee rose without reporting.

12. ADJOURNMENT: The Chair adjourned the Committee Meeting at the hour of 9:20 p.m. ______________________________ __________________________________ Deputy Clerk (Joanne Scime) Councillor Alex Micallef (Chair)

__________________________________ Councillor Joann Chechalk (Vice Chair)

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__________________________________________________________________________________________

Information Report

To: From: Date: Report: Subject:

Mayor Joyner and Members of Council Fire Chief, Dennis Fisher February 16, 2015 WLFD 03-15 Monthly Update – January 2015

Emergency Response Calls – January 2015 Station # 1 – 19 , Station # 2 – 8 , Pelham – 4

Incident Nature Fire Area Apparatus Date Time

2015-001631

73-Odour Investigation St # 1 St #2

WLR1 WLP1 WLA1 WLP2 WLR2 WLC1 WLC2 WLT1

01/31/2015 03:08

2015-001581

5-Emergency Medical Assistance

St # 2 WLR2 WLC1 WLC2 01/30/2015 04:40

2015-001550


PE #3 PEC1 PER3 WLC1 01/29/2015 17:03

2015-001529

53-Carbon Monoxide No Symptoms

St # 2 WLR2 WLC1 WLC2 01/29/2015 11:07

2015-001448


St # 1 WLSQ1 WLC1 WLC2 01/27/2015 18:54

2015-001444

4-Mva Rescue St # 1 St # 2

WLR1 WLP1 WLC1 WLC2 WLR2

01/27/2015 17:07

2015-001418


St # 1 WLSQ1 WLC1 WLC2 01/26/2015 23:21

2015-001381

119-Transformer Fire St # 2 WLP2 WLR2 WLC1 WLC2 01/26/2015 07:47

2015-001372


St # 1 WLSQ1 WLC1 WLC2 01/25/2015 23:29

2015-001335


St # 2 WLR2 WLC1 WLC2 01/25/2015 01:20

2015-001321

3-Grass Fire St # 1 WLR1 WLT1 WLP1 WLSQ1 WLC1 WLC2

01/24/2015 20:00

2015-001298

4-Mva Rescue St # 1 WLR1 WLP1 WLC1 WLC2 01/24/2015 16:17

2015-001124

5d-Daytime Emergency Medical Asst

St # 1 WLSQ1 WLC1 WLC2 01/21/2015 10:27

2015-001120

5d-Daytime Emergency Medical Asst

St # 1 WLSQ1 WLC1 WLC2 01/21/2015 09:10


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http://istatus.stcatharines.ca/istatus/SearchDStatsSubmit.php?sort=sINC&dir=ASC&Address=&Building=&IncidNum=&ComplName=&CallBPhon=&StartDate=01%2F01%2F2015&EndDate=01%2F31%2F2015&StartHour=0&EndHour=24&Grid=All&FDID=All&Truck=All&Code=All&Nature=All&FireArea=All&FCancelCalls=&PartLocation=on&FCancelCalls=off&PartIncidNum=&PartComplainant=&PartFireArea=

http://istatus.stcatharines.ca/istatus/SearchDStatsSubmit.php?sort=sNAT&dir=ASC&Address=&Building=&IncidNum=&ComplName=&CallBPhon=&StartDate=01%2F01%2F2015&EndDate=01%2F31%2F2015&StartHour=0&EndHour=24&Grid=All&FDID=All&Truck=All&Code=All&Nature=All&FireArea=All&FCancelCalls=&PartLocation=on&FCancelCalls=off&PartIncidNum=&PartComplainant=&PartFireArea=

http://istatus.stcatharines.ca/istatus/SearchDStatsSubmit.php?sort=sDAT&dir=ASC&Address=&Building=&IncidNum=&ComplName=&CallBPhon=&StartDate=01%2F01%2F2015&EndDate=01%2F31%2F2015&StartHour=0&EndHour=24&Grid=All&FDID=All&Truck=All&Code=All&Nature=All&FireArea=All&FCancelCalls=&PartLocation=on&FCancelCalls=off&PartIncidNum=&PartComplainant=&PartFireArea=

http://istatus.stcatharines.ca/istatus/SearchDStatsSubmit.php?sort=sTIM&dir=ASC&Address=&Building=&IncidNum=&ComplName=&CallBPhon=&StartDate=01%2F01%2F2015&EndDate=01%2F31%2F2015&StartHour=0&EndHour=24&Grid=All&FDID=All&Truck=All&Code=All&Nature=All&FireArea=All&FCancelCalls=&PartLocation=on&FCancelCalls=off&PartIncidNum=&PartComplainant=&PartFireArea=

http://istatus.stcatharines.ca/istatus/DisplayFireCall.php?Incid=2015-001631&Ref=Search




























2015-000861


2015-000853


St # 1 WLSQ1 WLC1 WLC2 01/16/2015 02:03

2015-000847


St # 1 WLSQ1 WLC1 WLC2 01/15/2015 23:19

2015-000840


2015-000786


PE # 3 PEC1 PER3 WLC1 01/14/2015 18:15

2015-000732


St # 1 WLSQ1 WLC1 WLC2 01/13/2015 17:12

2015-000692

1-Structure Fire St # 1 St # 2

WLR1 WLP1 WLT1 WLA1 WLR2 WLP2 WLC1 WLC2

01/13/2015 01:35

2015-000578


PE # 3 PEC1 PER3 WLC1 01/10/2015 23:13

2015-000512

114-Remote Alarm From Security Co.

St # 1 WLP1 WLA1 WLR1 WLC1 WLC2

01/09/2015 18:48

2015-000484

4-Mva Rescue St # 1 St # 2

WLP2 WLR2 WLR1 WLC1 WLC2

01/09/2015 08:39

2015-000482

4-Mva Rescue PE # 3 PEC1 PEP3 PER3 PET3 WLC1

01/09/2015 07:55

2015-000400


PE # 3 PEC1 PER3 WLC1 01/07/2015 22:24

2015-000241

54-Vsa/Cardiac Arrest/Unconscious

St # 1 WLSQ1 WLC1 WLC2 01/04/2015 14:02

2015-000112


St # 1 WLR2 WLC1 WLC2 01/02/2015 18:58

2015-000096


St # 1 WLSQ1 WLC1 WLC2 01/02/2015 15:02

Apparatus Legend: WL = West Lincoln, GR = Grimsby, PE = Pelham, HD = Haldimand, LI = Lincoln C = Car, P = Pumper, T = Tanker, R = Rescue, SQ = Squad, A = Aerial The last digit indicates the Station # New Retirees - None at this time New Recruits - Evaluating the recruitment list to hire 3 new recruits at this time. Promotions - Lieutenant Norm Gidding has been promoted to Captain effective January 21st 2 Training Lieutenants positions have been posted, closes February 20, 2015 Training – 9 Fire fighters completed 2 days of training and are certified in Critical Incident Stress Training

Page 38































January 2015 Monthly Training Station # 1 Station # 2 Jan 7 Auto Extrication New medical protocols Jan 14 New medical protocols Auto Extrication Jan 21 Building const / Officers Meeting Fire behaviour / Officers Meeting Jan 28 Equip maint / business meeting – both stations February 2015 Monthly Training Station # 1 Station # 2 Feb 4 Annual Defib Recertification Building construction Feb 11 Reading smoke Annual Defib Recertification Feb 18 Ventilation / Officers Meeting Ventilation / Officers Meeting Feb 25 Equipment maintenance / Business meeting – both stations Apparatus Fleet

- Station # 2 Tanker will be approximately another 3 weeks. Fire Department Activities

- Fire fighters will be doing lunch at arena on Feb 16 – Family day - Fire fighters will be playing in the annual Sledge Hockey game against Niagara Thunder

on Family Day at 4pm - Meeting with CAO / others departments to establish new community event programs

( ie: Annual Open Houses, Youth Orientation presentations etc..) Respectfully submitted by ____________________________ Dennis Fisher Fire Chief / CEMC

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DATE: February 17, 2015 REPORT NO: RFD-T- 01-15 SUBJECT: 2015 Corporate Sponsorships and Cemetery and Hall Boards Grants CONTACT: Donna DeFilippis, Treasurer/Director of Finance

RECOMMENDATION: (1) That, Report RFD-T-01-15 regarding “2015 Corporate Sponsorships and Cemetery

and Hall Boards Grants ”, dated February 17, 2015 be received; and, (2) That, the Corporate Sponsorships and the Cemetery and Hall Boards grants for

2015 as recommended in this report, be approved. ALIGNMENT TO STRATEGIC PLAN By assisting community non-profit groups, cemetery and hall boards, the Township is meeting many of the objectives outlined in the Strategic Plan. Under the pillar of “Quality of Life” one of the objectives is to increase civic engagement and community involvement through enhanced partnerships. Under the pillar of “Economic Prosperity and Tourism” one of the objectives is to make economic development and tourism a key priority. Finally, one of the common themes within the Strategic Plan is to support, encourage and to exploit gathering places in rural areas. The sponsorships recommended in this report, as well as the provision of grants to cemetery and hall boards are evidence of the Township following the Strategic Plan.

REPORT Administration/Finance/Fire

Committee

OVERVIEW:

• Corporate Sponsorship requests for 2015 and recommendation on allocation to community groups are summarized in the table below.

• Grant applications received total $37,768.47 • Suggested distribution to groups found in the chart below totals $12,432 • Grant applications from the Cemetery and Hall Boards who operate and

maintain the Cemeteries and Community Halls were received in the amount of $18,600 and a total grant allocation is recommended of $12,900

• The grants to the Cemetery and Hall Boards provide a base level of funding for items such as repairs, maintenance, equipment, etc.

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PAGE 2

REPORT:

2015 Corporate Sponsorships As part of the draft 2015 Operating Budget, an amount of $12,500 is being suggested as the allocation for Corporate Sponsorship (Sponsorships & Events) grants. This amount is consistent with the 2014 budget allocation. A copy of the Community Sponsorships Policy (POL-C-02-02) and copies of each group’s grant request and their financial information has been provided under separate confidential cover with this report. A notice for local non-profit organizations was placed in the local newspaper on Wednesday, November 12, 2014 indicating that the Township was accepting applications under the Sponsorship Fund program. The ad and information including the policy and application forms were posted on the Township’s website. Additionally, reminder letters were sent to all groups who had applied in the previous year. The deadline for submission was December 12, 2014.

The following listed corporate sponsorship requests were received from various Community Groups by the deadline date. The CAO and the Treasurer have reviewed these requests. The following list is a summary of the requested amounts and the amounts recommended based on the review:

CORPORATE SPONSORSHIPS (Total Corporate Sponsorship Grant Allocation = $12,500 - Account No. 1-4-06-95-07)

COMMUNITY GROUP 2014

REQUEST ($)

2014 Recommended GRANT ($)

2015 REQUEST ($)

2015 Recommended GRANT ($)

Evan’s Ride(Autism Community)

$500 $220 $500 $100

Poultryfest (June Festival – offset cost of Main Stage Attractions and Canada Day Fireworks.)

$5,000 $5,000 $9,600 $5,000 ($3,000 budgeted for fireworks within Recreation)

Christmas Parade Committee (offset cost of policing & band fees)

$1,000 $1,000 $1,500 $1,000

West Niagara Agri. Society – offset cost of Operating Fair

$5,000 $1,750 $3,500 (includes waiving of tent permit fees)

$1,750 ( no waiving of tent permit fees)

West Lincoln Chamber of Commerce (Small Business Week Breakfast - $400 Family Barbeque - $250 & Home & Garden Show - $400)

$700 (3 events)

$320 ($110 for Small Business Week Breakfast and $210 for Home & Garden Show)

$1050 (3 events)

$350 (Trade Show and Breakfast)

“The Township of West Lincoln will be a community that values our heritage, preserves our environmental and natural resources, fosters entrepreneurial spirit and provides excellent quality of life”

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PAGE 3

Caistor Plowmens Association (Plowing Match)

$200 $125 $200 $200

Foundation of Resources for Teens (FORT)

$5,000 $2,000 $5,000 $2,000

Youth Entrepreneurship Recognition Partnership (c/o Grand Erie Business Centre)

$500 $200 $500 $150

Community Living – Grimsby Lincoln & West Lincoln Foundation

No request $0 $5,000 $500

West Niagara Second Stage Housing & Counselling Inc.

No request

$0 $655 $200

Big Brothers/Big Sisters $5,315 $1,000 $1,186.47 $500 Legion Br. 393 (building upgrades)

$3,000 $800

$5,000 $500

Smithville Bridge Club No request $0 $2,995 $100

West Lincoln Glanbrook Wind Action Group Inc.

No request $0 $1,000 $0

RECEIVED AFTER DEADLINE OF DECEMBER 12, 2014: Terry Fox Run - Pavilion Rental

$82 (approx.-waive rental)

$82.00 (waive rental fee)

$82 (approx.-waive rental)

$82.00(waive rental fee)

TOTAL $26,297 $12,497 $37,768.47 $12,432

At the time of preparation of this report the Treasurer was still awaiting receipt of Financial Statements from FORT and the Christmas Parade Committee. Autism Community and Smithville Bridge Club indicated that as new organizations they did not have Financial Statements available. In reviewing all of the applications, staff recognizes the importance of all community groups and events within the Township of West Lincoln and as such has tried to distribute limited funds to as many groups as possible. There has been a 44% increase in the dollar value of requests made in 2015 as compared to 2014. The draft 2015 budget includes an amount of $12,500 which is consistent with the 2014 budget. If the draft budget of $12,500 was increased to accommodate the total amount requested of $37,768.47 it would require a 0.5% increase in the tax levy or an additional $5 in taxes for an average assessed home.


Page 42

PAGE 4

Cemetery and Hall Board Grants Hall Boards: Annually, the Township requests grant applications from the Hall Boards who operate and maintain the Community Halls. The grants provide a base level of funding for maintenance/minor capital at these facilities. In 2015, the Township received requests in total of $10,600 for Hall Board funding as follows:

HALL BOARD GRANTS (REGULAR)

(Total Hall Board Grant Draft Allocation = $4,900 – Acct. 2-4-61-95-05)

It is recommended that the following Grants be made to the Hall Boards: Hall Board Request 2014 Rec’d 2014 Request 2015 Grant 2015 Silverdale Hall $ 600 $ 600 $ 600 $ 600 Wellandport Hall $1,000 $1,000 $5,000 $1,000 Fulton Hall $2,000 $1,300 $2,000 $1,300 Caistor Comm. Centre $3,000 $2,000 $3,000 $2,000 TOTAL $8,100 $4,900 $10,600 $4,900

The above level of funding provides the same amount as in previous years to ensure a stable base for the Hall Boards to work from. The $4,900 recommended amount equals the draft 2015 budget allocation.

Cemetery Boards: The Township currently maintains 11 active cemeteries. In addition, there are seven active cemeteries which are maintained by other cemetery boards. In 2014, Council approved $11,200.00 in grants to these boards. The funds were allocated to general operations and various capital improvements such as headstone repairs and equipment purchases. The grant allocation is based on a calculation of $666/per acre. This was determined in 2009 by the Municipal Cemetery Board. The requests have been reviewed and the charts below show the previous year’s grant, the 2015 request and the proposed 2015 recommended grant.


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PAGE 5

CEMETERY GRANTS (Total Cemetery Grant Allocation = $11,200 - Acct 1-4-51-95-05))

Cemetery Request 2014 Rec’d 2014 Request 2015 Grant 2015 Caistorville United Church $ 4,000 $ 4,000 $ 4,000 $ 4,000 St. Luke’s Anglican $ 1,200 $ 1,100 $ 1,200 $ 1,200 Kimbo Free Methodist $ 1,000 $ 900 $ 900 $ 900 Caistor Baptist $ 1,000 $ 1,000 No Request $ 0 Smithville United Church $ 2,500 $ 2,300 No Request Pending Elcho United Church $ 500 $ 500 $ 500 $ 500 St. Martin’s Catholic Church $ 1,400 $ 1,400 $ 1,400 $ 1,400 TOTAL $11,600 $11,200 $ 8,000 $ 8,000

Staff have been notified that the Caistor Baptist Cemetery Board will no longer be managing the Cemetery and will be making a request to have the Township take over the maintenance of the Cemetery. As a result, no grant application was received from the Caistor Baptist Cemetery Board. The Township’s Draft 2015 Budget will allocate additional funds to the Cemetery Maintenance account to ensure that the maintenance of this additional cemetery is accounted for. In addition, at the time of preparation of this report, no application has been received from the Smithville United Church. Staff have contacted them to remind them of the deadline. If an application from Smithville United Church is received a report will presented to Council with a recommendation regarding their funding level.

The Draft 2015 Budget includes an allocation of $11,200.00 for this program, therefore is adequate to cover the proposed/recommended grant amounts as listed in the chart above. CONCLUSION: It is the recommendation of staff that Council approve the Corporate Sponsorships and Cemetery and Hall Boards Grants as outlined in this report.

Prepared by: Approved by:

________________________ ________________________ Donna DeFilippis Chris Carter Treasurer/Director of Finance CAO


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DATE: February 17, 2014 REPORT NO: RFI PW 04-2015 SUBJECT: The Township of West Lincoln

2014 DWQMS Management Review Summary CONTACT: Kaveh Etezadi CET, CRS, ORO Manager of Roads Operations, Water and Wastewater

RECOMMENDATION: That report RFI PW 04-2015, re: “The Township of West Lincoln 2014 DWQMS Management Review Summary dated February 17, 2015, be received for information. ALIGNMENT TO STRATEGIC PLAN

Key Actions • Communication and flow of information on important community issues to Township

residents.

BACKGROUND: Under the requirements of the Township of West Lincoln’s Drinking Water Quality Management System (DWQMS), the Owner of a drinking water system shall be updated as required through the DWQMS Operational Plan.

REPORT PUBLIC WORKS/RECREATION/

ARENA COMMITTEE

OVERVIEW: DWQMS Element 20 Management Review must be conducted on an annual basis prior to completion of the annual budget process wherever possible. The following summaries must be prepared as part of the annual review, as it pertains to the waterworks:

o incidents of regulatory non-compliance o incidents of adverse drinking water tests o deviations from critical control point limits and response actions o the effectiveness of the risk assessment process o results of internal and 3rd party audits o results of relevant emergency response testing operational performance

and water quality trends o follow-up on actions items from previous management reviews o status of management action items (if any) identified between reviews o changes in resource requirements, infrastructure, process, personnel, the

Drinking Water Quality Management Standard or regulations that could affect the DWQMS

o consumer feedback o the resources needed to maintain the DWQMS o the results of the infrastructure review o Operational Plan currency, content and updates, and staff suggestions

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PAGE 2

CURRENT SITUATION: Subsequent to the results of the Walkerton Inquiry in 2002, the Province of Ontario made sweeping changes to the legislation governing water systems in Ontario. As part of this change, the Province developed a standard for a Drinking Water Quality Management System (DWQMS). The DWQMS has been developed to integrate quality management into the operation of all municipal drinking water systems in Ontario, and is mandated through the Safe Drinking Water Act, 2002.

The DWQMS has 21 elements which relate to quality management and risk assessment. The Operating Authority, in consultation with the Owner (Council), must comply with the Operational Plan, which will outline how we are meeting the requirements of the Standard. The Operational Plan establishes that the management review must be communicated to the Owner.

FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.

INTER-DEPARTMENTAL COMMMENTS Not applicable

CONCLUSION In conclusion, The Township of West Lincoln 2014 DWQMS Management Review Summary is being provided to Council for information and to advise them that the Township of West Lincoln is meeting its obligation under the DWQMS Operational Plan.

Prepared by: Submitted by:

_______________________________ _____________________________ Kaveh Etezadi CET, CRS Brent Julian C. Tech., rcji Manager of Road Operations, Director of Public Works & Engineering Water & Wastewater

Approved by:

________________________________ Chris Carter Chief Administrative Officer

Attachment ‘A’: Management Review Procedure WW-PRO-13

Attachment ‘B’: 2014 Management Review Minutes

“The Township of West Lincoln will be a community that values our heritage, preserves our environmental and natural resources, fosters entrepreneurial spirit and provides excellent quality of life

Page 72

Township of West Lincoln DWQMS PROCEDURE

Title: MANAGEMENT REVIEW PROCEDURE Control Number: WW-PRO-13

Effective Date: December 31, 2014 Revision: 3

Management Review Procedure Page 1 of 3 Uncontrolled when printed

1 Purpose

The purpose of this procedure is to define the Management Review process used to evaluate the continuing suitability, adequacy and effectiveness of the DWQMS. 2 Scope This procedure is applicable to the Drinking Water Quality Management System, as defined in the Operational Plan.

3 References • DWQMS Element 20 Management Review 4 Definitions and Acronyms QMS – Drinking Water Quality Management System DWQMS- Drinking Water Quality Management System 5 Procedure Preparation 5.1 Management Reviews shall be conducted on an annual basis prior to

completion of the annual budget process wherever possible. 5.2 Top Management, as defined in the Operational Plan, shall perform the

Management Review. 5.3 The DWQMS Representative shall schedule the Management Review

meeting, and arrange for attendees. A minimum of two hours shall be set aside by the participants to ensure a thorough review of the DWQMS is conducted.

5.4 The DWQMS Representative shall prepare an agenda for the meeting. 5.5 The DWQMS Representative shall prepare summaries of the following

information, as it pertains to the waterworks, prior to the meeting: o incidents of regulatory non-compliance o incidents of adverse drinking water tests o deviations from critical control point limits and response actions o the effectiveness of the risk assessment process

TO REPORT RFI-PW-04-2015ATTACHMENT "A"

Page 73

bjulian

Text Box

ATTACHMENT 'A'


o results of internal and 3rd party audits o results of relevant emergency response testing operational

performance and water quality trends o follow-up on actions items from previous management reviews o status of management action items (if any) identified between

reviews o changes in resource requirements, infrastructure, process,

personnel, the Drinking Water Quality Management Standard or regulations that could affect the DWQMS

o consumer feedback o the resources needed to maintain the DWQMS o the results of the infrastructure review o Operational Plan currency, content and updates, and staff

suggestions

Review Process 5.6 Each input item shall be reviewed in order to identify if, where and when

improvements to the DWQMS and its procedures are required. 5.7 The DWQMS Representative shall make note of discussions, any

changes or action items required during the course of the review. Review Output 5.8 The output from the Management Review shall include meeting minutes

prepared by the DWQMS Representative. 5.9 These minutes shall include:

o The date and time of the Management Review and the names of participants and attendees

o General discussions o Any identified deficiencies o A list of “action” items. All action items shall identify an individual

responsible and the proposed timelines for implementation o Recommendation(s) for any resources needed for maintenance or

improvement of the DWQMS. 5.10 The DWQMS Representative shall prepare a summary of the

management review and provide to the Public Works Manager, who shall forward results to Council.

5.11 The DWQMS Representative shall be responsible for communication and Implementation of the management review action items.

6 Associated Documents and Records • Management Review Meeting Agenda and preparation documents • Management Review Meeting Minutes


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7 History of Changes Revision Date Description By 0 March 2, 2009 Initial Release Lisa Young

1 December 21, 2010

Added details to review process Jeff Dam

2 August 15, 2013 Change QMS to DWQMS Kaveh Etezadi

3 December 31, 2014

Reviewed with operators no changes

Kaveh Etezadi


Page 75

Township of West Lincoln – Drinking Water Distribution System

DWQMS 2014 Management Review: Meeting Minutes

Meeting Date: Dec 16, 2014

Time: 2:00 pm – 4:00 pm

Invitees: Brent Julian (BJ) (Top Management)

Chair: Kaveh Etezadi (KE) (QMS Rep)

Abbreviations:

- CAR – Corrective Action Report - CMMS - Computerized Maintenance Management System - DWQMS - Drinking Water Quality Management System - OFI – Opportunity for Improvement - PRV – Pressure Relief Valve - QMS – Quality Management System - RA – Risk Assessment - Region – Region of Niagara - SOP – Standard Operating Procedure

Agenda

1. incidents of regulatory non-compliance - lead sampling issue with the MOE was resolved by proper scheduling and

allocating backup ORO and DWQMS Rep on notification schedule 2. incidents of adverse drinking water tests

- in 2014 a total of 4 (four) adverse situations occurred • June 4/14 Leisureplex (TC) • July 17/14 Creek view Sample station (TC) • Sept. 3/14 Canborough St (TC) • Sept. 5/14 Northridge Dr temporary watermain (HPC >10)

3. deviations from critical control point limits and response actions - none occurred

4. the effectiveness of the risk assessment process - Scheduled for June 2015 to be reviewed with Director and ORO

5. results of internal and 3rd party audits - Surveillance Audit conducted June 5,2014 - internal audit conducted by AET Group on June 16, 2014 indicated

opportunity for improvement: • Element 5 Document and Record control

TO REPORT RFI-PW-04-2015ATTACHMENT "B"

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bjulian

Text Box

ATTACHMENT 'B'

• Element 13 Essential supplies and services • Element 18 Emergency Management

6. results of relevant emergency response testing operational performance and water quality trends

- 2014 was a significantly busy year with watermain construction projects with significant disruptions in the water system all operators managed the numerous repairs and damaged watermains in accordance to the Townships DWQMS procedures:

- Four (4) Watermain Breaks occurred in 2014 7. follow-up on actions items from previous management reviews

- CAR’s have been updated - Standard of care training was carried out to members of council - Carried thru with DWQMS meetings throughout 2014 - Continue with back flow document recording and filing in 2014

8. status of management action items (if any) identified between reviews - continue with operator training and communications

9. changes in resource requirements, infrastructure, process, personnel, the Drinking Water Quality Management Standard or regulations that could affect the QMS

- Resource changes • Water van was replaced

- Process • none

- Personnel • none

- Infrastructure changes • Water main lengths

o 433 m of 200 mm DIA PVC o 18 m of 150 mm DIA PVC

• Meters o 66 as per building department data

• Hydrants o 4

• Valves o 4

- Changes in DWQMS • Form WW-FOR-09 Turbidimeter calibration form has been

deleted due to the fact that this unit is not mandatory or required. - Changes in Regulations

• A draft version of the “watermain disinfection procedure” was introduced in December 2014 during the MOE inspector’s communication with the ORO. In this document the major change is the introduction of Operator in charge (OIC) shall upon excavation of the watermain determine the category of the break either category 1 or category 2 these categories are defined in the draft version the final version will be introduced in May 2015 at which time a copy will be distributed for final discussions.

10. consumer feedback - all issues related to internal plumbing issues

11. the resources needed to maintain the QMS


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- maintain status quo 12. the results of the infrastructure review

- items included in capital budget review 13. Operational Plan currency, content and updates, and staff suggestions

- Continue to receive water operator comments

Next Meeting: Wednesday October 14, 2015 @ 2:00 pm Directors office


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DATE: February 17, 2015 REPORT NO: RFI PW 05-2015

SUBJECT: Township of West Lincoln 2014 Water Quality Annual Summary Report

CONTACT: D. Brent Julian, C. Tech., rcji Director of Public Works & Engineering

Kaveh Etezadi CET, CRS, Manager of Roads Operations, Water and Wastewater

RECOMMENDATION: 1. That, report RFI PW 05-2015, re: “Township of West Lincoln 2014 Water Quality Annual

Summary Report, dated February 17th, 2015 be received for information.

ALIGNMENT TO STRATEGIC PLAN


residents. BACKGROUND: Under the requirements of O. Reg. 170 made under the Safe Drinking Water Act, the owner of a drinking water system shall ensure that no later than March 31 of each year, an Annual Summary Report is prepared in accordance with the regulations for the preceding calendar year. A copy of the report must be given to Municipal Council. The report must include:

• Total number of samples taken • The range of parameters • Total number of adverse situations • Any work done to repair the system


ARENA COMMITTEE

OVERVIEW: The delivery of potable water in Ontario is regulated by the Ministry of Environment (MOE) under the Safe Drinking Water Act, 2002. On June 1, 2003, O. Reg. 170/03, Drinking Water Systems, came into effect. This regulation prescribes requirements for owners and operators of municipal drinking water systems. The Annual Summary Report is prepared in accordance with the regulations for the preceding calendar year. A copy of the report must be given to members of the Municipal Council. Copy of this report is attached.

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CURRENT SITUATION: The Smithville Distribution System has approximately 27 km of water mains, serving approximately 4700 residents; the system contains about 200 hydrants and 200 valves. The Township also owns and operates a bulk fill station to serve the rural population as well as a small container fill station. All Township owned services are protected by backflow devices as of the end of 2014. Smithville receives its treated water from the Grimsby Water Treatment Plant which is owned by the Regional Municipality of Niagara (MOE waterworks #220007150). Distribution Water samples are conducted weekly by Licensed Township water operators In 2014, the distribution system experienced three (3) adverse samples. It is important to note that an adverse sample does not indicate that the drinking water is unsafe, but that the parameters have exceeded, and to then follow flushing and resampling procedures. The Township of West Lincoln 2014 Water Quality Annual Summary Report, appended as Attachment A hereto, is being provided to Council for information. FINANCIAL IMPLICATIONS There are no financial implications as a result of this report. INTER-DEPARTMENTAL COMMMENTS Not applicable CONCLUSION In conclusion, by providing Council the 2014 Water Quality Annual Summary Report, West Lincoln is meeting its compliance obligations under the Safe Drinking Water Act for this item. Prepared by: Submitted by: _______________________________ _____________________________ Kaveh Etezadi CET, CRS Brent Julian C. Tech., rcji Manager of Road Operations, Director of Public Works & Engineering Water & Wastewater Approved by:

________________________________ Chris Carter Chief Administrative Officer


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Township of West Lincoln 2014 Water Distribution Annual Summary Report

1

Township of West Lincoln Water Distribution System Annual Summary Report Period: January 1, 2014 to December 31, 2014

Drinking Water Works Permit Number: 077-201

Municipal Drinking Water License Number: 077-101

Prepared By: Kaveh Etezadi


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ATTACHMENT 'A'


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Table of Contents Introduction ........................................................................................................3 Waterworks Description .....................................................................................3 Compliance.........................................................................................................3 Municipal Drinking Water Licensing Program..................................................3-4 Safe Drinking Water Act ..................................................................................4-5 Township of West Lincoln Water Quality Test Results........................................5 Adverse Water Quality Incidents and Actions.....................................................6 Operational Activities ..........................................................................................6 Water Main Repairs……………………………………………………….….7 Water Service Repairs…………………………………………………….…7 Water Meters Installed ……………………………………………………....7 Back Flow Devices Installed/Inspected……………………………………7 DWQMS Updates…………………………………………………………….7 Flow Rates..........................................................................................................8 Definitions .......................................................................................................8-9

Appendix ‘A’………………………………………………………………………10-11


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Introduction In accordance with the Safe Drinking Water Act this report provides members of Township of West Lincoln Municipal Council, the legal Owners of the water distribution system with an annual summary report of actions that took place from January 1, 2014 to December 31, 2014. In accordance with the Act, this report must list any time the Township failed to meet the conditions and requirements of the Acts, Regulations, Approvals, Drinking Water Works Permits, Municipal Drinking Water Licenses and Orders issued by the Ministry of the Environment. For each requirement not met, the report must specify the duration of the failure and the measures taken to correct the failure. Additionally, the report must list the summary of the quantities and flows of the water supplied. Waterworks Description The Township of West Lincoln is a class 1 water distribution system, which receives all treated water from the Regional Municipality of Niagara via the Grimsby Water Treatment Plant. The raw water source is surface water supplied from Lake Ontario. The distribution system consists of approximately 27 km of watermain servicing approximately 4,700 residents of Smithville in the Township of West Lincoln, 200 fire hydrants and 200 valves. The size of watermains owned by the Township of West Lincoln range from 150 mm to 300 mm in size.

Compliance Municipal Drinking Water Licensing Program As part of a recommendation made by Justice O’ Connor during the Walkerton Inquiry, the Ministry of the Environment has introduced a new program, the Municipal Drinking Water Licensing Program. This program requires the Drinking Water System Owner (Township of West Lincoln) to obtain a license to operate their drinking water system. There are four components to each license;

Drinking Water Works Permit, Drinking Water Quality Management System (DWQMS) Accreditation of the Quality Management System Financial Plan.

• Drinking Water Work Permit allows the Municipality to alter, add, replace, modify and extend the drinking water based on a series of predefined conditions.


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• Drinking Water Quality Management System (DWQMS) is a series of 21 elements that address all aspects of a water system. The overall goal of the DWQMS is continuous improvement with respect to planning, operating and reviewing the drinking water system. Through the creation of an operational plan the drinking water system Owner demonstrates the ability to operate a safe and effective drinking water system, while continuously monitoring performance and compliance via internal and external audits. • Accreditation of the Quality Management System is achieved through internal and external audits, the goal of these audits are to ensure that the Owner is following the processes and procedures laid out in the operational plan. The Ministry of the Environment has engaged in an agreement with NSF International Strategic Registrations and QMI-SAI Global to act as the Quality Management System accreditation body. The Township of West Lincoln has registered with QMI-SAI Global as the Quality Management System accreditation body. • Ontario Regulation 453/07, Safe Drinking Water Act requires that each Owner prepare a Financial Plan for the drinking water system. The Township has prepared a Financial Plan. That was submitted to the Ministry of Municipal Affairs and Housing on June, 2010. Due to expire August 2, 2016 with a renewal date of February 1, 2016 (Appendix ‘A’) The Township received its Municipal Drinking Water License and Drinking Water Works Permit on August 4, 2011. In order to receive these documents, the Township submitted the Operational Plan to the CGSB for a Systems Level Audit. This audit reviewed the Township’s Operational Plan and associated documentation to ensure all requirements of the DWQMS were met. Safe Drinking Water Act To remain compliant with the Safe Drinking Water Act, the Township performs a minimum of 18 microbiological samples a month. Each of these samples is taken from a variety of locations, providing a diverse profile of the water distribution system. Disinfection levels showing free chlorine residual are also taken at the time of each sample; ensuring proper disinfection levels are maintained. The Township takes additional free chlorine residuals throughout the week, again to ensure proper disinfection levels are maintained. The Township also takes water samples testing for elevated levels of trihalomethanes (THM), a chlorine disinfection by-product. The Township takes these water samples from areas where the formation of THM would most likely occur. The Ministry of the Environment has also provincially mandated a Community Lead Testing Program. This program involves taking 3 samples directly from the distribution system. This must be done once between December 15 and April 15 and again June 15 to October 15th, on an ongoing cycle.


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All of the aforementioned samples, in accordance with the Act must be taken by an individual with a Water Operators license, Operator in Training license or a Water Quality Analyst license. These licenses are distributed by the Ontario Water Wastewater Certification Office, in accordance with Ontario Regulation 128/04, Safe Drinking Water Act. Samples are then taken to a Ministry of the Environment approved laboratory. Laboratories must meet quality standards determined by the Ministry of the Environment and are audited by the Canadian Association for Laboratories Accreditation. In the event an incident occurs where water samples do not meet Provincial water quality standards, this is deemed an Adverse Water Quality Incident (AWQI). This is detailed further in the chart following entitled Adverse Water Quality Incidents and Actions An Annual Drinking Water Report has been completed and is available free of charge to the public through the Township’s website and at the West Lincoln Town Hall located at 318 Canborough St Smithville as well as Public Works Yard at 6218 London Rd Smithville. Township of West Lincoln Water Quality Test Results Parameter MAC Number of Samples Range Comments Microbiological Analysis Escherichia Coli (E. Coli) CFU/ 100mL

0 343 0 Indicates presence of fecal matter

Total Coliforms CFU/ 100 mL 0 343 0 -16

Indicates the possible presence of fecal contamination

Fecal Coliforms CFU/ 100 mL 0 343 0

Indicates the possible presence of fecal contamination

Heterotrophic Plate Count (HPC) CFU/mL

N/A 343 0 - 22 Indication of overall water quality

Chemical Analysis Trihalomethanes mg/L

0.10 mg/L 4 0.0197-

0.0328 Average of Samples taken quarterly

Lead mg/L

Residential 0.010 mg/L N/A N/A

Township is exempt for lead sampling for 3 years Non-

Residential

0.010 mg/L

N/A

N/A

Distribution 0.010 mg/L 4 <0.00002 -

0.00331 Township does not have lead watermain

Disinfection Free Chlorine Residual mg/L

0.05 to 4.0 mg/L

343 0.21-0.86 Level of disinfectant


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Adverse Water Quality Incidents and Actions

Date Location Parameter Result Actions Date of Resolution

June 4 Leisure plex Total Coliforms 1 Flush & re-sample June 12/14 July 17* Creek view

Sample Station Total Coliforms 1 Flush & re-sample July 21/14

Sept. 3* Canborough Street Total Coliforms 2 Flush & re-sample Sept. 8/14

Sept. 5* Northridge Drive HPC <10 22 Flush & re-sample Sept. 15/14 * Denotes distribution system only

In the event of an adverse water quality incident (AWQI), the Township of West Lincoln receives immediate notification from the laboratory. The Township is then required as per Ministry of the Environment regulations to verbal notify the Regional Public Health Unit and the Ministry of the Environment Spills Action Centre. Additionally, the Township of West Lincoln has chosen to contact our local Ministry of the Environment Inspector to share this information. These individuals are then faxed the same information that was shared verbally. To ensure water safety, the Township of West Lincoln immediately sends a member of staff to flush the nearest fire hydrant, and take additional water samples at the source of the AWQI, as well as upstream and downstream of the AWQI. This occurs for two consecutive days at minimum until the Township of West Lincoln receives verbal notification from the laboratory that the water samples are all clear. In the above table, the column “Date of Resolution” indicates the date in which the Township of West Lincoln has received copies of the laboratory results and submits the “Notice of Resolution” to the Ministry of the Environment and Public Health Unit. It should be noted that an Adverse Water Quality Incident does not indicate that the drinking water is unsafe; rather it indicates that with respect to that specific sample, the Provincial water quality objective was exceeded. Operational Activities In 2013, the Township of West Lincoln experienced 6 (six) water main break. The Township of West Lincoln follows a standard operating procedure, detailing the steps taken to repair the water main, while ensure water quality. Following the water main break, microbiological samples are taken upstream and downstream of the break; ensuring the break was repaired in such a way that water quality levels were not affected.


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Water Main Repairs

Date Location Cause May 14 123 Wade Rd split July 23 Canborough St Construction Related Aug 7 Canborough St Circle break Aug 26 Canborough St Circle break Sept 10 Canborough St Construction Related Oct 22 Colver St Construction Related

In 2014, the Township of West Lincoln experienced 10 water service repairs. The Township of West Lincoln follows a standard operating procedure, detailing the steps taken to repair the services, while ensure water quality.

Water Service Repairs

Date Location Repair Type Feb 7 29 Killins St Curb box Feb 7 197 Station St Curb box Feb 7 6313 Townline Rd Curb box Feb 7 6324 Townline Rd Curb box Feb 20 201 Brock St Service break Mar 7 215 St Catharines St Service break Mar 7 9 Alma Dr Main valve repair Mar 7 Industrial & Highway 20 Main Valve repair Mar 7 Barbara & Killins Main Valve repair Apr 1 325 Canborough St Service break

Water Meters Installed

66 meter installations carried out in 2014

DWQMS Updates In 2014, as a requirement of DWQMS (Drinking Water Quality Management system) the DWQMS representative is to update members of council and senior management of any changes to the Operational Plan as well as any activities that relate to the DWQMS.


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Flow Rates 2014 Monthly Water Flow Rates (m3)

Month Quantity (m3) January 63,160.00 February 56,070.00 March 63,260.00 April 72,600.00 May 64,620.00 June 74,600.00 July 69,500.00 August 73,610.00 September 72,160.00 October 72,930.00 November 66,380.00 December 65,270.00 Total 814,160 Monthly Average 67847 Daily Average 2230.5 Definitions MAC - Maximum Acceptable Concentration This is a health-related standard established for parameters which when present above a certain concentration, have known or suspected adverse health effects. The length of time the MAC can be exceeded without injury to health will depend on the nature and concentration of the parameter. (Ontario Drinking Water Standards - Ministry of the Environment) mg/L - milligrams per litre (parts per million) cfu/100 mL - Colony Forming Units per 100 millilitres of sample ug/l - micrograms per litre (parts per million) < - Less than > - Greater than


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Microbiological parameters (i.e. bacteria) - the source of bacteria may come from wastewater treatment plants, livestock operations, septic systems and wildlife. Microbiological analysis is the most important aspect of drinking water quality due to its association with dangerous waterborne diseases. (Ontario Drinking Water Standards- Ministry of the Environment) Total Coliform - the group of bacteria most commonly used as an indicator of water quality. The presence of these bacteria in a water sample indicates inadequate filtration and / or disinfection. (Ontario Drinking Water Standards - Ministry of the Environment) Escherichia coli (E. coli) - a sub-group of coliform bacteria. It is most frequently associated with recent fecal pollution. The presence of E. coli or fecal coliforms in drinking water is an indication of sewage contamination. (Ontario Drinking Water Standards- Ministry of the Environment) Heterotrophic Plate Count (HPC) - an estimate of the number of background bacteria present in the distribution system. It is not an indicator of fecal contamination, but more a general indicator of disinfection effectiveness and distribution system status with respect to biofilm presence and the influence of bacterial re-growth in the distribution system.

Trihalomethanes (THM’s) - The maximum acceptable concentration (MAC) for Trihalomethanes (THMs) in drinking water is 0.10 mg/L based on a four quarter moving annual average of test results. Trihalomethanes are the most widely occurring synthetic organics found in chlorinated drinking water. The four most commonly detected Trihalomethanes in drinking water are chloroform, bromodichloromethane, chlorodibromomethane and bromoform. The principal source of Trihalomethanes in drinking water is the action of chlorine with naturally occurring organics (precursors) left in the water after filtration. Lead - Metals, for the most part, are naturally present in source water, or are the result of industrial activity. Some, such as Lead, may enter the drinking water from plumbing in the distribution system. Lead can occur in the source water as a result of erosion of natural deposits. The most common source of lead is corrosion of the household plumbing. The MAC for lead levels

is 0.010 mg/L.


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DATE: February 17, 2015 REPORT NO: RFI-PW 06-2015 SUBJECT: Township of West Lincoln 2014 Water Quality Report CONTACT: D. Brent Julian, C. Tech., rcji Director of Public Works & Engineering Kaveh Etezadi CET, CRS, Manager of Roads Operations, Water and Wastewater

RECOMMENDATION: 1. That, report RFI PW 06-2015, re: Township of West Lincoln 2014 Water Quality Report,

dated February 17th, 2015, be received for information.

ALIGNMENT TO STRATEGIC PLAN • Key Actions:

o Communication and flow of information on important community issues to Township residents.

BACKGROUND: The delivery of potable water in Ontario is regulated by the Ministry of the Environment (MOE) under the Safe Drinking Water Act, 2002. On June 1, 2003, O. Reg. 170/03, Drinking Water Systems, came into effect. This regulation prescribes requirements for owners and operators of municipal drinking water systems. Under the requirements of O. Reg. 170 made under the Safe Drinking Water Act, the owner of a drinking water system is required to prepare an Annual Report no later than February 28 of each year and make it available free of charge to any persons requesting a copy. This Regulation also requires the owner to produce an Annual Report. This report must include the following:

- Description of the system - Summary of any adverse water quality reports and corrective actions - Summary of all required testing results - Description of any major expenses incurred to install, repair or replace required

equipment

CURRENT SITUATION: The Smithville Distribution System has approximately 27 km of water mains, serving approximately 4700 residents; the system contains about 200 hydrants and 200 valves.


ARENA COMMITTEE

OVERVIEW: Under the requirements of O. Reg. 170 made under the Safe Drinking Water Act, the owner of a drinking water system is required to prepare an Annual Report and make it available free of charge to any persons requesting a copy. This report is being provided to council supplementary to regulatory requirements. Copy of this report is attached

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The Township also owns and operates a bulk fill station to serve the rural population as well as a small container fill station. All Township-owned services are protected by backflow devices as of the end of 2014. Smithville receives its treated water from the Grimsby Water Treatment Plant which is owned by the Regional Municipality of Niagara (MOE waterworks #220007150). Distribution Water samples are conducted weekly by Licensed Township water operators. Three adverse samples had occurred in 2014 within the distribution system. The Township of West Lincoln 2014 Water Quality Report, appended as Attachment “A”, is being provided to Council for information. The report has been made available to the public. FINANCIAL IMPLICATIONS There are no financial implications as a result of this report. INTER-DEPARTMENTAL COMMMENTS Not applicable CONCLUSION In conclusion, Township of West Lincoln 2014 Water Quality Report is being provided to Council for information and to advise them that the report has been made available to the public. Prepared by: Submitted by:

_______________________________ _____________________________ Kaveh Etezadi CET, CRS Brent Julian C. Tech., rcji Manager of Road Operations, Director of Public Works & Engineering Water & Wastewater Approved by:

________________________________ Chris Carter Chief Administrative Officer Attachment: Attachment ‘A’: Drinking Water Systems Regulations 2014 Report


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Drinking-Water Systems Regulation O. Reg. 170/03

Drinking Water Systems Regulations 2014 Report

Page 1 of 5

OPTIONAL ANNUAL REPORT TEMPLATE

Drinking-Water System Number: 260002876 Drinking-Water System Name: Smithville Water Distribution Drinking-Water System Owner: Township Of West Lincoln Drinking-Water System Category: Class 1 Period being reported: January 1 2014 – December 31 2014

Complete if your Category is Large Municipal Residential or Small Municipal Residential Does your Drinking-Water System serve more than 10,000 people? Yes [ ] No [ x ] Is your annual report available to the public at no charge on a web site on the Internet? Yes [ x ] No [ ] Location where Summary Report required under O. Reg. 170/03 Schedule 22 will be available for inspection.

Complete for all other Categories. Number of Designated Facilities served: Did you provide a copy of your annual report to all Designated Facilities you serve? Yes [ ] No [ ] Number of Interested Authorities you report to: Did you provide a copy of your annual report to all Interested Authorities you report to for each Designated Facility? Yes [x] No [ ]

Note: For the following tables below, additional rows or columns may be added or an appendix may be attached to the report

List all Drinking-Water Systems (if any), which receive all of their drinking water from your system: Drinking Water System Name Drinking Water System Number Robert Land Academy Cistern System 260077350 Little House 3- 864 Regional Rd 27 Cistern 260078416 Attercliffe Canadian Reformed elementary School Cistern System 260078884

Did you provide a copy of your annual report to all Drinking-Water System owners that are connected to you and to whom you provide all of its drinking water?

Yes [x] No [ ]

Township of West Lincoln: Administrative Building 318 Canborough Road Smithville ON L0R 2A0 Website: www.westlincoln.ca

4

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Indicate how you notified system users that your annual report is available, and is free of charge.

[x] Public access/notice via the web [ ] Public access/notice via Government Office [x] Public access/notice via a newspaper [x] Public access/notice via Public Request [ ] Public access/notice via a Public Library [ ] Public access/notice via other method _______________________________________ Describe your Drinking-Water System Smithville Distribution System has approximately 27 km of water mains, serving approximately 4700 residents. The system contains about 200 hydrants and 200 valves. The municipality also has a bulk fill station with two top and two bottom feeds to serve the rural population as well as a small container fill station. All Township owned services are protected by backflow devices as of the end of 2014 We receive our water from the Grimsby Water Treatment Plant which is owned by the Regional Municipality of Niagara (MOE waterworks #220007150) List all water treatment chemicals used over this reporting period

N/A

Were any significant expenses incurred to? [ ] Install required equipment [ ] Repair required equipment [x] Replace required equipment

Please provide a brief description and a breakdown of monetary expenses incurred Replaced a Chlorine colorimeter at a cost of $1,000.00 Replaced service van at a cost of $25,000.00 Replaced watermain on Canborough St, Northridge Dr. at a cost of approximately $673,100.00


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Provide details on the notices submitted in accordance with subsection 18(1) of the Safe Drinking-Water Act or section 16-4 of Schedule 16 of O.Reg.170/03 and reported to Spills Action Centre

Incident Date Parameter Result Unit of Measure

Corrective Action Corrective Action Date

July 17/14 Total Coliforms 1 CFU/100ml Flush & resample July 21/14 Sept 3/14 Total Coliforms 2 CFU/100ml Flush & resample Sept 8/14 Sept 5/14 HPC <10 22 CFU/100ml Flush & resample Sept 15/14

Microbiological testing done under the Schedule 10, 11 or 12 of Regulation 170/03, during this reporting period. Number

of Samples

Range of E.Coli Or Fecal Results (min #)-(max #)

Range of Total Coliform Results (min #)-(max #)

Number of HPC Samples

Range of HPC Results (min #)-(max #)

Raw Treated Distribution 343 0 0-16 343 0-22

Operational testing done under Schedule 7, 8 or 9 of Regulation 170/03 during the period covered by this Annual Report. Number of

Grab Samples

Range of Results (min #)-(max #)

Unit of Measure

Turbidity Chlorine 343 0.21-0.86 mg/l Fluoride (If the DWS provides fluoridation)

Summary of additional testing and sampling carried out in accordance with the requirement of an approval, order or other legal instrument.

Date of legal instrument issued

Parameter Date Sampled Result Unit of Measure

N/A

Summary of Inorganic parameters tested during this reporting period or the most recent sample results

Parameter Sample Date Result Value Unit of Measure Exceedance

Antimony Arsenic Barium Boron Cadmium

NOTE: For continuous monitors use 8760 as the number of samples.


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Chromium

*Lead Oct 7/14 0.00007-0.00031 mg/l 0

Mercury Selenium Sodium Uranium Fluoride Nitrite Nitrate

*only for drinking water systems testing under Schedule 15.2; this includes large municipal non-residential systems, small municipal non-residential systems, non-municipal seasonal residential systems, large non-municipal non-residential systems, and small non-municipal non-residential systems

Summary of lead testing under Schedule 15.1 during this reporting period (applicable to the following drinking water systems; large municipal residential systems, small municipal residential systems, and non-municipal year-round residential systems)

Location Type Number of Samples

Range of Lead Results (min#) – (max #)

Unit of Measure

Number of Exceedances

Plumbing exempt Distribution 4 0.00002- 0.0031 mg/l 0

Summary of Organic parameters sampled during this reporting period or the most recent sample results

Parameter Sample Date

Result Value

Unit of Measure

Exceedance

Alachlor Aldicarb Aldrin + Dieldrin Atrazine + N-dealkylated metobolites Azinphos-methyl Bendiocarb Benzene Benzo(a)pyrene Bromoxynil Carbaryl Carbofuran Carbon Tetrachloride Chlordane (Total) Chlorpyrifos Cyanazine Diazinon Dicamba 1,2-Dichlorobenzene 1,4-Dichlorobenzene


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Dichlorodiphenyltrichloroethane (DDT) + metabolites

1,2-Dichloroethane 1,1-Dichloroethylene (vinylidene chloride)

Dichloromethane 2-4 Dichlorophenol 2,4-Dichlorophenoxy acetic acid (2,4-D) Diclofop-methyl Dimethoate Dinoseb Diquat Diuron Glyphosate Heptachlor + Heptachlor Epoxide Lindane (Total) Malathion Methoxychlor Metolachlor Metribuzin Monochlorobenzene Paraquat Parathion Pentachlorophenol Phorate Picloram Polychlorinated Biphenyls(PCB) Prometryne Simazine THM (NOTE: show latest annual average) Oct 7/14 27.95 mg/l none

Temephos Terbufos Tetrachloroethylene 2,3,4,6-Tetrachlorophenol Triallate Trichloroethylene 2,4,6-Trichlorophenol 2,4,5-Trichlorophenoxy acetic acid (2,4,5-T) Trifluralin Vinyl Chloride

List any Inorganic or Organic parameter(s) that exceeded half the standard prescribed in Schedule 2 of Ontario Drinking Water Quality Standards.

Parameter Result Value Unit of Measure Date of Sample


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DATE: February 17, 2015 REPORT NO: RFI PW 07-2015

SUBJECT: 2014 MOE Annual Water Inspection

CONTACT: D. Brent Julian, C. Tech., rcji Director of Public Works & Engineering

Kaveh Etezadi CET, CRS, Manager of Roads Operations, Water and Wastewater

RECOMMENDATION:

1. That, report RFI PW 07-2015, re: 2014 MOE Annual Inspection Report, dated February 17, 2015, be received for information.

ALIGNMENT TO STRATEGIC PLAN


residents.

BACKGROUND:

On December 17, 2014 an M.O.E. Waterworks Inspector completed a detailed inspection of the Smithville Water Distributions System auditing the System for the period covering February 1, 2013 to November 30, 2014.

• No non-compliance issues were identified • Four recommendations and best practice issues had been noted:

1. THM sampling to be taken at extremities of the system 2. Update water system drawing on an annual basis 3. Posting of “No Unauthorized Entry” sign at bulk water fill station 4. Modify “New watermain disinfection & Testing checklist” form to include

watermain tie in date and the commissioning date


ARENA COMMITTEE

OVERVIEW: • The primary focus of this inspection is to confirm compliance with Ministry of the

Environment legislation and authorizing documents such as Orders and Certificates of Approval, as well as to evaluate conformance with Ministry drinking water related policies and guidelines during the inspection period

• The detailed inspection included a review of operational records for the distribution system from February 1, 2014 to November 30, 2014

• This is the fourth inspection of this system since the Township received its Permit and License to Operate on August 4, 2011, and included the Smithville Bulk Filling Station was included in the inspection

• The Township received a final inspection rating of 100 percent • Copy of the MOE Smithville Distribution Inspection Report is attached (Attachment ‘A’)

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CURRENT SITUATION:

Staff has taken the following measures to address the above mentioned best practices suggested by the MOE.

1. Sample stations at Streamside Drive, Alma Drive and Harvest Gate will be utilized during the winter months. Electric hand pump has been purchased to address the cold temperature sampling.

2. Schedule has been set up on the DWQMS calendar to automatically send notification to update drawings annually.

3. Signs have been ordered and installed at bulk water fill stations. 4. Revisions have been made to the forms and operators have been updated

FINANCIAL IMPLICATIONS

There are no financial implications as a result of this report.

INTER-DEPARTMENTAL COMMMENTS

N/A

CONCLUSION

Staff have reviewed the Ministry of Environment’s Annual Inspection report and responded as required.

Staff requests that the 2014 MOE Annual Inspection Report be received for information purposes.

Prepared by: Submitted by:

_______________________________ _____________________________ Kaveh Etezadi CET, CRS Brent Julian C. Tech., rcji Manager of Road Operations, Director of Public Works & Engineering Water & Wastewater

Approved by: ________________________________ Chris Carter Chief Administrative Officer

Attachment ‘A’ - 2014 MOE Smithville Distribution Inspection Report


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Ministry of the Environment Niagara District Office 301 St. Paul Street 9th Floor, Suite 15 St. Catharines, Ontario L2R 3M8 Tel.: 905 704-3900 Fax: 905 704-4015

Ministère de l’Environnement 301 rue St. Paul 9e étage, bureau 15 St. Catharines (Ontario) L2R 3M8 Tél.: 905 704-3900 Téléc.: 905 704-4015

Thursday, January 15, 2015 Kaveh Etezadi Manager of Road Operations, Water & Wastewater - Public Works Department Township of West Lincoln, 6218 London Road, Smithville, Ontario, L0R 2A0 Re: Smithville Distribution System Inspection Report Dear Mr. Etezadi, Please find the enclosed copy of the inspection report for the Smithville Distribution System initiated on December 12, 2014. Section 19 of the Safe Drinking Water Act (Standard of Care) creates a number of obligations for individuals who exercise decision-making authority over municipal drinking water systems. Please be aware that the Ministry has encouraged such individuals, particularly municipal councillors, to take steps to be better informed about the drinking water systems over which they have decision-making authority. These steps could include asking for a copy of this inspection report and a review of its findings. Further information about Section 19 can be found in “Taking Care of Your Drinking Water: A guide for members of municipal council” found under on the Ontario website at www.ontario.ca/environment-and-energy/taking-care-your-drinking-water-guide-members-municipal-councils. The items found within the section entitled “Non-compliance with Regulatory Requirements and Actions Required” outline non-compliance with regulatory requirements contained within an Act, a Regulation, or site-specific approvals, licenses, permits, orders, or guidelines. Please ensure that the required actions are completed within the prescribed timeframe. The items found within the section entitled “Summary of Best Practice Issues and Recommendations” provide information to the owner or operating authority outlining practices or standards established through existing and emerging industry standards that should be considered in order to advance current efforts. These items do not, in themselves, constitute violations. More recommendations are also provided within the body of the report.

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ATTACHMENT 'A'

In order to measure individual inspection results, the Ministry has established an inspection compliance risk framework based on the principles of the Inspection, Investigation & Enforcement (II&E) Secretariat and advice of internal/external risk experts. The Inspection Summary Rating Record (IRR), included as an Appendix of the inspection report, provides the Ministry, the system owner and the local Public Health Units with a summarized quantitative measure of the drinking water system’s annual inspection and regulated water quality testing performance. Please note the attached IRR methodology memo describing how the risk rating model has improved to better reflect the health related and administrative non-compliance found in an inspection report. IRR ratings are published (for the previous inspection year) in the Ministry’s Chief Drinking Water Inspectors’ Annual Report. If you have any questions or concerns regarding the rating, please contact Mark Smithson, Drinking Water Program Supervisor, at (519) 826-4699. Thank you for the assistance during the inspection. Please do not hesitate to contact me if you have any questions or concerns about the attached report. Sincerely,

Sylvain Campbell, P. Eng. Provincial Officer #1278, Drinking Water Inspector Niagara District Office - West Central Region Phone: (905) 704-3910 or 1 (800) 235-1035 x. 43910 E-mail: [email protected] Cc: Glen Hudgin, Niagara Public Health Department Alphie Wolfe - Niagara Public Health Department Brian Wright - Niagara Peninsula Conservation Authority Mark Smithson – Ministry of the Environment and Climate Change MOE Niagara District File: SI NI WL A540 – 2014-15


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SMITHVILLE DISTRIBUTION SYSTEM

Ministry of the Environment

Inspection Report

1-BCIW2 Inspection Number: Dec 17, 2014 Date of Inspection:

260002876 Site Number:

Inspected By: Sylvain Campbell


Page 101

TABLE OF CONTENTS

Cover Letter

Owner & Contact Information 2 Inspection Details & Drinking Water System Components Description 2 Inspection Summary (should include all of the following if applicable) 4

Introduction Capacity Assessment Treatment Processes Treatment Process Monitoring Distribution System Operations Manuals Logbooks Contingency/Emergency Planning Security Consumer Relations Certification and Training Water Quality Monitoring Water Quality Assessment Reporting & Corrective Actions Other Inspection Findings

Non-Compliance with Regulatory Requirements and Actions Required 12 Summary of Best Practice Issues and Recommendations 13 Signatures 14

APPENDICES APPENDIX A: MOE Audit Sample Results (if applicable) APPENDIX B: Provincial Officer’s Report & Order (if applicable)

APPENDIX C: Inspection Rating Report


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OWNER INFORMATION:

318 CANBOROUGH St E SMITHVILLE

ON L0R 2A0

Street Number: Street Name:

Unit Identifier:

City:

Province: Postal Code:

Company Name: WEST LINCOLN, THE CORPORATION OF THE TOWNSHIP OF

CONTACT INFORMATION Kaveh Etezadi ORO

(905) 957-4692 (905) 957-1773 [email protected]

Type: Name: Phone: Fax: Email: Title: Manager of Road Operations, Water & Wastewater

Glen Hudgin Niagara Public Health Unit (905) 688-3762 (905) 641-4994 [email protected]

Type: Name: Phone: Fax: Email: Title: Manager, Environmental Health - Niagara Region Public Health Unit

Brian Wright Niagara Conservation Authority (905) 788-3135 x2532 [email protected]

Type: Name: Phone: Fax: Email: Title: Niagara Peninsula Conservation Authority - Manager, Watershed Technical Services

INSPECTION DETAILS: SMITHVILLE DISTRIBUTION SYSTEM Site Name:

Site Address: 6218 LONDON RD SMITHVILLE L0R 2A0

County/District: West Lincoln

MOE District/Area Office: Niagara District

Health Unit: REGIONAL NIAGARA PUBLIC HEALTH DEPARTMENT Health Unit:

Conservation Authority Niagara Peninsula Conservation Authority

MNR Office: Niagara Regional Office

Category: Large Municipal Residential

Inspection Type: Unannounced

Inspection Number: 1-BCIW2

Date of Inspection: Dec 17, 2014

Date of Previous Inspection: Feb 06, 2014

Site Number: 260002876

COMPONENTS DESCRIPTION

Ministry of the EnvironmentInspection Report

Page 2 of 14 on 14/01/2015 (dd/mm/yyyy) Report Generated for campbesy Site #: 260002876

Date of Inspection: 17/12/2014 (dd/mm/yyyy) SMITHVILLE DISTRIBUTION SYSTEM


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SMITHVILLE DISTRIBUTION SYSTEM Site (Name): Type: Sub Type: Other Other

The Township of West Lincoln (the Township) owns and operates the Smithville Class I stand-alone water distribution system. Treated water is supplied by the Grimsby Drinking Water System. All treatment and storage facilities are owned and operated by the Regional Municipality of Niagara and are subject to a separate inspection. The distribution system consists of approximately 27 km of watermain piping serving a population of about 4,700 via approximately 1,700 fully metered service connections. The Township also maintains approximately 200 valves and 200 hydrants within the distribution system. The Township provides a keypad controlled truck fill station, designed with two top filling and two bottom filling lines, all equipped with backflow prevention. In addition, there is also a small container fill station, equipped with backflow prevention, located at the Public Works Building.

Comments:

MOE DWS Mapping Site (Name): Type: Sub Type: DWS Mapping Point

Not Applicable Comments:





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INSPECTION SUMMARY INTRODUCTION

* The primary focus of this inspection is to confirm compliance with Ministry of the Environment legislation and authorizing documents such as Orders and Certificates of Approval, as well as evaluating conformance with Ministry drinking water related policies and guidelines during the inspection period. The Ministry is implementing a rigorous and comprehensive approach in the inspection of drinking water systems that focuses on the source, treatment and distribution components of the system as well as management practices. This drinking water system is subject to the legislative requirements of the Safe Drinking Water Act, 2002 (SDWA) and regulations made therein, including Ontario Regulation 170/03, "Drinking Water Systems" (O.Reg.170/03). This inspection has been conducted pursuant to Section 81 of the SDWA. This report is based on an inspection of a "stand alone connected distribution system". This type of system receives treated water from a separately owned "donor" system. This report contains all of the elements required to assess key compliance and conformance issues associated with a "receiver" system to ensure that the system was not being operated or managed in a "deficient" condition, as defined under O. Reg. 172/03. The report does not contain items associated with the inspection of the donor system, such as source waters, intakes/wells and treatment facilities.

This detailed inspection included a review of operational records for the distribution system (DS) from February 1, 2014 to November 30, 2014. Permit 077-201 and Licence 077-101 issues 1 were approved on August 4, 2011. This inspection included a visit of the Smithville filling stations.

TREATMENT PROCESSES

* The owner/operating authority was in compliance with the requirement to prepare Form 1 documents as required by their Drinking Water Works Permit during the inspection period.

One Form 1 was prepared during the inspection period for the replacement of an asbestos cement watermain with a PVC watermain along Northridge Drive from South Grimsby Road 5 to the end of the cul-de-sac. The form was approved on May 1, 2014. The project was commissioned on November 21, 2014. The form appeared to meet the requirements of Condition 3 of Schedule B of the Permit. The status of the three Forms 1 projects mentioned in the previous inspection report is the following: 1 - Brookside on the Twenty - Phase 3 - Form 1 prepared on March 1, 2013 - Project was only partly commissioned in August 2013. It was completely commissioned on December 17, 2014. Not integrated in DS drawing yet. 2 - Old Town Gateways Estate - Form 1 prepared on October 2, 2013 - Project commissioned on September 25, 2014. Not integrated in DS drawing yet.





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TREATMENT PROCESSES

3 - Watermain Replacement on Regional Road 14 - Form 1 prepared on January 28, 2014 - Project commissioned on November 4, 2014. Not integrated in DS drawing yet. The Township's Overall Responsible Operator (ORO) was reminded that Condition 3.5 of Schedule B of its Permit requires updating the DS drawing "within 12 months of the addition, modification, replacement or extension" of a watermain. The commissioning dates of the Form 1 projects was found to be difficult to determine during the review. The Township is encouraged to modify the commissioning checklist to include the commissioning date or to make entries in the operator's log book on the day of commissioning in the future.

* The owner had evidence indicating that all chemicals and materials that come in contact with water within the drinking water system met the AWWA and ANSI standards in accordance with the Permit and Licence issued under Part V of the SDWA.

The Township is using Lavo-12, a NSF-certified sodium hypochlorite.

* Up-to-date plans for the drinking-water system were available in accordance with the Permit and Licence issued under Part V of the SDWA.

The distribution system drawing is now on a Computer-Aided Design (CAD) system and electronic copies are available. There are also paper copies of the drawing at the operators' building and in the operators' truck. The facility and equipment appeared to be maintained and in a fit state of repair. *

TREATMENT PROCESS MONITORING

* The secondary disinfectant residual was measured as required for the distribution system.

Free chlorine residual (FCR) measurements were performed 2 days a week, at least 48 hours apart during the inspection period. The minimum readout recorded was 0.18 mg/L on September 3, 2014. The Township has an auto-flusher near 124 Erie Street, a dead end on the system. There was one instance where the sample frequency was not in line with the requirements of O. Reg. 170/03. Five samples were taken on April 1, 2014. One sample was taken on April 3 and two on April 4. The ORO was reminded of the requirements of subsection 7-2 (4) of the O. Reg. 170/03 which states: 7-2 (4) The following rules apply to the distribution samples referred to in subsection (3) unless at least one sample is taken on each day of the week: 1. At least four of the samples must be taken on one day of the week, at least 48 hours after the last sample was taken in the previous week. 2. At least three of the samples must be taken on a second day of the week, at least 48 hours after the last sample was taken on the day referred to in paragraph 1.





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TREATMENT PROCESS MONITORING

The three samples mentioned in paragraph 2. are to be taken all on the same day of the week. They cannot be taken on different days. As three samples were taken 48 hours apart from the first set of samples, this will not be considered as a non-compliance., The ORO reviewed the requirements of subsection 7-2 (4) with the Township's certified operators prior to the issuance of this report. Records confirmed that the maximum free chlorine residual in the distribution system was less than 4.0 mg/L or that the combined chlorine residual was less than 3.0 mg/L.

*

DISTRIBUTION SYSTEM

The owner had up-to-date documents describing the distribution components as required. *

* There is a backflow prevention program, policy and/or bylaw in place.

The Township has implemented backflow prevention By-law 2012-46 in 2012. This By-Law requires owners of existing properties to ensure that a backflow prevention device is installed to ensure premise isolation, source isolation and zone isolation in every building or structure where a Township water supply or other potable water supply connects or exists. The By-law also requires annual testing for the backflow prevention devices.

* Existing parts of the distribution system that were taken out of service for inspection, repair or other activities that may lead to contamination, and all new parts of the distribution system that came in contact with drinking water, were disinfected in accordance with Schedule B, Condition 2.3 of the Drinking Water Works Permit.

The Township has put together Standard Operating Procedure (SOP) WW-SOP-10 to deal with watermain break repairs. The SOP refers to AWWA Standard C651 and requires microbiological testing. There were five main breaks during the inspection period.

* The owner had implemented a program for the flushing of watermains as per industry standards.

Hydrant flushing is scheduled annually. The 2014 flushing was not completed at the time of inspection due to the high number of watermain project installations. Records confirmed that disinfectant residuals were routinely checked at the extremities and "dead ends" of the distribution system.

*

* A program was in place for inspecting and exercising valves.

The Township exercises all valves every 3 years. One third of the valves are exercised every year.

* There was a program in place for inspecting and operating hydrants.

As per the ORO, hydrants are inspected and operated annually as part of the hydrant flushing program.

* There was a by-law or policy in place limiting access to hydrants.

Sections 24 to 26 of By-law 2004-42 prohibit use of hydrants and interference with hydrants.





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DISTRIBUTION SYSTEM

* The owner has undertaken efforts to identify, quantify and reduce sources of apparent water loss.

The ORO indicated that the amount of water used at the 50 mm auto-flusher on Erie Street is metered. Water meters are also installed during construction projects and firefighting events. The ORO indicated that the 90% of the Township's watermains are made in asbestos-cement (AC). They had difficulty finding a contractor who could perform leak detection on AC watermains however they found one in 2014 and are planning perform leak detection in 2015.

* The distribution system pressure was monitored to alert the operator of conditions which may have lead to loss of pressure below the value under which the system is designed to operate.

The Grimsby Drinking Water System, owned by the Regional Municipality of Niagara, monitors pump pressures and tank/reservoir levels on-line. The Grimsby Water Treatment Plant operators contact the Township when unusual pressure/level changes are noticed.

OPERATIONS MANUALS

* Operators and maintenance personnel had ready access to operations and maintenance manuals.

As per the ORO, each operator has a hard copy of the manual.

* The operations and maintenance manuals contained plans, drawings and process descriptions sufficient for the safe and efficient operation of the system.

The Township has included the operations and maintenance (O&M) manual requirements from the Licence into its Operations Plan. Although the plan did not contain the DS drawing, a large copy of the drawing was posted at the Public Work's building. The drawing was last updated in May 2013. The Township also had maps for the sampling locations and the municipal backflow prevention devices. The operations and maintenance manuals did meet the requirements of the Permit and Licence or Approval issued under Part V of the SDWA.

*

LOGBOOKS

Logbook entries were made in chronological order. *

The record system allowed the reader to unambiguously identify the person who made the logbook entry.

*

* Entries in the logbook were made only by appropriate and authorized personnel.

The entries are made by either of the three certified operators and the ORO.

* Records or other record keeping mechanisms confirmed that operational testing not performed by continuous monitoring equipment was being done by a certified operator, water quality analyst, or person who suffices the requirements of O. Reg. 170/03 7-5.

All testing was done by certified operators during the inspection period. SOP WW-PRO-08 specifies that only water quality analysts or certified operators can take samples.





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LOGBOOKS

For every required operational test and every required sample, a record was made of the date, time, location, name of the person conducting the test and result of the test.

*

* Logs or other record keeping mechanisms were available for at least five (5) years.

Records are kept at the Public Works building for three years and are then archived at Town Hall.

CONTINGENCY/EMERGENCY PLANNING

* Clean-up equipment and materials were in place for the clean up of spills.

As per the ORO, clean up equipment and materials are kept at the fire station.

SECURITY

* The owner had provided security measures to protect components of the drinking-water system.

Both stations were alarmed and equipped with backflow prevention devices which are tested on a yearly basis. There were no "No Unauthorized Entry" signs at the bulk filling station. The Township is encouraged to post a sign at the location.

CONSUMER RELATIONS

* Water conservation was being practiced by the owner or operating authority.

The Township provides water conservation tips on its web site. By-Law 2004-43 restricts outdoors water usage during summer months.

* Required documents were available free-of-charge during normal business hours at a location accessible to the public.

The documents are available at the Public Works office.

* The owner did take effective steps to advise users of the water system of the availability of Annual Reports, including posting a copy on a web site, if applicable.

Although the system does not serve more than 10,000 people, the system's Annual Report is posted on the Township's web site. The report is also available at Town Hall.

CERTIFICATION AND TRAINING

* The overall responsible operator had been designated for each subsystem.

The Smithville DS has received Class 1 Water Distribution Subsystem Certificate #2339 in October 2004. The ORO for the system and his back-up were appropriately licenced for this distribution system.

Operators in charge had been designated for all subsystems which comprised the drinking- water system.

*

All activities that were undertaken by uncertified persons in the DW subsystems were overseen by persons having the prescribed qualifications.

*





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CERTIFICATION AND TRAINING

All operators possessed the required certification. *

* Operator certificates or water quality analyst certificates were displayed in a conspicuous location at the workplace or at the premises from which the subsystem was managed.

The certificates were displayed at the Public Works building.

* The classification certificates of the subsystems were conspicuously displayed at the workplace or at premises from which the subsystem was managed.

The certificate was displayed at the Public Works building.

An adequately licenced operator was designated to act in place of the overall responsible operator when the overall responsible operator was unable to act.

*

* The owner/operating authority was aware of the operator training and record keeping requirements, and they were taking reasonable steps to ensure that all operators receive the required training.

The certified operators are responsible to bring forward their needs for training to the ORO once a year. The ORO ensures that budget is allocated for the training.

WATER QUALITY MONITORING

* All microbiological water quality monitoring requirements for distribution samples were being met.

The Township is required to take 13 microbiological samples per month, including 1 every week. The Township met the requirements as at least 4 microbiological samples were collected per week during the inspection period. In addition, at least 25% of these samples must also be tested for Heterotrophic Plate Count (HPC). All bacteriological samples were tested for HPC.

* All trihalomethanes water quality monitoring requirements prescribed by legislation were conducted within the required frequency.

The running annual average for Trihalomethane (THM) for 2014 was 28.0 µg/L.

* Trihalomethane samples were being collected from a point in the distribution system or connected plumbing system that was likely to have an elevated potential for the formation of trihalomethanes.

The Township took THM samples from two locations during the inspection period. The locations were however in the same area of the Township. New subdivisions commissioned in the last few years appear to have higher residence time than the current THM sampling stations. The Township was advised to begin taking THM samples closer to the extremities of the system, such as the Streamside Drive, Alma Drive and the Harvest Gate sampling stations. The owner ensured that water samples were taken at the prescribed location. *





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WATER QUALITY MONITORING

* All sampling requirements for lead prescribed by schedule 15.1 of O. Reg. 170/03 were being met.

The Township qualified for exemption from taking samples in plumbing as per subsection 15.1-5 (9) of Schedule 15 of O. Regulation 170/03. Section 15.1-5 (10) requires that, as long as the population served remains in the 3,300 to 9,999 range, 3 distribution samples are to be taken and tested for pH and alkalinity in every lead sampling session. In addition, 3 distribution samples are to be tested for lead during each of the sampling session in every third 12-month period. The Township took more than 3 lead, pH and alkalinity samples during each of the winter 2013-14 and summer 2014 sampling sessions.

* The owner was conducting sampling beyond the minimum legislative requirements.

The Township took more microbiological and lead samples than required by the regulation.

Records confirmed that chlorine residual tests were being conducted at the same time and at the same location that microbiological samples were obtained.

*

The drinking water system owner had submitted written notices to the Director that identified the laboratories that were conducting tests for parameters required by legislation, Order Certificate of Approval (OWRA) or a Permit, Licence or Approval issued under Part V of the SDWA.

*

Based on information provided by the owner/operator, samples were being taken and handled in accordance with instructions provided by the drinking-water system's laboratories.

*

* The owner indicated that the required records are kept and will be kept for the required time period.

The ORO indicated that these records are kept at the Public Works building.

WATER QUALITY ASSESSMENT

* Records show that water sample results taken during the review period met the Ontario Drinking Water Quality Standards (O. Reg. 169/03), with the following exceptions:

During the inspection period, there were five exceedances in total coliforms which were reported under three Adverse Water Quality Incidents (AWQIs).

REPORTING & CORRECTIVE ACTIONS

* Corrective actions (as per Schedule 17) had been taken to address adverse conditions, including any other steps that were directed by the Medical Officer of Health.

One of the AWQIs was related to a new temporary main which was put in service. This main was re-disinfected and flushed which resolved the issue. All required notifications of adverse water quality incidents were immediately provided as per O. Reg. 170/03 16-6.

*





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REPORTING & CORRECTIVE ACTIONS

All required written notices of adverse water quality incidents were provided as per O. Reg. 170/03 16-7.

*

In instances where written notice of issue resolution was required by regulation, the notice was provided as per O. Reg. 170/03 16-9.

*

The Annual Report containing the required information was prepared by February 28th of the following year.

*

* Summary Reports for municipal council were completed on time, included the required content, and were distributed in accordance with the regulatory requirements.

The Summary Report was presented to council on February 24, 2014.

* The owner had evidence that all required notifications to all legal owners associated with the Drinking Water System had been made during the inspection period.

The Township sent copies of its Permit and Licence to all legal owners.

OTHER INSPECTION FINDINGS

* The following issues were also noted during the inspection:

Best management practice recommendations are made throughout the report and are summarized on page 13.





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NON-COMPLIANCE WITH REGULATORY REQUIREMENTS AND ACTIONS REQUIRED This section provides a summary of all non-compliance with regulatory requirements identified during theinspection period, as well as actions required to address these issues. Further details pertaining to these items can be found in the body of the inspection report.

Not Applicable





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SUMMARY OF RECOMMENDATIONS AND BEST PRACTICE ISSUES This section provides a summary of all recommendations and best practice issues identified during theinspection period. Details pertaining to these items can be found in the body of the inspection report. In theinterest of continuous improvement in the interim, it is recommended that owners and operators develop an awareness of the following issues and consider measures to address them.

The following issues were also noted during the inspection:

1 - The Township took THM samples on a quarterly basis at two locations during the inspection period. The locations were however in the same area of the Township. New subdivisions commissioned in the last few years appear to have higher residence time that the current THM sampling stations. 2- The Township commissioned three Forms 1 projects during the inspection period. 3 - There were no "No Unauthorized Entry" signs at the bulk filling station. 4 - The commissioning dates of the Form 1 projects was found to be difficult to determine during the review.

1 - The Township was advised to begin taking THM samples closer to the extremities of the system, such as the Streamside Drive, Alma Drive and the Harvest Gate sampling stations. 2 - The Township's ORO was reminded that Condition 3.5 of Schedule B of its Permit requires updating the DS drawing "within 12 months of the addition, modification, replacement or extension" of a watermain. 3 - The Township is encouraged to post a "No Unauthorized Entry" sign at its bulk filling station. 4 - The Township is encouraged to modify the Form 1 project commissioning checklist to include the commissioning date or to make entries in the operator's log book on the day of commissioning in the future.

Recommendation:

1.





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Page 115

Ministry of the Environment Drinking Water System Inspection Report

APPENDIX A:

MINISTRY AUDIT SAMPLE RESULTS

(IF APPLICABLE)


Page 116


APPENDIX B:

PROVINCIAL OFFICER’S REPORT & ORDER

(IF APPLICABLE)

NOT APPLICABLE


Page 117


APPENDIX C:

INSPECTION RATING REPORT


Page 118

Ministry of the Environment - Inspection Summary Rating Record (Reporting Year - 2014-2015)

DWS Name: SMITHVILLE DISTRIBUTION SYSTEMDWS Number: 260002876

DWS Owner: West Lincoln, The Corporation Of The Township OfMunicipal Location: West Lincoln

Regulation: O.REG 170/03Category: Large Municipal Residential System

Type Of Inspection: StandaloneInspection Date: December 17, 2014

Ministry Office: Niagara District

Maximum Question Rating: 361

Inspection Module Non-Compliance Rating

Treatment Processes 0 / 30

Distribution System 0 / 25

Operations Manuals 0 / 42

Logbooks 0 / 34

Consumer Relations 0 / 8

Certification and Training 0 / 51

Water Quality Monitoring 0 / 83

Reporting & Corrective Actions 0 / 67

Treatment Process Monitoring 0 / 21

TOTAL 0 / 361

Inspection Risk Rating 0.00%

FINAL INSPECTION RATING: 100.00%

Inspection Rating Record Generated On 15-JAN-15 (Inspection ID: 1-BCIW2).R:\Public\DW\DW-08 Compliance\Shared Comp Data\Inspection Ratings 1415\Mark Smithson\1415 SMITHVILLE DISTRIBUTION SYSTEM 1-BCIW2.pdf


Page 119

Ministry of the Environment - Detailed Inspection Rating Record (Reporting Year - 2014-2015)

DWS Name: SMITHVILLE DISTRIBUTION SYSTEMDWS Number: 260002876

DWS Owner: West Lincoln, The Corporation Of The Township OfMunicipal Location: West Lincoln

Regulation: O.REG 170/03Category: Large Municipal Residential System

Type Of Inspection: StandaloneInspection Date: December 17, 2014

Ministry Office: Niagara District

Maximum Question Rating: 361

Inspection Risk Rating 0.00%

FINAL INSPECTION RATING: 100.00%

Inspection Rating Record Generated On 15-JAN-15 (Inspection ID: 1-BCIW2).R:\Public\DW\DW-08 Compliance\Shared Comp Data\Inspection Ratings 1415\Mark Smithson\1415 SMITHVILLE DISTRIBUTION SYSTEM 1-BCIW2.pdf


Page 120

APPLICATION OF THE

RISK METHODOLOGY USED FOR MEASURING MUNICIPAL RESIDENTIAL DRINKING WATER SYSTEM INSPECTION RESULTS

The Ministry of the Environment (MOE) has a

rigorous and comprehensive inspection program

for municipal residential drinking water systems

(MRDWS). Its objective is to determine the

compliance of MRDWS with requirements under

the Safe Drinking Water Act and associated

regulations. It is the responsibility of the municipal

residential drinking water system owner to ensure

their drinking water systems are in compliance

with all applicable legal requirements.

This document describes the risk rating

methodology, which has been applied to the

findings of the Ministry’s MRDWS inspection

results since fiscal year 2008-09. The primary

goals of this assessment are to encourage ongoing

improvement of these systems and to establish a

way to measure this progress.

MOE reviews the risk rating methodology every

three years.

The Ministry’s Municipal Residential Drinking

Water Inspection Protocol contains 15 inspection

modules consisting of approximately 100 regulatory

questions. Those protocol questions are also linked

to definitive guidance that ministry inspectors use

when conducting MRDWS inspections.

PIBS 6797e

April 2012

ontario.ca/drinkingwater


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2 APPLICATION OF RISK METHODOLOGY

The questions address a wide range of regulatory

issues, from administrative procedures to drinking

water quality monitoring. The inspection protocol

also contains a number of non-regulatory questions.

A team of drinking water specialists in the ministry

assessed each of the inspection protocol regulatory

questions to determine the risk (not complying with

the regulation) to the delivery of safe drinking water.

This assessment was based on established provincial

risk assessment principles, with each question re-

ceiving a risk rating referred to as the Question Risk

Rating. Based on the number of areas where a system

is deemed to be non-compliant during the inspection,

and the significance of these areas to administrative,

environmental, and health consequences, a risk-

based inspection rating is calculated by the ministry

for each drinking water system.

It is important to be aware that an inspection rating

less than 100 per cent does not mean the drinking

water from the system is unsafe. It shows areas

where a system’s operation can improve. The ministry

works with owners and operators of systems to make

sure they know what they need to do to achieve full

compliance.

The inspection rating reflects the inspection results

of the specific drinking water system for the report-

ing year. Since the methodology is applied consis-

tently over a period of years, it serves as a compara-

tive measure both provincially and in relation to the

individual system. Both the drinking water system

and the public are able to track the performance over

time, which encourages continuous improvement

and allows systems to identify specific areas requir-

ing attention.

The ministry’s annual inspection program is an im-

portant aspect of our drinking water safety net. The

ministry and its partners share a common commit-

ment to excellence and we continue to work toward

the goal of 100 per cent regulatory compliance.

Determining Potential to Compromise the Delivery of Safe Water

The risk management approach used for MRDWS

is aligned with the Government of Ontario’s Risk

Management Framework. Risk management is a

systematic approach to identifying potential hazards,

understanding the likelihood and consequences of

the hazards, and taking steps to reduce their risk if

necessary and as appropriate.

The Risk Management Framework provides a formu-

la to be used in the determination of risk:

Every regulatory question in the inspection proto-

col possesses a likelihood value (L) for an assigned

consequence value (C) as described in Table 1 and

Table 2.

TABLE 1:

Likelihood of Consequence Occurring Likelihood Value

0% - 0.99% (Possible but Highly Unlikely) L = 0

1 – 10% (Unlikely) L = 1

11 – 49% (Possible) L = 2

50 – 89% (Likely) L = 3

90 – 100% (Almost Certain) L = 4

TABLE 2:

Consequence Consequence Value

Medium Administrative Consequence C = 1

Major Administrative Consequence C = 2

Minor Environmental Consequence C = 3

Minor Health Consequence C = 4

Medium Environmental Consequence C = 5

Major Environmental Consequence C = 6

Medium Health Consequence C = 7

Major Health Consequence C = 8

RISK = LIKELIHOOD × CONSEQUENCE(of the consequence)


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3APPLICATION OF RISK METHODOLOGY

The consequence values (0 through 8) are selected

to align with other risk-based programs and projects

currently under development or in use within the

ministry as outlined in Table 2.

The Question Risk Rating for each regulatory in-

spection question is derived from an evaluation of

every identified consequence and its correspond-

ing likelihood of occurrence:

• All levels of consequence are evaluated for

their potential to occur

• Greatest of all the combinations is selected.

TABLE 3:

Does the Operator in Charge ensure that the equipment and processes are monitored, inspected and evaluated?

Risk = Likelihood × Consequence

C=1 C=2 C=3 C=4 C=5 C=6 C=7 C=8

MediumAdministrativeConsequence

MajorAdministrativeConsequence

MinorEnvironmentalConsequence

MinorHealth

Consequence

MediumEnvironmentalConsequence

MajorEnvironmentalConsequence

MediumHealth

Consequence

MajorHealth

Consequence

L=4(Almost Certain)

L=1(Unlikely

L=2(Possible)

L=3(Likely)

L=3(Likely)

L=1(Unlikely

L=3(Likely)

L=2(Possible)

R=4 R=2 R=6 R=12 R=15 R=6 R=21 R=16

Application of the Methodology to Inspection Results

The Question Risk Rating quantifies the risk of

non-compliance of each question relative to the

others. Questions with higher values are those with

a potentially more significant impact on drinking

water safety and a higher likelihood of occurrence.

The highest possible value would be 32 (4×8) and the

lowest would be 0 (0×1).

Table 3 presents a sample question showing the

risk rating determination process.

Based on the results of a MRDWS inspection, an

overall inspection risk rating is calculated. During an

inspection, inspectors answer the questions related

to regulatory compliance and input their “yes”, “no”

or “not applicable” responses into the Ministry’s

Laboratory and Waterworks Inspection System

(LWIS) database. A “no” response indicates non-

compliance. The maximum number of regulatory

questions asked by an inspector varies by: system

(i.e., distribution, stand-alone); type of inspection (i.e.,

focused, detailed); and source type (i.e., groundwater,

surface water).

The risk ratings of all non-compliant answers are

summed and divided by the sum of the risk ratings

of all questions asked (maximum question rating).

The resulting inspection risk rating (as a percentage)

is subtracted from 100 per cent to arrive at the final

inspection rating.


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4 APPLICATION OF RISK METHODOLOGY

1. Source

2. Permit to Take Water

3. Capacity Assessment

4. Treatment Processes

5. Treatment Process Monitoring

6. Process Wastewater

7. Distribution System

8. Operations Manuals

9. Logbooks

10. Contingency and Emergency Planning

11. Consumer Relations

12. Certification and Training

13. Water Quality Monitoring

14. Reporting, Notification and Corrective Actions

15. Other Inspection Findings

For further information, please visit www.ontario.ca/drinkingwater

Figure 1: Year Over Year Distribution of MRDWS Ratings

Reporting Results to MRDWS Owners/OperatorsA summary of inspection findings for each system is generated in the form of an Inspection Rating Record (IRR). The findings are grouped into the 15 possible modules of the inspection protocol,

0

100

200

300

400

500

600

700

YEAR A YEAR B YEAR C YEAR D YEAR E 100% Rating

NU

MB

ER

OF

IN

SP

EC

TIO

N R

ATIN

GS

>95% to 100%>90% to 95%>85% to 90%>50% to 80% >80% to 85%

512 538 572 586 585

137 117 92 77 75

18 13 5 7 7 12 16 8 12 933 26 22 18 17

233

281

349344 406

279257

223242

179

5% RATING BANDING BY YEAR

which would provide the system owner/operator with information on the areas where they need to improve. The 15 modules are:

Application of the Methodology for Public ReportingThe individual MRDWS Total Inspection Ratings are published with the ministry’s Chief Drinking Water Inspector’s Annual Report.

Figure 1 presents the distribution of MRDWS rat-ings for a sample of annual inspections. Individual drinking water systems can compare against all the other inspected facilities over a period of inspection years.


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DATE: February 17, 2015 REPORT NO: RFD PW-08-2015

SUBJECT: 2014 Road Needs Study and Execution Plan

CONTACT: Brent Julian, C.Tech., rcji, Director of Public Works & Engineering,

RECOMMENDATION: 1. That, Report RFD PW-08-2015, re: 2014 Road Needs Study and Execution Plan, dated

February 17, 2015 be received; and,

2. That, the 2014 Road Needs Study and Execution Plan be referred to staff for use as a tool and guideline during the preparation of all future budgets.

ALIGNMENT TO STRATEGIC PLAN Key Actions (reference page 25): 3. Develop a Capital Plan to ensure infrastructure capacity (waste management, roads, etc.)

will have required capacity and resources to maintain existing service demands, as well as future service capacity demands.

Key Actions (reference page 29):

Explore infrastructure processes and materials to improve the durability of rural roads and bridges and begin to incorporate in future renewal projects.


ARENA COMMITTEE

OVERVIEW:

• The 2014 Capital Budget granted approval for a comprehensive Road Needs Study for the Township’s roads

• The study updated the road inventory and reviewed the current condition and capital needs of the road network

• Based on criteria set out in the Ministry of Transportation guidelines the study has made recommendations and prioritizations for capital work, including minimum criteria for hard surfacing roads

• Staff recommends Council adopt the 2014 Road Needs Study and Execution Plan

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PAGE 2

BACKGROUND: As part of the 2014 Capital Budget, Council approved commencing with a comprehensive Road Needs Study for the Township’s roads. The Township’s 2013 Asset Management Plan, which was presented to Council in December of that year, outlined the need for comprehensive study to provide information regarding the condition of its roads, and the expected rehabilitation costs and dates of any works. The purpose of this updated study was to:

• update the inventory within the Township’s road network • identify existing deficiencies of the roads and level railway crossings • identify improvement needs and estimate associated costs • provide a prioritized guide for capital improvements

CURRENT SITUATION: The study reviewed all paved, surface treated, and gravel roads following Ministry of Transportation guidelines for:

• Ride Condition/Comfort Rating (RCR), which assesses the ride quality of the road surface

• Distress Manifestations Index (DMI), which measures indicators of problems within the pavement structure

• Pavement Condition Ratings (PCR): using the two above indicators, the PCR then measures the overall condition rating for evaluating

From this information, the study assessed and prioritized the needs of the roads, including forecasting of capital needs. Capital costs were based on previous Township road construction costs, as well as the MTO Inventory Manual for Municipal Roads. Other criteria used in prioritizing the road needs are the classification of the road and the Average Annual Daily Traffic counts (AADT). Updated road counts were collected as part of the study. Roads with higher classifications and higher traffic volumes may be deemed a higher priority for determining timing. Road needs were then prioritized in the following condition improvement timelines:

• Now • 1 to 5 years • 6 to 10 years • 11 + years

The study also reviewed road surface types and outlined criteria for upgrading of granular roads to surface treated roads, as well as surface treated roads to hot mix asphalt paved


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PAGE 3

roads. The study based its recommendations on MTO guidelines which considers traffic volumes, heavy truck use, and whether the road is located in a semi-urban area. This criteria is then used in determining when there is a cost benefit for upgrading road surface types. The following outlines the criteria: Road Upgrade Minimum Traffic Count Criteria

Gravel to Surface Treatment 400 to 999 Vehicles per Day AADT

Surface Treatment to Asphalt >1000 Vehicles per Day AADT Based on the above, the study notes that Township’s current gravel roads do not meet the criteria for upgrading from gravel to hard surface. The study also notes that the Township currently has some surface treated road segments that which would benefit from upgrading to asphalt surface due to the high volume of traffic experienced (1000 to 1999 vehicles per day AADT). The study further notes there are five (5) road segments which are currently surface treated and in poor condition. Based on low traffic volumes (all are under 50 vehicles per day AADT) that are recommended to degrade back to gravel. FINANCIAL IMPLICATIONS The study’s benchmarked costing for road improvement recommendations is $48,714,384 over a ten year period. This does not include inflation. The current proposed 2015 Capital Budget, which is under review, used much of the draft information available in forecasting the ten year capital road improvement program. The proposed budget identifies approximately $11,877,600 of expenditures within the first 5 years and a total of $20,357,500 over ten years. This represents approximately 42 percent of the works recommended in the study. While this does represent a significant shortfall, Staff have attempted to find a balance between road rehabilitation of degraded roads, preventative works, and budgetary needs. The Consultant has reviewed the draft ten year plan and agrees with the method and selection of the roads. INTER-DEPARTMENTAL COMMENTS: This report has been reviewed by the Treasury Department.


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PAGE 4

CONCLUSION In summary, Staff recommends that Council adopt the 2014 Road Needs Study and Execution Plan to be used as a tool and guideline during the preparation of all future budgets. Prepared and Submitted by: Approved by:

_______________________________ ________________________________ Brent Julian, C. Tech., rcji Chris Carter, CAO Director of Public Works & Engineering ATTACHMENTS: Attachment ‘A’ – 2014 Road Needs Study – Under Separate Cover


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BY-LAW NO. 2015-15

A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF WEST LINCOLN AT ITS SPECIAL MEETING (TRAINING/BUDGET WORKSHOP) HELD ON THE 26th OF JANUARY, 2015 AND ITS REGULAR MEETING HELD ON THE 26th OF JANUARY, 2015 AND ITS SPECIAL MEETING (TRAINING/BUDGET WORKSHOP) HELD ON THE 10th OF FEBRUARY, 2015.

WHEREAS the Municipal Act 2001, S.O. 2001, Chapter 25, as amended, Section 5(1), provides that the powers of a municipal corporation shall be exercised by its Council; AND WHEREAS the Municipal Act 2001, S.O. 2001, Chapter 25, as amended, Section 5(3) provides that except where otherwise provided, the powers of any Council shall be exercised by by-law; AND WHEREAS in many cases, action which is taken or authorized to be taken by Council does not lend itself to the passage of an individual by-law; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF WEST LINCOLN ENACTS AS FOLLOWS: 1. That the minutes of the second meeting, special (Training/Budget Workshop),

held on the 26th day of January 2015 and the third meeting, regular, held on the 26th day of January 2015 and the fourth meeting, special (Training/Budget Workshop), held on the 10th day of February 2015, of the Municipal Council of the Corporation of the Township of West Lincoln, be and the same are hereby adopted.

2. That where no individual by-law has been or is passed with respect to the taking

of any action authorized in or by the above mentioned minutes or with respect to the exercise of any powers by the Council in the above mentioned minutes, then this By-law shall be deemed for all purposes to be the By-law required for approving and authorizing and taking of any action authorized therein or thereby, or required for the exercise of any powers therein by the Council.

3. That the Mayor and the proper officers of the Corporation of the Township of

West Lincoln are hereby authorized and directed to do all things necessary to give effect to the said action of the Council or to obtain approvals where required and, except where otherwise provided, the Mayor, Clerk, and/or the Administrator are hereby directed to execute all documents necessary on behalf of the Corporation of the Township of West Lincoln and to affix thereto the corporate seal of the Corporation of the Township of West Lincoln.

READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 17th DAY OF FEBRUARY, 2015. ______________________________ MAYOR DOUGLAS JOYNER ______________________________ CAROLYN LANGLEY, CLERK

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BY-LAW NO. 2015-16

A BY-LAW TO AMEND ZONING BY-LAW NO. 79-14, AS AMENDED, OF THE TOWNSHIP OF WEST LINCOLN

WHEREAS THE TOWNSHIP OF WEST LINCOLN COUNCIL IS EMPOWERED TO ENACT THIS BY-LAW BY VIRTUE OF THE PROVISIONS OF SECTION 34 OF THE PLANNING ACT, 1990; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF WEST LINCOLN HEREBY enacts as follows: 1. THAT Schedule ‘A’ Map 1 to Zoning By-law No. 79-14, as amended, is hereby amended by

changing the zoning on Part Lot 1, Broken Front Concession, and Part Lot 1, Concession 1 in the former Township of Gainsborough, now in the Township of West Lincoln, shown as the subject lands on Schedule ‘A’, attached hereto and forming part of this By-law.

2. That Map 1 to Schedule ‘A’ to Zoning By-law 79-14, as amended, is hereby amended by changing the zoning on the subject lands shown on Schedule ‘A’, attached hereto and forming part of this By-law from an “Agricultural (A2)” zone to an “Agricultural Exception (A2-546)” zone and a Rural Residential with exception ‘RuR-547’ zone.

3. THAT Section 9 of Zoning By-law 79-14, as amended, are hereby amended by adding the following to Section 29:

A2-546 Notwithstanding the regulations of the Agricultural ‘A2’ Zone, the subject lands

zoned A2-546 shall be subject to the following additional provisions:

(a) All permitted uses and regulations of the Agricultural ‘A2’ Zone shall continue to apply, except as amended.

(b) That the property be deemed to have a broken frontage along South Chippawa Road of not less than 295 metres

(c) The land shall be used for Agricultural Purposes Only in perpetuity.

RuR-547 Notwithstanding the regulations of the Rural Residential ‘RuR’ Zone, the subject lands zoned as A2-547 shall be subject to the following additional provisions:

(a) All permitted uses and regulations of the Rural Residential ‘RuR’ Zone shall

continue to apply, except as amended. (b) That the property be deemed to have a frontage of not less than 6.3 metres

along South Chippawa Road. (c) That the two living units in the existing dwelling be recognized.

4. AND THAT this By-law shall become effective from and after the date of passing thereof.

READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 17th DAY OF FEBRUARY, 2015. ____________________________ MAYOR DOUGLAS JOYNER _____________________________ CAROLYN LANGLEY, CLERK

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EXPLANATION OF THE PURPOSE AND EFFECT OF BY-LAW NO. 2015-16 This By-law involves a parcel of land located on the south side of South Chippawa Road, municipally known as 6992 South Chippawa Road and legally described as being Part of Lot 1, Broken Front Concession and Part 1, Concession 1, in the former Township of Gainsborough, now in the Township of West Lincoln. The subject lands are currently zoned as Agricultural A2. The rezoning is a condition of a surplus farm severance application (B7/2014WL). This application is required to rezone the agricultural holding as Agricultural Purposes Only in perpetuity with exception to recognized the property having a broken frontage along South Chippawa Road, and to rezone the residential lot as Rural Residential with exception as having a reduced lot frontage and to recognize two living units on the property. File: 1601-002-15 Applicants: John Ricker

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®N.T.S.

LegendLands to berezoned toRuR-547Lands to berezoned A2-546(APO)

This is Schedule 'A' to By-law No. 2015-16 passed the 17th day of February, 2015

Schedule 'A' Detail Map

Key Map

®N.T.S.

LegendSubject Lands

Haldimand County

South Chippawa Road

134.25m+/-161.03m+/-

6.39m+/-

Well and R iver

Lot Area1.7 ha+/-

Lot Area38.3 ha+/-

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BY-LAW NO. 2015-17

A BYLAW TO REPEAL BYLAW 2013-83 WHICH BY-LAW AUTHORIZED AN AMENDING SUBDIVISION AGREEMENT WITH PHELPS HOMES LTD.

WHEREAS the Council of the Corporation of the Township of West Lincoln originally enacted Bylaw 2013-83 to enter into an Amending Subdivision Agreement with Phelps Homes Ltd., AND WHEREAS By-law 2013-83 is now redundant and replaced by By-law 2014-65; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF WEST LINCOLN HEREBY ENACTS AS FOLLOWS:

1. That By-law 2013-83 be and is hereby repealed.

READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 17th DAY OF FEBRUARY, 2015. ____________________________ MAYOR DOUGLAS JOYNER ____________________________ CAROLYN LANGLEY, CLERK

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