TOWNSHIP OF WEST LINCOLN PUBLIC …westlincoln.ca/wp-content/documents/councilpkgs/Agendas/2014/02-18... · j TOWNSHIP OF WEST LINCOLN. PUBLIC WORKS/RECREATION/ARENA. COMMITTEE AGENDA

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TOWNSHIP OF WEST LINCOLN PUBLIC WORKS/RECREATION/ARENA

COMMITTEE AGENDA

MEETING NO. TWO HELD: **TUESDAY**, February 18, 2014 Township Administration Building, 318 Canborough Street, Smithville - Immediately following the Administration/Finance/Fire Committee Meeting

1. CHAIR: Councillor Luciano DiLeonardo

2. CHANGE IN ORDER OF ITEMS ON AGENDA:

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

4. APPOINTMENTS:NOTE: Procedural By-law Section 6.5(c) - Scheduled Appointments and/orPresentations6.5(c) Each scheduled appointment or presentation shall be allocated a maximum of

ten minutes, exclusive of the time required to answer questions from Members of Council (some exceptions apply)

5. REQUEST TO ADDRESS ITEMS ON THE AGENDA:NOTE: Procedural By-law Section 10.14(5) – General Rules10.14(5) One (1) hour in total shall be allocated for this section of the agenda and each

individual person shall only be provided with five (5) minutes to address their issue. A response may not be provided and the matter may be referred to staff.

Chair to inquire if there are any members of the public present who wish to address any items on the Public Works/Recreation/Arena Committee agenda.

6. CONSENT AGENDA ITEMS:NOTE: All items listed below are considered to be routine and non-controversial and willbe approved by one resolution. There will be no separate discussion of these itemsunless a Council Member requests it, in which case the item will be removed from theconsent resolution and considered immediately following adoption of the remainingconsent agenda items.

(a) ITEM PW07-14(1) West Lincoln Public Library Board Minutes – December 17, 2013 Minutes (2) West Lincoln Public Library Board Minutes – January 21, 2014 Minutes (3) Information Report No. RFI-PW-03-2014 - 2013 DWQMS Management

Review Summary (4) Information Report No. RFI-PW 01-2014 - Township of West Lincoln 2013

Water Quality Annual Summary Report (5) Information Report No. RFI-PW 02-2014 - Township of West Lincoln 2013

Water Quality Report

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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Public Works/Recreation/Arena February 18, 2014 Page 2

RECOMMENDATION: The Public Works/Recreation/Arena Committee hereby approve the following Consent Agenda Items: 1. Items 1 and 2 be hereby received; and2. Items 3, 4 & 5 be hereby received and that the recommendations

contained therein be adoptedwith the exception of Items #(s)______________.

7. COMMUNICATIONS:

(a) ITEM PW08-14Region of Niagara Re: Water/Wastewater Fiscal Service Review

RECOMMENDATION: That the correspondence received via email from the Region of Niagara on November 25, 2013, requesting a response by March 2014, regarding the Township of West Lincoln’s willingness to participate jointly and to work collaboratively with Regional and local area municipal staff, to address the challenges and problems that have been identified and characterized through the Water/Wastewater Fiscal Service Review, and to assist in the sharing, understanding and implementation of demonstrated best practices, be received; and,

That the Niagara Region be advised that the Council of the Township of West Lincoln declines to participate further in the water / waste water study conducted by Stantec on behalf of the Niagara Region; and,

That the Council of the Township of West Lincoln only agrees to participate with the Region and local area municipalities to determine best practices as they relate to the current two-tier water/waste water system.

(b) ITEM PW09-14 Region of Niagara Re: Amending the Waste Management Transfer Agreements – Service Area Expansion for Niagara Road 12 (NR 12) Municipal Hazardous and Special Waste MHWS) Depot

RECOMMENDATION: That the correspondence dated February 7, 2014 from the Region of Niagara, regarding the “Amending the Waste Management Transfer Agreements – Service Area Expansion for Niagara Road 12 (NR 12) Municipal Hazardous and Special Waste MHWS) Depot” be received, and…

(c) ITEM PW10-14 Manny Sousa, Manager Municipal Relations – Enbridge Gas Distribution Inc. Re: The Enbridge Community Events Team

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Public Works/Recreation/Arena February 18, 2014 Page 3

RECOMMENDATION: That, the email dated January 20, 2014 from Manny Sousa from Enbridge Gas Distribution Inc. regarding “The Enbridge Community Events Team” received for information.

8. STAFF REPORTS:

9. OTHER BUSINESS:

(a) ITEM PW11-14Acting Director of Public Works & Engineering Re: Land Exchange with Region of Niagara - Canborough St. Reconstruction Project VERBAL UPDATE

(b) ITEM PW12-14 Members of Committee Re: Referred Matters List UNDER SEPARATE COVER

(c) ITEM PW13-14 Members of Council Re: Other Business Items

10. NEW BUSINESS:NOTE: Only for items that require immediate attention/direction and must first approve amotion to introduce a new item of business. (Motion Required)

11. CONFIDENTIAL MATTERS:

12. ADJOURNMENT:

That Chair declared the meeting adjourned at the hour of ______.

WEST LINCOLN PUBLIC LIBRARYBOARD MEETING

Tuesday, December 17, 20131:00pm at the Smithville Library

PRESENT:BOARD MEMBERS — Cheryl Ganann, John Glazier, Gus Grandmont, Lynne Hatzlhoffer,

Sue Langdon, Pat Nelson, Joan PackhamLIBRARIANS — Janet Ruczay, Catharine Vaughan, Colleen YoungABSENT WITH NOTIFICATION — Deborah Coon-Peterson, Jennifer Smith

Prior to the scheduled board meeting, as a group, Board members present completed theAccessible Customer Service Refresher and integrated Accessibility Standard RegulationTraining exercise.

MINUTES FROM THE MEETING OF NOVEMBER 26, 2013Moved for acceptance by Gus Grandmont, seconded by John Glazier - carried.

LIBRARY BUSINESS

1. A memorial plaque is being prepared to honour Barb Stolys. Details of the memorial are beinghandled by Colleen Young. More information will be available at the next Library meeting.

Moved by Sue Langdon, seconded by Cheryl Gannan that the wording on the plaque be approved asfollows: ‘in loving memory of Barbara Stolys for over forty years of vision, determination and dedicationto the community of Caistorville and beyond, through her work at the Caistorville Branch of the WestLincoln Public Library.’ - carried.

FINANCIAL MATTERS

1.2013 Township of West Lincoln Budget Detail report for the West Lincoln Public Library wasreviewed by the Board,

CORRESPONDENCE

1. Catharine and her family have sent a note of thanks to all Board members for recent support &kindness, and appreciation of the planter sent in memory of Tricia,

2. The Federation of Ontario Public Libraries has funded an independent study on the role and impact oflibrary programs on children’s school readiness. The report finds that library story times improve schoolreadiness through vocabulary development, motivation to read, narrative awareness, phonologicalawareness and print awareness. A useful booklet and informative poster were forwarded to the

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LIBRARIAN’S RFPORT

1. Librarians’ Report dated December 17. 2013 was presented to the Board by Catharine Vaughan. Acopy of these documents are attached to these minutes and are to be included with all copies of theseminutes.

NEXT MEETING: The next meeting will be held on Tuesday, Januaiy 2Pt at 10:30am at the SmithvilleLibrary Branch. An attempt will be made to hold West Lincoln Public Library Board meetings on thesecond Tuesday of each month.

Motion for adjournment by Lynne Hatzlhoffer at 2:05pm

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Librarians Report January 21st, 2014.

r

Circulation: December 2013:Books

____________

5092Circulation of e-books: 421 Freegal: 154

Circulation: December 2012:Books

_____________

5074Circulation of e-books: 274

ProciramsI Events Heidi Library News

There were three weather related closures of the West Lincoln Public Library during December.

There were 11 Story Times held at the West Lincoln Public Libraries in the month of December.Total Attendance was 88.

Story Times have resumed following the Christmas Break at all branches. All branches are moving to coordinate their Story Time modules in 2014,

Both the Smithville and Caistorville Branches held Book Club Meetings in the month of December.Total attendance at both Book Clubs: 12

Silent Auction: Smithville Branch: Another $41.00 was deposited in the Wellandport Building Fund from ourlatest Silent Auction.

The Caistorville Branch held an Evening Story Time with Halaloo the Clown and his balloons on Monday,December 23rd Attendance was 9

Three Craft Nights at the Caistorville Branch were well attended in the month of December. 32 participantstook part.

Sweetheart Book and Bake Sale will take place Saturday, February 8 from 10:00 am to 2:00 pm.Gently used donations are now being accepted.

The display case and the walls at the Smithville Branch hold the work of Smithville Quilters Guild. We arereceiving many positive comments on their projects.

2014 Budget numbers were submitted to the Treasurer on January 15th, The numbers included an acrossthe board wage increase for all Library Staff.

Yearly programming is underway at all branches, There will be many programs of interest to all ages andabilities during the year.

During the March Break, the Smithville Branch will hold programs for children from Monday to Thursday at1:00 pm. There is an Adult program scheduled for Friday at 1:00 pm, and for every second Friday of themonth following. This will be the Coffee and Conversation Club,

The TD Summer Reading Club supplies have been ordered, The theme is Eureka! I Made It!Programs have been tentatively planned for eight Wednesdays at 1:00 pm during the summer months at theSmithville Branch.

Family Literacy Day is Monday, January 27th, Handouts for all ages will be available at the SmithvilleBranch.

Family Day is Monday, February 1 7th, All Branches of the West Lincoln Public will be closed.

Computers Total

379 5092 + 379 +421 + 154 6046

Computers Total

349 5074+ 349+ 274+ = 5697

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WEST LINCOLN PUBLIC LIBRARYBOARD MEETING

Tuesday, January 21, 201410:30am at the Smithy ille Library

PRESENT:BOARD MEMBERS — Cheryl Ganann, John Glazier. Lynne Hatzlhoffer. Sue Langdon.

Pat Nelson. Joan PackhamLIBRARIANS --Janet Ruczay. Catharine Vaughan, Colleen YoungABSENT WITH NOTIFIA TION— Deborah Coon-Peterson. Jennifer SmithOTHERS INATTENDANE — Chris Carter - CAO Township of West Lincoln

MINUTES FROM THE MEETING OF DECEMBER 17, 2013Moved for acceptance by Pat Nelson, seconded by John Glazier - carried.

LIBRARY BUSINESS

1. Colleen Young presented to the Board artwork for engraving of the memorial plaque for Barb Stolys.It is anticipated that the plaque will be completed sometime in February. It will be hung inside theCaistorville Library.

FINANCIAL MATTERS

1. A print out detailing the balance of the Library Reserve Account as of January 21. 2014 was presented

to the Board by Catharine.

2. John Glazier asked about Library surplus from years 2011,2012, & 2013: What does the Board dowith these funds?, Are the funds designated? John was informed by Board members that Library surplusfor the years in question went directly into General Library Reserves, and that they have not beendesignated for any particular project.

3. Following Council’s request, the Region of Niagara conducted a Job Evaluation of Roles and MtrictReview for the West Lincoln Library system. A pay inequity with other Township employees, as well asarea employees was determined, These findings were presented to the Library Board by Judy Delaney

and Lyndsey Ferrell of the Region of Niagara at the September 10, 2013 meeting. The findings were also

presented to Council. John Glazier reports to the Library Board that council is considering the option of

a 3 ear plan to correct the pay inequitY and to assist with this may apply 50% of the capital funding that

the Township allocates to the Board (capital funding is $50.000) toward this payment.

4. Following direction from Council Chris Carter, Township of West Lincoln (‘AC). proposed to theLibrary Board that an independent operational review he conducted of the West Lincoln Library sstem,including job structure and facilities. Mr. Carter estimates that a review of this nature would costbetween $35,000 and $40,000. Would the Library Board be willing to share in the cost of the study and

if so where would we find the funds? Catharine was directed by the Board to inquire through SOIS

(Southern Qntario [ ibra Ser ce1 tftoe an pertorni such a ie ie. or can recommcnd ‘m o”ganlLatlcn/7 to condtJhisind of review. This issue will be discussed further at the Februai 1 1 meeting.

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CORRESPONDENCE

There is no Library correspondence for review

LIBRARIAN’S REPORT

1. Circulation stats for the West Lincoln Library increased for 2013 over 2012. These stats are based onbook circulation, c-book circulation, computer use and Freegal downloads.

2. The Friends of the Library Sweetheart Book and Bake Sale will take place on Saturday, February 8th

from lOam to 2pm.

3. Supplies for the TD Summer Reading Club have been ordered. The theme this year isEureka! I Made It!

NEXT MEETING: The next meeting will be held on Tuesday, February l at 10:30am at theCaistorville Library Branch. Chris Carter has been invited to attend this meeting. An attempt will bemade to hold West Lincoln Public Library Board meetings on the second Tuesday of each month.

Motion for adjournment by Lynne Hatzlhoffer at 12:15pm

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Librarians’ Report February11th, 2014.

Circulation: January 2014:Books Computers Total

5859 363 5859+363+445+117=6784Circulation of e-books: 445 Freegal: 117

Circulation: January 2013:Books

_____________

6460Circulation of e-books: 202

Programs! Events Heidi Library News

Computers Total

533 6460+533+202+ = 7195

There were two weather related closures of the West Lincoln Public Library during the month of January.

There were 20 Story Times held at the West Lincoln Public Libraries in the month ofJanuary.Total Attendance was 149.

The January meeting of the Smithville Book Club was cancelled due to adverse weather conditions.Caistorville Branch held their Book Club Meeting.Attendance at the Book Club: 5

Silent Auction: Smithville Branch: Another $20.00 was deposited in the Wellandport Building Fund from ourlatest Silent Auction. Caistorville Branch donated $89.50 from their previous Silent Auctions.

Sweetheart Book and Bake Sale took place Saturday, February 8 from 10:00 am to 2:00 pm.The weather co-operated and attendance was high. $734 was raised for the Friends of the Library.

The display case and the walls at the Smithville Branch continue to hold the work of Smithville QuiltersGuild. We are receiving many positive comments on their projects.

During the March Break, the Smithville Branch will hold programs for children from Monday to Thursday at1:00 pm. There is an Adult program scheduled for Friday at 1:00 pm. and for every second Friday of themonth following. This will be the Coffee and Conversation Club.

The Smithville Branch will hold a children’s program every Wednesday for the duration of the TD SummerReading Club. All programs have been planned and entertainers successfully booked for these programs.

I introduced the genre of reality books to the Grade Three Class at Covenant Christian School in January.I visited the Grade One Class at College Street Public School on Monday, February 3 to representCommunity Helpers.Colleen Young visited Castor Central School on Tuesday, February 4.

Family Day is Monday, February 17. All Branches of the West Lincoln Public will be closed.

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DATE: February 18, 2014 REPORT NO: RFI PW-03-2014

SUBJECT: The Township of West Lincoln

2013 DWQMS Management Review Summary

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

REPORT PUBLIC WORKS/RECREATION/

ARENA COMMITTEE

OVERVIEW: DWQMS Element 20 Management Review

• Management Reviews shall be conducted on an annual basis prior to completion of the annual budget process wherever possible.

• Top Management, as defined in the Operational Plan, shall perform the Management Review.

• 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.

• The DWQMS Representative shall prepare an agenda for the meeting. • 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 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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RECOMMENDATION: That report RFI PW-03-2014, re: “The Township of West Lincoln 2013 DWQMS Management Review Summary dated February 18, 2014, 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 Township of West Lincoln’s DWQMS, the Owner of a drinking water system shall be updated as required thru the Operational Plan. 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 Drinking Water Quality Management Standard (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

“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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CONCLUSION In conclusion, The Township of West Lincoln 2013 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/ Submitted by:

_______________________________ Kaveh Etezadi CET, CRS, ORO Manager of Road Operations, Water & Wastewater Attachment Management Review Procedure WW-PRO-13 2013 Management Review Summary


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Township of West Lincoln DWQMS PROCEDURE

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

Effective Date: August 15, 2013 Revision: 2 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

Management Review Procedure Page 1 of 3 Uncontrolled when printed

Attachment No. 1 to RFI-PW 03-2014 Page 4

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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



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DATE: February 18, 2013 REPORT NO: RFI PW-01-2014

SUBJECT: Township of West Lincoln 2013 Water Quality Annual Summary Report

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

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

RECOMMENDATION: 1. That, report RFI PW 01-2014, re: “Township of West Lincoln 2013 Water Quality Annual

Summary Report, dated February 18th, 2014 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 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


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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• Total number of adverse situations • Any work done to repair the system

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 2013. 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 One adverse sample was encountered in 2013 in the distribution system. CURRENT SITUATION: The Township of West Lincoln 2013 Water Quality Annual Summary Report 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 2013 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 D. Brent Julian, C. Tech., rcji Manager of Road Operations, Water & Wastewater Acting Director of Public Works & Engineering Attachment: Township of West Lincoln Water Distribution System Annual Summary Report


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Township of West Lincoln 2013 Water Distribution Annual Summary Report

Township of West Lincoln Water Distribution System Annual Summary Report Period: January 1, 2013 to December 31, 2013

Drinking Water Works Permit Number: 077-201

Municipal Drinking Water License Number: 077-101

Prepared By: Kaveh Etezadi

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Attachment No. 1 to RFI-PW 01-2014Attachment No. 1 to RFI-PW 01-2014 Page 3

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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, 2012 to December 31, 2012. 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

0 252 0 Indicates presence of fecal matter

Total Coliforms CFU/ 100 mL 0 252 0 – 25

Indicates the possible presence of fecal contamination

Fecal Coliforms CFU/ 100 mL 0 252 0 – 9

Indicates the possible presence of fecal contamination

Heterotrophic Plate Count (HPC) CFU/mL

N/A 252 0 - >500 Indication of overall water quality

Chemical Analysis Trihalomethanes mg/L

0.10 mg/L 4 0.0212-

0.0374 Average of Samples taken quarterly

Lead mg/L

Residential 0.010 mg/L exempt <0.00002 -

0.0227 Township is exempt for lead sampling for 3 years Non-

Residential

0.010 mg/L

exempt

<0.00002 -0.00148

Distribution 0.010 mg/L 0 <0.00002 -

0.00543 Township does not have lead watermain

Disinfection Free Chlorine Residual mg/L

0.05 to 4.0 mg/L

248 0.27-0.88 Level of disinfectant

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Adverse Water Quality Incidents and Actions

Date Location Parameter Result Actions Date of Resolution

Aug 28/13 Leisure Plex Total Coliform 1 Flush and re sample Aug 30/13 Sep 13/13 Smithville Distribution Total Coliform 1 Flush and re sample Sep 16/13 Sep 13/13 Leisure Plex Total Coliform 1 Flush and re sample Sep 16/13 Sep 13/13 Wellandport Hall Total Coliform 1 Flush and re sample Sep 16/13 Sep 13/13 Caistor Library Total Coliform 1 Flush and re sample Sep 16/13 Sep 13/13 Silverdale Hall Total Coliform 1 Flush and re sample Sep 16/13 Sep 13/13 Caistorville Hall Total Coliform 1 Flush and re sample Sep 16/13 (The Sep 13/13 adverse had been due to a contamination at the Lab resulting in the Township requiring re-sampling.) 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 2 (two) 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 Aug 28/13 19 Northridge St Main stop damaged Dec 17/13 219 St Catharines St Main stop damaged

In 2013, the Township of West Lincoln experienced 5 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 Apr 24/13 133 Morgan St Curb Box Sep 24/13 175 Dufferin St Service repair Sep 30/13 152 Brock St Service repair Nov 15/13 219 St Catharines St Service repair Dec 5/13 145 Dufferin St Service replacement

Water Meters Installed

52 meter installations carried out in 2013

Back Flow Devices Installed/Inspected

58 Cross Connection Surveys completed 124 Total Industrial, Commercial, Institutions registered 47% of all registered properties have filled Cross Connections Surveys DWQMS Updates In 2013, 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.

February 13, 2013 - Revisions to page 10 of OPS manual inserting the role of ORO and DWQMS Rep definition as to the required competencies.

June 5, 2013 -Surveillance audit conducted by SAI Global

December 2, 2013 -Standard of Care training conducted for Council and senior management December 16, 2013

-Management Review conducted by DWQMS Rep and Acting Director of Public Works & Engineering

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Flow Rates 2013 Monthly Water Flow Rates (m3)

Month Quantity (m3) January 61750 February 55210 March 56390 April 63930 May 79270 June 65840 July 75440 August 76160 September 64250 October 63830 November 59630 December 59590 Total 781290 Monthly Average 65107.5 Daily Average 2140.5 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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Appendix ‘A’

Ministry of the Environment

Safe Drinking Water Branch 19th Floor, 2 St Clair Ave W Toronto ON M4V 1L5 Tel. (416) 314-1651 Toll Free: 1-877-955-5455

June 14, 2013

MEMORANDUM TO: All Owners of Municipal Drinking Water Systems

SUBJECT: Reminder: Financial Plan Requirements for Municipal Drinking Water Licences

Hello, As you may know, your Municipal Drinking Water Licence includes terms and conditions related to the operation of your drinking water system. One of these conditions requires you to prepare a financial plan that satisfies the requirements prescribed in O. Reg. 453/07. Financial Planning Requirements for First Licence When your first Licence was issued, you were required to prepare and approve a financial plan for the system by the latter of July 1 2010 or within six months of the Licence being issued. You should now have an approved financial plan in place. Your approved financial plan is required to be submitted to the Ministry of Municipal Affairs and Housing. If you have not already submitted your plan, it should be sent to the attention of Jim Gordon at [email protected]. Financial Planning Requirements for Licence Renewal

Your Municipal Drinking Water Licence has been issued for a five year period and will expire. You are required to apply for renewal of your Licence on or before the day specified in Schedule A of your Licence. This date is typically six months before the expiry date. You should receive a reminder notice from the Ministry several months before

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mailto:[email protected]


your application for renewal date. Your financial plan may need to be updated in preparation for your Licence renewal. Before you submit your Licence renewal application, you are required to have a Financial Plan in place that applies for a period of at least six years, beginning in the year that your Licence would expire. For example: if your Licence would expire June 25, 2015, the financial plan will need to apply for a period of at least six years beginning in 2015. Your updated financial plan is also required to be submitted to the Ministry of Municipal Affairs and Housing. While you are not required to submit a copy of the updated financial plan to the Ministry of the Environment, you will need to provide proof that the financial plan has been approved and will apply for the necessary period of time. This may be satisfied by including a copy of a council resolution adopting or approving the financial plan with your Licence renewal application. Note: You have received this message because you are identified as an owner and/or operating authority contact for a municipal drinking water system in Ontario. If you are no longer working in this capacity, please contact us to be removed from this list. Alternatively, if contact information for any owner and/or operating authority representatives in your organization has changed, please contact us to update the records relating to your system.

ORIGINAL SIGNED BY

Indra Prashad, P.Eng. Director, Part V, SDWA Safe Drinking Water Branch Ministry of the Environment

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mailto:%[email protected]

mailto:%[email protected]

DATE: February 18, 2014 REPORT NO: RFI-PW-02-2014

SUBJECT: Township of West Lincoln 2013 Water Quality Report

CONTACT: D. Brent Julian, C. Tech., rcji Acting Director of Public Works & Engineering Kaveh Etezadi CET, CRS, Manager of Roads Operations, Water and Wastewater

RECOMMENDATION: 1. That, report RFI PW 02-2014, re: Township of West Lincoln 2013 Water Quality Report,

dated February 18th, 2014, 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


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

Page 26

PAGE 2 - Summary of all required testing results - Description of any major expenses incurred to install, repair or replace required

equipment 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 2012. 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. One adverse sample was encountered in 2013 in the distribution system. CURRENT SITUATION: The Township of West Lincoln 2013 Water Quality Report 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 2013 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 D. Brent Julian, C. Tech., rcji Manager of Road Operations, Water & Wastewater Acting Director of Public Works & Engineering attach.


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

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 2013 – December 31 2013

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 [ ] 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 n/a

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: Public Works & Administrative Building 6218 London Road 318 Canborough Road Smithville ON L0R 2A0 Smithville ON L0R 2A0 Website: www.westlincoln.ca

n/a

Drinking Water Systems Regulations 2013 Report

Page 1 of 5


Page 28


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 [ ] 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 2013. 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 [ ] Replace required equipment

Please provide a brief description and a breakdown of monetary expenses incurred


Page 2 of 5


Page 29


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

Sept 13/13 Total Coliform 1 CFU/100ml

Flush & Re-Sample Sept 16/13

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 252 0 - 0 0 -1 252 0 – 50 CFU/ml

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 #)

Turbidity Chlorine 248 0.27-0.88 Fluoride (If the DWS provides fluoridation)

NOTE: Record the unit of measure if it is not milligrams per litre.

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

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


Page 3 of 5


Page 30


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 Chromium *Lead 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 #) Number of

Exceedances Plumbing Exempt 0 0 Distribution 0 0 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


Page 4 of 5


Page 31


Bromoxynil Carbaryl Carbofuran Carbon Tetrachloride Chlordane (Total) Chlorpyrifos Cyanazine Diazinon Dicamba 1,2-Dichlorobenzene 1,4-Dichlorobenzene 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)

Jan/13-Oct/13

28.42 mg/l none

Temephos Terbufos Tetrachloroethylene


Page 5 of 5


Page 32


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


Page 6 of 5


Page 33

From: Pilon, Janet [mailto:[email protected]]

Sent: November-25-13 11:05 AM To: Ashley Grigg; Bonnie Nistico-Dunk; Carolyn Kett; Carolyn Langley; Christine Raby

([email protected]); Dean Iorfida; Hazel Soady-Easton; Holly Dowd; Nancy Bozzato; S. Duncan; Susan Daniels; William Kolasa

Cc: Zanatta, Roxanne; Schlange, Harry; Committee-CMT; Robinson, Matt

Subject: Water & Wastewater Service Review Information Importance: High

At the Area CAO meeting held on November 22, 2013, all 11 impacted CAO’s have agreed to support the following resolution with a request that this resolution be placed on an upcoming Council Agenda for consideration: WHEREAS Regional Council ratified the Budget Review Committee of the Whole’s motion from January 13, 2011, as follows:

That the Region pursue a Municipal/Regional Fiscal Service Review that includes the participation of the area municipalities;

That the review should include the water and sewer utility opportunity; and

That the effect of this review be reflected in the 2012 Budget.

WHEREAS on May 5, 2011 Regional Council ratified the Public Works Committee motion from April 26, 2011, as follows:

That the Terms of Reference includes the following basic principles:

All rate payers will be treated fairly and their investment protected;

Reserves and reserve funds for each municipality will be used for work in the contributing municipality – maintaining and improving infrastructure and service delivery;

Review and planning processes focus on future service delivery;

All service delivery options will be given full consideration until deemed

otherwise by the Project Committee and Council;

Investment in infrastructure will follow a logical process characterized by alignment of Lower Tier and Regional capital project planning – with timelines that respect the budget processes of all project partners;

Create customer – first water and wastewater systems;

Commit to continuous improvement;

Terms of Reference will align with Provincial Policy move toward self-

funding of water; and

That all partners be held to the self-funding requirement. WHEREAS Regional Council on October 27, 2011 approved the Final Terms of Reference for Water/Wastewater Review – Niagara;

Page 34



PAGE 2 WHEREAS Stantec Consulting Ltd., with the assistance of BMA Management Consulting Inc. were tasked with undertaking the Water/Wastewater Fiscal Service Review, according to the approved Terms of Reference; and WHEREAS Stantec Consulting Ltd., with the assistance of BMA Management Consulting Inc. have through a draft report to the Niagara Region provided an analysis that includes Technical Considerations; Organizational Considerations and Financial Considerations with a weighting for three (3) Groupings of Governance Options. THEREFORE BE IT RESOLVED: That the Presentation by Mr. Leo Gohier, Stantec Consulting Ltd., entitled Water and Wastewater Service Delivery Review, BE RECEIVED; That Council REQUEST all local councils to confirm their willingness to participate jointly and to work collaboratively with regional and local area municipal staff, to address the challenges and problems that have been identified and characterized through the review, and to assist in the sharing, understanding and implementation of demonstrated best practices. That Regional and local area municipal councils; regional and municipal staff REPORT BACK quarterly on their progress. That the local area municipalities BE REQUESTED to respond as to their willingness to participate by March 2014.

We greatly appreciate your CounciI’s consideration of the above resolution and look forward to receiving your Council’s resolution on this matter. Thank you, Janet

Page 35

Integrated Community Planning ° • Office of the Regional Clerk N Iagara Reglon

220l St. David’s Road, PO Box |042, Thorold, ON LZV 4T7 Telephone: 905-685-4225 Toll-free: I-800-263-72|5 Fax: 905-687-4977

www.niagararegion.ca

February 7, 2014 CL 2-2014, February 6, 2014 PWC 2-2014, January 28, 2014 Report PW 18-2014

LOCAL AREA MUNICIPAL CLERKS

SENT ELECTRONICALLY

Amending the Waste Management Transfer Agreements —

Service Area Expansion for Niagara Road 12 (NR 12) Municipal Hazardous and Special Waste QMHSW) Depot PW 18-2014

Regional Council, at its meeting of Februaiy 6, 2014, approved the following

recommendation of its Public Works Committee:

That the Director of Legal and Court Services BE AUTHORIZED to prepare amendments of the waste management transfer agreements with the

Township of West Lincoln, Town of Grimsby, Town of Lincoln and Town of Pelham to allow the acceptance of only municipal hazardous and special waste from the other eight local area municipalities at the Niagara Road 12 Municipal Hazardous and Special Waste depot, in accordance with

conditions requested by the Township of West Lincoln;

That the Regional Chair and Clerk BE AUTHORIZED to execute the amending agreements with the municipalities of West Lincoln, Grimsby, Lincoln and Pelham on behalf of the Corporation;

That the four municipalities BE PROVIDED with the amendment to the Waste Transfer Agreements for execution; and

That all local area municipalities BE CIRCULATED with a copy of this report for information.

.../2

Page 36

A copy of Report PW 18-2014 is attached for your information.

truly,

net Pilon

Regional Clerk

/amn

cc. B. Matthews—l\/lalone, Acting Commissioner Public Works R. Barany, Administrative Assistant to the Commissioner Public Works M. Macara, Legal Services

Page 37

PW 18-2014 January 28, 2014

Niagaram Region

REPORT TO: Public Works Committee

SUBJECT: Amending the Waste Management Transfer Agreements - Service Area Expansion for Niagara Road 12 (NR 12) Municipal Hazardous and Special Waste (MHSW) Depot

RECOMMENDATION

1. That the Director of Legal and Court Services BE AUTHORIZED to prepare amendments of the waste management transfer agreements with the Township of

`

West Lincoln, Town of Grimsby, Town of Lincoln and Town of Pelham to allow the acceptance of only municipal hazardous and special waste from the other eight local area municipalities at the Niagara Road 12 Municipal Hazardous and Special Waste depot, in accordance with conditions requested by the Township of West Lincoln;

_

2. That the Regional Chair and Clerk BE AUTHORIZED to execute the amending agreements with the municipalities of West Lincoln, Grimsby, Lincoln, and Pelham on behalf ofthe Corporation; and

3. That the four municipalities BE PROVIDED with the amendment to the Waste Transfer Agreements for execution, and

4.. That all local area municipalities BE CIRCULATED with a copy of this report for information.

PURPOSE

To seek authorization to amend the Waste Management Transfer Agreements with the municipalities of West Lincoln, Grimsby, Lincoln and Pelham to allow all Niagara residents access to the Niagara Road 12 (NR12) Municipal Hazardous and Special Waste (MHSW) depot.

BUSINESS IMPLICATIONS

The financial implications resulting from the amendments to the proposed transfer agreements are expected to be minimal, and will be accommodated in the approved budget for these activities. Depending on the additional volumes of MHSW received at the N-R12 depot, there will be a minimal cost increase at that site. However, there would be some offsetting costs at MHSW events if residents choose to take their materials to the NR12 depot rather than waiting for an event day.

1

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PW 18-2014 January 28, 2014

Additional staff time may be required for collecting garbage illegally dumped in West Lincoln beyond what is currently being picked up along roads near the landfill site. However, at this time staff does not anticipate that any additional resources will be required to undertake this work.

REPORT

As part of an overall review of the Region’s MHSW program, staff recommended expanding the NR12 depot to service all Niagara residents. Currently, it exclusively selves Grimsby, Lincoln, Pelham and West Lincoln as per the 1996 Waste A

Management Transfer Agreements, executed as part of the transfer of waste management responsibilities to the Region. Amending the Transfer Agreements is necessary to accept MHSW at the NR12 depot from the other eight local area municipalities.

In November 2012, as a first step, Regional staff formally requested that Grimsby, Lincoln, Pelham and West Lincoln support in principle the service area expansion to all Niagara residents for MHSW only. Grimsby, Lincoln and Pelham indicated that they had no objection to expanding the NR12 depot service area. In November 2013, West Lincoln conditionally supported the service area expansion, subject to 11 conditions set out in their November 27, 2013 letter, attached as Appendix 1.

Additionally, the Ministry of the Environment (MOE) requires an administrative amendment to the Environmental Compliance Approval (ECA) to reflect the proposed change in service area for the NR12 MHSW depot.

The Niagara Road 12 Landfill environmental assessment approval requires that the NR12 Citizens Liaison Committee (CLC) be notified of any changes to the design and operation of the landfill site. At an October 4, 2012 meeting, staff informed the CLC that consideration would be given to accepting MHSW from outside the four municipalities, pending consultation with each municipality. At the February 27, 2013 CLC meeting, a resolution was passed supporting an MOE application to allow residents from the other eight Niagara municipalities to bring MHSW to the NR12 depot.

Opening the NR12 depot service area provides an alternative location for Niagara residents to properly dispose of MHSW materials, particularly from December to March when MHSW event days are not provided. Regional staff will continue to work with West Lincoln to ensure the conditions outlined in Appendix 1 are achieved.

Staff considers West LincoIn’s conditions to be feasible and will not require additional resources or funds. Staff will advertise the opening of the NR12 MHSW depot service area after all four municipalities have signed the amending agreement and MOE has approved the administrative amendment.

2

Page 39

PW 18-2014 January 28, 2014

As requested by West Lincoln, this initiative will be a one year pilot with the option of extending it for a second year subject to West Linco|n’s approval. Staff will begin working on the RFP for a second permanent MHSW depot in Q1 2014.

REPORTS PERTINENT TO THIS MATTER (available electronically)

PW 5-2014: "Municipa| Hazardous and Special Waste (MHSW) Depot", January 28, 2014;

PW 87-2013: "MunicipaI Hazardous and Special Waste Event Days", October 22, 2013; PW 98-2012: "MunicipaI Hazardous and Special Waste (MHSW) Program Service Level

Review", October 16, 2012.

Submitted by: Approved by: .

_/

€#\C¤ti’t¤C»L,____ /”J

Betty Matthews-Malone, P. Eng. Harry chlan Acting Commissioner of Public Works Chief Administrative Officer

This report was prepared by Silvio Mucciarelli, Associate Director Waste Disposal Operations and Engineering and reviewed by Catherine Habermebl, Acting Directon Waste Management Services and Glen Cowan, Associate Directon Public Works Finance and by Sterling Wood, Legal Counsel.

APPENDICES

Appendix 1 - Correspondence of November 27, 2013 from West Lincoln

3

Page 40

318 Canborough St. P.O. Box 400 E;

, |~§i i

, . . .

`

_ ,_ ,,, M., .,3, ,, gms » » Smithville, ON

t: 905—957—3346 Your Future Pwaturally

9O5_957_3219

www.westlincoln.ca

CLERK’S DEPARTMENT November 27, 2013

Catherine Habermebl, Acting Director Region of Niagara

1

2201 sr. Davld’s Rd ’°‘PPEND'Xl

P.O. Box 1042 Thorld, ON L2V 4T7

Dear Ms. Habermebl: · Re: Region of Niagara - Public Works — Waste Management Services

Niagara Road 12 Landfill Municipal Hazardous and Special Waste Depot

This is to confirm that on Monday, November 25m, 2013 West Lincoln Township Council adopted a motion to referthe recommendation noted below to staff who are tasked with approaching/working with the Region with the expectation of formalizing an agreement based on the proposed conditions noted below. Please note that the referral motion relating to this issue is included for your information on page 2 of this letter. The information provided in the recommendation that was referred (see below) provides a comprehensive list of the issues Council would like addressed regarding this matter. The referral motion also provides the request for a formalized agreement relating to this issue.

RECOMMENDATlON THAT WAS REFERRED: That the correspondence from Niagara Region dated June 19, 2013 requesting the Township of West Lincoln’s support to allow Niagara Region residents’ access to the Niagara Road 12 Municipal Hazardous and Special Waste Depot (MHSW), be received and supported, subject to the following conditions:

1. That this initiative be undertaken by the Niagara Region as a one year pilot study.

2. That the pilot study may be extended for a second year, subject to approval by the Township of West Lincoln, if the Region has moved forward with a second depot

3. That only municipal hazardous and special waste (MHSW) be accepted at the Niagara Road 12 Landfill Site from all Niagara Region municipalities (garbage will not be accepted).

4. The Region will track all loads from other Niagara municipalities to measure the impact of amending the service area for MHSW only. The records will include: the number of residents that bring MHSW, the number of mixed loads of MHSW and garbage, and a detailed record of those residents who are asked to haul the garbage to another Regional landfill site.

5. The Region will undertake an increased awareness campaign to all Niagara residents informing them what they can and cannot bring to the Niagara Road 12 MHSW Depot.

6. Niagara Region will move fonzvard with the establishment of a second MHSW depot in east Niagara.

Page 41

Page 2

7. Niagara Region, as agreed, will pick up and investigate household MHSW that is illegally dumped, and any resulting spillage, on any roads in West Lincoln.

8. Niagara Region, as agreed, will pick up and investigate r-household garbage

illegally dumped on all roads in West Lincoln within a 5 km radius ofthe Niagara Road 12 landfill site.

9. Niagara Region will continue to pick up all household garbage illegally dumped on all Regional Roads in West Lincoln.

10. An application to the MOE to update the senzice area listed in the ECA to specifically list "Niagara Region" for MHSW only, and the four municipalities for waste, MHSW, and leaf and yard waste.

11. That the option be retained by the Township of West Lincoln, to havethe Niagara Region close the ECA at the end of the pilot, to provide for the return to the original provision of access by only the four municipalities, should the project not prove successful or at the request of the Township of West Lincoln.

- REFERRED (see below)

REFERRAL MOTION: That, the motion relating to the correspondence from Niagara Region dated June 19, 2013 requesting the Township of West LincoIn’s support to allow Niagara Region residents’ access to the Niagara Road 12 Municipal Hazardous and Special Waste Depot (MHSW), be referred to staff to approach/work with the Region with the expectation of formallzing an agreement based on the proposed conditions, which agreement shall be signed by all involved parties. ~

Please be advised Mr. Brent Julian, the Acting Director of Public Works & Engineering will be contacting you shortly regarding the above.

Yours truly,1

r· 'T -

i

;

rolyn Langley "~.

Clerk

cc: Silvio Mucciarelli, Associate Director */

Mayor Douglas Joyner Brent Julian, Acting Director of Public Works & Engineering Councillor Alexander Micallef

A

Bradley Whitelaw, Program Manager Andrew Winters, Program Manager

X:\cl—Clerl<s\Council\Council-:2013\Letters\Region of Niagara - Niagara Road 12 Senrice Area Change - Nov 25.doc

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From: Manny Sousa [[email protected]] Sent: Monday, January 20, 2014 1:36 PM To: '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]' Cc: Allan Greig; Mary Scelsa Subject: The Enbridge Community Events Team Hello, Enbridge has a long standing tradition of community involvement for over 160 years. In fact, our motto is “for the good of the community”. This extends to the work we do through our Community Events Team for the past 25 years. Our Enbridge Community Events Team will provide a FREE service for your local community event. We provide a fully functional outdoor kitchen, which includes BBQ grills, griddles for pancakes and burners for corn. We can accommodate a large amount of people, from the hundreds to the thousands. We support over 350 events annually with teams travelling across the province. Remember, this is a FREE service. We operate year round. We supply the equipment and the cooks while you supply the venue, volunteers to help serve food and beverages. Although we are not food vendors, our staff members have been fully trained and are fully licensed food handlers in Ontario. We meet all municipal standards. Below is a link to our web-site. In order to book our team and not miss the opportunity to have our community events team attend your event, please fill out the on-line application form. It’s quick and easy and takes a couple of minutes to fill out. The popular dates in the summer fill up very quickly so please don’t hesitate. We would love to help you out. Look forward to hearing from you. https://www.enbridgegas.com/corporate/community-event/community-event-request.aspx Should you have any questions, please don’t hesitate to contact me at the number below. [cid:[email protected]] Manny Sousa Manager, Municipal Relations | Public & Government Affairs ENBRIDGE GAS DISTRIBUTION INC. TEL: 416-495-5790 | CELL: 647-229-1624 500 Consumers Rd. North York, ON M2J 1P8 www.enbridgegas.com<http://www.enbridgegas.com> Follow Enbridge Gas [cid:[email protected]] <http://www.twitter.com/enbridgegasnews>

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https://www.enbridgegas.com/corporate/community-event/community-event-request.aspx

https://www.enbridgegas.com/corporate/community-event/community-event-request.aspx

cid:[email protected]

cid:[email protected]

http://www.twitter.com/enbridgegasnews